Washburn City Commission
Official Meeting Minutes
Monday, December 9, 2019
6:30 p.m., City Hall
Members Present: Larry Thomas, Noelle Kroll, and Mike Herdt
Absent: Kit Baumann and Kollin Syverson
President Thomas called the regular City Commission meeting to order at 6:30 p.m.
Kroll motioned to approve the 11/12/2019 meeting minutes. Herdt seconded. Upon roll call, all members present voted aye. Motion carried.
Herdt motioned to approve the financials. Thomas seconded. Upon roll call, all members present voted aye. Motion carried.
Brent Sanders was present to dispute a bill for the repair of his sewer line. Thomas motioned to table until next meeting when Commissioner Syverson and Bryan Rothmann are present. Herdt seconded. Upon roll call, all members present voted aye. Motion carried.
Price presented the following alcoholic beverage licenses for renewal:
Enerbase. Herdt motioned to approve. Kroll seconded. Upon roll call, all members present voted aye. Motion carried.
Washburn American Legion Victor B. Wallin Post #12. Kroll motioned to approve. Thomas seconded. Upon roll call, all members present voted aye. Motion carried.
The Riverboat Saloon. Herdt motioned to approve. Thomas seconded. Upon roll call, all members present voted aye. Motion carried.
Superpumper Inc. Thomas motioned to approve. Kroll seconded. Upon roll call, all members present voted aye. Motion carried.
Captian’s Cabin LLC. Herdt motioned to approve. Kroll seconded. Upon roll call, all members present voted aye. Motion carried.
Thomas indicated that Brenarlo Enterprises is delinquent in their property taxes. Ordinance #139 indicates “Licenses shall end on December 31st following the date of their issuance. Licenses issued under the provisions of this ordinance may be revoked, canceled or temporarily suspended for any one or more of the following reasons:” “10. When the licensee fails to pay when due property taxes or license fees.” And also under “Qualifications Required for License” “f. Property taxes for the building in which the licensed premises are located may not be delinquent.” Thomas motioned to cancel their 2019 Liquor License, with the right of review. Kroll seconded. Upon roll call, all members present voted aye. Motion carried.
Beverly Peterson representing Frontier Floral & Gifts is interested acquiring a Class III Liquor License. Ordinance #139 provides for only one within the City. The ordinance would need to be amended if the current Class III is not available. Tabled
Herdt motioned to allow the Victor B. Wallin American Legion to move forward with the installation of elevator/handicap accessibility project in the Memorial Hall. Kroll seconded. Upon roll call, all members present voted aye. Motion carried.
A Memorial Hall rental agreement from Hollie Matties with the Girl Scouts to use the community room. She has asked for a waiver of the fees. Herdt motioned to waive the rental fee for two months and asked them to come to a commission meeting after the two months. Thomas seconded. Upon roll call, all members present voted aye. Motion carried.
Thomas presented the recommendation from the Sales and Use Tax committee to fund $35,000 annually in January for the next five years from the Economic Development Fund. They are asking for a pledge of funding from both the Washburn and Wilton Sales Tax Committees. This request is due to their insolvency since the expansion to be an 18-hole golf course. They have been able to turn it around but require this pledge of funding to allow them to restructure their long-term debt. Jim Peterson expressed a concern with a five-year commitment and giving PWGC without accountability. Herdt is concerned with the PWGC using pledges for operations rather than toward the principal of the long-term debt. How do we know they are not going to do the same with this funding? Heath Patterson with the Park Board said they are still making improvements but does not know how this funding will be used. Jim Peterson asked if it will again be a joint venture or dual purpose like they originally proposed, when they first built the golf course. Thomas motioned to approve the $35,000 funding for five years starting in January 2020 to the PWGF. Kroll seconded. Mike-present, Kroll-aye, Thomas-aye. Motion carried.
Heath Patterson and Chad Dahme representing the Park Board came to address the request for a transfer of land from the City to the Park Board for the installation of a concession stand at the softball field. This property is currently owned by the City. Thomas has discussed this with the public works staff, and the proposed transfer would allow the Park Board to do what they proposed. And will still allow for the expansion of the water treatment plant if ever necessary in the future. Thomas motioned to give this property to the Park Board. Kroll seconded. Upon roll call, all members present voted aye. Motion carried.
Price indicated that JNR Salvage does not think non-metal items will be an issue. He must not have an issue in Underwood, so he does not think it will be an issue here. If it becomes an issue, he can stop providing the service. Thomas motioned to allow JNR Salvage to provide a roll-off for metal items at no charge to the City. Herdt seconded. Upon roll call, all members present voted aye. Motion carried.
State Fire and Tornado Agent of Record was tabled from last meeting. Price reached back out to the two Washburn agents. Neither one charges a fee. Herdt asked that we use Mike Nelson with Farmers Union Insurance for our NDIRF. It may be nice to have everything under one agent. Thomas stated or, it would be nice to support another Washburn agency. Thomas motioned to go with Western Frontier Insurance Agency for our Agent of Record for the State Fire and Tornado. Kroll seconded. Upon roll call, all members present voted aye. Motion carried.
The separation of the NDIRF policy was tabled from last meeting. Price reached back out to Mike Nelson, and the other entities could only separate and purchase their own policies if they have separate Tax Id’s. They do, so he is in the process of reviewing our policy and trying to determine who owns each item. Tabled
Price presented a request from ND Rural Water Systems Association to renew the City’s membership. Thomas motioned to renew for $245.00. Herdt seconded. Upon roll call, all members present voted ayes. Motion carried.
Price presented a quote from NRG Technology Services for the replacement of the Judge Lauren Hunze’s computer for $1,497.38. We have replaced the other two computers and his is up for replacement this year. This machine is running Windows 7 Professional which will no longer be supported by Windows. Thomas motioned to approve the purchase of a new computer for the Judge for $1,497.38. Herdt seconded. Upon roll call, all members present voted aye. Motion carried.
Price presented a letter from Circle Sanitation for an increase to the garbage services. Also presented is the current 2019 utility rates and proposed 2020 utility rates. Kroll motioned to increase the garbage rate from $17.00 to $17.55 and the extra tote from $3.00 to $4.55. Herdt seconded. Upon roll call, all members present voted aye. Motion carried.
Price explained that the 601 Water Fund is currently not self-sustaining. Currently YTD through 11-30-2019 it is ($1,137.53). Price suggests a $0.45 increase to the base fee to cover the shortage. Thomas asked if this is for both the residential and commercial base fee. Yes, both base fees. Thomas motioned to raise the residential and commercial base rate from $40.00 to $40.45. Herdt seconded. Upon roll call vote, all members present voted aye. Motion carried.
Thomas presented a Snow Removal Policy. Price stated the only other things not addressed is parking during the winter season and parking overnight on Main Avenue. Thomas thought we could put up signs “no parking snow removal”. Price asked if this would be permanent or just during that season. Herdt asked where are we having the problems? Thomas stated downtown, because that is where we haul snow out of. Herdt stated we have the 24-hour limit already. Thomas stated the other issue is trailers and items left out in the streets. I would like to see a change in the ordinance to have no parking November to March or April trailers and other items will not be allowed to be parked on the street. Thomas motioned to approve this snow policy and either print it in the newspaper or mail out. Kroll seconded. Upon roll call, all members present voted aye. Motion carried.
Pubic Surplus was tabled from last meeting. Price contacted them again and received the contracts necessary to complete the registration for being a seller. We would just need to decide if we are going to handle the fees or if Public Surplus is going to. The buyer will be paying the fees. Price would suggest they handle them, it would be less work for us. Thomas motioned to setup that they collect the fees. Herdt seconded. Upon roll call, all members present voted aye. Motion carried.
Ordinance #152 an ordinance related to the re-authorizing the Midco Cable franchise was tabled from last meeting. Thomas stated this is not all inclusive just for Midco Cable, any other entity could come in, they would just have to follow these same regulations. Thomas motioned to obstain from reading aloud this ordinance. Herdt seconded. Upon roll call, all member present voted aye. Motion carried. Thomas motioned to accept the first reading of this ordinance. Kroll seconded. Upon roll call, all members present voted aye. Motion carried.
Kroll presented that Syverson and Kroll have completed the employee annual reviews and motioned the following raises effective 1/1/2020: Rothmann -$0.48, Thomas – $1.48, Price – $3.83, Lazier – $0.48, Germundson – $1.81. Thomas seconded. Upon roll call, all members present voted aye. Motion carried.
Kroll motioned to give Christmas gifts to the employees as Washburn Bucks. Full-time to receive $100.00 in Washburn Bucks and part-time to receive $50.00 in Washburn Bucks. Thomas seconded. Upon roll call, all members present voted aye. Motion carried.
Thomas presented the Christmas ad and again does not think we should spend the residents tax dollars to wish themselves a Merry Christmas. Kroll motioned to place a Merry Christmas ad in the newspaper for $46.50. Herdt seconded. Herdt – aye, Kroll – aye, Thomas – nay. Motion carried.
Price presented financials showing that the 427 Fund- Main Ave Street & Storm Sewer is showing ($18,249.03) due to the overage on this project. Price needs to know where the funds are coming from to cover this project. Thomas thinks the Surge Funds should be used. Kroll asked if we can ask One Cent Sales Tax again for the funds. Thomas said they paid for the rest of it. Herdt due to the overage, we did not have the complete total. Herdt motioned to go to the One Cent Sales Tax and ask for this shortage. Kroll seconded. Upon roll call, all members present voted aye. Motion carried.
Price presented an update from Nexus. They are complete with task 1 & task 2. They are currently at the estimated cost of $20,600 without completing task 3 due to the large number of assessments. There have been some small discrepancies with how the assessments were allocated, but nothing major. With an estimate of approximately 40 hours to complete the preliminary reconciliation in task 3. They are needing our approval to move forward with this piece. Thomas motioned to continue with task 3 with an estimate of 40 hours. Herdt seconded. Upon roll call, all members present voted aye. Motion carried.
Eric Lothspeich with AE2S gave an update on the following:
Main Avenue – The Final Inspection and Acceptance letter is complete. The walk around inspection date of 10/17/19 is the completion date for this project. Thomas asked if the warrant starts with the walk around date. Lothspeich stated the walk around date of 10/17/19 is the start of the one-year warranty.
The Water Treatment Plant server upgrade for $31,088 was tabled at the last meeting. This is a proposal for servers, software and I&C installation needed for the current plant. Tabled
Intake improvement project – The FEMA grant was officially awarded 11/26/2019. There is no option for an increase to this award. We could reject this and apply again to ask for more funding, but there is a risk of not being selected. Lothspeich would suggest we do not do this as you may not be selected a second time. This current award is good until 2021 and you can ask for extensions.
Herdt – Memorial Hall we have had some problems in the restrooms, so we have installed a video camera in the Memorial Hall for surveillance and are waiting for the public works staff to have time to install the rest.
Thomas – Nothing
Price – We have received a letter of interest from Tim Dockter to sit on the open Planning and Zoning Board seat vacated by Jim Kaiser. Thomas motioned to appoint Tim Dockter to the Planning and Zoning Board. Kroll seconded. Upon roll call, all members present voted aye. Motion carried. Price reached out to McLean Sheridan Rural Water for their cost share of the Intake Project. They will wait until the project is complete before they provide funding.
Kroll motioned to pay the bills.
|1100 Farmers Sec.XX0074|
|022443E||INTERNAL REVENUE SERVICE||11/5/2019||$2,150.42|
|022444E||INTERNAL REVENUE SERVICE||11/19/2019||$2,339.17|
|022445E||INTERNAL REVENUE SERVICE||12/2/2019||$2,374.37|
|022448E||WEST RIVER TELEPHONE||12/4/2019||$616.56|
|022449E||BLUE CROSS BLUE SHIELD||12/9/2019||$8,092.22|
|022453E||WEST RIVER TELEPHONE||12/9/2019||$647.17|
|30267||AT& T MOBILITY||12/9/2019||$96.76|
|30268||BHG LEADER NEWS, INC||12/9/2019||$425.99|
|30269||DACOTAH PAPER CO||12/9/2019||$81.20|
|30271||DIRTY DEEDS EXCAVATING||12/9/2019||$1,950.00|
|30272||DOCS SHOP, INC||12/9/2019||$127.82|
|30273||FARMERS SECURITY BANK||12/9/2019||$648.78|
|30274||GUARDIAN LOCK & SAFE||12/9/2019||$228.84|
|30275||INTERSTATE ALL BATTERY CENTER||12/9/2019||$320.79|
|30276||JOHN HANCOCK ANNUITIES SERVICE||12/9/2019||$328.21|
|30277||LIBERTY BUSINESS SYSTEMS||12/9/2019||$71.82|
|30278||MCLEAN CO TREASURER||12/9/2019||$150.00|
|30279||MCLEAN COUNTY IMPLEMENT||12/9/2019||$84.06|
|30280||MCLEAN COUNTY SHERIFFS DEPT||12/9/2019||$13,169.68|
|30282||ND HEALTH DEPT OF CHEMISTRY||12/9/2019||$209.21|
|30283||ND LEAGUE OF CITIES||12/9/2019||$170.00|
|30284||ONE CALL CONCEPTS||12/9/2019||$3.60|
|30286||UNUM LIFE INSURANCE CO||12/9/2019||$126.99|
|30287||WAGON WHEEL LUMBER||12/9/2019||$367.92|
|30288||WASHBURN FIRE DEPARTMENT||12/9/2019||$5,650.00|
|1105 Sales Tax XX0867|
|1005||VICTOR B. WALLIN/AMERICAN LEGI||12/9/2019||$2,000.00|
|1115 Project Acct XX0787|
|2031||WEISZ & SONS INC||11/19/2019||$25,013.70|
Herdt seconded. Upon roll call, all members present voted aye. Motion carried.
Thomas Motioned to set City Commission dates for 2020.
6:30p.m, City Hall, 907 Main Avenue, Washburn, ND as follows:
Kroll seconded. Upon roll call, all members present voted aye. Motion carried.
The meeting was adjourned at 8:25 p.m.
Ranie Price, Auditor Larry Thomas, President
City of Washburn City of Washburn