MINUTES OF THE REGULAR MEETING OF THE HALLOCK CITY COUNCIL NOVEMBER 6, 2017

MINUTES OF THE REGULAR MEETING OF THE HALLOCK CITY COUNCIL  NOVEMBER 6, 2017
CALL TO ORDER:
Mayor Dave Treumer called the Regular Meeting of the Hallock City Council to order at 7 p.m. on November 6, 2017. Those Present:  Mayor Treumer, Kevin Waller, Naomi Larson, Jennifer Peterson and Mike Totleben.
Absent:  None.
Also Present: City Administrator Angela Grafstrom; Police Chief Mike Docken; Chris Pope; Julie Huber and Greg Olson from Enbridge;  James Keidrowski from KLT Engineering; Jon Pauna from Moore Engineering; Matt Kuzel, Troy Vagle, Utility Supervisor; Nancy Anderson and Margie Holmgren from Kittson County Enterprise
PLEDGE OF ALLEGIANCE
APPROVE AGENDA:
Councilors wished to discuss the layout of the agenda. They asked Grafstrom to include the time at the front of each item on the agenda to help them keep on track and to add an area to bring up other things to talk about. Grafstrom will add the time to the next agenda and a section call Council Roundtable for councilors to bring up topics.
Council Totleben moved to approve the agenda with one change: moving the Police report moved ahead of the Fire Dept report. The motion was seconded by Councilor Peterson and carried unanimously.
APPROVAL OF MINUTES:
Councilor Totleben moved to approve the Minutes of the Hallock City Council Special Meeting of September 28, 2017. The motion was seconded by Councilor Peterson and carried unanimously.
Councilor Totleben moved to approve the Minutes of the Regular Hallock City Council Meeting of October 2, 2017. The motion was seconded by Councilor Larson and carried unanimously.
Councilor Peterson moved to approve the Minutes of the Hallock City Council Special Meeting of October 23, 2017. The motion was seconded by Councilor Waller and carried unanimously.
FISCAL ISSUES:
Approval of October Bills:
Councilors reviewed bills. Motion by Councilor Totleben to authorize payment of City bills in the amount of $124,419.45, General fund, checks #9661-9699 totalling$67696.53; Gas fund, checks #8799-8809 totaling $17,264.01; sewer fund checks #4288-4297 totaling $378.54; water fund checks #9337-9344 totaling $13030.39;   and overtime payroll totaling $1322.52. The motion was seconded by Councilor Waller and carried unanimously.
Review of Bills:
Treumer mentioned other places have 2 councilors review bills in advance of the meeting and recommend payment so they do not have to spend meeting time reviewing the bills. The council agreed this is a good idea and something they should do going forward. It was decided Councilor Totleben and Councilor Larson would review the bills prior to the December 4 meeting.
Change Council Meeting Time:
Meeting time was also discussed. It was agreed that most would prefer the meetings to be at an earlier time.
Motion made by Councilor Larson to change the meeting time from the first Monday at 7pm to the first Monday at 5:30 pm beginning with the January 2018 meeting. The motion was seconded by Councilor Totleben and carried unanimously.
FIRE DEPARTMENT:
Fire Department Report:  None
Fire Department Account Issues:
The council discussed the setting up a meeting with a couple of councilors, the city administrator and fire department officials to discuss the letters from the State Auditor’s Office and working out how we are going to make sure we are complying with state laws regarding the operation of fire departments.
POLICE DEPARTMENT:
Chief Docken reported the signs are up on Emerson for trucks. A FEMA representative will be coming to review the bill from Olson with Docken regarding the North side storm sewer project.
AIRPORT:
Grafstrom reported she has spent the last two weeks on Airport issues. She went out to the airport with Jim Youngren for a tour and will be meeting with Nick Emblom of KLJ Engineering to review the status of projects and grants. We completed reports that were past due. Jeremy Seng just emailed the complete Based Aircraft report. Grafstrom included LMCIT information on Airport Management as we have to be sure the city is meeting the requirements to continue to get State and Federal Aid. She said we will need to draft an agreement with Jeremy Seng. She asked questions regarding our obligations to state and federal government that Kiedrowski will give to Nick Emblom for his meeting with Grafstrom next week. The council said, Councilor Totleben as the Airport Commission Representative and Grafstrom should meet with Jeremy and try to work something out. Grafstrom will email Jeremy Seng and set that up.
Airport Hangar Door Grant
The state emailed Grafstrom and asked if the city wants to proceed with the Hangar door grant. This is another matching grant 75% state and 25% city. The state would be covering $67,500 and the city’s portion would be $22,500. This would also still be part of the KLJ project as they have already done the preliminary work for this.
Motion made by Councilor Totleben to approve $22,500 for the maintenance hangar door pending the receipt of the grant for the hangar door project. Seconded by Councilor Waller and carried unanimously.
UTILITY/PARKS DEPARTMENT:
Troy Vagle reported on the completion of street projects and that the dept is preparing for winter.
Gilbert Olson Park
Concerned citizens attended the meeting to discuss the items left in the park by campers. They explained as residents of Hallock they want to be able to use the park year round and not be concerned about the safety of their children playing in the park. They brought in photos showing tires, pallets, piles of wood, chunks of carpeting, etc.  They have found batteries hidden in the wooded areas. The council has also driven down to the park to see for themselves. All at the meeting agreed this is an issue and we need to address it. The council is concerned about offending campers who bring revenue to the city. It was decided that Grafstrom will draft an email and send to all the campers on November 7, 2017, informing them they have until November 14, 2017 to remove anything from the park they want to keep. Anything left at that time will be disposed of properly by the utility department. Chief Docken will send a letter addressing any real property, like the canoe to the campers as well. This will be considered abandoned property if it is not retrieved.  Going forward, the campers will be informed they have to remove everything when they leave or it will be disposed of by the city. Putting up a sign at the campground with the rules on it was also discussed.
OTHER BUSINESS:
Authorization of cell phone reimbursement for Roxanne Ogorek and Angela Grafstrom:
Grafstrom explained that all the city employees use their cell phones as part of their job and all should be reimbursed accordingly. As the department head, Grafstrom should be reimbursed at the same rate as other department heads and Ogorek should be reimbursed at the same rate as the utility crew. The council agreed all should be treated the same.
Motion by Councilor Peterson authorizing that Grafstrom receive the quarterly cell phone reimbursement at the same rate as other department heads and that Ogorek receive the cell phone reimbursement at the same rate of all other city employees. The motion was seconded by Councilor Larson and carried unanimously.
Approval of Zoning Permit for Carr Landscaping:
Motion by Councilor Totleben to approve the zoning permit for Carr Landscaping. The motion was seconded by Councilor Waller and carried unanimously.
Audit Schedule
The council discussed when to schedule the audit. Brady and Martz contacted the city, suggesting we wait until March. Mark Hatton, who has been helping with the books, also suggested we wait until March 2018. Mayor Treumer expressed that he would like it done in January, but all agreed for the next audit the city would not be ready until March.
Julie Huber: Enbridge Request for Letter of Support
Julie Huber and her team from Enbridge shared with the council the line 3 replacement project and the proposed route. They are asking the council give them a letter of support.
Motion made by Councilor Peterson to adopt Resolution 2017-11 in support of Enbridge’s Line 3 Replacement Project and Proposed Route. Motion was seconded by Councilor Totleben and carried unanimously.
Grafstrom will forward a copy of the resolution to Julie Huber at Enbridge.
Jay Swanson opportunity to Bid
Jay Swanson agency wants the opportunity to bid as the agent of record on the city’s LCMIT Insurance. The insurance has already been paid for 2018, so this would be for the 2019 insurance year. Based on the dollar amount of the contract, it was discussed the council could just take two quotations, review and choose the one they wanted, but the consensus was they should open it up for bids. In mid-summer to early fall the city will advertise for bids on the insurance agent of record for the LCMIT insurance. No action taken at this time.
Resolution to Appoint Moore Engineering as the City Engineers
Grafstrom presented a Resolution 2017-09 to appoint Moore Engineering as the City of Hallock’s City Engineer. It was explained that KLJ will continue with the airport projects they are working on. Mayor Treumer explained to James Kiedrowski some of the issues the city had with KLJ.
Motion by Councilor Totleben to pass Resolution 2017-09 appointing Moore Engineering as the City of Hallock’s City Engineer. The motion was seconded by Councilor Peterson and carried unanimously.
Authorization to Update and Network Computers
Grafstrom reported we have received the Banyon software. She received quotes from IMS, Marco and Wiktel to network the cities computer system. The council reviewed the estimates. All of the estimates were so different the council could not decide which one they should go with. Grafstrom explained IMS did a remote session on the computer to come up with their estimate. They did say they quoted the lowest quality products and they would charge $130.00 per hour from Fargo and back to Fargo if they had to come and do work. Marco sent a representative who looked closely at the city’s needs. They called Banyon and discussed with them on our behalf. They have installed for several other area cities which also use the Banyon accounting software. Marco’s estimate was significantly higher than the others. Grafstrom pointed out they have a good reputation in this area and excellent service. She also mentioned that in quoting apples to apples what IMS offered, they could do it for 7% less than IMS, but they would not support it as they do not feel it is the best option for the city. The third estimate was from Wiktel. This was significantly lower than the other two. Wiktel also physically came out to see what the city would need. They also called Banyon to discuss our current operating system. Banyon told them, they thought it would work, but no guarantees. Wiktel believes it will. The council still felt they needed more information and appointed Councilor Larson and Councilor Peterson to research this further. They will discuss the findings and make a decision after the review of the information they gather.
Planning and Zoning questions regarding SE addition and lot near water tower
Grafstrom reported the city office has been contacted by two people interested in putting manuafactured homes in the SE Addition or the lot near the water tower. She told the callers the homes would have to be at least double wide as the zoning ordinance says it would have to be a minimum width of 24 feet. She wanted to make the council aware as they already had issues when two manufactured homes went into the SE Addition. She said a precedent has been set and going forward they could only avoid putting any more on additional blocks by passing ordinances for types of architecture, permanent foundation etc. State law says you cannot discriminate against manufactured homes unless they do not meet the standards laid out for a development. Mayor Treumer suggested the city have a stronger Planning Commission to work on these things. No action taken.
Resolution Authorizing Two Rivers Golf Course to Dispense Intoxicating Liquor at the Convention Facility.
Motion by Councilor Waller to pass Resolution 2017-10 authorizing Two Rivers Golf Course to dispense intoxicating liquor at the Convention Facility on December 2 and December 16. The motion was seconded by Councilor Peterson and carried unanimously.
Employee Accountability
Grafstrom reported she has initiated a time sheet and a citizen’s complaint form as part of addressing employee accountability. Grafstrom provided a draft of an updated comprehensive personnel manual with suggested changes to existing policy for council review. She suggested it be implemented on or before the January 2018 meeting as the current policy is inadequate and does not even cover mandatory statute information.  The council said they would like to see employee reviews completed next.
FYI Letter from Customs with Meeting Dates
Grafstrom shared with the councilors the letter we received from customs with meeting dates in Roseau and Lancaster regarding the proposed early closings of the two ports. The dates were passed at the time of this meeting, but the councilors received them in their packets on 11/3/17.
Signature Approval
Waller and Grafstrom reported we have to have the signature approval in the minutes for the banks to add Grafstrom as a signer on city accounts.
Motion made by Councilor Peterson to add Angela Grafstrom as a signer to the city’s bank accounts. Motion seconded by Councilor Larson and carried unanimously.
Reminder: Truth in Taxation Public Hearing:
Just a reminder The Truth in Taxation meeting has been set for December 4 at 7 pm.
Council Roundtable:
Waller asked the council members to consider serving on the newly formed housing committee.
Grafstrom explained the Flag is at half-mast because both the president and the governor requested it in honor of the victims of the shooting in Texas. It is supposed to remain at half-mast until Thursday.
ADJOURNMENT:
There being no further business, Councilor Peterson moved to adjourn the Regular Meeting of the Hallock City Council of November 6, 2017.  The motion was seconded by Councilor Larson and carried unanimously. The meeting adjourned at 9:35 p.m.
Dave Treumer, Mayor
Angela M. Grafstrom,
City Clerk/Administrator
(January 10, 2018)
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