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01-26-1999 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, JANUARY 26, 1999 1. Mayor Torgerson called the meeting to order at 5:30 p.m. Present: Mayor Marlin Torgerson, Council Members Jeff Haag, John Mlinar and Don Erickson. Absent: Council Member Kay Peterson. Also present: City Administrator Gary D. Plotz, Director of Engineering John Rodeberg and City Attorney Marc A. Sebora. 2. Pastor Todd Ertsgaard gave the invocation. 3. MINUTES The minutes of the regular meeting of January 12, 1999 were approved as presented. 4. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. FINANCIAL/INVESTMENT REPORT OF DECEMBER 1998 2. PLANNING COMMISSION MINUTES OF DECEMBER 15, 1998 3. SENIOR ADVISORY BOARD MINUTES OF NOVEMBER 16, 1998 AND DECEMBER 16, 1998 4. HUTCHINSON AREA HEALTH CARE BOARD MINUTES OF DECEMBER 15, 1998 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 11142 - ADOPTING 1999 HUTCHINSON AREA TRANSPORTATION SERVICES FUND, TAX INCREMENT FUND, HCDC (EDA) FUND, ECONOMIC LOAN FUND, ENERGY LOAN AND HOUSING LOAN FUND 2. RESOLUTIONNO. 11143 -RESOLUTION ADOPTING THE CAPITAL PROJECTS FUND BUDGET FOR FISCAL YEAR 1999 3. RESOLUTION NO. 11144 - TRANSFERRING FUNDS FROM THE GENERAL FUND, ECONOMIC LOAN, ENERGY LOAN, 1980, 1990 AND 1992 TAX INCREMENT DEBT SERVICE FOR 1998, TO HUTCHINSON COMMUNITY DEVELOPMENT (EDA) FUNDS 4. RESOLUTION NO. 11145 - TRANSFERRING $15,000 FROM SELF INSURANCE FUND TO GENERAL FUND FOR 1998 (c) INVESTMENT AUTHORIZATION (d) PLANNING COMMISSION ITEMS: 1. REQUEST BY CLINT KALENBERG FOR LOT SPLIT ON MAPLE STREET, NYBERG'S FOURTH ADDITION, WITH FAVORABLE RECOMMENDATION CITY COUNCIL MINUTES - JANUARY 26, 1999 2. REQUEST BY RUSSELL RICKEMAN FOR LOT SPLIT OF ROGER DERRICK DEVELOPMENT LOCATED IN SOUTH HALF OF NORTHWEST QUARTER OF SECTION 12, LYNN TOWNSHIP WITH FAVORABLE RECOMMENDATION 3. REQUEST BY RICHARD MCCLURE FOR VACATION OF EASEMENTS IN SWANSON'S SUBDIVISION OF HUTCHINSON INDUSTRIAL DISTRICT WITH FAVORABLE RECOMMENDATION (WAIVE FIRST READING OF ORDINANCE NO. 99-246 AND SET SECOND READING FOR FEBRUARY 9, 1999) 4. REQUEST BY KNIGHTS OF COLUMBUS FOR CONDITIONAL USE PERMIT TO PLACE PORTABLE SIGNS AT 1200 HWY. 22 S. AND 327 HWY. 7 E. WITH FAVORABLE RECOMMENDATION (ADOPT RESOLUTION NO. 11146) Motion was made by Erickson, seconded by Mlinar, to approve the consent agenda. Motion unanimously carried. 5. PUBLIC HEARING- 6:00 P.M. (a) LETTING NO.5, PROJECT NO. 99-08, BLOCK 50 ALLEY IMPROVEMENTS The Mayor called the hearing to order at 6:00 p.m. and read the Notice of Hearing on Improvement, Letting No.5, Project No. 99-08. Rodeberg reviewed the public hearing process and noted that the costs presented at the hearing were estimates. He stated the final costs would be known after the bids were taken and awarded. The City Engineer commented on which assessments would be paid by the City and which would be assessed to the property owner. It was reported that the proJ ect was delayed from 1998 because the telephone company could not remove the alley phone lines any sooner. Lorraine Meyer, 45 Jefferson Street SE, stated she owned the building at 13 W ashington Avenue W. She questioned why the alley was going to be blacktop instead of a concrete surface. Meyer also commented on the potholes on Jefferson Street, which has never been blacktopped. Rodeberg responded that the City would pay for one-half the cost because it is an alley. Motion was made by Haag, seconded by Erickson, to close the hearing at 6:07 p.m. Motion unanimously carried. (b) LETTING NO. 10, PROJECT NOS. 99-22/99-23/99-24/99-25/99-26/99-27 -1999 STREET IMPROVEMENTS The Mayor called the hearing to order at 6:07 p.m. and read the notice of hearing on the 1999 street improvements. The City Engineer reported that a wear course would be put on within three to four years after the base course is laid. The property owners would be assessed according to the subdivision agreement, and the majority are on a per lot basis. He stated that the difference in cost in the First Addition is due to the width of the lot. Rodeberg 2 CITY COUNCIL MINUTES - JANUARY 26, 1999 reviewed the method used to determine the estimated assessments in the Second Addition. Project No. 99-22 - No one was present to be heard. Project No. 99-23 - Larry Aldrich stated that he built a house on Harvest Street last year. He commented that there is still a lot of construction going, and cement trucks deliver rock in the area. He thought this was putting heavy weight on the street. Project No. 99-24 - No one present to be heard. Project No. 99-25 - No one present to be heard. Project No. 99-26 - No one present to be heard. Project No. 99-27 - No one present to be heard. Motion was made by Erickson, seconded by Mlinar, to close the hearing at 6: 16 p.m. Motion unanimously carried. Motion was made by Erickson, seconded by Haag, to approve the projects, the plans and specifications, the advertisement for bids, and to adopt Resolutions No. 11137, No. 11138, No. 11139, No. 11140. Motion unanimously carried. 6. COMMUNICATIONS. REQUESTS AND PETITIONS (a) UPDATE REPORT ON CONSOLIDATED DISPATCH SERVICES BY SHERIFF WAYNE VINKEMEIER (DEFERRED JANUARY 12,1999) Vinkemeier commented on the hiring and training of additional personnel, including a dispatching supervisor. He noted that in January an advertisement was placed in the Minneapolis newspaper for entry level dispatchers. The supervisory position for the dispatch center will be at a Lt. rank for communications, and a job description was prepared for advertising both in-state and out-state. Vinkemeier commented that the target date for consolidation has been extended to mid-May. The Sheriff reported that Consultant Jeff Nelson was hired to assist with the transition of the dispatch service, which included both staffing and technical issues. Nelson stated he was available as a resource person to assist in obtaining the best staff and creating the best operational situation for the dispatch center. He alluded to the following technical issues to be addressed: 1) compatibility of radio systems for County and City; 2) back-up systems for E-911; 3) connections to alarm systems; 4) supervision of building while empty; and 5) record keeping. 7. UNFINISHED BUSINESS (a) DISCUSSION OF SEVERANCE ISSUES FOR COMMUNICATIONS (DEFERRED JANUARY 12, 1999) Plotz reported that a meeting was held today with the dispatchers to review the severance plan and release form. He recommended that the City Council move forward and adopt the severance package as presented. Motion was made by Haag, seconded by Erickson, to approve and adopt the 3 CITY COUNCIL MINUTES - JANUARY 26, 1999 severance package. Motion unanimously carried. 8. NEW BUSINESS (a) CONSIDERATION OF APPOINTING NEW FIRE DEPARTMENT OFFICERS Motion was made by Mlinar, seconded by Haag, to approve the appointments. Motion unanimously carried. (b) CONSIDERATION TO AWARD AIRPORT IMPROVEMENT PROJECTS AND ENTER INTO STATE AID AGREEMENTS (DEFERRED DECEMBER 22, 1998) 1. ARRIVAL/DEPARTURE BUILDING & FBO FACILITY 2. PHASE II DEVELOPMENT Rodeberg commented that verification offunding availability for the airport project had been delayed. Therefore, he requested the project award be deferred to February 9, 1999, and the Supplemental Agreement No.1 for engineering consulting services with TKDA in the amount of$21,000.00 be approved. The City Engineer also asked the Council to approve the MN/DOT Grant Agreement No. 78324 for the Arrival/Departure Building & FBO Facility and MN/DOT Grant Agreement No. 78325 for Phase II Development. He stated the Arrival/Departure Building would be funded with 60% State and 40% local funding, and the FBO Facility would be funded with 50% State and 50% local funding. Motion was made by Mlinar, seconded by Haag, to approve the City Engineer's three recommendations and to adopt Resolutions No. 11147 & No. 11148. Motion unanimously carried. ( c) CONSIDERATION OF AWARDING BID FOR FIRE CHIEF'S TRUCK John Olson, Assistant Public Works Director, reviewed the three bids received for a pickup truck to be used by the Fire Chief. Motion was made by Erickson, seconded by Mlinar, to award the contract to Valley Sales for a 1999 Chevrolet pickup at a cost of $22,742.38. Motion unanimously carried. (d) CONSIDERATION OF RECOMMENDATION FROM BONESTROO, ROSENE, ANDERLIK & ASSOCIATES REGARDING CIVIC ARENA BLEACHERS Architect Paul 1. Gannon, from Bonestroo, Rosene, Anderlik & Associates, presented a review of the recommendations regarding the Civic Arena bleachers. He stated that after an investigation of the existing bleachers, his firm identified five major 4 CITY COUNCIL MINUTES - JANUARY 26, 1999 categories: 1) structure (seating); 2) bleachers and their compliance; 3) adequate capacity to exit in an emergency; 4) construction type; and 5) handicap accessibility. On February 9, 1999, the City Council will be given the proposed costs for upgrading the bleachers versus installing new bleachers in the Civic Arena. (e) CONSIDERATION OF OUTDOOR RECREATION GRANT PROGRAM APPLICATION TO DEPARTMENT OF NATURAL RESOURCES Lawrence Winter reported that last year the City of Hutchinson applied for the Outdoor Recreation Grant, but the application was denied. He showed by overhead the area involved in the grant application. Winter stated that a public hearing would be required and a 50/50 match in kind ($75,000.00 cost). Motion was made by Erickson, seconded by Haag, to approve the application process for a 50/50 match in kind. Motion unanimously carried. (f) CONSIDERATION OF REQUEST FROM DURWOOD LAMPRECHT TO USE CITY PARKING LOT FOR OKTOBERFEST ON SEPTEMBER 11-12,1999 Following discussion, Council Member Mlinar moved to approve the request. Motion seconded by Haag and unanimously carried. (g) DISCUSSION OF COMMUNICATION FROM THE TRUSTEES OF THE DIOCESE OF MINNESOTA REGARDING AVAILABILITY OF LOT LOCATED AT 105 SECOND AVENUE SE Plotz commented that there had been previous discussion of acquiring the property next door for additional parking space if it became available. He recommended that the City negotiate to purchase the property and bring it back to the Council. Motion was made by Erickson, seconded by Mlinar, to authorize the City Administrator to negotiate on the purchase price and report back to the City Council with a recommendation and proposal. Motion unanimously carried. 9. MISCELLANEOUS (a) COMMUNICATIONS FROM HUTCHINSON AREA HEALTH CARE The Hutchinson Area Health Care Board of Directors requested City Council authorization to enter into the Allina Management Agreement. Motion was made by Mlinar, seconded by Haag, to approve the agreement. Motion unanimously carried. 5 CITY COUNCIL MINUTES - JANUARY 26, 1999 (b) COMMUNICATION FROM BSK OF HUTCHINSON BSK of Hutchinson requested the release of a utility lien dated October 4, 1993 that was levied against the Subdivision of Walnut Ridge Estates. It was reported that the lien had been paid in full. Motion was made by Haag, seconded by Mlinar, to approve the release of the utility lien and to adopt Resolution No. 11141. Motion unanimously carried. (c) COMMUNICATION FROM CITY ADMINISTRATOR Plotz commented on the Directors' reports and 1999 objectives and recommended that the presentations be made in February. Motion was made by Haag, seconded by Mlinar, to hold a City Council/Directors workshop for presentations on February 9 immediately following the regular February 9 City Council meeting. Motion unanimously carried. Plotz also noted that the Finance Director would like to schedule a bond consultant workshop with Ehlers & Associates and the City Council regarding finances. Motion was made by Mlinar, seconded by Haag, to hold a workshop with Ehlers & Associates on February 8 at 4:30 p.m. The City Administrator reported that a visionary workshop will be planned for April or May. Also, future meetings will be scheduled with the Hutchinson Utilities, HRA, Hutchinson Area Health Care Board, HCDC/EDA, and the townships. Plotz reported that interviews were conducted with five candidates for the position of Building/Planning/Zoning Director. The field has been narrowed down to two finalists, and he requested that two City Council members participate in the final interviewing. He noted that since Jeff Haag had volunteered, one other Councilperson was needed. (d) COMMUNICATION FROM COUNCIL MEMBER JOHN MLINAR Mlinar reported that the Mid-Minnesota Development Commission would hold its January meeting at the Hutchinson Elks Lodge. 10. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS ( a) VERIFIED CLAIMS 6 CITY COUNCIL MINUTES - JANUARY 26, 1999 Motion was made by Haag, seconded by Mlinar, to approve the claims and authorize payment from appropriate funds. Motion unanimously carried. 11. ADJOURNMENT There being no further business, the meeting adjourned at 7:00 p.m. 7