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Nowthen City Council Work Session meeting, January 9, 2024

Council Work Session

Tuesday, January 9, 2024 · 5:00 PM

This meeting on the city's website ↗

Agenda

Not on file

What was on the agenda.

Packet

Open PDF ↗

The supporting materials the board reviewed.

Minutes

Open PDF ↗

The official record of what happened.

One-line summary

The January 9 work session focused on Phase 1 personnel policy updates; several PTO and benefit directions were discussed, but final approval was tabled pending attorney review and a revised draft.

What was on the agenda

27 items as recorded in the packet and minutes, each with a short summary of what was at issue.

  1. 1Call to Order

    Call to order, pledge, roll call, and agenda approval.

    The work session minutes record the call to order and attendance but do not record a separate vote to approve the agenda.

    • meeting administration
    No action
    p. 1Meeting City Council Work Session — Agenda Packet (2024-01-09)1\. Call to Order · Pledge of Allegiance · Roll Call · Approve Agendap. 1Meeting City Council Work Session — Minutes (2024-01-09)Mayor Pilon called the work session to order at 5:25 p.m. Council Member Rainville is attending via Zoom from 5601 Highway A1A, #200, Indian River Shores, FL 32963. Anyone wishing to participate from this location should call 612-964-5228 for assistance. Present: Mayor Pilon, Council Members Fladebo, Rainville, Breyen …

  2. 2aFinalize Personnel Policy Updates Phase 1

    Phase 1 personnel policy updates, including PTO, ESST, credit-card limits, personnel committee language, and life-insurance benefits.

    The work session was devoted to Phase 1 personnel policy updates. The council discussed PTO rules for current and new employees, probationary use of PTO, ESST language, credit-card limits, personnel committee language, and life-insurance benefits. Council Member Alders arrived during the discussion. Credit-card limits and the personnel committee issue were moved to Phase 2, staff were directed to clarify life-insurance options, and Mayor Pilon tabled final voting on Phase 1 until attorney opinions are included and the revised policy can be reviewed before the February 13, 2024 meeting.

    The council discussed and accepted several Phase 1 directions, but Mayor Pilon tabled voting until attorney opinions are included and a revised policy is available for review before the February 13, 2024 meeting.

    • personnel policy phase 1
    Tabled
    p. 1Meeting City Council Work Session — Agenda Packet (2024-01-09)2\. Work Session a. Finalize Personnel Policy Updates Phase 1p. 3Meeting City Council Work Session — Minutes (2024-01-09)Mayor Pilon tabled voting on the Phase 1 update until the attorney's opinions are included and the policy is pdated for all council to review before the next meeting February 13, 2024.

  3. 3Public Forum

    Public forum for residents to address the council.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • public forum
    Outcome unrecorded
    p. 1Meeting City Council Work Session — Agenda Packet (2024-01-09)3\. Public Forum The public forum is intended to afford the public an opportunity to address concerns to the City Council.

  4. 4aApproval of December 12, 2023 and December 14, 2023 minutes

    Approval of prior City Council and work session minutes.

    This consent item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • consent agenda
    Outcome unrecorded
    p. 1Meeting City Council Work Session — Agenda Packet (2024-01-09)a. Approval of City Council Meeting Minutes December 12, 2023 and Work Session Meeting Minutes December 14, 2023.

  5. 4bApproval of claims and treasurer's report

    Approval of claims and treasurer's report.

    This consent item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • consent agenda
    • claims and treasurer report
    Outcome unrecorded
    p. 29Meeting City Council Work Session — Agenda Packet (2024-01-09)Claims & Treasurer Report to follow Nowthen City Office 8188 199th Ave. NW Nowthen MN, 55330 (763)-441-1347 <figure> CITY OF NOWTHEN </figure> Council Meeting Location: Historic Townhall 19800 Nowthen Blvd NW Nowthen MN, 55330 # RESOLUTION

  6. 4cAccept LMC Insurance Trust dividend

    Accepting a dividend from the League of Minnesota Cities Insurance Trust.

    This consent item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • consent agenda
    • LMCIT dividend
    Outcome unrecorded
    p. 1Meeting City Council Work Session — Agenda Packet (2024-01-09)c. Approval of Resolution 2024-XX Accepting a Dividend of $1,127.00 from the League of MN Cities Insurance Trust.

  7. 4dDesignate City Administrator as responsible authority

    Designating the City Administrator as the city's responsible authority for 2024.

    This consent item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • consent agenda
    • responsible authority
    Outcome unrecorded
    p. 1Meeting City Council Work Session — Agenda Packet (2024-01-09)d. Approval of Resolution 2024-XX Designating the City Administrator as the city's responsible authority for 2024.

  8. 4eAnnual appointments and official designations

    Annual appointments, commission and committee appointments, local government authorities, and official designations for 2024.

    This consent item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • consent agenda
    • annual appointments
    Outcome unrecorded
    p. 1Meeting City Council Work Session — Agenda Packet (2024-01-09)e. Approval of Resolution 2024-XX establishing City Council Annual Appointments and Official Appointments to Commissions, Committees, Local Government Authorities and Official Designations for 2024.

  9. 4fAuthorize COLA and merit increases

    Authorizing COLA and merit increases after staff reviews, per the 2024 budget.

    This consent item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • consent agenda
    • staff compensation
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)f. Approval of Resolution 2024-XX authorizing COLA and Merit increases based upon Administrator Lehner completing reviews per the 2024 Budget.

  10. 4gSupport for 2024 Heritage Festival

    Heritage Festival request to waive rental fees, deposits, associated costs, and provide financial and staff support.

    This consent item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • consent agenda
    • Heritage Festival
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)g. Approval of Resolution 2024-XX approving a Request from the Heritage Festival Volunteer Committee to Waive Rental Fees, Deposits and Associated Costs Related to the 2024 Heritage Festival to include Financial and Staff Support.

  11. 4hTrade resources with Nowthen Alliance Church

    Trading resources with Nowthen Alliance Church for election facility use and Memorial Park use.

    This consent item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • consent agenda
    • elections
    • Nowthen Alliance Church
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)h. Approve Resolution 2024-XX Trading resources with the Nowthen Alliance Church.

  12. 5Engineering

    Engineering department agenda section.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • engineering
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)5\. Engineering

  13. 6Fire Department

    Fire Department agenda section.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • fire department
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)6\. Fire Department

  14. 7Sheriff's Department

    Sheriff's Department agenda section.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • sheriff department
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)7\. Sheriff's Department

  15. 8Planning and Zoning

    Planning and Zoning agenda section.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • planning and zoning
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)8\. Planning and Zoning

  16. 9aReviews in process

    Update on 2023 staff performance reviews.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • administrator update
    • staff reviews
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)9\. Administrator Update a. Reviews in process - 2023 staff performance reviews to be completed by January 31, 2024

  17. 10a1Attorney Glaser process for uncompliant properties

    Old business on Attorney Glaser's process for noncompliant properties.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • old business
    • noncompliant properties
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)1\. Attorney Glaser Process for Uncompliant Properties

  18. 10a2ATV ordinance update

    Old business on ATV ordinance update.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • old business
    • ATV ordinance
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)2\. ATV Ordinance Update

  19. 10a3Building official, code enforcement, and septic compliance official contract

    Contract process for building official, code enforcement, and septic compliance official.

    The agenda states this item is in process and to be addressed at the February meeting.

    • old business
    • building official contract
    Continued
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)3\. Choose and Approve the Mayor to execute a contract with building official, code enforcement and septic compliance official. - In Process address at February Meeting

  20. 10a4Fee schedule changes

    Fee schedule changes.

    The agenda states this item is in process and to be addressed at the February meeting.

    • old business
    • fee schedule
    Continued
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)4\. Fee Schedule Changes - In Process, Address at February Meeting

  21. 10b1Approve Personnel Policy Updates Phase 1

    Approve Phase 1 personnel policy updates with any approved changes.

    The work session was devoted to Phase 1 personnel policy updates. The council discussed PTO rules for current and new employees, probationary use of PTO, ESST language, credit-card limits, personnel committee language, and life-insurance benefits. Council Member Alders arrived during the discussion. Credit-card limits and the personnel committee issue were moved to Phase 2, staff were directed to clarify life-insurance options, and Mayor Pilon tabled final voting on Phase 1 until attorney opinions are included and the revised policy can be reviewed before the February 13, 2024 meeting.

    The work session minutes record that voting on the Phase 1 update was tabled until attorney opinions are included and the draft is updated for review.

    • new business
    • personnel policy phase 1
    Tabled
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)1\. Approve Personnel Policy Updates Phase 1 with any approved changes.p. 3Meeting City Council Work Session — Minutes (2024-01-09)Mayor Pilon tabled voting on the Phase 1 update until the attorney's opinions are included and the policy is pdated for all council to review before the next meeting February 13, 2024.

  22. 10b2Introduce new City Planner

    Introduce the new City Planner recommended by staff.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • new business
    • city planner
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)2\. Introduce new City Planner recommended by staff to fill the open planner position.

  23. 10b3Fire Chief job description and posting

    Authorize work on a job description and posting for a Fire Chief.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • new business
    • fire chief hiring
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)3\. Approve Chief Schmidt and the personnel committee to create a job description and posting for a Fire Chief.

  24. 10b4Joint Powers Agreement with Ramsey for road improvement project

    Joint Powers Agreement with Ramsey for a road improvement project.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • new business
    • Ramsey road project
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)4\. Joint Powers Agreement with Ramsey for Road Improvement Project.

  25. 10b52024 Calendar

    Review or approve the 2024 calendar.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • new business
    • calendar
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)5\. 2024 Calendar

  26. 10cItems moved from consent agenda

    Items moved from the consent agenda, if any.

    This item appears on the regular council meeting portion of the agenda, but regular council meeting minutes are not available in this bundle.

    • consent agenda
    Outcome unrecorded
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)c) ITEMS MOVED FROM CONSENT AGENDA (IF NEEDED)

  27. 11Adjourn

    Work session adjournment.

    The work session adjourned at 6:55 p.m.; no adjournment motion is recorded in the work session minutes.

    • meeting administration
    No action
    p. 2Meeting City Council Work Session — Agenda Packet (2024-01-09)11\. Adjournp. 4Meeting City Council Work Session — Minutes (2024-01-09)Work Session adjourned at 6:55 p.m. with a 5-minute break to the 7:00 p.m. regular council meeting.

Prior history on this business

When someone referred back to earlier business, we found the matching prior discussion and tied it in here.

  • Most of this was discussed at the December meeting and decided, but reminded the council was to "sleep on it" to make final decisions.

    What this is about
    Prior December discussion and tentative decisions on PTO provisions for the personnel policy update.

    p. 1Meeting City Council Work Session — Minutes (2024-01-09)Much discussion regarding the PTO. Most of this was discussed at the December meeting and decided, but reminded the council was to "sleep on it" to make final decisions.

    Related history

    The records I searched do not contain a prior December discussion or decision matching this recollection about PTO provisions in a personnel policy update. The December item returned in the search was from the December 23, 2025 packet, but it concerned a Planning and Zoning recommendation on a minor subdivision, not employee PTO or personnel policy. Based on these results, I cannot confirm from the searched records that Council made tentative PTO decisions in December or agreed to “sleep on it” before final action.

    • Dec 23, 2025DECISION: Based on the foregoing information and applicable ordinances, the Planning and Zoning Commission recommends ap
    • May 12, 2026## City of Nowthen Elected Officials and Administration December 31, 2025 <table> <tr> <th>Elected Officials</th> <th>Po
    • May 12, 2026method of access and can change the methodology following the process in Clause 2.10. 2.3 Federal Systems Access. In add
    • May 12, 2026### 2. Property Taxes The City Council annually adopts a tax levy and certifies it to Anoka County (the "County") in Dec
    • Apr 14, 20266\. The approved total outdoor cultivation area shall not exceed 7000 square feet that is in a fenced and secured area a
  • A previous change proposed by Council Member Rainville and approved on 11/27 states that an employee should contact the City Council.

    What this is about
    Prior November 27 personnel-policy change proposed by Council Member Rainville about who employees should contact.

    p. 5Meeting City Council Work Session — Agenda Packet (2024-01-09)A previous change proposed by Council Member Rainville and approved on 11/27 states that an employee should contact the City Council. Should this be changed to Personnel Committee?

    Related history

    The records I searched do not contain a prior November 27 personnel-policy decision matching this recollection. The results include some employee-related material, such as a proposed April 14, 2026 resolution on employee wage step charts, but nothing showing a November 27 change proposed by Council Member Rainville about employees contacting the City Council.

    • Feb 10, 2026<figure> CITY OF NOWTHEN </figure> ## REQUEST FOR COUNCIL ACTION <table> <tr> <th>Agenda Item:</th> <th>Department:</th>
    • Apr 14, 2026# A RESOLUTION ACCEPTING THE PROPOSED STEP CHARTS AND INCREASING EMPLOYEE WAGES. WHEREAS, The Nowthen City Council recog
    • Mar 10, 2026application shall be submitted to the Planning & Zoning Commission for their advice and recommendations and they shall c
    • Feb 24, 2026application shall be submitted to the Planning & Zoning Commission for their advice and recommendations and they shall c
    • Apr 14, 2026CITY OF NOWTHEN </figure> RESOLUTION No. 2026-XX Council Meeting Location: Historic Townhall 19800 Nowthen Blvd NW Nowth
  • Decisions made during 12/14 Meeting:

    What this is about
    Earlier December 14 work-session decisions on PTO accrual, disability coverage, ESST, and insurance benefits.

    p. 6Meeting City Council Work Session — Agenda Packet (2024-01-09)Decisions made during 12/14 Meeting: ### 1) PTO Accrual

    Related history

    The records I searched do not contain a prior December 14 work-session decision matching this recollection about PTO accrual, disability coverage, ESST, or employee insurance benefits. The only “decisions made by December” reference in the results is from the February 10, 2026 minutes, where Council Member Glaser suggested starting a future planning process in October so decisions could be made by December. That appears unrelated to the employee-benefits topics listed here.

    • May 12, 2026## City of Nowthen Elected Officials and Administration December 31, 2025 <table> <tr> <th>Elected Officials</th> <th>Po
    • May 12, 2026### 2. Property Taxes The City Council annually adopts a tax levy and certifies it to Anoka County (the "County") in Dec
    • May 12, 2026# City of Nowthen Notes to Basic Financial Statements ## NOTE 8 - RISK MANAGEMENT The City is exposed to various risks o
    • Mar 10, 2026After discussion, the Council decided to review the materials and bring recommendations to the next meeting. Council Mem
    • Feb 10, 2026After discussion, the Council decided to review the materials and bring recommendations to the next meeting. Council Mem

Where this came up before

  1. Dec 23, 2025
    City Meeting

    DECISION: Based on the foregoing information and applicable ordinances, the Planning and Zoning Commission recommends approval of the Minor Subdivision subject to the following conditions: 1\.

    DocDECISION: Based on the foregoing information and applicable ordinances, the Planning and Zoning Commission recommends approval of the Minor Subdivision subject to the following conditions: 1\.
  2. May 12, 2026
    City Meeting

    ## City of Nowthen Elected Officials and Administration December 31, 2025 <table> <tr> <th>Elected Officials</th> <th>Position</th> <th>Term Expires</th> </tr> <tr> <td>Shane Hybben</td> <td>

    Doc## City of Nowthen Elected Officials and Administration December 31, 2025 <table> <tr> <th>Elected Officials</th> <th>Position</th> <th>Term Expires</th> </tr> <tr> <td>Shane Hybben</td> <td>
  3. May 12, 2026
    City Meeting

    method of access and can change the methodology following the process in Clause 2.10. 2.3 Federal Systems Access. In addition, pursuant to 28 CFR §20.30-38 and Minn. Stat. §299C.58, BCA may pro

    Docmethod of access and can change the methodology following the process in Clause 2.10. 2.3 Federal Systems Access. In addition, pursuant to 28 CFR §20.30-38 and Minn. Stat. §299C.58, BCA may pro
  4. May 12, 2026
    City Meeting

    ### 2. Property Taxes The City Council annually adopts a tax levy and certifies it to Anoka County (the "County") in December (levy/assessment date) of each year for collection in the following year.

    Doc### 2. Property Taxes The City Council annually adopts a tax levy and certifies it to Anoka County (the "County") in December (levy/assessment date) of each year for collection in the following year. The County is responsible for billing a
  5. Apr 14, 2026
    City Meeting

    6\. The approved total outdoor cultivation area shall not exceed 7000 square feet that is in a fenced and secured area as shown on the Site Layout. All cultivation shall occur not less than 200

    Doc6\. The approved total outdoor cultivation area shall not exceed 7000 square feet that is in a fenced and secured area as shown on the Site Layout. All cultivation shall occur not less than 200

Sources

Documents and recordings archived for this meeting, when available.

Show a sample of the transcript (1352 segments, 3:40:21 total)
  • 0:18 okay all right 519 here
  • 0:31 Mary can I I can hear you yes right there we
  • 0:41 go and now I can hear her can you still hear us Mary yes I can but now we can't hear you because that's a
  • 0:51 speaker you cannot hear me
  • 1:06 we can hear you but then everything we say is coming back to us really loud from your side let me pick I'm gonna
  • 1:13 switch to in your voice changes to a d not well I can mute myself until I need
  • 1:22 to speak how's that okay no I switched you to my computer
  • 1:28 okay mess up just so you may just have to talk kind of loud okay okay can you
  • 1:36 guys hear anything from that bit Mary AB B CDE e
  • 1:45 FG how did that sound [Music] yeah
  • 2:05 speak okay try this now AB c d e f TR again AB b c d e
  • 2:24 FG so Jeff's calling me now now it's now it's Jeff are you calling
  • Showing first 12 segments. Open the YouTube video for the full transcript.

The summary on this page is AI-extracted and may need correction. The PDFs and the meeting recording are the official record. What do the trust labels mean?