Tuesday, November 12, 2024
What happened
Council certified the 2024 election results, approved minutes and multiple resolutions (including pension increase, development final acceptances, URRWMO JPA, and Public Works access control), approved Terracon’s geotechnical proposal and the Abdo contract, directed an RFP for The Ponds land, and held a closed session for the City Administrator’s performance review.
16 motions on the record. Split votes are highlighted.
M1MOTION BY COUNCIL MEMBER WEST TO ADOPT RESOLUTION 24-116, CANVASS ELECTION RESULTS.
MOTION BY COUNCIL MEMBER WEST TO ADOPT RESOLUTION 24-116, CANVASS ELECTION RESULTS.
moved by West, seconded by Bray Johnson
M2MOTION MADE BY COUNCIL MEMBER TRADEWELL TO APPROVE THE REGULAR AGENDA AS PRESENTED.
MOTION MADE BY COUNCIL MEMBER TRADEWELL TO APPROVE THE REGULAR AGENDA AS PRESENTED.
moved by Tradewell, seconded by Wylie
M3MOTION MADE BY COUNCIL MEMBER WEST TO APPROVE THE CITY COUNCIL MINUTES FOR OCTOBER 28, 2024, AS CORRECTED ABOVE.
MOTION MADE BY COUNCIL MEMBER WEST TO APPROVE THE CITY COUNCIL MINUTES FOR OCTOBER 28, 2024, AS CORRECTED ABOVE.
moved by West, seconded by Bray Johnson
M4MOTION MADE BY COUNCIL MEMBER WYLIE TO APPROVE CONSENT AGENDA ITEMS A, B, C.
moved by Wylie, seconded by West
M5MOTION MADE BY COUNCIL MEMBER TRADEWELL TO APPROVE CONSENT AGENDA ITEM D.
moved by Tradewell, seconded by Wylie
M6MOTION BY COUNCIL MEMBER WYLIE TO WITHDRAW RESOLUTION 24-120 APPROVING THE TRANSFER OF FUNDS - ASSET ACQUISITION FUND.
MOTION BY COUNCIL MEMBER WYLIE TO WITHDRAW RESOLUTION 24-120 APPROVING THE TRANSFER OF FUNDS - ASSET ACQUISITION FUND.
moved by Wylie, seconded by West
M7MOTION MADE BY COUNCIL MEMBER WEST TO ADOPT RESOLUTION 24-121 INCREASING PENSION BENEFIT LEVEL FOR FIREFIGHTERS YEARS OF SERVICE.
MOTION MADE BY COUNCIL MEMBER WEST TO ADOPT RESOLUTION 24-121 INCREASING PENSION BENEFIT LEVEL FOR FIREFIGHTERS YEARS OF SERVICE.
moved by West, seconded by Bray Johnson
M8MOTION MADE BY COUNCIL MEMBER WEST TO ADOPT RESOLUTION 24-122 ACCEPTING SMITH GROW THIRD ADDITION DEVELOPMENT.
MOTION MADE BY COUNCIL MEMBER WEST TO ADOPT RESOLUTION 24-122 ACCEPTING SMITH GROW THIRD ADDITION DEVELOPMENT.
moved by West, seconded by Tradewell
M9MOTION MADE BY COUNCIL MEMBER WYLIE TO ADOPT RESOLUTION 24-123 ACCEPTING JP FARMS DEVELOPMENT.
MOTION MADE BY COUNCIL MEMBER WYLIE TO ADOPT RESOLUTION 24-123 ACCEPTING JP FARMS DEVELOPMENT.
moved by Wylie, seconded by Bray Johnson
M10MOTION MADE BY COUNCIL MEMBER WEST TO APPROVE THE GEOTECHNICAL PROPOSAL FROM TERRACON.
MOTION MADE BY COUNCIL MEMBER WEST TO APPROVE THE GEOTECHNICAL PROPOSAL FROM TERRACON.
moved by West, seconded by Tradewell
M11MOTION BY COUNCIL MEMBER WYLIE TO ADOPT RESOLUTION 24-124 APPROVING THE UPPER RUM RIVER WATERSHED MANAGEMENT ORGANIZATION JOINT POWERS AGREEMENT.
MOTION BY COUNCIL MEMBER WYLIE TO ADOPT RESOLUTION 24-124 APPROVING THE UPPER RUM RIVER WATERSHED MANAGEMENT ORGANIZATION JOINT POWERS AGREEMENT.
moved by Wylie, seconded by Bray Johnson
M12MOTION BY COUNCIL MEMBER TRADEWELL TO APPROVE THE ABDO FINANCIAL SERVICES CONTRACT.
moved by Tradewell, seconded by Bray Johnson
M13MOTION BY COUNCIL MEMBER BRAY JOHNSON TO ADOPT RESOLUTION 24-125 APPROVING TO INSTALL ACCESS CONTROL AT PUBLIC WORKS BUILDING.
MOTION BY COUNCIL MEMBER BRAY JOHNSON TO ADOPT RESOLUTION 24-125 APPROVING TO INSTALL ACCESS CONTROL AT PUBLIC WORKS BUILDING.
moved by Bray Johnson, seconded by Wylie
M14MOTION BY COUNCIL MEMBER TRADEWELL TO DIRECT STAFF TO PREPARE AN RFP FOR THE PONDS LAND.
MOTION BY COUNCIL MEMBER TRADEWELL TO DIRECT STAFF TO PREPARE AN RFP FOR THE PONDS LAND.
moved by Tradewell, seconded by West
M15MOTION MADE BY MAYOR ROLF. SECOND BY COUNCIL MEMBER WEST TO GO INTO CLOSED SESSION PURSUANT TO MINNESOTA STATUTES, SECTION 13D.05, SUBDIVISION 3(a) FOR THE ANNUAL PERFORMANCE REVIEW OF THE CITY ADMINISTRATOR.
MOTION MADE BY MAYOR ROLF. SECOND BY COUNCIL MEMBER WEST TO GO INTO CLOSED SESSION PURSUANT TO MINNESOTA STATUTES, SECTION 13D.05, SUBDIVISION 3(a) FOR THE ANNUAL PERFORMANCE REVIEW OF THE CITY ADMINISTRATOR.
moved by Rolf, seconded by West
M16MOTION MADE BY COUNCIL MEMBER TRADEWELL, SECOND BY MAYOR WEST TO ADJOURN.
moved by Tradewell, seconded by West
28 items as recorded in the agenda and minutes, each with a short summary of what was at issue.
Call to Order / Pledge / Roll CallCall to Order; Pledge of Allegiance; Roll Call
Meeting called to order; roll call taken.
Recess Regular Meeting / Convene Canvassing BoardRecess Regular Meeting; Convene City Canvassing Board
Canvass the returns and declare the results of the election, then consider signing and adopting Resolution 24-116 which is the official certification
The council recessed into the City Canvassing Board, reviewed and announced the council election results (including vote totals for Wylie, Tradewell, and Shepherd, plus write-ins and total voters), noted high turnout, and adopted Resolution 24-116 to canvass and certify the election results before reconvening the regular meeting.
Mayor recessed and convened the Canvassing Board; election results were canvassed and Resolution 24-116 was adopted.
1Announcements
Council and mayor congratulated reelected members and thanked election judges/staff; tree lighting event announced.
2Setting of Regular Agenda
Approve the regular agenda as presented or add/delete an agenda item by a majority vote
Agenda approved as presented (5-0).
3Public Forum
Speakers are requested to come to the podium, state their name and address for the clerk's record, and limit their remarks to three minutes.
Two speakers addressed the council (Immaculate Heart of Mary rezoning update; comments about vote counting and County Canvassing Board).
4AApproval of Minutes: City Council Minutes - October 28, 2024
Approved as corrected regarding mayor’s prior abstention.
5AConsent Agenda: Claims and Accounts
Approved on consent with items B and C (5-0).
5BConsent Agenda: Resolution 24-117 Hiring Temporary Seasonal On-Call Snow Plow Driver - Lund
Approved on consent with items A and C (5-0).
5CConsent Agenda: Resolution 24-118 Charitable Gambling - St. Francis Madrigal Choir
Approved on consent with items A and B (5-0).
5DConsent Agenda: Resolution 24-119 Donation for Lighting Event - IPS
Pulled from consent for recognition; approved separately (4-0-1 West).
6ASheriff: October Report
Lieutenant presented October calls and cautioned residents about QR-code scam packages/letters.
7AFinance: 3rd Quarter Financial Report - Abdo Financial Solutions
Abdo presented the 3rd quarter financial report.
7BFinance: 2025 Preliminary Utility Fund Budget
Council reviewed preliminary utility budget; discussed utility rate study and administrative fee; requested looking at utility rates.
7CFinance: Resolution 24-120 Approving the Transfer of Funds - Asset Acquisition Fund
Council withdrew the resolution on staff recommendation to wait until 2025.
8AFire Department: Oak Grove Fire Relief Association pension increase request (Resolution 24-121)
Request for Pension Increase for Years of Service
The Fire Relief Association requested an increase to the firefighter retirement benefit, citing recruitment/retention and call volume; council discussed implications for city contributions and compared potential benefit levels, and ultimately adopted Resolution 24-121 on a 4-1 vote with the mayor opposed.
Council adopted Resolution 24-121 increasing benefit level; mayor voted no (4-1).
9ACity Engineer: Updates
Engineer discussed intersection/turn lane topic and upcoming 2025 road improvement plans with estimates higher than budgeted.
9BCity Engineer: Resolution 24-122 Final Acceptance - Smith Grove Third Addition
Final acceptance approved (5-0); warranty period begins October 11, 2024.
9CCity Engineer: Resolution 24-123 Final Acceptance - JP Farms
Final acceptance approved (5-0); warranty period begins May 9, 2024.
10ACity Attorney: Elections Update
The city attorney reviewed options for electronic pollbooks; the mayor said he wanted to continue moving forward on election integrity but preferred to wait for the County Canvassing Board meeting before making a decision, and the council agreed; discussion also covered Joint Powers Agreement timing and that not re-signing would shift administrative election costs to the city.
Attorney reviewed electronic pollbook options; council agreed to wait until after County Canvassing Board meeting before deciding; discussion included JPA timing and consequences of not re-signing.
11ACity Administrator: Geotechnical Proposal for Fire Station/City Hall Project
Staff reported receiving several quotes for geotechnical work for the Fire Station/City Hall project and recommended Terracon; council approved Terracon’s geotechnical proposal by unanimous vote.
Council approved the geotechnical proposal from Terracon (5-0).
11BCity Administrator: Resolution 24-124 URRWMO JPA
Council considered the URRWMO Joint Powers Agreement, noted no recommended changes, and adopted Resolution 24-124; after the city attorney advised abstention was reasonable for West and Tradewell, the motion carried 3-0 with those two abstaining.
Adopted 3-0 with Tradewell and West abstaining after attorney advice.
11CCity Administrator: Abdo Financial Services Contract
Council reviewed and approved the Abdo Financial Services contract, discussing whether hiring finance staff in-house might be cheaper and noting it would be difficult to find part-time help at the price; council approved the contract unanimously.
Council approved the Abdo Financial Services contract (5-0) after discussion including in-house vs contract cost considerations.
11DCity Administrator: Resolution 24-125 Access Control for Public Works Building
Council considered a proposal from IPS (Council member West’s business) to install access control at the Public Works building; West stated he would abstain and mentioned he might donate additional equipment, and the council adopted Resolution 24-125 with West abstaining.
Approved 4-0 with West abstaining due to proposal from his business (IPS).
11ECity Administrator: The Ponds Land
Staff reported they were ready to solicit offers for The Ponds land and would bring proposals back to council; after discussion about whether the RFP would cover the full project or a partial project and what land the city might keep, council directed staff to prepare an RFP.
Council directed staff to prepare an RFP for The Ponds land (5-0).
11FCity Administrator: Administrator Updates
Administrator provided updates (newsletter timing; hiring options; cannabis discussion next meeting; nuisance abatement agreement; code enforcement work session timing; deputy clerk appointment and wage).
12Mayor/Council Requests/Updates
Council reminders and discussions included snow parking, video contract length inquiry, Mayor of the Day program details, and conceptual discussion on Fire Department/City Hall features and maximum budget.
13Closed Session: City Administrator annual performance review
Pursuant to Minnesota Statute 13D.05, subd.3(a)
Council voted to go into closed session; closed session ran 8:17 PM to 9:13 PM.
14Adjournment
Next Regular Meeting scheduled for Monday, November 25, 2024 at 6:00 p.m.
Adjourned at 9:13 PM (5-0).
Options the council weighed, and what happened to them. The record of the road not taken.
Utility rates / utility rate study
under studyHave Abdo create a proposal for a utility rate study and bring it back to council (versus deciding immediately without an estimate)
Cost comparison: No cost estimate provided: "she did not have an estimate but could create a proposal"
Why: Council asked about the cost and the consultant offered to prepare a proposal for later consideration.
Raised by Thorsten
Transfer of funds to Asset Acquisition Fund (Resolution 24-120)
adoptedWait until 2025 to approve the transfer (versus approving tonight)
Why: Staff did not recommend approving that night because council intended to apply the transfer to the 2025 budget.
Raised by Wickham
Fire Relief Association benefit level increase (Resolution 24-121)
rejectedSet benefit level at $5,500 (instead of $5,800)
Cost comparison: $5,500 vs $5,800
Why: Council adopted the resolution with the higher $5,800 figure discussed; Tradewell’s preference was stated but not adopted.
Raised by Tradewell
Abdo Financial Services contract
rejectedHire someone in-house (versus contracting with Abdo)
Cost comparison: No amounts stated; discussion framed as potentially "cheaper" in-house.
Why: Mayor noted difficulty finding someone part-time and for the price; council supported the contract.
Raised by Wylie
Electronic pollbooks decision timing
deferredWait until after the County Canvassing Board meeting before making a decision (versus deciding now)
Why: Mayor wanted to see what happens at the Canvassing Board meeting; "The Council agreed."
Raised by Rolf
Staffing approach for receptionist/customer service rep and City Clerk
under studyUse some reserves to pay for a full-time position during 2025 and then budget for the position in 2026 (versus not creating a full-time position in 2025)
Why: Administrator said it would be difficult to create a full-time position with the 2025 budget and presented reserve-use as an option; council discussed desire for full-time rather than part-time.
Raised by Wickham
Documents and recordings archived for this meeting, when available.
Packet
Not in this archive
The supporting materials the board reviewed.
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?