January 10, 2022

Grove City Regular Council Meeting ​​​​      January 10th 2022 @ 7:00pm

MEMERS PRESENT – Hudec, Halterman, Evenson, McCoy and Lokken           ABSENT – None

AGENDA: Council Member Halterman made a motion to accept the agenda as written. Mayor Hudec seconded the motion. Motion carried with all members voting in favor. 

VISITOR RECOGNITION AND PUBLIC COMMENT

Bill Houselog was in to discuss the website. If we could update with the current minutes and the West Central Sanitation recycling schedule as well. Houselog also inquired about the Reinert settlement and what was decided on that. Mayor Hudec explained that we reached a settlement in early December that was discussed at the December meeting and that the scope of work will be performed in the summer of 2022. Also, not everything that needed fixing was agreed to be fixed with the settlement, but the most pressing issues have been addressed and will be taken care of accordingly. 

Doug Thornquist presented to the council the concerns he has with the beer trucks that are unloading at the liquor store. The trucks are parking and blocking the view for all vehicles to see if any oncoming traffic as well as they are blocking the road. Not utilizing the shoulder as intended as well. Council discussed as the delivery trucks should be using the alley way for deliveries. Or if they would like to use the sidewalk then they need to utilize it properly and not where it is designated no parking. Council asked Clerk Kalkbrenner to draft a letter to Roger’s Liquor Store informing them to let their vendors know of the change. 

OLD BUSINESS

RENTAL AGREEMENT CHANGES: Clerk Kalkbrenner presented a few changes to the council on the Rental Agreement Contract from July 2021. Kalkbrenner explained that as the contract needed to have a couple minor adjustments for administrative purposes. Kalkbrenner presented to the council on adding that at the time of reservation the of any of the Rental locations that the Rental Fee be paid and the Rental Agreement be filled out and signed. This will allow the reservation to be held and if the party renting the facility cancels outside of the cancelation policy, then the city will still be covered for that date. All monies will be refunded if parties cancel within the cancellation policy guidelines. Security deposit will then be due at the time of receiving the keys for the rental location the week of the reservation. Council Member Halterman made a motion to accept the changes on the Rental Agreement Contract. Mayor Hudec seconded the motion. Motion carried with all members voting in favor. 

RESOLUTION 2021-13: Clerk Kalkbrenner presented to the council the final total amount from Allen Knutson with Economic Development Corporation of $65,560.39. Allen had wanted to wait until after the 1st of the year to get the interest for the year. Resolution changed on item #4 from $30,250.00 to $30,310.39. Council Member Halterman made a motion to accept the changes to Resolution 2021-13. Council Member Lokken seconded the motion. Motion carried with all members voting in favor. 

EMPLOYEE EVALUATIONS: Personnel committee got together and did evaluations on Shannon, Austin, Chris, and Javier. Council Member Halterman presented that Shannon, Austin and Chris will get a $ .25 increases per hour.   Halterman also stated that at Baily’s one year mark she will also get that $ .25 per hour increase. Javier has been doing an outstanding job and will be moving from $10.20 to $12 per hour.

Council Member Halterman made a motion to change the current wages to the increased presented by the personnelcommittee. Council Member Evenson seconded the motion. Motion carried with all members voting in favor. 

Council Member Halterman also stated that the Personnel committee will be more punctual about getting employee evaluations done in a timelier manner. After discussion it was decided that employee evaluations will be done within the first week of October each year to have them ready for presentation at the October meeting. 

JAVIER RAMIREZ POSITION: Clerk Kalkbrenner brought to the council about having Javier work up to 1500 hours thru out the year with the possibility of the City having to pay PERA for Javier. Allowing Javier to work a few more hours would allow for him to come in thru the winter and help with some seasonal work as needed if he so chose to cut down on some of the time that Shannon and Austin would have to drive as far as Javier is closer to town then they are. Mayor Hudec made a motion to extend Javier’s seasonal hours from 1000 up to 1500 not to exceed the 1500 hours. And the City to contribute to PERA for Javier as needed per PERA guidelines. Council Member Evenson seconded the motion. Motion carried with all members voting in favor. 

NEW BUSINESS

RESOLUTION 2022-01: Council Member McCoy made a motion to accept Resolution 2022-01. Council Member Lokken seconded the motion. Motion carried with all members voting in favor. 

COUNCIL MEMBER SCHEDULE: Council discussed to change the time from 7:00pm to 6:30pm. Council Member Halterman made a motion to accept the Council Member schedule with the change to 6:30pm. Council Member Evenson seconded the motion. Motion carried with all members voting in favor. 

FEE SCHEDULE: Mayor Hudec presented to the council that for a $100 raise for all Council Members per year. Council discussed that they were not comfortable giving themselves a raise, it was also proposed that the raise would take in affect for the next term. Mayor Hudec made a motion to give the Mayor and Council Members a $100 raise as of the 2023 Term. Council Member McCoy seconded the motion.  Motion did not pass with many members objecting and deciding further discussion should be had. 

Clerk Kalkbrenner presented the council with a proposal to increase the Electric base charge rate. As stated in minutes from December 19th, 2016, when the last rate increase occurred. It was also decided then that the increase should be revisited in 6 months and reassessed. This did not happen, and no rate increase has happened since. Kalkbrenner presented information that Chris had put together for surrounding areas and the base rates that they charge as well and our comparison. Raising the base rate will help to cover some of the costs as meters go out and need replacement as well. 

Mayor Hudec made a motion to accept the fee schedule as it sits. Council Member Evenson seconded the motion. Motion carried with all members voting in favor. 

LINDA NELSON: Linda turned in her letter of resignation. Linda’s last day will be done cleaning for the city January 31st2022. Council Member Halterman made a motion to accept Linda’s letter of resignation. Mayor Hudec seconded the motion. Motion carried with all members voting in favor. 

CLEANING POSITION WAGE: Council discussed that there should be a wage increase for the open cleaning position. Council member McCoy made a motion to allow the open Cleaning Job posting include a rate of pay between $15-$18. Mayor Hudec seconded the motion. Motion carried with all members voting in favor. 

ICE RINK ON GROVE LAKE: Mayor Hudec was approached by Aaron with First Baptist Church regarding the setup of an ice rink on Grove Lake. Clerk Kalkbrenner did reach out to the City Attorney prior to the meeting regarding the liability involved with ice rinks. It is not recommended by the City Attorney to have the ice rink on the lake, it would be better to make a rink in the park or a different piece of city property. Council decided that there would not be any involvement at this time from the city. 

SERVICE INVOICES: Clerk Kalkbrenner brought to the council that there were quite a few invoices that came in late in year or the last week of the year from some of the Service providers the city uses. With that they date the service was preformed seemed to be dates that were much earlier in the year. Some as early as February 2021. Kalkbrenner proposed that the city send out a letter to all Service Providers that they use stating that all invoices must be submitted within 45 days of date service was performed or a 5% late fee would be deducted from the invoice to help with this problem. This also will allow the City’s budget to stay up to date a little better and not seem so skewed from month to month. Council member McCoy made a motion to send letters to all our service providers. Council Member Halterman seconded the motion. Motion carried with all members voting in favor. 

STAFF REPORTS & COUNCIL

RESCUE: Josh brought to the council that the Rescue door lock was still freezing up. Public works supervisor Roering stated that he called Torkelson’s Lock again to come and look at it again. Council discussed about seeing what other options there might be for that door. 

Josh asked the council to consider combining Fire and Rescue again. They are having more problems trying to qualify for grants as the call volume has been so low. Council discussed that they should try and get some more information and bring it back to the council at a later date. 

Josh also brought to the council that the SCBAs that were purchased, they did find that two of them were not working as expected. Josh and Joe will evaluate the ones that are not working and determine if it is something that they should get fixed or what they should do with them. 

Josh asked if the wages for Officers as well as their hourly wage for Fire and Rescue could be evaluated. Josh suggested a possibility of a $1.00 raise per hour for calls and training.Training Officer and Secretaries do an extraordinary amount of work for Fire and Rescue. 

SHERIFF: Deputy Swisher presented 34 calls. Council asked Deputy Swisher if there is anything the city could do regarding constant calls to some of the same neighborhoods month after month. Deputy Swisher did state there could be a possibility to bill for some of the calls, although he would need to check with his boss just to be sure what some of the stipulations would be. 

CLERK: Clerk Kalkbrenner presented a quote from Kody Aasen with Lakes Area Tech for new computer towers and monitors for the clerk’s office. Kalkbrenner expressed that Chris and herself spend multiple hours a week trying to get the computers that are currently set up in the City Office to communicate with each other so that the efficiency of the city office could be better, and less time wasted on restarting and reprograming old equipment. Council Member McCoy made a motion to spend up to $3500 on new computers, monitors, and office equipment needed to make the office more efficient. Along with the set-up fees from Lakes Area Tech.

PUBLIC WORKS: Public Work Supervisor Roering asked the council about sending Austin to Metering School on February 23rd-25th. Council Member Halterman made a motion to send Austin to Metering school. Council Member Lokken seconded the motion. Motion carried with all members voting in favor.

Roering asked the council to renew the Missouri River Contractfor $2500, which the City has been part of for quite some time. Council Member Halterman made a motion to renew the Missouri River Contract for $2500. Mayor Hudec seconded the motion. Motion carried with all members voting in favor. 

Roering inquired about window estimates for the Community Center and the City Office to see about getting the big windows replaced sooner than later. Council decided Roering can go ahead and get some estimates and then they will assess them from there. 

Mayor Hudec: Mayor Hudec presented to the council about Meeker Housing (David Tisk) about that he would be interested in possibly building a complex on the south parcel that the City owns. 

Mayor Hudec brought to the council that the Elected Leaders Institute is offering an Advanced Program and a Foundational Program February 4th-5th at a cost of $275 per person for the class and $112 for the hotel per person. Hudec would like to attend the Advanced Program and Council Member McCoy would like to attend the Foundational Program. Council Member Halterman made a motion to send Hudec and McCoy to training on February 4th–5th. Council Member Evenson seconded the motion. Motion carried with Council Members Halterman, Evenson and Lokken voting in favor, and Mayor Hudec and Council Member McCoy abstaining. 

Halterman: Council Member Halterman was wanting an update on the trailer park and wondering if they had paid their fine from not completing their signed agreement. Kalkbrenner stated it was assessed to their taxes per prior motion. Halterman stated he would like to see the owners of the trailer park to come to a spring meeting and update the council on what their plan is moving forward to clean the trailer park up. 

McCoy: Council Member McCoy brought forth to the council for the Lions Club about possibly using the Campground and park for a light show next year around Christmas time. This would be a fundraiser for Lions and a fun community outing. McCoy was asking for the City to donate the electrical. Council will discuss further as time gets closer and more plans are made. 

Lokken: Council Member Lokken presented numerous ideas for the website as she was working to update it with current minutes. Adding a job posting section, rental contract, and other forms that the community could access as needed. 

Adjournment: Council Member Halterman made a motion to adjourn. Mayor Hudec seconded the motion. Motion carried with all members voting in favor. 

APPROVED