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Wednesday, March 15, 2006
The February meeting of the Waubun City Council was called to order at 6:05 PM by Acting Mayor Larry Swiers at Waubun Community Center, Waubun MN. Roll was called; Present were Tom Bement, Milo Winter, Leonard Wells, Jean Horack and Larry Swiers. No members were absent. Staff members present were Public Works Manager, Dan Murray; Paul Brehm, Fire and Police Chief and Germaine Riegert, City Clerk. Also in attendance was City Attorney, Elroy Hanson and a contingent of constituents. The sign in list is attached to the official copy of the minutes in the Minute Book File. The following items were added to the proposed agenda: Tree by Opal Voit’s property, the easement letter from the City Attorney and Ulteig Engineers, the Waubun Centennial in 2007 and the Mahnomen County Historical Society request for donations. Bement made a motion to accept the agenda as amended. Wells seconded the motion and it carried unanimously. Winter made a motion to accept the minutes of the January meeting as posted. Bement seconded it and the motion carried unanimously. Mayor Swiers requested that a change of order for the agenda so that Attorney Hanson leave for another engagement. Mr. Hanson reviewed his letter of January 17. The information about the special election has been given to the County Auditor and it is to be anticipated that he will notify the State as required. The Ordinance has been published in the Mahnomen Pioneer as required also. The Clerk asked if the polls had to be open from 7 or 8 AM until 8 PM. Attorney Hanson will research the law for this information and let her know. The Clerk reported that filing opened as of today and will remain open until - March 14 at 4 PM. The second question posed to Attorney Hanson was about Performance Reviews. He advised the Council to call a special meeting for this purpose. IF the review and evaluation is disciplinary in nature the meeting may be closed unless the affected employee requests that it not be. He reminded the Council that the person must be identified before the meeting is closed and that proceedings must be tape recorded. After some discussion a special meeting was set up for Tuesday, March 14 at 4: 30 PM. Attorney Hanson agreed to be present at the meeting to assist with the process. The Clerk was directed to post notices of this decision. The following monthly bills were reviewed: GENERAL FUND Ottertail Power Co. $1,519.55 True Value Hardware 357.79 ACS 176.82 Ulteig Engineers 1,375.00 Country Rose Floral 26.63 Waubun Steel 30.32 Reliable Office Supply 326.64 Waubun Feed & Hdwe. 1.61 League of MN Cities 15.00 Bement Oil Co. 900.99 Dan Murray 48.27 Wambach & Hanson 998.55 Pitney Bowes 31.15 Gopher State One Call 100.00 WATER & SEWER Chad Smith 200.00 Ottertail Power Co. 463.59 Hawkins Water Treatment 1,075.50 Thomas Fire Equipment 15.19 Winter made a motion to pay all the bills. Bement seconded it and the motion carried unanimously. The clerk reported that the billings for Water and Sewer were the only statements sent since the last meeting. Receipts since the last meeting was $1,252.31 from Mahnomen County for the balance of the 2005 tax receipts. OLD BUSINESS The subject of a new health inspector was reviewed. Several names were suggested and the Clerk will attempt to find out if the position is needed and then ask one of these people if they would be interested in volunteering. NEW BUSINESS Bill Eck Letters The Clerk presented copies of letters submitted by William Eck requesting information about personnel policies and personnel costs, etc. She said she had given him as much as she could but that she did not have time cards for any employee except herself because they are salaried and she in part time hourly. Mr. Eck was present at the meeting and explained that it was the public’s right to know all of the information he had requested and the information he questioned was only part of doing business efficiently. He stated that Dan told him that he keeps a log book with all of his hours in it. He also stated that Dan said he had never received a copy of the Personnel Handbook. The Clerk agreed to make sure that he gets one immediately. Councilor Wells said that the Council will look into the situation and come up with an updated and workable policy for keeping track of ALL employee hours. He suggested that the City purchase a time clock. After considerable discussion it was agreed that since Dan did not have his log book with him tonight, he would make it available for Wells and Swiers to review since they were his direct supervisors. Mr. Eck stated that logging in and out was a minimum that should be expected and he brought up the matter “to insure that a policy be developed which will insure that rumors are eliminated. There is a basic need to develop trust among the paid employees and the Council.” This would also extend to contracted personnel like Chad Smith who oversees Dan’s work on the water and sewer plants until he gets completely licensed. Mayor Swiers thanked Mr. Eck for his diligence. Mr. Eck also requested that the December minutes be reworded to clarify that Mayor Haddeland had not turned in his resignation specifically because of remarks made by Mr. Eck as the current wording seemed to imply. It was the direction of the Council that the Clerk complies with this request. PAINT UP GRANT: The Clerk presented a letter from the Northwest Minnesota Foundation stating the Paint Up Grants were available again. She said she would like to apply for some paint to redo the old Bement Station building in preparation for the 2007 centennial as well as some paint to cover the graffiti and gouges in the shelter at the Park. Bement made a motion that she prepares the grant application. Wells seconded the motion and it passed unanimously. SET UP PERMIT FOR COMMUNITY CENTER: The renewal for the set up permit for the Waubun Community Center was presented. The fee is paid from Center Funds but the application must be approved by the City Council. Horack made a motion to approve the permit. Bement seconded it and the motion carried unanimously. Some discussion followed about who is responsible to getting licenses for Bingo, etc. for the Center. Paul Brehm said that the Fire Department is licensed by the Reservation Tribal Council and that appears to meet the State mandate. DUCKS UNLIMITED PERMIT Lisa Zluticky presented the permit to hold the Ducks Unlimited Raffle and Raffle at the Community Center. Horack made a motion to approve the request. Wells seconded it and it carried unanimously. TREE REMOVAL Winter requested that the dead tree on Opal Voit’s property be cut down and removed. Larry and Dan agreed to do it the next evening. There are also trees that need to be trimmed on the property that FEMA acquired several years ago. Dan agreed to talk to the County people to see what should be done about it. HIGHWAY 113 PROJECT The Clerk reported that Chris Thorsen from Ulteig Engineers called her about the letter for acquiring right of way for this project. It would involve the payment of $5,500 for a permanent easement right of way to Leonard and Lois Wells. After some discussion, it was determined that this would be in the best interest of the City and should be done so this project can begin as early in the spring as possible. Winter made a motion to approve the negotiated settlement. Bement seconded it and the motion carried unanimously. The clerk will notify Attorney Hanson to proceed. KRJM PLAYOFF PACKAGE A proposal from KRJM Radio was reviewed. For $210 playoff games in the winter high school sport circuit would be broadcast over the station. An ad in each game and 20-30 “good luck” spots in the weeks prior to and during the week of the hometown games comes with the package. After some discussion Horack made a motion to accept the proposal. Winter seconded it and the motion carried unanimously. 2007 CENTENNIAL The Clerk talked about the planning underway for the Waubun Centennial in July of 2007. A letter is being prepared for an initial mailing. The committee would like to send along a copy of the brochure that was produced last summer. After some discussion it was decided that $1,000 would be donated the 2006 and copies of the brochure could be used. Motion was made by Winter and seconded by Horack to approve this action. The motion was approved unanimously. MAHNOMEN COUNTY HISTORICAL SOCIETY LETTER The letter requesting a building block donation to the purchase of a building for the Mahnomen County Historical Society was presented. After careful consideration it was the consensus that the matter be tabled until next year as the City cannot financially afford to commit to it at the present time. STAFF REPORTS Dan Murray reported that he will not be officially back on the job until the 20th of the month. He noted that during his time with Chad Smith he was informed that the water tower is too small and that our fire hydrants are flushing and not legal for use as fire hydrants. The tank holds 50,000 gals. and needs to hold a minimum of 70,000 gals. in order for the hydrants to be legal. Police and Fire Chief Brehm reported that the inventory report has been completed. His reports were handed out. There is one billable fire for a car fire to Lyndon Anderson of East Grand Forks. He was asked if it was true that all of the locks at the Fire Hall had been re-keyed. He said that in the interests of security he felt that it was necessary. It was done at no expense to the City. Clerk Riegert reported on the bankruptcy of Pat Hanson. This negates the billing for her car fire last spring. She also asked about a noise ordinance as there were several complaints of hammering in the middle of the night and snow mobiles driving around a 3 AM. A community member complained that running the snow plow in the middle of the night is disturbing also. Councilor Winter replied that not only is it safer, it is easier to remove snow when there is no traffic to hinder the operator and it will be done at his discretion! OTHER Bill Gomall said he had found several poles for the street flags. Dan will stop and get them at the Implement. He also brought several extra flags which need to get put in a tote and stored. Ben Stalberger of WAMO talked about insurance coverage for WAMO days. The Clerk will meet with the insurance people to make sure that the TULIP coverage will be available to community organizations and members. Councilor Wells presented a $20 donation from Sally Simonson toward the cost of the Christmas tree lighting. No further business was brought up. Winter made a motion to adjourn at 8:05 PM. Bement seconded it and the motion carried unanimously. _____________________________ ____________________________ Mayor Clerk |
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