REGULAR COUNCIL MEETING
April 9, 2002
Present: Mayor Einar Larson, Council: Mary Combs, Mike Holtz, Rick Klein ,and Teri Zimmerman; absent: Julie Jones.
Guests: Darrell Francis - City Superintendent; Craig Aldworth - USKH/Wyatt Engineering; Action Committee - Joyce Mings, Lauri Long, Linda Wagner; Resident -Tracy Jaeger.
Mayor Larson called the meeting to order at 7:00 pm.
Minutes from March meeting were given to council prior to this meeting. Mike made motion, second from Teri, and carried to approve the minutes as written.
ACTION COMMITTEE - BIRD/REC TRAIL
The Action Committee came to request the council be the lead agency on an Interagency for Outdoor Recreation application to create a bird watching / recreation path along Davis Creek. Joyce explained that the program would offer 50 grant, with the other 50 percent of costs coming from in-kind volunteer labor, and labor from townhall for administration. There is a potential of using city operator and equipment for clearing a portion of the proposed path, but other avenues could be used if that did not work out. Joyce also advised that one of the funding coordinators will be doing a sight visit of the project next Wednesday.
Craig and Linda exhibited the paved portion beginning north of the post office, then heading east along the creek toward A street, where the 'bird mural house' will be completed. Lauri expressed that this project falls within efforts they have been involved in to coordinate tourism practices with the Coulee Corridor program.
Application deadline is April 30th, if the project is approved and once a contract is signed, labor will then be eligible to go toward the project match. Actual funding from the Agency will not be available until Spring 2003. Council had concerns about project completion liability, maintenance, hours needed for city equipment, total project budget, prevailing wage stipulations, and legal easements. The answers will be given to the council in advance of a continuation meeting to be held at noon on April 23rd at City Hall.
MAIN STREET
Craig advised that only 2 bids were submitted by deadline of bid opening, March 29th. The low bidder is Copenhaver Construction at a cost of 119k for the entire project. Project is scheduled to begin on April 22nd with completion 3 weeks after that. Pre-construction meeting is going to be held at city hall on April 16th at 2pm. Craig also presented the supplemental agreement for construction portion of engineering services. The sign that will be purchased from Kimberly McKay-Gormley will need to be installed by her onto the DOT spec material.
3RD AVENUE BRIDGE
The final paving will be completed in coordination with the Main St project. Tommer construction will also be returning to finish clean up and seeding.
3rd/4th/COUNTRY RD
Patching in front of the Barber Shop will also occur during the Main St. project. In review, Walker paving had only completed 3 of the 6 warranty work items last July. Craig sent a letter giving them an additional 30 days to complete the remaining items by August 31, 2001. In December, Craig received concurrence from the council to solicit for a quotation from Halme Construction to complete the work. In between now and then, the council denied a bond in lieu of retainage to Walker Paving because of the incomplete warranty work. On Monday, April 1st, Craig received a call from Walker Paving claiming to have never been advised of outstanding warranty work items. They requested an opportunity be given to them to do the work. Craig faxed a letter giving them a week (until today) to come and complete the work. Yesterday afternoon, another call from Walker was received saying this was not enough time. Today, Walker sent a fax to Wyatt and the Town giving a preposterous account of these events from Walkers point of view. Craig requested the council make a final determination for completion of the warranty work. Mike made motion to enter into contract with Halme Construction, second from Teri, motion carried. Craig estimated Halme to complete work by June 1st.
FRANCHISE RENEWAL, ORDINANCE 428
An updated generic version for a franchise agreement was received from USA media today. Various discussion of cable service provided and the number of residents who may be receiving took place. The non-exclusive agreement is for a period of 20 years. Rick made motion to accept the franchise renewal to USA Media, second from Mike, motion carried.
RESOLUTION 183, OFFICE EQUIPMENT SURPLUS
The grant award from AWC for the new laserjet printer/fax/scanner has been received, and is up and running. The old fax, printer, and scanner are no longer needed in the office. This also prompted other replaced or broken equipment to be listed and available to as surplus. Einar inquired to the council to see if any of the equipment could be used by another department within the city. Teri asked if it would be feasible to keep any equipment for back up purposes. Some citizens had advised that the hard drive can never be totally erased, even by formatting, and concern of social security data was asked to be given consideration. Mike made motion to accept the list for Resolution 183 of surplus office equipment excluding hard drives from the computer line items, second from Rick, motion carried.
BUILDING -
Critical Area Ordinance update. Sara Ellerd from Studio Cascade sent an email today in regard to status in the update process. The Office of Community Development sent out draft model ordinances for review last week. The deadline for the updates has been extended by five years. Studio Cascade will be determining and advise us if they complete the contract the Lincoln County communities by the original deadline, or if they will be able to offer a change the scope of work to "accomplish planning goals that may be of greater impact".
Misc - State Census 2002
Figures were calculated and reviewed by both city staff. A count of around 280 people living in Almira was submitted to the Office of Financial Management for the April 1st census determination this year.
Misc - Letter to the Council
Letter was received today from a local resident requesting to be relieved from a late fee due to unforeseen circumstances and to be given definition for the cent fee on their utility bill. The tax adjustment is not on all bills, being positive/negative in the amount of 1 cent in order to coincide with rounding differences in the accounting software to the rate ordinance. Council reviewed and approved a letter drafted for the Mayor to sign sending condolences, but denying relief of the late fee, and advising where on the bill the adjustment is explained.
CEMETERY - Trees
(discussed after utility accounts)
There were 8 trees from the initial planting that have since died and need to be replaced. The balance of funds raised for planting trees is around $371.00. Guest Linda Wagner offered to see what kind of deal she could get from Seatons during her next visit. An original map of tree types will be provided to her and Darrell said he could distinguish which trees are missing from the map.
Building Permits / Utility Accounts
Building permit was issued / 2002-01 to 112 N 5th on March 27th.
Teri requested that when a policy is determined at a council meeting, that it be followed through without exception. Any exceptions or alterations will need to wait for determination of a special meeting to be called, or wait until the next regularly scheduled council meeting. Period.
5 payment plan notices and 4 shut off notices were sent out with March 31st billing. Council determined that 3 accounts would be shut off because they had not contacted city hall to make or follow a past due payment arrangement.
Pay Bills
Claims registers were given to council prior to the meeting. Mike made motion to pay bills, second from Teri, motion carried. Treasurers Report was given to council prior to the meeting.
Final March vouchers totaled $ 17,071.17 Warrants 5771 - 5799
Claims Clearing $ 11,589.24 Payroll Clearing $ 5,481.93
Preliminary February vouchers totaled $18,266.57 Warrants 5800 - 5829
Claims Clearing $ 13,089.57 Payroll Clearing $ 5,177.00
Meeting was continued at 9:35 pm until Noon on Tuesday April 23rd.
Note: April 23rd Meeting did not occur. ACAC determined that the expense to just apply for IACC funding would dissolve a majority of the ADO budget.
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Meeting Minutes
