City of Pembina, ND

Official Minutes for January 9th, 2017 Pembina City Council Meeting

Council Members Present: Mayor Kyle Dorion, President Ron Fritz, VP Allen Huttunen, Cody Carpenter, Connor Snitker, Corie Koropatnicki and Joan Studeny.

 

City Employees Present:   Lisa Plante, Auditor/Administrator, Gary Helland, Public Works Superintendent

 

City Attorney Present:  Rob Fleming

City Engineer Present: Brad Bail WSN

 

Absent:  none

 

Others present:  Phil Hall, Nick and Crystal Volk, Betty and Dan Pelletier

 

Public Portion

Nick and Crystal here regarding school snow removal, mosquito log, and conflict of interest.  Phil Hall here to address estimating water meter readings, disposal of concrete steps and pre-council meeting agenda. 

 

Meeting called to order by Mayor Dorion at 6:07 p.m.

 

Changes to Agenda

 

Under Attorney add Public Portion of meeting and conflict of interest-bonus, under Auditor add ND Water Expo, under New Business add fire hydrants, hiring part-time additional employee, under personnel committee add supervision of Gary and Lisa, qualifications to supervise , job expectations and goals.  Add under New Business cell phone, add mosquito log under Employees Report, add city audit under Auditor, under Personnel Committee add cap on hourly wages, add single home residential under Auditor.

Motion by Studney second by Koropatnicki to accept the changes to agenda.  Ayes to all present.  Motion carries.

 

Motionby Studney, second by Snitker to approve December 12th meeting minutes; Ayes to all present.  Motion carries.

 

Old Business

• Levee- final stages are being completed

 

• Bret Corneliusen –Tabled. 

 

• Ernie D’auetuil – Tabled  

 

• Spot Bar- Tabled.

 

• Tree Pile- Carpenter suggested again to get quotes and get taken care of before spring.  Gary and Lisa will get quotes.

 

Engineer Report/Brad Bail –   

Presented council with estimate of costs for street repairs.  Discussion on streets and fixing the worst ones.

 

Attorney Update / Rob Fleming-

Reviewed conflict of interest and open meetings.

 

Update & Business:  Mayor -none

 

Employee Report/Concerns

 

• Mosquito logs– met with Department of Agriculture and corrective action is being taken

 

Update & Business:  City Auditor

• The December financials and January bills were reviewed and approved. 
• Stutsman St (DOT) - Lisa received call from DOT and they are going to put together a low cost safety project for Stutsman Street starting from the I-29 interchange through the city in place of the grant she submitted an application for.

 

• Packet Delivery- Packets will no longer be delivered to each council member.  They can be picked up at the city office.

 

• ND Water Expo- Motion by Studney second by Snitker to have Gary attend the ND Water Expo in Bismarck.  Ayes all present.  Motion carries.

 

• City Audit- The 2014 audit was turned in by Harold Rotunda and accepted.   He just submitted the 2015.  Harold will be coming to go over things with Lisa in February or March and also get her the results/findings of the audits.

 

• Single residential home- This was brought up when going through rental units to verify missed mosquito charges.  Since there is an apartment in the basement Lisa was told to charge this out as two residential units.

 

Committee Reports:

• Valley Landfill-Motion by Studeny second by Carpenter to increase residential garbage rate to $13.50 per household and increase dumpster rates so we are in line with the rest of the association members.  Ayes all present.  Motion carries.  Lisa will call for rates for Waste Management.

 

• Growth Checking account- Motion by Huttunen second by Snitker that the Growth Committee have a checking account created the same style as the Recreation Board’s account currently is.  Ayes:  Carpenter, Studeny, Koropatnicki, Huttunen and Snitker.  Nayes:  Fritz   Motion carries.

 

New Business

• Creation of mosquito budget- Connor updated council that he and Al would be meeting to go over items with the mosquito issues

 

• Reviewing time and attendance tracking of employees- Connor requested that time spent on each task be put on the public works job logs.  Lisa will order a time clock for the office since the one in there is not working.

 

• Approved overtime reporting mechanism- Reviewed overtime/wages paid out from 2011-2016.  Public works will continue to do job logs as they are currently being done.

 

• Approved contract spending reporting mechanism- $500/incident spending limit

 

• Random drug testing- City has contract with NDLC for this.  Currently notification comes to the city office.  Lisa will call and have notifications go to the mayor’s home address.   Permanent employees will be in the pool for this not temporary employees.

 

• Personnel committee

    *Cap on hourly wages

    *Supervision of Gary and Lisa, qualifications to supervise, job expectations and goals-  Public Works Superintendent   reports to Auditor/Administrator and Auditor/Administrator reports to the Mayor. 

    *Hiring part time additional employee to use also in office- Have Dawn learn some of the office duties along with her public works duties and hire another employee to assist with the public works.  Table until after mosquito budget is figured out.

• Vacation planner- Studeny would like employees to plan out vacation ahead of time.  Council agreed vacation can be used by employees as desired with supervisor approval.  If days off are known in advance council will be notified along with posting on the facebook page but sometimes decisions are made last minute.

 

• Shop and office access- Any council that wants access to the shop can get a hold of Gary or the Mayor and be accompanied.  City office access council can get a hold of Lisa or the Mayor. 

 

• Rental zoning- List given to council of zoning for all rental units to review when looking at mosquito options.

 

• Flood committee- When the National Weather Service starts with their reports is when we will look at forming a committee if needed

 

• Customer complaint logs- Studeny would like council to fill out when they receive complaints.  Council disagreed and said they will not fill these out.

 

• Snow piles- Most piles have been moved to South Pembina. 

 

• Smoking in city vehicles/building-Studeny received a complaint about smoking in the city vehicles.  Lisa will order No Smoking decals for in vehicles and on buildings.

 

• Fire hydrants- Hydrants are getting buried.  Put Notice around to please keep hydrants cleared of snow so fire department can access

 

 

Motion to adjourn by Fritz at 8:02 p.m.

 

 

 

             By:  ___________________________________

                      Mayor, Kyle Dorion

 

 

Attested to:  _________________________________      

 

                       Lisa Plante, Auditor/Administrator