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Akeley Paul Bunyan Statue

Council Meeting Agenda/Minutes/Notices


2016 City Council Meetings
6pm the 2nd Wednesday of each month at the City Office (Senior Center)

AKELEY CITY COUNCIL
REGULAR MEETING
AUGUST 10, 2016
6:00 PM AKELEY CITY HALL

Call the Meeting to Order

  • Roll Call
  • Pledge of Allegiance  
  •  Consent Agenda
    • Minutes from July13, 2016 Regular Meeting
    • Minutes from July 27, 2016 Budget Work Session
    • Treasurer’s Report for June and July are not available at this time
    • July Permits Issued - 2
    • SDCP Report
  • City Hall - Melody Boettcher
    • Report on Clerk’s Training August 2-4
    • Budget Work Session -  Due to County Sept. 12
  • East Hubbard County Fire District  – Bobbie Emery
    • July Minutes
  • Police Department - Jimmy Hansen
  • Liquor Store - Lacey Hitchcock
  • Parks  – Billy Krotzer
  • Water/Sewer/Maintenance Report – Kelly VandenEykel
  • Old Business
    • Vacation of City Owned Roadway
  • New Business
    • Citizen’s Concern
  • Public Forum
Adjourn

MINUTES OF THE AKELEY CITY COUNCIL REGULAR MEETING
HELD AT AKELEY CITY HALL 6:00PM, JULY 13, 2016

The Akeley City Council met in a regular meeting Wednesday, July 13, 2016. Mayor Brian Hitchcock called the meeting to order at 6:00pm. 

Council members present: Mayor Brian Hitchcock, Dan Riggs, Bobbie Wosika, Billy Krotzer & Margaret Bond-Vorel.

The Pledge of Allegiance was recited by the Council and attending audience.     

Consent Agenda:

    • Minutes from June 8, 2016 Regular Meeting
    • Minutes from June 13, 2016 Special Meeting
    • Minutes from June 29, 2016 Special Meeting-Public Hearing
  • A Treasurer’s Report for June is not available at this time.
  • June Permits Issued – 0
  • SDCP Report
  • Motion by Brian Hitchcock to approve the consent agenda, seconded by Dan Riggs, Passed.

City Hall – Melody Boettcher

  • Melody announced the new Deputy Clerk, Spring Bungert.
  • Melody will be gone Aug 2-4 for clerk’s training.
  • Resolution 21-2016 Resolution allowing wire/automated bank payments. Discussion of the requirement for a resolution for automated payments of payroll and water/sewer billings.
  • Motion by Billy Krotzer to approve  Resolution 21-2016 Resolution allowing wire/automated bank payments, seconded by Bobbie Wosika, Passed.
  • Discussion of budget work sessions date.
  • Motion by Billy Krotzer to approve budget work session date for July 27th at 6:00 pm seconded by Bobby Wosika.
  • Discussion of the propane contract with LAC.
  • Motion by Dan Riggs to contract with LAC for propane at a gallons purchase same as last year seconded by Margaret Bond-Vorel and passed.
  • Discussion of contract with Hubbard County Attorney for services related to ordinance violations.
  • Motion by Dan Riggs to contract with Hubbard County Attorney for services related to ordinance violations seconded by Billy Krotzer and passed.

East Hubbard County Fire District – Bobbie Wosika

  • Council reviewed the draft of June Minutes.
  • Brian asked to have Bobby to get back to him about proposing to the fire board to have the new Joint Powers Agreement for 2017 be based on property value as opposed to population and given to attorney to review.

Police Department – Jimmy Hansen

  • Discussion of National Night Out
  • Motion by Dan Riggs to give $500 from the Park Fund for National Night Out, Bobbie Wosika seconded, passed.
  • Discussion of hiring an extra deputy for Paul Bunyan Days for next year 2017. Quote of the services was $400/night and sheriff said they would throw in an extra deputy at that rate. Next budget meeting it will be brought up and decided if it will stay on the budget as well.

Liquor Store - Lacey Hitchcock (Not Here)

  • Nothing to report.

 
Parks - Billy Krotzer 

      • Announcement of reservation openings start January 1, 2017 to start booking for 2018.
      • Report of rude campers over July 4th weekend. Three complaints were made regarding the campers. Discussion of a policy to be put into place to address the situation that day and enforce rules. Billy and Dan stated they would do some looking into finding a new policy and bring it for the next meeting.
      • Discussion of building an office at the park.

Water/Sewer/Maintenance Report – Kelly VandenEykel       

  • Some complaints on Crow Wing Lake Drive of rocks and sand in their yard.  Kelly said he was going to put in a new culvert, Margaret said she may have one for him will let him know.
  • Discussion of putting in a new dehumidifier in the water plant due to so much condensation and rust along the filter inside the plant. Kelly called for bids on a new one big enough and the best quote was $2,271.00.
  • Motion by Bobby Wosika to purchase a new dehumidifier for water plant for the price of $2,271.00 seconded by Margaret Bond-Vorel, passed.
  • Cross walk signs are in and should be up by Friday July 15.

Old Business

  • Discussion of the status of the application for Vacation of Roadway and the proposed findings in response to the application for vacation of roadway. City attorney has been in contact with the applicant attorney and has asked that Dan and Kelly meet at the property.
  • The City held a public hearing June 29, 2016 but because Dan Riggs was not present the decision was tabled to this regular meeting. Discussion of the options with the option of applying for a limited use permit (LUP) being most favorable.
  • Motion by Dan Riggs to approve application for limited use permit for one year, seconded by Bobby Wosika, passed.

New Business

  • None

Public Forum

  • None

Motion by Dan Riggs to adjourn at 6:55 pm, seconded by Margaret Bond-Vorel and Passed.

Respectfully Submitted by,

Spring Bungert

Deputy Clerk



August Board Packet



AKELEY CITY COUNCIL
BUDGET WORK SESSION
JULY 27TH, 2016 @ 6:00 PM

The Akeley City Council met in a Work Session Wednesday July 27th, 2016. Mayor Brian Hitchcock called the meeting to order at 6:00 pm.

Council Members Present: Brian Hitchcock, Dan Riggs, Bobbie Wosika, Margaret Bond-Vorel & Billy Krotzer.

Employees Present: Kelly VandenEykel, Jimmy Hansen, Melody Boettcher & Spring Bungert

Discussed adding an office for the campground

  • Discussed switching websites for $995 a year and split the cost 3 ways between admin, Park and Liquor Store
  • Discussed changes for Council/Board; all remained about the same.
  • Discussed changes for Administration:
    • Wages and salaries and hours for deputy clerk/treasure to be changed
    • Printing and binding was lowered to $750 from $1,000
    • Rentals of office equipment lowered from $2,650 to $600
    • Discussion of other items remained the same
  • Discussed  Accounting, professional services remains the same
  • Discussed of the City/Town Attorney remains the same
  • Discussed the General Government Buildings and Plant, gas services would like to keep high at $2,000
  • Discussion of repairs and maintenance of city hall, there are things that need to be done so budget of $2,500 remained the same
  • Discussed Police Administration
    • Wages and salaries will change due to 2% raise with hours remaining the same
    • Added line item to contract with 2 deputies for $800 for Paul Bunyan Days
    • Medical Insurance - putting together different plan options to choose from
      • City is required by law to pay at least 50% of monthly premium for employee, any additional dependents employee pays out of pocket
    • Telephone drop from $1,250 to $800
    • Discussed of repairs on the squad car, rust spots that need to be fixed
    • Discussed new squad car in the future, building up the saving account for it which is currently between $8-9,000
    • Discussed Fire Equipment Contract; 5% increase
    • Discussed Highways, Streets & Roadways
      • Increase in wages at 2%
      • Discussed Splitting wages with park
      • Discussion of funds to maintain the heavy equipment
      • Discussed sodium chloride on roads to eliminate dust
      • Discussed upcoming repairs on street lights
  • Discussion of current grants
    • The HRA grant was in this category so nothing to report
  • Discussed the abandoned properties and whether to budget for possible upcoming issues

Motion made by Bobbie Wosika to Adjourn at 8:24 pm, seconded by Margaret Bond-Vorel and passed.

Spring Bungert
Deputy Clerk

City of Akeley

MINUTES OF THE AKELEY CITY COUNCIL REGULAR MEETING
HELD AT AKELEY CITY HALL 6:00PM, MAY 11, 2016

The Akeley City Council met in a regular meeting Wednesday, May 11, 2016. Mayor Brian Hitchcock called the meeting to order at 6:00pm. 

Council members present: Mayor Brian Hitchcock, Dan Riggs, Bobbie Emery, Billy Krotzer & Margaret Bond-Vorel.

The Pledge of Allegiance was recited by the Council and attending audience.     

Agenda:

  • Mayor Hitchcock expressed his disapproval of the new format of the agenda. Sebrina explained that this is the way she had been shown in the Clerk’s Training she had attended the previous week. Mayor Hitchcock reported that he had called the LMC and they indicated that the City Council has the power to regulate its own procedure and that any changes need to be approved by the City Council.
  • Motion made by Dan Riggs to approve the agenda and work through it as written, seconded by Billy Krotzer, Passed.

Minutes:

  • Minutes from April 13, 2016 Regular Meeting
  • Minutes from April 13, 2016 LBA Meeting
  • Minutes from April 19, 2016 Special Meeting
  • Motion made by Billy Krotzer to approve the minutes, seconded by Bobbie Emery, Passed.

Finance:

  • Total Disbursements $225,189.79 including all automatic payments
  • Check numbers #14079 to #14266
  • Total Receipts $196,286.63 including all automatic deposits
  • Voided Checks 14210 duplicate payment
  • Claims List of Approval
  • Motion made by Dan Riggs to approve the finance portion of the agenda, seconded by Margaret Bond-Vorel, Passed.

Consent Agenda:

  • 6.1 April Building Permits Issued – 1
  • 6.2 HRDC REPORT March and April
  • 6.3 Akeley Municipal Liquor Store Temporary Liquor License Saturday June 25, 2016
  • 6.4 EHCFD Fire Relief Temporary Liquor License Sunday June 26, 2016
  • 6.5 Payment #6 $117,605.95 Water Improvement Project
  • 6.6 Payment #7 $90,368.75 Water Improvement Project
  • 6.7 Water Plant: Purchase Hardware Fire Wall, Setup and Training in the amount of $2,397.00
  • 6.8 LMC Liability Coverage Waiver Form – Does Not Waive
  • Motion made by Dan Riggs to approve parts 6.1, 6.2, 6.5 & 6.6 of the consent agenda, seconded by Billy Krotzer, Passed.
  • 6.3 Akeley Municipal Liquor Store Temporary Liquor License Saturday June 25, 2016. Discussion was to change the license to say that June 24th on the Liquor Store parking lot and a separate license for June 25th at Paul’s Patio. Discussion of the time that the Liquor Store will be
  • Motion made by Bobbie Emery to approve the temporary liquor license for June 25th at Paul’s Patio for the Akeley Municipal Liquor Store, seconded by Dan Riggs, Passed.
  • Motion made by Bobbie Emery to approve the temporary liquor license for June 24th between the muni and laundromat, seconded by Dan Riggs, Passed.
  • 6.4 EHCFD Fire Relief Temporary Liquor License Sunday June 26, 2016. Discussion that the EHCFD Fire Relief will sell beer on Sunday June 26th and that there is a no liability insurance noted on the application.
  • Motion made by Bobbie Emery to table the Liquor License of the EHCFD Relief Association until the June Council Meeting – June 8, 2016, seconded by Dan Riggs, Passed with Billy Krotzer abstaining.
  • 6.7 Water Plant: Purchase Hardware Fire Wall, Setup and Training in the amount of $2,397.00. Kelly explained to the council what the Fire Wall would do for the City. The software would be able to eliminate most service calls. Additionally the Water Plant would be able to be done through the controllers remotely from with an application on the phone. The DSL already had to be put in the plant for the system so there would not be an additional charge for DSL for the Fire Wall. There is no service charge for the use of the Fire Wall, only if they would have to come to Akeley.
  • Motion made by Dan Riggs to approve the $2,397.00 for purchase of the Fire Wall to the new Controls at the Water Plant, seconded by Bobbie Emery, Passed.
  • 6.8 LMC Liability Coverage Waiver Form – Does Not Waive. Mayor Hitchcock explained that not waiving the liability a claim cannot go over $500,000 if waived a claim could go up to $2M this is why we generally do not waive it.
  • Motion made by Bobbie Emery to not waive the monetary limits on municipal tort liability on the Liability Coverage – Waiver Form, seconded by Margaret Bond-Vorel, Passed.

Comments from Citizens

  • No Comments

General Business

  • Safe Parks Program.  Brandi Vredenburg was unable to be at the meeting.
  • Motion made by Dan Riggs to donate $750 to the Safe Parks Program coming from the park fund, seconded by Billy Krotzer, Passed.
  • Discussion on when to hold the Employee Evaluations for Department Heads concluded that they will be held following the regularly scheduled City Council meeting in June.
  • Chuck Andress asked that the City be the fiscal agent for the New Bathrooms in Paul Bunyan Park. Sebrina explained it would be the same as others that we are just the “funnel through” for the funds but that the group would be responsible for application of the grant. The City would include a statement of intent to be the owner of the bathrooms and provide insurance, maintenance and pay all utilities and taxes. Chuck also asked for the legal description of the area. He indicated he has had trouble with the DNR.
  • Motion made by Brian Hitchcock that the City of Akeley become the Fiscal Agent for this project and write a Memorandum of Understanding for the bathroom project at the park, seconded by Margaret Bond-Vorel, Passed.

East Hubbard County Fire District – Dan Riggs

  • Council reviewed the draft of April 2016 Minutes.
  • Bobbie reported on the new budget process.
  • Billy reporter that the state is looking in to have repeater put on the City water tower to improve the signal for the pagers in the city limits.

Police Department – Jimmy Hansen

  • Reported attending annual training last month.
  • Reported on taking squad car in for some warranty work and had it serviced and putting on new tires.
  • Discussion about blight concerns. There is another property that is being looked at. Reported that most are being compliant.
  • Reported about concern of the visibility of the crosswalks in town. Bobbie and Kelly will check with DOT on what can be done.
  • National Night Out is scheduled for August 2nd.
  • Bobbie reported on looking into health insurance for the full time staff.

Liquor Store - Lacey Hitchcock (Not Here)

  • Reported on closing & roping off Graceson Avenue by the liquor store to have a band on Friday of Paul Bunyan Days.
  • FYI new “Monday Mexican Night” went well. Will continue and looking into doing some other promotions going like bingo or meat raffles.
  • Looking at having TVs added to the Muni to be able to promoting events and advertising.
  • Discussed having a “Beer Booth” at the Park to be able to have an enclosure. In the future it could be rented out as an added benefit to renting Paul’s Patio. Council gave permission to see what it would cost and possibly be added to next year’s budget.

 
Parks - Billy Krotzer 

      • Melody and Billy worked on new brochures and will have them printed through VistaPrint.
      • Kelly reported on the finish of the bathrooms.
      • Kelly asked that the city look into raising the cost for non-campers for showers and waste dumping. The Council recommends having the showers go to $7.00 and the waste dumping go to $10.00.
      • Concerns from Larry, Campground Manager, to allow seasonal campers first choice at the sight they are in for the following year.  Site 5 was reserved for 2017 before the campers in 5 this year were asked to reserve it. Discussion of opening site 10 up to be a seasonal site. 
      • Sebrina asked about looking into better program for reservations at the campground.

Water/Sewer/Maintenance Report – Kelly VandenEykel       

  • Kelly reported on the progress at the water plant and repairs to the lift station at the park.
  • Kelly reported on the work on grading the roads. Staff Street will be dug up, filled in with crushed concrete and then resurfaced with class five.
  • Brian reported that the beach road has a full culvert.
  • Billy reported that the UB-pay link on the city website is broken.
  • Brian presented a Letter and award from the Minnesota Pollution Control Agency for the 2015 Waste Water Treatment Facility Operation Award.

Unfinished Business

  • Margaret reported that because Akeley is a smaller community the AWAIR program and the Safety Committee could consist of Department Heads and 1 Council Member; but it is required to have both.
  • Report that the pay equity items were sent in to MMB.
  • Thank You from Library.

Motion by Billy Krotzer to adjourn at 7:51 pm, seconded by Margaret Bond-Vorel, Passed.

Respectfully Submitted by,

Melody Boettcher

Deputy Clerk



NOTICE OF HEARING ON APPLICATION FOR VACATION OF STREET



MINUTES OF THE AKELEY CITY COUNCIL
SPECIAL MEETING
HELD AT AKELEY CITY HALL 2:00PM, April 19, 2016

The Akeley City Council met in a special meeting Tuesday April 19, 2016. Mayor Brian Hitchcock called the meeting to order at 2:00pm. 
Council members present: Mayor Brian Hitchcock, Dan Riggs, Bobbie Emery, Billy Krotzer and Margaret Bond-Vorel
Also present: Kelly VandenEykel, Maintenance and Sebrina Hegg, Clerk/Treasurer

Discussion of the Citation and Notification of Penalty, violation of Minn. Rules 5206.0700 subp. 1, 2, and 3: The employer did not develop and implement a Right-to-Know training program for employees who were routinely exposed to hazardous substances and harmful physical agents.  This Citation carries a penalty of $500.00.

Discussion of the right to know policy. Discussion of the training required by OSHA. Sebrina stated that the training is available as webinars and that there needs to be sign in sheets or documents of the training being completed by each employee.

Motion by Dan Riggs to implement right to know manual for the City of Akeley and get a copy to each of the department heads so they can personalize it to their department, seconded by Billy Krotzer, and passed.

Motion by Brian Hitchcock to pay the fine of $500 for the Citation of not having a Right to Know training program, seconded by Billy Krotzer, and passed.

Discussion of the Citation and Notification of Penalty, violation of 29 CFR 1904.29(a): A Log of all Work-Related Injuries and Illnesses (OSHA Form 300), and /or the Summary of Work-Related Injuries and Illnesses, (OSHA Form 300A), and/or the Injury and Illness Incident Report (OSHA Form 301) or equivalent forms were not kept by the establishment. There was no penalty for this citation.

Sebrina stated that this is just an administrative issue that needs to be implemented.

Discussion of the Citation and Notification of Penalty, violation of 29 CFR 1910.1200(h)(3)(iv): Employees training did not include the details of the hazard communication program developed by the employer, including an explanation of the labeling system and the safety data sheets, and how employees can obtain and use appropriate hazard information. This Citation carries a penalty of $125.00.

Discussion of the MSDS logs that need to be kept at each department. Discussion of specific training that needs to be done for each department. Discussion of the equipment that needs to be purchased for compliance with OSHA.

Motion by Margaret Bond-Vorel to require department heads to provide annual training on the employee right to know manual for the City of Akeley and maintain documentation of the training by Bobbie Emery, and passed.

Motion by Bobbie to pay Citation 2 item 002 type of citation non-serious for $125.00, seconded by Margaret Bond-Vorel, and passed.

Discussion of the, violation of Minn. Rules 5206.0700 subp. 1(B): A written program was not implemented which, at a minimum, describes how the training, availability of information, and labeling provisions of the Minnesota Employee Right-to-Know Act will be met for hazardous substances, harmful physical agents and infectious agents. There was no penalty for this citation.

Discussion of making sure that the employees all know where the Right to Know policy is kept so that they can access it as needed.

Discussion on the next step to maintain compliance, including contacting LMC and conduct training. Sebrina recommended having a safety committee put into place to oversee the training and safety programs. Discussion of the responsibilities of the department heads to do the implementation.

Discussion of the availability of the training videos and the cost to the city for access to the videos. Discussion of the need of a safety committee.

Motion by Brian Hitchcock to table the discussion of the training videos and safety committee to the next regular scheduled council meeting and to give Billy the authorization to look into the best way to go forward and to report back to the council, seconded by Billie Krotzer, and passed.

Discussion of contacting other cities like Nevis to see what they have in place for training to model off from.
Discussion of other policies that may need to be put into place. Discussion of the Safety requirements for each of the department heads.

Motion by Dan Riggs, to adjourn at 3:02 pm, seconded by Billy Krotzer and passed.

Respectfully submitted by:

Melody Boettcher
Deputy Clerk
City of Akeley



RESOLUTIONS

1-2016 RESOLUTION- CONSIGNMENTS
2-2016 RESOLUTION Bank Sig
3-2016 payments without prior authorization
4-2016 Resolution auto payments
5-2016 Resolution EFT's
6-2016 Petty Cash Debit Card Resolution Transferring funds
7-206 Resolution Amending Resoluion 26-2015
8-2016 Resolution Transferring funds
9-2016 Resolution for grants



12-2016 Resolutions



EHCFD Joint Powers Board Monthly Meeting Minutes



This institution is an equal opportunity provider and employer

If you wish to file a Civil Rights Program Discrimination Complaint Form, found online at http;//www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or call (866) 632-9992 to request the form.  Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W. Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at program.intake@usda.gov

 

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