REGULAR MEETING MINUTES
Tuesday, July 6, 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; Aaron Walton, City Attorney; Jason Krumheuer, Police Chief; Amber Dale, Utility Accounts Manager (via zoom); Scott Tedrick, Editor, Renville County Register (via Zoom); Corey Hebrink, Hebrink Wealth Management; and Henry Meyers, Joleen Johnson, Kelley Johnson, Terri Tuma, Grace Community Church members.
Motion by Kalahar, second by Ebbers: to approve the Agenda as amended. Motion passed unanimously.
Motion by Ferguson, second by Padrnos: to approve the presented Consent Agenda items:
- Regular Meeting Minutes of June 21, 2021
- Resolution 2021-47, Approval of the 2021 Pay Equity Report
- Resolution 2021-48, Scheduled Step Increase for Nanette Serbus
- Resolution 2021-49, Temporary Liquor License to American Legion
- Resolution 2021-50, Scheduled Step Increase for Ben Dehmlow
- Resolution 2021-51, Authorization of Position Transfer for Christi Weidemann
- Resolution 2021-52, Updated Job Description for Deputy Clerk / Finance Assistant
- July Payables #1
Motion passed unanimously.
City Engineer Reports and Project Updates / Active Living / SRTS Trail Project Phase 2 Engineering Scope of Services Proposal
Kendra Lyngaas, Short Elliot Hendriks (SEH) Engineering, presented an Engineering Scope of Services Proposal to begin preliminary design of the Active Living and Safe Routes to School Phase 2 Trail Project. As part of this agreement, SEH will complete preliminary design work, environmental review, topographic survey, draft easement documents, and wetland delineation and permitting. Project bids will go out in 2022 with construction in 2023, one year in advance of previous plans. Fees in this agreement are hourly and not to exceed $63,900.
Lyngaas reminded the council of the bid opening on July 16th at 10 a.m. for rebidding of the South 71 infrastructure project. SEH will have a recommendation for awarding that bid at the following council meeting.
Lyngaas informed the council that the DePue avenue project is at 90% design completion with tentative plans for review with city staff on July 29th.
Hawkinson thanked Lyngaas for her partnership and looks forward to working with her more in the future.
Motion by Ferguson, second by Ebbers: to approve the Engineering Scope of Services proposal for the Active Living / SRTS Trail Project Phase 2. Motion passed unanimously.
Recommended Changes to the Utility Accounts Position – Resolution 2021-53, Updated Job Description for Utility Coordinator / Accounts Manager
Included in the council packet was an updated job description and a memo from Tessia Melvin of David Drown and Associates regarding the Utility Accounts Manager Position. Melvin’s memo suggested that the position title be changed to Utility Coordinator / Accounts Manager and change from a pay grade 8 to pay grade 10.
Hawkinson stated that changes to this job description would more accurately reflect current duties and future expectations for the Utility Accounts Manager position.
Amber Dale, who currently holds the position, gave a brief overview of current projects that speak to the greater role her position has taken on. She hopes to continue to contribute to the city and grow the position.
Council member Kalahar stated that since Dale has taken over the position, there have been a number of duties and responsibilities added and that this change is long overdue.
Hawkinson extended his thanks and said that Dale has proven her value to the community as a whole.
Motion by Ebbers, second by Padrnos: to approve Resolution 2021-53, Updated Job Description for Utility Coordinator / Accounts Manager. Motion passed unanimously.
File Server Upgrade Proposals
Coughlin stated that our server and backup system are at end of life and extended warranties are about to expire. Our main utility and financial software upgrade previously approved by the council cannot be accommodated by the current server. In order to update software, we will need to update our servers. Coughlin said this could potentially be split over two budget cycles and is exploring whether American Rescue Plan Act, or other grant monies can be used for this upgrade.
Padrnos asked if Coughlin had reached out to anyone else for bids.
Coughlin said one other company was reached out to via email and he never heard any response back. He said that Marco is presently the service company providing network assistance and security so it made sense to work with them with our needed file server upgrades.
Padrnos asked if the quoted price was still valid as it said it expired last week.
Coughlin confirmed that the quote was still valid.
Motion by Kalahar, second by Ebbers: to accept the Marco file server upgrade proposal. Motion passed unanimously.
Corey Hebrink, of Hebrink Wealth Management spoke about a drainage issue at his office building. Hebrink says he petitioned the Council for a local improvement previously and was denied. He would like the city to look at this issue again. He has an engineering report and proposal to improve the storm water drainage in the alley behind his building. He said there is a trench in the alley that is not functioning and is deteriorating. The building foundation is also deteriorating due to water runoff and he is looking at a foundation restructure to preserve the current building but if the water source is not fixed the foundation issues will continue. Hebrink does not believe he should be assessed for this improvement.
Kalahar stated this was a property owner issue and not a city issue similar to a homeowner installing a beaver system. He said that just as he stated previously, it is not appropriate to spend tax payer funds to fix a private building water infiltration issue.
Ferguson asked what changes Hebrink had made on his private property to address the issue. She asked if he had talked with the neighboring property owners, and if public works had looked at this issue.
Hebrink said the neighboring property’s roof pipes will be fixed but the trench needs to be fixed first. He said he had patched his foundation but did not state any other improvements he had attempted.
Coughlin mentioned that there is a conveyance across the sidewalk at this property– Hebrink’s argument that the conveyance is not large enough is a different issue. He said that there are three private property owners and a shared private access alley involved, and there needs to be a plan in place from adjacent property owners to move water over that shared property.
Walton stated that Hebrink has not specifically applied for a permit to cut a larger conveyance across the sidewalk. Walton said that an individual can ask the city to make a sidewalk cut but that it is the resident’s responsibility to get water over the sidewalk and to the curb similar to a sump pump hose needing to go to the street. If the city receives the proper application to cut through the sidewalk and place the proper grate over the cut, the city may approve the project at Hebrink’s cost.
Hawkinson directed Hebrink to talk with Jasmine Miller, Planning and Zoning Administrator to discuss his options or to apply for a permit.
EDA – June 23
Coughlin stated that Traditions has additional tenants moving in and that Susie Lang has been working with the SHIP coordinator to organize the farmer’s market.
Corn Capital Committee – June 28
Ebbers reported that advertising, interviews, and “Olivia Trivia” will be playing on the radio. The committee is still looking for someone to coordinate the kiddie parade. The next meeting will finalize the Corn Capital Days schedule. He asked for residents to step up and help with planning and volunteer work. Coughlin added that many hands make light work.
Fire Department Shared Service Discussion Meeting – June 30
Padrnos said this was a positive meeting and that all three communities involved confessed to struggling with similar issues. Ferguson stated the departments had concerns about the decrease in population but the need for equipment and vehicles continues to remain a constant. She said it seemed that in the face of such challenges, everyone wanted to work together to find solutions. Kalahar said it is great to have an idea from years ago come to pass and that younger department members were concerned with the ability to serve their communities. Hawkinson said it is striking how committed these individuals are to the mission and this is how our communities should operate. He thanked Coughlin and Tim Seehusen and others for facilitating this conversation. Kalahar thanked Coughlin for working to secure the grant that made this meeting possible.
Parks and Trails Report
Coughlin stated that City Engineer Kendra Lyngaas’ previous discussion covered his report topics.
Kalahar said they are doing some land management with the plan to hay 1/3 of the property around pond park each year to manage the prairie. They plan to burn the entire property every 3-5 years.
Motion by Kalahar, second by Ferguson: to adjourn the meeting at 7:58 P.M. Motion passed unanimously.