M1MOTION BY COUNCIL MEMBER BREYEN, SECOND BY FLADEBO TO APPROVE THE AGENDA AS AMENDED.
moved by Breyen, seconded by Fladebo
Passed
- YPilon
- YFladebo
- YRainville
- YBreyen
- YAlders
Loading Meetings
Tuesday, January 9, 2024 · 5:30 PM
Agenda
Not posted
What was on the agenda.
One-line summary
Council approved consent items, hired Cindy Nash as contracted city planner, authorized work on a Fire Chief job description, approved a Ramsey road-project JPA and Comcast cable-franchise waiver, continued personnel-policy and compensation decisions, and approved an amended resource trade with Nowthen Alliance Church.
27 items as recorded in the packet and minutes, each with a plain-English summary of what was at issue.
1Call to Order
Call to Order; Pledge of Allegiance; Roll Call; Approve Agenda.
Agenda approved as amended.
2aWork Session: Finalize Personnel Policy Updates Phase 1
Finalize Personnel Policy Updates Phase 1.
Personnel policy action was moved to the February meeting.
3Public Forum
Public forum for residents to address City governmental topics.
No one spoke.
4aApprove December 12 and December 14, 2023 minutes
Approval of City Council Meeting Minutes December 12, 2023 and Work Session Meeting Minutes December 14, 2023.
Council approved the amended consent agenda, including acceptance of the $1,127 LMC Insurance Trust dividend, the responsible-authority appointment, annual appointments and official designations, and support for the 2024 Heritage Festival. The treasurer's report was removed, and the December 14 work session minutes were pulled for correction and return in February.
Pulled from consent; staff was directed to correct the December 14 work session minutes and bring them back in February.
4bApprove claims and Treasurer's Report
Approval of Claims December 8, 2023 - January 5, 2024 and Treasurer's Report.
Council approved the amended consent agenda, including acceptance of the $1,127 LMC Insurance Trust dividend, the responsible-authority appointment, annual appointments and official designations, and support for the 2024 Heritage Festival. The treasurer's report was removed, and the December 14 work session minutes were pulled for correction and return in February.
Consent agenda was approved as amended; the treasurer's report was removed to be sent later.
4cAccept LMC Insurance Trust dividend
Approval of Resolution accepting a dividend from the League of Minnesota Cities Insurance Trust.
Council approved the amended consent agenda, including acceptance of the $1,127 LMC Insurance Trust dividend, the responsible-authority appointment, annual appointments and official designations, and support for the 2024 Heritage Festival. The treasurer's report was removed, and the December 14 work session minutes were pulled for correction and return in February.
Approved as part of the consent agenda.
4dDesignate responsible authority for 2024
Designate the City Administrator as the city's responsible authority for 2024.
Council approved the amended consent agenda, including acceptance of the $1,127 LMC Insurance Trust dividend, the responsible-authority appointment, annual appointments and official designations, and support for the 2024 Heritage Festival. The treasurer's report was removed, and the December 14 work session minutes were pulled for correction and return in February.
Approved as part of the consent agenda.
4e2024 annual appointments and official designations
Establish City Council annual appointments and official appointments to commissions, committees, local government authorities, and official designations for 2024.
Council approved the amended consent agenda, including acceptance of the $1,127 LMC Insurance Trust dividend, the responsible-authority appointment, annual appointments and official designations, and support for the 2024 Heritage Festival. The treasurer's report was removed, and the December 14 work session minutes were pulled for correction and return in February.
Approved as part of the consent agenda.
4fCOLA and merit increases
Authorize COLA and merit increases based upon Administrator Lehner completing reviews per the 2024 budget.
Council did not approve the proposed COLA and merit increases at this meeting. Instead, after a lengthy discussion about COLA, merit pay, full-time and part-time employees, and comparable wages, Council directed staff to return with 2023 wages by individual, 2023 gross pay, a 3.5 percent multiplier, and Administrator Lehner's merit recommendations. The broader Phase 1 personnel policy update was also continued to February after attorney review.
Pulled from consent; Council directed staff to bring wage and merit-increase information back for review.
4g2024 Heritage Festival support
Approve a request from the Heritage Festival Volunteer Committee to waive rental fees, deposits, and associated costs related to the 2024 Heritage Festival, including financial and staff support.
Council approved the amended consent agenda, including acceptance of the $1,127 LMC Insurance Trust dividend, the responsible-authority appointment, annual appointments and official designations, and support for the 2024 Heritage Festival. The treasurer's report was removed, and the December 14 work session minutes were pulled for correction and return in February.
Approved as part of the consent agenda.
4hTrade resources with Nowthen Alliance Church
Trade resources with Nowthen Alliance Church.
Council approved trading resources with Nowthen Alliance Church: the City may use the church for 2024 elections, and the church may use Memorial Park facilities for specified Wednesday evening events. The resolution was amended to include a possible fourth election if needed, and Council noted the arrangement worked well as a community partnership.
Pulled from consent and approved with an amendment to include a possible fourth election if necessary.
5Engineering
Engineering department item.
No engineering items were presented.
6Fire Department
Fire Department report.
The Fire Department and Sheriff's Office gave December reports. The fire report noted 12 incidents and no dollar loss from fires, while the Sheriff's report noted 123 calls for service. Both reports discussed the December 3 ice rescue near Garnett Street, and the mayor said the City would also like to recognize Deputy Chris Fjeld for heroism.
The December Fire Department report was presented; no motion was recorded.
7Sheriff's Department
Sheriff's Department report.
The Fire Department and Sheriff's Office gave December reports. The fire report noted 12 incidents and no dollar loss from fires, while the Sheriff's report noted 123 calls for service. Both reports discussed the December 3 ice rescue near Garnett Street, and the mayor said the City would also like to recognize Deputy Chris Fjeld for heroism.
Chief Deputy Jacobson presented the Sheriff's report; no motion was recorded.
8Planning and Zoning
Planning and Zoning.
No Planning and Zoning items were presented.
9aAdministrator Update: staff performance reviews
Reviews in process - 2023 staff performance reviews to be completed by January 31, 2024.
Administrator Lehner reported staff evaluations would be completed by the end of January.
10A1Attorney Glaser process for uncompliant properties
Attorney Glaser Process for Uncompliant Properties.
Several old business items stayed open. The uncompliant-property process with Attorney Glaser still had no response, the ATV ordinance still needed a work session, the building official comparison was tabled until February, and fee schedule changes were also tabled until February.
Administrator Lehner was directed to follow up, and Attorney Ruppe may send a letter if there is still no response.
10A2ATV Ordinance Update
ATV Ordinance Update.
Several old business items stayed open. The uncompliant-property process with Attorney Glaser still had no response, the ATV ordinance still needed a work session, the building official comparison was tabled until February, and fee schedule changes were also tabled until February.
Still in process; a work session needs to be scheduled.
10A3Building official, code enforcement and septic compliance contract
Choose and approve the Mayor to execute a contract with building official, code enforcement and septic compliance official.
Several old business items stayed open. The uncompliant-property process with Attorney Glaser still had no response, the ATV ordinance still needed a work session, the building official comparison was tabled until February, and fee schedule changes were also tabled until February.
Tabled until the February meeting while comparisons continue.
10A4Fee Schedule Changes
Fee Schedule Changes.
Several old business items stayed open. The uncompliant-property process with Attorney Glaser still had no response, the ATV ordinance still needed a work session, the building official comparison was tabled until February, and fee schedule changes were also tabled until February.
Tabled until the February meeting.
10B1Personnel Policy Updates Phase 1
Approve Personnel Policy Updates Phase 1 with any approved changes.
Council did not approve the proposed COLA and merit increases at this meeting. Instead, after a lengthy discussion about COLA, merit pay, full-time and part-time employees, and comparable wages, Council directed staff to return with 2023 wages by individual, 2023 gross pay, a 3.5 percent multiplier, and Administrator Lehner's merit recommendations. The broader Phase 1 personnel policy update was also continued to February after attorney review.
Moved to February after review with Attorney Ruppe.
10B2City Planner
Introduce new City Planner recommended by staff to fill the open planner position.
Council approved Resolution 2024-06 authorizing a contract with Cindy Nash of Collaborative Planning LLC as the City's contracted planner effective January 10, 2024. Council discussed her experience, grant-writing background, keeping Nowthen rural, transition from the prior planner, and the contract terms.
Resolution 2024-06 approved the contract with Cindy Nash from Collaborative Planning LLC.
10B3Fire Chief job description and posting
Approve Chief Schmidt and the personnel committee to create a job description and posting for a Fire Chief.
Council approved Resolution 2024-07 authorizing the personnel committee, Administrator Lehner, and Fire Chief Schmidt to create a job description for the Nowthen Fire Department Chief position.
Resolution 2024-07 approved creating a job description for the Fire Department Chief position.
10B4Joint Powers Agreement with Ramsey for Road Improvement Project
Joint Powers Agreement with Ramsey for Road Improvement Project.
Council approved Resolution 2024-08 approving the joint powers agreement with Ramsey for the Rogers Lake Area road improvement project. The discussion noted that there was no exact cost yet, that a later public hearing would occur, and that Nowthen could decide whether to move forward based on affordability.
Resolution 2024-08 approved the joint powers agreement.
10B52024 Calendar
2024 Calendar.
Council reviewed the 2024 calendar, discussed whether employee anniversary dates could be listed, decided the August council meeting would move to August 20 because of the Primary Election, and noted the Planning and Zoning meeting would need rescheduling because of the Presidential Caucus.
Council reviewed the calendar, asked staff to verify data-practices issues, discussed closing July 5, and changed the August council meeting date to August 20.
10B6Comcast cable franchise waiver
Added item regarding Comcast contract and regulating cable franchise agreement.
Council added and approved Resolution 2024-09 waiving the City's right to regulate Comcast's cable franchise. The mayor reported Attorney Ruppe's view that the City has a Business Subsidy Agreement rather than a Franchise Agreement and should not put a franchise agreement in place if one is not needed.
Resolution 2024-09 waived the right to regulate the cable franchise.
11Adjourn
Adjourn.
Meeting adjourned at 9:00 p.m.
9 motions on the record. Split votes are highlighted.
M1MOTION BY COUNCIL MEMBER BREYEN, SECOND BY FLADEBO TO APPROVE THE AGENDA AS AMENDED.
moved by Breyen, seconded by Fladebo
M2MOTION BY COUNCIL MEMBER BREYEN, SECOND BY FLADEBO TO APPROVE THE CONSENT AGENDA AS AMENDED.
moved by Breyen, seconded by Fladebo
M3MOTION BY COUNCIL MEMBER RAINVILLE, SECONDED BY ALDERS TO APPROVE RESOLUTION 2024-06 AUTHORIZING MAYOR PILON AND ADMINISTRATOR LEHNER TO ENTER INTO A CONTRACT WITH CINDY NASH FROM COLLABRATIVE PLANNING LLC TO FILL THE ROLE OF CITY PLANNER EFFECTIVE JANUARY 10, 2024.
moved by Rainville, seconded by Alders
M4MOTION BY COUNCIL MEMBER BREYEN, SECONDED BY RAINVILLE TO APPROVE RESOLUTION 2024-07 AUTHORIZING THE PERSONNEL COMMITTEE, ADMINSTRATOR LEHNER, AND FIRE CHIEF SCHMIDT TO CREATE A JOB DESCRIPTION FOR THE NOWTHEN FIRE DEPARTMENT CHIEF POSITION.
moved by Breyen, seconded by Rainville
M5MOTION BY COUNCIL MEMBER BREYEN, SECONDED BY ALDERS TO APPROVE RESOLUTION 2024-08 APPROVING THE JOINT POWERS AGREEMENT AS RECOMMENDED BY ATTORNEY RUPPE.
moved by Breyen, seconded by Alders
M6MOTION BY COUNCIL MEMBER BREYEN, SECONDED BY FLADEBO TO APPROVE RESOLUTION 2024-09 WAIVING RIGHT TO REGULATE CABLE FRANCHISE.
moved by Breyen, seconded by Fladebo
M8MOTION BY MAYOR PILON SECONDED BY ALDERS TO HAVE STAFF PROVIDE A LISTING OF 2023 WAGES BY INDIVIDUAL, 2023 GROSS PAY, 3.5 MULTIPLIER ON THOSE WAGES, AND RECOMMENDATIONS FROM ADMINISTRATOR LEHNER FOR MERIT INCREASES.
moved by Pilon, seconded by Alders
M9MOTION BY COUNCIL MEMBER FLADEBO, SECONDED BREYEN TO APPROVE A RESOLUTION AUTHORIZING TRADING RESOURCES WITH NOWTHEN ALLIANCE CHURCH FOR THE 2024 ELECTIONS TO SET UP DAY BEFORE 5:00 PM TO 10:00 PM, AND DAY OF 5:30 AM to 11:00 PM (or until election can be closed); MARCH 4 & 5, AUGUST 12 & 13, AND NOVEMBER 4 & 5 AND THE MEMORIAL PARK FACILITIES 6:00 p.m. to 8:00 p.m. MAY 22, 29, JUNE 5, 12, 19, 26, JULY 10 AND 17TH. AS AMENDED INCLUDING A FOURTH ELECTION IF NECESSARY.
moved by Fladebo, seconded by Breyen
M10MOTION TO ADJOURN BY COUNCIL MEMBER ALDERS AND FLADEBO.
moved by Alders, seconded by Fladebo
The amounts the council actually voted to approve, each with the vote that approved it. Drawn from the official minutes.
F2
$3,000
F5
$4
F6
$126
F7
$11
F8
$20
F9
$135
F10
$160
F11
$145
F12
$105
F13
$134
F14
$90
F15
$118
F16
$150
F17
$115
F18
$124
F19
$40
F20
$60
F21
$85
F22
$112
F23
$70
F24
$400
When someone referred back to earlier business, we found the matching prior discussion and tied it in here.
Ms. Nash introduced herself and stated how she has some experience in Nowthen in 2018 with a previous project.
— Cindy Nash
What this is about
Cindy Nash recalled prior work in Nowthen in 2018, which may relate to a previous planning project.
The records I searched do not contain a prior 2018 Nowthen planning project involving Cindy Nash or Collaborative Planning. The matches found are from 2026, mainly showing Ms. Nash working with the city on current planning matters such as the Jay’s Services interim use permit materials in the March 10, 2026 packet and related February 2026 correspondence. So this appears to be a recollection that is not confirmed by the available search results. The records provided show her current 2026 involvement, but no formal 2018 discussion, project, decision, vote, or contract matching the prior work she referenced.
Council Member Breyen stated he can't remember where he has seen it, but it is out there to have both COLA and Merit.
— Council Member Breyen
What this is about
Council Member Breyen tried to recall where he had seen both COLA and merit pay discussed before.
The records I searched do not contain a prior discussion or decision matching Council Member Breyen’s recollection of both COLA and merit pay being discussed. The search results returned unrelated items, including Planning and Zoning Commission appointments, a state flag discussion, and other council business, but nothing about employee COLA or merit compensation.
When previous staff asked about it, it was discussed as a bonus.
— Council Member Breyen
What this is about
The discussion referenced prior staff questions about merit or bonus pay.
The records I searched do not contain a prior discussion or decision matching Council Member Breyen’s recollection about staff questions on merit pay or bonus pay. The search results returned unrelated items, including land-use permit materials, Planning Commission procedures, and a state performance measurement survey item, but nothing about employee compensation, merit increases, or bonuses.
Last year, it was based the same way, it was all COLA, he used the % to adjust wages to try to get competitive and to do that, some employees had to "donate" and not receive the full 5% that was budgeted.
— Administrator Lehner
What this is about
Administrator Lehner recalled how the prior year's COLA was used to adjust wages.
The records searched do not contain a prior-year decision matching Administrator Lehner’s recollection that a 5% budgeted COLA was redistributed so some employees did not receive the full amount in order to make wage adjustments more competitive. The closest match is the April 14, 2026 meeting packet, where staff proposed formal step pay charts and wage increases to make the City more competitive as an employer. That packet describes proposed 3–5% step increases plus COLA each year, with employees receiving only COLA after reaching the top of their scale, and estimated that immediate implementation would cost $29,285.67 above what was budgeted for 2026. The search results show this related wage-structure discussion, but they do not show the prior year’s COLA allocation or a recorded vote on the specific 5% approach described.
Council member Breyen responded there was a COLA increase in the budget of 6%, at the work session It was broken apart to give some COLA and some merit to provide the administrator some flexibility with distribution.
— Council Member Breyen
What this is about
Council Member Breyen recalled that the COLA and merit split had been discussed during budgeting.
The records I searched do not contain a prior budget discussion or decision matching Council Member Breyen’s recollection about a 6% COLA being split between COLA and merit pay to give the administrator flexibility. The only budget-related matches in these results concern an unrelated plaque expense discussed at the March 10, 2026 meeting, where Council Member Breyen asked what budget category should cover that expense. No COLA, merit-pay split, work session discussion, or related vote appears in the search results provided.
<table> <tr> <th colspan="9">BURGLARIES</th> </tr> <tr> <th>Number</th> <th>Case Number</th> <th>Created On</th> <th>Officer Involvement</th> <th rowspan="2">Violation 609.582.4(a) Burglary - 4
Cindy Nash - Collab Planning <table> <tr> <td>From:</td> <td>Gerald Bonine</td> </tr> <tr> <td>Sent:</td> <td>Sunday, February 22, 2026 2:33 PM</td> </tr> <tr> <td>To:</td> <td>Cindy Nash - C
Page 4: [1] Formatted Cindy Nash - Collab Planning 12/16/2025 5:31:00 PM Left, Indent: Left: 0.5", Right: 0", Don't add space between paragraphs of the same style, Line spacing: single, No bul
Cindy Nash - Collab Planning <table> <tr> <td>From:</td> <td>Wendy Stament ></td> </tr> <tr> <td>Sent:</td> <td>Thursday, February 19, 2026 9:47 AM</td> </tr> <tr> <td>To:</td> <td>Cindy N
Cindy Nash - Collab Planning <table> <tr> <td>From:</td> <td>Jason Jones</td> </tr> <tr> <td>Sent:</td> <td>Thursday, February 12, 2026 9:07 AM</td> </tr> <tr> <td>To:</td> <td>Cindy Nash - C
Documents and recordings archived for this meeting, when available.
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?