7:00 PM
Meeting was held at the City of West Concords Bell Tower Center
PUBLIC COMMENT:
Resident Erick Gunhus spoke regarding concern of financial transparency for the 2024 Street Reconstruction Project and request the Council consider a roll over curb. He would like the City to consider other engineering services. Resident Sandra Sullivan addressed hiring a professional certified arborist to complete an analysis on trees that will be affected by the 2024 Street Reconstruction Project. She also would like more valuation and studies on projected city projects.
PRESENT:
Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
(Arrived at 7:00pm)
CONSENT AGENDA
A. Approve City Council Meeting Minutes from November 16th, 2023
B. Approval of Payment of Claims dated: 11/20/2023 in the amount of $544.00
C. Approval of Payment of Claims dated: 11/20/2023 in the amount of $6244.47
D. Approval of Payment of Claims dated: 11/20/2023 in the amount of $214.95
E. Approval of Payment of Claims dated: 11/21/2023 in the amount of $31,258.44
F. Approval of Payment of Claims dated: 11/22/2023 in the amount of $8,414.52
G. Approval of Payment of Claims dated: 11/29/2023 in the amount of $19,778.51
H. Resolution 2023-44:Approving a Six-Month Review and Wage Increase of $2.00 per/hour for the Library Director Heather Frederick.
I. Resolution 2023-47: Designating the 2024 Polling Place for the City of West Concord
J. Resolution 2023-48: To Hire Ross Cameron as Part-Time On-Call Maintenance Employee
MOTION: Motion to approve the Consent Agenda.
Motion was made by Councilmember Jeff Burse , seconded by Councilmember Crystal Nielsen
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
CITY BUSINESS
DISCUSSION WITH PATRICK AND SHANNON CROFTON REGARDING CITY SEWER SERVICES
The Council maintained that according to the City Code Book it is a requirement to have the services hooked up and there was no way to waive the requirement as requested by Patrick and Shannon Crofton. Patrick and Shannon Crofton were encouraged to contact the City for further assistance on the process.
JOE PALEN OF STANTEC WILL BE PRESENT TO DISCUSS THE 2024 STREET AND UTILITY IMPROVEMENT PROJECT
Joe Palen was present to discuss the 2024 Street and Utility Improvement Project options.
A motion was made by Christina Peterson to open the floor to vote on a 32-foot-wide street and surmountable curb as a part of the Irvin Street and Second Street Reconstruction Project.
MOTION: Motion to approve 32-foot-wide street with surmountable curb.
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
A motion was made by Christina Peterson to Open the floor to Save the Tree as a part of the Irvin Street and Second Street Reconstruction Project on Arnold and Second Street at the Intersection of Arnold Street and 2nd Street
MOTION: Motion to approve saving the tree as a part of the Irvin Street and Second Street Reconstruction Project on Arnold and Second Street.
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Jeff Burse.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Christina Peterson, and Councilmember Collin Ripley.
Nays: Councilmember Crystal Nielsen
Motion to open the floor for a vote for diagonal parking, pen ramps and paved parking surface at the Bell Tower Center as a part of the Irvin Street and Second Street Reconstruction Project.
MOTION: Motion to approve diagonal parking, pen ramps and paved parking surface at the Bell Tower Center.
Motion was made by Councilmember Collin Ripley , seconded by Councilmember Crystal Nielsen.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
Motion to open the floor for a motion to build frost proof cement ramp that is ADA compliant as a part of the Municipal Liquor Store Parking Lot Reconstruction.
MOTION: Motion to approve build of frost proof cement ramp that is ADA compliant as a part of the Municipal Liquor Store Parking Lot Reconstruction.
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
Motion to open the floor by Crystal Nielsen to vote on Soil Borings by Chosen Valley Testing for the 5th Street Residential Development Project.
MOTION: Motion to approve Soil Borings by Chosen Valley Testing.
Motion was made by Councilmember Crytal Nielsen, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
REVIEW AND FINALIZE THE 2024 UTILITY RATES, PRESENTED BY JEANNE VOGT SENIOR FISCAL CONSULTANT AT EHLERS PUBLIC FINANCE ADVISORS
Jeanne Vogt from Ehlers presented the 2023 utility rate study update. The Water Fund was anticipating a 12% increase in rates over 2023. However, Vogt said the increase in water usage due to new connections meant the increase would only need to be 11%. Future projections show the City only needing inflationary increases starting in 2027. This allows the Water Fund to maintain adequate reserves while limiting the amount of borrowing to pay for capital. The Study already includes preliminary borrowing for the utility portion of the 2024 street projects. Vogt recommended decreasing the rates in the Sewer Fund by 7% because the 2004 MN PFA loan will be paid in full in 2024. This was historically a significant portion of the Sewer budget. Once this loan is paid, the budget is reduced and the City won’t need to maintain the same level of reserves. The Storm Sewer Fund is stable with Vogt recommending a 0% increase in rates for 2024. The overall increase on a residential home using 3,000 gallons of water a month is $0/month. Commercial property using 20,000 gallons of water a month will see a slight increase of $2.13/month.
Vogt then asked the Council to approve the 2024 utility rates.
MOTION: Motion to approve the 2024 Utility Rates.
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
REVIEW AND ADOPT 2024 FINANCIAL MANAGEMENT PLAN, FINAL PAY LEVY AND IMPACT ANALYSIS ON MEDIAN VALUED HOMES
Jeanne Vogt from Ehlers presented the updated long-term financial management plan and 2024 budget to the Council. Vogt started with the General Fund and reiterated the 2024 budget remains unchanged from September. Preliminary 2023 figures look to increase the General Fund balance by $20,168. A portion of this is due to the one-time public safety aid received in December. Vogt reminded the Council of the importance of maintaining a minimum cash fund balance of $500k. This is the amount recommended by the rating agencies for small communities. Vogt also discussed the property tax levy for Pay 2024 of $606,200, which included an increase of $67,452 overpay 2023. Vogt also reiterated the increase was for tax rate stabilization and to help fund new fire department positions for the first year. The long-term plan showed a new debt levy in 2025 to pay for debt service related to the upcoming street project. Vogt also reminded the Council that the debt levy for the water portion of the 2017A bonds only has a few years left. This was a long-term decision made many years ago to make the utility funds self-sufficient and that plan is coming to fruition.
Vogt then moved on to briefly describe the fiscal health of the other governmental funds of the City. These funds pay for the capital projects of the City, not including the utility funds. All funds remain on track and include capital projects for the next 10 years.
After her presentation, Vogt asked the Council to approve the 2024 budget and property tax levy.
MOTION: Motion to adopt the 2024 Financial Management Plan, Final Pay Levy and Impact Analysis on Median Valued Homes.
Motion was made by Councilmember Crytal Nielsen, seconded by Councilmember Christina Peterson.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
RESOLUTION 2023-45:APPROVING THE 2024 TAX LEVY
GENERAL FUND: $393,143
EDA FUND: $17,000
EQUIPMENT REVOLVING FUND: $20,000
STREET FUND: $0
FIRE EQUIPMENT FUND: $90,000
DEBT SERVICE FUND: $86,057
2017A G.O. Improvements Bonds (Water Portion) $16,522
2014A G.O. Bonds $34,535
2020A G.O. Improvement Bonds $35,000
Total Levy: $606,200
MOTION: Motion to approve the 2024 Tax Levy.
Motion was made by Councilmember Crystal Nielsen, seconded by Councilmember Christina Peterson.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
REPORT OF OFFICERS
ADMINISTRATOR
The Administrator presented a request for Banyon Training for Michelle Lee City Accountant and Administrator Kim Klejeski. The Council unanimously agreed to allow Banyon Training for City Employees.
Sealed bids were presented for the West Concord Police Squad Car and the highest bidder bid in the amount of $801.00.
MOTION: Motion to approve sealed bid award for the West Concord Police Squad Car in the amount of $801.00.
Motion was made by Councilmember Crystal Nielsen, seconded by Councilmember Christina Peterson.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
A motion was made by City Administrator Kim Klejeski to approve Sandra Borders to help fill in for the time the clerk will be gone based on similar wages paid for previous services.
MOTION: Motion to approve Sandra Borders to help fill in for the time the clerk will be gone based on similar wages paid for previous services.
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
A motion was made by City Administrator to approve the Annual Assessment designation Dodge County Assessment Agreement in the amount of $5,052.00 dollars.
MOTION: Motion to approve the Dodge County Assessment Agreement in the amount of $5,052.00.
Motion was made by Councilmember Crystal Nielsen, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
A motion was made by City Administrator, Kim Klejeski, for the Council to approve Updates to the Employee Handbook.
MOTION: Motion to approve Updates to the Employee Handbook.
Motion was made by Councilmember Crystal Nielsen, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
A motion was made for the Approval of the sale of the EDA Lot number 263002004 and 263002008 to Ellen Rownd and Brandon Woodward.
MOTION: Motion to approve the sale of EDA lot number 263002004 and 263002008 to Ellen Rownd and Brandon Woodward.
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
WEST CONCORD LIBRARIAN
Library director Heather Frederick communicated that the final Dodge County numbers were close to 3k more than expected but also reported senior use of the craft day was down.
WEST CONCORD PUBLIC WORKS
City Maintenance Supervisor, Keith Clammer, would like to move the Tuck Pointing for City Hall to the 2025 budget and add it to the financial plan in the future. More information on cost and quotes will be provided in the future.
WEST CONCORD FIRE DEPARTMENT
Chad Finne, Fire Chief and Peter Moen, Ambulance Director, were present to request to suspend ambulance service from 5am to 5pm Monday through Friday due to lack of available EMT’s with the West Concord Fire Department and Ambulance service. They would like the City to Consider a temporary suspension and temporary agreement with the City of Dodge Center for EMS services during the temporary suspension. Information regarding this request is being gathered by the Chief and Ambulance Director to be presented at a future council meeting.
MOTION: Motion to Adjourn
Motion was made by Councilmember Collin Ripley, seconded by Councilmember Crystal Nielsen.
Ayes: Mayor Jeffrey McCool, Councilmember Jeff Burse, Councilmember Crystal Nielsen, Councilmember Christina Peterson and Councilmember Collin Ripley.
Nays: None
ADJOURNMENT
Meeting Adjourned at pm 9:22pm
______________________________
Mayor Jeffrey McCool
Attest:
By:_________________________________
Lauren Highfill, City Clerk-Treasurer
