Tuesday, October 8, 2024 · 6:00 PM
One-line summary
The council approved Rogers Lake assessments, Petersen Acres with conditions, Ortell enforcement steps, a conditional city-attorney attendance approach, A&B land-sale due diligence, a 60-day Mackenzie Hills temporary certificate of occupancy, stipend-policy amendments, and several invoices while leaving several old-business policy items pending.
49 items as recorded in the agenda, packet, and minutes, each with a plain-English summary of what was at issue.
1Call to Order
Call to order, pledge, roll call, and approval of agenda.
Agenda approved as amended.
2Public Forum
Public forum for residents and speakers.
Sue Pilon thanked the council, staff, businesses, churches, fire department, sheriff's office, and volunteers for the Heritage Festival.
3Consent Agenda
Consent calendar.
Consent agenda approved; claim number 267 was moved to Items Moved from Consent Agenda before approval.
3aApproval of Claims and Treasurer's Report for September 2024
Approval of Claims and Treasurer's Report for September 2024.
The council approved the consent agenda, covering prior minutes, the URRWMO JPA, the Tyler v. Hennepin County information item, the Civic Plus website payment plan, the amended 2019A debt levy cancellation, and Mayor Pilon's stipend request; the Martin-McCallister invoice was pulled for separate action.
Approved with consent agenda, except Martin-McCallister claim number 267 was removed and voted on separately.
3bApproval of prior meeting minutes
Approval of August 15, August 19, August 20, August 26, August 28, and September 10 meeting minutes.
The council approved the consent agenda, covering prior minutes, the URRWMO JPA, the Tyler v. Hennepin County information item, the Civic Plus website payment plan, the amended 2019A debt levy cancellation, and Mayor Pilon's stipend request; the Martin-McCallister invoice was pulled for separate action.
Approved with consent agenda.
3cURRWMO JPA approval
Approval of updated JPA for Upper Rum River Watershed Management Organization.
The council approved the consent agenda, covering prior minutes, the URRWMO JPA, the Tyler v. Hennepin County information item, the Civic Plus website payment plan, the amended 2019A debt levy cancellation, and Mayor Pilon's stipend request; the Martin-McCallister invoice was pulled for separate action.
Approved with consent agenda.
3dTyler v. Hennepin County information
Tyler v. Hennepin County information only.
The council approved the consent agenda, covering prior minutes, the URRWMO JPA, the Tyler v. Hennepin County information item, the Civic Plus website payment plan, the amended 2019A debt levy cancellation, and Mayor Pilon's stipend request; the Martin-McCallister invoice was pulled for separate action.
Information item included in consent agenda.
3eWebsite vendor change to Civic Plus
Approval of website vendor change to Civic Plus with 30% payment in 2024 and remaining amount in 2025.
The council approved the consent agenda, covering prior minutes, the URRWMO JPA, the Tyler v. Hennepin County information item, the Civic Plus website payment plan, the amended 2019A debt levy cancellation, and Mayor Pilon's stipend request; the Martin-McCallister invoice was pulled for separate action.
Approved with consent agenda.
3fCancellation of debt resolution
Cancellation of debt RCA and resolution.
The council approved the consent agenda, covering prior minutes, the URRWMO JPA, the Tyler v. Hennepin County information item, the Civic Plus website payment plan, the amended 2019A debt levy cancellation, and Mayor Pilon's stipend request; the Martin-McCallister invoice was pulled for separate action.
Approved with consent agenda.
3gMayor Pilon meeting stipend
Mayor Pilon meeting stipend.
The council approved the consent agenda, covering prior minutes, the URRWMO JPA, the Tyler v. Hennepin County information item, the Civic Plus website payment plan, the amended 2019A debt levy cancellation, and Mayor Pilon's stipend request; the Martin-McCallister invoice was pulled for separate action.
Approved with consent agenda.
4aRogers Lake Project assessments
Discussion about adopting resolution regarding Rogers Lake Project assessments to property owners.
The council adopted the assessment roll for the Rogers Lake-area road project, with the per-property assessment reduced from the earlier $8,700 proposal to $6,400 and payable over 10 years with interest if not paid up front.
Assessment resolution adopted; minutes state assessment reduced from $8,700 to $6,400.
5aFire Department monthly report
Monthly report, not received.
Monthly report was not received.
5bAgreement for NFD house burn training
Consider approval of agreement for NFD house burn training.
The council handled the live burn agreement for 8302 181st Ave NW and approved having the Fire Department arrange sheriff's office monitoring for the live burn site.
Council addressed the live burn agreement and approved sheriff's office monitoring of the site.
6aSheriff's Department monthly report
Monthly report.
Chief Deputy Jacobson presented the September sheriff report, including 141 calls for service and Bar None activity; the separate old-business item on Bar None compliance remained pending.
Chief Deputy Jacobson presented the September report.
7aPlanning and Zoning monthly report
Monthly planning report.
Planning report was included in packet; the meeting discussion focused on Petersen Acres.
7bPetersen Acres Final Plat
Resolution approving Petersen Acres final plat.
The council approved Petersen Acres with conditions, including unresolved plan items and review of dust-control obligations; the development agreement includes financial requirements such as park/trail dedication and escrow.
Final plat approved with listed conditions; transcript also reflects approval of both final plat and development agreement with conditions.
7cPetersen Acres Development Agreement
Resolution approving Petersen Acres development agreement.
The council approved Petersen Acres with conditions, including unresolved plan items and review of dust-control obligations; the development agreement includes financial requirements such as park/trail dedication and escrow.
Transcript records that the motion approved both the final plat and development agreement; minutes emphasize final plat approval with conditions.
8aMoore Engineering master service agreement or road study
Moore Engineering master service agreement or road study payment.
The council approved payment of a $1,500 Moore Engineering invoice and discussed the road study invoice and whether a master service agreement was still needed.
Council approved payment of a $1,500 outstanding invoice; minutes also note a $21,200 road study invoice request.
8bPersonnel Policy meeting
Reschedule Personnel Policy meeting.
The council discussed the personnel policy meeting, options for faster meeting minutes, Eric Matson's 20-year anniversary, PTO request handling, scheduling council office visits through the administrator, and updates on administrative assistant and recycling attendant staffing.
A meeting was identified for October 21 at 6:30 p.m.; no formal motion is recorded in the minutes.
8cMeeting minutes outside source investigation
Meeting minutes to be done by outside source investigation.
The council discussed the personnel policy meeting, options for faster meeting minutes, Eric Matson's 20-year anniversary, PTO request handling, scheduling council office visits through the administrator, and updates on administrative assistant and recycling attendant staffing.
Options were discussed; no formal action recorded.
8dEmployee anniversary
Employee anniversary.
The council discussed the personnel policy meeting, options for faster meeting minutes, Eric Matson's 20-year anniversary, PTO request handling, scheduling council office visits through the administrator, and updates on administrative assistant and recycling attendant staffing.
Eric Matson's 20 years with the city were recognized.
8eAdministrator PTO
Administrator PTO coming up.
The council discussed the personnel policy meeting, options for faster meeting minutes, Eric Matson's 20-year anniversary, PTO request handling, scheduling council office visits through the administrator, and updates on administrative assistant and recycling attendant staffing.
Council discussed putting future PTO requests on the consent agenda.
8fCouncil business in city offices
Discuss RCA regarding council business in city offices.
The council discussed the personnel policy meeting, options for faster meeting minutes, Eric Matson's 20-year anniversary, PTO request handling, scheduling council office visits through the administrator, and updates on administrative assistant and recycling attendant staffing.
Council discussed scheduling council visits to the office through the administrator; no formal motion recorded.
8gAdministrative assistant and recycling staffing update
Administrative assistant and recycling attendant staffing update.
The council discussed the personnel policy meeting, options for faster meeting minutes, Eric Matson's 20-year anniversary, PTO request handling, scheduling council office visits through the administrator, and updates on administrative assistant and recycling attendant staffing.
Not separately listed on the agenda, but discussed during Administrator Update.
9-new-1City Attorney at council meetings
Discuss RCA for budget line to have City Attorney at city meetings.
The council decided Attorney Ruppe should attend meetings when it is predetermined that his input is needed, rather than automatically attending every meeting.
Attorney Ruppe will attend meetings when his input is predetermined to be needed.
9-new-2Ortell property options
Discuss RCA for options for the Ortell property.
The council ordered that Mr. Ortell be served to remedy the hazardous excavation within 15 days and approved a $3,500 estimate for the city to correct the problem and certify the cost to property taxes if needed.
Council ordered service on Mr. Ortell and approved a $3,500 estimate if city work is needed.
9-new-3Interim Part-Time Fire Chief hiring process
Discuss RCA for Fire Chief hiring process.
The council discussed the process for the interim part-time fire chief hiring, including a hiring committee, candidate scoring, interview questions, and timing, but the minutes do not record a formal motion.
Council discussed process, interview questions, rubric, and hiring committee; no formal motion is recorded in the minutes.
9-new-4Possible sale of city-owned land to A&B Welding
Discuss sale of property to A&B Welding.
The council authorized Administrator Lehner to work with subcontractors and Mayor Pilon to evaluate the city-owned outlot, determine what can be done with it, and develop information needed to set a purchase price for A&B Welding's potential purchase.
Administrator, subcontractors, and mayor were authorized to work on tasks needed to determine a purchase price.
9-old-aMackenzie Hills Certificate of Occupancy
Mackenzie Hills Certificate of Occupancy status.
The council approved a 60-day temporary certificate of occupancy for 20330 Engen Blvd while remaining driveway, culvert, bypass lane, tree, and hammerhead issues are inspected and corrected.
Temporary 60-day certificate of occupancy approved, with follow-up inspection and work toward permanent certificate of occupancy.
9-old-bEmergency Operations Plan update
Mayor Pilon to work with Anoka County to update EOP and schedule training.
Still in progress; no new information.
9-old-cThird-party consultant access and billing policy
Resolution for third-party consultants/contractors access and associated billing.
Still in progress.
9-old-dLiquor license application fee increase public hearing
Schedule public hearing for liquor license application fee increase.
Public hearing set for December 10, 2024; item to be removed from old-business list and placed on December agenda.
9-old-eAccessory dwelling unit information
Planner Nash to provide information on ADU requests.
Council will address at another time with more specific information from Planner Nash.
9-old-fSolicitation policy
Research solicitation policy.
Attorney Ruppe will forward a sample policy; not yet received at the time of minutes.
9-old-gReschedule LMC meeting
Reschedule LMC roles and responsibilities meeting with council and staff.
The council considered rescheduling the LMC roles-and-responsibilities workshop, but the motion failed on a 2-2 vote after discussion about waiting until after the election and seating of the next council.
Motion to reschedule failed on a 2-2 vote.
9-old-hMemorial landscaping plan
Memorial landscaping plan by Council Member Fladebo.
Minutes state it will be removed from the list unless council directs otherwise.
9-old-i2025 road repair priority
Determine priority road in 2025 for repair.
Included in packet and to be removed from old-business list.
9-old-j2026-2028 road and equipment priorities
City Council road, project, and equipment priorities for 2026-2028.
No response from council noted; question remains whether council wants to discuss.
9-old-kConsortium JPA information
Consortium JPA information from Mayor Pilon.
To be removed from list.
9-old-lCode compliance process
Code compliance process with consultants.
Meeting scheduled for November 12, 2024; item to be removed from old-business list.
9-old-mCannabis ordinance
Cannabis ordinance work by City Planner.
To be addressed at November meeting and removed from old-business list.
9-old-nCity vision and organizational chart
Vision for city and organizational chart communication.
Nothing provided; October 15 meeting cancelled; question remains whether to reschedule.
9-old-o2025 SCORE grant contract information
Council Member Rainville to contact Sue Doll for 2025 SCORE grant contract information.
Still listed; no further action recorded.
9-old-pCar counts on busier roads
Car counts on busier roads and cost.
County does not provide car counts for city roads; item to be removed.
9-old-qMS4 program with HAA
Implement MS4 program with HAA and determine 2024 funding source.
Still listed as an implementation/funding item.
9-old-rMeeting stipend policy and form
Council Member Rainville to update stipend form and bring back for review and approval.
The council approved the updated stipend policy with amendments and directed staff to distribute the new stipend form as a separate PDF.
Updated stipend policy approved with amendments; action item to update form and annual appointments resolution to eliminate the Personnel Committee.
9-old-sBar None compliance agreement
Bar None agreement/compliance work by Mayor Pilon, Administrator Lehner, and Attorney Ruppe.
Chief Deputy Jacobson presented the September sheriff report, including 141 calls for service and Bar None activity; the separate old-business item on Bar None compliance remained pending.
Still listed; no separate action recorded at this meeting.
10aMartin-McCallister invoice
Martin-McCallister invoice moved from consent agenda.
The council approved payment of the $4,000 Martin-McCallister invoice for chief evaluations after it was pulled from consent.
Invoice approved for payment after being moved from consent agenda.
11Adjourn
Adjournment.
Meeting adjourned at 8:45 p.m.
19 motions on the record. Split votes are highlighted.
M001MOTION BY CM BREYEN, SECONDED BY MAYOR PILON TO APPROVE THE AGENDA AS AMENDED.
moved by Breyen, seconded by Pilon
M002MOTION BY CM RAINVILLE, SECONDED BY CM BREYEN TO APPROVE THE CONSENT AGENDA.
moved by Rainville, seconded by Breyen
M003MOTION BY CM BREYEN, SECONDED BY MAYOR PILON TO ADOPT RESOLUTION 2024-XX REGARDING THE ROGERS LAKE ROAD PROJECT ASSESSMENT.
moved by Breyen, seconded by Pilon
M004I would make a motion to approve the agreement between the burn agreement between Terry and Lorie Hogan and the City of Melman.
I would make a motion to approve the agreement between uh the burn agreement between Terry and Lorie Hogan and the City of Melman
moved by Breyen
Transcript records voice vote followed by "motion carries."
M005MOTION BY CM BREYEN, SECONDED BY CM RAINVILLE TO APPROVE THE FIRE DEPARTMENT TO ARRANGE WITH THE SHERRIF'S OFFICE FOR MONITORING OF THE LIVE BURN SITE.
moved by Breyen, seconded by Rainville
M006MOTION BY CM BREYEN, SECONDED BY CM ALDERS TO APPROVE FINAL PLAT WITH CONDITIONS AS LISTED FOR PETERSON ACRES.
moved by Breyen, seconded by Alders
M007MOTION BY MAYOR PILON, SECONDED BY CM RAINVILLE TO HAVE CITY ATTORNEY LOOK AT THE STATE STATUTE FOR DUST CONTROL.
moved by Pilon, seconded by Rainville
M008Approve both the final plat and the developers gr.
approve both the final plat and the developers gr
moved by Breyen, seconded by Alders
Transcript records voice vote followed by "motion carries"; minutes separately record only the final plat motion.
M009MOTION BY MAYOR PILON, SECONDED BY CM BREYEN TO PAY OUTSTANDING INVOICE TO MOORE ENGINEERING FOR $1500.
moved by Pilon, seconded by Breyen
M010MOTION BY MAYOR PILON, SECONDED BY CM BREYEN FOR ATTORNEY RUPPE TO ATTEND MEETINGS WHERE IT IS PRE-DETERMINED THAT HIS INPUT/HELP IS NEEDED AT THE MEETING. PRIORITZE ITEMS FOR 2025.
moved by Pilon, seconded by Breyen
M011MOTION BY CM RAINVILLE, SECONDED BY CM ALDERS TO SERVE MR. ORTELL TO REMEDY HIS PROPERTY WITHIN 15 DAYS.
moved by Rainville, seconded by Alders
M012MOTION BY CM BREYEN, SECONDED BY CM ALDERS TO APPROVE THE ESTIMATE OF $3500 TO RECTIFY THE ISSUES ON THIS PROPERTY TO BE PAID BY THE CITY AND CERTIFIED TO THE PROPERTY TAXES.
moved by Breyen, seconded by Alders
M013MOTION BY COUNCIL MEMBER BREYEN, SECONDED BY COUNCIL MEMBERS ALDERS TO APPROVE ADMINISTRATOR LEHNER TO WORK WITH SUBCONTRACTORS AND MAYOR PILON TO COMPLETE THE TASKS ABOVE TO DETERMINE PURCHASE PRICE FOR THIS LOT THAT A&B WELDING WISHES TO PURCHASE FROM THE CITY.
moved by Breyen, seconded by Alders
M014MOTION BY MAYOR PILON, SECONDED BY CM ALDERS TO ISSUE A TEMPORARY CERTIFICATE OF OCCUPANCY FOR 60 DAYS TO GUSTAFSON'S FOR 20330 ENGEN BLVD.
moved by Pilon, seconded by Alders
M015MOTION AMENDED TO INCLUDE ADMINISTRATIVE LEHNER TO DESIGNATE SOMEONE TO GO OUT PRIOR TO THE NEXT CITY COUNCIL MEETING AND WORK WITH ANDY FROM RRC TO WORK TOWARDS THE PERMANENT CERTIFICATE OF OCCUPANCY.
M016MOTION BY MAYOR PILON, SECONDED BY CM RAINVILLE TO RESCHEDULE MEETING FOR DISCUSSION.
moved by Pilon, seconded by Rainville
M017MOTION BY COUNCIL MEMBER RAINVILLE, SECONDED BY MAYOR PILON TO APPROVE THE UPDATED STIPEND POLICY WITH AMENDMENTS AND STAFF TO SEND ALL COUNCIL MEMBERS A NEW STIPEND FORM AS A SEPARATE PDF.
moved by Rainville, seconded by Pilon
M018MOTION BY RAINVILLE, SECONDED BY BREYEN TO PAY THIS INVOICE.
moved by Rainville, seconded by Breyen
M019MOTION BY TO ADJOURN BY CM RAINVILLE, SECONDED BY MAYOR PILON.
moved by Rainville, seconded by Pilon
The amounts the council actually voted to approve, each with the vote that approved it. Drawn from the official minutes.
Rogers Lake road project preliminary estimate
$752,000
Rogers Lake road bid-based estimate
$570,000
Rogers Lake road project contingency
$30,000
Rogers Lake road forecasted total project cost
$546,000
Rogers Lake outlet pipe added drainage improvement
$9,600
Rogers Lake assessable improvement cost base
$230,400
Rogers Lake city-paid project cost components
$315,600
Rogers Lake assessment interest rate
$6
Civic Plus 2024 website payment
$1,106
Civic Plus 2025 website payment
$2,580
Civic Plus first-year service invoice
$3,758
Original 2019A debt levy cancellation amount
$151,568
2019A debt levy amount left to levy
$25,775
Amended 2019A debt levy cancellation
$125,793
Mayor Pilon per-meeting stipend rate
$40
Mayor Pilon stipend total
$200
Moore Engineering outstanding MS4 invoice
$1,500
Ortell property excavation remedy estimate
$3,500
URRWMO works of improvement threshold
$10,000
Martin-McCallister fire chief evaluation invoice
$4,000
Martin-McCallister per-evaluation actual cost noted
$2,000
Updated per-meeting stipend rate
$40
When someone referred back to earlier business, we found the matching prior discussion and tied it in here.
The problems go back to township days.
What this is about
Prior history of the Ortell property enforcement issue and court case.
The records I searched do not contain a prior decision or discussion matching the recollection that the Ortell property enforcement problems “go back to township days.” The search results did not identify an Ortell property item, enforcement history, or a specific court case involving that property. The only court-related results were general 2026 packet materials about access to court data services, not records of an Ortell enforcement case. Other results concerned unrelated planning, subdivision, septic, and cannabis permit matters.
When I brought this up last month the council approved me to go out and determine if the driveway issues were resolved.
— Scott Lehner
What this is about
Prior council direction and prior site visit for Mackenzie Hills certificate of occupancy issues.
The records searched contain a partial match. The packet materials show that driveway and certificate-of-occupancy-related conditions were part of recent subdivision/development approvals: at the February 24, 2026 packet, conditions stated that driveways must meet City Code Section 11-6-2.J.4, wetlands could not be impacted during driveway or home construction, and a permanent address placard had to be installed before a certificate of occupancy could be issued. At the March 10, 2026 meeting packet, the City Council approval for a minor subdivision again included conditions about buildability, septic review, and compliance with City requirements; separate development conditions required improvements to be built in substantial conformance with approved plans and addressed through a developer’s agreement and financial security. However, the records provided do not show a formal council vote or recorded motion specifically authorizing Councilmember Scott Lehner to conduct a site visit or determine whether Mackenzie Hills driveway issues had been resolved. They show the underlying driveway/occupancy conditions, but not the specific prior direction he recalled.
There is no agreed DA for this property but there sounds like there was some sort of verbal agreement between the mayor and Dan G on what needed to be completed in regard to the driveway.
— Scott Lehner
What this is about
Possible prior verbal agreement for Mackenzie Hills driveway work.
The records searched show only a partial match. In the March 10, 2026 packet, there is a draft Developer’s Agreement for a minor subdivision creating three single-family residential lots. That draft required the developer to provide a $5,000 cash escrow before council execution, and allowed the City to draw on that escrow if required “City Improvements” were not completed, including work shown on approved plans and erosion-control measures. The search result does not show whether council approved that agreement or whether it specifically covered the Mackenzie Hills driveway work. The only other driveway-related reference found is in the April 28, 2026 packet, where a property owner’s variance materials state that “driveway access would be on the cul-de-sac.” The records provided do not contain a written development agreement or a recorded council action documenting a verbal agreement between the mayor and Dan G about what driveway work needed to be completed.
At the August 28, 2024, council meeting the council approved changes to Resolution 2022-56.
— Council Member Mary Rainville
What this is about
Prior August 28 discussion and approval of stipend policy changes.
The records I searched do not contain a prior decision matching this recollection. None of the search results show an August 28, 2024 council discussion or approval of changes to Resolution 2022-56 or a stipend policy. The results returned are from 2026 and concern unrelated items such as development conditions, personnel/drug policy updates, donations, equipment purchases, and other resolutions. Based on these search results alone, I cannot confirm the August 28, 2024 action described.
This workshop, which was previously requested by the council, is to help the council and staff to have a clear understanding of our respective roles and responsibilities. The original workshop was scheduled for September 17, 2024, but was postponed to an unspecified future date.
— Mayor Pilon
What this is about
Prior request and postponement of the LMC roles and responsibilities workshop.
The records I searched do not contain a prior council request or postponement matching this recollection about an LMC roles and responsibilities workshop originally scheduled for September 17, 2024. The search results returned unrelated packet material from 2025 and 2026, mostly land use and permitting items, and did not include minutes or packet language documenting the workshop request, the September 17, 2024 scheduling, or a later postponement to an unspecified date.
The City Council previously approved a Preliminary Plat for Petersen Acres.
— Cindy Nash
What this is about
Petersen Acres preliminary plat approval at an earlier meeting.
The records I searched do not contain a prior City Council decision approving a Preliminary Plat for Petersen Acres. The results that came back relate generally to subdivision procedures, minor subdivision approvals, development agreements, and fee-schedule language in the February 24, 2026 and March 10, 2026 packets, but they do not mention Petersen Acres or show a recorded preliminary plat approval for that project.
7\. LICENSE AND PROTECTION OF PROPRIETARY RIGHTS. During the term of this Subscriber Amendment, subject to the terms and conditions hereof, the Court hereby grants to Subscriber a nonexclusive,
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\.
a. "Authorized Court Data Services" means Court Data Services that have been authorized for delivery to CJDN Subscribers via BCA systems and tools pursuant to an Authorization Amendment to the J
10\. AVAILABILITY. Specific terms of availability shall be established by the Court and communicated to Subscriber by the Court and/or the BCA. The Court reserves the right to terminate this Sub
e. Proprietary Notices. Subscriber will not remove any copyright or proprietary notices included in and/or on the Court Data Services Programs or Court Data Services Databases, related documenta
Documents and recordings archived for this meeting, when available.
Meeting City Council Meeting — Agenda Packet (2024-10-08)
Packet · Tuesday, October 8, 2024
177 pages
Meeting City Council Meeting — Agenda (2024-10-08)
Agenda · Tuesday, October 8, 2024
3 pages
Meeting City Council Meeting — Minutes (2024-10-08)
Minutes · Tuesday, October 8, 2024
7 pages
Meeting recording
YouTube
Transcript · 1098 segments · 2:45:04
The structured brief on this page is auto-generated and may need correction. The PDFs and the meeting recording remain the official record. What do the trust labels mean?