LANCASTER CITY COUNCIL PROCEEDINGS

The Lancaster City Council met for its Regular Meeting on Wednesday, September 10, 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, Anna Jauhola with Kittson County Enterprise, Superintendent/Principal Nicole Thompson along with Business Manager Mendy Coffield from Lancaster School, and city resident Karl Beneke.

Lancaster School representatives Thompson and Coffield were present to provide and discuss a proposal for a baseball field renovation as Kennedy no longer wants to host after next year. The council was presented a proposed layout map, benefits of the renovation, along with a proposed cost of $103,500 which would include: purchasing 4 acres of land $15,000; dirt work $33,000; pitching mound $10,000; fencing $43,100; and moving the scoreboard $2,400. They discussed possible revenue sources such as fundraising, donations, gambling funds, selling off the old fence and grant opportunities. They are hoping to build a partnership with the city to make this happen as the city owns the Sports Complex and also discussed options such as rental fees and purchasing the land. Council members had questions such as a timeline and what portion they expect the city to pay of the $103K, would it be a 50/50 split, and what does Kennedy think about this. The school said they hoped to start working on it soon to be ready for the 2027 baseball season, they hoped to raise most of the money through donations, fundraising and grants, and added that Ken Urbaniak had been helping them with this proposed project and helped with measuring for the new field. Mayor Bernstrom stated we are in favor to help in some way, but need to discuss this further. The council further discussed additional items after Thompson and Coffield left the meeting including: possibly donating the land, bonding the project and Bernstrom would look into, maintenance fees as we have no income currently, taxes if we had to raise our levy to the city as we don’t have a project like this budgeted for 2026, does the city have cd’s they could cash out to help, should they hold a special meeting to discuss it with all the communities involved, and many other questions they didn’t have answers to. The city is willing to help, but they didn’t come up with a decision at this time.

Karl Beneke had previously addressed issues with the culvert in his driveway on Central Ave North, as it is clogged and there is a hole in it, making it unable to drain properly. The council was presented with pictures of the driveway and culvert and George Zondagh also looked at it previously and agreed it needed to be replaced. Estimates from the Kittson County Highway Department for a 20-foot culvert of $558.90, and four hours of work by Anderson Bros Construction at $920.00 was obtained for the council. Motion by Stenquist, seconded by Grabowska and carried to replace the culvert, not to exceed $2,000. Karl stopped by the meeting for a few minutes after this was discussed and we advised him that the project was approved.

Matthew moved to approve the August 13, 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 discussed the September 2025 bills and other August 2025 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. Matthew moved to approved bills discussed, second by Stenquist and carried. An abstract of bills will be posted with the minutes and are available upon request.

The annual maintenance agreement with McFarlane was reviewed for the Liquor Store at $682/year and Community Center at $1,586/year. The proposals are for preventative maintenance on the furnaces, condensers and exhaust fans. Heating inspections to be done in the fall and cooling inspections to be done in the spring. Motion to approve made by Stenquist, second by Matthew and carried.

Matthew moved to accept the delinquent garbage accounts submitted by Anderson Sanitation as presented and place the delinquent bills on the 2025 property tax rolls, second by Halvorson and carried.

Anderson Sanitation has submitted a quote for 2026-2028 garbage pickup with monthly rates for household garbage pickup at $9.55/month including tax billed quarterly (annual rate is $110.78 including tax). Tipper cart rates are available (48-gallon cart including tax is $7.02; 64-gallon cart is $8.42; and 96-gallon cart is $11.23; each per month including tax) and are billed quarterly. This is a 10% increase from the last contract as the landfill has raised their fees by 20%. Halvorson made a motion to accept Anderson Sanitation’s service agreement for the next 3 years, second by Matthew and carried.

Land Rent Contract renewal review was discussed for the 2026, 2027, 2028 years. The council has decided to advertise for bids on the 49.28 acres on a 3-year contract. Motion by Stenquist with a second by Grabowska to run a three week add in the local paper and additional bid request notice to be placed in the City Office, Post Office, etc. Bids to be reviewed at the next City Council Meeting in October.

Retroactive approval was needed on a service agreement contract with Silversmith Data (SSD) allowing Bollig Engineering to work with SSD to collect and build an asset management for the city. This would allow Bollig to continue with the second round of the Lead Service Line Inventory with MDH as the contracts are finally in place. There is no cost to the city this year, actually saving the city $1,172 as this is covered by grant money, and would be an annual cost of $571 should the city want to continue using SSD’s software after the first year. Motion by Matthew, with a second by Stenquist to approve, and carried.

Resolution 2025-11 presented and approved to accept a $500 donation from John Arneson on behalf of the Fire Department. Motion was made by Halvorson, second by Matthew and carried.

Resolution 2025-12 was presented to accept the Kittson County Blading and Snow Removal Resolution, a rate increase of 16.7% from the current rates set in 2023, and agree to a 3-year contract for snowplowing and motor grading in the city with us providing them a highlighted map of the routs we need help with. Matthew motioned to approve with a second by Halvorson and carried.

Liquor Store Inventory set for October 1, 2025 9:00 AM. Halvorson and Grabowska to help.

Liquor Store flooring bid was discussed as it was previously talked about in last months budget discussion. Approval tabled to October as checking to see if more bids will be requested.

Stenquist moved to submit a $2,000.00 request to the American Legion Post #214 gambling fund for help purchasing a new greens mower for the Golf Course, second by Grabowska and carried.

Stenquist moved to submit a $2,000.00 request to the FO Eagles #2617 gambling fund for new sprinkler heads for the Golf Course, second by Grabowska and carried.

Council was presented and discussed 2026 payroll options. Options of a 1%, 2%, and 3% Cost of Living increase, as well as the Step increase, were looked at, but the council has tabled accepting an option until the October meeting.

Council reviewed the proposed 2026 budget. Stenquist moved to accept the 2026 General Fund overall budget of $321,208.00 and set proposed 2025 General Fund Property Tax Levy at $130,000.00, second by Grabowska and carried.

Council reviewed August Liquor Store financials. City financials will be reviewed in October.

Other items discussed: Community Center Loan Schedule update with a new payoff amount of $94,959 and an end date of August of 2028! MN Water Surcharge annual rate of $9.72 increasing to $15.22 for the 2026 year. Suggestions from the DNR for the turkey complaints where discussed. Solar Panel grant was discussed. Power to the meter near Brio was discussed and will be left on to light the Christmas Tree in December. Lead Testing crew from Bollig to be in town in September. Gravel for north end of Hawaii Ave, and hydrant at city park were also discussed.

Matthew made a motion to void two checks to Weleski Hardware as they were lost in the mail, with a second by Matthew and carried. Additionally, Certification of Lost Check Form to be completed, and signed by the payee.

Mayor closed the meeting as there was no further business for council. Adjourned at 8:40 pm.

Janet Johnson, Clerk/Treasurer
Approved: Kathy Bernstrom, Mayor
Approval Date : October 8th, 2025.

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

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