MINUTES OF THE REGULAR MEETING OF THE HALLOCK CITY COUNCIL Monday, June 4, 2018

MINUTES OF THE REGULAR MEETING
OF THE HALLOCK CITY COUNCIL
MONDAY, JUNE 4, 2018   
    CALL TO ORDER:
Mayor Dave Treumer called the Regular Meeting of the Hallock City Council to order at 5:30 pm on June 4, 2018. Those Present: Mayor Dave Treumer, Naomi Larson, Kevin Waller, Jennifer Peterson, and Mike Totleben.
Also Present: City Administrator Angela Grafstrom, Chief of Police Mike Docken, Margie Holmgren of the Kittson County Enterprise, Airport Manager Jeremy Seng, Fire Chief Kevin Klein and Dan Larson of the City Utility Dept.
 APPROVE AGENDA:
Councilor Waller moved to approve the agenda with the addition of 9e: Troy Vagle Additional Vacation Payout and 10g: American Federal Request to move Julie Holmquist Tree. The motion was seconded by Councilor Larson and carried unanimously.
 APPROVAL OF MINUTES:
Councilor Totleben moved to approve the Minutes of the Regular Hallock City Council Meeting of May 7, 2018 with a correction to the date in the heading and the motion regarding the additional EDA loans. The motion was seconded by Councilor Peterson and carried unanimously.
Councilor Peterson moved to approve the Minutes of the Special Hallock City Council Meeting of May 21, 2018 as presented. The motion was seconded by Councilor Totleben and carried unanimously.
Summary of Grafstrom Evaluation
Mayor Treumer reported they had closed the special meeting on May 21 to conduct a 6 month review of Grafstrom’s performance. The council as a group completed the review.
 FISCAL/ADMINISTRATIVE ISSUES:
Approval of Checks/Bills
Councilor Totleben and Mayor Treumer reviewed bills. Motion by Councilor Peterson to authorize payment of City bills in the amount of $172,335.51, checks #10209 to #10254; which includes a transfer of $56,597.55 to the payroll account to cover wages, taxes and benefits. The motion was seconded by Councilor Larson and carried unanimously.
Councilor Peterson and Councilor Totleben agreed to review the bills for the July 2, 2018 meeting.
AIRPORT DEPARTMENT:
Northland Mat Rug Service
Airport Manager Jeremy Seng presented an estimate of approximately $38.00 a month from Northland Mat Company to provide and service mats for the public lobby at the airport.
Councilor Totleben moved to approve mat rental and service for the airport lobby 3, 3 x 5 mats and 1, 3 x 10 for approximately $38.00 a month from Northland Mat Company. The motion was seconded by Councilor Larson and carried unanimously.
Approve the Transient Aerial Sprayer Agreement
Seng had questions and comments about the aerial sprayer’s agreement, so item 10e was reviewed at this time. Seng had visited with City Attorney Hanson as he had concerns about the fees. These had been previously approved by the Airport Commission and the City Council, so council decided not to take action on the fees at this time and stated they could maybe be reviewed next year.  The city attorney had changed the Transient Aerial Sprayer Agreement under the “enforcement” section from previous drafts reviewed by the Airport Commission to clarify and better protect the city’s interests.
Councilor Waller moved to approve the updated Transient Aerial Sprayer Agreement. The motion was seconded by Councilor Totleben and carried unanimously.
Seng reported the DNR approached him about loading out of the Hallock Airport. He also reported the grass at the airport needs to be mowed.
Seng also reported to satisfy MnDOT we may need to do some backfill at the end of the runway. Dan Larson confirmed the utility department will bring some fill out to the airport.
Seng asked about the bids. Grafstrom explained bids were accepted last week for the hangars and taxilanes, but there was some controversy and they are still being reviewed. Seng asked about the Hangar door. Grafstrom reported she will email the engineers for a project update.
 FIRE DEPARTMENT:
Chief Klein said he would need a council motion approving the retirement of Andy Olson and the hiring of new fireperson Trisha Vagle. Vagle is the first female firefighter for the department.
Councilor Peterson moved to approve the retirement of Andy Olson from and the hiring of Trisha Vagle to the Hallock Fire Dept.  The motion was seconded by Councilor Totleben and carried unanimously.
Klein reported they would like to purchase 2 air packs now and 3 more next year to maintain 18 air packs for the 28-person dept. Air packs are used primarily for entering a building. The price per pack is $6,522.00. If they purchase the 5 air packs in the next 2 years, they will be good on air packs until 2028.
Councilor Larson moved to approve the purchase of 2 air packs at the total price of $13,044.00. The motion was seconded by Councilor Waller and carried unanimously.
Klein said the Fire Relief Gaming is going to donate more money to the Hallock Fire Dept. Fire Relief Gaming has to spend money, so they will buy hose, chainsaw, a 2 inch trash pump and a portable foam unit. Grafstrom noted that we did not pass a resolution to receive the last donation, so the council should pass resolution 2018-06 to accept donations from Fire Relief Gaming for equipment purchases.
Councilor Peterson moved to approve Resolution 2018-06 accepting donations from Fire Relief Gaming to purchase equipment. The motion was seconded by Councilor Waller and carried unanimously.
Klein reported he met with the DNR and other area fire chiefs regarding grass fires. The DNR will start fining more. Klein mentioned the Fire Dept of the Year award the dept received. He believed they received it because of the SAFER grant and that there is no other dept in the state of their size with an ISO rating of 4.   Klein also reported they were getting fire training money from MBFT. They will use the funds to buy foam, building supplies for a training course and books.
 POLICE/PARKS DEPARTMENT:  
Electrical Estimate for more connections at Gilbert Olson
Docken received an estimate of $2269.65 from Gary Koop, Hallock Electric, for 2 RV sites with 4 – 50 amp breakers. The city guys will do the trenching. This will supply additional electricity to campers on the east side of Gilbert Olson.
Councilor Peterson moved to approve hiring Hallock Electric at $2269.65 to put in the additional electricity at Gilbert Olson, to be done as soon as the utility department and Gary Koop have time. The motion was seconded by Councilor Totleben and carried unanimously.
Chief Docken said Hanson has completed the fire rings and they are ready. He reported some of the gravel pad at Gilbert Olson have been laid by the utility department, but there are still more to do. Docken provided the council with his stats:  He issued 7 warnings for speeding, had 1 stop sign violation and assisted the State Patrol in a high-speed chase.   He concluded his report by stating that most of the campers were here.
 UTILITY/PARKS DEPARTMENT:
Approve Hiring Utility Superintendent
The hiring committee interviewed 5 people for the position of Utility Superintendent. The committee agreed that Dan Larson was the most qualified applicant. They reported one applicant was not wanting the superintendent position but would like to be considered for a maintenance worker position. Mayor Treumer stated we still need to discuss wages with the potential applicant before we can move forward. Councilor Waller would also like us to reevaluate the job description and expectations and update them before hiring. He said we need to discuss approving making an offer. Once that is accepted, we need to offer the opportunity to apply for the maintenance worker position to all other applicants. Grafstrom confirmed we will also need to advertise it for 2 weeks.
Councilor Waller moved to approve the committee to offer the Utility Superintendent position to an applicant. The motion was seconded by Councilor Totleben and carried unanimously with Jennifer Peterson abstaining.
 Approve Advertising for Maintenance Worker
It was discussed by the council that since they had not finalized the hiring of a Utility Superintendent, they would put advertising for a maintenance worker on hold at this time. They had the Enterprise prep an ad prior to the meeting, just in case they were ready. They asked Margie Holmgren to pull the ad for now. The council or administrator will let her know when we are ready to advertise.
 Leveling Dirt in G.O Park
Dan Larson had spoken with Shane Weleske regarding a bid to level the dirt on the east side of Gilbert Olson. Weleske told him that Mayor Treumer had already spoken to him, so Larson did not pursue it further. Mayor Treumer confirmed he had spoken with Weleske about leveling the dirt and replacing a culvert, but he did not get a formal bid. The council directed Dan Larson to get a bid from Shane Weleske to level the dirt and replace the culvert. No action taken. Tabled until July when Dan Larson can come back with an estimate.
Dan Larson asked the council at this time if any promises were made to the campers about mowing. Grafstrom noted the campers expressed some confusion over the rules and regulations which require them to trim around their campers. Mayor Treumer noted that he spoke with the campers and it is okay. The campers will mow their sites and the city will maintain the empty campsites.
Pot Hole Filling
Grafstrom presented the council with a bid from Shawn Anderson (I assume this is the County doing the work – sounds like Shawn Anderson himself is doing it) to do 1 week of pot hole filling for the city of Hallock at $175.00 hour. The council noted from the bid, this would be unsupervised and the city currently does not have the staff to do the supervision. Dan Larson noted the utility dept can do some of the work themselves, and, there are a few potholes, notably by the school. No action taken at this time. Council will let the utility dept bring it back for consideration at a later date if they feel there is a need to have the work done.
 Troy Vagle additional Vacation Severance    
Vagle had requested payment for an additional 15 days (120 hours) of vacation that was a promised carryover from a year they did not get time off. The council discussed it last fall, when Vagle asked if he needed to use it or if he could carry it over,  but they did make a decision on the issue. Waller was concerned that employees are allowed to accumulate 400 hours of vacation time. Grafstrom noted this has been because employees can carryover up to 30 days (240 hours) from a previous year and they earn 20 days (160) in the current year if they have been with the city over 10 years. The council felt they dropped the ball on this issue.
Councilor Peterson moved to approve paying Troy Vagle an additional 15 days (120 hours) of vacation time as part of his severance package. The motion was seconded by Councilor Waller and carried unanimously.
OTHER BUSINESS:
    Hire TIF Consultant
Grafstrom reported that Tracee Bruggeman of Brady Martz expressed concern about the TIF district reporting. She suggested the City could benefit from hiring a TIF consultant. Grafstrom also provided information from TIF consultant, David Drown Associates. Grafstrom agrees with Bruggeman and expressed that she does not feel she has the expertise to properly manage the TIF districts. The committee reviewed the documents provided by Grafstrom. Councilor Totleben noted they are a mess and we should not be paying TIF to the Caribou Motel’s new owner.
Councilor Totleben moved to hire David Drown Associates as TIF consultants. The motion was seconded by Councilor Peterson and carried unanimously.
 Approve Summer Hires
Grafstrom presented the council with a list of people hired to fill summer recreation baseball, parks and lifeguard positions. Personnel hired are as follows:
Summer Rec Baseball: Dawson Busse and Ross Hanson
Parks:  Trent Peterson and Ben Sugden
Lifeguards:  Taylor Davis, Kasey and Korey Soliah, Peyton Klein, McKenna Peterson, Sayde Peterson, Morgan Hanson and Hayden Hennen.
Councilor Waller suggested that since we already hired Busse and Hanson for Summer Rec Baseball maybe we could reach out to them and ask if they would be interested in more hours as lawn mowers for the city. Grafstrom will ask them.
Councilor Larson moved to approve the list of personnel hired for the summer. The motion was seconded by Councilor Waller and carried unanimously with Jen Peterson abstaining.
Approve Painting the Gazebo White
Kristin Eggerling of the Downtown Committee requested the council approve having the gazebo painted white. Waller asked when the Gazebo was given to the city, if there were rules about what color it could be. It was noted that was 35 years ago. Totleben thought it was stained now, so he questioned whether or not you can paint white over stain. The council needs to find out if it can be painted white. No action was taken at this time.
 Approve Resolution 2018-05
Councilor Peterson moved to pass Resolution 2018-01 allowing Two Rivers Golf Course to hold a wine tasting at the Bean and Brush on June 16. The motion was seconded by Councilor Totleben and carried unanimously.
 Approve Updated City Hall Rental Agreement
Grafstrom pointed out City Attorney George Hanson reviewed the agreement and made additions regarding occupancy under point number 4 of the agreement. Attorney Hanson also added that compliance with occupancy was the sole responsibility of the Lessee.
Councilor Totleben moved to approve the updated City Hall Rental Agreement. The motion was seconded by Councilor Larson and carried unanimously.
Request to Move the Julie Holmquist Memorial Tree
Grafstrom reported she received a call from Paul Craigmile of American Federal. They are going to be doing some construction and need to move the Julie Holmquist Memorial Tree. They asked if it could be moved to Centennial Park. They would pay for the whole process, if the city would approve.
The council agreed this is a good idea. They instructed Grafstrom to have the bank contact Dan Larson when they are ready to move the tree to make sure it is placed in a good location and would not interfere with the city’s future plans for the park.
Councilor Peterson moved to allow the Julie Holmquist Memorial tree to be moved to Centennial Park with the help of the utility dept for placement. Motion seconded by Councilor Waller and carried unanimously.
COUNCIL ROUNDTABLE
Peterson suggested more guidelines for city hall rental clean-up. She suggested the city hall chairs be marked with colored dots to help people get the new ones upstairs and the old chairs downstairs.
Peterson asked Docken to put the ordinance about grass clippings in the paper. Docken noted June is his ordinance month and he will be putting in the ordinances about grass clippings, mowing, trees, junk cars, etc.
Peterson said Friday June 15 is the color run. She wanted to let everyone know the colors are made of water and cornstarch so they will not stain.
Peterson said she spoke with City Attorney George Hanson about the Adult Swim times. She asked if the city could post “No lifeguard on duty for Adult Swim”, have the utility dept open the pool from 8-9 am or 7-8 am and allow adults to swim without a lifeguard. She will let City Administrator Grafstrom know the attorney’s response as Grafstrom thought the city was obligated to provide an adult lifeguard whenever they are open to the public.
Peterson asked about the WSI lessons in Greenbush. Grafstrom stated she did not have any more information than she originally provided. She suggested Peterson contact Greenbush directly.
Waller reported he heard the railroad had taken bids on the sand pile. Treumer said he had been approached by someone from Argyle saying all the towns with piles should get together and contact the Channel 8 news. Waller agreed this is a good idea.
Naomi Larson asked about the installation of the playground equipment. Dan Larson reported we are waiting on staffing, maybe by fall. The council asked if hiring someone to put in the 58 cement bases would help. Dan Larson said yes. Dan Larson will check on the cost. Councilors asked about the equipment that needs to be removed, Dan Larson said they would be able to take that stuff out.
Naomi Larson said Anderson Sanitation suggested next year for the city-wide clean-up, the city should get tags to distribute for the appliances and publish more guidelines. Waller also wanted to make sure we were helping older people get their stuff to the curb.
 ADJOURNMENT:
There being no further business, Councilor Waller moved to adjourn the Regular Meeting of the Hallock City Council of June 4, 2018.  The motion was seconded by Councilor Peterson and carried unanimously. The meeting adjourned at 7:29 p.m.
                                                                                                                   Dave Treumer, Mayor
                                                                                                                   Angela M. Grafstrom,
                                                                                                                   City Clerk/Administrator
                                                                                –––––
MINUTES OF THE SPECIAL MEETING
OF THE HALLOCK CITY COUNCIL
 JUNE 11, 2018, 5:30 PM    
    CALL TO ORDER:
Mayor Dave Treumer called the Special Meeting of the Hallock City Council to order at 5:30 pm on June 11, 2018.
Those Present: Mayor Dave Treumer, Jen Peterson, and Naomi Larson
Absent:  Kevin Waller and Mike Totleben
Also Present: City Administrator Angela Grafstrom and Margie Holmgren of the Kittson County Enterprise
PLEDGE
    APPROVE AGENDA:
Councilor Peterson moved to approve the agenda as written. The motion was seconded by Councilor Larson and carried unanimously.
MEETING BUSINESS:
Approve Dan Larson as Utility Superintendent
Council discussed approving the hiring of Dan Larson as the Utility Superintendent. His rate of pay will be $25.66 with a review in 6 months.
Mayor Treumer moved to approve hiring Dan Larson as the Utility Superintendent at a pay rate of $25.66 per hour.  The motion was seconded by Councilor Larson and carried unanimously with Councilor Peterson abstaining.
 ADJOURNMENT:
There being no further business, Councilor Peterson moved to adjourn the Special Meeting of the Hallock City Council of June 11, 2018.  The motion was seconded by Councilor Larson and carried unanimously. The meeting adjourned at 5:35 p.m.
                                                                                                                                       Dave Treumer, Mayor
                                                                                                                                       Angela M. Grafstrom,
                                                                                                                                       City Clerk/Administrator
                                                                                   (July 11, 2018)
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