FEBRUARY 22, 2017, 6:00 PM
AKELEY CITY HALL
Fund Balance Policy
Cash Account Review
Determination of unassigned funds
Resolutions to Transfer Funds
Capitol Improvements Plan
MINUTES OF THE AKELEY CITY COUNCIL REGULAR MEETING
HELD AT AKELEY CITY HALL 6:00PM, January 11th, 2017
The Akeley City Council met in a regular meeting Wednesday, January 11th, 2016. Mayor Brian Hitchcock called the meeting to order at 6:00pm.
Council members present: Mayor Brian Hitchcock, Dan Riggs, Bobbie Wosika, Billy Krotzer & Margaret Bond-Vorel.
The Pledge of Allegiance was recited by the Council and attending audience.
- Minutes from December 14th, 2016 Regular Meeting
- Minutes from December 30th, 2016 Special Meeting
- Treasurer’s Report for November & December was not available
- Administration finance report for November & December was not available
- December Permits Issued – 0
- SDCP Report
- Motion by Brian Hitchcock to approve the Consent Agenda, seconded by Dan Riggs, passed.
City Hall – Melody Boettcher
- Request for Special Meeting on January 25th, 2017 at 6:00 pm to discuss Treasurer’s end-of-year reports
- Motion by Brian Hitchcock for Treasurer’s End-of-Year reports Special Meeting on January 25th, at 6 PM, seconded by Dan Riggs, passed.
- Regular Meeting Schedule for 2017 will remain at 6:00 pm on the second Wednesday of every month at City Hall.
- Changes made to the Commissioner Appointments, change Bobbie’s last name to Wosika and Brian Hitchcock as an alternate to Fire Board.
- Motion by Bobbie Wosika to approve the Commissioner Appointments as amended, seconded by Margaret Bond-Vorel, passed.
- Discussion of adopting various Resolutions for 2017, making no additions or deletions.
- Motion by Bobbie Wosika to adopt Resolution 1-2017 Consignments for 2017, seconded by Billy Krotzer, passed.
- Motion by Billy Krotzer to adopt Resolution 2-2017 Signatories of All Accounts at First National Bank of Walker-Akeley Branch, seconded by Dan Riggs, passed.
- Motion by Dan Riggs to adopt Resolution 3-2017 Payments Prior to Council Authorization, seconded by Bobbie Wosika, passed.
- Motion by Bobbie Wosika to adopt Resolution 4-2017 Allowing Wire/Automated Bank Payments, seconded by Margaret Bond-Vorel, passed.
- Motion by Margaret Bond-Vorel to adopt Resolution 5-2017 Policy to Allow Electronic Funds Wire Transfer, seconded by Billly Krotzer, passed.
- Discussion of the 2017 mileage reimbursement rate is now at 53.5 cents per mile.
- Motion by Bobbie Wosika to approve the 2017 mileage rate at 53.5 cents/mile, seconded by Billy Krotzer, passed.
- Board of Appeal and Equalization for the City of Akeley is April 18th 2017 at 1:00 pm at City Hall, would like one person trained and if anyone would like to do online training they could do that as well.
- Motion by Dan Riggs to approve the Board of Appeal and Equalization for the City of Akeley, seconded by Billy Krotzer, passed.
- Discussed AIS (Aquaticinvasive Species) Prevention Program and donation $814.00 of the total cost of $2,442.00 for 2017 for the City’s portion of AIS watercraft inspections. Based on the increase per-hour cost of $18.50 for the inspections. Melody Boettcher corrected in the resolution item #2 date from July 1st to April 30th, in keeping with Hubbard County’s new deadline schedule. Brian Hitchcock stated we still have time to change the figure at the next meeting if it is not correct.
- Motion by Dan Riggs to adopt Resolution 6-2017 to Contribute Funds to Hubbard County Aquaticinvasive Species (AIS) Prevention Program in the amount of $814.00, seconded by, Billy Krotzer, passed.
- Discussed adopting a mobile phone policy for the city
- Motion by Billy Krotzer to adopt Resolution 7-2017 Adopting Mobile Phone Protocol and Policy, seconded by Margaret Bond-Vorel, passed.
- Kristen Fake from the Chamber & Commerce stated they wanted to update the holiday decorations around the city. Kristen stated the Chamber had originally purchased the decorations and the cost of updating would be $2,200.00 for the one across the road, but are on sale now for $1,300.00 until February 28th. To replace the candy canes they are $200-$400 apiece and have 17 right now. Kelly said he could probably rework the candy canes for much less. Kristen stated the Chamber will pay for light string across. Approach the Fire Department to see if they want to contribute, or if the city is willing to purchase candy canes, we have had them for 7 years. Brian Hitchcock stated it would be up to $6,800.00 for all new candy canes ones, and $9,000.00 for everything unless we can get them on sale. Brian thinks we should get new ones but more research needs to be done so discussion should be tabled for now.
- Motion by Brian Hitchcock to table the C&C holiday decoration discussion, seconded by Dan Riggs, passed.
East Hubbard County Fire District – Bobbie Wosika
- Bobbie Wosika went over December minutes
- Discussion of EHCFD joint powers agreement expiring
- Discussion of the 90 day Joint Powers Agreement extension
- Brian Hitchcock stated the League of Minnesota Cities looked at the JPA, Christopher Smith the Risk Management Attorney, he also sent back comments.
- Section 2-2.3, Membership: Per statue, commissioners cannot be elected, can only appoint. TO READ: “Each member municipality shall be entitled to equal representation on the Board. Each member municipality can appoint up to two commissioners from its governing body or the general public residing within the municipality who may act on behalf of the municipality: DELETE rest of first paragraph, next two paragraphs. RETAIN from 4th paragraph: “In the event of a vacancy, the respective entity shall make an appointment to fill the vacated seat,”
- Section 3.1(k): They already provide their own liability insurance.
- Section 3.1(r): Fire Relief Association: regarding rules to follow if assets are combined. The money under the city of Akeley for the RA has already gone over to the fire district, might be worth checking into just to see.
- Section 3.1(x): Appointing Chairperson and Treasurer of board to serve as non-voting members of RA: Brian Hitchcock said they can approve putting somebody on the RA, but not as the leadership of it.
- Section 5.1(c): Brian Hitchcock stated he agrees and does not need a Consumer Price Index annual adjustment in this section, because in Section 5.1, it already states that the total operating budget is established “each calendar year.” DELETE.
- Section 7.2(b): MN Stat. 471-59, subd. 5 governs the distribution of property if the JPA is terminated, so probably just use the statutory language. Brian Hitchcock stated they can look at that; they don’t have any specific recommendations, see what they have to say.
- Need Section on Liability: Brian Hitchcock stated probably use Christopher Smith’s language.
- Billy Krotzer asked if everyone agreed to the strike out and additions. When he was at the meeting, White Oak Township and others said they’d rather keep the cheaper formula, but if they saw everybody wants to go with it, it is more fair. Also there should be something in the JPA stating there should be a price range, example; $2,000.00 or $5,000.00, and then it comes back to the entities. That way Bobbie has the authority to make any of those calls by herself. She should have that limit so it gives her a little more flexibility. Should have 100% agreement on any big purchases rather than a ¾ vote.
- Brian Hitchcock stated they can look at that at the Board meeting and decide an amount. Under funding 5.1, total operating budget has to be approved by each governing bodies of the member municipalities. We will use the Minnesota Association of Townships (MAT) formula.
Police Department – Jimmy Hansen
Liquor Store - Lacey Hitchcock
- Lacey handed out a Policies and Procedures for the Muni, but no discussion more for and FYI at this point. However she would like for it to be part of the Employee Handbook.
- Reported Bar Bingo will be starting up in the next month on Tuesdays at 6:00 pm
- Request for approval to be open Sunday February 5th for the Super Bowl.
- Motion by Brian Hitchcock for the Muni to be open Sunday February 5th for the Superbowl, seconded by Billy Krotzer, passed.
Parks - Billy Krotzer
Water/Sewer/Maintenance Report – Kelly VandenEykel
- Melody reported the city finished its portion on Wellhead Protection Contingency Plan. It’s being reviewed by the MN Rural Water Association and they will send to the city for final approval and they have 60 days to do so, and then turn into the State by May 1st.
- Final payment for 2015 Water Project, however didn’t receive an invoice for final payment for the change order; SEH said it would be part of the final document and it was not. Messages have been left with Heidi Pepper and she has not returned and of them yet.
- Melody wanted the council’s advice on how to handle the situation regarding A1 Janitorial. The city had been scammed and they are harassing City Hall for money that is not owed. Dan Riggs said to just let it go and Brian Hitchcock said the League could look it over for free but take no action at this time.
- Discussion on the Vacation of the City Streets and Alleys, the hearing is scheduled for February 3rd, 2017 at 8:30 am
- Discussion of the Trail Map Advertising
Motion by Dan Riggs to adjourn at 7:37 pm, seconded by Billy Krotzer, passed.
Respectfully Submitted by,
AKELEY CITY COUNCIL
REGULAR MEETING AGENDA
FEBRUARY 8, 2017
6:00 PM AKELEY CITY HALL
Call the Meeting to Order
- Roll Call
- Pledge of Allegiance
- Consent Agenda
- Minutes from January 11, 2016 Regular Meeting
- Minutes from January 25, 2016 Special Meeting
- Treasurer’s Report for January
- Administration Finance Report for January
- January Permits Issued - 0
- City Hall - Melody Boettcher
- FYI Local Board of Appeal & Equalization – April 18th at 1:00 pm
- FYI Hubbard County Multi-Hazard Mitigation Planning Team Meeting
– March 23rd 10:00 am
- Resolution to balance Debt Service Account
- Determination of Fund Assignments IAW Fund Balance Policy
- Police Department - Jimmy Hansen
Liquor Store - Lacey Hitchcock
Water/Sewer/Maintenance Report – Kelly VandenEykel
- Well-Head Protection Contingency Plan – Public Hearing
- East Hubbard County Fire District – Bobbie Wosika
- January Minutes
- Joint Powers Agreement
- Chamber of Commerce - Holiday Decorations
- Update on Vacation of City Streets and Alleys – February 3, 2017 8:30am
- Liquor Store Remodel – Tabled from Special Meeting
- New Business
- Colleen Oestreich – DNR Grant
MINUTES OF THE AKELEY CITY COUNCIL
HELD AT AKELEY CITY HALL 6:00PM, JANUARY 25TH, 2017
The Akeley City Council met in a special meeting Wednesday, January 25th, 2017. Mayor Brian Hitchcock called the meeting to order at 6:00pm.
Council members present: Dan Riggs, Billy Krotzer and Bobbie Wosika
Council members absent: Margaret Bond-Vorel
Discussion of End-of-Year Treasure’s Reports, Melody reported the cash control statement for the year is currently at $941,153.78 and we are off by $1,784.23 that the bank says we do not have.
Melody stated she made the debt service payment in the amount of $55,000.00 and the debt service account is currently at -$5,448.37
Discussion of Grant Wrap-ups, the SCDP HRA Grant final payment was made and need a resolution to close it out. The SCDP 2015 Water Project Grant, waiting for final bill from Eagle Construction
Discussion of the cash account review, line by line item discussed the monies in each account, what is assigned and what is unassigned and trying to stay in the 40% balance range.
Discussed the determination of unassigned funds and Capital Improvements Plan. We are to have documentation of what funds are chosen to assign where or what funds are chosen to use for purchases whatever the case may be.
Jimmy handed out some information on an estimate for a side by side for the Park. Brian mentioned the city could use a Bobcat, a new truck for the Maintenance Department and a new squad car for Jimmy.
Kelly mentioned the road by the Dollar General needs to be fixed and would like to see it paved since it is such rough shape. Would be roughly $50,000.00 to fix
Discussion of purchasing the side by side for the park in the future and taking the money for the purchase out of the Park fund. The estimate is roughly $10,000.00
Discussed the purchase of a Bobcat for the city. Need to get a few more estimates before decision is made.
Discussion of a new squad car for Jimmy. Estimate for a new one would be around $40,000.00
Discussed purchase of new truck for maintenance department, estimate is around $33,000.00
Discussion of where the Liquor Store is sitting financially. There is a need to really look at the profit and loss numbers before any consideration for a remodel.
Motion by Billy Krotzer to table Liquor Store Remodel discussion, seconded by Dan Riggs, and passed.
Motion by Billy Krotzer to adjourn at 7:50 pm, seconded by Bobbie Wosika and passed.
Respectfully submitted by:
1-2016 RESOLUTION- CONSIGNMENTS
2-2016 RESOLUTION Bank Sig
3-2016 payments without prior authorization
4-2016 Resolution auto payments
5-2016 Resolution EFT's
6-2016 Petty Cash Debit Card Resolution Transferring funds
7-206 Resolution Amending Resoluion 26-2015
8-2016 Resolution Transferring funds
9-2016 Resolution for grants
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