ORTONVILLE CITY COUNCIL

COUNTY OF BIG STONE, STATE OF MINNESOTA

REGULAR MEETING MINUTES

DIALYSYS BUILDING - 435 EASTVOLD AVENUE

Monday, May 5, 2008

7:00 P.M.

CALL TO ORDER AND ROLL CALL:

Mayor Blair Johnson called the Regular Meeting of the Ortonville City Council to order at 7:00 P.M. Roll Call was taken with the following Present: Mayor Blair Johnson, Nick Anderson, Steve Berkner, John Cunningham, Mike Dorry, Bob Meyer, and Craig Randleman. Absent: None. Staff Present: City Administrator David Lang. Media Present: None. Others Present: Ambulance Director Tom Scoblic, Marcy Stotesbery, Allice Radermacher and other interested citizens.

AGENDA AMENDMENTS/APPROVAL:

Add Item 12.b. DNR Deer Hunt

Add Item 12.c. Target For Aerial Photography

Add Item 12.d. Avenue of Flags

Motion by Randleman, second by Anderson to approve the Agenda as amended.

All in favor. 7-0. MCU (Motion Carried Unanimously)

CITY ATTORNEY REPORTS & RECOMMENDATIONS:

3.a.Update: Increasing Heritage Preservation Commission Membership From 5 to 7 Members. City Attorney Ash noted there will be a Public Hearing conducted by the Planning Commission on this matter.

RECOGNITIONS/PRESENTATIONS/INTRODUCTIONS:

6.a. Summary of 2007 Audit Review – Thomas Koop of Larson Allen

Auditor Thomas Koop summarized the presentation he had made at the City Council Workshop earlier this evening. He noted there were no violations of financial statutes. Koop also noted due to being a small city, Ortonville does not have enough financial administration staff to be able to fully segregate duties. This is typical of a city this size. It was noted operating reserves had increased from six months of reserves in 2006 to seven months of reserves in 2007. He stated all Enterprise Funds are in the black with the exception of the Golf Fund.

CITIZENS TO BE HEARD:

7.a. There were no citizens to be heard.

CONSENT AGENDA:

Motion by Meyer, second by Cunningham to approve the Consent Agenda as follows:

8.a. Approve Expenditures

8.b. Approve Minutes of April 21, 2008 City Council Regular Meeting

Ortonville City Council Regular Meeting Minutes May 5, 2008 Page 2 of 6

CONSENT AGENDA: (cont.)

8.c. Approve the Addition of Kirby Athey and Brent Holland to the Ortonville Fire Department Roster

8.d. Approve the Addition of Darcy Roscoe to the Ortonville Ambulance Department Roster

All in favor. 7-0. MCU.

RECOMMENDATIONS OF CITIZEN BOARDS, COMMITTEES AND COMMISSIONS:

9.a. Utility Committee Recommendation: To increase the rate the water purification plant charges the City of Ortonville and Big Stone City, South Dakota City Governments from $3.79/1,000 gallons to $4.06/1,000 gallons contingent upon approval by the Big Stone City City Council.

Resolution 08-028, Approving an increase in the rate the water purification plant charges the City of Ortonville and Big Stone City, South Dakota City Governments from $3.79/1,000 gallons to $4.06/1,000 gallons contingent upon approval by the Big Stone City City Council.

Motion by Cunningham, second by Anderson to approve Resolution 08-028, Approving an increase in the rate the water purification plant charges the City of Ortonville and Big Stone City, South Dakota City Governments from $3.79/1,000 gallons to $4.06/1,000 gallons contingent upon approval by the Big Stone City City Council.

Upon roll call vote, the following voted Aye: Anderson, Berkner, Cunningham, Dorry, Johnson, Meyer, and Randleman. Nay: None.

9.b. Utility Committee Recommendation: To approve the Electric Service Area Map reviewed at the May 2, 2008 Utility Committee Meeting, and included in this City Council packet for forwarding on to the MN Public Utilities Commission.

Motion by Cunningham, second by Randleman To approve the Electric Service Area Map reviewed at the May 2, 2008 Utility Committee Meeting, and included in this City Council packet for forwarding on to the MN Public Utilities Commission. Discussion and questions followed.

All in favor. 7-0. MCU.

9.c. Utility Committee Recommendation: To approve the Wellhead Protection Plan – Part II Engineering Services Contract with Ulteig Engineers, Inc. – not to exceed $14,900.00.

Resolution 08-029, Approving the Wellhead Protection Plan – Part II Engineering Services Contract with Ulteig Engineers, Inc. – not to exceed $14,900.00.

Motion by Anderson, second by Cunningham to approve Resolution 08-029, Approving the Wellhead Protection Plan – Part II Engineering Services Contract with Ulteig Engineers, Inc. – not to exceed $14,900.00. Discussion and questions followed.

Upon roll call vote, the following voted Aye: Anderson, Berkner, Cunningham, Dorry, Johnson, Meyer, and Randleman. Nay: None.

Ortonville City Council Regular Meeting Minutes May 5, 2008 Page 3 of 6

RECOMMENDATIONS OF CITIZEN BOARDS, COMMITTEES AND COMMISSIONS: (cont.)

9.d. Telecommunications Committee Recommendation: To approve the purchase of a new server from Data Works, Inc. for the City Office computer network - $6,000.00.

Resolution 08-030, Approving the purchase of a new server from Data Works, Inc. for the City Office computer network - $6,000.00.

Motion by Cunningham, second by Randleman to approve Resolution 08-030, Approving the purchase of a new server from Data Works, Inc. for the City Office computer network - $6,000.00. Discussion and questions followed.

Upon roll call vote, the following voted Aye: Anderson, Berkner, Cunningham, Dorry, Johnson, Meyer, and Randleman. Nay: None.

9.e. Telecommunications Committee Recommendation: To change the domain name of the City’s Official Web Site from www.ortonville.net to www.cityofortonville.org.

Motion by Cunningham, second by Anderson to change the domain name of the City’s official web site from www.ortonville.net to www.cityofortonville.org. Discussion and questions followed.

All in favor. 7-0. MCU.

9.f. Telecommunications Committee Recommendation: To change the City internet service provider for email from Info-Link to Midcontinent Communications.

Motion by Anderson, second by Cunningham to change the City internet service provider for email from Info-Link to Midcontinent Communications. Discussion and questions followed.

Upon roll call vote, the following voted Aye: Anderson, Cunningham, Dorry, Johnson, Meyer, and Randleman. Nay: Berkner. Motion Carried 6-1.

REPORTS FROM COUNCIL COMMITTEES:

10.a. Telecommunications Committee – John Cunningham noted the above three Telecommunications Committee items the Council just considered and took action upon.

10.b. Heritage Preservation Commission – Craig Randleman stated on Saturday, May 3^rd, the HPC hosted a clean-out of debris from the Columbian Hotel and the Odd Fellows Building in preparation for the Sesquicentennial Open House scheduled for May 9^th. Approximately 16 people took part in this. Three twenty-yard dumpsters were filled with debris between 9:00 AM and 1:00 PM that day. Craig thanked Waste Management for donating the dumpster service.

10.c. Heritage Preservation Commission – Craig Randleman indicated five individuals traveled to Northfield, MN on April 23^rd to meet with board members of the Northfield HPC, the Northfield City Planner and an architect. The group toured historic downtown Northfield and met with a business owner who has been through the historic renovation process. The group obtained a copy of the Northfield Historic Preservation Guidelines to use as a template for the historic district in downtown Ortonville.

Ortonville City Council Regular Meeting Minutes May 5, 2008 Page 4 of 6

REPORTS FROM COUNCIL COMMITTEES: (cont.)

10.d. Utility Committee – John Cunningham noted the above three Utility Committee items the Council just considered and took action upon. He indicated the 2008 Electric Rate Study will be presented at a Council Workshop later in May. Discussion and questions followed.

UNFINISHED BUSINESS:

11.a. None this evening.

NEW BUSINESS:

12.a. Adjust Rate for Business Miles Effective May 1, 2008.

Motion by Johnson, second by Randleman to continually adjust the mileage reimbursement rate paid for business miles to whatever the current is as allowed by the Internal Revenue Service. Discussion and questions followed. It was noted the adjustment under consideration would increase the mileage rate from 48.5 cents per mile to 50.5 cents per mile.

All in favor. 7-0. MCU.

12.b. DNR Archery Deer Hunt

Motion by Dorry, second by Berkner to allow the Minnesota Department of Natural Resources (DNR) to conduct a special archery deer hunt within the City limits of the City of Ortonville in 2008 pursuant to the DNR email request of April 24, 2008.

All in favor. 7-0. MCU.

12.c. Aerial Photography Target

Motion by Meyer, second by Berkner to allow the Big Stone County Highway Department to place a painted target on the airport parking lot for aerial photography purposes. Discussion and questions followed. It was noted the target will be maintained by Big Stone County in the future.

All in favor. 7-0. MCU.

12.d. Avenue of Flags – Howitzer Cannon

Motion by Berkner, second by Randleman to allow the Ortonville Veterans of Foreign Wars (VFW) to place a howitzer cannon to be obtained from the Minnesota National Guard in the Avenue of Flags. Mike Dorry explained the VFW will handle all arrangements at no cost to the City of Ortonville. Discussion and questions followed.

All in favor. 7-0. MCU.

CITY CLERK-ADMINISTRATOR REPORTS & RECOMMENDATIONS:

13.a. Update: Small Cities Development Grant Program

Lang indicated the procedure manuals continue to be reviewed.

13.b. Update: Minnesota River Regional Park Improvement Project Grant

Lang stated the project engineer has met with the Park Board to work towards completion of the construction documents. A modified site plan is being considered.

13.c. Update: Ortonville & Big Stone County Housing Study

The Study is underway, and will be completed early in the third quarter of this year.

Ortonville City Council Regular Meeting Minutes May 5, 2008 Page 5 of 6

CITY CLERK-ADMINISTRATOR REPORTS & RECOMMENDATIONS: (cont.)

13.d. Update: MN Housing Finance Agency 2008 MN Cities Participation Program

Lang indicated the City has been awarded a $100,000 grant for affordable housing, and both local lenders have been in contact with the MN Housing Finance Agency. It is anticipated loan activity will commence during the third quarter of 2008.

13.e. Update: Planning Commission Blog Web Site

The content is almost finished; the blog function is on hold pending availability of staff hours.

13.f. Government Center Space Needs Survey

A field trip to other county centers was conducted on April 30^th. Wold Architects will meet with the ad hoc committee on May 21^st.

13.g. Small Cities Development Grant Program Training

Councilor Randleman updated this item earlier in the meeting this evening.

13.h. Update: Library Steps Replacement

Efforts to obtain bids will commence in June.

13.i. Land Use Planning Workshops – Government Training Services

Lang noted the available upcoming training dates.

13.j. Update: Wellhead Protection Plan – Phase II

Lang indicated the Ulteig Engineers Inc. contract was approved earlier this evening.

13.k. Update: 2007-2008 Sanitary Sewer Rehab Project – Hilltop and Lake Shore Drive

Lang stated the project was off to a good start and is on schedule.

13.l. 2007 Audited Financial Statements

Lang noted the Audited Financial Statements were reviewed during the Council Workshop earlier this evening.

13.m. McCloud Street 2009 Sanitary Sewer Forcemain – Water Pollution Control Revolving Fund Project Priority List Application

Lang stated Ulteig Engineers will be drafting documents for submission by the City to the MN Public Facilities Authority in early June.

13.n. McCloud Street 2009 Water Distribution System Improvements – Drinking Water Revolving Fund Project Priority List Application

Lang stated Ulteig Engineers will be drafting documents for submission by the City to the MN Public Facilities Authority in early June.

13.o. Proposed Electric Rate Increases – MRES Electric Rate Study

Land indicated a review of the Study will take place at a May 19^th Council Workshop.

13.p. Central Park Improvements Cost Estimates – 2009 & Beyond Capital Improvements Budget

Lang noted these topics will be discussed during the upcoming Council Planning Workshop.

13.q. League of MN Cities Board of Director Vacancies

Lang stated an enclosure is included in this Council packet.

Ortonville City Council Regular Meeting Minutes May 5, 2008 Page 6 of 6

CITY CLERK-ADMINISTRATOR REPORTS & RECOMMENDATIONS: (cont.)

13.r. League of MN Cities Annual Conference Registration – Rochester MN June 11-13, 2008

Lang indicated a brochure is included in this Council Packet, and suggested Council members consider attending.

13s. Annual Water Supply Consumer Confidence Report

Lang noted staff has completed the Report, and will be mailing it to all customers.

13.t. Raw Water Transmission Line Final Cost Estimate

Lang stated this matter will be considered by the Joint Water Board.

13.u. Potential Bond Funding Requirements – Ehlers & Associates, Inc.

Lang indicated a meeting was held with Carolyn Drude on April 24^th, with another meeting likely to be scheduled later this month. Efforts will be made to coordinate the bonding needs of both Ortonville Area Health Services as well as the City as a whole.

ADJOURNMENT:

Motion by Anderson, second by Berkner to adjourn at 8:00 P. M.

All in favor. 6-0. MCU.

APPROVED: ATTEST:

_____________________ ______________________

Blair Johnson David A. Lang

Mayor Clerk-Administrator