December 3, 2012 – City Council Meeting Minutes


The Regular Meeting of the City Council of the City of Olivia, Minnesota, was called to order by Mayor Hilgert at 7:00 p.m. Councilors: Al Houdek, Terry Kohout, Barb Kirtz; Mayor Suzanne M. Hilgert. Councilor Stacie Haney was absent. Staff present: Dan Coughlin, City Administrator; and Mary Jo Halliday, Deputy Clerk. Others present: Aaron Walton, City Attorney; Kim Harrier, Public Works Supervisor; Bernard Johnson, Councilor-elect; Larry Zupke, Renville County Ditch Inspector; Lawrence Rauenhorst, Rolly Rauenhorst, John Halliday, and Susan Williams, Editor for the Renville County Register.


Motion by Houdek, second by Kirtz: to approve the Agenda as amended. Motion passed unanimously.


Motion by Kirtz, second by Kohout: to approve the following Consent Agenda items:

A. Regular Meeting Minutes of November 19, 2012

B. Purchase New Police Squad Laptop

C. Appoint New Fire Fighters, Resolution 2012-58

D. Pay Estimate #10 from R & R Excavating for Infrastructure Improvements, Part 2

E. Pay Estimate #7 from R & R Excavating for SW Area Storm Water System

F. Approve 2013 Liquor Licenses, Resolution 2012-59

Motion passed unanimously.


Senator Lyle Koenen

Senator Koenen did not make the meeting while in session so he will be scheduled again at a later date.

Request Connection of Agricultural Tile to City Storm Water System

Lawrence Rauenhorst owner of agricultural property located east of the new lift station off Highway 71 has recently done some tiling to his farmland and has made a request to connect his tile directly to the City storm water system.

Mr. Zupke was in attendance and provided extensive knowledge of statutory drainage law (State Statute 103E). He presented the official Renville County Ditch #51 plat detailing the main and laterals dated March 1914, running through the City of Olivia. Mr. Palm presented a plat map showing the south watershed and rural farmland watershed as it affects the new storm water pond.

Following discussion, Mr. Zupke explained an agreement would be necessary between the City of Olivia and Lawrence Rauenhorst in order to use the City storm water hookups and the use of the inlets located by the City lift station.

Councilor Houdek expressed interest to seek an estimated cost to hire viewers to re-determine the fair benefits being received by all the property owners involved. It was decided that Mr. Rauenhorst would need to negotiate a connection agreement with the City prior to hooking up to the City’s storm water system.

Comprehensive Plan Update

Dan Coughlin explained the City received four responses to our request for a comprehensive plan update. City Staff will recommend two of the four and invite them to attend a Special Meeting of the City Council on Monday, January 14, 2013, to present their proposals to representatives of the Planning Commission, EDA, City Staff, Technology Committee, and the City Council.

Mayor Hilgert recessed the Regular Meeting at 7:30 p.m. to call to order the Truth-in-Taxation Hearing.


The purpose of the hearing is to provide the public with information and take their comments regarding the proposed 2013 budget and local property tax levy. Dan Coughlin gave an overview of the general fund budget as proposed for 2013. He explained the 2013 revenues including all levy-related sources and the 2013 Expenses including all levy-related categories. Further, it was explained the median home property tax of $591.29 is made up of the following: 41% is bond indebtedness, 39% is general fund, 9% is Library, 8% is abatement, and 3% is for the fire department. It was noted the Council will be given the opportunity to review the 2013 budget for a final time at the December 17, 2012, regular meeting.

Mayor Hilgert closed the hearing at 7:58 p.m. and called the Regular Meeting back to order.

2011-2013 Improvements – Update

Mr. Palm gave a brief update relating to end of season construction items. Bolton & Menk’s engineering staff are busy checking quantities, creating final pay estimates, updating record drawings, and updating property owner changes in preparation of the final assessment hearing next spring.


Liquor Committee

Mike Okins, Liquor Manager, recommended a month-long silent auction as a way to sell off the surplus/bar inventory items in the on-sale side of the store. The committee is hopeful to bring in additional traffic to the store from mid-December to mid-January.

Motion by Kirtz, second by Kohout: to approve the Liquor Staff to arrange a silent auction of the on-sale/lounge inventory as a method to liquidate those assets. Motion passed unanimously.

Economic Development Authority

Councilor Kohout gave a brief update of the EDA meeting held on November 28, 2012. The EDA approved a 2% increase in wages to the caretaker maintenance contract for the Bayberry Court Apartments.


No one in attendance.


Motion by Kirtz, second by Kohout: to adjourn the meeting at 8:10 p.m. Motion passed unanimously.