February 1, 2016, Council Minutes

FEBRUARY 1, 2016 – 7:30 PM
1. CALL TO ORDER - Mayor Williamson called the meeting to order at 7:30 p.m.
2. ROLL CALL - Pavot, Hughes, Bren, Horton, Williamson.
3. INTRODUCTIONS - Williamson introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Attorney Beck, Commissioner Mason.
5. ADOPT AGENDA - Hughes makes a motion and Bren seconds to adopt the agenda. All votes ayes, motion carries.
6. ADOPT CONSENT AGENDA - Bren makes a motion and Pavot seconds to adopt the consent agenda. Williamson suggests one change on the work session minutes on the 3rd page in the center where it says “…the following morning…” is changed to Friday, not the following morning. Motion maker and second approves the change. All votes ayes, motion carries.
a. City Council Regular Meeting Minutes from January 19, 2016
b. City Council Work Session Minutes from January 25, 2016
7. PUBLIC FORUM – No one.
a. Request for Letter of Support – Senior Community Services
Request for Letter of Support – Senior Community Services – Williamson said they are seeking a portion of the grant money which supports WeCAN. He said the city chose to support the Gillespie Center in order to build up their endowment fund. He said SCS tried to take the Gillespie funds back. He would like to get some answers to questions so would like to lay this over. Horton agrees with the mayor and thinks this should be explored further. Hughes also agrees. Williamson suggests staff put this on the next council meeting.
a. Mayor and Council - Mayor and Council –
• Williamson said there is an opening on the Planning Commission and a possible future opening. He said there has been some information in the last newsletter. He said one person has filled out an application and another person has taken an application. Bren said the PC is working to update ordinances and works with the city planner. She said they do a very good job and she encourages anyone interested to take the opportunity to serve on the PC.
• Hughes said the LMCD has a different approach to two meetings and starting at 6 p.m. First meeting is business meeting the second meeting is a workshop.
b. City Administrator
1. Compliance Checks - Williamson said Spring Park has been fortunate to have businesses that comply. He said it’s been a long time since a compliance check has failed. He said unfortunately two license holders failed, one for tobacco and one for alcohol. He said in one case it’s been 7-8 years and the other was even longer. It’s been recommended an administrative fine of $100 for BP and $500 for Lord Fletcher’s restaurant. Hughes suggests looking at a timeframe to be more specific and for something to fall back on in order to track this. Horton makes the motion to levy administrative fines to BP for $100 and Lord Fletcher’s for $500. Hughes seconds. All votes ayes, motion carries.
c. City Engineer
d. City Planner
e. City Attorney
1. Conflict of Interest Policy - Williamson said council is to avoid conflict of interest in their personal affairs. He said it’s as simple as asking to make sure there is no conflict.
2. Discussion of Potential Litigation (Closed Session) - Discussion of Potential Litigation (Closed Session) – Williamson said he emphasizes potential. He said the council will go into executive session. Hughes moves to move to go into a closed session to discuss potential litigation. Horton seconds. All votes ayes, motion carries. The mayor closed the public meeting at 7:55 P.M. in order to discuss a potential litigation matter with the city attorney. The public meeting was re-opened at 8:58 P.M. The city attorney stated that the council discussed a property owner’s request for reimbursement of expenses related to city required inspections and city required repairs to an apartment complex garage, and stated that the council directed her to send a written response to the property owner declining to pay the amount requested.

f. Public Works Superintendent
1. Lift Station #6 Check Valve Failure - Williamson said they are concerned about failures and the issue is to fix the valve that broke or to replace all three valves with the assumption of one failure after ten years, the other two might not be too far off. Williamson is in favor of buying all the check valves to replace. Hughes also thinks if all three have the same purchase date, if one is bad, the others might be close behind. He said the other two valves are also working harder due to the failure. Hughes makes the motion to replace all three valves. Bren seconds. Pavot wonders if there is a warranty on these. Tolsma said he can follow up on this and get something in writing. Williamson is concerned if the parts are available and he wonders about another part on reserve. Tolsma agrees that an obsolete part after ten years is concerning. All votes ayes, motion carries. Hughes is curious why they are having to approve this because he thought this dollar figure was an allowed expenditure. Tolsma said the question was whether one or all three.
a. February 9 – Administration Committee – 12:00 PM
b. February 10 – Planning Commission – 7:00 PM
c. February 10 – LMCD – 7:00 6 PM
d. February 11 – LMCC – 7:00 PM
e. February 16 (Tuesday) – Regular City Council Meeting – 7:30 PM
. Bills & Payroll – Bren makes a motion and Horton seconds to pay the bills. All votes ayes, motion carries. Williamson said in a recent meeting there was a limited amount of claims for payment such as payroll but not claims for vendors. He said in that meeting it was Hughes and Horton who made the motion and then engaged in discussion. There was a failure to take the vote. He said all of these related to expenditures in December. He said after that meeting Pavot questioned whether they had voted. He said they never did vote to approve the claims for December 31st. He said they can either remove the motion or start over. Hughes makes the motion, Horton reseconds. All in favor, ayes, motion carries.
15. MISCELLANEOUS (Information Only)
November Financial Report - November Financial Report – Williamson said the end of year numbers are not available. He said a lot happened in the month of December and monies have been received that are not shown.
16. ADJOURNMENT – Hughes makes a motion and Horton seconds to adjourn at 9:12 p.m. All votes ayes, motion carries.

Wendy Lewin, City Clerk

Dan Tolsma, City Administrator