DRAFT – These minutes are not official until approved at the next regular City Council meeting.

City of Bigfork

Regular Meeting September 9th, 2004

Members Present: Mayor Lonnie Kacon, Bob Zimmer, Jean Lexvold, and Amy Tendrup Absent: Steve Grover Also Present: Andy Shaw, Mark & Connie Maki, Joyce Holsman, Jon Babcock, Gary W. Schwersinski, and Julie Kennedy

Consent Agenda Motion by Lexvold, seconded by Grover to approve the consent agenda as follows: #1- approval of the minutes of the August 10th regular City Council meeting #2- approval of the police report for August 2004, report is attached to the minutes as Appendix A #3- approval of the library report for August 2004 of 142 books checked out and 35 readers using the library #4- approval of the August 2004 budget report #5- approval of the Public Works Department report for August 7 through September 8, 2004, report is attached to the minutes as Appendix B #6- approval of the claims for payment in the amount of $43,662.16, including the August 13th and 31st payrolls Motion Carried Unanimously, (MCU).

OLD BUSINESS:

Sale of City House: City Attorney Andy Shaw reviewed that at the last council meeting, the Council had decided that a second appraisal would be done on the city-owned house. Mayor Kacon talked with the first appraiser and determined that there was no need for a second appraisal due to the fact that another one would be needed upon the sale of the house. He did not see a need for the City to spend the money on another appraisal. Shaw stated that the Council wishes to sell and the question now is how do they wish to sell it. Zimmer stated that it would be in the best interest of the City to list it through the same real estate agent that is handling our other properties. The current resident would then be allowed to put in an offer through the agent if he so wishes. Shaw then asked if the Council wished for the property to be vacant and asked if it would be difficult to show and sell the property with a tenant occupying it. Zimmer did not feel that would be a problem. Zimmer also brought up the issue of the septic system. City Engineer Julie Kennedy of Short-Elliot-Hendrickson and Public Works Superintendent Mark Maki are meeting soon to discussion the options of bringing this system into compliance, along with the system of a neighboring home. A motion was made by Zimmer and seconded by Tendrup to have the City Clerk contact Paul Hanson of MN Lakeshore Properties to get the house listed, MCU.

Sale of City Lots: Shaw addressed the sale of the city lots on Cedar Street. The Council had indicated an interest in adding additional stipulations to the sale of the lots that would prohibit the placement of a trailer house on them. Shaw presented sample wording to be used in a purchase agreement. After some discussion, the Council determined that the wording should disallow any further subdivision of the lots, require that the properties be used for single family use only, and require that all homes be a minimum of 1,000 square feet on the main level and be a minimum of 24 feet wide at the narrowest point. Shaw asked about old wells or septic systems on the property and it was revealed that there is an abandoned septic system and one connection to an adjacent 2” water service line. It was determined that the City should be responsible for cleaning up these two items prior to the sale of the property. Maki stated that the Public Works Department could take care of the two items mentioned. Shaw will make the changes and send a new copy of the purchase agreement up to the Clerk when it is completed.

Julie Kennedy – SEH: City Engineer Julie Kennedy had some updates for the Council. The first item was another price quote for the bituminous patches around town as requested at the last meeting. Kennedy had received a quote from Hawkinson Construction for $5,100. This quote is $2,214 less than the previous quote that was received. It was Kennedy’s recommendation to accept the quote from Hawkinson Construction. Kacon questioned how this project was being paid for and Storlie stated that it will be covered with money from the 2004 Construction Loan for the Cedar Street projects. A motion was made by Tendrup and seconded by Lexvold to accept the quote from Hawkinson Construction, MCU.

Kennedy’s next item was I & I reduction. She stated that she and Maki had achieved significant reduction this summer with various small projects and fixes. As everyone is aware, the Minnesota Pollution Control Agency will not allow us any more connections to our system until we have shown progress in I & I reduction. Kennedy is now working on a memo to the MPCA to inform them of our progress.

Kennedy informed the Council that she, Shaw and Storlie continue to work on a new zoning ordinance and will soon be ready to turn the proposed ordinance over to the Planning Commission for further review.

Kennedy has been in contact with Tarry Edington regarding the Woodland Terrace mobile home park. The owners of the park, TNT Realty, are considering further development and have been talking with Edington about funding for mobile home replacement. This funding could help with the costs of individual meter installation and freeze protection.

Kennedy next commented on the access road to the sewer ponds. She is working on getting an easement for the current road. If this is not possible, there is still the possibility of getting easements for a new road with a different route in order to avoid having to cross the hospital’s parking lot.

SEH has looked at the tax-forfeit property near the school. It was determined that the corner of the property is a wetland. Kennedy will continue looking into the possibility of development on this property.

Kennedy met with Kacon, Maki and Storlie to discussion options for the Division Avenue sewer and water situation. It would cost the City $53,526 to install a sewer main with a manhole, a water main and hydrant, and put Class V on Third Street. Another option was to install the sewer only in order to accommodate Tendrup’s project. The cost for this would be $21,000. It was determined that the City should hold off until such time as the money was available to do the entire project correctly and to have Tendrups hook in to their existing private wastewater system at this time.

City Clerk Computer: Storlie reported that Maki has graciously offered to use the proceeds from the sale of the red Public Works truck to purchase a laptop computer for the Clerk’s office. Motion by Zimmer, seconded by Tendrup to purchase the computer as quoted from Out of the Blue, MCU.

Proposed 2005 Tax Levy and Budget: Storlie presented the 2005 budget. The Water, Sewer, 1997 Bond, and Fire funds are balanced. This leaves the General and Liquor funds. The Liquor fund is projected to make just over $21,000 in 2005. The General Fund currently shows a deficit of $131,560, not including any property tax revenue. Storlie explained that whatever the Council chooses to set the levy at must balance that number. She asked if the Council wished to subtract the $21,000 that the Liquor fund is projected to make from the $131,560. The Council did not think it was wise to count on having proceeds from the liquor store when it has actually lost money the past few years. Storlie stated that the budget will very likely change before it is approved in final form in December. There will need to be expense amounts added for repair work on the furnaces in City Hall and the garage, as well as for some additional snow removal. Revenue amounts may be added for timber sales. Zimmer felt that, to be safe, the levy should be set at the maximum projected amount needed of $131,560. Storlie agreed and reminded the Council that when the final levy is set in December, the Council can always go lower than the proposed amount set at this time, but not higher. A motion was made by Zimmer and seconded by Tendrup to pass resolution 9-9-2004 (2), MCU. Resolution is attached to the minutes as Appendix C.

Mann Excavating Final Pay Request: The City has received a final pay request from Mann Excavating for the airport mound system. Motion by Lexvold, seconded by Tendrup to pay the claim, MCU.

NEW BUSINESS:

Part-Time Public Works Hours: Kacon explained that the part-time public works position is a salaried position and is paid for 30 hours per week. In the time since the position was switched from hourly to salary, the average hours per week has not been 30. In 2002, the average hours worked per week was 26.24. In 2003 it was 25.98, and so far in 2004 the average is 24.66. This type of pay arrangement is costing the City more money than it would if the position was paid at a straight hourly rate as the other part-time city positions are paid at. Kacon questioned if the Council would like to either change this position to an hourly pay or to adjust the average hours per week that the salary is based on. Tendrup felt that if a review of this position was being done, all positions should be reviewed. Tendrup and Kacon volunteered to work with Storlie to review the hours worked in all positions and make recommendations to the Council for any necessary changes.

School Liaison Officer Agreement: Storlie presented the school liaison officer contract for the 2004-2005 school year. This contract is identical to the prior year’s contract except for the total amount available. In talking with school district representatives, Storlie learned that the City is eligible for up to $9,100, however the Council needs to discuss how many hours they would like Police Chief Babcock to spend at the school. Babcock stated that he figured he would need to spend an average of three hours per day in order to reach the $9,100. The Council felt that this was an acceptable amount of time for him to spend. Babcock pointed out that even when he is at the school, his is still on-duty and does respond to any calls that come in. Motion by Tendrup and seconded by Lexvold to set the total amount in the contract at $9,100 and to pass the following resolution, MCU: RESOLUTION 9-9-2004 (2) A Resolution Authorizing Signing of Police School Liaison Officer Contract WHEREAS, School District 318 is authorized by statute to levy for and provide for the position of Police Officer Liaison at each of it’s public schools and; WHEREAS, by statute the opportunity to fill this position is to be offered to the local Police Department and; WHEREAS, the City of Bigfork Police Chief in the past has provided the same duties to the school as would be accomplished by the Police Liaison Officer and; WHEREAS, the City of Bigfork wishes to enter into a contract with School District 318 to have its Police Chief continue to provide this service; THEREFORE BE IT RESOLVED BY THE COUNCIL OF THE CITY OF BIGFORK that the Mayor and the City Clerk are authorized to sign any and all documents and contracts relating to establishing the Police Liaison Officer Position at the Bigfork Elementary, Middle and High Schools and the reimbursement of costs to the City of Bigfork Police Department as a result of such contract Passed and adopted this 14th day of September, 2004

Land Use Permits: The Council received three applications for land use permits. The first was from Mark Maki for an 8’ x 12’ addition to his garage with a metal roof. Motion by Tendrup, seconded by Lexvold to approve the land use permit, MCU. The second application was also from Maki and requested permission to remodel his home with a new roof and gable end over flat roof and an 8’ x 16’ addition to the southwest corner of the home. Motion by Lexvold, seconded by Tendrup to approve the land use permit, MCU. The final land use application was from Kacon for 99% replacement of existing lean-to on east side of garage. Motion by Tendrup, seconded by Lexvold to approve the permit, motion carried with Kacon abstaining.

Public Works Truck Repair Price Quotes: Maki has received two price quotes for repair work to the green truck’s fuel system. Motion by Lexvold, seconded by Zimmer to accept the quote from Powell Auto Sales of $704.50, MCU. Maki also presented a quote from Powell Auto Sales to install the hydraulic dump on the white truck. Motion by Zimmer, seconded by Lexvold to have this done, MCU.

EOW Ducks Unlimited Gambling Permit: Tendrup presented an application for a lawful gambling permit for the EOW Ducks Unlimited for their banquet on October 2, 2004. Motion by Zimmer seconded by Lexvold to grant the permit with no waiting period, MCU.

Donation Request from Itasca County Historical Society: The City received a letter from the Itasca County Historical Society requesting donations. The donation budget for this year has been exhausted. No action was taken.

OTHER BUSINESS:

Liquor Store Manager Joyce Holsman stated that she will need approval from the Council for a special event license for the Picaroon Saloon to do the bartending at the EOW Ducks Unlimited banquet. Motion by Lexvold, seconded by Zimmer to grant approval for this, MCU.

Maki reported that he had attended a seminar that day in Red Lake Falls, MN where sewer ponds were discussion. The City of Perham is doing sludge reduction with enzymes. This should significantly lower the cost of dredging their ponds. He will have more information on this once they are finished with the project.

It has been suggested that the City request a grant of $3,000 from the Lion’s club in order to purchase a large event tent to be used for the City celebration and other events. The City could also rent this tent out for other events. The Lion’s club would be allowed to use the tent free of charge for their events. Motion by Tendrup, seconded by Lexvold to direct Storlie to request the grant of $3000, MCU.

Storlie reported that although we had set the required public hearing for the liquor store for October 12, 2004, she has now learned that November 17th is the first possible day for us to hold the hearing. It was determined that the public hearing will be held on Wednesday, November 17, 2004 at 7:00 PM.

Zimmer questioned what was happening with the culvert on Division Ave. Maki stated that the County has no plans to do work on this culvert in the near future. He suggested sending letters to our County Commission to request help in getting this project moved up on the priority list. Zimmer also suggested sending letters to our Fire Department, Police Department, Ambulance Service and the hospital requesting them to send letters as well. Motion by Zimmer, seconded by Tendrup to have Storlie send the suggested letters, MCU.

Maki reported that Don Jenson is reportedly selling his ASV. This means the City will need to find another avenue for snow removal. At this time, Maki has put together a bid sheet for anyone interested in bidding on snow removal for the City.

There being no further business, Mayor Kacon adjourned the meeting at 8:51 p.m.

Angie Storlie City Clerk

These minutes are available on the City website at www.cityofbigfork.com. To sign up to receive the minutes by email, send your email address to ctyclerk@bigfork.net.

Appendix A

Bigfork Police Department Police Report August 2004

1 14:37 theft/business 6 16:59 neglected animal 10 19:09 loud party/noise disturbance 11 04:29 intrusion alarm business/night 11 22:37 assist sheriff’s office 13 17:07 dwi/3rd degree 13 18:02 domestic assault/terrorist threats 14 12:30 theft yard/private 14 14:12 no insurance 20 23:32 assist medical 22 11:19 burglary home/forced 23 05:47 suspicious person 31 18:40 criminal damage to property

Appendix B

Public Works Department Report August 7, 2004 – September 8, 2004

§ Mow and weed whip city properties – 33 man hours § Move crane from red truck to green truck for wastewater – 12 m.h. § Refurbish picnic tables received from State § Contact Lennox dealer about furnaces in City Hall. Be here 9-8-04 § Repair chemical pumps at water treatment plant § Clean out cold storage water treatment plant § Locates for construction at Hospital, sign installs, property corners, beaver dam removal § Removal of trees at beach – 6 man hours § Green truck to Hibbing for testing of fuel system § Work on fire hydrant, Hospital construction area need new hydrant § Patch roadways and foot paths – 12 man hours § Exercise water main valves, inspect valve boxes and clean out dirt and mud – 6 man hours § Check operation of Savich station, condensation heater needed § Walk area with Mayor for location of pond road § Ottum Ave manhole repair for I & I reduction, needs replacement of old cement block base § Sample airport pond and influent samples to NTS, samples not reaching NTS in Virginia on proper time (needs for resampling and priority mail?) § Move banners on light poles down § Contact Rajalas/Davids on property locations § Power outage, check lift stations and clear culverts for flooding on Ash St § Spray for weeds, Main Street § Inspect manholes for I & I after 4” of rain on 9-6-04 § Daily checks of lifts and water treatment plant, weekly checks of ponds and airport mound system § Meeting with City Engineer, Mayor and Clerk on future project and needs of community for water, I & I

Appendix C

RESOLUTION 9-9-2004 (2)

A Resolution Adopting the Preliminary 2005 Budget and Preliminary 2005 Tax Levy for Taxes Collectible in 2005

WHEREAS, The City of Bigfork is required to approve a preliminary budget by September 15 of each year for expenditures in the following year; and

WHEREAS, the City of Bigfork is required to approve a preliminary levy by September 15 of each year for collection in the following year; and

WHEREAS, the proposed budget has been presented to the City Council at its meeting of September 9, 2004 for review; and

WHEREAS, based on this proposed budget, the Council has determined its needs for property tax revenue for the 2005 fiscal year;

NOW THEREFORE BE IT RESOLVED that the proposed budget for the City of Bigfork for 2005 is as follows:

Fund Amount General $256,447.46 1997 Bond 12,201.25 Fire 84,335.00 Water 64,044.35 Sewer 50,788.83 Liquor 280,361.27 Total $748,178.16

BE IT FURTHER RESOLVED that the proposed levy for the City of Bigfork for levy in 2004 and collection in 2005 is as follows:

Source Amount General $112,226.30 1997 G.O. Bond 11,906.00 2004 G.O. Bond 1,470.00 2004 Cert. of Indebtedness 5,957.70 Total $131,560.00

BE IT FURTHER RESOLVED that the City Clerk is hereby instructed to transmit a certified copy of this resolution to the County Auditor of Itasca County, Minnesota.

Passed and adopted this 9th day of September, 2004