The Hampton City Council met on Tuesday, April 14, 2015 at the Hampton City Hall for an EDA meeting and the regular scheduled meeting. Present were Mayor Skog; Council Members John Knetter, David Luhring, Jerry Huddleston, and Amanda Jensrud. Also present were Shannon Sweeney, City Financial Advisor; Chris Meyer, City Treasurer; Cory Bienfang, City Engineer; and Marlin Reinardy, Water and Sewer Superintendent.
Economic Development Authority Meeting Called to Order - Mayor Skog called the EDA meeting to order at 7:01 p.m. Shannon Sweeney, City Financial Advisor explained that the bond purchase agreement approved by the City Council at the March meeting had a target savings set at $215,000.00 and when that savings could be reached, the Mayor and City Clerk would enter into the agreement to refinance the City Hall bond. Sweeney confirmed that the underwriter was able to produce a savings of $217,992.00 and an agreement had been signed which would ultimately provide a gross savings of $323,000.00, approximately $14,000.00 a year. Sweeney provided a Revenue Bond Resolution for the EDA’s approval. Chris Meyer, City Treasurer requested that the requirement for an audited financial statement be removed as it was not required and the mis-type of the county Hampton was located in be corrected. Motion by Knetter seconded by Jensrud to approve Sale of Bond with amendments. All voted in favor. None opposed. Motion passed 5:0.
Adjournment - Motion by Jensrud seconded by Knetter to adjourn the EDA meeting. All voted in favor. None opposed. Motion passed 5:0. The meeting adjourned at 7:06 p.m.
Regular Meeting called to Order - Mayor Skog called the Regular Scheduled Meeting to order at 7:07 p.m. Present were Mayor Skog; Council Members John Knetter, David Luhring, Jerry Huddleston, and Amanda Jensrud.
Disclosure of Interest – Council Member Huddleston stated for the record that he had a business relationship with the individual inquiring on the use of old city hall.
Approval of March 10, 2015 EDA and Regular Scheduled Meeting Minutes – Motion by Knetter seconded by Luhring to approve the March 10, 2015 EDA and Regular Scheduled Meeting Minutes. All voted in favor. None opposed. Motion passed 5:0.
Approval of Disbursements – Motion by Knetter seconded by Luhring to approve the April disbursements. All voted in favor. None opposed. Motion passed 5:0. Motion by Luhring seconded by Huddleston to approve John Knetter’s April disbursement. All voted in favor. None opposed. Motion passed 4:0. Knetter abstained from voting.
Public Comment – None
Petitions, Requests, and Communications - City Clerk, Wendy Carpenter stated that an annual internal audit was conducted by the City Treasurer, herself, and one or two Council Members. Council Member Luhring agreed to perform the 2015 audit.
Ordinances and Resolutions
Resolution 2015-03 Approving Side Yard Setback Variance - Motion by Knetter seconded by Luhring to approve the setback variance for Bruce and Kim Doffing per recommendation of the Planning Commission. All voted in favor. None opposed. Motion passed 5:0.
Resolution 2015-04 - Authorizing the Execution of a Lease with Option to Purchase - Motion by Knetter seconded by Jensrud Authorizing the Execution and Delivery of a Lease with Option to Purchase Agreement, Ground Lease Agreement and Continuing Disclosure Undertaking and Allocation Small Issuer Rebate Exception Authority. All voted in favor. None opposed. Motion passed 5:0.
Reports of Officers, Boards, and Committees
Engineer Report – City Engineer, Cory Bienfang initiated a discussion pertaining to the drainage issue on Main Street and requested direction from the Council on how to proceed. Bienfang provided options including the re-construction of the portion of street affected and incorporate storm sewer or re-construct and put in sheet overlay to assist in the flow of water. Cory reminded the Council that because of aging sewer in the area that this would be a temporary fix as the sewer is planned to be addressed in the near future. Knetter mentioned putting in a trench or perhaps consider starting the next street project. Skog questioned if an overlay would be beneficial. Bienfang explained that ponding may still occur on the west side and recommended that for a minimum fix, the City re-construct the shortest affected area possible on Main Street and have sheet flows to the west. The City Engineer commented that the fix could cost in the area of $20,000.00. Skog questioned if the contractor awarded the street maintenance project would be interested in the repair as they would be in town. Cory explained that not all contractors went beyond crack sealing and would need to research their area of work. Jensrud stated that she would be more comfortable going out for quotes on this specific issue. Knetter reminded the Council that a street project is scheduled to take place within a couple of years and that this would be a temporary fix. Motion by Jensrud seconded by Luhring to allow Bienfang to acquire quotes to correct the ponding issues in the affected area on Main Street. All voted in favor. None opposed. Motion passed 5:0. Scott Qualle, City Building Inspector provided the Council code updates and explained that the last update was in 2007 and the latest changes should be in effect for about six years. Qualle discussed highlights including the change to a seven foot fence before a permit was required, an accessory building up to 200 square feet before a permit was required, and allowing one overlay on re-roofing. Energy code updates were also addressed by the City Building Inspector.
Water / Sewer Report - Marlin Reinardy, Water and Sewer Superintendent stated that the lift station panels would be replaced this month and at the same time, a leaking phalange will be addressed. Reinardy explained that the main hydrants would be flushed approximately April 23 through the 24 and that he would chlorinate at the same time to assure bacteria is kept out.
Park Report – Huddleston commented on the application for planning funds had not been awarded as of yet and that mowing is scheduled to commence in May unless otherwise directed. Huddleston confirmed that a new flag would be ordered for the park.
Street Report - Luhring requested direction from the Council on how to proceed with the quotes obtained for the street maintenance project. Cory Bienfang confirmed that Allied was the lowest quote. Huddleston asked if the City had any past experience with any of the other contractors. Knetter confirmed that Pine Bend has done good work in past. Jensrud questioned what was stated in the quote packets and if the lowest quote was what the Council was required to accept. Bienfang explained that the Council has the right to choose in the best interest of the City but that Allied was in fact the lowest. Skog felt that Allied had a good reputation. Motion by Luhring seconded by Huddleston to award the 2015 Street Maintenance Project to Allied. All voted in favor. None opposed. Motion passed 5:0. Skog requested that Bienfang be on site and provide a walk-through. Luhring stated that he would contact Allied for a schedule and recommended Allied for street sweeping as well after collecting other quotes and recognizing that they were very competitive. Marlin Reinardy mentioned that Standard Contracting may be interested in swapping the street sweeping services for needed water as they work in the area. Luhring commented that he was not impressed with the work done last year as they swept but picked up no debris. Luhring said that he would touch base with Standard but hire Allied if they could not perform the sweeping any better this year. Luhring stated that he would also have the major potholes addressed. Bienfang mentioned having Allied check on issues such as that and that it would be a great opportunity to make these repairs.
Unfinished Business – None.
New Business - Media and Community Relations - Huddleston suggested creating a Council position that would head up media communications between the City and it’s residents as he felt that utilizing Facebook and Twitter would provide an opportunity to improve communications. Skog stated that the City had budgeted for a website and that he could create one accordingly. Huddleston said that he was thinking of something on a smaller scale and would virtually cost nothing. Luhring agreed that this was a good idea as society was media savvy. Motion by Knetter seconded by Huddleston to create a Media and Community Relations Position and to appoint Jensrud as head. All voted in favor. None opposed. Motion passed 5:0. Carpenter confirmed that Jensrud would be allowed by Council to pass along basic information at her own discretion.
Discussion of Old City Hall - Marlin Reinardy stated that he had an inquiry on renting the office space in the old city hall and explained that a resident was planning a remodel within her home and needed a place to hold her daycare business for approximately six months. Reinardy was unsure if it would be advisable as they were continuing to look for the abandoned well and the roof had a major leak at this time. Jensrud reminded the Council that the building was not currently up to code. Knetter agreed and confirmed that it would be the resident’s responsibility to bring the building into compliance. Skog suggested the office space available on Main Street. Reinardy mentioned that the St. Mathias church basement may be a possibility. Huddleston said that he had used this resident’s daycare for years and felt that it would not be a good fit due to the old hall having no kitchen facilities and volunteered to communicate these ideas to the daycare professional.
Septic Inspector Designation - Motion by Knetter seconded by Huddleston to appoint Bob Freiermuth Jr. as the City’s official Septic Inspector due to Freiermuth Senior’s retiring and leaving the business to his son. All voted in favor. None opposed. Motion passed 5:0.
Adjournment - Motion by Huddleston seconded by Knetter to adjourn the meeting. All voted in favor. None opposed. Motion passed 5:0. The meeting adjourned at 8:23 p.m.
Respectfully submitted, Wendy Carpenter