City of Beaver Bay

CITY OF BEAVER BAY

711 MACDONALD AVE

BEAVER BAY, MN 55601

OCTOBER 13, 2011 @ 7:00 PM

MINUTES

PRESENT:Mark Russell, Marc Huss, Tom Harris, Shelley Cheney

ABSENT:Teresa Bartel

OTHERS PRESENT:Carol Krynski, Karla Peterson, Chris Matilla, John Spratley, Gladys Lorntson, Norm Livgard, Paul Borrell, Jim Northhagen, Paul Borg, Lois Borg, John McCurtain

The meeting was called to order by Mayor Mark Russell at 7:05pm.

Tom Harris made a motion to approve the agenda with several additions to the agenda; Marc Huss 2nd the motion, all in favor, motion passed 4-0.

Tom Harris made a motion to approve the minutes of the September 8 meeting; Shelley Cheney 2nd the motion, all in favor, motion passed 4-0.

Tom Harris made a motion to approve the minutes of the September 19 meeting; Shelley Cheney 2nd the motion, all in favor, motion passed 4-0.

Tom Harris made a motion to approve the minutes of the September 20 meeting; Marc Huss 2nd the motion, all in favor, motion passed 4-0.

Tom Harris made a motion to approve the minutes of the September 26 meeting; Shelley Cheney 2nd the motion, all in favor, motion passed 4-0.

Tom Harris made a motion to approve the minutes of the October 3 meeting; Shelley Cheney 2nd the motion, all in favor, motion passed 4-0.

Peter Weidman and David Wierzba with MSA Professional Services gave the Council a presentation on the advantages of Geographical Information Services (GIS). The company has offices in MN, WI, IA, and IL. They explained how various layers could be developed in order to produce maps which would show sewer lines, water lines, right-of-ways, streets, signs, etc. There was no action on this presentation.

Karla Peterson with MN Department of Health addressed the recent chain of events regarding the water main breaks and subsequent boil orders. The Board of Health requests a municipal plan to avoid what happened last September, and further would like the plan to be developed no later than 60 days. Administrator McCurtain stated that he thought the plan could be developed and submitted within 30 days.

Jon Mealey’s utility report was distributed and the Council complemented Mr. Mealey on his report. Comments included the following for the staff to follow up on:

Check waste water contract to see if gravel was required on pond roads.
Order cold patch for potholes in roads before snow arrives.
Administrator to put ad in paper thanking various parties for help during water main breaks.
Check culvert(s) repairs on Slater Drive.
Proceed to set up training for water plant operation.
To check into an energy audit for city buildings and equipment.

The council then reviewed the liquor store report submitted by Manager Fultz and also the Liquor Store Advisory Committee report. The consensus of the committee is to pursue moving the bar from its present location, complete Board of Health required alterations, and expand the off-sale portion of the liquor store. Marc Huss made a motion to approve the winter hours of operation for the Liquor Store as requested by Manager Fultz; Shelley Cheney 2nd the motion, all in favor, motion passed 4-0.

The Council reviewed correspondence from two entities.

Minnesota’s Lake Superior Coastal Program—the council asked that the request for application of nomination be placed on the Beaver Bay bulletin board and also on the city’s web site. The Council commented that Arnold Overby might be a good candidate.
League of Minnesota Cities—The Council stated that compliance with the requirements of the incentive program would not be possible for calendar year 2012, but would try to comply for calendar year 2013.

Shelley Cheney made a motion to approve the amendment to the Beaver Bay Fireman’s Relief Association By-Laws retroactive to January 1, 2010, Marc Huss 2nd the motion, motion is in the form of Resolution 10132011, motion and resolution passed 3-1. (Cheney-aye, Huss-aye, Russell-aye, Harris-nay.)

The next item on the agenda was surveyor Norm Livgard who presented the Council with maps depicting the proposed land transfers on MacDonald and Penn Avenues. He explained that the transfers met the guidelines of the Beaver Bay code and that the transfers would be met by submitting Registered Land Survey tracts to the county for recording purposes. There was no Council action required at this time.

Herb Lattin with tenant Wits End presented his request to be allowed to stay in possession of the occupied space beyond the October 31 deadline in order to have time to clean out the space and possibly hold a “sale” of fixtures now located in the space. After considerable discussion on the request, Mark Russell made a motion to allow Wits End to hold-over in the space for the month of November at no charge and if they conduct a sale, they would pay the city $75.00 per day during the sale period; Shelley Cheney 2nd the motion, motion failed for lack of majority (2-2 Harris, Huss).

More discussion with Mr. Lattin. Tom Harris made a motion to allow Wits End to hold over through November 15th at no charge to city provided all items would be removed from property, and that an inspection of the premises be satisfactory to the City, Shelley Cheney 2nd the motion, motion passed 3-1 (Huss).

The Council by consensus gave Wits End permission to install a sign in window indicating that they have moved and provide new contact information, sign may be in place for a period of 6 months or until the space is occupied with new tenant, whichever happens first.

Administrator McCurtain presented the proposal from MN Rural Water Association to conduct a utility rate study for the City of Beaver Bay at a cost of $1500.00. Mr. Harris stated that he felt that the Council is capable of completing the new rate structures and that the city should not have to pay another entity for doing what they should do. In agreement, the Council took no action on the proposal and Mr. Harris and Mr. Huss would meet soon to complete the work.

The Council the reviewed the job description draft for the Public Works Technician position. The Council agreed to add that the description include the requirement for the person to provide 24 hour contact telephone numbers for the city in the description. Upon agreement to the amendment, Tom Harris made a motion to approve the job description as amended; Marc Huss 2nd the motion, all in favor, motion passed 4-0.

The Council then reviewed the Administrative Assistant Job Description draft. Tom Harris made a motion to approve the job description as submitted; Mark Huss 2nd the motion, all in favor, motion passed 4-0.

The Council then considered the monetary limits on municipal tort liability established by MN statutes 466.04. Shelley Cheney made a motion to NOT waive the monetary limits; Marc Huss 2nd the motion, all in favor, motion passed 4-0.

The Council reviewed the revised employee policy handbook draft. They would like the administrator to check with Counsel Fecker to see about changing “Introductory” to “Probationary” on page 7 and to add a 6 month time period to the paragraph. In consideration of their recommendation, Mark Russell made a motion to adopt the handbook as amended pending Counsel Fecker’s agreement with the changes; Marc Huss 2nd the motion, all in favor, motion passed 4-0.

The quotation from Walker, Giroux, and Hahne, Ltd. was presented for the 2012 audit. Upon recommendation from Administrator McCurtain, the item was tabled.

Tom Harris made a motion to permanently move Public Comment from beginning of meeting to end of meeting, just prior to Approval of Claims on agendas, Marc Huss 2nd the motion, all in favor, motion passed 4-0.

Tom Harris made a motion to advertise the soon to be vacated space (where Wits End is currently occupying) for $600.00 per month, Shelley Cheney 2nd the motion, motion passed 4-0.

Tom Harris made a motion to establish a water disconnect policy for Beaver Bay water customers to include; a certified letter to customers notifying them of their 3 month delinquency, shut-off and reconnect fees, and to be effective beginning January 1, 2012, Marc Huss 2nd the motion, all in favor, motion passed 4-0.

Tom Harris made a motion to establish a $10.00 monthly late fee for delinquent utility accounts beginning January 1, 2012; Marc Huss 2nd the motion, all in favor, motion passed 4-0.

Administrator McCurtain explained his request to pay certain expenses involved from the water main breaks in September from the MN Rural Water loan obtained. The Council approved the request by consensus with the exception of Maguire Iron until all of the tasks have been completed.

Council requested McCurtain to set up meeting with Barr Engineering for 5:00 pm on Monday, October 24, 2011, to discuss additional expenses involved with the Water Tank repair project and subsequent water main breaks. The Council further agreed to hold another 2012 Budget Workshop following the conclusion of the meeting with Barr Engineering.

Marc Huss made a motion to approve the Beaver Bay Freedom of Information request form as submitted; Tom Harris 2nd the motion, all in favor, motion passed 4-0.

Marc Huss made a motion to approve claims after deleting claim #2769 and #2770 to Barr Eng., and #2821 to Maguire Iron, Inc., Tom Harris 2nd the motion, all in favor, motion passed 4-0.

Marc Huss made a motion to adjourn the meeting at 11:35 pm, Shelley Cheney 2nd the motion, all in favor, motion passed 4-0.

JMc/clerk