January 2007
Pursuant to due call and notice thereof, the Askov City Council held a public hearing on Wednesday, January 10, 2007, at the Askov Community Center. The purpose of the hearing was to discuss the submission of a Small Cities Grant request on February 1, 2007, for funding assistance in constructing a new wastewater treatment facility. Mayor Weulander called the hearing to order at 6:30 p.m. Present were Weulander, Frederiksen, Maloney, Odle, Seek, City Clerk Arla Budd, and Deputy Clerk Connie Ecklund. Also present was Chuck Pettipiece of Pettipiece & Associates, the city’s grantwriter.
The current treatment facility is hydraulically overloaded and is discharging into an area with documented “sandstone sinkhole.” The treated effluent has been found in the groundwater. The project’s design and geologic concerns require that the entire treatment facility must be reconstructed at a new site --- three miles from the existing site. The new location will require constructing a new lift station and forcemain from the existing collection system to the new treatment facility locations. The new facility will be either a mechanical facility with continuous discharge or a lagoon system with a spray irrigation system. The City is under an MPCA moratorium on extensions and building requests have been denied and the city growth is stagnating due to the sewer limitation. The city has undertaken several improvements to the collection system. Theses improvements have not reduced the flow significantly and have not addressed the “sinkhole” concerns.
There has at this point been no word from PCA; no decision has been made on the Lake Pepin watershed decision, so at present no discharge permit will be given. The spray irrigation is costlier to build and costlier to maintain. The city is required to have something in place by 2008, which means bids will have to be let in 2007. The schedule is as follows: Project placement on IUP, September 2006; Begin design activities, October 2006; Submit plans & specs to MPCA for review, May 2007; MPCA’s approval of plans and specs, September 2007; Bidding and contract award, December 2007; Substantial completion – system operational, September 2008; Final completion, November 2008.
The current median income for Askov is $27,000. That is up from $11,000 from the last application the City submitted. The project benefit to low to moderate income residents of the community is that the resulting infrastructure will meet their needs for a wastewater facility.
Funding required for the total project will be $4,500,000. At present there is no Rural Development grant. Special appropriations from Minnesota Bonding Bill is $3,000,000, SCDP grant can bring the city $600,000, possible $488,792.94 in grant money could be obtained from the Corps of Engineers, leaving a maximum affordable loan of $411,207.06. Council’s position is that no amount of loan is affordable.
Past performance with the CDBG funds have been: Water Tower, Water Treatment Plants and Wells.
Recommendation was made that a meeting with the engineers, MPCA, and funding agency be held to see if the end date could be extended.
No residents from the community attended the hearing, so there was no input given other than questions from the Council.
With a reminder that a resolution a Citizen Participation Plan needed to be adopted and a resolution made at the regular meeting, the Public Hearing closed at 6:45.
Minutes of the Askov City Council
Pursuant to due call and notice thereof, the Askov City Council began its regular meeting immediately following the close of the Public Hearing on Wednesday, January 10, 2007, at the Askov Community Center. Mayor Weulander called the meeting to order at 6:46 p.m. Present were Weulander, Frederiksen, Maloney, Odle, Seek, and the clerks. The meeting opened with the Pledge of Allegiance. Coming later were Rescue Lieutenant Misi Gangl and Fire Chief Pete Watrin.
Regarding the public hearing, here was some discussion on what the City would be able to do if the City is unable to have the entire project funded by grants. Sewer rates could be raised; in fact, Rural Development recommendation is no less than $40 per month for sewer alone. The other action that could be taken would be to have a General Obligation Bond and levy general taxes for the funding necessary. Frederiksen asked if the $4.5 million would be enough to cover everything, and if the everything included both the expansion to all city unsewered residences and if it included the replacement of all existing sewer lines. Pettipiece, not being the engineer, could not fully answer that question, except to say that he did know that the sewer extensions were included. Applying for the SCDP funds does not tie the City into any action, so if total funds are not available after all applications have been made, the City does not need to proceed.
The Citizen Participation Plan was then presented and adopted as follows:
Citizen Participation Plan
Pursuant to Section 104(a)(3) of the Housing and Community Development Act of 1974, as amended, this Citizen Participation Plan is hereby adopted to ensure that the citizens of ASKOV (hereinafter referred to as the Applicant), particularly persons of low and moderate income residing in slum and blight areas and in areas in which CDBG funds are proposed to be used, are encouraged to participate in the planning and implementation of CDBG-funded activities.
Public Hearing
A public hearing or public hearings will be the primary means of obtaining citizen views and responding to proposals and questions related to community development and housing needs, proposed CDBG activities and past CDBG performance.
Prior to submitting a CDBG application to the State of Minnesota, the Applicant will need to conduct at least one public hearing to identify community development and housing needs, including the needs of very low and low income persons, as well as other needs in the community that might be addressed through the CDBG program. At the hearing, the Applicant must also, at minimum, review the proposed CDBG activities, their benefiting location(s), overall cost and proposed financing, and the implementation schedule. In addition, the past performance of the Applicant in carrying out CDBG responsibilities should be reviewed.
Formal notice of the public hearing must be provided, which follows the posting/publication requirement(s) of the Applicant. A public notice will also be posted in places frequented by the public, especially low and moderate income persons benefiting from or affected by proposed CDBG activities. As circumstances warrant and as the Applicant determine necessary or appropriate, participation may additionally be specifically solicited from persons of low and moderate income, those benefiting from or affected by CDBG activities and/or representatives of such persons. Hearings will be held at times and in locations convenient to potential and actual beneficiaries and with accommodation for the handicapped. In case of public hearings where a significant number of non-English speaking residents can be reasonably expected to participate, arrangements will be made to have an interpreter present. Citizens must be provided the opportunity to comment upon the original Citizen Participation Plan and on substantial amendments to it, or to the activities for which CDBG funds will be used.
Public Information and Records
Information and records regarding the proposed and past use of CDBG funds will be available at the Askov City Office (location) during regular office hours. The public will be so informed of this by public notice. Special communication aids can be made available to persons upon request.
Written Comments and Response
The Applicant will respond to written complaints and grievances, in writing, in a timely manner. When at all possible, such written responses shall be made within fifteen (15) working days.
The mayor signed the plan. Then Seek made the following resolution, which was seconded by Odle:
BE IT RESOLVED that the City of Askov act as the legal sponsor for the project contained in the Application to be submitted on January 30, 2007 and that the MAYOR (Title of First Authorized Official) and CITY CLERK (Title of Second Authorized Official) are hereby authorized to apply to the Department of Employment and Economic Development for funding of this project on behalf of the City of Askov .
BE IT FURTHER RESOLVED that the City of Askov has the legal authority to apply for financial assistance, and the institutional, managerial and financial capability to ensure adequate construction, operation, maintenance and replacement of the proposed project for its design life.
BE IT FURTHER RESOLVED that the City of Askov has not violated any Federal, State or local laws pertaining to fraud, bribery, graft, kickbacks, collusion, conflict of interest or other unlawful or corrupt practice.
BE IT FURTHER RESOLVED that upon approval of its application by the State, the City of Askov may enter into an agreement with the State of Minnesota for the approved project, and that the City of Askov certifies that it will comply with all applicable laws and regulations as stated in all contract agreements.
NOW, THEREFORE BE IT RESOLVED that the MAYOR (Title of First Authorized Official) and CITY CLERK (Title of Second Authorized Official), or their successors in office, are hereby authorized to execute such agreements, and amendments thereto, as are necessary to implement the project on behalf of the Applicant.
The resolution passed with a vote of 5-0. Clerk is to provide affidavit of publication to Pettipiece.
With no changes or additions to the regular meeting agenda, the Council reviewed the Consent Agenda, consisting of the minutes, disbursements & receipts, financial reports, accounts payable and reports. There was a question on the PeopleService report regarding the lime feed line crack; it does not pose a problem and will be repaired in warmer weather as per Seek. Motion by Seek, second by Maloney to accept the consent agenda, with one change to accounts payable: the addition of $30 to Larry Seek for meetings attended. Motion carried 5-0.
In old business, the clerk had discussed with Engineer Jim Bullert the reason for Sturgeon Lake being allowed to proceed with their sewer project; he researched it and found that Sturgeon Lake is building a non-discharging facility, therefore receiving PCA approval. Clerk is waiting for PCA to set a date for meeting with them regarding Askov’s facility approval and the preservation of the funding the City has received to date. Seek reported on the MRWA and USDA RD workshop he attended in Mora earlier in the day. Among other things, he noted that 72 plants throughout the State are on hold just like Askov. Clerk presented the Tonka report to the Council with some additions/corrections made by David Barnick of PeopleService. Since there were no further developments on either animal control or the zoning ordinance, those items were tabled. Frederiksen stated that once again he had a dog barking problem and asked if the letter requested his neighbors to build a fence had been sent. Clerks and mayor affirmed that it had. Council decided that a followup letter asking them to uphold their offer to build a fence. Seek stated that he believed the county policy on nuisance calls had changed, and that for repeat calls on an offender the offender would be billed for a deputy call.
Watrin and Gangl of Fire and Rescue were recognized. Watrin had a request for three items: If the FEMA grant will not cover the built-in eye glasses for the five people that need that on their SCBAs, will the city cover it? Council responded that they believed it would be a requirement for the Council to do so. Would the Council allow a fountain pop machine to be installed in the fire hall because the cost was so much less than bottled? Watrin stated it would be in a locked cabinet to prevent nonmembers from accessing it. Council did not see that as a problem. He also stated that the bottled water supply was depleted, and he would be restocking it.
Council then turned to the organizational resolution
The following resolution was made by Maloney and seconded by Odle:
WHEREAS the Minnesota Statute, Chapters 412 and 427, require certain action by the City Council at the annual organizational council meeting in January;
SO THEREFORE BE IT RESOLVED by the Askov City Council, that it hereby approves the following designations for the year 2007:
MEETINGS: Regular meetings of the Askov City Council shall be held on the second Wednesday of every month at 6:30 p.m. Any regular meeting that falls upon a holiday shall be held on the next following business day at the same time and place. All meetings, including special and reconvened meetings, shall be held at the Askov Community Center, in the Meeting Room, unless the City Council decides otherwise at a prior meeting.
DEPUTY MAYOR: In the absence of the Mayor, the Deputy Mayor for the Askov City Council shall be George Frederiksen._.
OFFICIAL NEWSPAPER: The official newspaper for the City of Askov shall be the Askov American, whose main publication is located in Askov, Minnesota.
OFFICIAL CITY DEPOSITORIES: The following financial institution shall be designated as the official City depository: First National Bank of the North, Askov, Minnesota.
The following shall be authorized agents to endorse checks and orders for the payment of money transactions at the official City depository: Mayor David Weulander or Deputy Mayor George Frederiksen, Clerk-Treasurer Arla Budd and Deputy Clerk Connie Ecklund.
OFFICIAL CITY POLLING PLACE: The Askov Community Center is hereby designated as the official polling place for the City of Askov. This polling place is shared with the Township of Partridge for all primary and general elections.
COUNCIL MEMBER COMMISSIONS/LIAISONS: Council Members shall serve as commissioners/liaisons to these specific departments/organizations: General Government: David Weulander; Public Works (Streets): David Weulander;
Public Safety (Fire & Rescue): Yvette Maloney; Parks & Recreation (Centers, etc): Lynn Odle; Nuisance: George Frederiksen; Water & Sewer: Larry Seek.
PLANNING COMMISSION MEMBERS: The Askov City Council member appointed by the City Council to the Planning Commission shall be David Weulander. In Weulander’s absence, Lynn Odle shall attend the meeting. Other Planning Commission members shall be:
LEGAL ADVISORS: Kevin A. Hofstad, Attorney, of Pine City, Minnesota, or Bjerke Law Offices, i.e. Michael Bjerke of Pine City, Minnesota, shall be the law firms of record responsible for legal services and advice for the City of Askov. Fryberger, Buchanan, Smith & Frederick, P.A. of Duluth shall serve as Bond Attorney for the City of Askov.
BUILDING OFFICIAL: The Askov City Council hereby remains under contract with the Joint Powers of Sandstone, Hinckley and Pine City and retains Tom Drotning as the responsible agent for building inspections and planning and zoning services and advice for the City of Askov.
AUDIT SERVICES: The Askov City Council hereby retains Kern, DeWenter, Viere, LTD, of St. Cloud, Minnesota, as the firm to audit the financial records of the City of Askov.
ENGINEERING SERVICES: The Askov City Council hereby retains Leisch and Associates of St. Paul, Minnesota, as the firm the City of Askov will utilize for current engineering services, with Jim Bullert and Jim DeLambert as the primary City Engineers.
WEED INSPECTOR AND FORESTER: The Askov City Council hereby appoints George Frederiksen as the Weed Inspector for the City of Askov.
CIVIL DEFENSE DIRECTOR: The Askov City Council hereby appoints Clerk-Treasurer Arla Budd, Deputy Clerk Connie Ecklund, and Mayor David Weulander as the City Civil Defense Co-Directors.
FIRE WARDEN AND FIRE MARSHALL: The Askov City Council hereby appoints Clerk-Treasurer Arla Budd as the Fire Warden of the City of Askov, and the Fire Chief (as elected at the Fire Dept Annual meeting) as the Fire Marshall of the City of Askov.
FIRE RESPONSE: The Askov City Council hereby grants approval for the Askov Volunteer Fire Department to respond to fires outside the City’s jurisdiction.
PERA COVERAGE: The Askov City Council hereby approves PERA coverage for only fulltime or seasonal fulltime employees or any that are mandated by PERA because of hours worked or wages paid; all other employees will not be covered by PERA.
HEALTH COVERAGE: The Askov City Council hereby approves health insurance coverage by the City for fulltime employees unless otherwise negotiated.
POLICY UPDATES: The Askov City Council hereby grants authority for the Clerk to provide any necessary updates, (i.e. changes to or additional phone numbers, names, dates, places, etc.) to existing City policies approved by Council. These updates will not change basic policy.
The resolution passed with a vote of 5-0.
The clerk then presented the master fee schedule for 2007 and Council made a few changes. Master fee schedule was adopted as follows:
General Fees Reimbursable to Employees or Payable on Their Behalf:
Mileage: As per Federal mileage guidelines; (currently 48.5 cents/mi)
Meals: $8/breakfast, $10/lunch, $15/evening meal, receipts required for approval
Room, Tuition, and Reimbursements for Materials: Individually, upon approval by Council.
Water and Sewer Department
Base Fee Sewer $12.00 per month
Base Fee Water $12.00 per month
Metered Water Fee .006 per gallon
Sewer Fees .004 per gallon based on Metered Water
Hookup Fee Sewer $1000.00
Hookup Fee Water $1000.00
Reconnection Fees $ 75.00
Violation of Limited Water Usage per Resolution $25 per day
Water Tower Radio Lease $125.00 annually
Bulk Water Fees: $2 per thousand plus $25 service fee
Penalty for Violation of Sump Pump Rule after Time Limit Provided in Notice:
$75 per month until violation is corrected
Individual Sewage Treatment Fees and Licensing now imposed by County $150
Comliance Inspection on Existing Systems $75
Parks Department
RV Rental $ 10.00 per night RV, $12 with AC
RV Rental Tent Only $ 5.00 per night
Center Usage $150.00 Ballroom
$ 70.00 Kitchen
$ 30.00 Meeting Room
$250.00 Damage Deposit
Cleaning in excess of 4 hours or garbage in excess of 7 bags will be charged.
Use of Other Parks: Donation for Garbage Pickup
Ballfield Lease $1 annually
Streets Department
Permit for Excavation in City Street, Alley, Sidewalk or Public Ground $145.00
(excludes any excavations made for water and sewer)
Fire Department
Fire Call $500.00
Extrication $500.00
Rescue Calls $ 40.00 (Billed Ambulance Service; fees set by County)
Nuisance and Miscellaneous
Dog Licenses $ 2.50/yr; coordinated with. rabies vaccine ($5.00/2yr or $7.50/3)
Impound and Pound Fees - No longer applicable. No pound.
Animal Control Officer Pay - To be decided
General Government
Liquor License: On Sale $1600; Off-Sale $100; Sunday $100
Lions, Prorated Liquor License: $5.13 per event
Special Event License: $25 for 3 day temporary permit
Investigation for License: $25
Affidavit of Candidacy: $2
NSF (Bounced Check) Fee: $30
Assessment Search: $20
Copies: 10 cents per page
Faxes: $1 per page
City Code with Binder: $75.00
City Code without Binder: $60.00
Fireworks Display License: $50 each time
Cigarette Licenses: Now under County control
Sanitation License: $10 annually
Entertainment ( Shows, Circuses, etc.) License: Determined by Council… Refundable $500 deposit for cleanup.
Public Dance: $25 per event
Peddlers License: $25
Fireworks License: $25
Building Permit Fees … As Adopted in 2005 in conjunction with Joint Powers
Gambling Licenses: Controlled by State
Contractor Licenses: Controlled by State
Penalties for Petty Misdemeanor: Not more than $200 as per ordinance
Penalties for Misdemeanors: Not more than $700 as per ordinance
Abatements, Assessments and Recovery of Costs as individual case warrants.
Mailings for public: Council agendas mailed: $12/yr.; Council minutes mailed: $30/yr.; Planning Comm. agendas mailed $7/yr; P. Comm. minutes $15/year.
Fee for a public hearing for conditional or interim use permit or zoning variance: $175
Amendment of Zoning Ordinance or Map: $175
Resolution to adopt master fee schedule by Seek, second by Frederiksen:
WHEREAS, the City charges appropriate fees to cover costs associated with providing services;
WHEREAS, the such fees are necessary for operating expenses;
WHEREAS, a list of the fees is necessary to maintain proper charging;
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Askov, County of Pine, Minnesota, that he attached fee schedule is adopted and will be in effect for the year of 2007.
The resolution passed with a vote of 5-0.
The clerk presented the 2007 fire contracts with a 3.5% increase:
Finlayson $1047.72 + 3.5% CPI = $1084.39
Partridge $4551.13 + 3.5% CPI = $4710.42
Norman $725.81 + 3.5% CPI = $751.21
Motion by Maloney, second by Odle to approve the fire contract rates. Motion carried 5-0.
Clerk presented a list of donations to the City for the year 2006. The following resolution was offered by Frederiksen, and seconded by Seek:
WHEREAS, the City of Askov is generally authorized to accept contributions of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens and is specifically authorized to accept gifts and bequests for the benefit of recreational service pursuant to Minnesota Statutes Section 471.17; and
WHEREAS, the following persons and entities have contributed the cash sums set forth below to the City in the year of 2006;
Name of Donor Date Amount Purpose or Fund
Jens H. Jensen Post 243 1/5/06 5,000.00 Building Fund
Many Cash Donors 1/23/06 1,281.00 Building Fund
Many Cash Donors 1/23/06 401.75 Building Fund
Many Cash Donors 1/25/06 56.00 Building Fund
Stephanie Lee 1/25/06 15.00 Building Fund
Lena’s Gift Shop 2/13/06 82.50 Building Fund
William Mullen 4/12/06 40.00 Building Fund
Hertha Hanson 5/9/06 100.00 Building Fund
Hertha Hanson 5/9/06 100.00 Rescue
Askov Area Lions 6/23/06 66.69 Building Fund
Askov Hardware & Lumber 7/19/06 97.50 Building Fund
Deb Nelson 7/19/06 10.00 Parks
St. Joseph’s Church 7/28/06 130.00 Parks
Anonymous 8/7/06 3.00 Building Fund
Krogstad’s 8/7/06 25.00 Parks
Many Cash Donors 9/6/06 210.00 Building Fund
Jens H. Jensen Post 243 9/29/06 10,000.00 Building Fund
Jens H. Jensen Post 243 10/2/06 8,743.00 Fire Dept.
Many Cash Donors 10/27/06 90.00 Building Fund
Askov Lions 11/14/06 1,061.85 Building Fund
Youth Center Account 11/22/06 2,378.10 Youth Program
Many Cash Donors 12/1/06 8.00 Building Fund
Lyle & Bev Colton 12/1/06 20.00 Building Fund
WHEREAS, all such sums have been contributed to assist the City of Askov in the establishment and operation of recreational facilities and other programs within the City’s corporate limits either alone or in cooperation with others, as allowed by law; and
WHEREAS, the Askov City Council hereby finds that it is appropriate to accept the contributions offered.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF ASKOV, MINNESOTA, AS FOLLOWS:
1. The Contributions described above are hereby accepted by the City of Askov and shall be used to establish, operate or assist recreational facilities and other programs with the City’s corporate limits either alone or in cooperation with others, as allowed by law.
2. That the City Clerk is hereby directed to issue receipts to each donor acknowledging the City’s receipt of the donor’s contribution.
Resolution passed 5-0.
Financial statements for the departments for 2006 were presented to the Council. No decision was made on transferring funds to CDs or dedicated savings. A proposed service policy was presented to the Council for review and acceptance at next month’s meeting. A First Contact List was given the Council: a couple of corrections were noted. Spring Cleanup was discussed; no date was set. A letter from the Minnesota Department of Health was given to the Water and Sewer Commissioner for setting a date to meet regarding the Wellhead Protection Plan.
Motion to adjourn by Maloney, second by Odle. Motion carried 5-0. Meeting adjourned.
Respectfully submitted,
Arla Budd, City Clerk