CITY OF HOLLAND Regular Monthly City Council Meeting Kuhlman Civic Center 107 WEST TRAVIS Monday, November 15, 2004 7:00 PM Minutes 1. The meeting was called to order by Mayor Curt Murray @ 7:00 P.M, on November 15. Council members present were Mae Smith, Terri Crum, Teddy Gaines. Sharon Simmons and Eddie Bookman were absent. 2. Citizens Comments: None. 3. Terri Crum motioned to approve previous minutes of October 11, November 4, and November 8, which was seconded by Mae Smith. All were in favor and motion passed. 4. Old Business A. Mae Smith motioned to table action on bid for Depository until a workshop could be held. Terri Crum seconded. All were in favor and motion passed. B. Home Grant Report = James Conquest, Grant administrator for Leo Woods Company, reported that State requires a icensed company to test for lead paint testing of the 7 houses which has set back the schedule, but will begin this Thursday morning. He will notify each grant recipient before testing. The Mayor requested a list showing items completed and a revised schedule. Mr. Conquest noted that he wants a successful project and satisfied residents and city council. 5. New Business A. A letter of resignation from the City Council for personal reasons by Eddie Bookman was read. Terri Crum at first said no, which prompted a chuckle from the other council members. The. Mayor noted that Eddie had been an asset to the council and would be missed by all. Mae Smith motioned reluctantly to accept the resignation, seconded by Teddy Gaines, all were in favor and motion passed. B. Mayor passed around employee evaluations to council, who reviewed them. Terri Crum noted that we wanted to keep our employees. There was discussion about the "budgeted" 4% cost of living pay raise. Terri motioned to approve pay raises to employees, seconded by Teddy Gaines. All were in favor and motion passed. C. Personnel Policy Handbook provides a paid holiday on Christmas Eve and Christmas Day. Since Christmas day fall on Saturday, Terri Crum motioned to provide a paid holiday to employees on December 29 (Monday following Christmas), seconded by Mae Smith, all were in favor and motion passed: D. Mae Smith made motion to authorize 2nd part of previously submitted contract for 2003 and 2004 Audit = presented by Lisa McKinnon, of Brockway, Gersbach, McKinnon, Neimeier, CPA. As per this contract for the 2004, the agreed cost is $7,500. Motion was seconded by Teddy Gaines, all were favor and motion passed. E. Consider and Act on P & Z Recommendations as reported by chairman = Renay Johnson reported the following: 1) Marlene Whetstone of 303 Sheryl has shown proof of ownership and requests a variance on the age of mobile home she wants to move to this location, which is zoned for mobiles. Mrs. Whetstone is currently tearing down old home. Pictures were shown of new mobile and it is recommended by P & Z to allow variance. Mae Smith motioned to allow zoning variance for this 1995 mobile, seconded by Terri Crum, all were favor and motion passed. 2) At 100 El Paso, P & Z recommends this structure be added to condemned list and have city inspector inspect for possible condemnation. Terri Crum motioned to approve, seconded by Mae Smith, all were in favor and motion passed. 3) 201 Old Vilas, P& Z recommends this structure is a health hazard and have city inspector inspect for possible condemnation. Terri Crum motioned to approve, seconded by Teddy Gaines, all were. in favor and motion passed. 4) Heleana White of 104 Fanin requests a re-zoning of property. Currently zoned commercial & R1, owner desires to raise special turkeys and goats in enclosed 11 acres in back of residence. Area is in a flood plain and is on the outlying edge of city. P&2 Z has recommendation approval of re-zoning property to commercial-and agriculture. After proper Public Notices and a Public Hearing is held and invitations to adjacent property owners is held and served, if there is no complaint, Terri Crum motioned to approve the re-zoning of property, seconded by Teddy Gaines, all were in favor and motion passed. Owner, Heleana White agreed to pay for costs of letters and newspaper and incidental costs for notice & hearing. F. Chief Jeff Green reported on costs involving acceptance of donated vehicle, a 1992 Chevrolet Caprice, for police department would be about $50 for decals, inspection costs, transfer of title cost, new windshield ($20), Terri Crum motioned to approve accepting donated vehicle, seconded by Teddy Gaines, all were in favor, and motion passed. 2 6. Committee Reports A. Planning and Zoning. Renay Johnson reported that committee would continue to talk with a local resident, regarding a home "gun repair" business before making any recommendations. The resident would have a federal license, but has been advised by the Department of the Treasury that he must have city council approval. The P & Z is reviewing his request and have advised him to provide additional information. Also, committee to include Frank Horak and Scott Donley & Renay will have a workshop to which public is invited to review/amend property setbacks in the city and 11/18/04 at 5PM, and then will make recommendations to the council. 7. Council and Staff Reports A. CTWS = reported by Mae Smith B. Home Grant - reported by Terri Crum, who deferred to Mr. Conquest's report. C. Utility Report - Richard Reaves. D. City Secretary Financial Report. Peggy Tracy. Mae Smith requested that if possible the Platinum Plus account be paid off duè to high interest rate. Also, that drinks be bought at Sams if possible. E. Court Report = Paula Kreinheder F. Police Report. By Chief Jeff Green reported that he is still looking for reserve officers. Mae Smith commended Chief Green of his tenure here in Holland and that city. had much improved since he has come to Holland. G. Terri Crum motioned to approve all staff reports, which was seconded by Mae Smith, all were in favor and motion passed. Terri Crum motioned to adjourn the meeting, seconded by Mae Smith. All were in favor and meeting adjourned at 8:50 PM I certify that these are the minutes of the 11/15/04 of the City of Holland City Council meeting @ kuhlmann Center. Cydises Pegbittacy, City Secrelary 3