Please ensure Javascript is enabled for purposes of website accessibility Olivia City Council Meeting Minutes - June 21, 2021 - City of Olivia, MN

REGULAR MEETING MINUTES

Monday, June 21, 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, and Landon Padrnos.

Council Members Absent: George Ebbers

Others present: Dan Coughlin, City Administrator; Christi Weidemann, City Clerk; Aaron Walton, City Attorney; Jason Krumheuer, Police Chief; Brian Klinghagen, Public Works; and Scott Tedrick, Editor, Renville County Register (via Zoom).

AGENDA

Motion by Kalahar, second by Padrnos: to approve the Agenda as updated. Motion passed unanimously.

CONSENT AGENDA

Motion by Ferguson, second by Padrnos: to approve the presented Consent Agenda items:

    1. Regular Meeting Minutes of June 7, 2021
    2. Approve Lexipol Police Policies 202, 206, 311, 425 (First Reading 6/7/2021)
    3. Resolution 2021-46, Employment Authorization for Kristin Norris as OLS PT Clerk
    4. June Payables #1
    5. May Check Register

Motion passed unanimously.

Recommendations from Public Safety Commission: Resolution 2021-43, Employment of Rebecca Pieper as OPD Full-Time Patrol Officer

Hawkinson reported that the Public Safety Commission and the Personnel Committee recently went through a hiring process to fill a vacant patrol officer position that was previously held by Officer Ben Dehmlow. Hawkinson said that the interview team recommends the hiring of Rebecca Pieper as a Full-Time Patrol Officer.

Coughlin gave a brief overview of Pieper’s credentials and previous job history and said that at this point in time Pieper is a good fit for the Olivia Police Department team and for the Olivia community.

Hawkinson said he was very impressed with Pieper and know she’ll do great in community policing.

Motion by Kalahar, second by Ferguson: to approve Resolution 2021-43, Employment of Rebecca Pieper as OPD Full-Time Patrol Officer. Motion passed unanimously.

Resolution 2021-44, Establishment of Part-Time (28 hr/wk) OPD Admin Assistant Position

Hawkinson reported that there has been discussion with the Public Safety Commission and Personnel Committee regarding the hiring of a part-time administrative assistant for the police department. Hawkinson said establishing this position would allow for the officers to be on the streets rather than in the office doing paperwork. Councilmember Padrnos asked if a .70 position would fill the needs of the department. Krumheuer said it would be a solid start and time will tell if there would be a need for more hours.

Coughlin suggested that the position be posted internally first in order to allow those already on city payroll to apply for an internal transfer. Coughlin said if there are no internal applicants the position would be publicly posted for external applicants to apply. He recommended that if the Council was willing to do so, they should empower the Public Safety Commission to handle the search and interview process and have the authority to offer the position if a qualified finalist were to be identified.

Motion by Ferguson, second by Padrnos: to approve Resolution 2021-44, Establishment of Part-Time (28 hr/wk) OPD Admin Assistant position and authorize the Public Safety Commission to undertake a search process and be allowed to offer the position to a selected, qualified finalist. Motion passed unanimously.

Public Works Update / Quote from Bargain, Inc. for “Replay” Clear Seal Coat System / Project Updates

Public Works Assistant Supervisor Brian Klinghagen gave the Council an overview of the “Replay” Clear Seal Coat System. Klinghagen said that the City of Hutchinson uses this product and has had great results. Coughlin agreed with the recommendation and said that he has visited with the City of Hutchinson and they have seen good results with using this product.

Motion by Padrnos, second by Ferguson: to accept quote from Bargain, Inc. for “Replay” Clear Seal Coat System. Motion passed unanimously.

Klinghagen also gave a brief Public Works project update including that in the next few weeks the Public Works staff will be starting street maintenance with their mastic machine.

Highway 71 Utility Project Update / Resolution 2021-45, Rejection of Bids and Authorization of New Bid Process

Coughlin reported that he’s been working with City Attorney Walton and Engineer Black on the bids that were received for the Highway 71 utility project. Coughlin said that after the bid opening, the low bidder discovered a software error which caused them to submit a bid that was approximately $69,000 lower than they intended. Coughlin said that even with added the $69,000 into their bid they would still be the low bidder and still come in under the engineers estimate. Coughlin said that after conversations with Walton and Black it was agreed that the safest approach would be for the Council to reject all of the received bids and authorize the start of a new bid process. Coughlin said if the resolution is approved the new bid opening would take place July 16th.

Motion by Kalahar, second by Padrnos: to approve Resolution 2021-45, Rejection of Bids and Authorization of New Bid Process. Motion passed unanimously.

Public Forum

No one from the public asked to speak during the public forum.

EDA – June 9

Hawkinson reported that the commission held two public hearings regarding the proposed TIF District and the business subsidy policy.

PUC – June 9

Hawkinson said that the PUC met and discussed the placement of the car charging station that is being gifted. The PUC determined that Memorial Park was the best location for the charging station.

Planning Commission – June 14

Hawkinson reported that the committee discussed a variance for the BOLD School regarding an electronic sign. Hawkinson said there was also a discussion on the Primrose and Hillcrest Alley.

Parks and Trails Report

Administrator Coughlin said that he’s been meeting with City Engineers and a number of staff from MnDOT District 8 to discuss the timing of part two of the trail project. Coughlin said that he is inquiring about moving the timetable for construction to see if it is a feasible option to consider. Coughlin Engineer Justin Black will provide further information on this in upcoming meetings.

Other Reports

Coughlin reported that city hall staff had a great experience at the MCFOA Training Conference in St. Cloud the previous week. He and City Clerk Weidemann briefly shared about some of the training topics they learned about during their time at the conference.

Chief Krumheuer noted that he has been working with the Corn Capital Committee on the upcoming city festival. Krumheuer also reported that they have been sending out City Ordinance violations notices regarding grass and accumulation of debris in yards. Lastly, Krumheuer thanked the Council their due diligence in the hiring processes and also for establishing an administrative assistant position within the PD.

Mayor Hawkinson mentioned that the Corn Capital Days Committee will hold a planning meeting on June 28 at noon at Max’s.

Hawkinson also mentioned there will be a Fire Department shared service discussion kickoff meeting on June 30th at 7:00 P.M. at the County Administration building. The Council was encouraged to attend.

ADJOURNMENT

Motion by Kalahar, second by Padrnos: to adjourn the meeting at 8:05 P.M. Motion passed unanimously.

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