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Holdingford City Council Meeting
and Public Hearing(Approved)


December 9, 2013

Mayor Ernie Schmit called the Truth in Taxation Public Hearing to order at 7:00 p.m. The budget, levy and line items were discussed. Changes were reviewed. Consideration was given for tax savings realized due to new sales tax exemptions for the City that go into effect on January 1, 2014. Sue Marstein made a motion to close the public hearing. Mike Odden seconded the motion. Public hearing adjourned at 7:08 p.m.

Mayor Ernie Schmit called the regular monthly meeting of the Holdingford City Council to order at 7:09 p.m. The pledge of allegiance was recited.

Present: Lewis Becker, Sue Marstein, Mike Odden, Lloyd Rausch, Ernie Schmit, Sandra Meer, Keith Hommerding, Pat Meier, Jeremy Freudenrich, Brent & Katie Larson, Tim Winter, Gordy Sjaaheim, Ed Vail, and Louis Walz.

After review and clarification on claims, a motion to approve checks was made by Lloyd Rausch, seconded by Sue Marstein. AIF

Motion to approve electronic transfers & debit card purchases was made by Sue Marstein, seconded by Lewis Becker. AIF

Motion to approve bank reconciliation for November 2013 statements was made by Mike Odden, seconded by Lloyd Rausch. AIF

Motion made by Sue Marstein to approve minutes of the November 2013 council meeting. Motion seconded by Lewis Becker. AIF

Reports
Municipal Liquor Store report was given by Pat Meier. Gross revenue for November was $33,395.31 with expenses of $25,355.83. YTD lottery is $3,522.40. Net = $18,781.91. Insurance premiums are down, expecting insurance dividend. Craig Vos will close up the front wall for the winter. Three NSF checks are yet to be collected. Inventory will be done January 1, 2014 at 9:30 a.m.

Fire Department report was given by Keith Hommerding. There have been 70 calls this year to date: Avon-2, Brockway Township-12, City 24, Holding Township-15, Krain Township-17
The annual Fire board meeting is scheduled for Wednesday, January 29, 2014 at 7:00 p.m.
FEMA grant has been submitted. DNR grant monies may be used for hose reels and hoses, no decision made.
The pump seals for Engine 600 were taken in for repair. $6,000 was allotted in next year’s budget but the manufacturer was able to do them now at an estimated savings of $2,400. Payment will be made from either fiscal year 2013 or 2014 depending on the final cost.
Sue Marstein made motion to approve payment of the 2013 fire department payroll for a total of $20,936.50. Mike Odden seconded the motion. Motion passed 4-1. Lloyd Rausch abstained.
The Fire Relief Association gave a $6,000 donation to the Fire Truck fund in November.

Maintenance report was read by Mayor Schmit. Christmas decorations were hung and old lights were replaced with new LED lights on half of the decorations. Stainless steel bolts for mud valves were replaced and mud valves were reinstalled in the digester. Oxidation ditches will need to be pumped out and bolts replaced as well. Lift pump was rebuilt, repaired and reinstalled at Lake Wobegon Trailhead lift station. Two 6 year old batteries were replaced in the IT28B loader. Wiring upgrade was completed at the campground by Sunset Electric. The booster pump at Well #2 went out and a replacement pump has been ordered. Curb on Plymouth Street was not replaced by the subcontractor. Neighboring residents noted the curb was painted on a weekend, but have not noticed any other efforts to replace or repair it. The City is holding an $80,000 retainer on the Street Project until all aspects of the project are satisfactorily completed.
All Saints Church parking lot was not plowed due to work at Well #2 and Maintenance already had in overtime by Friday due to snow removal throughout the week. Several parish members contacted the city. The church does not pay for snow removal. Following discussion, Mike Odden made a motion to not plow church parking lots in the City of Holdingford. Motion failed for lack of a seconded. Ernie Schmit made a motion to plow the church parking lot(s) in the city limits, not as top priority but it should be done before the weekend. Sue Marstein seconded the motion. Motion passed 4-1. Mike Odden opposed.

Mayor Ernie Schmit gave his Mayor’s Report. See end of minutes for details.

Council report: Annual Tree Lighting Ceremony was very successful with about 50 people attending. Cider and cookies were served in the Museum which gave residents a chance to see the progress being made. On November 14th, MN Give to the Max Day, the Holdingford Museum received a $5,000 donation from former resident, Greg Konsor. Lloyd Rausch attended training and was certified for the Local Board of Appeals and Equalization. The certification is effective for four years.

Clerk Sandra Meer reported on request from Standard & Poor’s to complete questionnaire for the city’s credit rating. Council determined that the time spent on reporting would not be to the best benefit of the City at this time.
Guests
Residents, Brent and Katie Larson asked about a reduction in their November utility bill of $809.90. An outside water spicket was turned on without their knowledge. Mike Odden made a motion to forgive the sewer portion on Larson’s November 2013 utility bill for $386.26 since water did not go down the sewer. Lewis Becker seconded the motion. AIF

Old Business
Park Update: The Lions Club sought approval for a playground system totaling $26,728.40. If they can raise extra funds for some additional playground pieces, the cost would be $31,120.00. The City has budgeted $12,000.00 for playground equipment. The new playground would be placed where the horseshow pits are now. Volunteers from the Lions Club would lay drain tile and assemble the equipment. Engineered wood fiber will be laid under the system which meets all state requirements for handicap accessibility. Sue Marstein made a motion to approve the Mayor’s signature on the contract for the playground equipment system. Lloyd Rausch seconded the motion. AIF
A summary of total park usage for 2013 as well as shelter and camping fees collected was submitted to the Council.

A letter was sent from Attorney John Koch to Ed Vail regarding cleaning up accumulated junk and vehicles on his property. Vail noted he received the letter 3 days ago and has 14 days to abate the nuisance. The snow has slowed down cleanup efforts.

New Business
Lloyd Rausch made a motion to approve and certify the final levy to Stearns County at $258,663.00. Sue Marstein seconded the motion. AIF

Sue Marstein made a motion to approve the 2014 budget with pending changes for the Tax Increment Financing (TIF) districts at $1,325,662.00. Mike Odden seconded the motion. AIF

Mike Odden made a motion to transfer $200,000 into Reserve account; $180,000 from 101 General Fund, $20,000 from 601 Water Fund. Sue Marstein seconded the motion. AIF

Mike Odden made a motion to transfer $10,000 for bathroom-shower house from General account into Parks savings account. Sue Marstein seconded the motion. AIF

Lloyd Rausch made a motion to transfer $22,383 from General account into the Rural Development savings account. Lewis Becker seconded the motion. AIF

Lewis Becker made motion to close Fund 304-Water Tower Bond effective 12/31/13 to Fund 301-General Debt Service as the debt was paid in full in 2012. Any remaining special assessments (currently $5,468.25) would be transferred to Fund 301. Mike Odden seconded the motion. AIF

Following discussion, Lloyd Rausch made a motion to approve Resolution 13-12-09-1 to renew Stearns County Sheriff’s Office Contract for Police Services for 2014. Contract would remain at an average of six hours weekly patrol for a yearly total of $14,040.00. Sue Marstein seconded the motion. AIF

Mike Odden made a motion to approve Resolution 13-12-09-2 to Certify Past Due Balances for Special Assessment to Stearns County Auditor-Treasurer for Tax Year 2014. Sue Marstein seconded the motion. AIF

Sue Marstein made a motion to renew contract for 2014 with Tri-County Humane Society to house stray animals found in the City of Holdingford. Lloyd Rausch seconded the motion. AIF

Performance evaluation for Kathy O’Hara was reviewed. Sue Marstein made a motion to approve recommendation for raise for Kathy O’Hara from Step F1 to F2. Mike Odden seconded the motion. AIF

Electricity costs for the marquee were discussed. The City pays the electricity bill and Jeff Fromm volunteers his time to put the announcements on the marquee. Increased graphics increases the cost of electricity but the marquee helps promote awareness and is an asset to the city. The City Council would like to thank Jeff Fromm for dedicating his time.

Stearns County sent out a revised 5 Year Road Program which includes planned road construction in 2016 on County Road 17 and 9 through Holdingford.

Announcements
Past due utility notices were sent to Brian Mader, Jayson Burgardt, Michael Becker, Steven Horvath, Minnesota 13, Dave Hageman, Ed Ehrlichmann, Duane Young, and Jean Lashinski.

Merry Christmas and Happy New Year to all.

Motion to adjourn was made by Lloyd Rausch and seconded by Lewis Becker. Meeting adjourned at 8:35 p.m.

Respectfully submitted,

Sandra Meer
City Clerk, Holdingford

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Holdingford City Council Meeting (Approved)
November 12, 2013

Mayor Ernie Schmit called the regular monthly meeting of the Holdingford City Council to order at 7:00 p.m. The pledge of allegiance was recited.

Present: Lewis Becker, Sue Marstein, Mike Odden, Lloyd Rausch, Ernie Schmit, Sandra Meer, Keith Hommerding, Pat Meier, Colin Marcusen, Jeremy Freudenrich, Dorine Rausch, Gordy Sjaaheim, Duane Kunstleben, Dave Yurczyk, Tim Winter, Laurie Fiedler, Doug Legatt, Bruce Gerads, Jordy Opatz, Gary Opatz, Louie Walz, and Luke Sjurseth.

After review and clarifications on claims, a motion to approve checks was made by Mike Odden, seconded by Lloyd Rausch. AIF

Motion to approve electronic transfers & debit card purchases was made by Lewis Becker, seconded by Sue Marstein. AIF

Motion to approve bank reconciliation for October 2013 statements was made by Sue Marstein, seconded by Lloyd Rausch. AIF

Motion made by Lloyd Rausch to approve minutes of the October 2013 council meeting. Motion seconded by Lewis Becker. AIF

Reports
Municipal Liquor Store report was given by Pat Meier. Gross revenue for October was $32,754.94 with expenses of $29,221.89. YTD lottery is $3,274.68. Net = $10,494.71. CD was cashed when it was up for renewal on November 1st. Pat suggested waiting to fix damaged outer wall until spring so that a better job could be done. Only one quote was obtained and three are required. Pat will check with insurance to see if they can wait until spring for repairs. Antennas were put up at the museum that will provide a clear signal for the Liquor Store and lower communication fees. One NSF check out of four was collected on. Roof vent is sealed, but still needs masonry work to be completed. The furnace was installed and propane tank set. A privacy fence may be put up around the tank.

Fire Department report was given by Keith Hommerding. There have been 64 calls this year to date: 7 fire, 48 medical, three good intent, four false alarm and two hazardous calls.
Gambling is slow and truck fund remains stable. One new applicant was interviewed and will do physical and agility test. Department is still looking for 2-3 more fire fighters to fill out roster. Routine maintenance was done to replace battery and valves on the trucks.
Grant updates: grant writer is continuing to work on FEMA grant; Ag Star grant will cover nozzles that were ordered and received;
a new hose reel may be purchased with DNR grant monies. No training scheduled for November or December. First responder training will start in January.

Maintenance report was read by Mayor Schmit. There have been problems with Well #2 ejector, heads and booster pump. New cutting edges were ordered and installed on the plow truck. A new impact wrench was purchased for installing the cutting edges. Fire hydrants and sprinklers were winterized and serviced. The lift pump is being rebuilt by the trailhead bathrooms. A new fan motor was installed on the roof for bathrooms in City Center. Biosolids (sludge) was hauled and spread. Flow meter was sent out for inspection, possibly hit by lightning. Temporary flow meter is being used. Repairs for sewer and water equipment will be paid out of the Rural Development Reserve account.

Mayor Ernie Schmit gave his Mayor’s Report. See end of minutes for details.

Sue Marstein and Ernie Schmit attended the League of Minnesota Cities (LMC) Regional meeting in Sartell in October. Most of the issues revolved around new health care changes and how cities are affected.
Clerk Sandra Meer reported on the Sales and Use Tax meeting she attended in St Cloud. The majority of new sales tax exemptions that pertain to the City will take effect January 2014.

Guests
Duane Kunstleben requested approval of a gambling permit for the Holdingford Knights of Columbus who are planning a cash raffle in May 2014. Sue Marstein made a motion to approve Resolution 13-11-12-1 to allow a charitable gambling permit for the Holdingford Knights of Columbus for May 2014. Lloyd Rausch seconded the motion. AIF

Colin Marcusen from SEH noted that Larson Excavating and project manager Jeff Supan had planned a final walk-through for the Water Sewer Project. The council requested they wait until next spring to make sure the curb on Plymouth Street, lawn seeding and the remaining items on the punch list are satisfactorily completed. The city will hold the retainer until a final walk through inspection is approved.
Bolts on the mud valves in the digester at the Wastewater Treatment Plant (WWTP) were corroded off. SEH is drafting a letter to Rice Lake Construction, the contractor who installed the equipment, regarding the bolts that were neither stainless steel or coated, and did not hold up as expected. There are four more valves in the oxidation ditches that will need to be inspected and are likely to have the same problem. SEH is seeking resolution from the contractor on behalf of the City.
Colin Marcusen presented the Phosphorus Management Plan. The purpose of the plan is to explore the options for reducing phosphorus levels in the water and sewer treatment systems. Current phosphorus levels fluctuate and are just below the required limit. The Management Plan compares five years of phosphorus loading data, includes flow diagrams and loading trends, and a summary of phosphate sources from business, school, municipal and residential areas to determine feasibility to reduce overall phosphate levels.

Jordy Opatz expressed concerns about the Fire Relief Association calendar promoting local business; that the firefighter’s should only request funds from local businesses; not all local businesses have been contacted to put an ad on the calendar, and non-local businesses shouldn’t be solicited for ad space. Firefighters seek sponsors, to support the Fire Relief Association’s calendar, from local businesses as well as from their employers and business associates who are not located in Holdingford. By law, the City Council has jurisdiction over the Fire Department but not over the Fire Relief Association, who sponsors the calendar. The concerns will be discussed at the regularly scheduled Fire Department/Fire Relief Association meeting on Thursday, November 14th.

Old Business
Park Update: The wiring installation from the main pole to the bathrooms at the campground has not been completed yet. The Lions are looking at quotes for comparable playground equipment structures and are planning to have new playground equipment put up in the spring. Discussion on splash pad was put on hold until spring.

Attorney John Koch has agreed to take action to clean up residential properties that have accumulated junk and unlicensed vehicles. Following discussion, Sue Marstein made a motion to take legal action to clean up Ed Vail’s property on Third Street. Lewis Becker seconded the motion. AIF

Sue Marstein made a motion to table approval of the Resolution for Legacy Grant funding for the Veteran’s Park shower/bathroom facility. Lloyd Rausch seconded the motion. AIF

New Business
Luke Sjurseth from Minnesota 13 requested approval for the use of the vacant city lot on Main Street for a Snocross event to be held in late January or mid-February. He has met with professional circuit riders who have looked at the lot and verified size considerations. He requested that snow be piled on the lot by the City and that there be controlled street access for one day on part of Cedar Street and a portion of Main Street, and controlled parking, similar to Holdingford Daze. Lloyd Rausch made a motion to allow Minnesota 13 to use the City lot for a Snocross event; that snow be moved onto the lot, as available; controlled street access be granted for one day; and Minnesota 13 provides proof of liability insurance to the City. Mike Odden seconded the motion. AIF

Five quotes for new phone systems were reviewed. The current phone system was installed when the City Center was built and needs updating. Sue Marstein made a motion to accept the quote for Toshiba phone system from Optimum Communications Corp. (OCC) at the proposed price, given the quote is honored since expiration date has passed. Lewis Becker seconded the motion. AIF

There was discussion regarding the city paying for maintenance of equipment that the Pedals to Petals Garden Club and other groups have initially invested in the city parks. The Council agreed that the general understanding would be the City should have responsibility for normal repair and maintenance of permanent and semi-permanent structures in the parks and major expenses be covered at the discretion of the City Council.

David Drown Associates sent correspondence regarding the annual Tax Increment Financing (TIF) Reports that were completed. It appears one of the TIF districts was overpaid and further investigation should be done for records between 1997-2001 to determine if that is the case.

The City’s Wellhead Protection Plan was officially approved by the Minnesota Department of Health. An implementation meeting with Rural Water representatives is scheduled for November 13th at 3:30p.m. at City Hall.

Announcements:
Mike Odden thanked Mayor Schmit for noting in the Mayor’s Report the need for shelving and to Doug Paggen for donating nine shelving units to the Historical Society Museum.
Sue Marstein noted that an ad will be in the school brochure seeking an individual or group to coordinate summer softball at the City fields.
The Holiday Tree Lighting ceremony on Friday, November 29th will begin at 6:30 p.m. in the Triangle Garden with refreshments following at the Historical Society Museum, The manger scene will be put up by the Museum instead of City Hall this year.
The Council reviewed an Xcel Energy cost comparison of several areas in the City including the lift pumps, WWTP, street lights, City Center and Maintenance Garage. The comparison did not show any consistent trends other than an overall increase in costs.

Past due utility notices were sent to Brian Mader, Jayson Burgardt, Katie Severson, Derek Woidyla, Michael Becker, Jesse Johnson, Mark McClintock, and Roger Jensen.

Motion to adjourn was made by Lewis Becker and seconded by Sue Marstein. Meeting adjourned at 9:07 p.m.

Respectfully submitted,

Sandra Meer
City Clerk, Holdingford

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Holdingford City Council Meeting (Approved)
October 15, 2013

Mayor Ernie Schmit called the regular monthly meeting of the Holdingford City Council to order at 7:00 p.m. The pledge of allegiance was recited.

Present: Lewis Becker, Susan Marstein, Mike Odden, Lloyd Rausch, Ernie Schmit, Sandra Meer, Keith Hommerding, Pat Meier, Scott Lange, Gordy Sjaaheim, George Eiden, and Louie Walz.

After review and clarifications on claims, a motion to approve checks was made by Sue Marstein, seconded by Lewis Becker. AIF

Motion to approve electronic transfers & debit card purchases was made by Mike Odden, seconded by Lloyd Rausch. AIF

Motion to approve bank reconciliation for September 2013 statements was made by Lloyd Rausch, seconded by Lewis Becker. AIF

Motion made by Sue Marstein to approve minutes of the September 2013 council meeting. Motion seconded by Lloyd Rausch. AIF

Reports
Municipal Liquor Store report was given by Pat Meier. Gross revenue for September was $28,418.10 with expenses of $35,552.82. YTD lottery is $2,988.27. Net = $6,675.25. Chimney was taken down and vent needs to be sealed. Passed a “minor sting”, when underage persons were sent in the bar and asked to be served. New furnace was put in. Received the structural engineer’s report and have talked to some contractors. Will get at least two written quotes for front wall repair and work with council liaisons’ and insurance adjuster to get project underway. Electronic gaming is available and benefits the Husker Booster Club. Paper work was filled out for four outstanding NSF checks from 2011-2013.

Fire Department report was given by Keith Hommerding. There have been 57 calls this year to date: six fire, 44 medical, three good intent, two false alarm and two hazardous calls.
State Aid for the Fire Relief Association increased by $3,328.88 this year. All of the business ads have been filled with some businesses on a waiting list for the Relief Association’s calendar fundraiser. The fire chief expressed appreciation for that support.
Continuing to look for new members and have one new applicant.
600 residents had new batteries installed when the fire department had their annual smoke detector check. If residents were missed they can pick up batteries at the Municipal Liquor Store or at City Hall.
Lloyd Rausch made a motion to purchase three new nozzles and a foam jet with the $2,500 Ag-Star grant that was received. Sue Marstein seconded the motion. AIF
The grant writer is working on the FEMA Grant and the Fire Department is still considering equipment options for the DNR grant monies that were received.
Training for October included the smoke detector checks as well as hosting Fire Hall tours for the kindergarten classes and the Boy Scouts during Fire Safety Week.
The Fire Department will cover costs for new members since the State Fire Training Board cut funding for Firefighter1 and Firefighter 2 training. The State legislature may also pass funding for training.

Maintenance report was read by Mayor Schmit. Soil was dug out and fill put in flowerbed in front of museum building. Both maintenance crew attended training for Type 4 Bio-Solids, passed test and were certified. Lift pump at trailhead was repaired. Took chimney down at HMLS and patched around building to prevent leaking in basement. Potholes were filled in alley behind MN 13. Light bulbs were replaced at trailhead bathrooms. Leaking water meter was replaced at residence on Main Street. Water samples were pulled for the Minnesota Department of Health and sent for required testing for haloacetic acid and trihalomethane.

Mayor Ernie Schmit gave his Mayor’s Report. See end of minutes for details.

Guests:
Scott Lange presented the contract agreement for completion of Step 2 to submit a Phosphorus Management Plan (PMP) to Minnesota Pollution Control Agency (MPCA). Step 1, Phosphorus Study after permit issuance, is complete. A graph showing the flow of effluent phosphorus was submitted. In spring, the city exceeds permit phosphorus levels and the PMP is a guide to identify the most efficient way to reduce phosphorus levels in the collection and treatment systems. The PMP is due by the end of November.
Sue Marstein made a motion to enter into the Agreement for Professional Services with SEH for $2,600 to complete the Phosphorus Management Plan (PMP). Lloyd Rausch seconded the motion. AIF
Future steps may require applying for State funding and/or looking at grant options. The goal is to attain compliance with the final Total Phosphorus Limit before the permit expiration which is November 17, 2016.

Scott Lange also presented cost comparisons from Xcel Energy since the Wastewater Treatment Plant (WWTP) facility upgrade. Electrical consumption has increased an average of $1,300 per month, which has to do with Xcel rates and with running a larger blower. Approximately, $500 accounts for Xcel rate increases and $800 is equipment costs, which include power, changes in demand, and fuel charges. The City is saving money on ditch mixers. There are two blowers, with one running at a time. The blower uses 40% more power than before. The new routers use 60% of power compared to old one. All improvements at the WWTP were approved by MPCA and comply with regulations.

Council asked for clarification on SEH bill for $20,033.30 for Utility and Street Project. Inspections are done and Lange projected that total will be approximately $50,000 under budget. Final punch list has not been completed and payment has been withheld from Larson Excavating until complete. Lewis Becker made a motion to approve payment of SEH Invoice #273191 for $20,033.30. Mike Odden seconded the motion. AIF

Regarding notices that were sent out to residents requesting cleanup of unlicensed vehicles and accumulated junk, Council heard concerns from resident, George Eiden regarding unlicensed vehicle in the back of his property that cannot be seen from road and thought issue was resolved prior to this notification.
Louis Walz also received notification regarding accumulated junk on two properties, which included construction material, pallets, and unlicensed vehicle. He noted that he planned to use the majority of the pallets this winter. Council requested that a fence be put up along the north and east sides of the property between Cedar Street and Washington Street to keep eye sore accumulation out of public site. Mr. Walz was not receptive to the fence request.
Mr. Walz raised concerns regarding engineering work that was done during Street & Utility Project.

Old Business
There has not been forward progress on cleanup efforts at Ed Vail’s property. A shed was put up and there is a new camper and more accumulated materials on property. Council will seek direction for action from League of Minnesota Cities or the city attorney to start cleanup efforts at Ed Vail’s property.

Raffle drawing for playground equipment will be held this week. A number of tickets have yet to be sold. The Lions have asked three vendors for price quotes. There was discussion on options for base material and options to add additional pieces of equipment.
Council discussed creation of formal development plan for Veterans’ Park area for future splash pad, playground, shower and bathroom facility, tent and campground area. Funding for the splash pad is on hold while Council explores options.

New Business
Sunset Electric gave a verbal quote for $2,500 to update the electrical line that runs to the bathrooms at the campground. There is adequate voltage from the bathrooms to the cement pads, but not enough power coming from the electrical pole to the bathrooms to support the voltage needs of the newer campers that have been visiting the campground.
Sue Marstein made a motion to accept Sunset Electric’s quote of $2,500 to update electrical lines from the electrical pole to the bathrooms at Veteran’s Park. Mike Odden seconded the motion. AIF

The Minnesota State Lottery account Certificate of Deposit with a current value of $10,229.25 is due for renewal on November 1, 2013. Mike Odden made a motion to cash out the Certificate of Deposit to keep funds available for HMLS building repairs. Lewis Becker seconded the motion. AIF

Council discussed the one year performance review for City Clerk/Treasurer. Sue Marstein made a motion to approve step increase for Sandra Meer from Step J1 to J2, $19.41 to $19.70 per hour. Mike Odden seconded the motion. AIF

A uniform allowance for part-time utility personnel was discussed. Since Kathy O’Hara works with public at parks, campground, trailhead, and City Hall, a uniform would help identify her as city staff. Mike Odden made a motion to approve uniform expenditures for a jacket with City logo, as needed, upon approval by council and up to three logo shirts per year and to add “part time utility personnel” to Personnel Policy, Section 11.1 Clothing/Foot Protection, Part 2. Lloyd Rausch seconded the motion. AIF

Mayor’s notes: A liaison from the VA has requested to use space in the City Center the first Tuesday afternoon of each month to service local veteran’s needs. Stearns County Parks Department is requesting that cities along the Lake Wobegon Trail send a letter of support for next year’s resurfacing project. HIP/Economic Development is planning to apply for Legacy grant dollars for a new bathroom-shower facility at the campground.

Past due utility notices were sent to Brian Mader, Jayson Burgardt, Steve Horvath, Mara Glader, Miles Sinner, Edward Ehrlichman, Minnesota 13, Michael Becker, David Hageman, Jesse Johnson, Jean Lashinski, and Hyatt House.

Next council meeting will be on Tuesday, November 12th since Monday, November 11th is Veteran’s Day, a legal holiday.

Motion to adjourn was made by Sue Marstein and seconded by Mike Odden. Meeting adjourned at 9:30 p.m.

Respectfully submitted,
Sandra Meer
City Clerk, Holdingford


Upcoming events:
Holdingford Daze Committee Meeting
Monday, October 21st at 5:30pm
American Legion
New members welcome!!

Annual Tree Lighting Ceremony
Friday, November 29th at 6:30pm
Triangle Park
Refreshments at Historical Museum

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Holdingford City Council Meeting (Approved)

September 9, 2013

Mayor Ernie Schmit called the regular monthly meeting of the Holdingford City Council to order at 7:00 p.m. The pledge of allegiance was recited.

Present: Lewis Becker, Susan Marstein, Lloyd Rausch, Ernie Schmit, Sandra Meer, Keith Hommerding, Pat Meier, Dorine Rausch, David Blommel, Gordy Sjaaheim, Louise Winkler, Ed Vail and Greg Breth.
Absent: Mike Odden

After review and clarifications on claims, a motion to approve checks was made by Sue Marstein, seconded by Lewis Becker. AIF
Council members requested a cost evaluation comparison for Xcel Energy utility bills, since rates have increased substantially.

Motion to approve electronic transfers & debit card purchases was made by Lloyd Rausch, seconded by Sue Marstein. AIF

Motion to approve bank reconciliation for August 2013 statements was made by Lloyd Rausch, seconded by Lewis Becker. AIF

Motion made by Sue Marstein to approve minutes of the August 2013 council meeting to include correction of minutes to read: “Last year the City was given a guesstimate of $100,000 for a shower-bath house…” Motion seconded by Lloyd Rausch to approve August 2013 meeting minutes as amended. AIF

Reports
Municipal Liquor Store report was given by Pat Meier. Gross revenue for August was $39,535.37 with expenses of $25,080.84. YTD lottery is $2,658.39. Net = $13,480.09. Quote for new furnace and installation was $2,500 from Hommerding Plumbing, Heating & Air Conditioning. Council liaisons, Sue Marstein and Lewis Becker met with manager, Pat Meier to discuss profit/loss, customer service and training for bartenders. New county requirements for food safety training need to be completed by all bartenders.
Regarding the damage to the front of the Liquor Store; the extent of structural damage is unknown and should be determined before quotes are sought. A structural engineer will be contacted before quotes for repairs are sought. Greg Breth gave estimates of $9.50-$26.00 per square foot for stucco/brick/stone, but was reluctant to give a full quote for repair since extent of damage is unknown and contractor liability would be a major consideration.
The Council inquired about collections on two outstanding checks from 2011-2012. Pat Meier noted that they will be collected before October meeting.

Fire Department report was given by Keith Hommerding. Gambling income has been low.
There has been 43 calls this year to date: six fire, 33 medical, two good intent, one false alarm and one carbon monoxide alarm.
The department is continuing to look for new members and currently has two openings on the squad.
The final numbers are being collected for the FEMA grant. A $2,000 matching grant for hoses and turnout gear was received from the Department of Natural Resources.
The seals on one water truck pump need to be replaced and two quotes will be obtained
Training this month will be an in-house medical refresher. A PERA (Public Employees Retirement Association) representative will be meeting with personnel on Thursday, September 12th at 6:30p.m. at City Hall to discuss retirement benefits and options.
The emergency siren was mounted on the pole and was heard during a severe weather alert last week. The control panel was not working correctly and needed repair.
Emergency Management expenses for Dorine Rausch should be separated from her other duties. Since townships don’t benefit, they do not need to share the cost.

Maintenance report was read by Mayor Schmit. Two fire hydrants were replaced on River Street by the high school and Jensen residence. A two foot extension was purchased and installed on the hydrant near Jensen residence. Veteran’s Park was prepped for Community Picnic day. Sprinkler heads were repaired at the ball field after Community Picnic due to cars parking on the field. Hanger bracket was purchased and installed on the mower deck on the JD 1445. Batteries were purchased for the emergency siren that was put up by Sunset Electric. Mercury samples were taken on effluent at the Waste Water Treatment Plant.

Mayor Ernie Schmit gave his Mayor’s Report. See end of minutes for details.

Old Business
Opatz Metals is willing to donate money to put in a splash pad at Veteran’s Park. It would be similar to the splash pad at Ochotto Park in Avon. Council inquired about regulations for splash pads and additional liability insurance for the city. Council members would like to look at Avon Splash Pad, check on regulations and liability, and accept donation at next meeting.

Ed Vail is waiting to get survey of property then will talk to building inspector regarding a shed that he is planning to erect on his property. A letter of concern from resident Florence Voss regarding neighboring property values was received and reviewed by the Council. The Council noted that visible progress needs to continue in the clean-up effort on this property.
The Maintenance Department identified 13 properties in the City that have unlicensed vehicles and accumulated junk. Unlicensed vehicles and accumulated junk are in violation of City Ordinance(s) 92.18, 92.19 and 92.20. Lloyd Rausch made a motion to send notice to the identified property owners who have unlicensed vehicles and accumulated junk that they have 30 days to get in compliance with the City Ordinance. Sue Marstein seconded the motion. AIF

Residents noted that brush pickup on the first Friday of the month was sporadic. Tom’s Refuse will be notified.

New Business
Two quotes for a new copier lease were reviewed and discussed. The lease on the present copier expired a year ago. Sue Marstein made a motion to accept the quote from Toshiba Business Solutions that offers a five year lease through the State’s Cooperative Purchasing Venture program. Lewis Becker seconded the motion. AIF

The budget line items were reviewed for fiscal year 2014. Mayor Schmit noted that taxes haven’t been raised since 2002. The City will also be receiving more Local Government Aid from the State than in previous years when LGA cuts were made by the legislature.
Sue Marstein made a motion to certify the levy to the County in the amount of $256,663.00. Lewis Becker seconded the motion. AIF

Following discussion, Lloyd Rausch made a motion to accept the preliminary budget of $1,325,662 in revenue and $1,257,304 in expenses, to include recommendations for $68,357 of unbudgeted funds. Recommendations for the unbudgeted amount included planning for exterior repair work at the City Center, repairs on Main Street and sidewalks, paving of two alleys, long term planning for replacement of maintenance equipment, building storage, and seal coating streets. Sue Marstein seconded the motion. AIF
The final budget will be certified to Stearns County in December.

As a result of the 2013 legislative session, cities will be exempt from sales tax starting January 2014. The State requires that cities estimate the amount of taxes saved and give notice to taxpayers. The City of Holdingford estimated savings of $7,700.
Lewis Becker made a motion to set the truth-in-taxation meeting for 7:00p.m. at the December 9th City Council Meeting to give the public an opportunity to speak on the budget and levy. Lloyd Rausch seconded the motion. AIF

Sue Marstein made a motion for clerk to attend the Regional Meeting in Ashby on Wednesday, September 25th. Lloyd Rausch seconded the motion. AIF

Lloyd Rausch made a motion for interested council members to attend the League of Minnesota Cities Regional Meeting in Sartell on Thursday, October 24th. Lewis Becker seconded the motion. AIF

Past due utility notices were sent to Brian Mader, Ed Vail, Jayson Burgardt, Kevin Feia, Steve Horvath, David Hageman, Edward Ehrlichman, Minnesota 13, Michael Becker, Jayme Opatz, Mike Byland, Jesse Johnson, Pat Rooney and Hyatt House.

Two items noted from Maintenance Department: spraying weeds in the parks was done; wood posts around the Lake Wobegon Trailhead parking lot are rotting, could possibly be replaced with lighted posts at a cost of $1,200/post.

Sue Marstein made a motion to replace the old furnace at the Municipal Liquor Store with propane furnace from Hommerding Plumbing, Heating & Air Conditioning.. Lewis Becker seconded the motion. AIF

Next council meeting will be on Tuesday, October 15th since Monday, October 14th is Columbus Day, a legal holiday.

Motion to adjourn was made by Lewis Becker and seconded by Lloyd Rausch. Meeting adjourned at 8:55 p.m.

Respectfully submitted,

Sandra Meer
City Clerk, Holdingford

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Holdingford City Council Meeting (Approved)
August 12, 2013

Mayor Ernie Schmit called the regular monthly meeting of the Holdingford City Council to order at 7:00 p.m. The pledge of allegiance was recited.

Present: Lewis Becker, Susan Marstein, Mike Odden, Lloyd Rausch, Ernie Schmit, Sandra Meer, Keith Hommerding, Pat Meier, Dorine Rausch, David Blommel, Scott Lange, Ron Scegura, Gordy Sjaaheim, Dan Talberg, Ed Vail, Arnold Voss, and Florence Voss.

After review and clarifications on claims, a motion to approve checks was made by Sue Marstein, seconded by Lloyd Rausch. AIF

Motion to approve bank reconciliation for July 2013 statements was made by Mike Odden, seconded by Lewis Becker. AIF

Motion to approve electronic transfers & debit card purchases was made by Lloyd Rausch, seconded by Sue Marstein. AIF

Sue Marstein made a motion to transfer $150,000 from the General Reserve account to the Street Project account for approved expenditures that were not covered by the USDA Rural Development grant. Lloyd Rausch seconded the motion. AIF

Motion made by Sue Marstein to approve minutes of the July 2013 council meeting. Motion seconded by Lewis Becker. AIF

Reports
Municipal Liquor Store report was given by Pat Meier. Gross revenue for July was $46,349.45 with expenses of $40,114.67. YTD lottery is $2,329.52. Net loss = $1,303.31. Holdingford Daze went well, had better sales in evening than last year. Electronic pull tabs will be available in a week or two.

Fire Department report was given by Keith Hommerding. There were 2 calls in the last month for a total of 37 calls this year to date.
Truck fund balance remains the same. Jim Stang accepted a position with the department. He is also on the Avon Fire Department so is fully trained. Recommend pay 5-10 year pay scale since he’s pre-qualified. Lloyd Rausch made a motion to pay fire fighter Jim Stang at 5-10 year pay range based on his experience and qualifications. Sue Marstein seconded the motion. AIF
One other individual was interviewed but did not accept a position at this time. The department is still looking for members.
The pressure hoses on cutters and spreaders have been replaced.
FEMA has grant money available and the department is looking to replace outdated air packs, bottles, face masks and a compressor. The air packs are heavy, straps are breaking, and are not NFP compliant. A grant writer will put together the grant application for $500-$750. Mike Odden made a motion for the Fire Department to apply for a $100,000 FEMA grant to replace outdated equipment. Lewis Becker seconded the motion. AIF
AgStar also has a grant available and the department would like to replace hose nozzles. Lloyd Rausch made motion for the Fire Department to pursue the AgStar grant to replace nozzles. Sue Marstein seconded the motion. AIF
This month’s training will be in-house doing pump operations. Reimbursement was received for the bus extrication training.
The City of Paynesville has offered a Mutual Aid Agreement that would benefit Holdingford since our neighboring towns have signed the agreement as well. Mike Odden made a motion for Mayor Schmit to sign and accept the Mutual Aid Agreement with the City of Paynesville and surrounding cities. Sue Marstein seconded the motion. AIF
The department is also working on Mutual Aid Agreements with Bowlus and Upsala.
Dorine Rausch reported on the emergency siren installation. Sunset Electric will install the siren by the school and lower the height of the pole to match the pole height of the west side siren. Four batteries have been ordered and the new siren will be put up this week.
The Fire Relief Association has filed for pension reimbursements from the State in the amount of $4,000. The Relief Association has scheduled a meeting for September 12th at 6:30pm with PERA representatives to look at retirement benefits.

Maintenance report was read by Mayor Schmit. A new water line was put in at the women’s bathroom and concrete poured under the outside faucet at the south end bathrooms at Veteran’s Park. A new faucet was installed in the men’s bathroom at Lake Wobegon Trailhead. Maintenance prepared and cleaned up for Holdingford Daze. Jerry Winkler was hired to mow lawn. Tri-City Paving tarred a 180’x 35’ parking area at the Lake Wobegon Trailhead. A wrap around bench, donated in memory of Ralph & Christine Mader was installed at Veteran’s Park. Grant money for fluoride tanks and spill containment at the well house was approved. Tools for the Maintenance Shop were purchased.
The Minnesota Department of Transportation did a 48 hour traffic count in five locations around the city and shared results with the city. Vehicle counts ranged from 2,026 on Main Street to 6,895 on County Road 17.
Minnesota Pollution Control Agency is offering a 3-day Land Application of Biosolids training in Alexandria in September. Both Jeremy Freudenrich and Adam Krebs would attend. The training includes an exam for qualified applicants. Jerry Schueller will fill in while both are at training. Sue Marstein made a motion to send Jeremy Freudenrich and Adam Krebs to the conference in Alexandria for the biosolids training and testing. Lewis Becker seconded the motion. AIF
Amerigas has offered to donate a diesel pickup truck with tool boxes and a crane to the City Maintenance Department.
Adam Krebs annual review was discussed. Sue Marstein made a motion to accept the performance review for Adam Krebs and approve the supervisor’s recommendation for a raise from Step H2 to H3. Lloyd Rausch seconded the motion. AIF

Mayor Ernie Schmit gave his Mayor’s Report. See end of minutes for details.

Guests
Ron Scegura explained changes in the City’s health insurance rates with Blue Cross-Blue Shield. There was a 19% increase in rates which compares to last years quoted rates from Medicare. Blue Cross-Blue Shield offers a carryover deductible and preventative care is covered with no deductible. Sue Marstein made a motion to approve the health insurance renewal with Blue Cross-Blue Shield. Lloyd Rausch seconded the motion. AIF

Old Business
Scott Lange from SEH presented a cost summary for the Street and Utility Projects following the final walk through in July. The City will hold 1% retainage of the 2011 Project and 5% of the 2012 Project from Larson Excavating until the remaining punch list is satisfactorily completed. The total amount of the project costs are coming in below the projected budget.
The final assessment was submitted for Berscheid Properties on Park Street. Lewis Becker made a motion to submit Berscheid Properties Street and Utility Improvements assessment of $53,223.79 to Stearns County. Sue Marstein seconded the motion. AIF
Operating costs at the Wastewater Treatment Plant are running higher after the remodel than before. SEH will check into the cost difference.

Sue Marstein reported on Holdingford Lions fundraising efforts for Veteran’s Park playground equipment. The Lions are planning to sell raffle tickets at the Community Picnic on August 25th and at the School Open House. The raffle drawing will take place at a football game and they are hoping to raise $7,500.
There was discussion on other Veteran’s Park improvements including a water splash pad next to the Skateboard Park and showers at the bathrooms near the campground. A cement slab would be the major cost for the splash pad since there is a water line to the bathrooms. The City of Avon spent about $7,500 on a splash pad. Last year the City got an estimate was given a guesstimate (corrected minutes 9/9/13) of $100,000 for a shower-bath house which included taking the existing structure down and rebuilding to make the facility handicap accessible according to building codes. The City budgeted $12,000 for bathroom improvements. More information was requested. Sue Marstein made a motion to table the splash pad and get more information on adding showers at the park. Lewis Becker seconded the motion. AIF
Other suggestions included a sign for the campground on County Road 9, replacing the timbers around the merry-go-round, which will be done when the playground equipment is installed, fixing the latch on the small gate at the ball field, and trimming and spraying weeds before the Community Picnic.

Progress on Ed Vail property: he is planning to put up a 16’x 24’ storage shed on northeast side of the property and hopes to have it started this month. The trailers will be sold or scrapped. He has continued to clean up but has acquired a fourth vehicle that he’s using for storage until the shed is up and then vehicles will go into the shed. Ed Vail asked about burning brush in a barrel. Burning in a barrel is not allowed in the City. Brush can be set out for pick up on the first Friday of each month. Neighbors noted that dogs are still howling. Barking and howling at night are against City ordinance and those instances should be reported to the Sheriff’s Department.

Paving of the Lake Wobegon Trailhead parking lot was completed as well as the alleyway behind Holdingford Gas & Grocery.
Lewis Becker made motion to pay an additional $50 to total half of the amount due as per the agreement and quote from Tri-City Paving for paving in the alleyway behind the Holdingford Gas & Grocery. Mike Odden seconded the motion. Motion passed. AIF

New Business
Sue Marstein made a motion to appoint both Jeremy Freudenrich and Sandra Meer as the Well Head Protection Managers as recommended by Minnesota Rural Water Association. Lewis Becker seconded the motion. AIF

Following discussion, Sue Marstein made a motion to purchase two external hard drives as per quote from CW Technology to back up the City office computers. Mike Odden seconded the motion. AIF

Lloyd Rausch made a motion to adopt the Electronic Funds Wire Transfer Policy as recommended by Schlenner Wenner. Sue Marstein seconded the motion. AIF

Resident Dan Talberg noted weeds on his property at 91 4th Street from the Street and Utility Project work. His address was added to the Punch List along with weeds on neighboring property.

There were suggestions for the Maintenance Department to document properties that have unlicensed vehicles, machinery, appliances, etc., that attract rodents and may increase risk for fire, health or safety concerns according to the City Ordinance. Also, regarding street safety, residents should be aware of trimming bushes and trees back from intersections so vehicles don’t have to move into the intersection to see oncoming traffic.

There was discussion regarding Holdingford Daze and the Municipal Liquor Store, events, personnel and operating procedures. Mayor Schmit will revise the employee performance evaluation sheet for the Liquor Store manager and employees.

Past due utility notices were sent to Miles Sinner, Edward Ehrlichman, Minnesota 13, Michael Becker, Jayme Opatz, and Hyatt House.

The budget workshop for the City Office will be on Wednesday, August 14th at 4:00p.m. Budget workshops for the Park and Maintenance Departments will be held Monday, August 19th at 3:30p.m. Budget workshops will be on Wednesday, August 28th at 5:00p.m. for the Municipal Liquor Store and at 6:00p.m. for the Fire Department.

Motion to adjourn was made by Lloyd Rausch and seconded by Sue Marstein. Meeting adjourned at 9:30 p.m.
Respectfully submitted,

Sandra Meer
City Clerk, Holdingford

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Holdingford City Council Meeting and Public Hearing Minutes - Approved
July 8, 2013

The public hearing to review the Wellhead Protection Plan for the City of Holdingford was called to order at 7:00 p.m. on July 8, 2013. Dave Neiman from Minnesota Rural Water Association explained the process of establishing a written protection plan for public drinking water. Maps of the affected area for the Wellhead Protection Plan were reviewed. The Wellhead Protection Plan identified vulnerable areas, potential contaminants and threats to the drinking water supply. Management strategies are identified in the plan to work with area land owners to protect the water supply.
Written comments were received from Susan McGuire at Stearns County Environmental Services. Land Use Tables were inserted into the Appendix. Once reviewed and approved by the State, the plan is in effect for 10 years. Mike Odden made a motion to close the public hearing. Sue Marstein seconded the motion. Public hearing was adjourned at 7:20p.m.

Mayor Ernie Schmit called the regular monthly meeting of the Holdingford City Council to order at 7:20 p.m. The pledge of allegiance was recited.

Present: Lewis Becker, Susan Marstein, Mike Odden, Lloyd Rausch, Ernie Schmit, Sandra Meer, Jeremy Freudenrich, Keith Hommerding, Pat Meier, Dorine Rausch, Scott Lange, Dave Neiman, Carrie Raber, Molly Thompson, Joe Christensen, Sue Ebnet, Karla Kalla, Deb Kostreba, Jeanette May, Jeff Mergen, Jessie Scepaniak, Gordy Sjaaheim, Karen Solarz, Mary Solarz, Ed Vail, Arnold Voss, Florence Voss, Louise Winkler and Laverne Woidylla,

Sue Marstein made a motion to approve the Wellhead Protection Plan as reviewed and amended at the public hearing and submit it to the Minnesota Department of Health for review. Lloyd Rausch seconded the motion. AIF

After review of claims, a motion to approve checks was made by Sue Marstein, seconded by Lewis Becker. AIF

Motion to approve bank reconciliation for June 2013 statements was made by Lloyd Rausch, seconded by Mike Odden. AIF

Motion to approve electronic transfers & debit card purchases was made by Lewis Becker, seconded by Lloyd Rausch. AIF

Motion made by Lloyd Rausch to approve minutes of the June 2013 council meeting. Motion seconded by Sue Marstein. AIF

Reports
Municipal Liquor Store report was given by Pat Meier. Gross revenue for June was $31,627.78 with expenses of $43,712.41. YTD lottery is $2,069.28. Net loss = $7,798.33.
Holdingford Daze street dance is this weekend. The cost of the band, Beaner and the Big Chickens, and trailer-stage will be split between the Municipal Liquor Store, Minnesota 13 and the American Legion.. The Holdingford Mill gave permission for an antenna to be put up so the Municipal Liquor Store can get a wireless signal and better internet service. They are looking at some electronic gambling options.
Molly Thompson from Schlenner Wenner & Co. addressed the issue of paying part-time bartenders for Holdingford Daze as independent contractors versus employees. In the firm’s annual management letter to the City Council they recommended that “all future wages paid to employees be run through the payroll system and be subjected to the proper withholdings”. The Council concurred that due to the timeliness of the event no changes would be made and past practice would be followed.
The 2014 budget workshop was set for August 28th at 5:00p.m. for the Municipal Liquor Store.

Fire Department report was given by Keith Hommerding. 35 calls this year to date; 1 from Avon Township, 1 from Krain Township, 7 from Brockway Township, 11 from the City and 15 from Holding Township.
Two new fire fighters are being interviewed this week. Mike Odden made a motion to approve hiring the two fire fighters. Sue Marstein seconded the motion. AIF
The hoses on the cutters and spreaders need to be replaced with an approximate cost of $1,000. The second half of the bus extrication class was completed. July training will be in-house using Polar Tanks’ confined space tank simulator. Reimbursement from the State was received for the house burn training.
The Fire Department’s budget workshop will be August 28th at 6:00p.m.
The Fire Department will be hosting the annual water ball fight during Holdingford Daze on Saturday, July 13th at 2:00p.m.

Maintenance Department Report was read by Mayor Schmit. Weeds were sprayed. Issues with well generator hook up were resolved after power outage during June 21st storm. Ejector on Well #3 was rebuilt. Tire was replaced on 1445 JD mower. Catch basins on Main Street were recovered and replaced after they were picked up and dropped into storm sewers during the night. Electricity at softball field was turned on for June tournament. Holdingford Softball Association is delinquent in paying the electric bill from 2012 softball season. Council approved payment of bill and will seek to recover outstanding balance. A pedestrian crossing sign was ordered for County Road 17 at Lake Wobegon Trail crossing. Water faucet was plumbed on outside of bathroom building at campground for potable water. Repair work on body/door of plow truck has been done and will be submitted to insurance. Wing work still needs to be completed

Mayor Ernie Schmit gave his Mayor’s Report. See end of minutes for details.

Guests
Joe Christensen requested approval for two gambling permits for the City Picnic on August 25th and the Playground Equipment Raffle on October 16th. Mike Odden made motion to approve gambling permits for the Holdingford Lions Club on August 25, 2013 at the Holdingford City Park and October 16, 2013 at the Holdingford American Legion. Sue Marstein seconded the motion. AIF

Molly Thompson from Schlenner Wenner & Co. reviewed the 2012 audit. Overall, income and expenses have been consistent with prior years. Fluctuations in income and expenses were tied to the 2012 Street Project and financing changes. Management letter included comments on Liquor Store wages, mileage reimbursement rates, 1099 forms, personal use of City property and City employee gambling. No other issues were out of the ordinary. Sue Marstein made motion to accept 2012 audit from Schlenner Wenner & Co. Lewis Becker seconded the motion. AIF

Old Business
Scott Lange from SEH addressed concerns with Street and Utility Project, including: painting yellow areas on curbs for parking restrictions; thistles growing in camping area where seed was spread; creating a boulevard with plants or a chain and posts in parking lot at Veterans Park; add gravel going down to the river where old dump is exposed and glass has surfaced; on Main Street by the park height of curb on the west side by gravel parking lot seems higher that on east side of street; and grade of road on Plymouth and 2nd Street is not conducive for drainage of water and ice buildup. Residents voiced concerns regarding the grass seed that was spread last fall is coming up with a lot of thistle. Concerns will be addressed on final punch list and during project walk through. A final walk through will be on Thursday, July 25th at 3:00p.m. with two council members, maintenance supervisor, project lead, engineer and contractor.
Total bill for the projects will not exceed contract estimate. On the 2011 Street Project the retainer of 1 % will be paid when all items are completed. On the 2012 Street Project the retainage held is 5% until final punch list is finished. Total retainage is $82,000.
Residents who are interested in paving their driveways should call Tri-City Paving individually within the next two weeks.
PPE #15 for 2011 Street and Utility Project to Larson Excavating for $27, 932.71 was approved on a motion by Sue Marstein and seconded by Mike Odden. AIF
PPE #6 for 2012 Street and Utility Project to Larson Excavating for $80,561.40 was approved on a motion by Sue Marstein, seconded by Lewis Becker. AIF
Pay Invoice #269710 from SEH in the amount of $21,307.90 was approved on a motion by Mike Odden, seconded by Lewis Becker. AIF

The Council heard residents’ concerns regarding Ed Vail property on Gertrude Street, to include; four trailers parked in the yard, all are licensed; construction trailers that are piled with lumber, piles of wood that are not stacked, trailer next to the garage has wood under the trailer; neighbors have to keep windows shut in order to sleep due to dogs whining/howling at night. Residents can see improvement, but there continues to be clutter and junk that is not gotten rid of. Mr. Vail will be putting up a fence for his dogs. There was a suggestion to get volunteers to help residents who are not physically able to clean and remove yard waste and junk. Mr. Vail would be open to volunteer help. Jeremy Freudenrich will check with County for possible help from those who need Community Service hours. Residents and Council agreed to allow Ed Vail to continue with his cleanup efforts as long as improvements are made and will revisit the issue at the August council meeting.
Residents voiced concerns regarding other residential lots that have abandoned vehicles, construction materials and rubbish, and out buildings that are not kept up to city standards. Council agreed that all residences that are not conforming to City Ordinances should be identified and given notice of non-compliance with a request to rectify the problem.
.
New Business
There was discussion on paving two areas in the City. Lloyd Rausch made motion to pay $2,600 for paving behind Holdingford Gas & Grocery in alleyway. Mike Odden seconded the motion. AIF
The Lions Club and Commercial Club have each committed $2,000 to paving a parking strip, 158’x 30’ along the posts by the Lake Wobegon Trailhead parking lot. Total cost to pave the area is $7,000. Council will request $1,500 donations from the Snowflyers and the American Legion. Sue Marstein made motion that the City will contribute the remaining balance if donations are not received for paving the parking strip at the Lake Wobegon Trailhead parking lot. Lloyd Rausch seconded the motion. AIF

Mayor Schmit is working with our State Representative to be included in next year’s State Bonding Bill to make natural gas accessible to Holdingford residents. Mike Odden made a motion to approve Resolution #13-07-08-01 for the City of Holdingford’s request to be included in the 2014 State Bonding Bill for accessibility of natural gas to the Holdingford-Upsala area.. Sue Marstein seconded the motion. AIF

Dog issues were discussed. There have been reported incidents of dogs biting, dogs running loose, out of yards and/or unleashed, and barking throughout the night. Any of the above violations should be reported to the Sheriff’s office. A Deputy can issue a citation for being in violation of a city ordinance if proof is given.

Holdingford Daze was discussed. As in the past; Commercial Club will pay for Sunday morning cleanup crew wages, City will pay for roll off dumpster and wages for Maintenance Department. Stearns County Sheriff will patrol the weekend events. Parade route is same as last year, starting at the school, down County Road 17 to Main Street, except turning up Cedar Street instead of Washington Street because trailer-stage will be set. Freedom Flight hot air balloon will be at the high school on Saturday.

Sue Marstein expressed interest in finding a softball manager for next summer to get a softball league started again in Holdingford.

The City is looking for two volunteers to help at the hazardous waste pickup at St Mary’s parking lot on August 24th from 9:00a.m. to 1:00p.m.

The budget workshop for the City Office was set for Wednesday, August 14th at 4:00p.m. Budget workshops for the Park and Maintenance Departments will be held Monday, August 19th at 3:30p.m.

Past due utility notices were sent to Diane Young, Brian Mader, Steven Horvath, Debra Feld, David Hageman, Edward Ehrlichman, Minnesota 13, Michael Becker, Jesse Johnson, Mark McClintock, Stipe Vasilj and Roger Jensen.

Mike Odden made a motion to set a public hearing for August 12, 2013 at 7:00p.m. to consider TIF district financing for the Assisted Living Project in Holdingford. Sue Marstein seconded the motion. AIF

Motion to adjourn was made by Sue Marstein and seconded by Lloyd Rausch. Meeting adjourned at 10:15 p.m.
Respectfully submitted,

Sandra Meer
City Clerk, Holdingford

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Holdingford City Council Meeting Minutes Approved
June 10, 2013

Mayor Ernie Schmit called the regular monthly meeting of the Holdingford City Council to order at 7:00 p.m. The pledge of allegiance was recited.

Present: Lewis Becker, Susan Marstein, Mike Odden, Lloyd Rausch, Ernie Schmit, Sandra Meer, Keith Hommerding, Pat Meier, Dorine Rausch, Scott Lange, Sue Ebnet, Wayne Ebnet, Ann Imholte, Karla Kalla, Jeanette May, Ruth Odden, Jessie Scepaniak, Luke Sjurseth, Karen Solarz, Mary Solarz, Ed Vail, Arnold Voss, Florence Voss, Laverne Woidylla, Gary Zapzalka and Linda Zapzalka.

After review of claims, a motion to approve checks was made by Sue Marstein, seconded by Lloyd Rausch. AIF

Motion to approve bank reconciliation for May 2013 statements was made by Lloyd Rausch, seconded by Lewis Becker . AIF

Motion to approve electronic transfers & debit card purchases was made by Mike Odden, seconded by Sue Marstein. AIF

Motion made by Mike Odden to approve minutes of the May 2013 council meeting. Motion seconded by Sue Marstein. AIF

Reports
Liquor Store report was given by Pat Meier. Gross revenue for May was $34,292.92 with expenses of $33,360.63. YTD lottery is $1,848.30. YTD net revenue is $4,065.32 less inventory. Insurance rates will go down this year. No update on internet services for the Liquor Store. Meier will get a quote to replace the furnace.
There was discussion on bartenders and clean-up crew for Holdingford Daze being paid as employees or independent contractors. Sue Marstein made a motion to continue to pay temporary workers on a contract basis and have them sign a waiver to address liability issues. Lewis Becker seconded the motion. Voted in favor; Lewis Becker, Sue Marstein, Lloyd Rausch, Ernie Schmit. Abstained; Mike Odden.

Fire Department report was given by Keith Hommerding. 32 calls this year to date; 1 from Avon Township, 1 from Krain Township, 7 from Brockway Township, 10 from the City and 13 from Holding Township. The department has a few applications for new members and will interview soon. A bus for the bus extrication training was not available and the training has been postponed. The department has applied for a DNR grant for wild land gear and a new hose for the brush rig. The grant would require 50/50 matching funds. A replacement for the old emergency siren located up by the school has been ordered and should be installed by the end of the month.
The Fire Relief Association met with the auditor.

Maintenance Department Report was read by Mayor Schmit. An outside fluorescent light was fixed at the Liquor Store. The streets were swept. Lawns were repaired that were damaged by the snow plow. New blades were put on the 1445 John Deere. A defunct water meter head was replaced at a residence. The Maintenance Department has received approval from the Minnesota Department of Health for a grant totaling $2,428.50 for two new fluoride pumps. Weeds at the park and at the city lot will be sprayed when the weather dries out.

Mayor Ernie Schmit gave his Mayor’s Report. See end of minutes for details.

Guests
Liquor Licenses:
Gary and Linda Zapzalka requested a one day 3.2 liquor license for the annual Amber Zapzalka Softball Tournament to be held at the Cyril Ebnet Field. Lewis Becker made a motion to approve a Special One Day 3.2 Malt Liquor License for the Husker Athletic Booster Club which hosts the tournament on June 22, 2013 and waive the $25 permit fee. Mike Odden seconded the motion. AIF

Wayne Ebnet requested a temporary 3.2 liquor license for The Holdingford Daze Softball Tournament. Mike Odden made a motion to approve a Temporary 3.2 Malt Liquor License for Holdingford Daze Softball Tournament to be held on July 12, 13 and 14, 2013 and waive the permit fee of $25. Sue Marstein seconded the motion. AIF

Lloyd Rausch made a motion to approve the renewal of the On-Sale Liquor License and Special Sunday Liquor License for Minnesota 13, LLC upon receipt of required insurance certification, county licenses and permit fees. Mike Odden seconded the motion. AIF

Sue Marstein made a motion to approve the renewal of the On-Sale Liquor License and Special Sunday Liquor License for the American Legion Frank Feia Post 211 upon receipt of required insurance certification, county licenses and permit fees. Lewis Becker seconded the motion. AIF

 

2012 Street Project:
Scott Lange from SEH recommended moving stop signs at Third Street and Spring Street. Mike Odden made a motion to eliminate the stop sign coming up the hill on Spring Street to Third Street and add two stop signs on Third Street at the intersection of Spring Street. Sue Marstein seconded the motion. AIF
Scott Lange reported on Prairie Street repairs where Opatz Excavating had placed drain tile and pushed pipe under the road. Half of the payment was held until the road wintered and the road repair was deemed satisfactory. Sue Marstein made a motion to pay the remaining balance to Opatz Excavating for the road repair on Prairie Street. Lloyd Rausch seconded the motion. AIF
Larson Excavating is working on completing the punch list for the street project with a projected completion date of June 28th. The final layer of asphalt will be laid this week. Two residents requested to have their driveway paved when the final lift was put on. Scott Lange will follow up.

Pay Invoice #268649 from SEH in the amount of $1,364.00 was approved on a motion by Mike Odden, seconded by Sue Marstein. AIF

Residents’ concerns:
Several residents expressed concern regarding Ed Vail’s new residence at Third and Gertrude Street. A petition was presented requesting the area be cleaned up. There was concern about his dogs barking at night as well. The concern that unlicensed vehicles, several trailers, construction materials, equipment and appliances are cluttering the yard and it is an eye sore. City Ordinances state that vehicles need to be licensed and in working condition, residential lots be maintained in a neat and orderly manner, and no rubbish, salvage materials, junk or miscellaneous refuse be openly stored. Ed Vail agreed to clean up the yard and is planning to put a fence up for the dogs. The Council granted him 30 days, until July 10th to have his yard cleaned up and in order.

Old Business
Sue Marstein and Lloyd Rausch met with Lions members and they have agreed to raise funds for new playground equipment at Veteran’s Park. They are planning a raffle with the prize drawing at the end of the summer. They are looking at options for moving the horse shoe pits, putting down a ground layer and adding benches.
The sign for Veteran’s Park will be put up after the street project is complete.
A water pipe with a shut-off valve will be extended outside of the park shelter so campers will have access to potable water.

The Council reviewed definitions and wording changes to Sections 2 and 5 of the Personnel Manual. Changes will be made and sent to the Union Representative for review.

New Business
Sue Marstein made a motion to approve a gambling permit for the Holdingford FFA Alumni Annual Tractor Raffle. Lloyd Rausch seconded the motion. AIF

Mayor Schmit has been working with CenterPoint Energy to look at the possibility of bringing natural gas to Holdingford. Representatives from CenterPoint will be contacting residents to see how much propane they are currently using to determine cost and feasibility.

Mike Odden reported on the progress of improvements at the old Maintenance Building/Museum. They are planning to have it open for Holdingford Daze.

There was discussion on placing a pedestrian sign at the Lake Wobegon Trail crossing on County Road 17 to slow down traffic. Mike Odden made a motion to purchase a 4 sided pedestrian crossing sign to have on County Road 17 if the County does not cover the cost. Lewis Becker seconded the motion. AIF

Residents voiced concerns regarding other residential lots that have abandoned vehicles, construction materials and rubbish, and out buildings that are not within the city ordinances. Council agreed that all residences that are not conforming to City Ordinances should be identified and given notice of non-compliance with a request to rectify the problem.

Past due utility notices were sent to Diane Young, David Hageman, Mike Becker, Edward Ehrlichman, Minnesota 13, Jesse Johnson and Roger Jensen.

The Annual City Wide Cleanup Day will be from 8:00 a.m. until Noon on Saturday, June 15th. Council Members will be on hand to help unload and receive items.
A public hearing to review the Wellhead Protection Plan will be at 7:00 p.m. on July 8, 2013.

Motion to adjourn was made by Mike Odden, seconded by Sue Marstein. Meeting adjourned at 8:45 p.m.
Respectfully submitted,
Sandra Meer
City Clerk, Holdingford

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Holdingford City Council Meeting and Public Hearing Minutes App
May 13, 2013

Mayor Ernie Schmit called the Public Hearing to order at 6:35 p.m. The purpose of the Public Hearing was to consider the creation of Tax Increment Financing (TIF) District #3 for Two Rivers Enterprises, Inc.
Present: Lewis Becker, Susan Marstein, Mike Odden, Lloyd Rausch, Ernie Schmit, Sandra Meer, Bob Warzecha, Dan Warzecha, Gary Opatz, and Traci Ryan.
Two Rivers Enterprises, Inc. is planning to add additional space to the south of the existing building approximately 90’x130’, 1200-1300 square feet. The existing driveway would be moved west to accommodate entrance to the facilities at the crest of the hill and eliminate visibility issues with oncoming traffic. A truck entrance would also be added. The project is estimated to cost $800,000- $1million. The company’s Job Z status expires in 2015. Two Rivers Enterprises, Inc. is requesting the establishment of Tax Increment Financing (TIF) District #3.
Traci Ryan from David Drown & Associates explained that TIF districts are highly regulated by the State of Minnesota. The City of Holdingford has used TIF districts in the past and currently has one viable TIF District. Generally, the city gives up its share of taxes for a certain amount of time, usually 9 years by creating an economic development district, and assistance is provided to the participating business, in this case Two Rivers Enterprises, Inc. The business pays regular taxes to the county, which pays the city and the city provides a certain percentage of the funds back to the business for business growth and development.
The Minnesota Investment Fund (MIF) is another loan program sponsored by the State. The city applies to the State for funding to pay out to the business. The business in turn has to commit to provide a certain number of jobs and growth within 2 years. Two Rivers Enterprises, Inc. has not committed to MIF yet. City Council would need to pass a resolution to approve the project. Depending upon the number of jobs created by the business, the city would have the opportunity to receive $125,000-$250,000 to invest in growing other local businesses. MIF is another resource of funds for businesses. David Drown & Associates charges a $3500 fee for processing the MIF application.
Mike Odden made a motion to close the public hearing at 6:55 p.m. Lloyd Rausch seconded the motion. AIF

Informal discussion regarding the assisted living project proposed for the property at the end of Main Street. The zoning would need to change from low density residential to high density residential. Road will be on east side of property and is proposed to T at Park Avenue and Main Street. The building cannot be in the 100 year high water mark area and would be located further east on the property. Funding options are being explored.

Mayor Ernie Schmit called the regular monthly meeting of the Holdingford City Council to order at 7:00 p.m. The pledge of allegiance was recited.

Present: Lewis Becker, Susan Marstein, Mike Odden, Lloyd Rausch, Ernie Schmit, Sandra Meer, Keith Hommerding, Adam Krebs, Pat Meier, Dorine Rausch, David Blommel, Traci Ryan, Wayne Ebnet, Gordon Sjaaheim and Louie Walz.

Mike Odden made a motion to approve Tax Increment Financing (TIF) District #3 for Two Rivers Enterprises, Inc. Sue Marstein seconded the motion. AIF

Traci Ryan, David Drown & Associates made a proposal to the city for completing the annual TIF reports. The proposal was $1500 for the first TIF Report and $500 for each successive report. After briefly examining the past TIF Reports, the city has overpaid the current TIF District about $6000 and there is a negative fund balance. Ms. Ryan noted that David Drown and Associates will not charge more for completing a TIF Report than the District is bringing in. Ms. Ryan completes TIF Reports for 35 cities, averaging approximately 100 reports per year and has vast experience in tax law and TIF Reporting. In previous years, the accountant Schlenner, Wenner has completed the reports along with the clerk. Sue Marstein made a motion to hire David Drown & Associates to complete the City of Holdingford’s subsequent TIF Reports. Lloyd Rausch seconded the motion. AIF

After review of claims, a motion to approve checks was made by Sue Marstein, seconded by Lewis Becker. AIF

Motion to approve bank reconciliation for April 2013 statements was made by Mike Odden, seconded by Lloyd Rausch. AIF

Motion to approve electronic transfers & debit card purchases was made by Sue Marstein, seconded by Lewis Becker. AIF

Motion made by Lloyd Rausch to approve minutes of the April 2013 council meeting. Motion seconded by Mike Odden. AIF

Motion made by Lewis Becker to approve the minutes of the Board of Equalization and Appeals. Seconded by Mike Odden. AIF

Reports
Liquor Store report was given by Pat Meier. Gross revenue for May was $30,611.50 with expenses of $37,090.26. YTD lottery is $1,571.38. YTD net revenue $2,522.91 less inventory. Inventory was re-stocked in April which increased expenses. Insurance rates have also increased. Meier is still investigating internet services for the Liquor Store. There is a minor water problem in the basement. Since the furnace is not fuel efficient and heating costs are rising, the Council asked for quotes for a new furnace.

Fire Department report was given by Keith Hommerding. 27 calls this year to date; 4 fire and 23 rescue. Gambling income was low this month. One applicant for the Fire Department has had a reference check and three other applications have been requested.
Two prior month trainings were successful. The Fire Department would like to publically thank Wm. D. Scepaniak, Inc. for the use of their parking lot for the Urban Search and Rescue Training that was held in March. The house burn training at Tim Berscheid’s was also very useful and timely.
June training includes classroom and hands on school bus extrication. The bus is donated by Palmer Bus Company. It will be cut up then donated back to the company for scrap. Transportation Supervisors from Holdingford and the surrounding school districts will be invited to attend.
Sue Marstein made a motion to give approval for the Fire Department to apply for available DNR grant monies. Mike Odden seconded the motion. AIF The Fire Department will be seeking assistance in writing the grant.
Vehicles and equipment are being maintained. Hommerding had quote for $2,252.44 for flash lights that are specifically required. Lloyd Rausch made a motion to approve flash light expenditure for the Fire Department. Lewis Becker seconded the motion. AIF
The Mutual Aid Agreement between Holdingford and Bowlus was presented. Mike Odden made a motion to accept the Mutual Aid Agreement between the City of Holdingford Fire Department and the City of Bowlus Fire Department for a three year term. Sue Marstein seconded the motion. AIF
Dorine Rausch presented a quote from Granite City Electronics for a Rotating Mechanical Siren Package. The siren up near the school is not in working condition, it is old and quotes to repair the siren are cost prohibitive. The quote is for a new, rotating, battery operated unit with radio control and a 5 year warranty. The Fire Department will ask that Stearns County activate the siren in case of emergency and if need be, the Fire Department can override it. Sunset Electric will give quote for installing the siren.
Sue Marstein made a motion to approve the expenditure of $13,933.95 for the new siren and the cost of installation, using $11,378.64 budgeted in the Excess Revenue Expense Account and the balance of funds used from the Liquor Store account. Lewis Becker seconded the motion. AIF
There was discussion on sending out weather spotters from the Fire Department. Currently, Stearns County will notify the Fire Department when there is bad weather but the County will not page out spotters, due to liability reasons. The City/Fire Department will need to dispatch spotters. Fire Department Managers maintain radio communication with spotters and provide direction. Council agreed that Fire Department personnel should use their discretion when dispatching spotters.
Dorine Rausch reported on the completion of the Stearns County Mitigation Plan. A copy of the plan will be kept in the City Office. Five hazards were identified, including summer storms, winter storms, fire, water contamination, and hazardous materials. FEMA funding would be available if applied for since the City has a mitigation plan in place.
No report on the Fire Relief Association.

Maintenance Department Report was read by Mayor Schmit. Bio-solids were sampled for applying sludge, which will be spread next week. Fire hydrants were flushed and 350,000 gallons of water was used during flushing. The water tower holds 200,000 gallons of water, which was totally flushed and refilled during the process. A handicap railing was built and installed at the northwest entrance of City Hall. The motor and pump were replaced in Well #2. A service break was repaired on Main Street in front of Briar Patch. Sidewalk will be replaced before the end of the month. Purchased 41 bags of pothole filler and started filling potholes on old streets and alleys. Quarterly water samplings of potable water were taken as required by MN Dept of Health. Sod was fixed that was dug up during plowing and street sweeping was begun. Council requested that sand from plowing be brushed off of lawns. The old Maintenance Shop was cleaned and organized. Residence on Plymouth Street had sewer lines hooked up to city sewer after a gap was detected.

Lloyd Rausch made a motion to transfer funds from Rural Development Reserve Account to General Fund for $8,421.07 expenses incurred to replace motor and pump in Well #2. Lewis Becker seconded the motion. AIF

Mayor Ernie Schmit gave his Mayor’s Report. See end of minutes for details.

Guests
Gary Opatz from Opatz Metals requested a variance for putting an 8’ steel fence along east front and south side of property that was recently purchased at 421 Main Street. Dumpsters and roll-offs will be stored behind fence. Mike Odden made a motion to allow a variance for an eight (8) foot privacy fence south from existing building to 25 feet before corner of Main Street and Gertrude to angle west along property line to within 10-15 feet of light pole and alley. Lloyd Rausch seconded the motion. AIF

Old Business
Dave Blommel from SEH reported that Larson Excavating is back working on punch list to complete the 2012 Street Project. The project manager will be looking at section of Plymouth Street between 2nd & 3rd Streets that should still be under warranty and needs additional work. A claim for tire damage will be paid by Larson Excavating and taken out of Creative Curb’s retainer. Louie Walz requested that project manager look at area by his driveway where water is pooling. Second layer of asphalt is scheduled to be done by end of June.

Pay Invoice #265918 from SEH in the amount of $5,637.50 and Invoice #266893 in the amount of $151.50 were approved on a motion by Sue Marstein, seconded by Lewis Becker. AIF

The Holdingford Lions were approached regarding additional fundraising and overseeing the playground equipment project at Veterans Park. The Loins meeting night is the same as City Council. Lloyd Rausch and Sue Marstein will follow up with Al Leinen from the Lions after tonight’s meeting.

Review of personnel policy wording and clarification was tabled until next meeting.

Wayne Ebnet approached the Council about running an ASA sanctioned softball tournament during Holdingford Daze. He has a couple of volunteers who will help with concessions, but is looking for more. Wayne Ebnet is hoping for 12-16 teams and would have ASA sanctioned umpires for the tournament. The Council would like to see the weekend tournament return and discussed waiving the fee for a liquor license. Wayne Ebnet requested initial funds to cover sanction fee and printing flyers. Mayor Schmit noted that the H.I.P. Committee would be meeting the following week and the request for funding will be considered.

New Business
The Annual City Wide Cleanup Day will be from 8:00 a.m. until Noon on Saturday, June 15th. Council Members will be on hand to help unload and receive items.

Sue Marstein made a motion to approve Resolution 13-05-13-1 for the Husker Athletic Booster Club Raffle held during the Annual Amber Zapzalka Softball Tournament on June 22, 2013. Lewis Becker seconded the motion. AIF

Jeff Larson’s son is building a house on property that adjoins the 10 acre parcel the City owns. They are seeking approval to move a driveway adjacent to the property line since current access is limited to using neighboring property. Stearns County Surveyor’s Office has approved moving driveway access where it crosses the Wobegon Trail. Sue Marstein made a motion to allow Larson to move driveway adjacent to property line as approved by County. Lloyd Rausch seconded the motion. AIF

Mayor Schmit and Lloyd Rausch met with Maintenance Supervisor, Jeremy Freudenrich, and completed 5 year review and recommended step advance. Mayor Schmit made a motion to move Jeremy Freudenrich from Step J-4 to J-5. Lloyd Rausch seconded motion. AIF

Polar Tank inquired about cost to put antennae on water tower to facilitate internet communications between plants in Opole and Holdingford. Mayor Schmit forwarded information for two internet providers who already have antennae’s on the tower.

Members of the Pedals to Petals Garden Club met with Traut Wells for an estimate for an in-ground sprinkler system for the area around the boxcar at the Wobegon Trail. Approval of the sprinkler system is pending from the County and Lake Wobegon Trails Association. Sue Marstein made a motion to transfer the $1000 stipend that is budgeted to Pedals to Petals Garden club account. Lewis Becker seconded the motion. AIF

Ralph Vos contacted Council Members requesting they re-visit the decision to reimburse donated funds from Wm. D. Scepaniak, Inc. for Senior Dining. Council agreed that funds were accepted from Wm. D. Scepaniak, Inc. and would not be refunded for further reimbursement.

CW Technology submitted a quote for outsourcing the City’s technology needs. The City currently does not have continuous technology support. Sue Marstein made a motion to have CW Technology provide services as quoted under Option 2, Standard Support for $190 per month. Lloyd Rausch seconded the motion. AIF Services will be reviewed in August.

Mayor Schmit, Sue Marstein and Lloyd Rausch will attend the Stearns County League Meeting in Kimball on May 21st.

Past due utility notices included, David Hageman, Mike Becker, Edward Ehrlichman, Minnesota 13, Jayme Opatz, Jesse Johnson and Kathy Hommerding.

Motion to adjourn was made by Sue Marstein, seconded by Lewis Becker. Meeting adjourned at 9:45 p.m.

Respectfully submitted,

 

Sandra Meer
City Clerk, Holdingford

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City Council Meeting Minutes (Approved)

April 8, 2013

Mayor Ernie Schmit called the meeting to order at 7:01 p.m. The pledge of allegiance was recited.

Present: Lewis Becker, Susan Marstein, Mike Odden, Lloyd Rausch, Ernie Schmit, Sandra Meer, Keith Hommerding, Adam Krebs, Jeremy Freudenrich, Scott Lange, Cheryl Foster, Gordon Sjaaheim, Tim Berscheid, Bob Warzecha, Pat Meier and Greg Breth.

Motion to approve checks was made by Lloyd Rausch, seconded by Mike Odden. AIF

Motion to approve bank reconciliation for March 2013 statements was made by Sue Marstein, seconded by Lewis Becker. AIF

Motion to approve electronic transfers & debit card purchases was made by Sue Marstein, seconded by Lloyd Rausch. AIF

Motion made by Sue Marstein to approve minutes of the March 2013 council meeting. Motion seconded by Mike Odden. AIF

Reports
Fire Department report was given by Keith Hommerding. 22 calls this year to date, the majority are medical.
Upcoming training schedule includes: urban search and rescue in April; house burn training on May 4th; and school bus extrication in June. There were minor repairs done on trucks and equipment.
No activity for the Fire Relief Association.

Liquor Store report was read by Mayor Schmit. Gross revenue for February was $30,944.70 with expenses of $27,177.18. YTD lottery is $1,123.33. YTD net revenue $8,886.82 less inventory.
Sue Marstein made a motion to renew the CD in the Minnesota State Lottery Account for 6 months. Lloyd Rausch seconded the motion. AIF

Maintenance Dept Report was read by Mayor Schmit. A new cutting edge was installed on wing of plow truck. Took Street Sweeper out of storage, serviced and started sweeping streets. Ordered pre-filters for blowers at Wastewater Treatment Plant. Rebuilt ejector for chemical feed on Well #2 and gathered flow information for SEH to update graph on water usage flows. Reported drop in water usage at trailer court. City Maintenance worked with Dave Hageman and Rural Water Assoc. at trailer court site.

Mayor Ernie Schmit gave his Mayor’s Report. See end of minutes for details.

Guests
Cheryl Foster, Stearns County Assessor, reported on four (4) home sales in 2012. The city didn’t meet the state average of six sales. Tax capacity rates were reviewed and the City of Holdingford has the 3rd highest tax rate in the county. The city has not raised the rate of levied taxes in twelve years.
Sue Marstein is the council member currently certified for Local Board of Appeals and Equalization. Lloyd Rausch will plan to complete training this year.

Scott Lange from SEH gave an update on well production and Wastewater Treatment Plant flows. Well water production rose slightly at the beginning of 2013, but overall both flows have seen a significant drop from prior years. He estimated that the street and sewer project will meet or come in lower than the cost estimates, after completion of final landscaping and last lift on pavement. SEH is following up on insurance claim for vehicle damage that involved the curb and gutter subcontractor.

Concern was expressed about Polar pulling their trucks and trailers over the curb on the city lot across from City Hall and the sidewalk getting torn up. Mayor Schmit will follow up.

Old Business
There was discussion on new playground equipment for Veterans Park. Equipment brochures and prices were reviewed and council members agreed that coated expanded metal would be a better option than plastic or wood. Options for ground layer would need to be researched. Possibly leave merry-go-round and other usable equipment set up at the park. Focus on playground equipment and wait on circle tree bench and walkway through art project by trail which may be possible Eagle Scout projects.
The Lions club will be approached to see if they want to spearhead the playground equipment project. The City has $12,000 budgeted for the project and suggested a total fundraising goal of $25,000. Public and private donations for the playground project will be pursued.
Randolph’s Dream is the official name of the art project that was created by artist Keith Ravio. It was named after Randolph Holding who is the city’s founding father and is the figure seated on the park bench at the project site by the trail. A sign will be commissioned for the project that will match signs at the covered bridge.

A motion was made by Sue Marstein, seconded by Mike Odden to set a public hearing for comments and discussion on the Wellhead Protection Plan for June 10, 2013 at 7:00 p.m. AIF
Mayor Schmit noted that after an aerial review of the 10 acre parcel purchased by the city, it was determined that there was an additional 20 feet of property beyond the existing fence line. The adjoining land owner affected by this was notified.

New Business
Motion made by Sue Marstein, seconded by Lewis Becker to accept Resolution 13-04-08-1 Closing Roads for Parade Route during Holdingford Days. AIF

Motion made by Sue Marstein, seconded by Lewis Becker to accept Resolution 13-04-08-2 Closing Roads for Annual Car Show during Holdingford Days. AIF

Motion made by Sue Marstein, seconded by Lewis Becker to accept Resolution 13-04-08-3 Closing Main Street for Street Dance during Holdingford Days. AIF

The City Council would like to thank Wm. D. Scepaniak, Inc. on behalf of Helping Hands and the senior community for making a donation in support of the senior dining program for the next year.

Two Rivers Enterprises is expanding and adding on 13,000 square feet and requested the establishment of a Tax Increment Financing (TIF) district that allows city, school and county taxes levied on the expansion of the building to be rebated for up to 9 years. Bob Warzecha noted that Two Rivers is also considering financing options available through the Minnesota Investment Fund (MIF) but has not committed to that at this time.
Lloyd Rausch made a motion to accept Resolution 13-04-08-4 Calling a Public Hearing on the Establishment of Tax Increment Financing District 3 and the Adoption of a Tax Increment Financing Plan Relating Thereto. The public hearing will be scheduled for May 13, 2013 at 6:30 p.m. Motion was seconded by Sue Marstein. AIF

Language changes in employee handbook were discussed. Mike Odden made a motion to table the personnel handbook discussion until the May meeting. Lloyd Rausch seconded the motion. AIF

Mayor Schmit met with clerk, Sandra Meer, completed 6 month review and recommended step advance. Mike Odden made a motion to move clerk from Step J-0 to J-1. Sue Marstein seconded motion. AIF
There was discussion on the employee performance review process and suggestions that it should be re-evaluated and review process be consistent through all departments as well as completed in a timely manner.
Discussion was heard on issue of punching out for lunch and being consistent in all departments. Lewis Becker made a motion to table discussion until May meeting to consult and collect information. Mike Odden seconded the motion. AIF

Phone system in the city hall and fire department is being evaluated.

Some residents are noticing more rust in the water. Flushing hydrants will clear up the issue and is normally done by this time of year, but weather and conditions have prohibited the routine, with the exception of a couple hydrants on the east side. Flushing will be done by mid-April, weather permitting.

Past due utility notices included Diane Young, Jayson Burgardt, Leah Taflinger, Mike Young, Mara Glader, Miles Sinner, David Hageman, Mike Becker, Edward Ehrlichman, Duane Young, Roger Jensen, and Mary (Helmin) Voss.

Motion to adjourn was made by Lloyd Rausch, seconded by Lewis Becker. Meeting adjourned at 9:05 p.m.

Respectfully submitted,

Sandra Meer
City Clerk, Holdingford

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City Council Meeting Minutes (Approved)
March 11, 2013

Mayor Ernie Schmit called the meeting to order at 7:00 p.m. The pledge of allegiance was recited.

Present: Lewis Becker, Mike Odden, Lloyd Rausch, Susan Marstein, Ernie Schmit, Sandra Meer, Keith Hommerding, Pat Meier, Dave Hageman, Gordy Sjaaheim, Delroy Young, and Louise Winkler.

Motion to approve checks was made by Sue Marstein, seconded by Mike Odden. AIF

Motion to approve bank reconciliation for February 2013 statements was made by Lloyd Rausch, seconded by Lewis Becker. AIF

Motion to approve electronic transfers & debit card purchases was made by Sue Marstein, seconded by Mike Odden. AIF

Motion was made by Mike Odden to approve minutes of the February 2013 council meeting. Motion seconded by Lloyd Rausch. AIF

Reports
Fire Department report was given by Keith Hommerding. 16 calls this year to date; 4 in the city, 12 in the townships. Four firemen will attend Pipeline Safety Training in Foley. SkyWarn class will be hosted here on March 28th at the City Hall. House burn is scheduled for May 4th at Berscheid property. Surrounding areas are not signing the Mutual Aid agreement. Department is still accepting applications for fire personnel.
Firemen’s Relief Association: gambling funds decreased this month; donations still coming in from the calendar; approved $2,000 donation for the 4 Gas Meter that was purchased; served 762 people at the annual breakfast fundraiser.

Liquor Store report was given by Pat Meier. Gross revenue for February was $26,366.00 with expenses $25,706.07. YTD lottery is $774.88. YTD net revenue $4,770.85. Xtratyme will install services to get free internet. TV services with MLB games are under consideration.
Following discussion, Mike Odden made a motion to accept the HMLS check cashing policy. Lloyd Rausch seconded the motion. AIF

Maintenance Report was read by Mayor Schmit. A new cutting edge was installed on John Deer 1445 as well as a new back tire. Krebs and Freudenrich attended Innovative Approaches to Wastewater conference. Schueler, Krebs and Freudenrich attended the Minnesota Rural Water Annual Conference. The bi-annual mercury sampling was completed for the Wastewater Treatment Plant. Krebs completed and passed the Class D Water Exam. We are continuing to see items flushed that should not be flushed.

Mayor Ernie Schmit gave his Mayor’s Report. See end of minutes for details.

Guests
Dave Hageman concerned about water usage in trailer park. Currently has 5 vacant trailers and monthly water usage is very high. City will do a probe on meter to show water usage. Cannot find written plans that determine where pipes are located underground to the trailers. He’s trying to get 2 abandoned trailers moved off the property.

Delroy Young questioned when zoning changed to R-5 from agricultural on the city owned 10 acres. Young requested payment for spreading sludge last fall and will turn in a bill. He also had EPA information for application regulations.

Old Business
Table winter parking restrictions since Main Street businesses have not filed for a 2:00 a.m. bar time extension.

Sue Marstein made a motion to accept bid from Jeremy Wentland to rent cropland at $1875 per year for 3 years. Lewis Becker seconded the motion. AIF

Lloyd Rausch made a motion to approve the Lease Agreement for renting 10 acres on a three year contract. Sue Marstein seconded the motion. AIF

There was discussion on Stearns County Environmental Services Dept. request for additional requirements for the campground. A dump station and water supply need to be addressed. Mayor Schmit will follow up with county.

New Business
Resolution 13-03-11-01 Offering Incentives to Build on Residential Property was discussed. Mike Odden made a motion to accept Resolution 13-03-11-01 with amendment to include addition to “council will offer:” to waive city water and sewer hookup fees on new primary homes or out buildings for 2013. Sue Marstein seconded the motion. AIF

The County Attorney reported 25 prosecutions for the City of Holdingford in 2012. That number is down from the last two years.

Negotiations and funding considerations are continuing for the Mother of Mercy Assisted Living project located on the south end of Main Street.

Sue Marstein reported on Commercial Club meeting. They are working on a reference guide for the City of Holdingford. The next Holdingford Days Committee meeting will be at Minnesota 13 on Monday, March 18th at 5:30pm. A sanctioned ball tournament will be held during Holdingford Days. The parade will be in the evening and parade route may change. They are looking for an area for landing the MIA balloon. St Hedwig’s group is willing to host a dinner since the Garden Club is not.

Bulletin boards will be made and put up by the campground and by the trail head.

A combined HIP & Economic Development Committee meeting will be on Mon. March 18th at 6:30pm at City Hall.

Past due utility notices were sent out to Jayson Burgardt, Leah Taflinger, David Hageman, Mike Becker, Jesse Johnson, Derek Woidyla, Minnesota 13, Edward Ehrlichman, Jayme Opatz and Jean Lashinski.

Motion to adjourn was made by Lewis Becker, seconded by Lloyd Rausch. Meeting adjourned at 9:00p.m.

Respectfully submitted,

Sandra Meer
City Clerk, Holdingford

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City Council Meeting Minutes (Approved)
February 11, 2013

Mayor Ernie Schmit called the meeting to order at 7:02 p.m. The pledge of allegiance was recited.

Present: Lewis Becker, Mike Odden, Lloyd Rausch, Susan Marstein, Ernie Schmit, Sandra Meer, Keith Hommerding, Pat Meier, Dorine Rausch, Tim Berscheid, Kim Ebnet, Louie Walz, and Louise Winkler.

Motion to approve checks was made by Mike Odden, seconded by Sue Marstein. AIF

Motion to approve bank reconciliation for January 2013 statements was made by Lloyd Rausch, seconded by Sue Marstein. AIF

Motion to approve electronic transfers, debit card purchases was made by Sue Marstein, seconded by Lloyd Rausch. AIF

Motion was made by Mike Odden to approve minutes of the January 2013 council meeting with correction to Liquor Report to read Inventory at year end = $4,276.34 over last year. Motion seconded by Sue Marstein. AIF

Reports
Liquor Store report was given by Pat Meier. Gross revenue for January was $29,538.55 with expenses $23,334.51. YTD lottery was $483.00. YTD net revenue $6,687.04. Since MidContinent is raising rates for internet and cable, Pat is pricing other options for service. Sue Marstein presented a written check cashing policy for the Liquor Store. Changes were discussed and revisions will be brought to the March meeting.

Fire Department report was given by Keith Hommerding. Fire Relief Association has about $51,000 in the Truck Fund
The Fire Department has responded to 10 calls to date, including 2 fire calls and 8 medical calls.
Monthly training on the newly purchased Four Gas Meter will be in February and hosting a storm watch training class is scheduled in March. Spring training may include a bus extrication and training in a burning house.
Motion made by Lloyd Rausch and seconded by Mike Odden to approve Resolution #13-02-01 Adoption of the Stearns County All-Hazard Mitigation Plan. The adoption of this resolution makes the city eligible to receive FEMA hazard mitigation assistance grants as well as other benefits. AIF
Dorine Rausch is the Fire Departments Emergency Manager and will work with the city officials to put together a comprehensive emergency plan for the city.
Motion made by Sue Marstein and seconded by Lewis Becker to approve Holdingford Fire and Rescue Chain of Command as presented by Chief Hommerding. AIF
The Firefighters Relief Association Annual Breakfast Fundraiser is scheduled for Sunday, March 10th from 8:30 a.m. to 12:30 p.m.

Maintenance Report was read by Mayor Schmit. The chlorine head was rebuilt on Well #2. Maintenance is working with factory representatives to resolve issues with the booster pump and chemical feed pumps. A new cutting edge was installed on the front plow on the truck. Christmas decorations were taken down and the skating rink was flooded. Minor repairs on the book shelf and floor tiles were completed at City Hall.

Mayor Ernie Schmit gave his Mayor’s Report. See end of minutes for details.

Guests
Motion made by Sue Marstein, seconded by Lloyd Rausch to approve a gambling permit for Helping Hands for Holdingford Days. AIF

Bids were opened for renting the city’s 10 acre plot on a 3 year contract.
1) Jason Chapman $171/acre
2) Duane Dobmeier $ 85/acre
3) Jesse Bredeck $ 70/acre
4) Aaron Breth $ 90/acre
5) Dale & Melanie Sobania $150/acre
6) Jeremy Wentland $187.50/tillable acre
7) David Wohletz $1,000/year
8) Delroy Young $ 50/acre
Since the high bid stated tillable acres instead of 10 acres as published in the ad, Mayor Schmidt will follow up with Jeremy Wentland to clarify his intentions. Approval of rental agreement was tabled until the March meeting.

 

Old Business
Winter parking restrictions were discussed. Parking restrictions are currently from 2:00 -6:00 p.m. If Main Street businesses filed for a 2:00 a.m. bar time extension, then parking restrictions would need to be modified. Motion made by Sue Marstein seconded by Lloyd Rausch to table the winter parking time restrictions until March meeting after further information is collected. AIF

New Business
A site plan review was submitted to Stearns County for the city campground along with a fee that was paid through the HIP committee funds.

Federal funding through US Rural Development for the Assisted Living Project with Mother Of Mercy has not been finalized and will put a temporary hold on the project.

The City building inspector is scheduled to make a final inspection of the former River Birch, now renovated as the Hyatt House and it is expected to be opened soon with 12 units.

Tim Berscheid requested that the council revisit the city’s position on incentives for building new homes. In March 2011, the council passed a motion that any new home, outbuilding or addition to an existing structure that was built would have the city’s portion of the increased property taxes rebated for two years and the water/sewer hookup fee would be waived. The council discussed possible revisions to the 2011 motion on building incentives and will move on the request at the March meeting.

The Winkler Family would like to donate two shade trees to be planted at the city campground in memory of family members. The council requested they work with the Park Liaison, Mike Odden for planting the trees.

The Lions will finish the sign at the campground and fire rings will be put in this spring. A suggestion was made for a bulletin board on the outside wall of the bathrooms to post camping notices and park information.

Sue Marstein reported on Commercial Club meeting. They are looking into publishing a city brochure. Holdingford Days parade time may be changed. They also discussed location for the MIA balloon and possibility of a softball tournament during city celebration weekend.

Mike Odden noted that the website update is complete. He also reported on the Historical Society progress on the building. Tin was purchased for the ceiling. In spring, the walls will be cleaned and painted, and tin and electrical installed. Volunteers have been many, funds have been few.

Past due utility notices were sent out to Diane Young, Jayson Burgardt, Leah Taflinger, David Hageman, Mike Becker, Jesse Johnson and Roger Jensen.

Motion to adjourn was made by Sue Marstein, seconded by Lewis Becker. Meeting adjourned at 9:30 p.m.

Respectfully submitted,

Sandra Meer
City Clerk, Holdingford

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Holdingford City Council Meeting (Approved)
January 14, 2013

Before the meeting began Clerk Sandra Meer administered the Oath of Office to Mayor Ernie Schmit and Council Members Lewis Becker and Susan Marstein.

Mayor Ernie Schmit called the meeting to order at 7:00 p.m. and the pledge of allegiance was recited.

Present: Lewis Becker, Mike Odden, Lloyd Rausch, Susan Marstein, Ernie Schmit, Sandra Meer, Scott Lange, Keith Hommerding, Pat Meier, Dorine Rausch, Lois Schmit, and Delroy Young.

Official Business:
Council reviewed the City’s list of charges: Lloyd Rausch made a motion to approve the changes to the list to include mileage and expense reimbursements. See attached list. Changes are in bold. Sue Marstein seconded the motion. AIF

Official appointments and department liaisons were designated as follows.
Acting Mayor Susan Marstein
Clerk-Treasurer Sandra Meer
Asst. Clerk-Treasurer Ernie Schmit
Attorney John Koch at Reichert, Wenner
Auditor Schlenner, Wenner & Co
Engineers SEH – Scott Lange
Depositors Stearns Bank – Holdingford N.A
Newspaper Albany Enterprise
Webmaster Mike Odden
Liaison Officers: Clerk – Ernie Schmit
Fire Dept. – Susan Marstein/Lewis Becker (shared)
Maintenance Dept. – Lloyd Rausch
Liquor Dept. – Lewis Becker/Sue Marstein (shared)
Parks Dept. – Mike Odden
Mike Odden made a motion to approve the appointments. Sue Marstein seconded the motion. AIF

Motion to approve checks was made by Sue Marstein, seconded by Lloyd Rausch. AIF

Motion to approve bank reconciliation for December, 2012 statements was made by Lloyd Rausch, seconded by Sue Marstein. AIF

Motion to approve electronic transfers, debit card purchases was made by Sue Marstein, seconded by Mike Odden. AIF

Motion to approve minutes of the December, 2011 council meeting was made by Mike Odden, seconded by Sue Marstein. AIF

Liquor Store report was given by Pat Meier. Gross revenue for December was $36,351.84 with expenses $39,733.16. YTD lottery was $175.93. Inventory at year end was $4,276.34 over last year. Insurance dividend of $5,478.30 received with YTD revenue of $23,139.50.

Fire Department report was given by Keith Hommerding who was re-appointed as fire chief by the fire department. Motion made by Mike Oden and seconded by Sue Marstein to approve appointment of Hommerding as Holdingford Fire Chief. AIF
Bylaws for the fire departments Mutual Aid Agreement were approved by the Stearns County Fire Chiefs Association. Motion made by Sue Marstein and seconded by Lloyd Rausch to sign the Mutual Aid Agreement to provide mutual help and training opportunities with area fire departments. AIF The fire department also received an invitation to join the Central Minnesota Mutual Aid Association. Hommerding will follow up.
Thank you to those who have donated to the Fire Relief fund through the calendar fundraiser which has brought in over $3.000 since the calendars went out. Hommerding requested funds be used for a Four Gas Meter, which detects CO2 and other gases. Mike Odden made a motion to approve the purchase of a Four Gas Meter. Sue Marstein seconded the motion. AIF
Hommerding reported 89 total calls in 2012. The annual Fire Board meeting is January 30, 2013. Safety officer training will be held this month. The Fire Department office remodeling is almost complete.

Maintenance Report was read by Mayor Schmit. The last week in December, both pumps were pulled and cleaned at the Main and the 4th Street Lift Stations due to excess debris. New cutting edges were installed on the wing of the snow plow truck. The plow truck passed DOT inspection. A new remote meter was installed on the #2 well after the old one failed.

Mayor Ernie Schmit gave his Mayor’s Report. See end of minutes for details.

Old Business
Scott Lange of SEH provided a report on the Annual Water Production and Sanitary Sewer Treatment covering 1976 through 2012. He also presented data on the monthly Well Production and Waste Water Treatment Plant flows on a monthly basis from 2006 through 2012. Both graphs showed lower levels of production, usage and flows since the street and utility project has neared completion. Final layer of asphalt will be put on streets next spring.

PPE #5 on 2012 Street and Utility Project to Larson Excavating in the amount of $2,761.57 was approved for payment on a motion made by Lloyd Rausch, seconded by Sue Marstein. AIF

PPE #14 on 2011 Street and Utility Project to Larson Excavating in the amount of $5,068.99 was approved for payment on a motion made by Lewis Becker, seconded by Sue Marstein. AIF

Following discussion and review of quote for new website, Mike Odden agreed to upgrade website design and work on new format.

In December the city finalized the purchase of a 10 acre parcel of land from Wentland’s. The city is seeking bids to rent out the land for crops with the agreement to till in sludge that the city spreads twice a year. Sealed bids will be accepted until noon on February 11, 2013 and will be opened at the Council Meeting that evening. Notice was published in Morrison County Record, Dairyland Peach and Albany Enterprise.

New Business
The final draft of a comprehensive Wellhead Protection Plan for the city was reviewed and approved on a motion by Mike Odden and seconded by Sue Marstein with corrections made to the spelling of Vicki Stats’ last name. AIF

Motion to move the new city clerk from pay Lane I; Level 0 to Lane J; Level 0 upon the retiring of former city clerk was made on a motion by Lloyd Rausch, seconded by Mike Odden. AIF

Residents who are delinquent (3 or more months behind) in their utility payments are: Mike Byland, Dave Hageman, Jayme Opatz, Matt Philippi and Janice Zarbok.

Stearns County Municipal League of Cities meeting will be Tuesday, January 15, at St Augusta.

Sue Marstein reported on Commercial Club meeting.

HIP funding will be ending in June, which provided grant dollars for community projects. The HIP committee meets on the third Monday of each month and will discuss the possibility of applying for another 5 year grant opportunity. Interested residents are encouraged to attend.

Motion to adjourn was made by Lewis Becker, seconded by Sue Marstein. Meeting adjourned at 9:48 p.m.

Respectfully submitted,
Sandra Meer
City Clerk, Holdingford

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