Nowthen City Council Work Session meeting, July 16, 2024

Council Work Session

Tuesday, July 16, 2024 · 6:00 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 council approved the agenda and claims, discussed August work-session scheduling, worked through Personnel Policy Phase 2 revisions without final approval, and adjourned at 8:09 p.m.

What was on the agenda

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

A1Call to Order and Roll Call
The work session was called to order and roll call was taken.
Mayor Pilon called the work session to order at 6:10 p.m.; roll call showed Pilon, Rainville, Breyen, and Fladebo present, and Alders absent.
- meeting administration
No action
p. 1p. 1
A2Approve Agenda
Approve the agenda.
The council approved the July 16 work session agenda as presented, allowing the meeting to proceed to claims, August work-session scheduling, and Personnel Policy Phase 2 discussion.
The agenda was approved as presented.
- meeting administration
Approved
p. 1p. 1
A3Approve Claims Received before July 10, 2024
Approve claims received before July 10, 2024.
Because of the long gap between the July and August meetings due to the Primary Election, the council reviewed and approved the claims as presented. The packet listed a July 16 claims register totaling $132,376.41 and also included a July 15 additional check for $500.00.
The claims were approved as presented.
- claims
Approved
p. 1p. 1
A4Set a Work Session Date
Set a work session date.
The council discussed scheduling August work sessions for items pushed from earlier meetings. The mayor suggested the week of August 14 at 6:00 p.m. for the LMC to attend and the week of August 28 for unfinished business; the mayor and Council Member Fladebo were to check with the LMC.
The mayor suggested possible August work session dates, and the mayor and Council Member Fladebo were to check with the LMC; no final date was recorded.
- work session scheduling
Discussion only
p. 1p. 1
A5Personnel Policy Phase 2
Discuss Personnel Policy Phase 2, including purpose/adoption/scope, diversity/equity/inclusion, definitions, recruitment and selection, commercial driver drug and alcohol testing, records and reports, and work schedule.
The council worked through the Personnel Policy Phase 2 draft, using Project Manager Hirschboeck to update the working policy in real time. The minutes record many comment-by-comment directions, an action item for Administrator Lehner to provide truck gross weights and the NFD policy, and the decision that the Commercial Drivers License DOT policy would be handled as a separate referenced policy. No final approval occurred; the clean version was to go to the city attorney and return later for final council approval.
Council worked through draft policy comments and changes. No final approval was recorded; the updated clean copy was to go to the city attorney and return later for final approval.
- personnel policy
- DOT drug and alcohol testing
Discussion only
p. 1p. 1p. 2
A6Adjourn
Adjourn the work session.
After completing the work-session discussion, Council Member Rainville moved to adjourn, Fladebo seconded, and the meeting ended at 8:09 p.m.
The meeting was adjourned at 8:09 p.m.
- meeting administration
Approved
p. 1p. 2

Motions and votes

3 motions on the record.

M1MOTION BY MAYOR PILON, SECONDED BY RAINVILLE TO APPROVE THE AGENDA AS PRESENTED.
Exact transcript text
MOTION BY MAYOR PILON, SECONDED BY RAINVILLE TO APPROVE THE AGENDA AS PRESENTED.
moved by Pilon, seconded by Rainville
Passed
- YPilon
- YRainville
- YBreyen
- YFladebo
- ·Alders
p. 1p. 1
M2MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED.
moved by Pilon, seconded by Fladebo
Passed
- YPilon
- YRainville
- YBreyen
- YFladebo
- ·Alders
p. 1p. 1
M3Motion to Adjourn Council Member Rainville, Seconded by Fladebo.
moved by Rainville, seconded by Fladebo
Passed
p. 2

Dollar amounts in motions

Amounts named in or tied to a motion that passed, each shown with the motion. A motion can approve an amount, cap it, or remove it from a list, so read the motion text. These links are AI-extracted, and the minutes control.

All Star Trophy and Awards, Inc. claim for fire department par tags with Velcro.
$108
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 2
Anoka County 3rd Quarter Law Enforcement contract claim.
$120,607
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 2
Beaudry Oil & Services, Inc. claim for #2 dyed diesel fuel.
$4,038
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 2
ECM Publishers, Inc. claim for publication of the 2023 financial report.
$172
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 2
Eric Madson reimbursement for treats for hosted public works training.
$28
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 2
F.I.R.E. claim for car fire simulator training pay.
$1,200
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 2
Isaac Schulz reimbursement for hosting public works training treats.
$24
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 2
Lexi Johnson mileage reimbursement for 24 miles at $0.67 per mile.
$16
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 2
KRIS Engineering, Inc. claim for grader cutting edge equipment supplies.
$1,775
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 2
Martin Marietta claim for patch work.
$78
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 3
Menards claim for public works supplies.
$127
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 3
MN Fire Service Certification retest fee.
$25
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 3
Mobile Health Services, LLC claim for basic physicals for Lindberg, Maas, and Fossum.
$300
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 3
North Country Const & Remodeli claim line for repair office HVAC duct addition.
$720
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 3
North Country Const & Remodeli second claim line for repair office HVAC duct addition.
$300
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 3
North Country Const & Remodeli total claim.
$1,020
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 3
Jeff Pilon mileage reimbursement for LMC Conference mileage.
$148
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 3
RTY Consulting June invoice for accounting professional services.
$2,593
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 3
Vestis claim line for recycling center uniforms.
$34
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 3
Vestis claim line for public works uniforms.
$85
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 3
Vestis total claim.
$119
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 3
Total checks to be generated for the July 16, 2024 claims register.
$132,376
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 4
Karin Anderson Grantwriting claim for MN Armor Radio Grant professional services.
$500
Motion MOTION BY MAYOR PILON, SECONDED BY FLADEBO TO APPROVE THE CLAIMS AS PRESENTED. Passed(4 AYES. MOTION CARRIED.)
p. 5PDF

Prior history on this business

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

Per 5.23 meeting, Council voted to remove references to Classification Schedules.
What this is about
A prior meeting apparently addressed removing references to classification schedules from the personnel policy.
p. 16
Related history
The records searched show a partial match only. The May 5, 2025 City Council packet included a personnel policy draft that still contained references to a “Classification System” and to the “classification and compensation system” in the compensation section. However, the search results do not include minutes or a resolution from a May 23 meeting, and they do not show a recorded Council vote to remove those references. Later personnel policy items in the results, such as the January 13, 2026 packet, address unrelated policy updates like AI/data practices and a complaint policy.
- May 5, 2025Benefit Earning Employees - Employees who are eligible for City provided benefits. Such employees must be year-round emp
- Jan 13, 2026## A RESOLUTION APPROVING CHANGES TO THE DATA PRACTICES POLICY AND THE COMPUTER POLICY WITHIN THE PERSONNEL POLICY WHERE
- Sep 23, 2025· Agricultural tax classification requirements · Limiting operations to micro licenses only in RRA zones Commissioners d
- Aug 26, 2025· Agricultural tax classification requirements · Limiting operations to micro licenses only in RRA zones Commissioners d
- Jan 13, 2026### BACKGROUND AND SUPPLEMENTAL INFORMATION: AI language added to the computer policy: City Staff would like to add the
Per 5.23 meeting, pre-employment drug and alcohol testing for All candidates will be removed. Only Pre- employment DOT drug and alcohol testing will continue.
What this is about
A prior May 23 work session apparently discussed limiting pre-employment drug and alcohol testing to DOT testing.
p. 20
Related history
The records searched do not include a May 23 work session or a formal decision on that date matching the recollection that general pre-employment drug and alcohol testing would be removed for all candidates, leaving only DOT-required pre-employment testing. The closest related records are from early 2026. At the January 13, 2026 meeting packet, staff reported that the League of Minnesota Cities advised the City that employees who hold a CDL and operate commercial motor vehicles must be in a DOT-mandated drug and alcohol testing program, including pre-employment, random, post-accident, reasonable-suspicion, and return-to-duty testing. The same packet included a proposed resolution accepting Northland Occupational Health & DOT Compliance as the City’s drug testing company and authorizing staff to work with Workforce QA to make the drug policy DOT-compliant; Workforce QA’s policy update cost was listed as $150. The search excerpt does not show the final vote outcome. At the March 10, 2026 meeting packet, the draft policy language included separate provisions for general applicant testing and DOT/CDL driver testing. The DOT section specifically required pre-employment controlled-substance testing before a driver performs safety-sensitive functions. This is related to the recollection, but the records provided do not show a May 23 decision or a clear recorded vote eliminating non-DOT pre-employment testing for all other candidates.
- Jan 13, 2026CITY OF NOWTHEN By: SHANE D. HYBBEN Its Mayor ATTEST By: NATALIE JOHNSON Its City Clerk <figure> CITY OF NOWTHEN </figur
- Mar 10, 2026No applicant or driver may refuse to submit to pre-employment, post-accident, random, reasonable suspicion or follow-up
- Mar 10, 2026subd. 4. Cannabis and its metabolites are considered a "drug" for positions in the following categories, regardless of t
- Mar 10, 2026#### (1) Pre-Employment Testing: Job applicants offered employment with the City may receive the offer conditioned upon
- Mar 10, 2026### Pre-Employment Testing. All applicants, including current employees seeking a transfer, applying for a position wher
A work session to discuss items pushed from previous meeting needs to be scheduled.
What this is about
The August work-session scheduling discussion referred to items carried over from earlier meetings.
p. 1
Related history
The closest match in the records is the 2026 meeting-calendar discussion. At the January 13, 2026 meeting, staff noted that the regular August Council meeting date would fall on Primary Election Day, and Council agreed to move that meeting to August 18. The same discussion also noted rescheduling a budget work session to avoid a conflict. The January packet also listed additional 2026 meetings for CIP, ERP, and budget discussions. I did not find a record in these search results showing a formal vote to schedule a work session specifically for “items pushed” or carried over from prior meetings. The records show a related scheduling discussion about the August meeting and a budget work session, but not the specific “carried-over items” purpose described in the recollection.
- Jan 13, 2026This page was left intentionally blank. <figure> CITY OF NOWTHEN </figure> ### REQUEST FOR COUNCIL ACTION <table> <tr> <
- Sep 12, 2023MOTION BY COUNCIL MEMBER RAINVILLE, SECONDED BY BREYEN TO APPROVE RESOLUTION 2023-53 AUTHORIZING THE HIRING OF FOUR (4)
- Sep 12, 2023CITY OF NOWTHEN By: JEFFREY M. PILON Its Mayor ATTEST By: SCOTT LEHNER Its City Administrator Recordings of Nowthen City
- Feb 10, 2026## 9. NEW BUSINESS a) Discussion of 2026 City Council Meeting Date Schedule for City Council and Planning and Zoning. Ms
- Jan 13, 2026## 9. NEW BUSINESS ### a) Discussion of 2026 City Council Meeting Date Schedule for City Council and Planning and Zoning
Per Phase One, the Travel Expenses section will be reviewed during Phase Two
What this is about
The personnel policy comments refer to a prior Phase One decision to review travel expenses in Phase Two.
p. 39
Related history
The records show a partial match. Council was working through “Personnel Policy Phase 2” at the October 21, 2024 work session, with staff updating the draft in real time and noting action items and adjustments before attorney review and later final approval. The November 12, 2024 agenda packet includes the same “Personnel Policy Phase 2 continued” material. However, the records searched do not show a specific prior Phase One decision about the Travel Expenses section, and no formal vote on moving Travel Expenses to Phase Two was found in these results. The only Phase One references shown are draft comments saying other content had been removed during Phase One or would be updated later.
- Oct 21, 2024## SECTION 9 ATTENDANCE, VACATION and LEAVES Section 2-9-1 Attendance Section 2-9-2 Severe Weather Conditions Section 2-
- Oct 21, 2024Section 2-9-12 Regular Leave Without Pay Section 2-9-13 Voting Leave ## Section 2 9 14 Family Medical Leave Act (FMLA) S
- May 5, 2025Council approval. PTO will be paid out at the employee's normal base rate of pay, at straight time, in effect on the emp
- Nov 12, 2024### 3. Personnel Policy Phase 2 continued Project Manager Hirschboeck will be taking notes and updating the working poli
- Oct 21, 2024## 3. Personnel Policy Phase 2 continued Project Manager Hirschboeck will be taking notes and updating the working polic
Per Phase One, Section 13 Purchase of Goods and Services will be reviewed in Phase Two.
What this is about
The personnel policy comments refer to a prior Phase One decision to review purchase of goods and services in Phase Two.
p. 54
Related history
The records searched show related Personnel Policy “Phase 2” discussions, but they do not include the underlying Phase One decision specifically saying that “Section 13 Purchase of Goods and Services” would be reviewed in Phase Two. At the October 21, 2024 work session, Council continued reviewing Personnel Policy Phase 2, with staff updating the working draft in real time and noting that the revised clean copy would later go to the city attorney before returning for final Council approval. The November 12, 2024 agenda packet repeats that same Phase 2 summary. A later May 5, 2025 packet includes an attorney email describing the personnel policy as still a working draft and asking Council to discuss comments labeled “COUNCIL CONVERSATION,” with no official action to be taken on that draft at that time. Based on the search results provided, there is a partial match to ongoing Phase 2 personnel policy review, but no record here of a formal Phase One vote or decision on Section 13 Purchase of Goods and Services.
- Nov 12, 2024### 3. Personnel Policy Phase 2 continued Project Manager Hirschboeck will be taking notes and updating the working poli
- Oct 21, 2024## 3. Personnel Policy Phase 2 continued Project Manager Hirschboeck will be taking notes and updating the working polic
- Apr 14, 2026## Trail Development and Connectivity Council Member Swenson initiated discussion about walking trails that could connec
- Mar 23, 2026### Trail Development and Connectivity Council Member Swenson initiated discussion about walking trails that could conne
- May 5, 2025<table> <tr> <td>From:</td> <td>Delia Stoeckel</td> </tr> <tr> <td>To:</td> <td>Delia Stoeckel</td> </tr> <tr> <td>Subje

Where this came up before

Sources

Documents and recordings archived for this meeting, when available.

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?

What was on the agenda

Motions and votes

Dollar amounts in motions

Prior history on this business

Related history

Related history

Related history

Related history

Related history

Where this came up before

Sources