Staff persons on hand were Paul Hetland and Joel Dasher.
Also in attendance were Herman Lensing, Rich Romness, and John Gilk.
The Pledge of Allegiance was delivered by those present.
Claims
Hetland brought forward the claims to date. Goebel moved and Humbert seconded a motion to approve the claims as itemized and presented by staff for the amount of $129,823.30. Discussion offered. Motion carried.
Report - Rich Romness, Bolton & Menk
7th Street SW
Romness reported that Tim from Mid-Continental Asphalt would be on-site the following day to complete tasks on 7th Street SW. Romness also reported on a meeting with officials from Quality Trailer, himself, and Paul Hetland regarding their assessments for this project and the Industrial Park Phase I Improvement Project. A punchlist was provided for the Council's review.
Report - John Gilk, Fire Chief, Freeport Area Fire Service
Gilk requested the repair of an emergency vehicle. Thelen moved and Hennen seconded a motion to approve of the repair and maintenance of Pumper #1. Discussed offered. Motion carried.
It was asked how the area is served when the department is on a control burn or a drill off-site. Gilk explained that the mutual aid agreements with nearby fire services cover the immediate area in such an event.
Gilk discussed at length the recently awarded FEMA grant. The following is a breakdown of the information provided:
TOTAL GRANT RECEIVING = $98,464.00
Need to contribute 10% = $9847.00
Matching funds receiving from FEMA = $88,617.00
Anticipated expenditures - Need final approval from area fire service
Note: Grant monies can only be applied to "...training, wellness and fitness, firefighting equipment, personal protective equipment, and modifications to fire stations and facilities."Â
- Turn our gear (coats and pants) for 22 fire fighters
- Helmets for 22 fire fighters
- New air packs - 13 complete units
- Addition facemasks - 9 units
Concern was raised that all of the equipment may need replacing at the same time at a future point. Gilk explained that the equipment was protected under a 5 year warranty and that it was of finer quality than equipment previously purchased. In addition, monies that would've been spent on equipment can be placed in the equipment sinking fund for future upgrades in equipment. Gilk noted that the committee recommending the expenditures would need approval from the Freeport Area Fire Service. A meeting will be scheduled when more information is prepared and gathered from Gilk and the review committee.
Report - Joel Dasher, Public Works Department
Dasher provided Council with a written report. Regarding the waste water ponds, they are below level and in need of repairs. The current start date for the repairs is Monday, September 29. Dasher and Middendorf flushed the following sewer lines: north from the city hall and from north end by Atkinson's to the south to the lift station (flow good with little build-up in the manholes), from cul-de-sac on Industrial Park Drive down to 7th Street SW, and from the ballpark hydrant on County Road 11 to the Interstate. The Community Center hydrant was flushed and the water was taken well with no back-up problems all the way to the Interstate. Quarterly influent and pre-discharge samples will be taken the following day.
Dasher also noted water system updates. In the tower clean-out, rusty areas were found which would require a tank lining to be needed in the next 3-5 years. An approximate price for this at today's prices is in the range of $20,000 - $25,000. A formal report detailing all findings from the inspection will be coming later from Utility Services Company. Sediment level was near the top of the riser pipe. Due to heavy water consumption this summer, it appears that a yearly clean-out of the water tower is an appropriate maintenance practice. Dasher was instructed by Council to research on-line more cost-effective options for maintaining the water tower's interior. Lead and copper samples results came back with two lead failures. One of which being the residence of August Schmidt and the other being that of Raymond Kerfeld due to the low water usage at these two residences. The samples were thrown out by the Minnesota Department of Health (MDH) because they did not meet the average monthly usage of for the City of 3635 gallons per month. The residences of Tim Hennen and Al Gerads were added to the sample schedule. Billing was completed for August 15 through September 15. Three water meters were not operating and were replaced at the following residences: Rosie Hilter, Henry Middendorf, and Al Notch. Removed water meters were cleaned, updated, calibrated, and made ready for reinstallation. Hydrant flushing, operation, and pump-out for winter is approximately 33% completed.
Dasher also reported that he and Hetland attended the preconstruction meeting for the ponds project. They also met with Pete Carlson to discuss the upcoming road improvement projects for CSAH (County State Aid Highway) 11 and Main Street (CSAH 60 and Co Rd 157). Dasher also discussed his conversation with Carlson regarding the capacity of the water tower. The primary focus appears to be on the local fire department's needs.
Dasher reported on other maintenance activities. On grounds keeping, landscaping clean-up and brush-trimmings took place around the Senior Center. City banners were removed. Flower pots were removed and cleaned out. Flags were also taken down for the season.
Dasher reported on street issues. He met with Tim Hennen to discuss the incorrect apron installation at one of the residences in the Welle Country Arces that does not comply with the apron detail provided to the contractor. Hennen was instructed to meet with the contractor to remedy the apron. On the next warm day, Dasher and Middendorf will go to Mid-Continental Asphalt for a load of hot mix and patch some of the pot holes around the City.
Council requested staff to research the burning policies of other cities.
Report - Paul Hetland, City Clerk/Treasurer
Hetland reported that he had met with attorney Scott Hamak of Rinke Nooan regarding the TIF implementation process for Ellingson Plumbing and Heating and for Famo Feeds. A timeline and checklist will be forwarded to Hetland.
Hetland reported that preparations had been made to hold the special assessment hearings for 7th Street SW at 8:00 P.M. and Industrial Park Drive Phase I at 8:30 P.M. on October 1, 2003. He also further mentioned the meeting with representatives of Quality Trailer, Romness, and himself.
Hetland reported on a meeting at Schlenner Wenner & Co. to discuss the large amount on our audit invoice and other matters. The large amount was due to the extra accounting needs not specified in the contract to conduct the audit, primarily the reconciliation of the City's checks. The postponed payment was included in the itemized claims at this meeting. Also mentioned was the need to examine other accounting systems to accommodate the new GASB 34 accounting standards and the recently adopted waste water billing system. The Bayon accounting system is used by most cities in the state and provides some of the best adaptability to meet these needs and others. Staff was instructed to continue researching the options and report to Council at a future date.
Communications and negotiations continue with U.S. Cable and attorney Bob Vose regarding the City's cable franchise agreement. U.S. Cable recently rejected our proposed contract on the basis that they have no plans to expand cable options and output strength in our area. Some small alterations will be made and the contract will continue to be advocated.
Hetland reported that he recently attended the Freeport Chamber of Commerce meeting as the representative of the City. He was elected Vice President unanimously and will assume the roll of President next year. Hetland noted to the Chamber and the Council the upcoming 5-year meeting with the Stearns County Engineer. Humbert and Goebel stated that they would be available to attend the meeting with Hetland on September 30.
Hetland noted that he and Thelen would be attending an interview for Mel-TV with Mark Meyer and Don Anderson the following day. The topics for discussion would include the many changes and exciting events occurring in Freeport.
Hetland cited state statue and pointed out that Thelen could maintain his position as mayor in 2004 with his primary residence established in Freeport.
Hetland also encouraged Council to reexamine the assessment policy to be based on a per footage basis and not on an actual cost basis. The Council appreciated the recommendation and would take the matter under advisement.
Hetland also reported that a letter was sent from Carrie Goebel, President of the Community Care & Service Corporation of Freeport, that respectfully requested that various organizations refrain from planting any more trees and shrubbery along the freeway corridor that would impair the visibility of the Community Center's and its signage.
2004 Budget
Hetland provided informational articles pertaining to setting a levy and operating budget. He also provided more information on past budgets as previously requested by Council. Council requested the actual budgets for the past three years to aid in drafting a 2004 proposed budget. Hetland also reported that he submitted the 2004 Freeport Levy in the amount of $204,742.00 as instructed by Council and by the timeline prescribed by state statute to the Stearns County Auditor-Treasurer's office.
JOBZ (Job Opportunity Building Zone)
A discussion took place about the recent JOBZ applications from Sauk Centre and Melrose. Of special concern was the competitive disadvantage such a tax zone be for our industrial park if Melrose was granted the designation. Worms moved and Humbert seconded a motion that the City Clerk/Treasurer draft and submit a JOBZ application for the Freeport Industrial Park on behalf of the City and EDA. Discussion offered. Motion carried.
Beutz Radiator Service Issue
Council instructed Hetland to invite Jim Beutz to a future council meeting to discuss how to solve the problems associated with his business.
City Hall Project
Hetland delivered a progress report on the city hall construction project. Council encouraged Hetland to communicate with the contractor and site manager on a daily basis for progress reports and to ensure the project remains on schedule. Council also requested that a formal timeline be drafted by Hennen Lumber as soon as possible and provided at the next scheduled council meeting. Worms asked if a preconstruction meeting had occurred. Hetland replied that one had not.
Goebel moved and Thelen seconded a motion to adjourn the Council meeting at 11:50 P.M. Motion carried.
