LANCASTER CITY COUNCIL PROCEEDINGS

The Lancaster City Council met for its Regular Meeting on Wednesday, May 14^th, 2025 at 7:00 P.M. The following persons were present: Mayor, Kathy Bernstrom; Council members: Krista Matthew, Teri Halvorson, John Stenquist and Kevin Grabowska. Also present was Carol Johnson, former City Clerk; Gordon Dale, City Auditor; Josh Carr, owner JC Spraying, LLC; and Anna Jauhola, Kittson County Enterprise reporter.

Dale reviewed the 2024 audit information with the council, advised that the city was doing good, keep an eye on enterprise funds, to continue to stay on track and plan ahead. Matthew moved to accept the 2024 audit, second by Stenquist and carried. Carol Johnson and the council thanked Gordon for all the great service he has provided the city during the audits he was a part of and wished him well in his retirement.

Josh Carr met with the council to review his 2025 mosquito control quote. Ther is no change in pricing for the 2025 season with City cost at $712.00 and golf course at $397.00; with the combination being $1027.00 per each time. Matthew moved to accept the quote/pricing, second by Halvorson and carried. Council also appointed Kevin Grabowska to be the contact person if Josh had any questions or issues.

Carol Johnson was present to discuss and request the payout for her remaining sick as severance. Halvorson made a motion to approve and pay Carol Johnson’s remaining sick leave hours as severance pay after May 1^st. As her service years were more than 20 years, the payout for her remaining sick as severance was $775.45. The motion was seconded by Grabowska and carried. The sick leave as severance pay policy is as follows (excerpt from policy) Benefitted Employees only (Earned Sick and Safe Leave not eligible) leaving in good standing will be eligible to receive payment for their accumulated sick leave if approved by council.

Matthew moved to approve the April 9^th, 2025 Council Meeting Minutes, second by Stenquist and carried. A copy of the Minutes will be posted at the Lancaster City Hall and U.S. Post Office and available upon request to the clerk.

The council reviewed the May 2025 bills and April 2025 Electronic Fund Transfers and other bills that have been paid prior to this meeting to avoid late payments, receive discounts & meet payroll and all payroll expenses as approved in the 2025 Rates Fees & Appointments Schedule. Stenquist moved to approved bills and EFT’s, second by Matthew and carried. An abstract of bills will be posted with the minutes and are available upon request.

Stenquist moved to accept grant/reimbursement monies in the amount of $308.67 from Greater NW EMS to the Fire Fund, second by Halvorson, and carried. The funding reimbursement is 75% of qualifying equipment purchased during July 1^st 2024 to June 30^th 2025. The qualifying items purchased were batteries for portable pagers.

A Community Center Debt Service Donation Request Letter was mailed out earlier this year, as a result, $11,060 in donations were received dating from January 1^st to April 30^th 2025. $3,560 were received from public donations and $7,500 in funds were previously approved at the last two regular meetings. Matthew motioned to approve the $3,560, second by Grabowska and carried.

Council discussed making an extra payment in the amount of $11,060.00 to the USDA Community Center Loan from the Community Center Debt Service Fund. Halvorson moved to approve and make the payment, second by Stenquist and carried.

Halvorson moved to allow the Clerk to sign an application for a Special Event Permit to Kittson County Highway Department to close the downtown portion of Central Avenue from 1^st St. at J&S Foods to 2^nd St. by W’s Diner and the Liquor Store from Thursday June 26^th 1:00 pm to 9:00 am Sunday June 29th, second by Matthew and carried. No Intersections will be closed.

A motion made by Stenquist, second by Grabowska and carried for the closure of the streets that correspond to the Parade Route from 2:00 pm to 5:00 pm on Saturday June 28^th. This would cover the entire route and not just the county road portion which was previously discussed and approved in July of 2024.

Motion by Halvorson, second by Stenquist and carried to add $300 towards the flowers budget to allow for more flowers and mulch in the town as well as the 59 City Park.

The council discussed options for extra garbage services during Heritage Days/105^th Celebration. Two options were presented. We could have extra pick ups by the garbage truck four our existing 6-yard dumpster which would run about $100 per trip, guessing at least 3 trips needed for the week, or rent a larger 16 yard roll off dumpster with a lid for $225 plus the fee at the landfill at $50/Ton. Motion made by Stenquist to rent the larger dumpster, second by Matthew and carried. Casey Anderson will drop off a dumpster the week of Heritage Days.

The Council discussed allowing the $2000 donated in 2023 by the American Legion originally to be used for building a portable stage for various festivities, to now be allocated for the prep and painting of the Old Fire Hall along with the completion of the Lancaster Mural on the east wall. The motion to approve the new use of the funds was made by Stenquist, second by Halvorson and carried. Jim Hilman had originally planned to design and build the stage and thinks it would cost more than the original $2000. Hilman discussed with Halvorson that he would volunteer to power wash the old paint off the building and repaint the whole building. The Council discussed that the paint and supplies should not exceed $1000 and the remaining $1000 would be used to pay Beau Bakken to pain the mural. Motion to approve the paint supplies and painting was made by Grabowska, second by Stenquist and carried. Bakken advised Halvorson that he hoped to have this completed by Heritage Days.

Council reviewed the City and Liquor Store financials for April

Other items discussed: Painting projects around the city such as the curbs and benches and also sprucing up the 59 Park flower bed; a cleaning Schedule for the Council members and Kristy for the week of Heritage Days/105th Celebration; discussed putting an ad in the local paper for a clean up day/s for the community; clerk advised of making additional supply orders for the upcoming celebration week (garbage bags, paper towels, toilet paper, etc.); Discussion about complaints on burning garbage (not wood) in town; motorhome that will temporarily be parked on a city street; pot holes in town.

Council also discussed the shower facilities at the 59 Park as it was brought to their attention that they were being used by people that were not paid campers. Halvorson made a motion to put up a sign stating “Shower Facilities Are For Registered Campers Only”, second by Matthew and carried.

An estimate was received from Rigg Electric for the installation of a new 50a 4-wire outdoor rated receptacle on the east side of the building between the Liquor Store and Community Center to be used to power various items for events. Stenquist made a motion to accept the $1,540 estimate and equally share the cost with the Liquor Store, second by Matthew and carried.

Stenquist made a motion to adopt Resolution 2025-04 Authorizing Application to the Minnesota Housing Greater Minnesota Housing Infrastructure Grant Program and Committing to Matching Funds, second by Matthew and carried.

Mayor closed the meeting as there was no further business for council.

Janet Johnson, Clerk/Treasurer Approved: Kathy Bernstrom, Mayor

Approval Date : June 11th 2025

Other links: Lancaster Riverside Golf Course | Lancaster Public School | NW MN Multi-County HRA

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