The regular meeting of the Grey Eagle City Council was called to order by Mayor Joseph Arnzen at 7:00 pm, on the 14th day of February 2023 in council chambers. Council members present were Brad Johnson, Roland Ahrendt and Brian Hollenkamp. There were no council members absent. Also in attendance were Lori Hellmann, Dan Berscheid, John Call and Beth Ramacher, and guests Chad Hallermann and Alisha Sunderman.
A motion was made by Brian Hollenkamp to approve the agenda. A second was made by Roland Ahrendt and upon vote, with all members voting in favor, motion carried.
A motion was made by Brad Johnson to approve the minutes of the January 10, 2023 meeting as written. A second was made by Brian Hollenkamp and upon vote, with all members voting in favor, motion carried.
A motion was made by Brad Johnson to approve the minutes of the February 7, 2023 special meeting with the following corrections: change January dates to February. A second was made by Roland Ahrendt and upon vote, with all members voting in favor, motion carried.
Dan Berscheid reported on the current generator. It is 20+ years old and there is gas in the oil. It cannot be fixed because there are no parts available due to age of equipment. A motion was made by Brian Hollenkamp to purchase a new generator up to $2500. A second was made by Brad Johnson and upon vote, with all members voting in favor, motion carried.
A motion was made by Brian Hollenkamp to approve the Rescue Rig and Certified First Responders for the Race on Trace on February 18, 2023. A second was made by Brad Johnson and upon vote, with all members voting in favor, motion carried.
John Call reported on various maintenance items. He would like the City to purchase a pressure washer. The Clerk will get quotes with a minimum of 3000 psi. Christmas lights will be taken down next week. The current hours on the lawn mowers were also reported: 2015 Kubota 700 hours, 2019 John Deere 680 hours and 2019 John Deere tractor 380 hours.
Chad Hallermann was present to discuss snow piling & hauling on his street. The City will talk to Herdering &/or the State of Minnesota about moving the excess snow piled on his corner. A motion was made by Brad Johnson to waive the bill Chad received. A second was made by Roland Ahrendt and upon vote, with all members voting in favor, motion carried.
The vacant Council seat was discussed; this will be tabled until the March meeting.
A motion was made by Brad Johnson to approve the Certificate of Substantial Completion (COGS) from Dakota Supply Group. 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 Certificate of Final Approval for the water meter system performed by Dakota Supply Group. A second was made by Brad Johnson and upon vote, with all members voting in favor, motion carried.
A motion was made by Brian Hollenkamp to approve Change Order #2 for Dakota Supply Group. A second was made by Brad Johnson and upon vote, with all members voting in favor, motion carried.
A motion was made by Brad Johnson to approve the Partial Pay Estimate #5 (final) to Dakota Supply Group, totaling $5275.06. A second was made by Roland Ahrendt and upon vote, with all members voting in favor, motion carried.
A letter from Duane Karls was presented. A motion was made by Brad Johnson to send a letter to Mr. Karls based on information from the City Attorney. A second was made by Brian Hollenkamp and upon vote, with all members voting in favor, motion carried.
A motion was made by Brad Johnson to approve Resolution 2023-04: Credit Card Policy. A second was made by Roland Ahrendt and upon vote, with all members voting in favor, motion carried.
RESOLUTION NO. 2023-04: RESOLUTION TO ADOPT CREDIT CARD POLICY
Purpose: The purpose of this policy is to provide user information to those employees who have been approved by the Grey Eagle City Council to do business for the City of Grey Eagle using a credit card issued in the City’s name. The use of credit cards for City financial transactions is limited and carefully controlled. While the use of credit cards is an accepted practice and, in some cases, the only permitted practice, their use is allowed only for specific purposes and situations to transact City of Grey Eagle business.
Authority to Establish: As stated in Minn. Stat. §471.382, the Grey Eagle City Council may authorize the use of a credit card by any City employee otherwise authorized to make a purchase on behalf of the City. All purchases by credit card must otherwise comply with all statues, rules and policies applicable to City purchases. A City employee who makes or directs a purchase by credit card that is not in compliance with statues, rules and policies, is personally liable for the amount of the purchase.
Credit cards will not be used for carrying debt. The entire card balance shall be paid in full each month. (Minn. Stat. Ch. 475)
Scope: It is the policy of the City of Grey Eagle to allow the use of a credit card by departments certain expenses as outlined below. Personal use is prohibited and will be subject to discipline, up to and including termination. Each employee wishing to obtain a credit card will complete a credit card user agreement form. This form will then be kept on file in the City Hall. (Exhibit A)
Authorization: • Council approval is necessary for an employee to obtain a credit card.
• A card issued to an employee is to be used by that employee only.
• The City Council may, at any time and without notice to the employee, cancel credit card use authorization for any of their employees.
• The City Council shall review credit card use randomly.
• If it is determined that the credit card used is not in the best interest of the City of, the City Council may discontinue credit card privileges.
Controls: • The City Council will approve or deny each credit card request.
• A credit limit of $2500 is the maximum allowed per department per billing cycle.
• All existing purchasing policies apply to purchases made on a credit card.
• All receipts and/or invoices must be maintained by the persons using the card and presented to the City Clerk/Treasurer weekly for reconciliation of the billing.
• It will be the responsibility of the employee to cancel a lost card immediately by notifying the City Clerk/Treasurer.
• The original credit card user agreement will be kept in the employee’s payroll file in City Hall.
Eligible Uses of the Credit Card: The credit card may be used to:
• Reserve rooms for conferences and/or meeting attendance.
• Purchase gasoline and/or diesel fuel when using a City vehicle.
• Purchases from vendors that do not invoice the City as a billing method.
• Purchases from the internet.
Ineligible Uses of the Credit Card: The credit card may not be used for: • Personal purchases – personal use of City credit cards is prohibited
• Meal expenses
• Gratuities and excess daily meal allowance
• Gasoline and/or diesel fuel for any personal vehicle
• Back ordered items, • Cash advances
• Alcoholic beverages
Any unallowable expenses charged on a card will be the responsibility of the employee making the purchase. It is the employee’s responsibility to ensure that only reimbursable expenses are charged the card assigned to them. If transaction limits are inadequate for the types of purchases you need to make, please request to have your Department Head increase your single purchase limit. Multiple transactions from the same vendor can be legitimate if purchases are separate items.
Monthly Reconciliation: The City Clerk/Treasurer will be sent a monthly billing statement identifying purchases listed for each department.
It is the responsibility of each Department Head to submit receipts weekly for the purpose of reconciling the billing statement.
Terminated Cardholders: A credit card held by a terminating employee must be turned in to the City Clerk/Treasurer’s Office prior to termination. If the card is not retrievable, the responsible Department Head must notify the City Clerk/Treasurer.
Adopted by the City Council of the City of Grey Eagle Minnesota this the 14th day of February 2023.
A motion was made by Brian Hollenkamp to approve the City does not waive the statutory tort limits for liability coverage. A second was made by Brad Johnson and upon vote, with all members voting in favor, motion carried.
Combining the two parcels of the City owned parking lot was discussed. A motion was made by Brad Johnson to approve combining the two parcels after tax exemption application has been processed. 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 install internet/wi-fi and security cameras at the Water Treatment Building along with security cameras at the City Hall; total is $5860.00. A second was made by Brad Johnson and upon vote, with all members voting in favor, motion carried.
A motion was made by Brad Johnson to approve a VOIP system; the new monthly charge will be $190.84. A second was made by Roland Ahrendt and upon vote, with all members voting in favor, motion carried.
A right of way (ROW) permit was discussed for Arvig to install fiber optic cable in Spring/Summer of 2023. This will be tabled until the March meeting after reviewing with the City Attorney.
A motion was made by Brian Hollenkamp that all City Staff, Council and Fire Department are required to follow the most current COVID-19 guidelines and isolation requirements. A second was made by Brad Johnson and upon vote, with all members voting in favor, motion carried.
The Park Committee discussed a few possible projects for this coming season.
A motion was made by Brad Johnson to approve the grant submission to the Minnesota Department of Health, which would include the estimate from Wheels Water Service for a test well and security cameras at the Water Treatment Plant. 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 Beth Ramacher to become a Notary and get a Notary Stamp for $120.00. A second was made by Brad Johnson and upon vote, with all members voting in favor, motion carried.
A motion was made by Brian Hollenkamp to change the City Hall office hours to 8:00 am – 2:00 pm Monday through Friday and that Lori Hellmann and Beth Ramacher will work together on their schedules. A second was made by Brad Johnson and upon vote, with all members voting in favor, motion carried.
A motion was made by Brad Johnson to offer Beth Ramacher the fulltime Clerk/Treasurer position for an hourly pay of $27.50. A second was made by Brian Hollenkamp and upon vote, with all members voting in favor, motion carried. Beth will provide Council with her answer at the March meeting.
A motion was made by Brad Johnson to approve payment of Claims #2642-2669, totaling $34,910.63 and include additional payments of the following: Rahn’s Oil $356.51, MN Power $2603.18 and Initiative Foundation $260.00. A second was made by Roland Ahrendt and upon vote, with all members voting in favor, motion carried.
A motion was made by Brian Hollenkamp to adjourn the meeting at 8:31 pm. A second was made by Brad Johnson 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, March 14, 2023 in Council Chambers.
Beth Ramacher, Assistant Clerk
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