Rutland Community Club – October 4, 2011

Twelve individuals were present.

The Financial Report was approved as submitted.

A preliminary Uffda Day Financial report was presented and discussed.  A final report may be ready in November but will depend on outstanding bills yet to come including the Fargo Forum car ad, Waste Management for the dumpster, and other miscellaneous items.

Uffda Day: Everyone noted that Uffda Day was well organized thanks to Lori McLaen.  The weather was also excellent this year which helped contribute to such a successful event.

Kulzer/Christensen moved that the RCC thank Lori McLaen for the hours she committed to make a successful 2011 Uffda Day and that the RCC wishes her the best in her endeavors for future Uffda Day activities.  Motion carried unanimously.

Bill expressed concern that the parade does not have a band or music participating.  The parade time makes it impossible for the Sargent Central school band to participate due to Fargo competitions.

Some roasters were disposed due to heat and temperature control problems; new roasters will be purchased.

Save Our Post Office (SOPO):  Anderson said that the formal USPS letter is posted in the Post Office with the reasons that the Rutland Post Office is being recommended for closure.  There is a 60-day written comment period ending December 6.  He noted there are many inaccuracies in the letter and the justification for the PO closure such as: Rutland is an unincorporated city (False:  Incorporated 1908); Post Mistress will be reassigned for savings (False:  No savings); Amount saved is based on 10 year figures but 5-year figures are in the calculations; Rutland PO has continually loss revenue (False:  Revenue is steady or increasing). He said there are other inaccuracies as well that need to be included comments sent to Sioux Falls and the USPS officials.  The next step is to again send letters.

Another SOPO meeting was scheduled for October 12 at 7 p.m. in the Hall.

Hall:  Bert said the Hall renovation project will begin the end of October with a completion December 31.   The Hall will not be available for Fun Night or Santa Day.  The group agreed that Fun Night should be held in February and Santa Day could be held elsewhere.

Santa Day:  Members said only a small area would be needed for Santa Day which is primarily Bingo and the turkey/ham raffle.  It was agreed that Santa Day will be December 10 with the location to be determined.   A Chair is needed for the event.

Nominating Committee:  Anderson asked Bill Anderson and Delores Lysne to submit a proposed slate of officers at the November meeting.  Paul Anderson will not be continuing; the other will be to fill Hilary Mehrer’s position.

Old Business: Paul said no one was interested in attending the Leadership Short Course.

Sign:  Paul contacted Indigo Sign and Daktronics regarding a new, electronic sign for Rutland.  Two-sided are about $12-15,000 and singles are about half.  There is about $1500 in the Horizons program that could be used.  The City would be asked to pay the electricity for the sign.  The City could also charge businesses for advertising on the sign or could levy a Special Assessment for the advertising/signage.

Paul will get a quote for further discussion in November.

Discussion focused on sign location. The original sign was on City-owned property and then relocated to private property where it was damaged in the storm. The City would have to buy or lease property or find another location for the sign.

Old Business:  Vann asked if there is a lease agreement for use of the kitchen for businesses.  Bill Anderson said that the NDIRF recommends the City have such a lease agreement.

Vann asked about the RCC equipment use for business purposes.  Paul Anderson said a proposal was made but there was no motion or action on the proposed policy.

It was noted that all utensils, roasters and equipment, including the tables and chairs in the Hall, are owned by the RCC.  The building, and kitchen, is owned by the City.

Sue/Kathy moved that the RCC approve the following policy:

The RCC purchases and provides equipment for the benefit of the greater Rutland community including the city and surrounding farm neighbors.

• RCC equipment can be used for
  • organizational fundraisers
  • personal hardship fundraisers
  • celebrations of special events like, New Years Eve, Memorial Day, Easter, Christmas, graduations, and family reunions.
• It is not the intent of the RCC to have its equipment used for the financial benefit of an individual or for profit business.
• The equipment owned by the RCC in the City Hall cannot be used for onsite preparation of food or materials by individuals selling these goods off the premises.  In the same token it cannot be used off premises for the purpose of personal or business gain.
• RCC equipment cannot leave the premises of City Hall without written approval of one board member.
  • Prior blanket approval is given to the Baptist Church,  NLC, Rutland American Legion Post and Auxiliary, Rutland/Cayuga Fire Dept., and Rutland Sportsman’s Club.
• The RCC does not intend to enter into the equipment rental business.

Motion carried.

Santa Day: Vann asked having a Christmas Tree in the Center of town this year. That is where the Santa Day event was held many years ago.  It could be done where the old sign was last year.

Bill/Bev moved that Gretchen Vann be appointed Santa Day Chair for 2011.  Motion carried.

There being no further business the meeting adjourned at 7:55 p.m.

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