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Hallock City Council Amended Aug. 7; Sept. 11, and Sept. 25, 2023

AMENDED MINUTES OF THE
REGULAR MEETING
OF THE HALLOCK CITY COUNCIL
MONDAY, AUGUST 7, 2023
CALL TO ORDER
Mayor Treumer called the regular meeting of the Hallock City Council to order at 5:31 pm on August 7, 2023. Those Present: David Treumer, Naomi Larson, Kevin Waller and Jennifer Peterson. Mike Totleben was absent.
Also present: City Administrator Aimee Sugden, Airport Manager Jeremy Seng, Jim Trojanowski of Northwest Regional Library, Tracee Bruggeman of Brady Martz and Kittson County Enterprise Reporter Anna Jauhola.
APPROVE AGENDA
Councilor Larson motioned to approve the agenda. The motion was seconded by Councilor Waller and carried unanimously.
Mayor Treumer noted that the meeting will pause for a closed session with Attorney Kendra Olson of Pemberton Law.
APPROVAL OF MINUTES
Councilor Peterson moved to approve the minutes of the Regular City Council meeting on July 10, 2023. The motion was seconded by Councilor Larson and carried unanimously.
SPECIAL GUEST; JIM TROJANOWSKI, NORTHWEST REGIONAL LIBRARY
Mr. Trojanowski presented the council with a request from the Northwest Regional Library system to increase the city’s commitment to the library in 2024 by 3%. The request would increase the city’s commitment from $15,917 to $16,395 in 2024.
Trojanowski also highlighted the services the library has to offer, its programing and our wonderful librarian, Peggy.
Councilor Waller moved to approve a 3% increase in funding for the Northwest Regional Library for FY 2024. The motion was seconded by Councilor Larson and carried unanimously.
SPECIAL GUEST; TRACEE BRUGGEMAN, BRADY MARTZ
Tracee Bruggeman, CPA, of Brady Martz attend the council meeting to present the findings of the 2022 financial audit. Overall, Bruggeman complimented the city on their work and stated that she believes we are in a sound financial position.
The audit cited two findings. Bruggeman and Sugden have already discussed a plan to remedy some administrative findings.
CLOSED SESSION; KENDRA OLSON, PEMBERTON LAW
Closed session with Attorney Kendra Olson pursuant to Minn. Stat. 13D.5, subd. 3(b) to discuss ongoing litigation.
Motion by Councilor Peterson to adjourn the Regular Meeting of the Hallock City Council at 5:58 p.m. for a closed session with attorney Kendra Olson. The motion was seconded by Councilor Waller and carried unanimously.
Motion by Councilor Waller to return to the Regular Meeting of the Hallock City Council at 6:49 p.m. The motion was seconded by Councilor Larson and carried unanimously.
FISCAL & ADMINISTRATIVE ISSUES
Motion by Councilor Waller to authorize payment of City bills as listed;
General Fund Amount; $200,836.08 (AF),
$25,917.45 (UVB)
Total Check Amount; $234,652.53 (AF),
$25,917.45 (UVB)
Check Numbers; 13120-13163 (AF),
15950 (UVB)
EChecks; 11569E-11570E (AF),
596E-603E (UVB)
Payroll Transfer (covers wages, taxes
and benefits); $69,700.00
The motion was seconded by Councilor Peterson and carried unanimously.
Mayor Treumer and Councilor Totleben will review bills for the September 2023 meeting.
Budget to Actual Report
Administrator Sugden presented the Budget to Actual Report.
Employee Handbook Review
The council reviewed the sections regarding a Drug Free Workplace, City Driving Policy, Cell Phone Policy, Computer Use Policy, Safety and Definitions. Sugden asked the council to consider a revision to the cell phone policy to include an on-call cell phone for on-call maintenance employees. She will follow-up after more research.
The full handbook will be voted on and approved at the September 2023 council meeting.
MARCO Contract
Sugden presented the council with a new printer lease agreement from Marco. The new, 60-month lease will cost the city $98.81/month (previous lease was $99.40).
Motion by Councilor Peterson to accept the 60-month printer contract with Marco. The motion was seconded by Councilor Waller and carried unanimously.
Utilities, Streets + Parks Department
Utility Superintendent Larson submitted a written report;
• Main pool was opened at the beginning of June. The crew has had to do some repairs to the furnace since getting it going this season. It was purchased in 1994 and likely due to be updated.
• Baby pool has had concrete poured and been painted. The fence has been put back up. The crew is confident with a first week of August opening.
• The annual gas inspection was held over a four-day period in June. The inspection went well and the city was only cited for one small infraction caused by an out-of-date oderator.
• The street repairs approved by the council at the special meeting in June are underway. Already, the crew has completed the piece at the hospital/emergency room.
Airport Report
Airport Manager Jeremy Seng reported;
• He spoke with the Kittson County Highway Department about utilizing their machine/service to do some crack sealing at the airport this summer. The council asked him to work with Utility Superintendent Larson on coordinating. Sugden will look into potential funding sources.
New Business
NW Regional Library Council
Motion by Councilor Peterson to appoint Charlie Lindberg to the NW Regional Library Council. The motion was seconded by Councilor Larson and carried unanimously.
Barricades
Sugden presented the council with an estimate to purchase barricades to use for street closures. The city has rented from the Kittson County Highway Department, but with the cost increase from $4/barricade/day to $10/barricade/day, it has become cost prohibitive. No action is needed today, Sugden will be doing some additional research.
Gaming Permit, KIDSON Cares
Motion by Councilor Waller to approve a gaming permit for KIDSON Cares for their annual golf tournament. The motion was seconded by Councilor Peterson and carried unanimously.
Resolution 2023-08; Declaring Ribfest a Community Festival
Motion by Councilor Waller to approve Resolution 2023-08, Declaring Ribfest a Community Festival and allowing the Hallock Eagles Club to serve intoxicating liquor off-site. The motion was seconded by Councilor Peterson and carried unanimously.
Building/Zoning Permit 2023-06; G. Gustafson Garage
Motion by Councilor Peterson to approve Building/Zoning Permit 2023-06 for a garage and breezeway addition at 614 Grove Ave SE. The motion was seconded by Councilor Larson and carried unanimously.
Building/Zoning Permit 2023-07; T. Osowski Patio
Motion by Councilor Larson to approve Building/Zoning Permit 2023-07 for a concrete patio and landscape addition. The motion was seconded by Councilor Peterson and carried unanimously.
Building/Zoning Permit 2023-08; A. Gustafson Fence
Motion by Councilor Peterson to approve Building/Zoning Permit 2023-08 for a fence. The motion was seconded by Councilor Larson and carried unanimously.
The council asked Sugden to follow-up with Gustafson to confirm lot lines will be adhered to prior to extending the permit.
Council Roundtable & Public Comment
None
Other Business/Announcements
Upcoming Meetings/Events
Next Meeting; September 11, 2023
Housing Committee Meeting; August 14, 2023
Baby and Toddler Swim; August 12 + 13, 2023
Saturday Swim; August 19, 2023
Office Closed, Labor Day, September 4, 2023
Adjournment
There being no further business, Councilor Peterson moved to adjourn the Regular Meeting of the Hallock City Council on August 7, 2023. The motion was seconded by Councilor Larson and carried unanimously. The meeting adjourned at 7:39 p.m.
Dave Treumer, Mayor
Aimee Sugden, City Administrator
Minutes prepared by Aimee Sugden
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MINUTES OF THE REGULAR MEETING
OF THE HALLOCK CITY COUNCIL
MONDAY, SEPTEMBER 11, 2023
CALL TO ORDER
Mayor Treumer called the regular meeting of the Hallock City Council to order at 5:31 pm on September 11, 2023. Those Present: David Treumer, Kevin Waller, Jennifer Peterson and Mike Totleben. Naomi Larson was absent.
Also present: City Administrator Aimee Sugden, Airport Manager Jeremy Seng, Utility Superintendent Dan Larson, Police Chief Mike Docken, Fire Chief Kevin Klein and Kittson County Enterprise Reporter Anna Jauhola.
APPROVE AGENDA
Councilor Waller motioned to approve the agenda. The motion was seconded by Councilor Totleben and carried unanimously.
APPROVAL OF MINUTES
Councilor Peterson moved to approve the minutes of the Regular City Council meeting on August 7, 2023. The motion was seconded by Councilor Waller and carried unanimously.
CLOSED SESSION; KENDRA OLSON, PEMBERTON LAW
Closed session with Attorney Kendra Olson pursuant to Minn. Stat. 13D.5, subd. 3(b) to discuss ongoing litigation.
Motion by Councilor Waller to adjourn the Regular Meeting of the Hallock City Council at 5:35 p.m. for a closed session with attorney Kendra Olson. The motion was seconded by Councilor Totleben and carried unanimously.
Motion by Councilor Totleben to return to the Regular Meeting of the Hallock City Council at 6:05 p.m. The motion was seconded by Councilor Waller and carried unanimously.
FISCAL & ADMINISTRATIVE ISSUES
Motion by Councilor Totleben to authorize payment of City bills as listed;
General Fund Amount; $123,489.33 (AF),
$57,806.64 (UVB)
Total Check Amount; $182,795.03(AF),
$57,806.64 (UVB)
Check Numbers; 13165-13217 (AF),
15954 (UVB)
EChecks; 11572E (AF),
604E-611E (UVB)
Payroll Transfer (covers wages, taxes
and benefits); $51,000.00
The motion was seconded by Councilor Peterson and carried unanimously.
Mayor Treumer and Councilor Totleben will review bills for the October 2023 meeting.
Budget to Actual Report
Administrator Sugden presented the Budget to Actual Report.
Utilities, Streets + Parks Department
Utility Superintendent Larson reported;
• The baby pool work completed and the pool opened to the public in early August. The MN Department of Health inspection was successful and the pool passed.
• Both pools are now drained and shut-down for the season.
• Larson reported that the aging furnace for the large pool was quite problematic throughout the summer. He noted that the equipment is over 33 years old and overdue for replacement.
• Completed utility line removals for five properties demolished (or soon-to-be demolished).
• Completed three annual gas surveys.
• Ordered and received parts to install utilities to all properties in the Elementary Hill addition of Hallock.
• Totleben asked Larson and crew to grade the firehall road and the road around the nursing home slough.
• Waller asked Larson about the status of the damage snowplow truck. Waller urged that the repairs be made by a different repair group and that it be prioritized in September.
Police Department Report
Police Chief Docken reported;
• Mobile laptop station has been installed in the squad pickup.
• Sirens located at City Hall and Auto Value aren’t working. A representative from Stone’s Equipment will be up later in the month to do some work for the county and will also look at the City’s equipment.
• Chief Docken is currently working with a property owner on the west side of town to acquire the property for teardown.
Fire Department Report
Fire Chief Klein reported;
• Every member of the department is now a certified fire fighter.
• The department is looking into replacing two vehicles for one new (used) one. Confident that the vehicle can be paid for with funds from the sale, fundraising, etc. without any further city contribution.
Airport Report
Airport Manager Jeremy Seng reported;
• The RFP approved by the council at the August meeting was sent to six agencies and posted on the city’s website. The city has received responses from all six recipients.
New Business
Anderson Sanitation; Delinquent Garbage Bills
Motion by Councilor Totleben to approve the assessment of delinquent garbage bills from Anderson Sanitation for the 2024 tax rolls. The motion was seconded by Councilor Peterson and carried unanimously.
Land Sale; SE Addition
Motion by Councilor Peterson to approve the sale of Lots 4-7, Block 8, Southeast Addition to Tage and Connie Johnson. The motion was seconded by Councilor Totleben and carried unanimously.
Building/Zoning Permit 2023-09; Erickson Garage
Motion by Councilor Totleben to Building/Zoning Permit 2023-09 for the addition of a garage at 418 S Gove Ave. The motion was seconded by Councilor Waller and carried unanimously.
Building/Zoning Permit 2023-10; 6211 Concord LLC Garage
Motion by Councilor Peterson to approve Building/Zoning Permit 2023-10 for a garage at 208 2nd St SE. The motion was seconded by Councilor Waller and carried unanimously.
Building/Zoning Permit 2023-11; C. Engstrom Deck
Motion by Councilor Waller to approve Building/Zoning Permit 2023-11 for a deck at 837 8th St SE. The motion was seconded by Councilor Peterson and carried unanimously.
MN Public Safety Aide
The City of Hallock will be receiving $39,033 in one-time public safety aide approved in the 2023 omnibus tax bill. Because there has been interest from multiple public service agencies, Sugden asked the council if she could create an application that the council can then review and award the funds appropriately. The council approved and Sugden will create and disseminate the application to the eligible departments.
Council Roundtable & Public Comment
Strategic Plan
Councilor Waller asked the council if they would be interested in working to develop a new strategic plan as the previous one has been completed. The council feels that it would benefit the city to explore this. Sugden will research firms/options/opportunities/etc. for the council meeting on 10/2/23.
Other Business/Announcements
Upcoming Meetings/Events
Next Special Meeting; September 25, 2023
Next Regular Meeting; October 2, 2023
Trunk-Or-Treat; October 28, 2023
Adjournment
There being no further business, Councilor Totleben moved to adjourn the Regular Meeting of the Hallock City Council on September 11, 2023. The motion was seconded by Councilor Peterson and carried unanimously. The meeting adjourned at 7:15 p.m.
Dave Treumer, Mayor
Aimee Sugden, City Administrator
Minutes prepared by Aimee Sugden
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MINUTES OF THE SPECIAL MEETING
OF THE HALLOCK CITY COUNCIL
MONDAY, SEPTEMBER 25, 2023
CALL TO ORDER
Mayor Treumer called the special meeting of the Hallock City Council to order at 5:32 pm on September 25, 2023. Those Present: David Treumer, Mike Totleben, Jennifer Peterson and Kevin Waller. Councilor Naomi Larson was absent.
Also present: City Administrator Aimee Sugden and Kittson County Enterprise Reporter Margie Holmgren.
APPROVE AGENDA
Councilor Waller motioned to approve the agenda. The motion was seconded by Councilor Peterson and carried unanimously.
New Business
2024 Budget
Administrator Sugden presented the council with the proposed general fund budget for the 2024 calendar year. Sugden met with Budget Committee members, Kevin Waller and Jen Peterson on Thursday, September 21, 2022 to review the proposed budget and outline priorities. The budget presented reflects those priorities. The presented budget totaled $1,137,790.75.
Sugden reviewed the budget with the council. She noted that the 2011 General Obligation Refunding Bond had been paid-off in 2023 and will lessen the debt burden to the city in 2024. The council noted their commitment to investing in improving the city’s roads in 2024. Numerous changes were made to the proposed budget in discussion.
Motion by Councilor Totleben to approve the general fund budget of $1,111,925.00 with a general levy of $256,696. The motion was seconded by Councilor Waller and carried unanimously.
Adjournment
There being no further business, Councilor Peterson moved to adjourn the Special Meeting of the Hallock City Council on September 25, 2023. The motion was seconded by Councilor Waller and carried unanimously. The meeting adjourned at 7:22 p.m.
Dave Treumer, Mayor
Aimee Sugden, City Administrator
Minutes prepared by Aimee Sugden
(October 11, 2023)
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