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2025-01-23
One-line summary
The Council approved the consent agenda and amended 2025 goals, added three spring Council meeting dates, tabled the Council vacancy/special-election discussion to February 11, and voted 3-1 to take no action on McKenzie Hills until escrow is paid and the developer reapplies.
9 items as recorded in the packet and minutes.
1Call to Order
Call to Order; Pledge of Allegiance; Roll Call; Approve Agenda.
Agenda approved as presented.
2aApproval of City Council Meeting Minutes for January 14, 2025
Approval of City Council Meeting Minutes for January 14, 2025.
Approved as part of the consent agenda, with amendments to the January 14 minutes.
2bApproval of Treasurer's Report
Approval of Treasurer's Report for December 2025 as listed on the agenda; the packet treasurer report itself is dated December 31, 2024.
Approved as part of the consent agenda. The agenda says December 2025, but the packet report is dated December 31, 2024.
3Discussion - 2025 City Council Goals
Discussion of 2025 City Council goals, including staff goal setting and additional meeting dates.
Council approved an amended five-item goal list and separate direction allowing staff to work with consultants as needed.
3aGoal Setting for 2025 for City Staff
Staff asked the Council to identify its top five work priorities for 2025.
Council amended the staff-recommended list by replacing educational opportunities with filling the Administrator position, then approved staff direction and consultant use as needed.
3bSet additional City Council Meeting Dates for the year
Set additional City Council meeting dates for 2025.
Additional regular Council meetings were added for February 27, March 27, and April 24, 2025; after April, added meetings will be as needed.
4Discuss Special Election Ordinance and Process to fill a Council Vacancy
Discuss special election ordinance and process to fill a Council vacancy.
Discussion was tabled to the February 11 Council meeting after CM Glaser asked to speak with constituents.
5Mckenzie Hills Discussion with Planner Nash
McKenzie Hills discussion with Planner Nash.
Council voted to take no action until escrow is paid and the developer reapplies for the preliminary plat, and to notify the developer that the City will make no action.
6Adjourn
Adjourn.
Meeting adjourned at 8:49 p.m.
What this meeting did about specific topics, organized by issue rather than by document.
Meeting administration
The Council opened the meeting at 6:01 p.m., noted the members present and one vacant Council seat, approved the agenda as presented, and adjourned at 8:49 p.m.
Agenda: 1, 6. Motions: M1, M7. Speakers: Mayor Hybben, Interim Administrator Johnson, CM Breyen, CM Glaser.
Consent agenda and treasurer report
The Council approved the consent agenda as amended. The January 14 minutes were amended to clarify the Zoom attendance wording and to change a reference from “Score Grant” to “Reimbursement Report.” The consent approval also covered the treasurer report, whose packet copy is dated December 31, 2024.
Agenda: 2a, 2b. Motions: M2. Speakers: CM Rainville, CM Breyen.
2025 City Council goals
Staff presented five high-priority goals tied to City liability. Council amended the list by replacing educational opportunities with filling the Administrator position, directed staff to complete the amended goals as able, and separately approved staff working with consultants as needed while keeping Council updated.
Agenda: 3, 3a. Motions: M3, M4. Speakers: Interim City Administrator Johnson, CM Rainville, CM Breyen.
Additional 2025 Council meeting dates
Council discussed keeping meetings under two hours and trying a second monthly meeting through April. It added regular Council meetings for February 27, March 27, and April 24, 2025, with additional meetings after April to be held as needed.
Agenda: 3b. Motions: M5. Speakers: Mayor Hybben, CM Glaser.
Council vacancy and special election process
Staff and Consultant Boyles presented information on filling the vacant Council seat by appointment and on special election options. Because CM Glaser asked to speak with constituents, Council tabled the discussion to the February 11 Council meeting. The packet included several cost estimates for a special election and an application form showing Council member pay.
Agenda: 4. Speakers: Interim City Administrator Johnson, Consultant Boyles, CM Glaser.
McKenzie Hills subdivision
Planner Nash gave background on the McKenzie Hills subdivision and the unexecuted developer’s agreement. Council voted 3-1 to do nothing until the escrow is paid and the developer reapplies for the preliminary plat, and to notify the developer that the City will take no action.
Agenda: 5. Motions: M6. Speakers: Planner Nash, Mayor Hybben, CM Breyen, CM Glaser, CM Rainville.
7 motions on the record. Split votes are highlighted.
M1MOTION BY CM BREYEN, SECONDED BY CM GLASER TO APPROVE THE AGENDA
moved by CM Breyen, seconded by CM Glaser
VIA ROLE CALL VOTE: 4 AYES, MOTION CARRIED.
M2MOTION BY CM RAINVILLE, SECONDED BY CM BREYEN, TO APPROVE CONSENT AGENDA AS AMENDED
moved by CM Rainville, seconded by CM Breyen
VIA ROLL CALL VOTE: 4 AYES, MOTION CARRIED.
M3MOTION AMENDED BY CM RAINVILLE, SECONDED BY CM BREYEN, TO DIRECT STAFF TO COMPLETE THE AMENDED GOAL LIST AS THEY ARE ABLE.
moved by CM Rainville, seconded by CM Breyen
VOTING ENSUED VIA ROLL CALL VOTE: 4 AYES, MOTION CARRIED.
M4MOTION BY CM RAINVILLE, SECONDED FOR DISCUSSION BY CM BREYEN, TO APPROVE THE DIRECTION TO STAFF WORKING WITH CONSULTANTS AS NEEDED TO COMPLETE THE FIVE PRIORITY ITEMS WHILE PROVIDING COUNCIL WITH UPDATES.
moved by CM Rainville, seconded by CM Breyen
VOTING ENSUED VIA ROLL CALL VOTE: 4 AYES, MOTION CARRIED.
M5MOTION BY MAYOR HYBBEN, SECONDED BY CM GLASER, ADD ADDITIONAL MEETINGS FEBRUARY 27TH, MARCH 27th, APRIL 24th, AS REGULAR CITY COUNCIL MEETING, AFTER APRIL, MEETINGS WILL BE ON AN AS NEEDED BASIS.
moved by Mayor Hybben, seconded by CM Glaser
VOTED VIA ROLL CALL: 4 AYES, MOTION CARRIED.
M6MOTION BY MAYOR HYBBEN, SECONDED FOR DISCUSSION BY CM BREYEN, DO NOTHING UNTIL THE ESCROW IS PAID AND THE DEVELOPER RE-APPLIES FOR THE PRELIMINARY PLAT, INCLUDING NOTIFICATION TO THE DEVELOPER THAT NO ACTION WILL BE MADE BY THE CITY.
moved by Mayor Hybben, seconded by CM Breyen
M7MOTION TO ADJOURN BY CM BREYEN, SECONDED 8:49 PM
moved by CM Breyen
Each figure links back to the document it came from. When the council voted on the amount, the motion is shown.
F1
Cash balance listed in the December 31, 2024 treasurer report approved on the consent agenda.
treasurer_report · Pine River State Bank checking account · FY 2024
$190,156.49
unknown
F2
Cash balance listed in the December 31, 2024 treasurer report approved on the consent agenda.
treasurer_report · PMA Financial Network CDs fixed income · FY 2024
$2,400,087.5
unknown
F3
Cash balance listed in the December 31, 2024 treasurer report approved on the consent agenda.
treasurer_report · 4M, 4MP & GO Funds money market fund · FY 2024
$392,074.42
unknown
F4
Total cash amount before subtracting outstanding checks.
treasurer_report · Treasurer report bank total before outstanding checks · FY 2024
$2,982,318.41
unknown
F5
Outstanding checks deducted from the bank total in the treasurer report.
treasurer_report · YTD outstanding checks · FY 2024
$33,628.86
outflow
F6
Adjusted bank total and ending balance in the treasurer report.
treasurer_report · Adjusted bank total and Schedule 1 ending balance · FY 2024
$2,948,689.55
unknown
F7
Staff recommendation said consolidating the special election with the 2026 general election would save taxpayers this amount or more.
estimate · Special election cost estimate stated in staff recommendation · FY 2025
$10,000
outflow
Council approval status: not yet on record.
F8
Detailed total estimated cost for a stand-alone 2025 special election.
estimate · 2025 special election total estimated cost · FY 2025
$9,526.07
outflow
Council approval status: not yet on record.
F9
Mileage component of the special election cost estimate.
estimate · Special election mileage · FY 2025
$106.8
outflow
Council approval status: not yet on record.
F10
Overtime component of the special election cost estimate.
salary · Special election overtime hours · FY 2025
$3,731.33
outflow
Council approval status: not yet on record.
F11
Election judge component of the special election cost estimate.
salary · Special election judges · FY 2025
$2,192
outflow
Council approval status: not yet on record.
F12
Regular-hour staff time component of the special election cost estimate.
salary · Election duties performed during regular hours · FY 2025
$1,960
outflow
Council approval status: not yet on record.
F13
Other costs component of the special election cost estimate.
estimate · Other special election costs · FY 2025
$1,535.94
outflow
Council approval status: not yet on record.
F14
Estimated cost per vote if 492 voters cast ballots.
estimate · Special election cost per vote at 15% turnout · FY 2025
$19.36
outflow
Council approval status: not yet on record.
F15
Estimated cost per vote if 328 voters cast ballots.
estimate · Special election cost per vote at 10% turnout · FY 2025
$29.04
outflow
Council approval status: not yet on record.
F16
Estimated cost per vote if 164 voters cast ballots.
estimate · Special election cost per vote at 5% turnout · FY 2025
$58.09
outflow
Council approval status: not yet on record.
F17
Monthly pay stated on the application for appointment to the vacant Council seat.
salary · Council member monthly pay · FY 2025
$400
outflow
Council approval status: not yet on record.
F18
Prior meeting minutes in this packet estimated a 2025 special election at $7,000-10,000.
estimate · Special election lower estimate from prior meeting minutes in packet · FY 2025
$7,000
outflow
Council approval status: not yet on record.
F19
Prior meeting minutes in this packet estimated a 2025 special election at $7,000-10,000.
estimate · Special election upper estimate from prior meeting minutes in packet · FY 2025
$10,000
outflow
Council approval status: not yet on record.
F20
The January 14 minutes in the packet stated the 2025 road construction plan was within a $380K budget.
budget · 2025 road construction budget referenced in January 14 minutes · FY 2025
$380,000
outflow
When someone tried to remember earlier business, we cross-reference the corpus and write a short related-history note.
At the last council meeting, it was discussed having two (2) city council meetings a month. Each of the Council members were going to look at their calendars for available dates.
What this is about
The second monthly Council meeting discussion was carried over from the prior Council meeting.
The records I searched do not contain a prior Council discussion or decision matching this recollection about adding a second monthly City Council meeting or having members check their calendars for available dates. The search results returned unrelated packet material, such as permit fees, Planning and Zoning agenda procedures, employee benefits, and testing policies. Based on these results, I cannot confirm from the searched records that the item was carried over from the prior Council meeting, and no formal vote or selected date for a second monthly meeting was found.
The access road and addressing of the subdivision pose a safety risk to responders in an emergency, these issues have been communicated by the previous Fire Chief at council.
— Rob Miller
What this is about
The McKenzie Hills access-road safety concern had been raised by the previous Fire Chief at Council before this meeting.
The records I searched do not contain a prior Council discussion or decision matching this recollection about McKenzie Hills access-road or addressing safety concerns being raised by a previous Fire Chief. The fire-related records found were routine Fire Department updates and other fire-station matters in 2026, including Chief Rob Miller’s monthly reports at the February 10, 2026 and April 14, 2026 meetings, plus unrelated items such as fire-station alarm/security and garage-door safety equipment. None of the search results mention McKenzie Hills, subdivision access roads, addressing, emergency responder access, or comments by a previous Fire Chief on that issue.
It has been ongoing for quite some time without any resolve.
— Natalie Johnson
What this is about
The McKenzie Hills developer’s agreement issue was described as a long-running unresolved matter.
The records support the recollection that the McKenzie Hills developer’s agreement was an ongoing unresolved matter. At the November 12, 2024 meeting, council discussed whether required work had been completed, including the driveway, hammerhead, bypass lane, straightening the driveway, and culvert work. The notes say the Certificate of Occupancy was being sought, but the city attorney had advised the city could lose leverage if the CO was issued before work was complete, and the developer’s agreement was “still being worked on between the developer’s attorney and the city attorney.” The issue continued in later updates. At the December 10, 2024 meeting, the minutes say Mr. Ruppe was working on the developer’s agreement, the driveway was “all good,” the CO had been issued by Rum River Consultants, but Mr. Ruppe had not heard back from Mr. Gustafson. At the January 14, 2025 meeting, the administrator update again said City Attorney Ruppe was “slowly working on the developer’s agreement with Mr. Gustafson.” At the January 23, 2025 meeting, Planner Nash provided background on the development and subdivisions, but the search results provided do not show a final recorded resolution or completed agreement.
To date, none of the cities we represent have elected to spend the time and money to hold a special election - they wait until the next general election.
— Robert T. Ruppe
What this is about
Attorney Ruppe’s email described how other represented cities handled comparable Council vacancies.
The records I searched do not contain Attorney Ruppe’s email or a prior council-vacancy discussion matching this recollection. The search results are from the February 10, 2026 packet and mainly list attorney qualifications, represented cities, prosecution experience, and fee information; they do not describe how other cities handled comparable Council vacancies or whether they chose special elections versus waiting for the next general election. So, based on these results, there is no record here of a formal prior decision, vote, or documented comparison of other represented cities’ vacancy practices.
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