Freeport City Council Regular Meeting Minutes - July 9, 2003

Also present were John Gilk, Fire Chief and Paul Hetland, City Clerk.

2000 Gallon Fire Department Water Truck/Tanker

John Gilk presented the findings of the water truck review committee to those present at the joint meeting. He had noted 14 points from Grafire BG Fire's official bid that were not in compliance with the specifications. Gilk and Hetland presented the correspondence from our attorney Scott Dymoke stating that some of the points alone were not substantial for rejection of the bid; however, the total amount and some in particular especially the lack of warranty information, proof of insurance, and references were enough to reject the bid. Millwood Township moved and the City of St. Rose seconded a motion to reject the bid from Grafire BG Fire for the reasons previously stated in the review committee's findings and the attorneys review. Discussion offered. Motion carried unanimously.

Upon review of the next qualified candidate, John Gilk and the review committee recommended awarding the bid to Forstner Fire Apparatus. The City of Freeport moved and Oak Township seconded a motion approving Forstner Fire Apparatus to construct the water truck. Discussion offered. Motion carried unanimously. Gilk and Hetland would forward the Forstner bid to our attorney for review and upon a favorable outcome, initiate the contract accordingly.

City Hall/Fire Hall

The group further discussed the options for the expansion of the Area Fire Service in the City Hall/Fire Hall building. Discussed were the options of the fire service owning or leasing the property. Also mentioned was the point that the fire service purchased the bay doors and that the land was purchased by the City of Freeport. Another option mentioned was a perpetual lease of the Area Fire Service with the City of Freeport. It was also mentioned the arrangements in St. Martin, Albany, and Melrose by which the fire departments are managed by the host city. No official action was taken and it was determined the discussion should continue.

The joint meeting adjourned at 9:35 P.M. without objection.

Review of Bonding Agencies

Todd Miller and Robert Sorely from Miller Johnson Steichen Kinnard Investment Securities were present to discuss the services offered by their company and to address the specific bonding needs for Freeport. They shared written information with the Council Members and stated that they serve a number of municipalities statewide including Albany. The Council reviewed the documents, made inquiries, and expressed appreciation for their attendance. The Council also was given updated documents from Northland Securities for their review. The Council expressed to the City Clerk that once the information was gathered from the two companies, the Mayor should be notified and a special meeting be called to review the bonding offers.

Pete Welle Field - Water Drainage Concern

Pete Welle addressed the Council regarding water drainage in his field located near the intersection of Industrial Park Drive and 7^th Street SW. The concern was that normally the water drains from the area approximately within 3 days from a heavy rain whereas the water has remained in the area for about 3 weeks. Welle was concerned that the extra water draining from the Industrial Park may be part of the cause of the problem. Hetland stated that he and Massmann inspected the area in discussion earlier that day. It was determined that every effort should be made to check the two drainage lines for possible blockage. Hetland affirmed that he and Joel Dasher would do so the following morning and take the appropriate steps to clean the lines or determine the reasons for blockage.

Audit and Financial Review

Molly Thompson from the accounting firm of Schlenner Wenner & Co. was present to present the annual financial report and management letter as of December 31, 2002. The two documents presented are an official addendum to these minutes and will be kept on file. Humbert moved and Worms seconded a motion accepting the audit as presented from Schlenner Wenner & Co. Discussion offered. Motion carried. It was also discussed the need to be familiar with the new federally mandated requirements from the Governmental Accounting Standards Board's (GASB) Governmental Accounting Standards No. 34 - Basic Financial Statements and Management's Discussion and Analysis for State and Local Governments, commonly referred to as GASB 34. Thelen moved and Hennen seconded a motion to approve of any training that may aid the City Clerk/Treasurer to comply with the new standards. Discussion offered. Motion carried.

Report from Rich Romness, Bolton & Menk

7^th Street SW

Romness presented the contract for the 7^th Street SW improvement project and requested that a resolution be passed approving the project. Thelen moved and Goebel seconded a motion approving Resolution 2003-16 awarding the contract for the improvement of 7^th Street SW. Discussion offered. Motion carried.

Industrial Park

Romness gave a brief update of the progress in the Industrial Park. He noted that he would be speaking with Neil Middendorf regarding drainage issues in the area to the west of his farm site. He also noted that the driveway for the Famo Feed Roller Mills needs attention due to the material being brought onto the paved road.

Update on Welle Country Acres Lots 1 and 2

Worms brought to the Council's attention a discussion he had with Dan Marthaler, the City's building inspector regarding Lots 1 and 2 in the Welle Country Acres. In the near future, the state building inspector will be issuing a notice to Dave Anderson to make the necessary improvements on the two properties or the state would be forced to take corrective action. Worms also noted that the City has the option to enforce a misdemeanor on the City's noxious weed violation and that the city clerk should begin the process of initiating it to the fullest extend of the violation - a $700 fine per day per offense. Hetland noted that the proper notice was served, time expired, and that the City took action to mow Lots 1 and 2 and place materials inside the building on Lot 1. By the City's fee structure a bill of $658.00 will be forward to Dave Anderson and if not paid, will be applied to the lots' taxes as specified in Freeport City Code.

Humbert noted that there were several properties throughout the City that also needed attention in regard to weeds and grass over 8 inches. Hetland concurred and stated that the proper notification would be sent the following day and phone calls would be made to the property owners to ensure the lots were cut by the date of the festival.

Thelen moved and Worms seconded a motion approving the claims in the total amount of $8,888.86 as presented by staff. Discussion offered. Motion carried.

Report from Paul Hetland, City Clerk/Treasurer

Hetland brought to the Council's attention that the Stearns County Commissioners agreed that the closing time for all bars within the county should be 1:00 A.M. On August 5, 2003 at 10:00 A.M. there will be a public hearing to discuss the matter.

Hetland also brought to the Council's attention that Greg Bechtold, Stearns County Environmental Services has scheduled a meeting among the City, Oak Township, and Millwood Township for August 13, 2003 at 9:00 P.M. to hold a discussion on the future needs and growth of the area.

He noted to Council that an emergency management plan does exist with the City and that he and the key parties will be updated and hold a meeting in the near future. In the event of disaster, the City Hall/Fire Hall is the headquarters to cover all necessary needs.

Sign permit requests

Humbert moved and Worms seconded a motion to approve a sign permit for Ackie's Pioneer Inn. Discussion offered. Motion carried.

Humbert moved and Worms seconded a motion to approve a sign permit to Hennen Floor Covering. Discussion offered. Motion carried. Hennen abstained.

City Fees Structure

Hetland provided a copy of the current fees structure for the City of Freeport. Discussion developed over the updating of a few of the fees. Without objection, the matter was tabled for further review.

Goebel moved and Hennen seconded a motion to adjourn the Council meeting at 11:58 P.M. Motion carried.