Hallock City Council June 3, 2019

MINUTES OF THE REGULAR MEETING
OF THE HALLOCK CITY COUNCIL
MONDAY, JUNE 3, 2019
CALL TO ORDER:
Mayor Dave Treumer called the Regular Meeting of the Hallock City Council to order at 5:32 p.m. on June 3, 2019. Those Present: Mayor Dave Treumer, Naomi Larson, Jennifer Peterson, and Mike Totleben.
Absent: Kevin Waller
Also Present: City Administrator Angela Grafstrom, Fire Chief Kevin Klein, Chief of Police Mike Docken, Utility Superintendent Dan Larson, Margie Holmgren of the Kittson County Enterprise, and Todd Johnson of Hallock Mainstreet.
APPROVE AGENDA:
Councilor Totleben moved to approve the agenda as presented. The motion was seconded by Councilor Larson and carried unanimously.
APPROVAL OF MINUTES:
Councilor Larson moved to approve the Minutes of the Regular Hallock City Council Meeting of May 6, 2019 as written. The motion was seconded by Councilor Peterson and carried unanimously.
FISCAL ISSUES:
Approval of Bills:
Mayor Treumer and Councilor Totleben reviewed bills.
Motion by Councilor Totleben to authorize payment of City bills in the amount of $426,108.77, General fund, checks #10811 to 10885 totaling $426,108.77; which includes a transfer of $15941.36 to the payroll account to cover wages, taxes and benefits. The motion was seconded by Councilor Peterson and carried unanimously.
Mayor Treumer and Councilor Totleben agreed to review the bills for the July 1, 2019 meeting.
Approve Summer Help Hires:
2019 Summer Employment Hires:
Baseball:  Nicholas Johnson
Pool:     Taylor Davis (18)
Jenna Davis
McKenna Peterson
Morgan Hanson
Allie Cassels (18)
Morgan Olson
Cheyanne Scalese
Peyton Klein (18)
Megan Larson (pending completion of background check)
Maintenance: No one at this time
Motion by Councilor Totleben to approve the 2019 summer help hires as listed above. Motion seconded by Councilor Larson and carried unanimously.
POLICE/PARKS DEPARTMENT:
Chief Docken gave his report ahead of the fire department report as Chief Klein had not arrived yet. Chief Docken asked the council how they felt about him taking a part-time temporary position with the county. The county has 3 deputies out. Marshall County is supplying officers, but they asked Docken to help out if he could because of his knowledge of the area. Council felt what Docken does in his off time is not the council’s jurisdiction. They have no issue with his taking on additional work as long as it does not interfere with his work for the city. Peterson stated that he could take on additional work in the city with the utility department and get paid overtime if he would like to do that.
Docken reported June is ordinance month and he will be checking properties and hopefully abating some of the concerns. He also reported the Deer Hunt Permit has been approved.
FIRE DEPARTMENT:
Chief Klein reported they had 7 calls this month, only 2 in the district along the state highway, so nothing to bill. They will start the pipeline protester training this weekend, free of charge. They will be leaving to pick up the new fire truck on June 4. Will be in court next week with the Caribou Grill case. Klein gave Grafstrom a check for $162,865.50 from the Hallock Fireman’s Relief Association to cover ½ of the purchase of the new firetruck.
PUBLIC HEARING:
Mayor Treumer closed the regular meeting  at 6:00 pm and opened the public hearing for the Ordinance Establishing Fees for Emergency Protection.
During the hearing process there was discussion of the fees listed on the ordinance. The ordinance was written with a flat fee for all calls of $1000 per call. Chief Klein thought this was $1000 for structure fires and $500 for motor vehicle crashes.  He also commented that he would have been able to get more money from Gary Koop’s insurance company and they wanted to bill him approximately $7500 based on DNR rates. Council discussed wanting to be able to charge more for commercial calls. Mayor Treumer called the City Attorney George Hanson to get language for how this should be worded. Council was thinking billing should be at the discretion of the fire chief, but Attorney Hanson said there should be a criterion. It was suggested the city bill residential structures at $1000, motor vehicle crashes at $500 and all other facilities at the DNR rates.
Motion made by Councilor Peterson to adopt the Ordinance Establishing Fees for Emergency Protection Fire Services as amended during the meeting to charge a rate of $1000 for residential structure fires, $500 for motor vehicle crashes and DNR rates for all other facilities. Motion seconded by Larson and carried unanimously.
Motion by Peterson to close the public hearing at 6:22 pm and reopen the regular city council meeting.  Motion seconded by Councilor Totleben and carried unanimously.
Mayor Treumer reopened the regular council meeting.
AIRPORT:
Authorization to enter into Task Order dated May 7, 2019 for KLJ to bid the Taxi-lanes Project for the Hallock Municipal Airport.
Totleben and Grafstrom met with KLJ regarding the Taxi-lane project. Grafstrom noted we have the entitlement funds from 2019 and 2020 to apply to the project. The projected fees are included in the packet. KLJ is taking the bids now, but construction would not start until 2020. The city’s share of the project will be approximately $25,186.25 which can be included in the 2020 budget. The city needs to complete the taxi-lanes to rent the new hangars. Councilor Totleben noted that Nick Enblom is no longer with KLJ, but he new guy, Bryan Jacobson, is knowledgeable and very easy to work with.
Councilor Totleben motioned to authorize signing the May 7, 2019 Task Order Agreement with KLJ. Motion seconded by Councilor Peterson and carried unanimously.
UTILITY/PARKS DEPARTMENT:
Superintendent Larson reported they have had a busy month with street projects, water break repairs, the pool and mowing. They finished up near the bus garage today and mowed at the airport. The tractor currently has a hydraulic leak and it will be 2 weeks to get it repaired. They are doing some overtime, staying late on Fridays. The pool is very labor intensive. He hopes they will be getting some summer help soon. Summer mowing was discussed and it was mentioned that to use the riding mowers they must by 18 years old. Mayor Treumer said this is not true, they only need to be 17 years old.
OLD BUSINESS:
Employee Dental Insurance
In December, council asked that employee dental insurance be put back on the agenda for June. It was discussed with the employees at a staff meeting with the personnel committee. The current rates are included in the packet. Employees felt they could do 20%. It can be added for July 1, 2019 or wait until January 1, 2020. Only 3 employees have to accept it for the city to be able to continue to offer it.  It was discussed whether the staff would prefer comprehensive or preventative coverage. Grafstrom noted at 80/20, the city would be paying $80.92/month per employee for family and the employee would pay $20.23/month for family at the current rates. She also noted employee dental insurance was in the approved budget for 2019. The city currently has 4 employees that would qualify for the family plan and 1 that would do a single plan.
Councilor Totleben motioned to approve offering the employee’s comprehensive dental insurance with the city paying 80% and the employee paying 20% effective July 1, 2019. Motion was seconded by Councilor Larson and carried with 2 votes for it and 1 vote against. Mayor Treumer voted against it due to the start date as he thinks it should be 1/1/2020. Councilor Peterson abstained due to conflict of interest.
Regional Safety Council:
Grafstrom reported she attended an informational meeting on Friday with representatives from League of Minnesota Cities Insurance Trust (LMCIT) and Minnesota Municipal Utility Association (MMUA). By forming a regional safety group, we will be able to meet the requirements of State Statutes 182.676 regarding city safety groups and 182.654. sub 8 regarding AWAIR requirements, LMCIT requirements, and our OSHA requirements. So far 5 other cities have committed to the group. If we get the 10 commitments we are hoping, we will split into 2 groups of 5. So far Greenbush, Badger, Karlstad and Lancaster are committed. The cost to Hallock for a group of 5 would be $720.00 a year. This also includes using training on FirstNet and SDS Access without having to pay additional fees. Anyone in the city, including volunteer fire department may utilize the trainings. If we form a regional group, the MMUA trainer would also create our Safety Manual for us and our AWAIR Program.  She further explained OSHA fines are doubling in Minnesota July 1, 2019. Grafstrom also mentioned the state is divided into 3 regions for OSHA. Greenbush was randomly selected for inspection and received a $5000 fine for not having an AWAIR program. Council agreed we need to participate.
Councilor Peterson motioned to adopt Resolution 2019-09 Authorizing a New Regional Safety Group. Motion was seconded by Councilor Larson and carried unanimously.
OTHER BUSINESS:
Building Permits
Council reviewed 5 building permits.
Councilor Totleben motioned to approve Building Permit 2019-04 for Justin Turner. Motion was seconded by Councilor Larson and carried with 3 councilors voting to approve. Councilor Peterson abstained due to a conflict of interest.
Councilor Larson motioned to approve Building Permit 2019-09 for Dean Wilson. Motion was seconded by Councilor Totleben and carried unanimously.
Councilor Totleben motioned to approve Building Permit 2019-10 for Todd Johnson. Motion was seconded by Councilor Peterson and carried unanimously.
Councilor Peterson motioned to approve Building Permit 2019-11 for Shamrock Lanes and Grill. Motion was seconded by Councilor Larson and carried unanimously.
Councilor Peterson motioned to approve Building Permit 2019-12 for Shirley Rydberg. Motion was seconded by Councilor Totleben and carried unanimously.
Gas Purchase Prices
Grafstrom attended the annual Viking Gas meeting in Mahnomen. She explained the city already locked in pricing at 3.04 until 2023. The city has 2 options to lock in pricing going forward:  they can go from 2023-2025 for $3.08 or 2023-2028 at $3.25. Basis for this year is $ 0.15. She noted the City of Argyle was the only city that locked in to 2028 last year and they locked in at $3.19. Mayor Treumer stated the city council never had to approve the gas purchase price before. He stated Hank Noel always did it himself and he did it when they had no Administrator. Treumer did feel gas prices will continue to rise. Councilor Totleben said the council always approved it and the city of Hallock always locked in 1/3. Grafstrom stated the City of Hallock has traditionally locked in 1/3 of the purchase volume and other cities lock in 2/3 but the council always approves the lock price.
Councilor Peterson motioned to approve locking in 1/3 of our purchases at the price of 3.08 for the period of 2023-2025. Motion was seconded by Councilor Larson and carried unanimously.
CanDak Bike Race
Todd Johnson gave a briefing on the CanDak bike race. There will be 150 bicyclists and a support crew coming to Hallock August 6, 2019. The  committee is planning ways to be a good host. They want to do a Pseudo Finish Line at Rev Ale, so they would like the city to allow them to block 2nd Street from Rev Ale down to American Federal.
Councilor Peterson motioned to approve blocking off 2nd Street from Rev Ale to American Federal for bikes on August 6, 2019. Motion was seconded by Councilor Totleben and carried unanimously.
Johnson continued to say they would also like to put together welcome packets for they bicyclists. They would like the city to offer the group 1-hour swimming passes for 1.00. They would pass out vouchers created by the city, then the committee would reimburse the city for the vouchers. Mayor Treumer asked why not just let them swim for free?  Councilor Peterson stated that the committee offered to pay and the pool loses money every year, so we should accept the $1.00/hour. The bicyclists will still be swimming free as the committee will be paying for the passes.
Councilor Larson motioned to approve a special pool pass rate of $1.00/hour for the bicyclists with the CanDak Race and their support crew. Motion was seconded by Councilor Peterson. Motion carried with 3 approving votes.  Mayor Treumer voted against as he feels there should be no charge.
Lifeguards requesting higher pay for Private Lessons
Lifeguards were not present but Chief Klein and Jen Peterson spoke on their behalf. They have traditionally received the full dollar amount of $50.00 per half hour lesson for offering private lessons. They do not feel they should have to pay for using the pool to offer private lessons. Mayor Treumer state they are Entrepreneurs and this should be encouraged. Grafstrom had provided the council a list of local wages including the county, area pools and local businesses. She also stated this rate outpaces wages for full-time employees. Chief Klein stated they made less last year as the Private lessons were run through the city and the lifeguards had payroll taxes withheld. Grafstrom stated they had to be run through the city as the city pays all expenses including worker’s comp and liability insurance. The only other option would have been for the guards to contract with the city for the use of the pool and pay for these things themselves. Klein also feels the pool is a valuable asset and is shouldn’t matter if it takes a loss every year. Grafstrom agreed the pool is important and it is expected to take a loss, but now the city also pays for the lifeguard’s suits and certifications. Councilor Larson stated this was the city’s decision to recruit lifeguards and the guards should not suffer because of that decision. Grafstrom stated Peyton Klein was the only returning lifeguard and she was grandfathered in at a higher rate, plus she is being paid $13.00/hour as the pool manager as opposed to the 11.80/hour she made last year. Klein felt she should have been paid more last year as she performed the manager’s duties. Grafstrom felt this was the time to set private lesson wages in keeping with the city pay scale for employee morale and to mitigate losses at the pool. She also noted that some of the guards offer private lessons to families, so possibly 4 students in one half hour, which means they guard is actually earning $200 for 2.5 hours in a week. Council feels private lessons are separate from regular pool activity as they are given during hours when the pool is closed. Klein suggested raising the rates on public lessons and Councilor Peterson said they want them low so all kids can participate in swimming lessons.
Mayor Treumer motioned to pay the lifeguards the full $50.00 charged per week per individual to the lifeguard teaching the lesson with the city receiving no portion and all other rates of pay staying the same. Motion seconded by Councilor Totleben and carried unanimously with Jen Peterson abstaining due to conflict of interest.
EDA Deferred Loan to Last Chance Trading Company LLC
Treumer reported the EDA met. They reviewed 2 loan applications at this time and have decided to recommend a $5000.00 loan for Last Chance Trading Company LLC. Councilor Peterson stated the committee decided not to recommend giving a loan to The Ship Shop at this time because they need more details. Treumer also added they are only renting from Zedge at this time and they maybe purchasing a building in the future and the committee would revisit the loan at that time.
Councilor Peterson motioned to approve a deferred loan in the amount of $5000.00 to Last Chance Trading Post, LLC. Motion was seconded by Councilor Larson and carried unanimously.
Council Roundtable
Mayor Treumer commented on the DOT meeting and noted he also had a Dam Project meeting with Jeff Langan and Ben Diamond. It went well.
Chief Klein commented at this time on the city’s fill station. He would like the city to switch to 3-inch fills so they could fill faster, maybe raise the rates. Dan Larson stated the concern is the rate of draw down on the city’s water tower, but he could look into maybe changing one of the fills to a 3-inch.
ADJOURNMENT:
There being no further business, Councilor Totleben moved to adjourn the Regular Meeting of the Hallock City Council of June 3, 2019.  The motion was seconded by Councilor Larson and carried unanimously. The meeting adjourned at 7:41 p.m.
Dave Treumer, Mayor                 Angela M. Grafstrom,
City Clerk/Administrator
(July 10, 2019