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11-23-1999 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, NOVEMBER 23, 1999 1. Mayor Torgerson called the meeting to order at 5 :30 p.m. Present: Mayor Marlin Torgerson, Council Members John Mlinar, Kay Peterson and Don Erickson. Council Member J effHaag arrived late. Also present: City Administrator Gary D. Plotz, Acting City Engineer Richard "Rick" B. Kjonaas and City Attorney Marc A. Sebora. Reverend Jim Hall gave the invocation. 2. 3. MINUTES The minutes of the regular meeting ofN ovember 9, 1999 and bid opening ofN ovember 15, 1999 were approved as presented. 4. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. PLANNING COMMISSION MINUTES OF OCTOBER 5, 1999, OCTOBER 19,1999 AND OCTOBER 25, 1999 2. PARKS, RECREATION & COMMUNITY EDUCATION ADVISORY BOARD MINUTES OF OCTOBER 7, 1999 3. HUTCHINSON AREA HEALTH CARE BOARD MINUTES OF OCTOBER 19,1999 4. FINANCIAL REPORT AND CERTIFICATES INVESTMENT REPORT FOR OCTOBER 1999 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 11359- TRANSFERRING $197,500 FROM WATER, SEWER AND REFUSE FUND TO 1994 IMPROVEMENT BONDS, 1995 IMPROVEMENT BONDS AND GENERAL FUND 2. RESOLUTION NO. 11360 - TRANSFERRING $225,000 FROM LIQUOR FUND TO GENERAL FUND 3. RESOLUTION NO. 11361 - 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. 11362 - RESOLUTION ESTABLISHING LOCATION FOR TRAFFIC CONTROL DEVICES 5. RESOLUTION NO. 11363 - RESOLUTION ADOPTING REVISED ASSESSMENT, ASSESSMENT ROLL NO. 5029, LETTING NO. 4/PROJECT NOS. 99-03 & 99-04 (c) SHORT-TERM GAMBLING DEVICES LICENSE FOR VFW AUXILIARY AT CITY COUNCIL MINUTES - NOVEMBER 23, 1999 VFW CLUB ROOMS ON DECEMBER 18,1999 (d) PLANNING COMMISSION ITEMS: 1. LOT SPLIT AND VARIANCE REQUESTED BY VICTOR AND LUCILLE ARLT LOCATED AT 612 SECOND AVENUE SW IN R-2 DISTRICT WITH FAVORABLE RECOMMENDATION AND STAFF RECOMMENDATION (ADOPT RESOLUTION NO. 11364) 2. PRELIMINARY PLAT REQUESTED BY W AL-MART STORES, INC. LOCATED ON HWY. 15 S WITH FAVORABLE RECOMMENDATION WITH STAFF RECOMMENDATIONS (ADOPT RESOLUTION NO. 11365) 3. CONDITIONAL USE PERMIT TO ALLOW STORAGE OF MATERIALS BY CITY OF HUTCHINSON IN VC DISTRICT ALONG HWY. 22 SOUTH (ADOPT RESOLUTION NO. 11366) 4. EXTENSION OF CONDITIONAL USE PERMIT FOR CEDAR CREST REQUESTED BY ROSALIND EWALD (ADOPT RESOLUTION NO. 11367) Motion by Erickson, second by Peterson, to approve the consent agenda, except for 4-( d)-2 to be pulled for discussion. Motion unanimously carried. Item 4-(d)-2-Director Julie Wischnack presented Wal-Mart's site plan and commented on their proposed preliminary plat. She stated the vacation of right-of- way for Baltimore Avenue SW and Boston Street would not be acted upon until the final application was received. It was noted that the electrical lines had been removed at Wal-Mart's cost. Wischnack reported that the Planning Commission recommended approval of the preliminary plat with 10 conditions. The Acting City Engineer, Richard B. Kjonaas, commented on the need for a connection from Denver Avenue SW to the airport road. He stated the costs would be $250,000 for engineering services and $250,000 for 60" pipe and fill. Perhaps some other project would provide the dirt. Mr. Greg Frank, a representative of Wal-Mart, reported he had reviewed the alignment studies. He also commented on the proposed pond and the cost of roadway for Denver Street, including extending the street to their property line on the west. Pastor Jim Hall stated that Word of Life Church had owned the property since 1990, and the church had paid the taxes and assessments from the purchase date. He did not think it was unfair to assess the Fair Association since they would be getting blacktop access into the fair grounds, and it is used several times during the year. Realtor Darcy Winter reported there was a timeframe in which the City Council needed to act on this matter. If the closing did not occur on December 15, 1999, the sale would be null and void. 2 CITY COUNCIL MINUTES - NOVEMBER 23, 1999 Motion by Haag, second by Mlinar, to approve the preliminary plat with staff recommendations, and Wal-Mart is to bear all cost for the road under discussion. Motion unanimously carried. 5. PUBLIC HEARING - NONE 6. COMMUNICATIONS. REQUESTS AND PETITIONS (a) PRESENTATION ON JOINT CITY AND COUNTY TRANSIT SYSTEM BY GARY LUDWIG AND BRENDA EWING City Coordinator Brenda Ewing introduced Gary Ludwig, Interim Director of Trailblazer Transit. She updated the City Council on the process and steps involved in merging four transit systems into one. In October the advertisements were run for the positions of driver and dispatcher. The committee will complete the applications this week and make a recommendation on hiring staff. Also, they will be hiring an Operations Manager. Ewing stated the agreement for the new joint transit system would become effective January 1,2000. Motion by Mlinar, second by Haag, to approve the transit agreement and enter into a Transit Issues Formal Letter of Understanding. Motion unanimously carried. (b) PRESENTATION BY EXECUTIVE DIRECTOR JEAN WARD ON SMALL CITIES DEVELOPMENT PROGRAM PROCEDURAL GUIDELINES FOR SINGLE FAMIL Y EQIUITY GAP ASSISTANCE PROGRAM AND IMPLEMENTATION OF HUTCHINSON HOME PURCHASE OPPORTUNITY PROGRAM Jean Ward, Executive Director ofHRA, explained the need for affordable housing in the City of Hutchinson and talked about the Small Cities Development Program which began two years ago. In addition, she presented the Hutchinson Home Purchase Opportunity Program (HHPOP). Motion by Mlinar, second by Haag, to approve and adopt Resolution No. 11357. Motion unanimously carried. (c) UPDATE REPORT BY STEVE COOK ON COMMUNITY NEEDS TASK FORCE Chair Steve Cook reported the Task Force had been reviewing the community survey results, and their recommendations would be based on the community needs shown in the survey. The Task Force will give a presentation to the City Council at the January 11,2000 meeting. 7. UNFINISHED BUSINESS - NONE 8. NEW BUSINESS (a) CONSIDERATION OF AUTHORIZATION TO MAKE AN OFFER TO DAKOTA RAIL FOR PURCHASE OF GRAIN ELEVATOR PROPERTY AND BUSINESS LEASING PROPERTY 3 CITY COUNCIL MINUTES - NOVEMBER 23, 1999 Director Julie Wischnack requested direction from the Council whether to proceed with the purchase of the grain elevator and the land owned by Dakota Rail. It was estimated that the pre-flood fair market value for the property was $89,000. Motion by Erickson, second by Peterson, to approve and proceed with both purchases. Motion unanimously carried. (b) CONSIDERATION OF AWARDING BID FOR A USED TANDEM AXLE TRUCK, CAB, AND CHASSIS TO HAUL ORGANIC WASTE CONTAINERS Plotz reported that the recommended truck and hook lift system bids met the needs and requested approval. Motion by Haag, second by Mlinar, to approve and award the truck bid to Mankato Mack Sales for $45,000, with part of the cost to be borne by the wastewater sludge drying project and part by the composting project. Motion unanimously carried. (c) CONSIDERATION OF AWARDING BID FOR 50,000 POUND HOOK LIFT SYSTEM TO LOAD AND HAUL ORGANIC WASTE CONTAINERS It was recommended to award the bid for a hook lift system to J -Craft in the amount of$20,587.67. Motion by Peterson, second by Erickson, to approve and award to J-Craft. Motion unanimously carried. (d) CONSIDERATION OF CAPITAL EXPENDITURE REQUEST BY HUTCHINSON AREA HEALTH CARE FOR FIVE NEW BEDS FORMED/SURG AND CRITICAL CARE UNIT Motion by Erickson, second by Peterson, to approve the purchase of five new beds through the hospital's group purchasing organization, VHA, in the amount of $33,795. Motion unanimously carried. ( e) CONSIDERATION OF CONTRACT WITH SHORT ELLIOTT HENDRICKSON INC. FOR FEASIBILITY REPORT AND EA W FOR SE TRUNK SANITARY SEWER AND STORM SEWER ON JEFFERSON STREET SE TO BACK SIDE OF TARGET Kjonaas presented three letters and documents from SEH/RCM that pertained to the design survey for the southeast trunk sanitary sewer and storm sewer project. The estimated cost was $24,194.00, not to exceed the contract. It was anticipated that the actual cost would come in under the estimated price. 4 CITY COUNCIL MINUTES - NOVEMBER 23, 1999 Motion by Mlinar, second by Peterson, to approve all three documents with RCM/SEH. Motion unanimously carried. (f) CONSIDERATION OF SETTING WORKSHOP DATE FOR CENTRAL GARAGE FUND, WATER /SEWER/ REFUSE FUND AND LIQUOR FUND Motion by Mlinar, second by Haag, to approve a budget workshop at 4:00 p.m. on December 14, 1999. Motion unanimously carried. (g) CONSIDERATION OF ACCEPTING CONSULTANT PROPOSAL FROM GRINSTEAD & ASSOCIATES FOR LIQUOR HUTCH EXPANSION AND OPERATIONAL REVIEW Plotz reported that three proposals were received for the Liquor Hutch expansion and operational review. He stated it was the unanimous decision of the committee reviewing the proposals to recommend Grinstead & Associates as the consultant since this company had done the proposal and consultation for the new Liquor Hutch store. After negotiation, Grinstead agreed to use a billing rate of $45.00 per hour rather than the proposed $60.00, reducing the cost from $16,980.00 to $12,735.00 plus expenses for travel, office expense and interviewers. Motion by Haag, second by Peterson, to approve the negotiated proposal cost from Grinstead & Associates. Motion unanimously carried. 9. MISCELLANEOUS (a) COMMUNICATIONS FROM COUNCIL MEMBER JOHN MLINAR Mlinar reported that Hwy. 7 was scheduled to officially open for traffic at 3 :00 p.m. on November 24. He recommended issuing a Resolution to MN/DOT for completion of the highway project. Motion by Mlinar, second by Peterson, to send a Resolution to MN/DOT. Motion unanimously carried. (b) COMMUNICATIONS FROM CITY ADMINISTRATOR Plotz commented on two handouts distributed at the meeting. He expressed concern regarding the sale of A W Disposal to Waste Management. Two meetings have been held with Waste Management officials, and they have agreed to acknowledge the City's current contract with A W Disposal. He noted that the Solid Waste Advisory Committee would need to meet in March to begin working on specifications so that the City can go out for bids this fall. 5 CITY COUNCIL MINUTES - NOVEMBER 23, 1999 (c) COMMUNICATIONS FROM ACTING CITY ENGINEER Kjonaas stated that on November 24 Hwy. 7 East and the bypass road would be opened. A press release conference would be held on November 29 at 10:00 a.m. in the HATS building, followed by an 11 :00 a.ill. ribbon-cutting ceremony at Hwy.22 & 7. Two buses would be available to transport passengers from the HATS facility to the highway ceremony site. The Acting Engineer reported on a right-of-way acquisition meeting. Kjonaas stated he would update City Engineer Rodeberg on the details when he returns to work on December 1. 10. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS ( a) VERIFIED CLAIMS Motion by Haag, second by Peterson, to approve the claims and authorize payment from the appropriate funds. Motion unanimously carried. 11. ADJOURNMENT There being no further business, the meeting adjourned at 7:10 p.m. 6