Hallock City Council November 4, 2019

MINUTES OF THE REGULAR MEETING
OF THE HALLOCK CITY COUNCIL
Monday, NOVEMBER 4, 2019
CALL TO ORDER:
Mayor Dave Treumer called the regular meeting of the Hallock City Council to order at 5:30pm on November 4, 2019. Those Present: Mayor Dave Treumer, Naomi Larson, Jennifer Peterson, and Mike Totleben.
Members absent: Kevin Waller.
Also present: City Deputy Clerk Kendra Johnson, Utility Superintendent Dan Larson, Chief of Police Mike Docken, Airport Manager Jeremy Seng, Ryan Anderson, Anna Jauhola of the Kittson County Enterprise, Aimee Sugden, and Patrick Klegstad.
APPROVE AGENDA:
Councilor Totleben moved to approve the agenda as presented. The motion was seconded by Councilor Peterson and carried unanimously.
APPROVAL OF MINUTES:
Councilor Larson moved to approve the Minutes of the Special Hallock City Council Meeting of October 24, 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 $147,458.16, General fund, checks #11130 to #11161, which includes a transfer of $26,495.02 to the payroll account to cover wages, taxes and benefits. The motion was seconded by Councilor Larson and carried unanimously.
Mayor Treumer and Councilor Totleben will review bills for the December 2, 2019 meeting.
Personnel Committee updates:
Aimee Sugden was hired as the City Clerk/Administrator she has accepted the position and her tentative start date is November 18 or 19th.
Salary Committee Report- No update as of yet about the cost of living raise.
FIRE DEPARTMENT:
Ryan Anderson came on behalf of the fire department. He requested 10% of hose replacement. It is a budgeted item, and requested to cover up to $5000.
Councilor Totleben moved to approve the purchase of fire hose for the Hallock Fire Department up to $5000. The motion was seconded by Mayor Treumer and carried unanimously.
The jaws pickup is still for sale and will be sold on bid. It will be posted to social media and the paper again.
Amendment XIV (9-16-19) was presented by Anderson in behalf of the Hallock Fire Department by-laws. The association will pay to each member who shall have served as an active firefighter in the Hallock Fire Department for a period of 20 years or more to their resignation for said fire department, and who has reached the age of 50 years or more, and who has been a member of the Association for at least 10 years,  the sum of $700.00 for each year that they served as an active member of said Fire Department. First reading was 9/30/19 second reading was 10/28/2019 and unanimous passage by the relief association.
Councilor Totleben moved to approve Amendment XIV for Hallock Fire Department. The motion was seconded by Mayor Treumer and carried unanimously.
POLICE / PARKS DEPARTMENT:
Chief of Police, Mike Docken reported on the malfunctioning fire sirens in town. Docken received a quote from Stones for the purchase of a new siren controller. They would like one that can run each siren independently.
One deer hunt signed up; the flood waters are still quite high.
AIRPORT:
Jeremy Seng reported on the current status of the Hallock Municipal Airport. CIP meeting was held Nov 4 with the FAA and MnDot. They look at to see what funding is available making sure we can complete our projects down the road. This spring we would like to bid for our taxi lanes to get that completed. The city could use a more substantial snow blower to clean out around the arrival/departure building.
The windows in the lobby are original to 1972 and they leak now so we submitted a grant four years ago and we were awarded it to us this fall for a 75/25 grant for $20,000. It could replace windows, lighting, and flooring.
Councilor Peterson motion to accept MnDoT Grant for $20,000 to remodel the lobby. The motion was seconded by Councilor Totleben and carried unanimously.
Collection of applicator fees are still pending, councilor Larson suggested to just refund the other aerial a discount of $1000. We would like to double check the amount at this time and next month approve the discount to Jeremy Seng.
The FAA had expressed their concerns about the applicator trailer still not being moved, Councilor Peterson stated a date needs to be set for when it needs to be moved by and if not, we will move it and they will be charged for the services.
UTILITY DEPARTMENT:
Utility Superintendent Dan Larson gave an update on the flooding, the utility department has dealt with two crests this past month, one was the 8th highest on record, which is pretty incredible for October. They are not going to address clean up in the park until the spring in case there is another flood come spring. All gas installs are done for the year, added 3 more this month.
Winterizing has been done in the parks, they had 4 breaks in horseshoe. Dan would like to set a date every year that they shut down parks by, if the weather gets cold before said date, they can shut it down to prevent the utility department from fixing on water breaks that could have been prevented.
Horizon Commercial Pool Supply have given us a quote to get on their schedule in the spring. There are funds coming in to cover the pool, Deputy Clerk Johnson mentioned all proceeds from Fall Fest and the shoe drive will go towards the pool. We have taken in $4,800 since Fall Fest and it has been ear marked for the pool, the shoe drive is not yet completed.
Money is sent to the Hallock Community Fund and it is suggested to put Hallock Pool in the memo on checks so the money can be allocated appropriately.
All seasonal workers are done for the year.
OLD BUSINESS:
Mayor Treumer gave a Dam update from an email sent from Jeff Langan. They are working on permits and they flew the area with drones to check for elevation points.
OTHER BUSINESS:
Councilor Peterson brought up ordering 4 signs for the north end of town to watch for kids playing in the neighborhood. It has been brought to her attention by many of the residents in the north end of town as there are many families now with younger children. They believe there are more than 25 kids that live in the neighborhood and there is an awareness for people who may not be looking for kids that could potentially run into the street.
Councilor Totleben motioned to approve Dan Larson to proceed with getting the pool filter fixed. Motion was seconded by Councilor Larson and carried unanimously.
Councilor Larson opened up discussion regarding Deputy Clerk Johnson had approached the personnel committee regarding a raise. She has been doing the daily functions of Deputy Clerk and the Administrator responsibilities since the beginning of September when Administrator Grafstrom resigned. Councilor Peterson thanked Johnson for stepping up and stating you have done a great job. Mayor Treumer agreed with Peterson about Johnson doing a great job.
Johnson met with the personnel committee as there may need to be more defined roles as there is a gap in compensation between the Administrator and the Deputy Clerk but they do currently share similar duties.
Mayor Treumer noted that the City has a compensation step scale and just had a performance review in July after her 6-month probation period.
He asked what happened at the performance evaluation, were things promised at that point? Johnson said that it had not been addressed with her at the performance evaluation.
Councilor Peterson stated Cross training has to happen with only 2 people in the office in case a health reason or something comes up that prohibits someone from being able to do their job.
Mayor Treumer asked why wasn’t brought up months ago to him, Johnson said she brought it up to the personnel committee like she should.
Mayor Treumer said I know the job you do Kendra; I have seen you handle yourself. This not being a private enterprise we cannot say here’s $1000. I would not be against moving Johnson up to the next step 2 months early, for doing the extra work you have had to do and based on your performance, you have worked very hard.
Councilor Peterson said maybe we can retroactive pay Johnson since we cannot say, here’s a $1000 for all your extra work but this is a way we can give you a little extra.
Johnson currently is between step 3 and 4 at $18.32.
Councilor Peterson motioned to move Deputy Clerk Johnson up to the next step up on the salary step scale retroactive to September 1, 2019. The motion was seconded by Councilor Totleben and carried unanimously.
Deputy Clerk Johnson wage was increased from $18.32 up to the next step $18.66.
Council Roundtable:
Council raises were brought up, Mayor Treumer would like all councilors present to have that discussion. It is something that may need to be addressed in the future.
ADJOURNMENT:
There being no further business, Councilor Larson moved to adjourn the Regular Meeting of the Hallock City Council of November 4, 2019. The motion was seconded by Councilor Peterson and carried unanimously. The meeting adjourned at 7:30 p.m.
Dave Treumer, Mayor
Kendra Johnson, Deputy Clerk
Acting-City Clerk
Minutes prepared by Kendra Johnson
(December 11, 2019)
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