Loading...
09-28-1999 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, SEPTEMBER 28, 1999 1. Mayor Torgerson called the meeting to order at 5:30 p.m. Present: Mayor Marlin Torgerson, Council Members Jeff Haag, John Mlinar, Kay Peterson and Don Erickson. Also present: City Administrator Gary D. Plotz, Director of Engineering John Rodeberg, and City Attorney Marc A. Sebora. 2. The Reverend Greg Nelson gave the invocation. 3. MINUTES The minutes of the regular meeting of September 14, 1999 and bid openings of September 15, 1999 and September 23, 1999 were approved as presented. 4. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. PLANNING COMMISSION MINUTES OF AUGUST 17, 1999 2. AIRPORT COMMISSION MINUTES OF AUGUST 30, 1999 3. HUTCHINSON AREA HEAL TH CARE BOARD MINUTES OF AUGUST 17,1999 4. FINANCIAL REPORT AND CERTIFICATES INVESTMENT REPORT FOR AUGUST 1999 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 11325 - RESOLUTION DESIGNATING THE LOCATION OF THE POLLING PLACE FOR ALL CITY AND SCHOOL DISTRICT 423 PRECINCTS AND APPOINTING JUDGES FOR THE 1999 CITY AND INDEPENDENT SCHOOL DISTRICT 423 ELECTION 2. RESOLUTION NO. 11326 - RESOLUTION SETTING INTEREST RATE FOR 1999 ADOPTED ASSESSMENT ROLLS 3. RESOLUTION NO. 11327 - ACCEPTING PLEDGED SECURITIES FROM CITIZENS BANK & TRUST COMPANY 4. RESOLUTION NO. 11328 RESOLUTION REJECTING IMPROVEMENT AND ASSESSMENT, LETTING NO. 17/PROJECT NO. 99-40, ASSESSMENT ROLL NO. 5035 (c) OUT-OF-STATE TRAVEL FOR DICK NAGY TO ATTEND REGIONAL MEETING IN MILWAUKEE, WI FROM NOVEMBER 11-13,1999 (d) PROCLAMATION DECLARING OCTOBER 23, 1999 AS "MAKE A DIFFERENCE IN THE LIFE OF A YOUTH" Motion by Peterson, second by Erickson, to approve the consent agenda. Motion CITY COUNCIL AGENDA - SEPTEMBER 28, 1999 unanimously carried. 5. PUBLIC HEARING - NONE 6. COMMUNICATIONS. REQUESTS AND PETITIONS (a) Y2K UPDATE BY POLICE CHIEF Steve Madson gave an update on what the City is doing to comply with Y2K issues. He reported the City was in good shape for compliance by 2000. There was a glitch in the water system, but it will be rectified by next month. Contingency plans are in place, but they are not anticipating any problems. The electricity and gas have been tested and are ready for 2000. 7. UNFINISHED BUSINESS - NONE 8. NEW BUSINESS (a) CONSIDERATION OF NEW CITY GARBAGE RATES Ken Merrill reported on the two recent City garbage rate increases. The Town Board of Rich Valley, McLeod County, imposed a $2.50 per ton Mixed Municipal Solid Waste Disposal Fee on the Spruce Ridge landfill, and they are passing on the fee to the City, effective August 18, 1999. In addition, the MSW rate at the Spruce Ridge Resource Management Facility will be $45.00 per ton plus taxes and fees, effective September 18, 1999. Merrill showed a graph that compared how these refuse rates would affect 30,60 and 90 gallon containers. Motion by Mlinar, second by Haag, to approve the garbage rate adjustments. Motion unanimously carried. (b) CONSIDERATION OF REQUEST FOR PROPOSALS FOR COMMUNITY/ CONFERENCE CENTER Plotz reported the City received three proposals and an offer from KSA Architects, Inc. to design the building. The McLeod County Agricultural Association presented a conceptual site plan and expressed a willingness on the part of the Fair Board to work with the City to explore possible options. He stated Karkela Construction Incorporated presented a one-page proposal that contained a letter of intent to pursue financial funding for the $1 million match. The letter contained 10 items of the minimum requirements in the RFP. The proposal from the Greater Minnesota Family Services contained an alternative approach and a drawing for part of the facility to be used by a health group within the community center. The City Administrator stated it was difficult to compare the proposals since they were all different. The purpose of advertising for a Request for Proposals was to see what options were available in the private sector. He suggested to continue the 2 CITY COUNCIL AGENDA - SEPTEMBER 28, 1999 dialogue with the three entities that submitted a minimum proposal and to give them further consideration. Haag commented that the Council could leave the RFP open, continue dialogue with the three private sector bidders, and look at other alternatives available. He noted that other people in the community were looking at some options. The Mayor stated that although the proposals did not meet the RFP requirement, he thought the Council should continue dialogue with the bidders and research other options. Steve Cook, Chair of the Community Needs Task Force, commented that the Task Force was looking at other needs for the facility. The research would probably take until the end of the year to complete the study. He reported on the responses in the survey regarding the community/conference center and questioned the amount of conference space available for meetings and banquets. Cook stated that 94% of the survey respondents thought the residents should vote on major new City facilities and 91 % felt the public should have a say on issues. Mike Ribich, member of the Community Needs Task Force, thought the people should have public input and be allowed to vote on an expensive project. He stated it was a question of whether the taxpayer should or should not have a right to vote on a major facility. He requested the Council to commit to letting the residents vote on a Conference Center proposal prior to the November City election and asked the City Council to adopt a resolution to this effect at tonight's meeting. A representative of the American Fitness Centers stated he was willing to meet with the other bidders in order expand the family and teen services available and to make use of the $1 million match. He noted that a match from his company would not be taxpayer money. (c) DISCUSSION OF COUNTY ENGINEER PROVIDING ENGINEERING SERVICES TO CITY FROM OCTOBER 14 THROUGH NOVEMBER 30, 1999 Motion by Mlinar, second by Peterson, to approve option one of a lump sum fee of $3,000.00 for County engineering services during the period of October 14, 1999 through November 30, 1999 when the Director of Engineering will be on a six-week sabbatical. Motion unanimously carried. (d) CONSIDERATION OF AUTHORIZATION TO REQUEST PROPOSALS FOR JOB EVALUATION AND COMPENSATION SYSTEM Brenda Ewing, Human Resources Coordinator, updated the Council on the process 3 CITY COUNCIL AGENDA - SEPTEMBER 28, 1999 of soliciting proposals for professional services for the development and implementation of a job evaluation and compensation system that meets all Federal and State Compensation Standards. She noted it had been 16 years since it was modified in 1984. Ewing will send out a request for proposals and bring the responses to the City Council for consideration. Motion by Peterson, second by Erickson, to approve the Request for Proposals. Motion unanimously carried. (e) CONSIDERATION OF REQUEST FROM CROW RIVER HABITAT FOR HUMANITY TO WAIVE BUILDING PERMIT FEES AND PLUMBING PERMIT FEES FOR CONSTRUCTION OF HOUSE LOCATED AT 619 LYNN ROAD Motion by Haag, second by Erickson, to approve waiving the building permit fee of $653.95 and plumbing permit fee of$445.00. Motion unanimously carried. (f) DISCUSSION OF SOUTHEAST AREA TRUNK SANITARY SEWER Rodeberg requested approval of two contracts for the work on the proposed trunk sanitary sewer improvements to extend the wastewater treatment facility to the TH 15 South commercial area. He reported Earth Tech was completing Phase I of the project, which included the lift, station, force main and river crossing (up to Jefferson Street). The Director of Engineering informed the Council that SEH-RCM would do the Phase 2 engineering services (Jefferson Street to TH 15 south) and Hacker's Appraisal Services would provide acquisition services. The first public information meeting on this project would be held October 12, 1999 with both consultants in attendance. The cost would be as follows: . SEH-RCM - Feasibility Report $7,282.00 Est. Fee Preparation ofEA W $5,000.00 to $8,000.00 . Hacker's Appraisal Services - Acquisition Services Flat Fee of $550.00 Per Parcel (Additional fees might be required) Motion by Erickson, second by Mlinar, to approve the Engineer's recommendations. Motion unanimously carried. (g) DISCUSSION OF TH 15 NORTH SANITARY SEWER EXTENSION AND RELATED ANNEXATION Rodeberg reported that Larry Grafhad requested annexation of the North American 4 CITY COUNCIL AGENDA - SEPTEMBER 28, 1999 Broadcasting Company's property (KDUZ/KKJR) which is outside the City limits. They have experienced continual water problems and believe the only option is to become annexed into the City and hooked up to the City sewer services. The City Engineer requested authorization to complete a feasibility report that would detail the issues and costs to provide sanitary sewer service to this property. Upon inquiry, it was reported that public meetings would be held regarding the annexation, and other property owners in the area would be given the opportunity to annex into the City. Motion by Mlinar, second by Erickson, to approve a feasibility report. Motion unanimously carried. (h) CONSIDERATION OF AMENDMENTS TO CITY'S CEMETERY RULES AND REGULATIONS It was requested to approve amendments to the City's cemetery rules and regulations that address circumstances related to the placement, size, and impact that monuments have at the cemetery. Motion by Haag, second by Peterson, to approve the amendments and to waive first reading of Ordinance No. 99-264 and set second reading for October 12, 1999. Motion unanimously carried. (i) CONSIDERATION OF AWARDING BID FOR SALE OF LOGS AND WOOD Motion by Erickson, second by Peterson, to approve and award the bid to Shirley and Duane Otto in the amount of $200.00. Motion unanimously carried. (j) CONSIDERATION OF REQUEST FROM HUTCHINSON AREA HEAL TH CARE FOR TWO CAPITAL EXPENDITURES: 1. PURCHASE OF TWO MATERNAL/FETAL MONITORS $34,403.00 2. PURCHASE OF SPACE LABS/ 5,600.00 CARDIAC MONITOR 17,700.00 Motion by Haag, second by Peterson, to approve the two capital expenditure requests. Motion unanimously carried. (k) CONSIDERATION OF REVISED JOB DESCRIPTION IN PLANNING DEPARTMENT Motion by Mlinar, second by Haag, to approve the revised job description and to advertise. Motion unanimously carried. 5 CITY COUNCIL AGENDA - SEPTEMBER 28, 1999 (I) CONSIDERATION OF SETTING DATE FOR BUDGET WORKSHOP 2000 Motion by Mlinar, second by Peterson, to approve the date of October 12,1999 at 4:00 p.m. for a budget workshop. Motion unanimously carried. 9. MISCELLANEOUS (a) COMMUNICATIONS FROM CITY ATTORNEY Sebora reported that Attorney Dan K. Prochnow had requested the Sorensen & Naustdal property (Rolling Meadows Subdivision) be changed from abstract property to registered property. He asked the Council to approve the Assent to Registration form. Motion by Haag, second by Mlinar, to approve the Assent to Registration. Motion unanimously carried. (b) COMMUNICATIONS FROM COUNCIL MEMBERS AND CITY ADMINISTRATOR REGARDING PUBLIC COMMUNICATION Erickson stated he wanted to go on record in regard to the community survey that was recently done. He noted that one comment he got out of the survey was that close to 50% of the residents surveyed had little or no knowledge of City issues. Perhaps the City Council and staff needed to help the people become more familiar with City issues so that there would be more knowledge displayed in the decision- making process. The Mayor remarked that he would like to find a way to get information to the people. He thought the quarterly City Newsletter was not doing the job, and he would be open to any suggestions or ideas. Peterson commented that no process or system was in place to attempt to get the vote from the people on issues. Plotz inquired about the City newsletter and stated the cost involved to produce and print it was $2,500.00 per issue and $10,000.00 per year. The consensus of the Council was to try another approach to get information out to the public and to look at other alternatives besides the quarterly City newsletter. (c) COMMUNICATIONS FROM CITY ADMINISTRATOR 6 CITY COUNCIL AGENDA - SEPTEMBER 28, 1999 Plotz commented on the "Financing Hutchinson Growth" workshop held this afternoon. He elaborated on the six recommendations presented by Ehlers & Associates and suggested that the Council establish a Resource Allocation Committee that will make recommendations to the City Council. Motion by Mlinar, second by Peterson, to approve the appointments of the Planning Director, Finance Director and Director of Engineer to the committee. Motion unanimously carried. Following discussion, Mlinar amended the motion, second by Peterson, to include the EDA Director, HRA Director and City Administrator to the Resource Allocation Committee. Motion unanimously carried. (c) COMMUNICATIONS FROM DIRECTOR OF ENGINEERING Rodeberg stated that since the HATS facility had been completed for some time, it was necessary to take action to dissolve the Construction Board that was appointed for the construction of the facility. He requested permission to dissolve said board. Motion by Erickson, second by Peterson, to approve dissolution ofthe Construction Board. Motion unanimously carried. The City Engineer updated the Council on the various street projects in progress. (d) COMMUNICATIONS FROM JOHN GILK Gilk reported to the Council that there was a problem with gas service to one of the houses in the Third Addition that will be ready for occupancy within a week. He stated the fees had been paid and the permits had been issued for the house. Rodeberg commented that the Utilities needed an easement through the Fourth Addition before Gilk could obtain gas service. He noted the City had requested a plat for the easement. Gilk questioned what would happen if the Fourth Addition was not platted. He stated the utilities had made a 30-foot error outside the easement. The Mayor referred the matter to the City Attorney to resolve the issue with Gilk, the City Engineer and the Hutchinson Utilities. 10. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS ( a) VERIFIED CLAIMS 7 CITY COUNCIL AGENDA - SEPTEMBER 28, 1999 Motion by Mlinar, second by Peterson, 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. 8