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MINUTES OF THE REGULAR MEETING OF THE HALLOCK CITY COUNCIL MONDAY, JANUARY 8, 2024

MINUTES OF THE REGULAR MEETING
OF THE HALLOCK CITY COUNCIL
MONDAY, JANUARY 8, 2024

CALL TO ORDER
Mayor Treumer called the regular meeting of the Hallock City Council to order at 5:37 pm on January 8, 2024. Those Present: David Treumer, Mike Totleben, Jennifer Peterson and Naomi Larson. Kevin Waller was absent.
Also present: City Administrator Aimee Sugden, Utility Superintendent Dan Larson, Fire Chief Seth Preble, Outgoing Fire Chief Kevin Klein, Airport Manager Jeremy Seng, City Engineer Jon Pauna, Diane Hayes (Northwest Community Action/Small Cities Grant), John Wyne (Northwest Community Action/Small Cities Grant), Resident Greg Norby and Kittson County Enterprise Reporter Anna Jauhola.
APPROVE AGENDA
Councilor Totleben motioned to approve the agenda. The motion was seconded by Councilor Larson and carried unanimously.
APPROVAL OF MINUTES
Councilor Larson moved to approve the minutes of the Regular City Council meeting on December 4, 2023. The motion was seconded by Councilor Peterson and carried unanimously.
Councilor Peterson moved to approve the minutes of the Special City Council meeting on December 18, 2023. The motion was seconded by Councilor Totleben and carried unanimously.
SPECIAL PRESENTATION; JON PAUNA, MOORE ENGINEERING
City Engineer, Jon Pauna, attended the meeting to present the council with the Preliminary Engineering Report for the 2024 Street Improvement Project. The Preliminary Engineering Report includes cost estimates, proposed improvements, and assessment breakdowns. The project will follow Minnesota Statutes Chapter 429.
Mayor Treumer read aloud Resolution 2024-01, RESOLUTION ORDERING PREPARATION OF REPORT ON IMPROVEMENT.
Motion by Councilor Totleben to approve Resolution 2024-01, Resolution Ordering Preparation Of Report On Improvement. The motion was seconded by Councilor Peterson and carried unanimously.
Mayor Treumer read aloud Resolution 2024-02, RESOLUTION RECEIVING FEASIBILITY REPORT AND CALLING HEARING ON IMPROVEMENT.
Motion by Councilor Peterson to approve Resolution 2024-02, Resolution Receiving Feasibility Report And Calling Hearing On Improvement. The motion was seconded by Councilor Larson and carried unanimously.
SPECIAL PRESENTATION; JOHN WYNNE, NORTHWEST COMMUNITY ACTION
John Wynne of Northwest Community Action presented an array of agreements and details for the Small Cities Grant entered into in 2023. The grant will be executed starting in 2024.
• Residential Antidisplacement and Relocation Assistance Plan
• Policy on the Prohibition of the Use of Excessive Force
• Fair Housing Plan
• Program Income and Reinvestment Plan
• Section 3 Plan
• Certification of a Drug-Free Workplace
• Administrative Services Contract
• Owner-Occupied Rehabilitation Policies and Procedural Guide
Motion by Councilor Peterson to approve the Residential Antidisplacement and Relocation Assistance Plan, Policy on the Prohibition of the Use of Excessive Force, Fair Housing Plan, Program Income and Reinvestment Plan, Section 3 Plan, Certification of a Drug-Free Workplace, Administrative Services Contract and the Owner-Occupied Rehabilitation Policies and Procedural Guide. The motion was seconded by Councilor Larson and carried unanimously.
FISCAL & ADMINISTRATIVE ISSUES
Motion by Councilor Peterson to authorize payment of City bills as listed;
General Fund Amount; $176,774.46 (AF), $35,001.62 (UVB)
Total Check Amount; $515,172.54 (AF), $35,001.62 (UVB)
Check Numbers; 13337-13393 (AF), 16014 (UVB)
EChecks; 11598E-11600E (AF), 639E-651E (UVB)
Payroll Transfer (covers wages, taxes and benefits); $60,662.40
The motion was seconded by Councilor Totleben and carried unanimously.
Mayor Treumer and Councilor Totleben will review bills for the February 2024 meeting.
Budget to Actual Report
Administrator Sugden presented the final Budget to Actual Report for 2023. While the figures are un-audited and there are some expenses from 2023, paid in 2024, that need to be recorded, the city finished the year very close to its bottom-line budget.
2024 Committees and Appointments
Motion by Councilor Peterson to approve the slate of committee members and appointments. The motion was seconded by Councilor Totleben and carried unanimously.
2024 Fee Schedule
Motion by Councilor Totleben to approve the 2024 Fee Schedule (no changes have been made). The motion was seconded by Councilor Peterson and carried unanimously.
2024 Water and Sewer Rates
The City received a notice from Kittson Marshall Water notifying of a 5% rate increase for 2024. After reviewing the Water and Sewer funds and analyzing past rate increases, Administrator Sugden recommended raising sewer and bulk water rates 5% and base and overage rates by 1%.
Motion by Councilor Larson to approve the rates proposed and listed. The motion was seconded by Councilor Peterson and carried unanimously.
Sewer (Base); $16.98
Water (Base); $32.85
Water-Trailer 1; $42.68
Water-Trailer 2; $46.45
Water-Trailer 3+; $50.14
Water Overage; $1.66/unit*
Bulk Water; $8.95/1,000 gallons
*1 Unit=100 Gallons
2024 Meeting Schedule
Administrator Sugden presented the council with a listing of 2024 council meetings.
Employee Step; J. Turner
The Personnel Committee met on Thursday, January 4 and recommend to the council a step increase, retroactive to 6/1/23 for Justin Turner. Turner was hired with the intention of a 6-month review and eligibility for a step. The committee will conduct a review in the month of January.
Motion by Councilor Larson to approve moving from the 2-Year Step to 3-Year step, retroactive to 6/1/2023, for Maintenance Employee Justin Turner. Motion was seconded by Councilor Totleben and carried unanimously.
Employee Resignation; A. Sugden
Motion by Councilor Peterson to accept the resignation of Administrator Sugden, effective 1/31/2024. The motion was seconded by Councilor Larson and carried with a vote of 3-1-0 with Councilor Totleben voting Nay.
Utilities, Streets + Parks Department
Utility Superintendent Larson reported;
• Crews installed their final gas line of 2023 (their latest ever) in the Elementary Hill addition.
• The south lift station’s main pump has been repaired and re-installed. Much of this expense was covered by insurance.
• One snow event in early December and an ice event after Christmas kept crews busy.
• Larson recommended purchasing a backup sanding unit to be installed in the back of a city pickup. This would ensure the city has a backup for instances of breakdowns or issues with the primary sanding truck. Mayor Treumer asked Larson to bring estimates to the February 2024 meeting.
• Completed repairs on the snow blower.
• Crews plan to take down Christmas decorations on Tuesday, January 9. Larson asked the council if they would like him to leave the main street snowflakes up and they agreed they are a nice addition. Larson will leave the snowflakes up.
• Administrator Sugden reported that she spoke to the crew at Burt’s Truck Repair regarding the status of the truck on the day of the meeting. It is currently in the shop and being worked on. Some parts had to be ordered and they are awaiting their arrival. Workers were confident the project could be completed by the end of this week or early next week.
Police Department
Police Chief Docken reported;
• During his annual review, the topic of City Hall Safety was addressed and the committee asked him to investigate various options. Safety of employees at City Hall has been an ongoing topic of conversation at regional safety meetings and in the sphere of city governments. Thief River Glass visited City Hall last week and provided estimates for replacing the front door, the door to the city office and installing a window.
o Single Front Door; $6,109 (plus $3,177 for automatic handicapped installation)
o Double Front Door; $6,711 (plus $3,177 for automatic handicapped installation)
o Clerk’s Office Door; $3,844
o Clerk’s Office Window; $1,691
• Reported on a total of nearly 30 calls for the month of December.
• Asked the council to purchase an AR-style rifle for police use.
Motion by Councilor Larson to spend up to $700 for the purchase of an AR-style rifle for the Police Department. The motion was seconded by Councilor Totleben and carried unanimously. These will not be additionally allocated funds, they will be taken from the department’s 2024 budget.
Airport Report
Airport Manager, Jeremy Seng reported;
• Ordered card reader equipment from O’Day Equipment prior to a 2024 price increase. The cost of the reader and installation will be covered by a grant.
• The Airport Commission will meet on Wednesday, January 10 at 9:00 a.m. at the Airport.
Fire Department Report
Fire Chief Seth Preble reported;
• A new slate of officers for 2024 were elected as follows;
o Fire Chief; Seth Preble
o Assistant Chiefs; Corey Younggren, Tim Soliah
o Lieutenant; Jordan Lofstrom, Guy Gustafson, Rodney Bakken, Robby Funiole
• In a follow-up to the December 2023 meeting, the department has found a new truck to purchase to replace the 91 Pumper and the rescue van. The truck would be purchased from Martin Coleman Sales for $75,000 delivered. This will be paid for by relief association funds and comes in under the designated budget.
Motion by Councilor Larson to approve the elected slate of fire department officers. The motion was seconded by Councilor Totleben and carried unanimously.
Motion by Councilor Larson to approve the department to purchase the 2007 Spartan truck for $75,000 from Martin Coleman Sales. The motion was seconded by Councilor Peterson and carried unanimously.
New Business
No new business.
Council Roundtable & Public Comment
Hallock Resident Greg Norby attended the meeting to address the council about concerns December 26 ice event.
Administrator Sugden brought information regarding the League of Minnesota Cities Advanced Elected Leaders Institute. She reminded the council that we budget for training opportunities like this each year.
Other Business/Announcements
Upcoming Meetings/Events
Next Regular Meeting; February 5, 2024
Office Closed; Monday, January 15, 2024 (Martin Luther King Jr. Day)
Public Hearing on the 2024 Street Improvement Project; Wednesday, January 31, 2024
Adjournment
There being no further business, Councilor Peterson moved to adjourn the Regular Meeting of the Hallock City Council on January 8, 2024. The motion was seconded by Councilor Larson and carried unanimously. The meeting adjourned at 7:33 p.m.
Dave Treumer, Mayor
Aimee Sugden, City Administrator
Minutes prepared by Aimee Sugden
(February 14, 2024)
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