REGULAR MEETING MINUTES
Monday, February 1, 2021
CALL TO ORDER AND DETERMINATION OF A QUORUM
The Regular Meeting of the City Council of the City of Olivia, Minnesota, was called to order by Mayor Hawkinson at 7:00 P.M.
Council Members Present: Jon Hawkinson, Blanca Ferguson, Tom Kalahar, George Ebbers and Landon Padrnos.
Others present: Dan Coughlin, City Administrator; Christi Weidemann, City Clerk; Jason Krumheuer, Police Chief; Brian Stenholm, Police Officer / Emergency Management Director, (via zoom); Aaron Walton, City Attorney (via zoom); and Amber Dale, Utility Accounts Manager (via zoom); Kari Klages, Finance Director (via zoom); Jasmine Miller, Planning and Zoning Administrator (via zoom); Scott Tedrick, Renville County Register (via zoom); Jeff Padrnos (via zoom); Katianne Briese (via zoom).
Motion by Ferguson, second by Ebbers: to approve the Agenda as updated. Motion passed unanimously.
Motion by Kalahar, second by Padrnos: to approve the presented Consent Agenda items:
- Regular Meeting Minutes of January 19, 2021
- Resolution 2021-11, Adoption of Amended 2020 Budget
- Resolution 2021-12, Approval of 2020 Scheduled Transfers
- February Payables #1
Motion passed unanimously.
Consultant Staff Introductions – SEH Engineering
Mayor Hawkinson welcomed SEH Engineering Staff. SEH Staff introduced themselves and provided an extensive overview of airport, transportation / traffic, water and natural resources, water / wastewater, community development / funding. City Engineer Justin Black reviewed current and future projects.
Highway 71 Utility Upgrade Project – City Engineers Justin Black / Kendra Lyngaas – Review of Feasibility Report – Resolution 2021-13, Acceptance of Feasibility Report and Order Public Hearing
Engineer Black said that MnDOT is proposing a mill and overlay project on Highway 71 in 2022. Black said the project will extend from Highway 212 south to city limits. There is a city owned project that will be completed in 2021, prior to the MnDOT project. Black reviewed existing conditions from Highway 212 to Ash, Ash to Pine, Pine to Viking. Black also reviewed water main replacement options. The City of Olivia and MnDOT will coordinate on the projects
Black said bid opening for this project will be in June with construction beginning in July.
Coughlin said that after discussions with Black, it’s his recommendation to table this resolution until the next meeting to provide adequate time to make potential revisions on assessment values.
Resolution 2021-13 was tabled until February 16 meeting.
Motion by Padrnos, second by Kalahar: to accept the Highway 71 feasibility report. Motion passed unanimously.
Annual Planning and Zoning Report – Jasmine Miller
Planning and Zoning Administrator Jasmine Miller presented the 2020 Annual Report.
City Department Virtual Tours: Electric Department
The Electric Department provided a virtual tour of the electric department.
Electric Department Facility Preliminary Study & Design Agreement
Coughlin reported that Olivia Chrysler has expressed interest in purchasing the entire building where our electric department resides. Coughlin said that if the building is sold, our electric department will need to be relocated. Coughlin said Barbara Marks with Engan and Associates provided a preliminary study and a design agreement for the relocation of the Electric Department.
Kalahar said that it’s always been the goal to sell to Chrysler. Padrnos said it’s hard to sell a building when you don’t know how much it will cost to replace it.
Motion by Ferguson, second by Ebbers: to approve the Electric Department Facility Preliminary Study & Design Agreement. Motion passed unanimously.
Airport Land Lease Update
Hawkinson reported that prior to the meeting Finance Director Klages provided the Council with a memo regarding requested documentation from Airport Land Lessee Mr. Wordes.
Padrnos said that he still had questions and that it will be a difficult decision as we don’t have a guarantee.
Hawkinson said that he thought this through with a strategic mindset and that this will give the City of Olivia the best shot on recovering lost funds. Hawkinson said he understands that this is somewhat of a gamble but it’s not a charity situation. Hawkinson said this was an opportunity to get something for the last two years.
Padrnos said that if the City is going to get another renter this year a decision needs to be made whether to move forward or not.
Kalahar said he believes that the City has a solid commitment from the people who are in control of the contracts and checks. Kalahar said he concurs with the Mayor and thinks this is the best chance to recoup some of the lost income. Kalahar said that this is a lesson learned from all parties.
Padrnos went over the plan documents that Mr. Wordes provided and said he didn’t believe the City would see all of those payments.
Ebbers said that the City can’t be guaranteed to recoup the funds but said that could be the same of the next renter. Ebbers said he thinks it’s less risky to stick with Mr. Wordes and try to recoup the lost funds. Ebbers said if we move on to a new renter the City would most likely not see any of the lost funds.
Ferguson asked Klages about a UCC filing. Klages said that Remington Seeds advised the City to do the UCC as it would apply to any crop brought to any elevator. Klages said that elevators are required to do a UCC check prior to issuing any payments to farmers. Klages said if the elevator does not check and issues a check to a farmer, they would be obligated to issue the City the same amount under UCC rules.
Walton said there is a search tool on the Secretary of State’s website to search the UCC filings.
Kalahar said he would like to move forward with the topic and continue renting to Mr. Wordes.
Motion by Ferguson, second by Kalahar: to accept the amended lease agreement and move forward with renting the Airport Land to Mr. Wordes. Motion passed 4-1 with Padrnos voting no.
No one from the public came forward during the public forum.
COVID-19 Update – Brian Stenholm / City Staff
Stenholm reported that active cases are on the decline. The Council watched a brief presentation by Mary Kay Sinner from Renville County Public Health regarding the COVID vaccine.
Chamber of Commerce – January 20
Hawkinson said the Chamber of Commerce committee has been working on recruitment, goal setting and planning. Hawkinson said that they are discussing the potential of transition the 212 store front into a community space.
EDA – January 27
Hawkinson said the committee discussed the loan review process. Hawkinson said there is a subcommittee who reviews loan applications that come in.
PUC – January 27
Ebbers said the group reviewed the Ameresco proposal.
Coughlin and Dale have a meeting scheduled with Ameresco staff. Coughlin said that there may be an amended version of the proposal to be considered at a future meeting.
Firefighters Relief Association Annual Meeting – January 28
Hawkinson said that he along with Councilor Ebbers and Administrator Coughlin met with leadership of the fire department and go over budgets and the overall retirement contribution formulas.
Building Committee – February 1
Hawkinson said the committee met to go over the public safety addition and renovation of City Hall and the committee approved a schematic design
Corn Capital Days – February 1
Ebbers said that they mainly discussed old business items. Ebbers reported that he refined the sponsorship flyer which lays out 3 premier sponsorship levels which was reviewed by the committee. Ebbers explained the past few years the donations have been down and hopefully this sponsorship package will revive the donations. Ebbers noted they are also looking at doing a raffle with the Chamber. Ebbers confirmed that the Dam Jammers will be performing at the street dance.
Parks and Trails Report
Park Board meeting Tuesday, February 2 at noon. The group will be working on overview of what 2021 will look like for projects, repairs and maintenance.
Chief Krumheuer said he has completed documents to start Lexipol. Krumheuer said that he will be putting a group together to start the process and go through the training.
Krumheuer said that the building plans for the Police Department looked great. Krumheuer said the officers have been resuming in person training. Krumheuer also shared they are also working on beverage server training so that OPD officers, in turn, could provide that training to others if needed.
Hawkinson read the following statement of shared values that was put together by stakeholders in Olivia. “We stakeholders of Olivia are uniting together to deliver a message stating our collective community values. Olivia is a place of decency. We care for each of our neighbors. We are building an environment of positive growth for our children. We recognize the importance of diverse points of view. We seek to uplift communication that builds the collective character of our community. We are committed to developing positive leadership in our neighborhoods, government, schools, businesses, service groups, churches and society as a whole. Join our efforts of community-building. Help us grow Olivia into the community we all want. Get involved.”
The Council expressed their support for the Mayor’s statement and thanked him for his leadership in helping promote a positive message that is reflective of the community.
Motion by Kalahar, second by Ebbers: to adjourn the meeting 9:10 P.M. Motion passed unanimously.