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The regular meeting of the Perham City Council was called to order by Mayor Keil at 7:00 p.m. in the Council Chambers of the City Administration Building at 125 Second Avenue NE, Perham, Minnesota, all members of the Council having been duly notified of the meeting and the business to be transacted. All Council Members were present.
Staff present included City Manager Klemm, Finance Officer McCall, EDA Director Johnson, Police Chief Nelson, Facility Manager Schmidt, Public Works Supervisor Meece and Administrative Assistant Nundahl. Building Official Neisen was also present
CALL TO ORDER AND PLEDGE OF ALLEGIANCE
Mayor Keil requested all in attendance to rise for the Pledge of Allegiance.
CITIZENS CONCERNS
Mayor Keil recognized the following members of the County Coordinating Committee:
Wadena County Commissioner Bill Stearns, Otter Tail County Commissioner Roger Froemming and Todd County Commissioner Gary Kneisl. Commissioner Stearns reviewed the history of the Perham Resource Recovery Facility and some of the problems the facility encountered.
Commissioner Stearns noted the following instances where the City operated the Facility as an “owner” rather than “partner”:
- The tipping fee is currently at $59 per ton. The tipping fee does not affect the City since the City is not delivering Merchant Waste.
- The Counties have tried to negotiate new contracts since 2004 and their requests have never materialized.
- The City has not negotiated a long-term steam sales contract with Bongards.
- The City, without Board approval, varied from the signed agreement with Bongard’s. This cost the project revenue that has yet to be recovered.
Commissioner Stearns stated the Counties involved have adopted resolutions to support a true Joint Powers Board and the Board would own and operate the facility. Two proposals were reviewed, a Joint Powers Board with City participation and a Joint Powers Board without City participation. Commissioner Stearns stated the most desirable option is with the City participating.
Mayor Keil stated the City varied from the signed agreement with Bongard’s for a very short period of time because they were seriously considering running their own boiler and no longer purchase steam from the Facility. City staff met with Bongard’s and determined that the figures they were using were incorrect. When the figures were corrected and Bongard’s realized that purchased steam was more cost-effective than running their own boiler, the original prices were used. Mayor Keil reminded the Commissioners that the City has annually negotiated the Administrative Fee rather than following the contract.
Mayor Keil questioned if the Facility has been run as a Joint Powers Board. Commissioner Kneisl stated no, that is why all of the Counties have adopted resolutions to support the formation of a Joint Powers Board. Commissioner Stearns stated he believe the Facility has been run under a Joint Powers Board.
Council Member Johnson questioned which option the Counties prefer. Commissioner Stearns stated Joint Powers Board with the City participating. Stearns stated the Facility is located in Perham, so the City has a lot of stake in the Facility and in Bongards. Mayor Keil stated milk is provided by farmers throughout the region, not just in Perham. Otter Tail County also has a lot at stake.
Discussion ensued regarding new contracts. Mayor Keil stated County Attorneys were involved in the drafting of the contracts and each County Board approved the current contracts. It was noted the current contracts are not being followed because the Facility is not running the way it was set-up.
Council Member Mattfeld questioned if the expansion would occur under either of these options. Commissioner Stearns stated no without the City participating, it may occur if the City is participating. Stearns stated the City needs to take the lead in contacting other Counties for additional waste and participation in the expansion. Mayor Keil stated it’s difficult to have discussions with other Counties when we don’t have support from the current Counties involved in the project.
Further discussion ensued. No action taken.
APPROVAL OF AGENDA
Mayor Keil stated Council Members and Staff may add items to the Agenda which requires Council action.
On a motion by Council Member Johnson, seconded by Council Member Mycke and carried without a dissenting vote, the Agenda was approved as presented.
CONSENT AGENDA
Mayor Keil stated all items listed with an asterisk (*) will be enacted by one motion. There will be no separate discussion of these items unless a Council Member or citizen so requests, in which event, the item will be removed from the general order of business and considered separately in its normal sequence on the agenda.
On a motion by Council Member Mycke, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council approved the Consent Agenda as presented.
*APPROVAL OF MINUTES
On a motion by Council Member Mycke, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council approved the minutes of the Regular Meeting of the Council held on April 14 and Special Minutes on April 23, 2008.
ADMINISTRATION AND FINANCE
APPROVAL FOR PAYMENT OF CITY CLAIMS
Finance Officer McCall added one claim for Gov Office in the amount of $3,769.00.
On a motion by Council Member Meehl, seconded by Council Member Johnson and carried without a dissenting vote, the Council approved City Claims in the amount of $2,020,000.04 for April 2008.
APPROVAL OF PERHAM AREA COMMUNITY CENTER CLAIMS
On a motion by Council Member Mycke, seconded by Council Member Meehl and carried without a dissenting vote, the Council approved PACC Claims in the amount of $22,476.02.
Finance Officer McCall stated since there is no outstanding debt for the Community Center, they will start to manage their own funds rather than sending funds through the City account to be transferred back to them. The PACC Board will approve their claims and review the financials similar to the Golf Course. It was noted, they will continue be included with the City audit along with the Golf Course.
CITY HALL REMODEL PROJECT
Mayor Keil stated Council may wish to consider approving the Plans and Specifications and order advertisement for bids for the City Hall Remodel Project. City Manager Klemm stated Tony Stoll has some minor details to complete on the plans and specifications for the project, but should be completed by next week. The layout will be as presented at the Committee of the Whole Meeting. Due to time constraints, we would like to advertise for bids as soon as next week. A short discussion ensued.
On a motion by council Member Mattfeld, seconded by Council Member Meehl and carried without a dissenting vote, the Council approved the Plans and Specifications for the City Hall Remodel Project and authorized advertisement for bids.
LEASE AGREEMENT WITH CHAMBER OF COMMERCE
Mayor Keil stated Council may wish to consider approving a Lease Agreement with the Chamber of Commerce for the main floor of City Hall. City Manager Klemm briefly reviewed the lease noting the City will pay for the costs of the restrooms and the Chamber will be charged no rent but must make the payments to the EDA for the cost of remodeling. A discussion ensued.
On a motion by Council Member Johnson, seconded by Council Member Meehl and carried without a dissenting vote, the Council approved the lease Agreement between the Perham Area Chamber of Commerce and the City for a portion of the ground floor of City Hall.
LIQUOR STORE/SALE OF MISC. ITEMS
Mayor Keil stated Council may wish to consider accepting the high bids for the sale of the walk-in cooler, mezzanine lift and shelving units. City Manager Klemm stated one bid was received for $500 for some shelving. The Bid was reviewed.
On a motion by Council Member Mycke, seconded by Council Member Meehl and carried without a dissenting vote, the Council approved the sale of shelving described as follows: 12 piece wall units with shelving (48’), 12’ gondola with end cap and 5 shelves for $500 to the City of New York Mills.
Discussion ensued regarding the lift. Consensus of Council Members was to not sell the lift. Discussion ensued regarding the sale of the walk-in cooler. On a motion by Council Member Meehl, seconded by Council Member Mattfeld and carried without a dissenting vote, the City Manager was authorized to sell the walk-in cooler to anyone that submits a reasonable offer.
*3.2 BEER LICENSE/DANCE PERMIT
On a motion by Council Member Mycke, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council approved an On-Sale 3.2 Beer License for the Perham J.C.’s for Turtle Fest activities on June 20 along with a street dance permit, subject to receipt of applicable fees and required information by the City Office.
*AVERAGE JOE TRIATHLON
On a motion by Council Member Mycke, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council authorized Kinship the use of Paul Miller Park on June 29 from 6:00 am until approximately 11:30 for the Average Joe Triathlon.
*PERHAM AREA CHAMBER OF COMMERCE REQUEST
On a motion by Council Member Mycke, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council authorized the Chamber of Commerce use of City streets and parks for various activities scheduled throughout 2008.
*ACCEPTANCE OF PERHAM LAKESIDE GOLF CLUB INCOME STATEMENT
On a motion by Council Member Mycke, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council accepted the PLGC’s Income Statement.
*ACCEPTANCE OF PERHAM AREA COMMUNITY CENTER’S FINANCIAL REPORTS
On a motion by Council Member Mycke, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council accepted the PACC’s Financial Reports.
*ACCEPTANCE OF THE CITY’S FINANCIAL REPORTS
On a motion by Council Member Mycke, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council accepted the following reports: Cash Balance and Investment Summary, Budget Summary – Revenue and Expense, Enterprise Financials and the Utility Aging Report.
HOUSING, PLANNING AND COMMUNITY DEVELOPMENT
CALLING FOR A PUBLIC HEARING/STREET VACATION
Mayor Keil stated Council may wish to consider calling for a public hearing to vacate King Street in Luce’s Addition for a possible expansion of Barrel O Fun. Building Official Neisen reviewed the request noting Barrel O Fun is requesting vacating King Street from 6th Avenue NW to Lake Street. It was noted, the intersection of 5th Avenue NW and King Street is not going to be vacated.
On a motion by Council Member Mycke, seconded by Council Member Johnson and carried without a dissenting vote, the Council approved Resolution No. 2008 – 21 entitled “Resolution In The Matter Of Calling For A Public Hearing For Vacating Portions Of King Street From The Intersection At 6th Avenue NW To 5th Avenue NW And From 5th Avenue NW To Lake Avenue Excluding The Intersection Of King Street And 5th Avenue NW, City Of Perham”
*ACCEPTANCE OF THE BUILDING PERMIT REPORT
On a motion by Council Member Mycke, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council accepted the Building Permit Report for April 2008.
PUBLIC WORKS AND PUBLIC SAFETY
ELEVATED WATER STORAGE TANK PROJECT
Council may wish to consider approving the Plans and Specifications and calling for bids for the Elevated Water Storage Tank.
City Engineer Chris Thorson reviewed the construction plans. The following items were noted: due to the location of the water tower, several trees will need to be removed; and two styles of water towers will be bid as alternates; a pedestal spheroid tank and a composite tank. The Council may want to consider fencing the area to prevent vandalism on completion. The Project Schedule was reviewed. A short discussion ensued.
On a motion by Council Member Johnson, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council approved Resolution No. 2008 – 22 entitled “Resolution In The Matter Of Approving Plans And Specifications And Ordering Advertisement For Bids For The Construction Of An Elevated Water Storage Tank, Perham, Minnesota”.
NO PARKING SIGNS
Mayor Keil stated Council may wish to consider authorizing the installation of “No Parking” signs on Pine Lane Drive adjacent to the two 14-plexes. Following a discussion, this item was tabled for further consideration by the Public Works Committee.
LIFT STATION UPGRADES
Council may wish to consider authorizing Ulteig Engineers to proceed with Plans and Specifications for upgrades to the VFW Lift Station (8th Avenue SW) the Barrel O Fun Lift Station (5th Avenue NW).
Jade Berube, City Engineer, reviewed the Project Scope, Existing Facilities, Proposed Improvements and Estimated Costs. It was noted, the existing lift station on King Street was originally installed in 1987 and was designed to serve the Country Pines Addition and thirty additional lots. Currently, the lift station is serving over 150 lots. Current maintenance concerns have been discussed by the Public Works Supervisor.
Engineer Berube stated the Eighth Avenue lift station conveys wastewater from Barrel O Fun, the hospital and clinic and surrounding residential areas. The lift station was installed in 1960 and various portions of it have been reconstructed throughout the years. Berube noted the current portable generator is capable of running most of the City’s water and wastewater systems but with the reconstruction of the main lift station and the new construction of the water tower and wells, a larger generator will be required to operate the utilities. Berube also noted, these items were included in the Capital Improvement Plan.
On a motion by Council Member Meehl, seconded by Council Member Johnson and carried without a dissenting vote, the Council approved Resolution No. 2008 – 23 entitled “Resolution In The Matter Of Receiving Report And Ordering Improvement And Preparation Of Plans For The 2008 Lift Station Replacement Project, Eighth Avenue SW And King Street NW, Perham, Minnesota”
2008 CRACK FILLING
Mayor Keil stated Council may wish to accept the apparent low quote for the 2008 Crack Filling Project. Public Works Supervisor Meece stated due to the large price difference in quotes, he contacted the apparent low bidder to determine if he understood the scope of the project which he did. Meece also checked his references. Public Works Supervisor Meece recommended the Council accept the apparent low quote
On a motion by Council Member Mycke, seconded by Council Member Johnson and carried without a dissenting vote, the Council accepted the apparent low bid for the 2008 Seal Coating Project from Howard’s Driveway, Inc. of Menahga, Minnesota not to exceed $5,865.11 for three designated areas.
*2008 SEAL COATING
On a motion by Council Member Mycke, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council accepted the low bid for the 2008 Seal Coat Project from Caldwell Asphalt Co., from Hawick, Minnesota in the amount of $59,679.71. It was noted, a portion of this project is being completed in the City of New York Mills and they will be billed for their costs.
*OVERLAY PORTIONS OF THE BIKE PATH
On a motion by Council Member Mycke, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council accepted the apparent low quote for pavement overlay for portions of the bike path from Performance Paving and Sealcoating Inc. from Deer Creek, Minnesota not to exceed $26,275.00 for 48,000 square feet.
*EMERGENCY MEDICAL SERVICES WEEK
The Council designated the week of May 18 – 24 as Emergency Medical Services Week. It was noted, an Open House has been scheduled for May 21 from 11:00 to 7:00, everyone is welcome.
*ACCEPTANCE OF THE MONTHLY POLICE REPORT
On a motion by Council Member Mycke, seconded by Council Member Mattfeld and carried without a dissenting vote, the Council accepted the Monthly Police Report for April 2008.
OTHER BUSINESS
It was noted, the proposal from the County Coordinating Committee would be discussed at the Committee of the Whole Meeting scheduled for Wednesday, May 28th.
INFORMATION AND ANNOUNCEMENTS
Clean-up Day is scheduled for May 17
May 26th is Memorial Day, City Office will be closed
A Special Council Meeting and the Committee of the Whole Meeting is scheduled for Wednesday, May 28th at 5:15
The next Regular Council Meeting is scheduled for Monday, June 9, 2008
The Household Hazardous Waste Collection is scheduled for Tuesday, July 22 from 10 to 2 at the City Garage
ADJOURNMENT
On a motion by Council Member Mycke, seconded by Council Member Johnson and carried without a dissenting vote, the meeting was adjourned at 8:55 pm.
Respectfully submitted by:
Fern Nundahl
Administrative Assistant
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