City Council Meeting

City of Hinckley City Council Meeting Minutes Tuesday, July 09, 2024 at 7:00 PM Council Chambers (Community Room) 106 First Street SE, P. O. Box 366 | Tel: (320) 384.7491 | Fax: (320) 384.7492 | ww.hinckleymn.gov Mayor and Councilmembers: Mayor Don Zeman | Councilmember Tim Burkhardt Councilmember John Frank | Councilmember Judy Hopkins | Councilmember Jace Scharpnick PRESENT: Mayor Donald Zeman, John Frank, Judy Hopkins, Jace Scharpnick. ABSENT: Tim Burkhardt. STAFF PRESENT: City Administrator Leaha Jackson, Fire Chief Elliot Golly, and Firehouse Manager Phil Taggart. OTHERS PRESENT: Erik Rundquist, Clark Peterson, Karen Millner, Barbara Derung, Larry Edin, Wallace Bartel, Mark Granger, Sue Davis, and Tim Davis. 1. Call to Order-Pledge of Allegiance Zeman called the meeting to order at 7:00 p.m. and led the Council in the pledge of allegiance. 2. Approve Agenda Jackson requested an addition to the agenda: 7C 106 Poplar Ln S. Motion made by Hopkins, Seconded by Frank. Voting Yea: Mayor Zeman, Frank, Hopkins, Scharpnick. Motion carried 4-0. 3. Minutes of Previous Meetings A. June 11, 2024, Regular Meeting & Summary Frank, Seconded by Hopkins, to approve the minutes as presented. Voting Yea: Mayor Zeman, Frank, Hopkins, Scharpnick. Motion carried 4-0. 4. Public Hearings - None 5. Consent Agenda (Those items listed under Consent Agenda are considered routine by the City Council and will be acted upon by one motion under this agenda item. There will be no separate discussion of these items unless the Mayor or a Councilmember so requests, in which event the item will be removed from the consent agenda and considered under New Business.) EnterTextHere A. Resolution 24-2024- Appoint Election Judges for the March 5, 20241, Presidential Primary, August 13, 2024, Primary, and November 5, 2024, General Election B. Resolution 25-2024 Hiring Pamela Schumann and Cadence Branville as Firehouse Liquors Part- time Bartender/Retail Clerk C. Resolution 27-2024 Accept Restricted Donation Hinckley Library Patrons  D. Approve Hinckley Athletic Association Annual Liquor License- pending submittal of proper insurance and State Approval Motion made by Frank, Seconded by Hopkins to approve the consent agenda as presented. Voting Yea: Mayor Zeman, Frank, Hopkins, Scharpnick. Motion carried 4-0. 6. Reports of Officers, Council Committees, & Citizens Committees A. Pine County Sheriff- Calls were included in the packet. B. Building Official/Inspector - none C. Hinckley Fire Department - Fire Chief Golly presented fire calls 56-71 at the meeting. D. Firehouse Liquors - Monthly Report and Manager’s Reports- The packet included the report. E. Standing Committees 1. Planning Commission- No updates 2. Park Board- No updates 3. EDA- No updates 7. Unfinished Business A. 2024 Budget Update Jackson noted that 2025 budget work would begin soon. This includes a council budget work session scheduled for August 19, 2024, at 4:30, with Mike Bubany of David Drown Associates joining at 5:30. B. Public Works Worker Streets & Parks have found they cannot keep up with the continuing moisture and growing grass. There are still funds available to hire a part-time public works employee. The council can reevaluate the full-time position later in the fall. Member Hopkins asked if there was anyone in mind. Jackson responded that we would look to the other person who had previously interviewed. Motion made by Hopkins, Seconded by Frank, to hire a part-time streets and parks summer helper. Voting Yea: Mayor Zeman, Frank, Hopkins, Scharpnick. Motion carried 4-0. C. 106 Poplar Ln S Planning and Zoning Administrator Mark Perry provided a brief update on the property. An update was submitted by the receivership's realtor, along with responses from the prospective buyer, Tim Davis, to the City's requests. Tim Davis presented his proposal and spoke about projects completed in other communities. Council responded that they would need more defined dates and directed staff to work with Davis to develop a more defined agreement based on the proposal. Once that is ready, a special meeting can be called. 8. New Business A. City Vision/Future Planning Mayor Zeman would like staff to look into welcome signs to include in the city's budget. B. 2023 Audit Presentation and Approval Staff provided the Council with the 2022 Audited Financial Statements and Executive Summary. Bradley Van Deinse of Eide Bailly went through the Executive Summary with the  Council by phone conference. The City received an unmodified opinion over the Liquor Funds, Business-Type Activities, and the remaining opinion units. The City was found to have material weaknesses in the preparation of financial statements, segregation of duties, and material journal entries due to the small staff size. These weaknesses are found every year and are typical for small cities. No legal compliance issues were found. The council had no concerns over the prepared statements. Motion made by Frank, Seconded by Scharpnick, to approve the 2023 Audited Financial Statements and Executive Summary as provided. Voting Yea: Mayor Zeman, Frank, Hopkins, Scharpnick. Motion carried 4-0. C. Resolution 26-2024 Hire Assistant Liquor Store Manager The personnel committee interviewed Rebekah Hanson for the Assistant Liquor Store Manager position and recommended her hire. Motion made by Hopkins, Seconded by Scharpnick, to approve Resolution 26-24 Hire Assistant Liquor Store Manager Rebekah Hanson pending successful completion of paperwork and background check; position is also subject to a six-month probationary period. Voting Yea: Mayor Zeman, Frank, Hopkins, Scharpnick. Motion carried 4-0. D. Firehouse Liquors Fryer- Perfect Fry Model PFA500 One of the fryers at the firehouse is leaking oil and heating the basket handle due to the failure of the lifting mechanism. Manager Taggart has tried to fix this, but it is beyond repair. Jackson noted this is a safety hazard. Included in the packet was a quote from Sourcewell under the Minnesota State Contract. There has been a price increase since the quote was issued, but it should be below $16,500.00. Motion made by Hopkins, Seconded by Frank, to approve the purchase of a new fryer for no more than $16,500. Voting Yea: Mayor Zeman, Frank, Scharpnick. Motion carried 4-0. E. Human Rights Commission- Pr. Erik Rundquist, First Lutheran Church Pr. Erik Rundquist presented on Human Rights Commissions and how it might benefit our community. The commission would serve as a means of lifting up traditionally marginalized voices or those often considered quiet. He would like the Council to consider forming such a commission by ordinance. The commission would comprise local members, including a city council member. He also stated that each community's commission can look a little different and should be tailored to the individual community's needs. The next steps would be to have the City of Council approve the creation of a commission, then seek out members to look at how this would look and develop recommendations for the ordinance. Jackson asked if the commissions he had seen were always created by ordinance. Pr. Rundquist replied that all the ones he had seen were. Member Scharpnick wondered if there was a particular reason why he brought this forward. Pr. Rundquist said that he is interested in building community and has noticed that this community is pretty diverse and how can we continue to keep building community and communication open? Member Frank asked if it was in the interest of creating community, if it could be done without an ordinance. Pr. Rundquist noted that he would not envision himself as a good candidate for this or to lead a commission, as it would be seen as an act of the church, which comes with its own problems. Council will take some time to think, look at more information, and come back at a later meeting to discuss. F. National Night Out National Night Out is Tuesday, August 6th, this year. Many organizations will participate this year thanks to Kristy Hosler's work. The City provides free food for the community. Jackson  asked if the Council would like to serve food again this year. The council is interested in serving again this year. G. Flag Request Included in the packet was a letter from Clark Peterson requesting two flag changes for the City. After discussion, the Council believes that a policy is in the City's best interest and they do not want to create a public forum with the flag poles. An advisory committee can be formed to help create this policy. If anyone is interested, they can contact city hall. Motion made by Hopkins, Seconded by Scharpnick to create a policy. Voting Yea: Mayor Zeman, Frank, Hopkins, Scharpnick. Motion carried 4-0. H. 2024 Road Maintenance The packet includes a quote for road maintenance, including micro surfacing and spray patching. The work is to occur on 3rd St SW, Root from 2nd St SW to 3rd St SW, Second Street SW from Root to Dunn Ave, Poplar Ln S, and Carriage Hill Drive, the newer section. Jackson noted some patching will need to be done in different areas, which is not included. Motion made by Hopkins, Seconded by Frank, to approve the spray patching and microsurfacing work for not more than $60,908.00. Voting Yea: Mayor Zeman, Frank, Hopkins, Scharpnick. Motion carried 4-0. 9. Presentation of Claims A. General Fund Payables - $176,653.98 B. Firehouse Payables - $383,641.06 C. EDA Payables - $0.00 D. Payroll Payables - $35,991.04 Motion made by Frank, Seconded by Hopkins, to approve all claims as presented. Voting Yea: Mayor Zeman, Frank, Hopkins, Scharpnick. Motion carried 4-0. 10. Notices and Communication A. Filing Period for City Offices Opens July 30th 11. Presentation of Petitions, Complaints, and Requests (3 minutes each) 12. Closed Session - None 13. Adjournment Motion made by Hopkins, Seconded by Frank, to adjourn the meeting at 8:27 p.m. Voting Yea: Mayor Zeman, Frank, Hopkins, Scharpnick. Motion carried 4-0.