September 25
CITY OF HIAWATHA
CITY COMMISSION MINUTES
MONDAY, SEPTEMBER 25, 2006
5:35 P.M.
HIAWATHA CITY HALL
723 OREGON ST.
1. Pledge of Allegiance/ Call to Order.
The Hiawatha City Commission met in regular session at 5:35 p.m. on Monday, September 25, 2006 at City Hall with Mayor Gernon, Commissioner Collins, Commissioner Shamburg, Commissioner Gamble, and Commissioner Schmitt present.
2. Approval of minutes of the September 18, 2006 City Commission meeting.
Commissioner Gamble made a motion, seconded by Commissioner Shamburg to approve the minutes of the September 18, 2006 City Commission meeting as presented.. Motion carried, 4 ayes. Mayor Gernon abstained
3. Presentation of petitions, public comments, memorials.
Proclamation for National 4-H Week October 1 through October 7.
Mayor Gernon read and signed the proclamation for National 4-H week, October 1 through October 7, 2006.
4. Approval of Payment to Alexander Pump & Services.
City Administrator Lynne Ladner explained to the Commission that Rick Koenig, Water Superintendent, had approached the Commission about repairing the high service pump at the City’s reservoir last spring. At the time Layne Western had expressed considerable concern about the scope of the work as they could not be sure what would be required until the pump was removed from service.
Bids were taken for the repair work and the job was given to Alexander Pump with an estimate of $4,936. Vibrations in the motor were tracked to incorrectly drilled threads for the driver. A new anti-reverse ratchet non-return device and drive would have cost more than a new motor. As a result, a decision was made to replace the motor. After the work was completed the City noted that a vibration still existed and had required Alexander Pump to do the additional repairs at no cost. The vibration issue has now been taken care of.
She said that the old motor is now in usable condition and could be used elsewhere as a replacement part for a unit that still had a good driver.
The final bill for the work, including the repair of the original motor is $10,807.
Commissioner Schmitt asked if there was any warranty on this work.
Rick Koenig replied that there is a one year warranty on the new motor. He explained that it was cheaper to buy the combined unit of motor and driver than just the driver itself.
Commissioner Schmitt asked if there was funding for this payment.
City Administrator Ladner replied that there was.
Commissioner Schmitt made a motion, seconded by Commissioner Shamburg, to approve the payment to Alexander Pump for repairs to the high service pump in the amount of $10,807. Motion carried, 5 ayes.
New Business
5. Discuss Approval of Police Sergeant Job Description.
City Administrator Lynne Ladner told the Commission that in reviewing the Personnel Policy, it was brought to her attention that our police department currently has a Police Sergeant that is not recognized as such under our current job descriptions. Additionally, the Police Sergeant has responsibilities specifically assigned as part of this position above and beyond responsibilities associated with the classification of Police Officer III.
After reviewing several job descriptions from departments around the State as well as our current job descriptions, City Administrator Ladner and Chief Woehlecke had developed a job description for the Police Sergeant position. This position would also have an hourly pay rate of $16.24 for an annual salary of $33,779.20.
She said that the additional duties above and beyond that of a Police Officer III include but are not limited to being in charge of and overseeing the Nuisance Abatement Program including all documents, being in charge of the evidence department including all documents, and being in charge of and overseeing the Police Department in the absence of the Chief of Police. In addition, Sergeant Tollefson has agreed to work every weekend except when taking vacation time.
Commissioner Collins discussed the wage increase and felt that it was too large of an increase, as well as it being an October 1 pay increase which would then be eligible for a cost of living increase at the end of the year.
Mayor Gernon felt that according to the other towns, this rate of pay was in line for a police sergeant. He asked Sergeant Tollefson how long she had been functioning in these duties.
Sergeant Tollefson explained that she had been functioning in these duties since 2002.
Commissioner Gamble asked what her current rate of pay was.
Sergeant Tollefson replied that it was $14.26 per hour.
Commissioner Shamburg asked City Administrator Ladner if she and Chief Woehlecke had agreed upon the job description for the position of Police Sergeant.
City Administrator Ladner replied that they had.
Mayor Gernon asked when this would take place.
City Administrator Ladner explained that this would take place October 1, 2006.
Mayor Gernon asked if this would be in addition to pay increases at the end of the year.
Administrator Ladner said it would if the Commission voted to give pay increases at the end of the year.
Commissioner Schmitt said that this would be the effective rate as of October 1, 2006 for anyone that would hold the position of Police Sergeant until there were any pay raises given.
Mayor Gernon asked if there was funding available for this pay raise.
Administrator Ladner replied that there was.
Commissioner Gamble asked that the wording be changed on page two in line three under Position Summary of the description for the Police Sergeant from “police officer” to “police sergeant.”
Commissioner Shamburg made a motion, seconded by Commissioner Schmitt, to approve the job description and pay rate for the position of Police Sergeant, with the modification of the wording on page two from “police officer” to “police sergeant.” Motion carried, 5 ayes.
6. Discuss Approval of the Fourth Quarter Subsidy for the Hiawatha Chamber of Commerce.
City Administrator Lynne Ladner explained that the subsidy had already been approved and the first three quarters of the year paid. It is now time to pay the fourth quarter of the subsidy in the amount of $1500.
Commissioner Schmitt made a motion, seconded by Commissioner Gamble, to approve payment of the fourth quarter subsidy to the Hiawatha Chamber of Commerce in the amount of $1500. Motion carried, 5 ayes.
7. Discuss Approval of the Fourth Quarter Subsidy for the Hiawatha Foundation for Economic Development.
City Administrator Lynne Ladner explained that the subsidy had already been approved and the first three quarters of the year paid. It is now time to pay the fourth quarter subsidy in the amount of $1250.
Commissioner Schmitt made a motion, seconded by Commissioner Gamble, to approve the payment of the fourth quarter subsidy to the Hiawatha Foundation for Economic Development in the amount of $1250. Motion carried, 5 ayes.
8. Discuss Approval of an Appropriation for a Christmas Party for the City Staff.
City Administrator Lynne Ladner explained that last year the City had approved an appropriation in the amount of $750 for a Holiday party for the City employees. This year she would like to have an appropriation in the amount of up to $1000 for this purpose.
Commissioner Gamble asked if the City did not have enough funds last year.
City Administrator Ladner explained that last year the Hiawatha Inn provided the food for the party. However, this year the Inn is no longer serving food and the party would have to be catered. It is anticipated that the cost of a caterer would be more expensive. She said that she would like to have up to $1000, in case they needed the extra. She said that it would probably be held at the Fisher Center.
Commissioner Schmitt made a motion, seconded by Commissioner Shamburg, to approve an appropriation of up to $1000 for the Christmas Party for the City Staff. Motion carried, 5 ayes.
9. Discuss Approval of the Balance of the June Brown County Tax Distribution to the Morrill Public Library Which Was Underpaid by $3,247.74.
City Administrator Lynne Ladner explained that due to a miscalculation, the tax distribution made to the Morrill Public Library in June was underpaid. We are at this time requesting permission to pay them the amount still due of $3,247.74.
Commissioner Schmitt made a motion, seconded by Commissioner Collins, to pay the balance of the May 2006, Brown County Tax Distribution payment, which was paid in June, of $3,247.74 to the Morrill Public Library. Motion carried, 5 ayes.
10. Discuss Approval of Brown County Tax Distribution to Morrill Public Library for September 18, 2006 Tax Distribution.
City Administrator Lynne Ladner explained that the current Brown County Tax Distribution had been made to the City. The Morrill Public Library portion of this payment, in the amount of $11,911.99, needs to be made to the Library at this time.
Commissioner Collins made a motion, seconded by Commissioner Shamburg, to approve the current payment of the Brown County Tax Distribution in the amount of $11,911.99 to the Morrill Public Library. Motion carried, 5 ayes.
11. CONSENT AGENDA
a. Appropriation Ordinance #1102 in the amount of $21,560.88.
b. Approval of a Contractor’s License for Brian Sinning.
Mayor Gernon asked if the proof of insurance had been received on the Contractor’s License.
Upon checking, it could not be determined that it had been received.
Commissioner Schmitt asked what Code Enforcement Officer Grier’s stamp of approval signified.
City Administrator Ladner explained that it meant he had checked out the contractor’s background, experience, training, and knowledge.
The Commission decided to withdraw approval of the contractor’s license until the insurance paperwork is submitted. They will then vote by e-mail when the documentation of the proof of insurance has arrived.
Commissioner Schmitt made a motion, seconded by Commissioner Collins, to approve the Appropriation Ordinance #1102 in the amount of $21,560.88. Motion carried, 5 ayes.
12. Lynne Ladner, City Administrator.
City Administrator Ladner told the Commission that the Maple Leaf Festival Heritage Day will be going on Saturday, October 7, 2006. She has received requests from the committee to ask that barricades be set up in front of the Brown County Memorial Auditorium at 611 Utah to accommodate the tractor-trailer shuttle providing transportation to and from the Ag Museum.
She said that they had also asked that for vendors setting up in the streets, such as popcorn vendors, that barricades be set up for liability purposes so that people cannot drive into those trailers.
They are also asking for trash cans and picnic tables set up as they have been in the past on the north and west lawn of the courthouse to accommodate food vendors.
Administrator Ladner asked for the Commissions approval on those requests.
The Commission agreed to all of the requests.
Administrator Ladner said that the application period for the part time office position has closed and interviews have been set for this week.
Administrator Ladner mentioned that she had e-mailed the Commission last week concerning the wooden poles with the flood lights and speaker wire in the Courthouse block. The general consensus was that they leave those poles up.
Administrator Ladner told the Commission that several different people had brought to her the suggestion that instead of replacing the traffic signals at Sixth and Seventh Streets on Oregon Street, to leave the four-way stop signs as they seemed to be working for traffic control. She said that the conduit has now already been bored in the ground and the wiring has been run. The traffic signals have been purchased, but could be returned to Getty’s if the Commission did decide to continue using the four-way stop signs instead of traffic signals at these intersections.
Commissioner Gamble said that he would rather have the lights. He felt that sometimes the traffic gets too congested for stop signs.
Commissioner Shamburg thought it would be safer to have the lights for pedestrian crossings.
Rick Koenig, Water and Lights Superintendent told the Commission that sometimes they have to put the lights on blink because of slick streets and the inability of vehicles to get started back up once they stop on the hill.
Administrator Ladner said that from an economic development viewpoint it could be helpful, if all vehicles were required to stop. She thought that they might just go ahead and stop in at local business since they already had to stop.
Mayor Gernon said that Koenig made a good point about the weather situations.
Administrator Ladner said that the Chief of Police had indicated that there had not been any additional accidents since the four-way stop signs had been put up.
Commissioner Collins asked how much money it would save to go with the stop signs versus the lights.
Administrator Ladner said that it would save about $5000.
The audience gave the general consensus that they would rather have the stop lights.
Mayor Gernon said that he thought that the stop lights should go back up.
The Commission decided that we should continue with the traffic lights.
City Administrator Ladner asked if anyone had any questions on the RFQ (Request for Qualifications and Rate Design Study for Water and Wastewater Treatment Systems.)
She also said that the property responsibility ordinance needs edits from the Commission (Property owners and renter responsibility ordinance.) She said that part of the ordinance would be the creation of a data bank. All rental properties would be required to be registered with the City. She said that Code Enforcement Officer Malcolm Grier had talked with most of the landlords.
Mayor Gernon asked where the fee and penalty amounts came from in the ordinance.
Administrator Ladner said that they had looked at what other communities charged for fees and penalties. She said that they wanted the property owners to know that even if they didn’t register with the City, they would still be obligated to follow the guidelines.
She said that she would appreciate any edits or additions that the Commission would have to offer.
She reminded the Commission that tests for NIMS must be taken by Saturday, September 30, that they are available on line.
Administrator Ladner asked that Commission if they would consider selling the antique poles that had been used for the traffic lights. The museum was interested in one, which leaves three that could be sold if they gave their possession.
The Commission agreed to sell the poles.
Administrator Ladner said that they needed to set up a work session calendar to work on the Municipal Code.
Mayor Gernon said that he would like to do them after the meetings.
Commissioner Gamble thought we could get them done in two to three work sessions.
Administrator Ladner said she would like to have it completed before the end of the year.
All of the Commissioners said that they had copies of the Municipal Code, but Mayor Gernon said he did not have any.
The first work session was set for October 9, 2006.
13. Mayor Gernon.
Mayor Gernon told Administrator Ladner to be sure that Chief Woehlecke visits with Mr. Coufal at the Hiawatha Middle School concerning the crosswalk on First Street.
14. Com. William Collins.
15. Com. Curtis Gamble.
Commissioner Gamble said that regarding the shooting in Falls City [by a sheriff’s deputy], the City of Hiawatha needs to make sure that we implement a policy for our police officers.
He also mentioned that at 815 Shawnee, a big ash tree had blown over and that we need to look into that.
Administrator Ladner said that Code Enforcement Officer Malcolm Grier had looked into it.
16. Com. Marianne Schmitt.
Commissioner Schmitt asked about the modifications made for internal controls on the 2005 Audit.
Administrator Ladner said that this had been addressed and a copy was in the September 18, 2006 Information Section of the packet.
Commissioner Schmitt said that her packet did not contain either that item or the RFQ information.
17. Com. Steffen Shamburg.
18. Adjourn.
Commissioner Shamburg made a motion, seconded by Commissioner Gamble, to adjourn. Motion carried, 5 ayes. The meeting adjourned at 6:43 p.m.