December 1, 2008





Mayor Steve Fennewald called the meeting to order at 7:00p.m.  Present were Mayor Steve Fennewald, Council Members Terry Johnson, Blaine Klein, Dana Larsen, Kevin Nelsen (when noted), Jarvis Sasse, and Laura Volk.  Also present were Alan Estvold (when noted) and Jason Strand of Ackerman-Estvold, Chief of Police Brad Seideman, PWS Greg Lemer and Auditor Elaine Christianson. 


Mayor Fennewald read the consent agenda: Review and approve the 11/03/08 regular meeting minutes; Approve financial reports and payments of payroll in the amount of $13,699.78 and bills to be paid in the amount of $19,103.51; Approve the Municipal Court, Police, Public Works, and Auditor reports.  Motion to approve the consent agenda – Klein/Larsen.  Roll call vote:  Klein-aye; Larsen-aye; Johnson-aye; Sasse-aye; Volk-aye; motion carried 5-0.


Council Member Kevin Nelsen entered.


Under Unfinished Business, Tiffany Williams was not present at the Council meeting. Christianson has not received paperwork from Williams regarding her dog.  Seideman has left messages and has not been contacted.  Further discussion held regarding the dog being at large again on November 26, 2008.  Consensus of the Council is for Police Chief Seideman to handle this matter immediately on Tuesday.


Also, under Unfinished Business, Dan Ruby from Circle Sanitation appeared to discuss Circle Sanitation’s 2nd tote proposal.  Much discussion held regarding a rental fee and an additional landfill fee.  Motion to approve a $3.00 rental fee with no landfill fee for any resident desiring a second tote – Larsen/Volk.  Roll call vote:  Larsen-aye; Volk-aye; Sasse-aye; Johnson-aye; Klein-aye; Nelsen-aye; motion carried 6-0.  Other discussion held:  Christianson informed Council that we received the rate increase letter from Circle Sanitation that was anticipated due to the City of Minot raising their landfill fees; Sasse inquired if Circle Sanitation was looking into recycling in the future; Klein inquired about responsibility if a tote is damaged.


Under Monthly Business, Donna Beeter, owner of the Steer Head Saloon, filed the appropriate paperwork to renew her liquor license from January 1, 2009 through June 30, 2009.  Christianson informed Council that Harry Anderson, owner of the Full Moon Lounge, was unsure if he was going to renew his license.  No paperwork was received.  Motion to approve the Steer Head Saloon liquor license renewal from January 1, 2009 through June 30, 2009 – Larsen/Klein.  Roll call vote:  Larsen-aye; Nelsen-aye; Klein-aye; Johnson-aye; Sasse-aye; Volk-aye; motion carried 6-0.


Christianson updated Council on the information she researched regarding additional street lighting on Pleasant Avenue and 2nd Street Southeast.  Ottertail gave us a price list for the different lumens available for streetlights.  Installation of new poles is covered under the monthly charge per streetlight.  Motion to have Ottertail install additional street lighting on 2nd Street Southeast from Pleasant Avenue until the East side of the school to light the dark areas – Larsen/Sasse.  More discussion held regarding the concern of safety for the children walking to school.  Roll call vote:  Larsen-aye; Nelsen-aye; Klein-aye; Johnson-aye; Sasse-aye; Volk-aye; motion carried 6-0.  Seideman will evaluate Pleasant Avenue over the next month and report back to Council in January.


A request has been received from Nathan Jung to add street lighting to 5th Avenue Southwest (North of 5th Street Southwest).  Further, he is requesting street lighting only up to the point of development at this time.  Motion to approve the street light request – Volk/Nelsen.  Roll call vote:  Volk-aye; Sasse-aye; Johnson-aye; Klein-aye; Nelsen-aye; Larsen-aye; motion carried 6-0.


Klein received a request from the Senior Citizens to install a walking path from the Senior Citizens’ Center to the Post Office.  Their request is based on information received from Ward County Commissioner Carroll Erickson about available grant funds.  Larsen explained how transportation enhancement funding (TE) works.  TE is normally a 60/40 split with federal funds covering 60%.  This means 40% would need to be covered by local funds.  Larsen, using previous project experience, roughly estimated the construction costs of this project to be a minimum of $100,000 and closer to $150,000.  This estimated construction cost does not include any engineering fees.  The City of Surrey is looking at potentially $40,000 for its portion for such a project if the Ward County Commissioners were willing to split the local fund cost.  Larsen will research if other options are available and report at the next meeting.


A bill from Chuck Badke Construction for $200 for snow removal was presented to Council for payment.  Consensus of the Council is to deny payment of the bill, as Mr. Badke did not receive permission from the Council for the work described.


Under the Auditor’s Report, Christianson requested permission to close the City Office, Friday, December 26th, the day after Christmas.  A vacation day would be used.  Motion to approve the request – Larsen/Nelsen.  Roll call vote:  Larsen-aye; Nelsen-aye; Klein-aye; Johnson-aye; Sasse-aye; Volk-aye; motion carried 6-0. 


Christianson discussed the insurance process and cost for repairing the north building.  Due to shop fumes, which are noticeable to employees and customers entering her current office, Christianson is requesting the Council consider moving the Auditor, Deputy Auditor and Judge to a new office to the north building. Motion made when repairing the damage to the north building, prepare the outside of the north building for a potential auditor’s office by replacing the 26’2”x10’ garage door with a 16’x10’ garage door including a new opener and installing a walk-in door and window – Sasse/Klein.  Roll call vote:  Sasse-aye; Johnson-aye; Klein-aye; Nelsen-aye; Larsen-aye; Volk-aye; motion carried 6-0. 


Christianson informed Council of some Mosquito Control Funding that we will receive from the North Dakota Department of Health in the amount of $290.90.  The City will need to purchase chemicals and then be reimbursed.


Under the Public Works Report, Lemer and Christianson presented implementing a Snow Removal policy.  Discussion held regarding other city’s policies, the previous snowstorm when the City received 9” of snow on top of ice, problems with the snowplow on the ice, issues with cars parked on the streets while trying to remove snow, the equipment and personnel the City has available, and the expectations of the residents regarding snow removal.  Motion to form a Snow Policy Committee to work on creating a Snow Removal policy consisting of Mayor Fennewald, Lemer, Christianson, and Street Commissioners Larsen and Nelsen – Larsen/Nelsen.  Roll call vote:  Larsen-aye; Nelsen-aye; Klein-aye; Johnson-aye; Sasse-aye; Volk-aye; motion carried 6-0.


Lemer considered requesting permission to purchase a larger snow bucket for the tractor but feels a snowplow attachment would be more cost effective.  He researched and found one fitted for the 3-point hitch of the tractor at a cost of $12,614 from Magic City Implement.  Council asked Lemer to check with some other implement dealerships and report back at the January meeting. 


Discussion was held about the Water Tower Inspection Report received from H & H Coatings.  The overall condition of the water tower is good.  Lemer also reported H & H Coatings recommends that the water tower knockout plug should be replaced and the extra antenna brackets and light mounts should be removed at the inspection in two years. 


Lemer requested an increase in hourly pay for part-time Public Works Employee Gene Bailey as Gene has obtained his Class B CDL with air-brake endorsement and will now be able to drive the snowplow truck.  Discussion held regarding Bailey’s time with the City, work ethic, and need for a backup snowplow operator.  Motion to increase Gene Bailey’s hourly pay from $10.80 to $11.20 effective January 1, 2009 – Larsen/Sasse.  Roll call vote:  Larsen-aye; Volk-aye; Sasse-aye; Johnson-aye; Klein-nay; Nelsen-nay; motion carried 4-2.


Under the Police Report, a letter of resignation was received from part-time Police Officer Luis Coca.  Motion to accept the resignation – Larsen/Volk.  Roll call vote:  Larsen-aye; Volk-aye; Sasse-aye; Johnson-aye; Klein-aye; Nelsen-aye; motion carried 6-0.  The City of Surrey only received two applications for the open part-time police officer position.  Only one of the two applicants was certified by the POST board in North Dakota as required in the job listing.  Discussion held regarding interviewing the one qualified applicant.  Motion to hire Dennis Snodgrass at a rate of $10.80 per hour without an interview but upon a background check by Police Chief Seideman – Sasse/Klein.  Roll call vote:  Sasse-aye; Volk-aye; Larsen-aye; Nelsen-nay; Klein-aye; Johnson-aye; motion carried 5-1. 


Seideman requested permission to purchase a car wash package and a window tint meter totaling no more then $400.00 combined.  Much discussion held regarding the need for a window tint meter.  Motion to approve the purchase of a car wash package – Larsen/Klein.  Roll call vote:  Larsen-aye; Nelsen-aye; Klein-aye; Johnson-aye; Sasse-aye; Volk-aye; motion carried 6-0.  Mayor Fennewald called for a motion to approve the window tint meter.  No motion was made.


Under Other Business, a Letter to the Editor appearing in the Minot Daily News on November 9, 2008 from Resident Brenda Mosser was discussed.  Street Improvement District 25 was created by resolution in June 2007 to pave the remaining gravel streets because the annual maintenance costs of the gravel streets were excessive compared to the annual maintenance costs of paved streets.  It was explained in the Street Improvement District 25 letter that, if protested out, Surrey City Council would utilize North Dakota Century Code Chapter 40-54: Gravel Surfacing City Streets.  This would allow the City to assess the cost of gravel to property owners on a gravel street after a petition requirement is received.  At a special meeting in November 2007, Christianson presented 71.8% of the owners of the area of proposed Street Improvement District 25 had turned in written protests, which ended the project.  Therefore, the Council is going to utilize North Dakota Century Code Chapter 40-54: Gravel Surfacing City Streets to be fair and just to the residents who have paid for the paving abutting their property.  Some bladeing maintenance for the gravel streets will be paid for out of the Highway Fund but no gravel.  All streets, gravel and paved, will have snow maintenance.  Consensus of Council is that the Letter to the Editor does not warrant a reply.


No other business to discuss, motion to adjourn – Larsen/Volk.  Meeting adjourned at 8:45p.m.