7:00 PM
Meeting was held at the City of West Concords Bell Tower Center
PRESENT: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
(Arrived at 7:00 pm)
ALSO PRESENT: City Clerk-Treasurer Lauren Highfill, Library Director Heather Frederick, Maintenance Supervisor Keith Clammer, Fire Department Chief Chad Finne, Dan Vrieze of Peoples Services and Tom Weiner of Construction Management Services.
PUBLIC COMMENT
Mary Burt was present to discuss her concern regarding the tree in her yard. She asked the Council consider her request to keep the current plan to save the tree as part of the 2024 Street Reconstruction Project.
Sandra Sullivan was present to discuss her concern regarding the Street Reconstruction Project. Sandra is concerned about the building of an additional parking area outside the Bell Tower Center as well as 2024 increases in Stantec Service fees. Sandra wanted to know if the additional parking area would be a part of the Street Reconstruction Project assessment of residents or if the city would be liable for the cost of improvement.
STRIKE
The Council Agreed to Strike Item 2F – Ambulance Billing Service Update
CONSENT AGENDA
Approval of City Council Meeting Minutes of December 21st, 2023
Approval of Truth in Taxation Public Hearing Meeting Minutes of December 21st, 2023
Approval of Cannabis Moratorium Meeting Minutes of November 16th, 2023
Approval of Sewer, Water and Storm Water Assessment Meeting Minutes of November 16th, 2023
Approve Payment of Claims, dated 12-15-2023, in the amount of $214.21
Approve Payment of Claims, dated 12-27-2023, in the amount of $33,946.97
Approve Payment of Claims, dated 12-29-2023, in the amount of $7,827.92
Approve Payment of Claims, dated 1-11-2024, in the amount of $30,264.38
Approve Payment of Claims, dated 1-11-2024, in the amount of $9,040.14
Approve Payment of Claims, dated 1-11-2024, in the amount of $1,050.20
Approve Payment of Claims (Bond Payments), dated 1-18-2024, in the amount of $46,502
Approve Payment of Claims (Bond Payments), dated 1-18-2024, in the amount of $299,228.75
Approve Payment of Claims (Bond Payments), dated 1-18-2024, in the amount of $645.00
Resolution 2024-02 : To Accept donation from Claremont Area Chamber of Commerce for the West Concord Fire Department
Resignation of Part-Time Police Officer Matthew Summer (January 10th, 2024)
City of West Concord Economic Development Authority December 4th, 2023, Minutes
MOTION: Motion to approve Consent Agenda.
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Crystal Nielsen.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
CITY BUSINESS
DISCUSSION WITH COUNCIL REGARDING DAN RABES LAND LEASE FOR 2024
Dan Rabe was present to request a renewal of his Land Lease for 2024 of the 6 acres of tillable agricultural fields located North of the brush dump and West of 6th Street (Parcel A of the Al Organ Property). Dan is requesting the same terms as his 2023 Lease.
MOTION: Motion to approve Dan Rabes Land Lease of 6 acres of the Al Organ Property with the City of West Concord.
Motion was made by Councilmember Crystal Nielsen, seconded by Councilmember Jeff Burse.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
TOM WEINER OF CMS WAS PRESENT TO DISCUSS UPDATES TO CONSTRUCTION MANAGEMENT SERVICE FEES (CMS) FOR 2024
Tom Weiner of CMS was present to discuss the new fee schedules for 2024. He requested that the City Council review the current plans and select the fee structure the city wants to utilize. The Council requested an outline of the new CMS Fee Schedules for further review. Tom explained that a 10% increase in service charges began January 1st, 2024.
DISCUSSION REGARDING ADDING A FEE TO THE CITY FEE SCHEDULE FOR COMMERCIAL FILL OF WATER PER 1000 GALLONS
Keith Clammer explained that there was a previous discussion regarding updating the fees for Commercial fill of water with the City of West Concord. Currently, Keith is requesting no action.
JOYCE HOTTINGER WITH THE WEST CONCORD HISTORICAL SOCIETY WAS PRESNT TO REQUEST A CREDIT FOR WATER/SEWER SERVICE
Joyce presented a concern regarding her water bill which showed a 119-thousand-gallon increase in water usage. A plumber was called and could not find anything that would explain such a steep increase from the previous months’ usage. The mayor explained that the city doesn’t normally adjust water bills. Due to the extreme nature of the billing differences the Council considered the request. The Council reviewed the account information and agreed it was most likely a mistake in the reading. A motion was made to average the eleven correct months (excluding October the incorrectly billed month) and adjust the October bill accordingly. The West Concord Historical Society will be credited the amount for the incorrectly billed month.
MOTION: Motion to credit the West Concord Historical Society for the incorrect water billing for the month of October.
Motion was made by Councilmember Crystal Nielsen, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
RESOLUTION 2024-03: DESIGNATIONS OF CITY OFFICIALS
Designations remained the same from 2023 except for an update designating The Hometown Messenger/West Concord Messenger as the City of West Concords Legal Paper for the year 2024.
MOTION: Motion to approve 2024-03 Designations of City Officials.
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Crystal Nielsen.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
RESOLUTION 2024-04: APPOINTMENT OF ACTING MAYOR
MOTION: Motion to approve resolution 2024-04 Appointment of Acting Mayor
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
Abstain: Councilmember Crystal Nielsen
RESOLUTION 2024-05: AUTHORIZATION AND APPROVAL FOR CITY ADMINISTRATOR TO PAY INCIDENTAL BILLS
MOTION: Motion to approve resolution 2024-05 Authorization and approval for City Administrator to Pay Incidental Bills.
Motion was made by Councilmember Jeff Burse, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
RESOLUTION 2024-06: APPROVING 2024 FEE SCHEDULE (CMS FEE SERVICE FEE UPDATES AND COMMERCIAL FILL AMENDMENTS)
The 2024 Fee Schedule was presented with updates to the Water and Sewer Billing as presented by Jeanne Vogt at the December City Council Meeting and approved by the West Concord City Council. Other updates included the Internal Revenue Service increased mileage rate for 2024 of .67 cents per/mile. Updates to the Construction Service Management fees were not included in the building Fee Schedule updates. Further review of the CMS and building fee schedule are necessary.
MOTION: Motion to approve Resolution 2024-06 Approving 2024 Fee Schedule.
Motion was made by Councilmember Collin Ripley, seconded by Councilmember Jeff Burse .
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
RESOLUTION 2024-07: STATING CITY COUNCIL COMMITTEE ASSIGNMENTS
MOTION: Motion to approve Resolution 2024-07 Stating City Council Committee Assignments
Motion was made by Councilmember Crystal Nielsen, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
MOTION TO APPROVE 2024 FIRE RELIEF ASSOCIATION OFFICERS
President Jacob Froyum
Vice President Jeremy Chilson
Treasurer Matt Coy
Secretary Kayla Woodard
Trustee Rich Braithwaite and Dylan Persinger Woodcock
MOTION: Motion to approve 2024 Fire Relief Association Officers as listed.
Motion was made by Councilmember Jeff Burse, seconded by Councilmember Crystal Nielsen.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
MOTION TO APPROVE 2024 FIRE DEPARTMENT OFFICERS
Chief Chad Finne
Deputy Chief Jake Froyum
Ambulance Director Peter Moen
Fire Captain Rick Braithwaite
Ambulance Captain Kayla Woodard
Secretary Joe Budin
Training Committee Kyle Benson
The mayor indicated that the Salary was taken out at the last budget meeting. Chad Finne, Fire Chief, communicated it was his understanding it was left in the Budget. The Council agreed to move forward with the Motion of approving officers with the amendment of exclusion of pay. Further consideration will be addressed with City Administration and the Personnel Committee.
MOTION: Motion to approve 2024 Fire Department Officers as listed with the amendment to exclude pay for Officers.
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Crystal Nielsen.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
MOTION TO APPROVE 2024 LIBRARY BOARD MEMBERS
President Colleen Hayne
Vice President Karen Peterson
Secretary Michelle Lee
Board Members Kalya Froehlich-Burse, Pat Hanson, Heather Phillips and Lois M Johnson
MOTION: Motion to approve 2024 Library Board Members as listed.
Motion was made by Councilmember Crystal Nielsen, seconded by Councilmember Christina Peterson.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
MOTION TO APPROVE 2024 ECONOMIC DEVELOPMENT AUTHORITY MEMBERS
President Curt Rapp
Vice President AJ Vontauffkirchen
Board Members Angela Larson, Steve Boe and Dan Rabe
Council Representatives – Mayor McCool and Councilmember Collin Ripley
Secretary - Zach Bubany
MOTION: Motion to approve 2024 Economic Development Authority Members
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Crystal Nielsen.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
MOTION TO APPROVE WEST CONCORD AMBULANCE SERVICE AREA AGREEMENT WITH DODGE CENTER AMBULANCE
The Council agreed to approve the motion on the agreement with the amendment that the Attorney must first approve the contract before it is signed. The Mayor reiterated to the public that the contract is a temporary six-month contract with Dodge Center Ambulance for weekday service from 5am to 5pm.
MOTION: Motion to approve West Concord Ambulance Service Area Agreement with Dodge Center Ambulance with the amendment that the approval is pending the City Attorney’s approval.
Motion was made by Councilmember Crystal Nielsen, seconded by Councilmember Jeff Burse.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
MOTION FOR CITY COUNCIL TO POST JOB POSITION FOR THE CITY OF WEST CONCORD
On January 17th, 2024, the City Conducted a closed meeting for the employee Administrator Kimberly Klejeski. The parties, the city Council and the Employee, determined it is in the best interest of both parties that the employment of Kimberly Klejeski with the City of West Concord be discontinued. As such the Personnel Committee has now sought immediate approval to post the Job Description for a new Administrator.
MOTION: Motion to approve the posting of the Administrator Job Position for the City of West Concord.
Motion was made by Councilmember Collin Ripley, seconded by Councilmember Crystal Nielsen.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
REPORT OF OFFICERS – MOTIONS AND RESOLUTIONS
MOTION TO HIRE HOLLY BURROW FOR 2023 TAX SERVICES FOR THE CITY OF WEST CONCORD
It was recommended by Mayor McCool that the council consider hiring out the Services of Holly Burrow to complete end-of-year tax items.
MOTION: Motion to approve Holly Burrows’ services to complete the 2023 taxes as needed for the City of West Concord.
Motion was made by Councilmember Christina Peterson, seconded by Councilmember Crystal Nielsen.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
MOTION TO RECONSIDER SAVING THE TREE
Councilmember Collin Ripley addressed the Tree that is being saved as a part of the 2024 Street Reconstruction Project. There is concern that the tree may not survive the reconstruction project and the design of the road to save the tree would be unnecessary and look aesthetically wrong. According to Joe Palen of Stantec, as discussed at prior meetings, the tree may or may not survive. The Council ultimately decided that, considering there is no guarantee, they want to give the tree a chance to survive and continue with the current plan to try and save the tree. No motion was necessary as the vote to save the tree is the consensus of the council and was approved at the January city council meeting.
MOTION FOR TREE REMOVAL
Quotes for the removal of the pine tree near the Fire Department and quotes for the Emerald Ash Borer project tree removal were discussed. Quotes for the Pine Tree removal from Carr’s Tree Service were $1400 and from Boyum Tree Service $300.00. Quotes for the Emerald Ash Borer tree removal project were $6565.35 from Carr’s Tree Service and $5,200 from Boyum Tree Service. The Council motioned to accept the lowest-priced quotes from Boyum Tree Service.
MOTION: Motion to accept the $300.00 quote from Boyum Tree Service for the Pine Tree Removal near the Fire Department.
Motion was made by Councilmember Crystal Nielsen, seconded by Councilmember Christina Peterson.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
MOTION: Motion to accept the $5,200 quote from Boyum Tree Service for Emerald Ash Borer Tree Removal project.
Motion was made by Councilmember Collin Ripley, seconded by Councilmember Crystal Nielsen.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
MOTION TO APPROVE FUNDS TO INSULATE THE WELL HOUSE.
A motion was made to approve funds to insulate the Well House per the recommendation of Dan Vrieze of PeopleService and City Maintenance Supervisor Keith Clammer. The estimated cost of the project is $700.00 for insulation plus the cost-of-service hours. The council agreed the insulation is immediately necessary to avoid future problems that could arise with the freezing of pipes in the well house.
MOTION: Motion to approve estimated funds to insulate the Well House.
Motion was made by Councilmember Crystal Nielsen, seconded by Councilmember Collin Ripley .
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
MAYORS REPORT
The Minnesota Pollution Control Agency has changed sewer plant and water treatment facilities requirements for allowances on Chloride and Sulfates. The city is aware of the requirements and is working with PeoplesService, the State of Minnesota and City Departments to address the situation.
ADJOURNMENT
Meeting Adjourned at 8:21pm
MOTION: Motion to Adjourn
Motion was made by Councilmember Mayor McCool, seconded by Councilmember Collin Ripley.
Ayes: Mayor Jeffrey McCool, Councilmember Christina Peterson, Councilmember Crystal Nielsen, Councilmember Collin Ripley, and Councilmember Jeff Burse.
Nays: None
______________________________
Mayor Jeffrey McCool
Attest:
By:_________________________________
Lauren Highfill, City Clerk-Treasurer
