CITY OF FREEBORN

MEETING MINUTES

October 21, 2015

PRESENT: Mayor: Ed Mosser; Council Members: Jim Beach, Kaleb Bjornstad, Jeremy Henkke, Pat Stenzel; City Maintenance: Operator: Bill Guggisberg; City Clerk-Treasurer: Nicole LaFrance; Fire Chief: Steve Seipp; Public: Frank Thompson, Jerry Kroeger

ABSENT:

Mayor Edward Mosser called the meeting to order at 6:30 p.m.

City Clerk, Nicole LaFrance called roll.

Council Member Jim Beach motioned to approve the September 16, 2015 meeting minutes. Council Member Jeremy Henke advanced; motion carried.

Council Member Kaleb Bjornstad motioned to amend the agenda to add Frank Thompson, owner of Thompson Sanitation to the agenda. Council Member Pat Stenzel advanced; motion carried.

Frank Thompson was present to discuss the upcoming changes with Thompson Sanitation. December 2015, the city’s three year contract will expire with Thompson Sanitation. He will be imposing a $0.25 cent increase per household per month. The cost currently is $10.75 per month, and starting in December  the charge will be now be $11.00 per household. Council Member Kaleb Bjornstad motioned to approve the three year contract with the $0.25 cost increase.  Council Member Pat Stenzel advanced; motion carried.

Council Member Jim Beach discussed sending a letter to the owners of the barking dog in town. Adjacent property owners have approached Council Member Beach on addressing the issue with the council. The council agreed to send a letter to the owners of the dog as a nuisance animal complaint.

Maintenance Operator, Bill Guggisberg gave the maintenance report. Guggisberg thanked Jim Beach for the help with meter reading this week. Guggisberg discussed the current progress of the water improvement project. He has been in touch with the on-site engineer, Steve and Bill have been working closely for questions or concerns that may or have came up. The construction companies are keeping the ditches clean, and they should start blacktopping next week. The boulevards are planned to be repaired next spring. He spoke about  taking pond samples, and getting the leaf vacuum mounted soon. The water system was having injector problems and Guggisberg has ordered parts and repaired the system from Hawkins.

Principal Engineer, Owen Todd was present regarding an update on the water improvement project. He spoke about the monthly contractor project meeting that was held on October 20th, 2015. The crews in town will soon finish the pipework and then another phase of project will begin on the distribution line to Hartland. There is a change order coming for the 1.5” services and adding trace wires per new laws when using pvc piping for distribution lines. This additional cost is estimated around $2,500.00. Todd discussed bidding for water meters next month, following approval from USDA Rural Development. This will include water meters and software. Council Member Jim Beach discussed damage to a value on a residents property. The resident was mowing her lawn and accidently hit the value left by contractors, as she didn’t  see it was there. Todd mentioned the city can possibly start a claim for repair. Owen Todd will forward a updated newsletter on the progress of the project to be published on the city website.

Council Member Pat Stenzel motioned to amend the agenda and add Jerry Kroeger to the agenda. Council Member Kaleb Bjornstad advanced; motion carried.

Jerry Kroeger was present regarding this year’s snow removal process and his current contract with the city. Kroeger discussed the current state of the streets in town, and the damage that may occur from current conditions. For this snow season the city will have to contract will a new company or person for plowing of city streets. The council discussed this will Jerry Kroeger, and also discussed contacting Brandon Flatness out of Hartland for the removal. Brandon Flatness’s plows are designed differently than Jerry Kroegers’s equipment ,and that could be a possibility for the city. Jerry Kroeger will be on standby in case there is a big snow fall, and the city is in desperate need. Bill Guggisberg will contact Flatness.

Under unfinished business, Council Member Jim Beach discussed a few properties needing attention and cleaned up. The owners of parcel numbers 25.018.0520, 25.010.0020, 25.012.0050 have overgrown vegetation needing attention. The council discussed sending a letter to the property owners for their attention to the property. If the city incurred the cost for the cleanup it will be assessed and collected along with property taxes.

Under unfinished business, the council discussed the fall leaf pickup. The city is currently working on mounting the leaf vac, and would like to give it a few test runs. Council Member Pat Stenzel mentioned he would assist Guggisberg this weekend if he feels up to it. Leaf burning was also discussed.

Under new business, Jim Beach motioned to accept and approve Resolution 2015-14 Accounts Payable Due Between Board Meetings.  Council Member Pat Stenzel advanced; motion carried. This resolution is typically adopted by cities to approve reoccurring invoices/bills for payment to avoid a late fee.

Under new business, Kaleb Bjornstad motioned to accept and approve Resolution 2015-15 Out of State Travel Policy. Council Member Jeremy Henke advanced; motion carried. This resolution is typically adopted by cities to approve a travel policy if a elected official were to travel out of state for city purposes.

Under new business, Jeremy Henke motioned to accept and approve Resolution 2015-16 Authorization Action Against A Property. Council Member Jim Beach advanced; motion carried. This resolution is for the purpose of sending out notices to property owners who have delinquent utility accounts, that have not setup payment plans or contacted the city. This also includes law mowing assessments that had occurred.

Under new business, Kaleb Bjornstad motioned to approve the city clerk to become a notary. Council Member Pat Stenzel advanced; motion carried. Discussion was had about promoting  wifi, copy machine, fax machine and notary services that are free to the public of Freeborn through the next city newsletter.

Under new business, Jim Beach motioned to accept and approve TB3’s liquor license renewal for 2016. The fees remain the same, On-Sale: $500.00/Off-Sale: $100.00/Sunday: $200.00. Council Member Kaleb Bjonstad advanced; motion carried.

Ordinance #66, MN Energy Franchise was tabled as the city clerk is waiting on the franchise fee information from Mr. Roy Lenton. The council discussed a 4.5% franchise fee, as typically cities impose these fees.

Under new business, Council Member Pat Stenzel motioned to approve Nicole LaFrance to access the online reporting/payment website for PERA. The city will authorize LaFrance to reconcile and make payments to the retirement account. Council Member Jeremy Henke advanced; motion carried.

Council Member Jeremy Henke motioned to approve Nicole LaFrance to become the permanent city clerk-treasurer for the city of Freeborn. Council Member Kaleb Bjornstad advanced; motion carried.

Council Member Kaleb Bjornstad motioned to accept and approve city clerk Nicole LaFrance to access city accounts online through Farmers State Bank. The access will support city treasury functions and assist LaFrance in water project payments, and housing rehabilitation projects. This motion also includes, Bill Guggisberg to be able to make deposits to the city general fund. This is for the purpose of depositing funds local residents may give him for utility payments. He will obtain a receipt from the bank after a deposit was made and will give FSB deposit slip to the city clerk when completed. Council Member Jim Beach advanced; motion carried.

Council Member Pat Stenzel motioned to approve the accounts payable and reconciliation reports. Council Member Jim Beach advanced; motion carried. This motion includes a payment to BCM Construction for $527,644.73; Bolton & Menk Invoice number: #163944 $3,535.00; #164709 $4,890.00; #165455 $2,737.50; #166136 $870.00; #167099 $637.50; #167992 $315.00; #169032 $180.00; #177851 $2,855.78; #182211 $7,983.85; #183205 $17,488.50; #178882 $1,217.50; #180023 $2,489.28; #181096 $1,150.00; Briggs & Morgan: #566615 $6,543.00.

Council Member Pat Stenzel motioned to approve the city clerk to create an invoice for Ullands for the water usage that has incurred during the project. The fee for usage us $5.00 per 1,000 gallons. Council Member Kaleb Bjornstad advanced; motion carried.

Council Member Kaleb Bjornstad motioned to go into closed session. Council Member Jeremy Henke advanced; motion carried. This is for the purpose of personnel reviews.

Council Member Kaleb Bjorntad motioned to come out of closed session. Council Member Jeremy Henke advanced; motion carried.

Under miscellaneous items to report, the city clerk will transfer $10,000 to the EDA Account from the General Fund. As the payment to TB3’s for economic development was paid out of the general fund, and should have been the EDA fund.

Council Member Pat Stenzel motioned to adjourn the meeting. Council Member Jim Beach advanced; motion carried.

Nicole LaFrance

-City Clerk-Treasurer