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The Council Meeting was called to order at 7:03 p.m.
Present: Mayor Porter; Council Members: Cauwels, Lubkeman, Borchers, Harvey, Nohava.
Absent: None
Staff Present: Craig Coffey, City Administrator; Tom Kane, Public Works Director; Chris Myres, Telecommunications Director; Sharole Rens, Finance Officer; Mike DeBruin, Police Chief.
Staff Absent: Jim Pickner, City Attorney.
Prior to starting the agenda, the Mayor asked that the agenda be amended to include Resolution 2004-22. This resolution was given to Mr. Coffey via email at 4:30 p.m. on Jan. 14th from the City’s Bond Counsel with regards to the refinancing of the City’s electric revenue bonds for $2,945,000. Mr. Coffey stated that a statement from bond counsel explaining the emergency nature of this item with regard to the open meetings law would be read at the time the item is discussed.
Moved by Nohava/Cauwels to add Item 11 to the Agenda. Motion carried unanimously.
0. Swearing in Ceremony for Newly Elected Officials.
a. Swearing in of Mayor
b. Mayor Swearing in Other Elected Officials. Mr. Coffey administered the Oath of Office and officially swore in Ricard Porter as Mayor and elected Councilmen, Mike Cauwels and Bob Borchers.
1a. Approval of December 22, 2003 Minutes. Moved by Harvey/Nohava to approve the Minutes of December 22, 2003. Motion carried unanimously.
1b. Approval of Claims for Payment. Moved by Cauwels/Lubkeman to approve the Schedule of Claims for payment. Motion carried unanimously.
1c. Open Business From the Community (limited to a maximum of 5 minutes per item). There was no open business from the community.
2a. Mayor's Report. Mayor Porter declared January as “National Volunteer Blood Donor Month”. He acknowledged and thanked all the volunteers in Hawarden and also encouraged everyone to take part in the presidential election process in the upcoming caucuses.
2b . Staff Reports/Discussion. Mr. Coffey encouraged the Council to attend the HAPP Banquet January 17, 2004. He stated that Rich Tilstra, the City’s mechanic for 15 years is retiring January 23rd. It was announced that Mr. Broc Yesda has been hired for his replacement. A character generator has been purchased by the City to upgrade our community Channel 10. Activity events for this month include a ski trip, bowling, Teen Night Out, Elementary Basketball Program, Women’s Adult Basketball League and Open Gym on Sundays from 1-3 at the High School. Mr. Coffey reported that material has been sent out advertising for a ambulance director, with interviews to be set up towards the end of the month. He also stated that two projects with special exception uses are currently coming to the Planning Commission and Board of Zoning Adjustment. The City Hall/Community Center plans are going out next week for bids. Tom Kane reported that Northern Natural Gas is proposing to file another rate increase case on January 30th because of the Homeland Security costs. Police Chief, Mike DeBruin presented the 2003 annual Police Report.
3. Standing Council Appointments (2 yrs each until Dec. 31, 2005):
a. Mayor Pro-Tem. (Cauwels)
b. HAPP Development Committee. (Nohava, Cauwels)
c. HAPP Main Board. (Lubkeman)
d. Myres Alternate City Representative, Resolution 2004-19. (Borchers)
Moved by Harvey/Cauwels to approve all four appointments. Aye: Cauwels, Lubkeman, Borchers, Harvey, Nohava. Nay: None.
4. Second Reading of Ordinance 624 - Amending Electric Rates. Last week WAPA adopted their increases. The following changes were made due to public comment and the lateness in which final adoption of the changes was made: They have postponed the effective date until February 1, 2004. They have reduced the increase to 15.6% (instead of 17%). Lastly, they are planning on implementing it in two tiers, 12.7% on February 1, 2004 and 2.9% on October 1, 2004. This will lessen our increases to 5% and 1.2% accordingly. The ordinance adopted on the First Reading at the last meeting has been modified accordingly, lowering and phasing the rate increases. Also, the increase will be about half of the financial impact of what was originally reported. Moved by Cauwels/Lubkeman to approve Modified Ordinance 624 on its second reading. Aye: Cauwels, Lubkeman, Borchers . Nay: Harvey, Nohava.
5. Resolutions 2004-01 thru 2004-18 - Economic Property Tax Abatements. These Resolutions are the annual property tax abatements. Moved by Harvey/Cauwels to approve Resolutions 2004-01 thru 2004-18, Economic Property Tax Abatements. Aye: Cauwels, Lubkeman, Borchers, Harvey, Nohava. Nay: None. Motion carried unanimously.
6. Discussion of a Personnel Policy. Mr. Coffey discussed a personnel issue with the Council regarding City staff to be on volunteer service for the Ambulance and Fire Departments during normal City business hours. He asked if the Council’s position had changed on the adoption of this policy. Discussion was held on emergency issues and the need for utility personnel to respond and the number of volunteers in each department of the City. Moved by Harvey/Cauwels to approve this individual City employee to be on the Fire Department for a probationary 2-year term, at which time the policy will be re-assessed and for a moratorium to be in place for any other exceptions to the policy (that the policy be enforced as written). Motion carried unanimously.
7. Discussion/Workshop of Draft Codification. Mr. Coffey explained some changes to the Code including the “Run-Off Election” in City elections, and choosing to go to a majority vote. Council elected going to a majority vote. Mr. Coffey also asked for any changes to the draft that the Council had.
8. Strategic Planning/Goal Setting for 2004-2006 and beyond. Mr. Coffey presented a potential list of strategic planning goals. He explained some of the items that were proposed and asked for any additional items they would like to have presented. These items will then be ranked by the Mayor and Council and then brought back to the January 28th Council Meeting. A proposed Walking/Bikeway Trail plan was also handed out for Council review.
No action was taken.
9. Resolution 2004-20 Approving a Lease with HAPP for a portion of the New City Hall Community Center. This is the HAPP lease that that has been drafted to lease the new community center space based on the terms presented and discussed at the November 12, 2003 meeting. The lease was approved by the HAPP Board of Directors at their January 7, 2004 meeting. Moved by Cauwels/Harvey to approve Resolution 2004-20. Aye: Cauwels, Lubkeman, Borchers, Harvey, Nohava. Nay: None. Motion carried unanimously.
10. Resolution 2004-21, Approving an Updated City Administrator’s Contract. This is the same contract that is currently in effect except for a change in the contract term and current salary and a proposed change in the life insurance provision. Discussion was held on changing the terms of the contract to a 1-year contract for next year and then 2 years after that to not coincide with the elections of new council members. Also discussed was changing Item 4-C from 6 months to 1 year. Moved by Cauwels/Lubkeman to approve Resolution 2004-21 to approve the existing contract with only the contract term and current salary changed. Aye: Cauwels, Lubkeman, Borchers, Nohava. Nay: Harvey. Motion carried 4-1.
11. Resolution 2004-22, Resolution Authorizing and Approving a Loan Agreement and Providing for the Issuance and Securing the Payment of $2,945,000 Electric Revenue Refunding Notes, Series 2004.
Mr. Coffey read a statement emailed from Mr. Bob Josten of Dorsey and Whitney, Bond Counsel for the City of Hawarden. The statement read as follows:
“Because of the schedule which Ruan has worked out for the refunding, the Council needs to approve this tonight. With respect to handling the open meetings law notice question, please announce to the Council and the public that this item is being added to the agenda at the request of bond counsel, because any delay would create potential financial problems. The open meetings law does allow for “emergencies” such as this, provided you put something in the minutes on the order of my statement. Also, the public hearing on the refunding was held back in December, and that was the opportunity for public input.”
Moved by Cauwels/Harvey to approve Resolution 2004-22. Aye: Cauwels, Lubkeman, Borchers, Harvey, Nohava. Nay: None. Motion carried unanimously.
Moved by Cauwels/Harvey to adjourn. Motion carried unanimously. The Council Meeting adjourned at 8:10 p.m.
____________________________
Ricard R. Porter, Mayor
ATTEST:
________________________
Craig Coffey, City Administrator
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