November 5, 2007

SURREY CITY COUNCIL

REGULAR MEETING

MONDAY, NOVEMBER 5, 2007

Mayor Steve Fennewald called the meeting to order at 7:00p.m. Present were Council Members Terry Johnson, Blaine Klein, Dana Larsen, Kevin Nelsen, and Jarvis Sasse.  Also present were Jason Strand of Ackerman-Estvold, Chief of Police Brad Seideman, PWS Frank Wollschlager, and City Auditor Elaine Christianson.  Council Member Laura Volk was absent.

The agenda was reviewed and Ward County Deputy Laura Forbes was added.

Mayor Fennewald read the consent agenda: Review and approve the 10/01/07 regular meeting minutes; Approve financial reports and payments of payroll in the amount of $19,820.65 and bills to be paid in the amount of $137,988.82; Approve the Municipal Court, Police and Public Works Reports.  Larsen made a motion to approve the consent agenda items.  Johnson seconded. Roll call vote: Larsen-aye; Nelsen-aye; Johnson-aye; Klein-aye; Sasse-aye.  All aye, motion carried.

Under monthly business, Randy Ruby of Circle Sanitation and Renae Beeter of Waste Management addressed Council regarding their proposed garbage contracts.  Much discussion held regarding the proposals and current garbage rate.  Sasse made a motion to amend Ordinance 9.0101 Rates and Charges to increase the garbage rate to $12.00 per month effective with the January 2008 billing.  Larsen seconded.  Discussion held.  Roll call vote:  Sasse-aye; Larsen-aye; Nelsen-aye; Johnson-aye; Klein-aye.  All aye, motion carried.  The awarding of the garbage contract will be tabled until the December 3, 2007 Council Meeting to allow Council time to review the proposals.

Council addressed questions from resident Mrs. Erwin Fetzer regarding Street Improvement District 25.

Ward County Sheriff’s Deputy Laura Forbes was available for questions.  Council had none at this time.

Under unfinished business, Larsen reported information he had received regarding a potential upgrade of the siren system.   The potential upgrade is still in the planning stages and more information will follow when available.

Strand reported on Street Improvement District 22.  Johnson made a motion to accept the water and sewer lines based on recommendation from Ackerman-Estvold Engineering.  Larsen seconded.  Roll call vote:  Johnson-aye; Klein-aye; Sasse-aye; Larsen-aye; Nelsen-aye.  All aye, motion carried.  Larsen made a motion to accept Change Order #1 on Street Improvement District 22 extending the prep work completion date from September 30, 2007 to October 31, 2007.  Nelsen seconded.  Roll call vote:  Larsen-aye; Nelsen-aye; Johnson-aye; Klein-aye; Sasse-aye.  All aye, motion carried.  Sasse made a motion to approve the $3,000.00 Bond Council Fee for Cook, Wegner, and Wike for Street Improvement District 22.  Klein seconded.  Roll call vote:  Sasse-aye; Larsen-aye; Nelsen-aye; Johnson-aye; Klein-aye.  All aye, motion carried. 

Strand reported on Sewer Improvement District 23.  Discussion was held regarding the events that led to the citywide shut down of water.  The vault has been completed.  The paving patch will be completed in the spring.

Strand reported on Sewer Improvement District 24.  Discussion was held regarding the sewer force main break.   Larsen made a motion to accept Change Order #1 on Sewer Improvement District 24 adding an additional 6” gate valve allowing for either force main to be turned off for future maintenance purposes.  Nelsen seconded.  Roll call vote:  Larsen-aye; Nelsen-aye; Johnson-aye; Klein-aye; Sasse-aye.  All aye, motion carried.  The second sewer force main has been completed. Klein made a motion to accept the sewer force main based on recommendation from Ackerman-Estvold Engineering.  Sasse seconded.  Roll call vote:  Klein-aye; Sasse-aye; Larsen-aye; Nelsen-aye; Johnson-aye.  All aye, motion carried.

Christianson updated Council that letters were mailed out to all owners of property in Street Improvement District 25.  Discussion was held regarding the protest process and curb and gutter requirements.

At 8:45p.m. Larsen made a motion to have a five-minute recess.  Sasse seconded.  All aye, motion carried.  At 8:50p.m. Mayor Fennewald called the meeting back to order.  City Engineer Alan Estvold and City Attorney Deb Hoffarth entered the meeting.

Mayor Steve Fennewald announced the next item on the agenda as an Executive Session regarding North Prairie Rural Water District’s contract and ability to supply water to the City of Surrey.  Sasse made a motion to enter into Executive Session at 8:55p.m. under NDCC 44-04-19.1, attorney consultation.  Klein seconded.  Roll call vote:  Sasse-aye; Klein-aye; Johnson-aye; Nelsen-aye; Larsen-aye.  All aye, motion carried.  In addition, Christianson, Seideman, Wollschlager, Estvold, and Hoffarth were in attendance.  The Executive Session adjourned at 9:35p.m. and the regular meeting was opened to the public.

Seideman discussed changes in his schedule and needed police car repairs with Council.  Johnson made a motion that Seideman get 3 estimates and have the car repaired at the lowest cost.  Larsen seconded.  Roll call vote:  Johnson-aye; Nelsen-aye; Larsen-aye; Sasse-aye; Klein-aye.  All aye, motion carried.

Wollschlager discussed Ottertail having three potential pickups for the City to purchase.  Consensus of the Council is for current pickup to be repaired and Wollschlager to research sales of vehicles at the State Auctions.  Discussion was held on the availability of the current part-time public works employee.  Sasse made a motion to create a second part-time public works position.  Larsen seconded.  Roll call vote:  Sasse-aye; Larsen-aye; Nelsen-aye; Johnson-aye; Klein-aye.  All aye, motion carried.

Christianson notified Council of a Special Meeting scheduled for November 26, 2007 at 7:00p.m. to include financial information for Special Improvement Districts 22, 23, and 24 and the protest meeting for Special Improvement District 25.  Updates were given on the Alcohol Awareness Contract with State, the status of the Vacation of the Half-Alley, City offices being closed November 23, 2007, and the Christmas Party scheduled after the December 3, 2007 Council meeting.

Christianson discussed a proposal received from Rath and Mehrer regarding the 2006-2007 audit.  Klein made a motion to accept the proposal.  Nelsen seconded.  Roll call vote:  Klein-aye; Sasse-aye; Larsen-aye; Nelsen-aye; Johnson-aye.  All aye, motion carried. 

Christianson discussed the process of setting the Bond for the City Auditor.  Klein introduced and moved adoption of Resolution 2007-23 – Setting Auditor Bond Limit to $160,000.  Larsen seconded.  Roll call vote:  Klein-aye; Sasse-aye; Larsen-aye; Nelsen-aye; Johnson-aye.  All aye, motion carried.

Christianson explained plans for the Ordinance Committee and the need for one more committee member.  Council Member Jarvis Sasse volunteered to fill the empty position.  The Ordinance Committee consists of Mayor Fennewald, Council Members Larsen and Sasse, Auditor Christianson, and Attorney Hoffarth.

Sasse exited the meeting at 10:20p.m.

Financial options for funding of Special Improvement Districts 22, 23, and 24 were discussed.  Larsen made a motion to authorize Dougherty and Company to handle the bond issue with a repayment period of 10 years with equal principal and interest payments with City collection at 1.5% over final average rate.  Klein seconded.  Roll call vote:  Larsen-aye; Klein-aye; Johnson-aye; Nelsen-aye.  All aye, motion carried.

Klein introduced and moved adoption of Resolution 2007-24-Declaring Official Intent to Reimburse for Special Improvement Districts 22, 23, and 24.  Nelsen seconded.  Roll call vote:  Klein-aye; Johnson-aye; Nelsen-aye; Larsen-aye.  All aye, motion carried.