Hamburg City Council Minutes – February 23, 2010

Mayor Malz called the regular meeting of the Hamburg City Council to order at 7:00 p.m. Councilmember Steve Trebesch, Councilmember John Barnes, Councilmember Larry Mueller, Councilmember Brian Cummiskey, City Clerk Jeremy Gruenhagen, Deputy Clerk Sue Block, Maintenance Worker Dennis Byerly, and Fire Chief Brad Droege were in attendance. Also in attendance were Ron
Trick (YA Township), Richard Odoms (150 Jacob Street), Julie Gamber (851 William Street), Dave Wroge (YA Township), Chris Lund (612 Kim Avenue), Jared Mackenthun (Hamburg Fire Department), Mike Miller (Hamburg Fire Department), Gary Marquardt (Hamburg Fire Department), Joe Weckman (340 Jacob St), Justin Buckentin (Hamburg Fire Department), Vicki McRoberts (CCSO), and Sheriff Bud Olson (CCSO).

 

Miscellaneous Business (Public Comments)

• Girl Scout leader Julie Gamber (851 William St) asked Council for the use of the Hamburg Community Center on Friday, February 26, 2010, to sort boxes of Girl Scout Cookies.
  
  • Council did not have any objections to the request.
    
• Richard Odoms presented Fire Chief Brad Droege with a plaque for being nominated 2009 Officer of the Year for cities less than 2000.
  

 

Agenda Review (Added Items) and Adoption

• Added – Updated Claim Lists for February 2010
  

Councilmember Mueller moved to adopt the agenda with the one addition, seconded by Councilmember Barnes and motion unanimously carried. All Council members were present.

 

Approve the January 26, 2010 Minutes

• Approval of the January 26, 2010 minutes was moved to the next City Council meeting.
  

 

Old City Business

• Number 1 – Meeting with Senator Ortman – she will be attending tonight's Council meeting.     
  
• Number 3 – Expanding the Hamburg Community Center can be removed for the list. This is more of     a yearly budget item.
  
• Number 4 – Taking pictures of city property and equipment is an on going project.
  
• Number 5 – Install hand railing on stairs by the City Shop is a spring item.
  
• Number 6 – Handicap bathroom in Hall – Mr. Cummiskey is working on.
  
• Number 7 – Request use of Franchise money to purchase projector screen – not completed yet.
  
• Number 8 – Specs for 2010 lawn mowing – will be on the next council agenda.
  
• Number 9 – Dealing with nuisances will be followed up in spring.
  
• Number 10 – City Clerk Gruenhagen updated Council about the H.I.P. group's finances. They have     $5,080.23 in savings and $1,027.32 in a CD. The group will be meeting Friday,     February 26^th, and hoping to attend the March 9^th City Council meeting to update     council on their future plans. They would like to a mass mailing to all residents of     Hamburg to try to draw more members. They asked if the city could provide them with     address labels of all city residents. Council did not have any objections in providing the     labels.
  

 

Fire Department Report

 

Fire Department Equipment Listing

• Fire Chief Droege handed out an updated Fire Department Equipment list.
  

 

2009 FEMA Grant

• The grant is out however Chief Droege has not heard if Hamburg will receive the grant.
  

2010 Pipeline Safety Awareness & Emergency Response Programs for Emergency Responders

• Gary Marquardt and Paul Dudgeon will be attending these meetings on March 22^nd, 2010 at Hutchinson, MN.
  

City Electric Sign

• Chief Droege asked if Council has ever considered putting a plaque on the city sign listing what groups helped purchase the sign and when it was purchased.
  
• Council discussed this idea and Mayor Malz said he would contact Pete Sauter
  on prices.
  

Fire Department Retirement – Mike Miller

• Fire Chief Droege asked Council to accept the retirement of Mike Miller from the Hamburg Fire Department. He has served 20 years in the department and his retirement would be effective March 3^rd, 2010.
  

Councilmember Mueller moved to accept the retirement of Mike Miller from the Hamburg Fire Department for his service of 20 years, Councilmember Barnes seconded and motion unanimously carried. All Council members were present.

 

Fire Calls

• Chief Droege reported that the Fire Department missed not having a fire call for two months by one day. Today they had a medical and a kitchen fire.
  

 

HD Rescue Truck from Chelsea, MI

• Chief Droege informed Council that the Young America Township had a day meeting last Tuesday or Wednesday and they voted to go along with the purchase of the Rescue Truck. Washington Lake Township has not had a meeting to decide on the purchase.
  
• Chief Droege brought up the way to pay for upgrading the Rescue Truck and that would be to have the City of Hamburg, YA Township, and Washington Lake Township each pay $37,900, which includes interest. Sell the current Rescue Truck which was purchased with Relief Association money and city money. The amount received in the sell of the current Rescue Truck would go directly to the City of Hamburg. Chief Droege has been told that the cities current Rescue Truck should sell for $15,000 or more. Subtracting the $15,000 from $37,900 leaves $22,900. If council would take the $2,000 that the Relief Association gave the city to help pay for the Ambulance it would leave $20,900 for the city payment.
  
• At the Fire Departments meeting last night the vote to purchase was 14 yes and 11 no.
  
• Dave Wroge (YA Township) gave a brief statement to Council that the Young America Township was behind the purchase of the Rescue Truck from Chelsea, MI.
  
• Fire Chief Droege, attending members of the Fire Department, and Council discussed and commented on the purchase of the Rescue Truck from Chelsea, MI.
  
  • Mayor Malz thought it would be a good addition to the Fire Department.
    
  • Councilmember Mueller commented that this has been put off for 3 or 4 years and questioned how much longer it can be put off.
    
  • Councilmember Barnes commented that he can not justify the purchase when there is nothing wrong with the truck the department has now. Also, the truck being purchased has higher mileage then the one the Fire Department currently has.
    
  • City Clerk Gruenhagen questioned if Council did approve the purchase how soon Chelsea would want payment, Fire Chief Droege did not know. City Clerk Gruenhagen commented that if the purchase goes through a Certificate of Indebtedness would have to be issued then a Resolution approving the Certificate of Indebtedness would have to be passed at the next Council meeting.
    
  • City Clerk Gruenhagen also commented that with the possible LGA cuts for this year the city could lose $37,700 and next year approximately an additional $27,000. With these cuts it would be hard for the City of Hamburg to be part of the financial contributors for this truck.
    
  • Councilmember Trebesch added that the only way to finance the purchase of the Rescue Truck would be by joint venture between the two Townships and the City. The city alone would not be able to afford the truck.
    
  • Councilmember Cummiskey stated his concern of not knowing the answer from Washington Lake Township.
    

Councilmember Cummiskey moved to decline the purchase of the heavy Rescue Truck at this time, Councilmember Barnes seconded the motion. Mayor Malz; motion made and seconded all in favor, Councilmember Cummiskey aye and Councilmember Barnes aye. Mayor Malz; all opposed Councilmember Mueller aye and Councilmember Trebesch aye. Mayor Malz also opposed (and questioned if he could vote).

 

Mayor Malz asked what happens now.

 

Councilmember Trebesch moved to go ahead with the purchase of the Rescue Truck as Brad has it set up. Mayor Malz asked for a second. Councilmember Mueller seconded. Mayor Malz; motion made and seconded to approve the purchase of the used Rescue, all in favor, Councilmember Trebesch aye and Councilmember Mueller aye, Mayor Malz also aye. Mayor Malz; all opposed Councilmember Barnes aye and Councilmember Cummiskey aye. Mayor Malz, the vote is three to two. Motion made, seconded, and carried, it passes.

 

City Clerk Gruenhagen will have City Attorney Mac Willemssen draft the Equipment Certificate of Indebtedness for the Council to pass the resolution approving the sale
at the next City Council meeting.

 

Fire Chief Droege will notify Chelsea that they will receive the money in about a month.

 

Councilmember Barnes questioned Councils voting on the purchase of the Rescue Truck. It was unclear if the vote was for or against the purchase.

• City Clerk Gruenhagen will listen to the tape tomorrow and ask City Attorney Mac to clarify the vote as it was stated. He will also ask about the voting rights of the mayor.
  

 

Carver County Sheriff Bud Olson

• Sheriff Olson and Vicki McRoberts (CCSO) gave a presentation on the Sheriff's Office website and how to use it. One thing mentioned was that the public can receive alerts from the Sheriff's office by signing up for the notices on the website.
  

 

Dennis' Report (Public Works & Utilities)

 

Lift Station Repairs (Replace Brackets for Pumps)

• Maintenance Worker Byerly received two estimates on replacing the slide brackets on the two Grinder Lift Station pumps.
  
  • Council discussed and decided that the estimated costs were not comparing the same items for repair.
    
  • Council requested Maintenance Worker Byerly talk to both companies and ask for more clarification of their pricing and resubmit their quotes.
    

 

Water Wells Usage - Water Consumption for 2009

• City Clerk Gruenhagen informed Council that when going through the cities audit it was noticed that the amount of water pumped vs. water usage did not match. What was pumped was 14.5 million gallons of water and what was billed for was 11 million gallons. Possible reasons for the 3 million gallons of water not accounted for could be from the City Shop, Community Hall, and Centennial Park not being metered, old meter readers within the older homes reading slower, and the water leak in the Park. To help account for all water usage two city buildings and the park need to be metered.
  
• Council discussed and decided to monitor the water usage and what was pumped on a monthly basis. The acceptable difference should be less then 10%.
  

Community Hall/Community Center Repairs – Electrical Repairs

• Maintenance Worker Byerly questioned if these electrical repairs were for the Community Center outside night lights.
  
  • City Clerk Gruenhagen replied that all the outside lights at the Community Center have been changed to match.
    
• Maintenance Worker Byerly informed Council that the government will be coming out with new regulations on what type and size of florescent light that can be used.
  

Shop Door Key

• Councilmember Mueller reported that the Shop door has been installed and suggested that the Fire Department should be given a key for the door.
  
  • Maintenance Worker Byerly will give them one.
    

Paint Ceiling Grids – Community Hall

• Maintenance Worker Byerly informed Council that he has all the ceiling grids at the Hall painted, twice.
  
• Council discussed when and where to pick up ceiling tile. They decided to wait until the ceiling tile go on sale at Menards.
  

 

Councilmember Cummiskey had to leave the meeting due to a fire call.

 

Wax Hall Floor

• Councilmember Mueller advised Maintenance Worker Byerly not to wax the Hall floors until the ceiling tile project is completed.
  

Storm Sewer – City Shop Area

• Keep on list and wait until the weather is warmer, spring, to contact Henning's.
  

AFC Recall Repair of Hydrants

• Maintenance Worker Byerly will call when the weather warms up.
  

Picnic Tables

• Maintenance Worker Byerly will call STS (Sentence to Serve) to paint the picnic tables.
  

Ice Dam

• Mayor Malz asked Maintenance Worker Byerly to break up the ice ledge and when it is warmer disperse the water by William Street and Park Avenue.
  

 

Senator Julianne Ortman

 

Senator Ortman gave an overview of what was happening at the State Capital.

• There are many people running for re-election and the atmosphere at the capital is very political. It seems to be overriding everything they do.
  
• Two very major spending bills.
  
  • One is the 1.2 billion dollar deficit for this biennium that goes through the close of 2011. There has been no discussion at the capital on this.
    
  • On March 2^nd there will be a new budget forecast and that will tell them what has happened with revenues since the last time they checked. She believes the revenues will go down again and the 1.2 billion dollar deficit for this biennium will grow creating a bigger problem.
    
  • The Bonding bill has been voted on twice for the amount of a billion dollars and her concern is not what the projects are for but the size and scope of the projects. In the budget 725 million dollars were set aside for this years bonding bill but a billion dollar bond was passed. There are consequences in doing this over the life of the loan it is an additional $487 million dollars that will have to be figured out on how to pay this over the next biennium. The Governor has threatened to veto the bill so the bonding bill may be pulled back to started over.
    
  • The other major spending bill is the GAMC (General Assistance Medical Care) bill. This program the Governor un-allotted but it is a major priority within the state to continue to pay for individual's health care. If it is a major priority they will have to figure out how it will affect the school program and other programs within the state.
    
• A more threatening issue is the longer term deficit. This biennium the state has a 1.2 billion dollar deficit but this is some where between 5.6 and 8 billion in the next biennium, 2012 and 2013. The reason why it is between 5.6 and 8 billion is because the budget forecasters are saying 5.6 billion but if you look at the numbers in current loss spending, what is currently promised to spend money on in 2012 and 2013 would cost the state 38 billion dollars. In this biennium the state is only going to receive revenues of 30 billion. The budget forecasters are predicting that the states revenue will go up in the next biennium and the state revenue will be 33 billion. Senator Ortman does not see where that statement has a sense of reality in it.
  
• Senator Ortman and Council discussed various ideas and different ways to possibly raise the states revenue, the proposed LGA cuts and how it will affect the City of Hamburg. They also discussed the cities concern over how to fund the I & I project and all the required unfunded mandates imposed on the city.
  

 

Deputy Clerk Report

 

Delinquent Utility Bills

• All residents that were delinquent were sent letters requesting payment.
  
• Emily Siebold will be sent a letter tomorrow requesting a $100 payment every other week instead of the current $50 every other week.
  
• Nick Nordin (419 Railroad St) still owns the property so he will be sent the monthly water bills.
  

Minnesota Municipal Clerks Institute (MMCI)

• Deputy Clerk Block sent in a grant request for the July MMCI conference. Waiting to hear if she was granted one.
  

Minnesota Notary

• Deputy Clerk Block informed Council the process for her to become a Notary and the cost.
  
  • Council discussed and noted that during previous discussion they do need Deputy Clerk Block to become a Notary for the city.
    

 

 

• Councilmember Cummiskey moved to authorize Deputy Clerk Block to spend up to $200 on obtaining her Notary, seconded by Councilmember Mueller and motion carried. All Council members were present.
  

 

Clerk/Treasurer Report

 

LGA Cuts

• The possible proposed cut in LGA for the City of Hamburg is $37,729. The city would go from $59,179 in LGA funding to $21,450.
  

2010 NYA Area Guide (City Ad & Hall Ad)

• Council discussed whether or not to list the City and Hall in the 2010 Annual Guide To The Area. Council decided to only list the Hall in the Guide and include the cities new official website address in the Hall ad.
  
• Councilmember Barnes moved to put a quarter page ad in the amount of $199.00 for the Hamburg Community Hall in the 2010 NYA Annual Guide To The Area, seconded by Councilmember Trebesch and motion unanimously carried. All Council members were present.
  

I&I Abatement Program

• The two public easement meetings were held on February 16 & 18, 2010 with only about 10 or 11 residents attended out of the 35 contacted.
  
• City Attorney Mac sent City Clerk Gruenhagen a copy of the letter that can be sent out to residents affected with the easements. City Clerk Gruenhagen will get the letter drafted up and mailed out.
  
  • Council decided to include a friendly reminder date for return in the letter.
    
• Councilmember Mueller commented that having the access easements as two year temporary instead of permanent. This could help with getting the residents to sign.
  
  • Council discussed and one decision was to have all easements listed on plan reviews and enforce it.
    
• City Clerk Gruenhagen and Mayor Malz will be meeting tomorrow, February 24^th, with the MPCA in St. Paul to discuss the 2010 Project Priority Listing for Storm Water. Senator Ortman will also be attending.
  

2009 Financial Audit (Abdo, Eick & Meyers)

• The 2009 Financial Audit has been completed and all went well except there is a water usage discrepancy. The amount of water usage and what was actually pumped was way off. One reason why the reports were off was because the auditors were using the wrong reports to calculate the account receivables for both reports. There were a few other factors on why the reports were off however the water usage will be monitored monthly from now on in hope of finding out why the discrepancy.
  

EAID Grant

• City Clerk Gruenhagen will continue to pursue this grant. The money would be used for an automatic door opener for the Community Center. He will draw up a resolution for the next council meeting.
  

MRWA Annual Water & Wastewater Conference (March 2-4)

• City Clerk Gruenhagen and Maintenance Worker Byerly will be attending the conference.
  
• Morning rounds need to be covered on Thursday. City Clerk Gruenhagen will work with Maintenance Worker Byerly on getting them covered.
  

LMCIT Public Employee Bond Coverage

• The auditors recommended $75,000 would be sufficient for employee bond coverage. City Clerk Gruenhagen will check out prices for this amount of coverage.
  

State Primary

• The State Primary may be changed to August 10, 2010.
  

Time Off Request

• City Clerk Gruenhagen requested March 25^th to April 9^th off as vacation days.
  
• Councilmember Barnes moved to grant City Clerk Gruenhagen's time off request from March 25, 2010 to April 9, 2010, seconded by Councilmember Mueller and motion unanimously carried. All Council members were present.
  
• Councilmember Cummiskey moved to have Deputy Clerk Block work 40 hours per week while City Clerk Gruenhagen is on vacation, seconded by Councilmember Mueller and motion carried. Councilmember Barnes abstained.
  

 

City Council Reports

 

Councilmember Mueller (Sewer & Water)

• Councilmember Mueller brought up the subject of hiring a part-time seasonal worker for lawn mowing and general maintenance work. Keeping Maintenance Worker Dennis Byerly at 36 hours per week and hiring a part-time worker at $8 to $10 would be less expensive than having Dennis work 40 hours per week.
  
• Council discussed the savings to the city, how many hours they would work per week, what types of jobs the person could do, and requirements for hire.
  
  • City Clerk Gruenhagen commented that if a part-time person would work 10 to 15 hours per week it would cut the cities cost by 25% to 50%.
    
  • City Clerk Gruenhagen will check on how much Workman's Comp. would cost for a part-time worker.
    
• Councilmember Cummiskey (Streets)
  
• Councilmember Cummiskey suggested putting on the city sign a reminder to city residents to fill out and return their 2010 Censes form.
  

Councilmember Trebesch (Buildings)

• Councilmember Trebesch volunteered to do city rounds is needed on weekends.
  
• Councilmember Trebesch requested a key for the new shop door.
  
  • City Clerk Gruenhagen replied that he can stop by the city office and pick one up.
    

Councilmember Barnes (Parks)

• Reminder to have City Clerk Gruenhagen check tonight's tape about the purchase of the Rescue Truck. If it passed correctly or not.
  

Mayor Malz

• Mayor Malz asked to make sure the resident on Railroad Street receives a letter about shoveling his sidewalk and tying up his dog further back from the sidewalk.
  

 

Approve Claims List for February 2010

 

Claims List for February 2010

• Councilmember Barnes asked about check number 14284, Ancom Communications, repair of two headsets.
  
  • Councilmember Cummiskey replied that it should read "bought" two radios and the money to purchase the radios was donated by the Hamburg Fire Department Relief Association.
    

 

 

• Councilmember Barnes commented on check number 14300 to Richard Malz for mileage to Chelsea, MI to look at the used Rescue Truck they had for sale. Before the trip Councilmember Barnes had informed Mayor Malz of his objection to the trip until it was brought before Council for their approval. When the cost to the city is in the hundreds it should be brought before Council first.
  
  • Council discussed this issue and decided to have City Clerk Gruenhagen check into how other cities handle out of travel.
    
  • City Clerk Gruenhagen will also check into the cities current out of sate travel policy to find out what it states about reimbursement for mileage.
    
  • Council decided to hold payment of check number 14300 to Richard Malz in the amount of $694.50 until the cities travel policy is clarified.
    

Councilmember Trebesch moved to approve claims 14283 through 14309, claim number 14267, the three ACH payments withholding claim number 14300 from payment until clarification at the next council meeting, seconded by Councilmember Barnes and motion unanimously carried. All Council members were present.

 

Councilmember Cummiskey moved to add and approve claim number 14311 in the amount of $40.00 to the Office of the Secretary of State for Deputy Clerk Blocks New Notary Appointment Fee, seconded by Councilmember Muller and motion carried. Councilmember Barnes abstained.

 

Councilmember Barnes moved to adjourn the Hamburg City Council meeting at 10:16 p.m., seconded by Councilmember Trebesch and motion unanimously carried. All Council members were present.

                                        Submitted by:

                                        Sue Block                        Deputy Clerk