January 7th – 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.

Members present: Councilors Al Houdek, Terry Kohout, Barb Kirtz; Mayor Suzanne M. Hilgert. Councilor Stacie Haney was absent. Staff present: Dan Coughlin, City Administrator; Aaron Walton, City Attorney; and Mary Jo Halliday, Deputy Clerk. Others present: Bernard Johnson, Councilor-elect; Dave Palm, P.E., Bolton & Menk, Inc., Jenny Evenson, Senior Housing Manager; Dick Hagen, and Shelby Lindrud, Editor for the Renville County Register. All present recited the Pledge of Allegiance.

Motion by Kirtz, second by Houdek: to approve the Regular Meeting Minutes of December 17, 2012, as submitted. Motion passed unanimously.

Dan Coughlin, City Administrator; administered the oath of office to Suzanne M. Hilgert as Mayor, Terry Kohout and Bernard Johnson as Councilors.

Members present: Al Houdek, Terry Kohout, Bernard Johnson, Mayor Suzanne M. Hilgert. Councilor Stacie Haney was absent. It was determined a quorum was present.

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

Mayor Hilgert presented Barb Kirtz with a civic leadership award in honor of her years of service on the City Council. Councilor Kirtz expressed gratitude to the Council and Citizens for the opportunity to serve them for the past 8 years. She said Olivia is blessed to have a great staff and a wonderful organization and she wished everyone the best as they continue the people’s work.

Motion by Houdek, second by Johnson: to approve the following Consent Agenda items:

A. Approve Resolution 2013-01, 2013 Annual Resolution

B. Approve Resolution 2013-02, Updating the Fine & Fee Schedule of the Olivia City Code

C. Approve Resolution 2013-03, Highway Lighting Agreement No. 74926M

D. Approve Resolution 2013-04, Amended Bid Tabulation & Bid Awards for T-Hangar Replacement at Olivia Regional Airport

E. Approve Resolution 2013-05, Corrected 2013 Compensation Schedule

F. Change Order No. 2, SW Area Storm Sewer Improvement for $94.52

G. Change Order No. 2, Infrastructure Improvements, Part 2, for $12.66

H. Change order No. 3, Infrastructure Improvements, Part 1, for $1.75

I. Approve Pay Estimate No. 8 for SW Area Storm Sewer Improvements for $1,242.98

J. Approve Pay Estimate No. 11 for Infrastructure Improvements, Part 2, for $31,327.57

K. Approve Pay Estimate No. 11 for Downtown Alley Improvements, Part 1, for $96,891.79

Motion passed unanimously.

The Mayor shared with the public the Council’s recommendation to hire Derek Lee as the new Police Chief after undertaking a day-long interview process with five finalists earlier in the day.

Motion by Johnson, second by Kohout: to approve Resolution 2013-06, an employment offer to Derek Lee as the new Police Chief. Motion passed unanimously.

Dan Coughlin presented the hiring committee’s recommendation to hire Jeff Prochniak as the new Public Works Worker.

Motion by Houdek, second by Kohout: to approve Resolution 2013-07, an employment offer to Jeff Prochniak. Motion passed unanimously.

RC Hospital & Clinics has announced they are losing money on their food service operation that serves Fairview Place, Meals on Wheels, etc. Hospital Administrator Glenn Haugo has asked the City to consider taking over the operation including their kitchen employees within the next 3 to 6 months.

Motion by Houdek, second by Johnson: to appoint an adhoc committee of Barb Kirtz, Jenny Evenson, Mayor Hilgert and Dan Coughlin to do additional research into the operation and all entities affected by it. Motion passed unanimously.

The Olivia Fire Department is planning to perform a controlled burn of a house and garage (owned by Nancy Bellig) at 602 Willow Avenue East on Monday, January 14, 2013, from 6:00 to 10:00 p.m. For the Fire Department’s safety as well as the general public, the Council is being asked to allow the 500 & 600 Blocks of Willow Avenue, the 200 Block of 6th Street North and the alleyway directly North of the 600 Block of Willow to be closed off from traffic. Prior to the burn, there will be a phone system announcement to residents and businesses within a 792 foot radius of the Bellig house. Also, there will be hand delivered notices given to residents in a three block area north and west of the location.

Motion by Johnson, second Kohout: to approve the closing of the streets as submitted. Motion passed unanimously.

Due to the Martin Luther King holiday, the Council decided to schedule the second Regular Meeting in January for January 22, 2013.

MN Department of Health – Olivia Public Water Supply Report

Fairview Place – Newsletter & Flyer

2012 Building Report

Motion by Kohout, second by Houdek: to adjourn the meeting at 7:44 p.m. Motion passed unanimously.

/s/ Dan Coughlin, City Administrator