Members Present:  Mayor Kurt Wolf and Councilmember’s, Matt Valentyn, Verdis Flaten, Jeff Lang and Lisa Karsten

Members Absent: None

Others Present:   Becky Kuball City Clerk, Dave Osborne, Police Chief, Rich Revering, Dan Timm, Kristalyn Morris, Dan Morris, Jack Schwichtenberg, Tim Minske Maintenance.

Motion by Lang Seconded by Karsten and carried unanimously to add police squad car replacement to the agenda.

Mayor Kurt Wolf arrived at 7:02 pm and took over meeting.

A regular meeting of the Morristown City Council was called to order on Monday, 
February 1, 2010 at 7:00 p.m. in the Council Chambers at 402 Division Street South by Assistant Mayor Jeff Lang.

The Pledge of Allegiance was recited.

Motion by Karsten seconded by Valentyn and motion carries to approve the minutes of the regular meeting held on January 4, 2010 and Special Work Session held on January 19, 2010. 

Lang had quite a few questions on the disbursements. 430 dues and registration, questioned if it is new council training. Publication legal notices we haven’t had any for several years.  Purchasing and supplies, under office $3000 budget but $3900 is spent.
It was decided to hold a special end of year budget meeting on February 22, 2010 at 6:00 pm. to go over how the city ended up the year 2009. There was much discussion as to if disbursements were in correct funds, and why there are funds over budget.

Motion by Lang seconded by Valentyn carried unanimously to approve the Financial Report for the month ending December 31, 2009 which showed a balance of $403,656.13 in the checking account and $670,467.27 in the investment accounts.  
 

Motion by Flaten seconded by Valentyn and carried unanimously to approve the Police Report and schedule for February 2010.

Squad car replacement was discussed. Osborne went over the cost of replacing the squad car, purchasing verses leasing. State bid versus locally purchasing. Osborne went over a list of things wrong with the squad car we have now. Light bar will need to be replaced, brakes need replacement. Leasing a squad car is more expensive in 5years than purchasing it. Osborne stated that the rule of thumb with squad cars is take the mileage and double it to get the actual mileage of a police car. Osborne would like to see a decision made on this soon, so that we can have the car in time for Dam Days. Lang stated he would like to see what is going to happen at the capital before we make a decision on this, because we don’t know if they are going to make any more cuts to the cities.

It was decided to table the purchase of a squad car until the next meeting.

Motion by Lang seconded by Valentyn and carried unanimously to accept the Fire Department Report as written.
Council would like Leon Gregor to come to the next meeting and explain the increase in Fire Relief mandatory contribution

Minske stated that the transmission in the truck needs replacing.
Minske took care of a citizen complaint and Wolf thanked him for taking care of this.

Motion by Lang seconded by Wolf and carried unanimously to accept the Maintenance Report as given.

Zoning Board Report, Osborne questioned the man living in the bus in town. Schwichtenberg stated that the Zoning Administrator had talked to him and told him he had to vacate the bus. It was stated that Osborne could do what he needed to do to follow the city ordinance.

Comments from citizens present:
Minske questioned when the last time the floor in the Great hall was waxed. Barb Morris had asked him to see if we could get it re waxed this year. 
Dan Morris stated that the new speakers are up and working well.

Claims and accounts
Motion by Valentyn and seconded by Flaten and carried unanimously to pay the claims and accounts and the late claims as printed.

Alcohol compliance was discussed. Osborne stated that the state will come in and do the training for free. Dan Morris will contact them and set it up. 
Dan Morris questioned if the city could look at the ordinance and see if it could be changed, so that it is not needed every year, he did not see a need for it to be yearly, but agreed that if new people come in that they should be trained.

Cost of living raises tabled.

Out of state travel policy the auditor suggested that we have this in place.
Motion by Karsten seconded by Flaten to accept the Out of State Travel Policy as written.

CITY OF MORRISTOWN 

ELECTED OFFICIAL 
OUT OF STATE TRAVEL POLICY

PURPOSE

The City of Morristown recognizes that its elected officials may at times receive value from traveling out of the state for workshops, conferences, events, and other assignments.  This policy sets forth the conditions under which out of state travel will be reimbursed by the City.

GENERAL GUIDELINES

1. The event, workshop, conference or assignment must be approved in advance by the City Council at an open meeting and must include an estimate of the cost of the travel.  Approval must be accomplished by a detailed motion outlining what exactly is being approved.  In evaluating the out-of-state travel request, the Council will consider the following:
 

• Whether the elected official will be receiving training on issues relevant to the city or to his or her role as the Mayor or as a Council Member;

• Whether the elected official will be meeting and networking with other elected officials from around the country to exchange ideas on topics of relevance to the City or on the official roles of local elected officials.

• Whether the elected official will be viewing a city facility or function that is similar in nature to one that is currently operating at, or under consideration by the City where the purpose for the trip is to study the facility or function to bring back ideas for the consideration of the full Council.

• Whether the elected official has been specifically assigned by the Council to visit another city for the purpose of promoting economic development and/or tourism.

• Whether the elected official has been specifically assigned by the Council to testify on behalf of the city at the United States Congress or to otherwise meet with federal officials on behalf of the city.

• Whether the city has sufficient funding available in the budget to pay the cost of the trip.

3. The city may make payments in advance for airfare, lodging and registration if specifically approved by the Council.  Otherwise all payments will be made as reimbursements to the elected official.

4. The City will reimburse for transportation, lodging, meals, registration, and incidental costs using the same procedures, limitations and guidelines outlined in the city's policy for out-of-state travel by city employees.

5. Airfare will be reimbursed at the coach rate.  Council members traveling under this policy must use the most cost-efficient mode of travel available taking into consideration reasonable time constraints.

6. Mileage will be reimbursed at the IRS rate.  If two or more Council members travel together by car, only the driver will receive reimbursement.  The city will reimburse for the cost of renting an automobile if necessary to conduct city business.  If a City car is available, the Council member must use the City car unless the Council as a whole approves otherwise.
 
 

7. Lodging and meal costs are limited to those which are reasonable and necessary and are further limited to amounts established for all City employees.

8. Receipts are required for lodging, airfare, and meals and should accompany an expense report form.  The expense report form shall be submitted to the City Clerk Administrator’s for payment.

9. The City will not reimburse for alcoholic beverages, personal telephone calls, costs associated with the attendance of a family member, rental of luxury vehicles, meal expenses included in the cost of registration, or recreational expenses such as golf or tennis.

10. The City will not pay for Council members who have announced an intention to resign, not seek re-election, or who have been defeated in an election.

11. Council members who travel out of state pursuant to this policy must give a written report on the results of the trip at the next Council meeting.

12. Council members who travel out of state for training must turn over training materials to the City either after the training is completed or upon the Council member no longer serving as a Council member.

13. The training must be beneficial to the city as a whole.  
 

Adopted by the City Council of the City of Morristown on February 1, 2010.

Attest:

_________________________________            __________________________
Becky Kuball, Clerk Administrator                    Kurt Wolf, Mayor

Investment Policy is tabled and would like Virginia Schmidtke to look it over, as she dealt with the investment for many years.

Correspondence and announcements:
Auditors will be at the March 1, 2010 council meeting.
H1N1 Flu Clinic is being held on March 2, 2010 from 2-4pm.

Wolf received a letter from the MN pollution control stating a problem with the ground soil where we haul the sludge. Kuball will give to Sanderson and have him check on it.

Motion by Valentyn seconded by Karsten and carried unanimously to adjourn. The meeting adjourned at 
8:30 p.m.
 
 

Becky Kuball
                 City Clerk/Treasurer