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2024-07-29
Agenda
Not posted
What was on the agenda.
One-line summary
The council approved the agenda and claims with one invoice held, then spent the work session reviewing the 2025 CIP and budget, including levy pressure, road funding, parks, equipment replacement, and future budget meetings.
4 items as recorded in the packet and minutes.
1Call to Order, Roll Call, Approve Agenda
Call to Order, Roll Call, and approval of the agenda.
The agenda was approved as presented.
2Approve Claims received through 7-22-24
Approval of claims received through July 22, 2024.
Claims were approved, but the Mediation & Restoration Services invoice was held pending more information.
31st 2025 Budget and CIP Discussion
First discussion of the 2025 Budget and Capital Improvement Plan.
The council discussed the CIP and budget but did not adopt the 2025 budget or levy at this meeting.
4Adjourn
Adjournment.
The minutes record adjournment at 8:47 p.m.; no adjournment motion was recorded.
What this meeting did about specific topics, organized by issue rather than by document.
Meeting opening and agenda approval
Mayor Pilon opened the work session, Administrator Lehner called roll, all five council members were present, and the council approved the agenda as presented.
Agenda: 1. Motions: M1. Speakers: Mayor Pilon, Administrator Lehner, Breyen, Rainville.
Claims, Mediation & Restoration Services invoice, and Tool Cat coding
The council approved the claims, but amended the action to hold the Mediation & Restoration Services invoice until staff could gather more information about the service and Nowthen resident use. Council Member Rainville also asked staff to determine what percentage of Tool Cat use is for the recycling center so an appropriate share of repairs can be coded to recycling expenses.
Agenda: 2. Motions: M2, M3. Speakers: Rainville, Alders, Fladebo, Administrator Lehner.
2025 budget and levy planning
The council held its first 2025 budget and CIP discussion. The packet presented a General Fund levy increase of $340,580, continued use of fund balance, a $50,000 gambling contribution transfer, a $20,000 debt service levy increase, and a $7,500 turnout gear transfer. The minutes say only the CIP was discussed that night and that a later General Fund meeting was set for August 15, with the plan then showing an 18% levy increase and $75,400 of fund balance use after $92,350 from MnDot TAA.
Agenda: 3. Speakers: Mayor Pilon, Finance Consultant Lori Yager, Administrator Lehner, Deputy Clerk Johnson, Alders.
Road projects, road study, bonding, and road improvement fund
The council discussed road project numbers, the road study and Moore Engineering master service agreement, the effect of road projects on future bonding, and the limits of the levy for annual road work. Finance Consultant Yager warned that without bonding there would be no road projects in 2025, and the council decided to reduce the 2025 road improvement fund amount from $150,000 to $100,000.
Agenda: 3. Speakers: Mayor Pilon, Finance Consultant Lori Yager, Administrator Lehner, Alders, Deputy Clerk Johnson.
CIP timing for well and cold storage
During the CIP review, the council moved the $175,000 well project to 2028 and the $120,000 cold storage project to 2025, then left the cold storage item as presented by Finance Consultant Yager after discussion.
Agenda: 3. Speakers: Finance Consultant Lori Yager, Mayor Pilon.
Parks CIP and Historic Town Hall memorial area
The council discussed whether the Parks CIP was too vague and reviewed planned or needed park work, including grills, ash cans, Twin Lakes pavilion roofs, pickleball/basketball court work, and the Historic Town Hall memorial area. Council Member Fladebo was assigned to bring back a design plan for the memorial area, and the council still needed to decide whether to demolish what was currently around it.
Agenda: 3. Speakers: Mayor Pilon, Finance Consultant Lori Yager, Administrator Lehner, Rainville, Deputy Clerk Johnson, Fladebo.
Equipment replacement and recycling center planning
The council discussed the Equipment Fund, noting that $6,000 from the 2024 budget had been transferred into it and that future equipment replacements may require bonding unless the levy increases. They also discussed the Tool Cat, future dump truck needs, recycling grants, and replacing the recycling center parking area with concrete or asphalt.
Agenda: 3. Speakers: Finance Consultant Lori Yager, Administrator Lehner, Rainville.
3 motions on the record. Split votes are highlighted.
M1MOTION BY COUNCIL MEMBER BREYEN, SECONDED BY RAINVILLE TO APPROVE THE AGENDA AS PRESENTED.
moved by Breyen, seconded by Rainville
M2MOTION BY COUNCIL MEMBER RAINVILLE, SECONDED BY ALDERS TO APPROVE THE CLAIMS AS PRESENTED.
moved by Rainville, seconded by Alders
M3COUNCIL MEMBER RAINVILLE AMENDED THE ORIGINAL MOTION TO HOLD THE MEDIATION & RESTORATION SERVICES INVOICE UNTIL MORE INFORMATION IS COLLECTED.
moved by Rainville
Each figure links back to the document it came from. When the council voted on the amount, the motion is shown.
General Fund levy increase proposed for 2025
Staff proposed a General Fund levy increase of $340,580, described as 20%.
levy · General Fund levy increase · FY 2025
$340,580
inflow
Council approval status: not yet on record.
Proposed continued use of fund balance in memo
The memo said staff proposed continued use of fund balance of ($154,020).
budget · Use of fund balance · FY 2025
$154,020
outflow
Council approval status: not yet on record.
2025 General Fund Budget Summary use of fund balance
The General Fund Budget Summary listed 2025 use of fund balance as $151,820.
budget · Use of fund balance · FY 2025
$151,820
outflow
Council approval status: not yet on record.
Gambling contribution transfer to offset Sheriff contract
Staff suggested using $50,000 of gambling contributions to offset the Sheriff contract by transfer into the General Fund.
transfer · Gambling contribution transfer · FY 2025
$50,000
transfer
Council approval status: not yet on record.
Debt service levy increase included in total proposed levy
The memo said the total proposed levy increase included a $20,000 increase in the debt service levy.
debt_service · Debt service levy increase · FY 2025
$20,000
inflow
Council approval status: not yet on record.
New full-time Fire Chief net increase in memo
The memo described adding a new full-time Fire Chief and eliminating the St. Francis contract, with a net increase of $56,125.
salary · Fire Chief staffing change · FY 2025
$56,125
outflow
Council approval status: not yet on record.
Finance Manager staffing net increase
The memo described changing the full-time deputy administration clerk to Finance Manager and reducing or eliminating the finance consultant, with a net increase of $7,386.
salary · Finance staffing change · FY 2025
$7,386
outflow
Council approval status: not yet on record.
Administration staffing and recycling allocation net increase
The memo described eliminating the full-time administrative assistant, continuing with two part-time staff, and reducing time to recycling, with a net increase of $12,807.
salary · Administration staffing and recycling time · FY 2025
$12,807
outflow
Council approval status: not yet on record.
Proposed merit increase
The memo listed a 2.5% merit increase based on 2024 wages, with net merit of $14,200.
salary · Merit increase · FY 2025
$14,200
outflow
Council approval status: not yet on record.
Proposed COLA increase
The memo listed a 3% COLA based on 2024 wages, with a net increase of $16,701.
salary · COLA increase · FY 2025
$16,701
outflow
Council approval status: not yet on record.
Transfer to turnout gear fund
Staff suggested transferring $7,500 to the turnout gear fund.
transfer · Turnout gear fund transfer · FY 2025
$7,500
transfer
Council approval status: not yet on record.
2025 General Fund property tax revenue
The General Fund Budget Summary listed 2025 property tax revenue at $2,043,485.
levy · General Fund property tax revenue · FY 2025
$2,043,485
inflow
Council approval status: not yet on record.
2025 General Fund total revenues
The General Fund Budget Summary listed 2025 total revenues at $2,626,720.
budget · General Fund total revenues · FY 2025
$2,626,720
inflow
Council approval status: not yet on record.
2025 General Fund total expenditures
The General Fund Budget Summary listed 2025 total expenditures at $2,619,220.
budget · General Fund total expenditures · FY 2025
$2,619,220
outflow
Council approval status: not yet on record.
2025 General Fund total expenditures and uses
The General Fund Budget Summary listed 2025 total expenditures and uses at $2,626,720.
budget · General Fund total expenditures and uses · FY 2025
$2,626,720
outflow
Council approval status: not yet on record.
2025 law enforcement contract
The General Fund Budget Summary listed the 2025 law enforcement contract at $490,795.
contract · Law enforcement contract · FY 2025
$490,795
outflow
Council approval status: not yet on record.
2025 Fire budget
The expenditure worksheet listed 2025 Fire at $326,420.
budget · Fire budget · FY 2025
$326,420
outflow
Council approval status: not yet on record.
2025 full-time Fire wages
The expenditure worksheet listed 2025 full-time Fire wages at $100,000.
salary · Full-time Fire wages · FY 2025
$100,000
outflow
Council approval status: not yet on record.
2025 Fire PERA
The expenditure worksheet listed 2025 Fire PERA at $56,200.
salary · Fire PERA · FY 2025
$56,200
outflow
Council approval status: not yet on record.
2025 Street Renewal Improvement Fund expenditures
The expenditure worksheet listed 2025 Street Renewal Improvement Fund spending at $912,000.
capital_project · Street Renewal Improvement Fund · FY 2025
$912,000
outflow
Council approval status: not yet on record.
2025 Street Renewal infrastructure
The expenditure worksheet listed 2025 Street Renewal infrastructure at $752,000.
capital_project · Street Renewal infrastructure · FY 2025
$752,000
outflow
Council approval status: not yet on record.
2025 Street Renewal contractual street repairs
The expenditure worksheet listed 2025 contractual street repairs in the Street Renewal Improvement Fund at $160,000.
capital_project · Street Renewal contractual street repairs · FY 2025
$160,000
outflow
Council approval status: not yet on record.
Road improvement fund amount before work-session reduction
The minutes record a council decision to reduce $150,000 in the road improvement fund to $100,000 for 2025.
capital_project · Road improvement fund reduction discussion · FY 2025
$150,000
outflow
Council approval status: not yet on record.
Road improvement fund amount after work-session reduction
The minutes record a council decision to reduce the road improvement fund amount to $100,000 for 2025.
capital_project · Road improvement fund reduction discussion · FY 2025
$100,000
outflow
Council approval status: not yet on record.
Well project moved to 2028
The minutes record that the $175,000 well was moved to 2028.
capital_project · CIP well project · FY 2028
$175,000
outflow
Council approval status: not yet on record.
Cold storage project moved to 2025
The minutes record that $120,000 for cold storage was moved to 2025.
capital_project · CIP cold storage project · FY 2025
$120,000
outflow
Council approval status: not yet on record.
Road study master service agreement amount discussed
Administrator Lehner said the road study approval required the agreement needed to approve $21,000.
contract · Moore Engineering master service agreement / road study · FY 2024
$21,000
outflow
Council approval status: not yet on record.
Estimated annual road project burden discussed
Finance Consultant Yager said the levy could not sustain one road project a year at one million dollars per year.
estimate · Road project cost discussion
$1,000,000
outflow
Council approval status: not yet on record.
Road work amount discussed
The council discussed how much work could be done for $500,000 a year.
estimate · Road work discussion
$500,000
outflow
Council approval status: not yet on record.
Approximate state/federal revenue shortfall discussed
Finance Consultant Yager said the state/federal shortfall was approximately $30,000.
revenue · State/federal revenue shortfall · FY 2024
$30,000
inflow
Council approval status: not yet on record.
Conduit bond revenue discussed
Finance Consultant Yager said the city received $50,000 for the conduit bond.
revenue · Conduit bond revenue · FY 2024
$50,000
inflow
Council approval status: not yet on record.
2024 transfer into equipment fund
The minutes say $6,000 from the 2024 Budget was transferred into the equipment fund.
transfer · Equipment fund transfer · FY 2024
$6,000
transfer
Council approval status: not yet on record.
Fund balance use after work-session discussion
The minutes say the plan still used $75,400 of fund balance in 2025 after receiving $92,350 from TAA from MnDot.
budget · Use of fund balance after CIP discussion · FY 2025
$75,400
outflow
Council approval status: not yet on record.
TAA from MnDot revenue discussed
The minutes say the 2025 plan assumed receiving $92,350 from TAA from MnDot.
revenue · TAA from MnDot · FY 2025
$92,350
inflow
Council approval status: not yet on record.
2025 Park Capital & Development infrastructure
The expenditure worksheet listed 2025 Park Capital & Development infrastructure at $100,000.
capital_project · Park Capital & Development infrastructure · FY 2025
$100,000
outflow
Council approval status: not yet on record.
2025 Equipment Replacement Fund expenditures
The expenditure worksheet listed 2025 Equipment Replacement Fund spending at $349,760.
capital_project · Equipment Replacement Fund · FY 2025
$349,760
outflow
Council approval status: not yet on record.
2025 heavy machinery capital outlay
The expenditure worksheet listed 2025 heavy machinery capital outlay at $332,810.
capital_project · Equipment Replacement heavy machinery · FY 2025
$332,810
outflow
Council approval status: not yet on record.
2025 Recycling Center expenses
The expenditure worksheet listed 2025 Recycling Center spending at $80,905.
budget · Recycling Center expenses · FY 2025
$80,905
outflow
Council approval status: not yet on record.
2025 Recycling Center revenue
The revenue worksheet listed 2025 Recycling Center revenue at $64,645.
revenue · Recycling Center revenue · FY 2025
$64,645
inflow
Council approval status: not yet on record.
2025 Recycling Center county grants and aids
The revenue worksheet listed 2025 Recycling Center other county grants and aids at $38,900.
grant · Recycling Center county grants and aids · FY 2025
$38,900
inflow
Council approval status: not yet on record.
When someone tried to remember earlier business, we cross-reference the corpus and write a short related-history note.
Mayor Pilon asked if the council directed a master service agreement. Administrator Lehner said with the road study approved, that is the agreement needed to approve $21,000.
— Mayor Pilon
What this is about
Whether the council had previously directed a master service agreement connected to the road study and Moore Engineering work.
The records provided in this search do not contain a prior council action clearly matching Mayor Pilon’s recollection of directing a master service agreement for Moore Engineering tied to the road study, nor do they show a recorded vote approving a $21,000 agreement for that work. The search results mainly relate to development review fees, subdivision engineering review, and unrelated contracts or proposals. They do show general references to city engineering and consultant costs, but not the specific road study/Moore Engineering master service agreement being discussed.
The mayor stated he thought it was too vague, even though the spending approved for 2024.
— Mayor Pilon
What this is about
Prior council approval of 2024 park spending.
The records I searched do not contain a prior council decision matching the recollection of approved 2024 park spending. The search results include later references to park and trail dedication fees in development matters, such as a $2,500 per-lot fee in the September 23, 2025 packet, but they do not show a 2024 council approval for park spending or a related vote outcome.
Administrator Lehner explained that the grills and ash cans were approved by the council.
— Administrator Lehner
What this is about
Prior council approval of grills and ash cans for parks.
The records I searched do not contain a prior council decision matching Administrator Lehner’s recollection that grills and ash cans for parks had been approved by the council. The search results that came back refer to unrelated items, such as subdivision approvals, cannabis-related conditions, and development agreement language in 2025–2026 packets. They do not show a meeting date, motion, vote, or dollar amount for approval of park grills or ash cans.
The council has not provided a goal list, but he had been told to get quotes for roofing leaking pavilions and come up with a plan to remodel the memorial area by removing trees, brush, plants and replace the rotting sign.
— Administrator Lehner
What this is about
Prior council direction to get quotes for pavilion roofing and a plan for the memorial area.
The records I searched do not contain a prior council decision or direction matching this recollection about getting quotes for leaking pavilion roofs or preparing a plan to remodel the memorial area by removing trees, brush, plants, and replacing a rotting sign. The search results returned unrelated packet material from 2025–2026, including subdivision conditions, cannabis interim use permit conditions, and employee benefits information, but nothing about pavilion roofing, park pavilion repairs, or memorial-area improvements.
Finance Consultant Yager stated, yes, that was the direction of council to keep the levy low, by doing that, at some point, the levy will need some significant increases to replenish the fund balance and increase other funds such as roads.
— Finance Consultant Yager
What this is about
Past council direction to keep the levy low and its effect on fund balance.
The closest match is the January 13, 2026 budget and property tax hearing. At that meeting, Financial Consultant Yager presented the 2026 budget and levy proposal and said the Council had held four budget meetings between July and November. The record says the levy was reduced by $8,645 from the amount shown in the Truth in Taxation notices, with a proposed final levy of $2,332,787. It also states that the City was “utilizing fund balance to avoid additional levy increases,” with transfers from the general fund planned for equipment, turnout gear, and debt service. That record supports Yager’s recollection that keeping the levy lower was tied to using fund balance, but the search results do not show a separate formal motion or vote specifically directing staff to “keep the levy low.” The May 12, 2026 financial statements also show the City’s fund balances, including a General Fund balance of $1,470,024 and assigned balances for equipment and street renewal, but they do not record a Council decision on levy policy.
Council Member Rainville stated she had contacted St. Francis a couple of years ago and the Nowthen price was better than theirs.
— Council Member Rainville
What this is about
A past price comparison with St. Francis for dust control.
The records I searched do not contain a prior dust-control price comparison with St. Francis or a prior decision matching Council Member Rainville’s recollection. The search results only show unrelated references, such as law-enforcement reports listing addresses on Saint Francis Blvd and other 2026 council business, but nothing documenting St. Francis dust-control pricing or a comparison to Nowthen’s price.
Questions about why the truck we ordered in 2021 that was received this spring didn't stay at the contract price?
What this is about
Truck order placed in 2021 and delivered in spring 2024 at a higher price.
The records I searched do not contain a prior decision matching this recollection. The results include references to trucks in other contexts, such as delivery vehicles for a business application and public works “truck repairs” noted in a March 10, 2026 clerk update, but they do not show a 2021 truck order, a spring 2024 delivery, a contract price, or a council discussion explaining a price increase.
The Tool Cat was purchased from the recycling grant over 10 years ago and it was used when it was purchased - it is an item to be replaced along with ordering another dump truck.
What this is about
Tool Cat age and original purchase from the recycling grant.
The records searched do not contain a prior decision confirming that the existing Tool Cat was bought used with recycling grant funds more than 10 years ago. The available results only show the recent replacement process, not the original purchase history or funding source. The records do show that replacement of the Tool Cat was brought forward in early 2026. At the January 13, 2026 meeting packet, staff requested approval to buy a 2025 Bobcat Tool Cat from Crawford’s Equipment for $67,914.11, plus rhino lining expected to be less than $1,200. The packet said the City had budgeted for a new Tool Cat in 2026 and compared quotes from Lano and Crawford’s. A February 10, 2026 packet item lists Resolution 2026-09 accepting that purchase, with an extended warranty, and the February 10 minutes also refer to a $267.23 repair to the Tool Cat “that was being traded in.” The excerpts provided do not show a final vote outcome for the original purchase history or confirm the recycling-grant recollection.
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<!-- PageBreak --> <!-- PageNumber="86" --> The ACHD Engineering Plan Review process will apply to this site. The following items should be submitted to Camila Arenas, Engineer I, Camila.Arenas@anokac
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