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City of Gem Lake City Council Meeting Minutes March 15, 2022 4 | Page <br /> <br />situation and now that work has finished the City is in the process of looking through a 16 plus <br />page agreement document. <br /> <br />The agreement being brought to the City by the railroad company is requesting that the City use <br />their insurance and pay a very large licensing fee. City Attorney Patrick Kelly has been <br />communicating with the railroad contact and has worked out an agreement that the City can use <br />the insurance it has through the League of Minnesota Cities Trust. He also went through the <br />contract and took items out that no longer applied and submitted it to the railroad to review. The <br />railroad company is open to the City offering an amount that should be paid for the license. City <br />Attorney suggested that we open it up and start at $100.00. <br /> <br />Councilmember Lindner made a motion to offer $100 for the license, seconded by <br />Councilmember Amlee. Voice vote taken, all voted yes, motion passes, City Attorney will pass <br />along the City’s offer of $100 for the license fee. <br /> <br />Septic Inspection Discussion <br />The City pays a contractor to do annual maintenance inspections and the City then charges the <br />septic residents $40.00 to cover the inspection and administrative costs. The City has received <br />some concerns and complaints over the last year concerning this issue. Mayor Artig-Swomley <br />suggested the Council develop expectations for our inspector as to what should be covered or <br />looked at during an inspection better. Also, the City should set a broad schedule for when these <br />inspections should take place. This will help to insure that resident’s access points are available <br />for the inspector. The City will also advertise the topic better. <br /> <br />Internal Management Update <br /> <br /> Records Management Discussion <br />The City spends far too much time looking for things when they should be filed away neatly <br />organized and easy to find. The City may be holding on to files longer than is necessary taking up <br />storage space in the file room. The Acting City Clerk and the Mayor are going to look into the <br />records management requirements and will begin disposing of items properly if possible. It is also <br />a possibility that more storage cabinets are needed. The Acting City Clerk is going to work on <br />organizing the records room. Both the Mayor and Acting City Clerk would be interested in any <br />training available through the LMC on records management if it were to ever become available. <br /> <br />City Clerk Annual Review Preparation <br />The Mayor shared with the Council some of the employee annual review that she had completed <br />on Acting City Clerk Melissa Lawrence. The Mayor recommended that a $5.00 an hour raise be <br />given. Councilmember Lindner suggested that because the Council is short two members tonight <br />that the discussion on the wage increase be tabled until the April 19, 2022 meeting. The Mayor <br />agreed. <br /> <br />Councilmember Lindner made a motion to table to Acting City Clerks wage discussion until the <br />April 19, 2022 City Council meeting, seconded by Councilmember Amlee. Voice vote taken, all <br />voted yes, motion passes, the wage discussion will be tabled until the April City Council Meeting. <br /> <br />Federal Holiday List/Manual Update <br />Mayor Artig-Swomley presented to the Council that the federal holiday, Freedom Day or <br />Juneteenth, was added to the employee handbook based on the discussion an vote at the February <br />15, 2022 City Council Meeting. This holiday is observed annually on June 19th and the City will <br />observe the holiday as stated in the employee manual in the case that it falls on a weekend.