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Tuesday, January 9, 2007
WAUBUN CITY COUNCIL REGULAR MEETING DECEMBER 12, 2006 WAUBUN COMMUNITY CENTER 6:00 PM Mayor Eck called the fact finding portion of the meeting to order at 6 PM. Staff members present were Paul Brehm, Brett Brehm and Germaine Riegert. Delegations present were Butch and Gladys Gordon, Charles Hanson, Jim Thompson, Marilyn Kemper Ken Lhotka and Arlan Lunde. Council members present were Thomas Bement, Jean Horack, Eugene Moore and Mayor Bill Eck. Milo Winter was absent. Mayor Eck asked for Police and Fire Chief Paul Brehm’s report. There were two billable fires during the month and a lot of time was spent cleaning at the Fire House in order to get ready for a pancake feed, etc. He presented the volunteer fire fighter men’s hours as asked it they could get paid prior to Christmas. He was assured that this could be done. He reported that another grant has been received from the Department of Homeland Security for new turnout gear etc.and the City’s portion of it will be $4,450.00. He made a statement that he felt that the request by Doc’s Den for 2AM closing was not a good idea at this time because he had, within he past two weeks, found bar tenders in the establishment drinking and playing music at 2:15 AM. He requested that a letter of warning be sent as the ordinance is not being followed adequately. Marilyn Kemper reported that the Community Center Board has made some changes. She is responsible for bookings and has set up a Post Office box to receive payments here in Waubun. She would like a new rental agreement as was discussed some time ago. The clerk was directed to talk to Councilor Elroy Hanson to get one prepared. She also reported that there is an extra key floating around in the community because on several occasions recently, the Center has been a mess when the person renting it comes to set up. She said she and the board members feel that Leonard needs a boss but she does not want to be that person. We need someone like Evelyn Larson was. The Board will meet at 6 PM on Wednesday, December 13. Mayor Eck said he will make it a point to attend and try to help them come to some resolution. Ken Lhotka, Housing Developer, had several questions about the water and sewer infrastructure and power lines to the new area he is working on. He was assured that the easement with Ottertail had been sent in for recording. He said he had talked with Paul Ahles and would be digging in a temporary line for water and sewer very soon and that a meeting was scheduled for the next day, December 12 at 11 AM, to meet with Paul, Brett and representatives from Ulteig Engineers and Ottertail Power Co. He was told that no Council members could attend as they had not received plat information, etc. from the Engineers so nothing could be done at the present time. It was also agreed between Mr. Lhotka and the Council that Ken would be responsible for the costs of platting, surveying and access for the infrastructure to be installed. As soon as the required surveys and maps are presented the Council will act on the project—under the circumstances, the project will have to be bonded and special assessments established. He was thanked for his continued interest in the progress of the City and told he would be notified whenever the Council had information to share. Brett Brehm, Public Works and City Maintenance, was asked for his report. He had been approached by a city resident to remove the stop sign across from the school or at least erect a “yield” sign. Police Chief Brehm asked that no action be taken at the present time as there are students who travel across this street from the main school building to the vocational buildings. The Council agreed with his assessment and instructed Brett to notify the resident that the sign will remain for the time being. He reported that he had picked up the snow plow truck from Stangle Repair but it still needed some adjustment as the exhaust still leaked and the clutch needed adjusting. He reported that Stangle’s had changed the oil and completed the DOT certification. He needed sand for the streets while this was going on so contacted Mike Murray at Mahnomen County and they delivered two loads so he could sand intersections and streets using the tractor. He also requested that the City provide him with a cellular phone. This would mean that the phone in the Bement Building could be removed and access would be more efficient. After some further discussion, it was agreed that the Council will pay the base charge of $30 per month for him to use his personal cell phone. They further agreed that the number would not be publicized so he would not be harassed at all hours of the day or night. Jim Thompson, representing Doc’s Den, said he was concerned about the recent sewer back up. It was explained that the lift station was incapacitated due to an electrical problem and not something the City could control. Responsibility for clean up was for the individuals affected and not reimbursable by the City. He also explained that the request for a 2AM closing would be for limited functions such as New Years Eve, WAMO days, Etc. The Clerk will look into whether this can be done or not. Police Chief Paul Brehm informed him that there had recently been a violation of the current ordinance. On 11-29 he stopped to check at 2:14 AM and found music playing and the help drinking so he would advise the Council to deny any 2AM request at the present time. Mr. Thompson said he was glad to be informed of the incident and would pass the information to his spouse as he felt she was not aware that this had happened. Jim also complimented Brett on how well he had cleaned the streets after the snow. Germaine Riegert, City Clerk, reported to the Council that Mary “Olene” Ahles wanted to give up her position as City Treasurer effective December 31, 2006. She said her eye sight is getting so bad that she has trouble viewing the bank statements. She did not have any suggestions for replacement at the time. The business portion of the meeting was convened at 6:50 PM by Mayor Eck. As a result of the fact finding session, the following items were added to the official agenda: • Cell phone for maintenance man • New rental agreement for the Community Center • Stop sign at Simon’s corner • Question as to who pays for the installation of water from main to curb stop • Wells easement question Motion was made by Horack and seconded by Moore to approve the agenda as amended. Motion carried unanimously. Motion was made by Moore and seconded by Horack to approve the minutes of the November minutes as sent. Motion carried unanimously. The bills were presented as follows: GENERAL FUND: Gordon Construction 110,016.84 Ulteig Engineers 15,121.00 Stangle’s Repair 4,450.58 Ottertail 6,630.85 ACS 180.29 Pitney Bowes 104.23 Mahnomen Parts 42.56 Bement Oil Co. 1,092.08 Hometown Foods 8.68 Waubun Steel 4.43 Ojibwa Building Supply 21.12 Fargo Paint & Glass 498.60 Elroy Hanson AAL 960.00 True Value Hdwe. 16.45 Midstates Wireless 315.02 Lunde Blade & Gravel 110.00 EZ One Stop 161.72 White Earth Sanitation 148.89 MN DOT 337.24 MN Dept of Health 287.00 One Call Concepts 5.80 PERA 10.00 Ulteig Engineers 2,287.47 NCPERS 16.00 Fire Fighters Net 6,637.72 Mary Ahles 369.40 Thomas Bement 554.10 Wm. D. Eck 554.13 Jean Horack 554.10 Eugene Moore 369.40 Larry Swiers 246.28 Leonard Wells 184.70 Milo Winter 554.10 Norman Hills 839.00 Net Payroll 3,983.83 John Deere Credit 68,519.26 Midwest Bank 2,651.22 PERA 449.07 WATER & SEWER FUND: Chad A. Smith 575.00 RMB Labs 168.00 Hawkins Inc. 596.89 GROCERY STORE DEBT RETIREMENT: Midwest Bank 11,977.20 Motion was made by Bement and seconded by Moore to pay bill as presented except to pay off John Deere Credit rather than just the installment. Motion carried unanimously. Statements sent since the last meeting were the water and sewer bills for December. Receipts since the last meeting were: Mahnomen County Taxes $26,414.93 TIF $2,090.83 Interest $26.68 Interest on CD’s 20416 / $171.37 20415 / $140.51 OLD BUSINESS: Waubun Area Community Council: Mayor Eck said he would contact Sam Rock to see if a meeting could be set up soon as we need to get all groups involved especially in the upcoming Centennial celebrations. Sale of John Deere Back Hoe: Two bids were received. Mayor Eck opened them. • Gordon Construction Co $66,924.84 -- check enclosed • Lunde Blade and Grave. $66,924.84 -- take over payments Clerk reported that she had called John Deere and the pay out price at 12-31-2006 would be $68,519.26. Harold Gordon offered to make immediate payment of $1,594.42. The Council discussed the offers. Bement made a motion to accept payments from Gordon Construction for the amount due strictly due to expediency of the situation. Moore seconded it and the motion carried unanimously. The Council thanked both bidders and explained that the decision was based on economics and not favoritism. Mr. Lunde assured them that he realized that. Gordon’s will pick up the machine on December 12. Bement made a motion to direct the Clerk to pay off the Back Hoe Note to John Deere Credit in the amount of $68,519.26 by December 31, 2006. Moore seconded it and the motion carried unanimously. A bill of sale will be issued to Gordon Construction Co. Inc., 2222 270th Ave, Mahnomen MN 56557. Liquor license for Pappy’s Café and Pizzeria The Clerk reported on the survey she had made of area villages. Mr. Eck stepped down as mayor and addressed the Council stating that he was willing to pay the charges as set up in the current fee schedule so not further action should be needed. The current prices are: On Sale--$1,800; Off Sale--$100 and Sunday--$100. Request for 2AM Closing After reviewing the earlier discussion, Moore made a motion which was seconded by Horack to investigate the matter about special occasions further and to table the matter to another meeting. Motion carried unanimously. Approval to assess unpaid water and sewer to county taxes: The clerk reported that two parcels of property had unpaid water and sewer bills and the persons owing them had moved or had been foreclosed on. Motion was made by Horack and seconded by Moore to certify these statements to taxes. Motion carried unanimously. Assessor Training: The assessor training module is scheduled for December 18. Jean Horack will attend and report back. Time Cards and Pay Procedures: Mayor Eck said he is not comfortable with current practice which allows for release of payroll checks before actual time cards are submitted. He feels that a time delay of a day or two is needed to insure that employees are being accountable for their work. After some discussion, it was agreed by consensus that payroll checks will not be distributed until the first working day for the Clerk following the last day of the month. For example, December checks will not be given out until Tuesday, January 2, 2007. Employees present agreed to this practice effective with the New Year. Motion by Bement and seconded by Horack to initiate the policy. Motion carried unanimously. Other: Stop Sign by Jim Simon’s: Motion by Moore and seconded by Bement that the request for removal of the Stop Sign be denied based on the safety of the school children. Motion carried unanimously. Cell phone: Motion by Horack and seconded by Bement that the City of Waubun reimburse Brett Brehm $30 per month for the use of his personal cellular telephone. Motion carried unanimously. Rental Agreement for the Community Center: The Clerk was instructed to find some boiler plate language and to work with Attorney Hanson to construct a new contract as soon as possible and bring it to the Council for approval. Wells’ Easement: Mr. and Mrs. Leonard Wells reviewed the proposed easement for the Texas Crossing but refused to sign it as they felt the price should be negotiated. The Clerk was instructed to turn the information back to the City Attorney and City Engineers for further resolution. NEW BUSINESS: Establish Check Signing Procedure: With the advent of a new City Treasurer, the Clerk asked about getting checks signed so payments could be made in an expeditious manner. After some discussion, it was decided to leave the procedure as is so signatures are not added until the payment has been duly prepared. Since there was no change, no motion was made. Hill’s Curb Stop Question: At the time Norman Hills Jr. put in his new house at 1504 Third Street, it was decided that he was responsible for the cost of getting the water and sewer from the main into the curb stop as well as from the curb stop to the house. In light of the discussions about the new development area on the north end of the village, he felt that he had been unfairly charged and should only have been responsible for the cost from the curb stop into the dwelling. After some discussion it was determined that the City is, in fact, responsible to put in the curb stop and he needed to be repaid. Horack made a motion to reimburse $839.00 to Norman Hills Jr. and Bement seconded it. Motion carried unanimously. Fire Fighters Payroll: Fire Chief Paul Brehm presented the work sheet delineating the payroll for Volunteer Fire Fighters for the fiscal year ended Dec. 31, 2006. For the reasons shown prior, the gross payroll for the eleven firemen was $7,187.57. Bement made a motion to pay the fire fighters as requested. Moore seconded it and the motion carried unanimously. Elected Officials Payroll: The Clerk requested permission to prepare the elected official payroll for the year 2006. The Mayor is paid $800 annually and Councilpersons are paid $600. Amounts will be prorated according to months served due to the special election, etc. this past year. Motion by Bement and seconded by Moore to authorize these payments. Motion carried unanimously. Acquisition of DSL internet: Discussion followed about the advantages of DSL Internet rather than dial up which we now have. The Clerk will call Arvig Communications to research the cost and availability of the service. No further business came before the Council so Horack made a motion to adjourn at 8:20 PM. Moore seconded it and the motion carried unanimously. __________________________________ _______________________________ Mayor Clerk |
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