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03-27-2001 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, MARCH 27, 2001 1. CALL TO ORDER- 5:30 P.M. The meeting was called to order by Council Vice President, John Mlinar, due to the absence of Mayor Marlin Torgerson. Council members present: Kay Peterson, Jim Haugen and Duane Hoversten. Also present: Gary Plotz, City Administrator, Marc Sebora, City Attorney, and John Rodeberg, Director of Engineering/Pubhc Works. 2. INVOCATION Rev. Paulus Pilgrim, Faith Lutheran Church, gave the invocation. 3. MINUTES REGULAR MEETING OF MARCH 13,2001 Motion by Hoversten, second by Haugen to approve as presented. The motion carried unanimously. 4. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. PLANNING COMMISSION MEETING MINUTES OF FEBRUARY 20,2001 2. PLANNING COMMISSION MEETING MINUTES DRAFT FOR MARCH 20,2001 3. MINUTES FROM BID OPENING OF MARCH 14,2001 FOR LETTING NO.6 / PROJECT 01-19 4. HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY REGULAR BOARD MEETING OF FEBRUARY 20,2001 5. CITY FINANCIAL REPORT AND REPORT ON INVESTMENT FOR FEBRUARY 2001 6. HAHC MONTHLY FINANCIAL REPORT FOR FEBRUARY 2001 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 11676 - RESOLUTION OF APPRECIATION TO CO. B, MINNESOTA NATIONAL GUARD FOR SNOW REMOVAL ASSISTANCE 2. RESOLUTION NO. 11686 - RESOLUTION FOR PURCHASE 3. RESOLUTION NO. 11687 - RESOLUTION FOR RELEASE OF PLEDGED SECURITIES 4. RESOLUTION NO. 11688 - RESOLUTION AUTHORIZING EXECUTION OF GRANT AGREEMENT (c) PLANNING COMMISSION ITEMS 1. CONSIDERATION OF A CONDITIONAL USE PERMIT FOR A BED & BREAKFAST AS REQUESTED BY DENNIS HECKES LOCATED AT 325 HASSAN STREET SOUTHEAST WITH FAVORABLE RECOMMENDATION AND WITH STAFF RECOMMENDATION (ADOPT RESOLUTION NO. 11685) (d) LETTING NO.6 / PROJECT NO. 01-19 (LOUISIANA STREET NW, CAROLINA P ARKW A Y NW, AND 7TH AVE NW) AND ASSESSMENT ROLL NO. 5047 CITY COUNCIL MINUTES - MARCH 27, 2001 . RESOLUTION NO. 11677 - RESOLUTION DECLARING COST TO BE ASSESSED AND ORDERING PREP ARA TION OF PROPOSED ASSESSMENT . RESOLUTION NO. 11678 - RESOLUTION WAIVING HEARING ON PROPOSED ASSESSMENT . RESOLUTION NO. 11679 - RESOLUTION ADOPTING ASSESSMENT ROLL NO. 5047 . RESOLUTION NO. 11680 - RESOLUTION ACCEPTING AND AWARDING CONTRACT (e) APPLICATION FOR TEMPORARY RECYCLABLE MATERIAL COLLECTION FOR ELOUISE CARLSON - CAN MAN 2 RECYCLING (f) APPLICATION FOR PUBLIC DANCE PERMIT TO JOSE MEDINA AND MARIA ORNELAS FOR APRIL 28, 2001 (UNFAVORABLE RECOMMENDATION BY POLICE DEPARTMENT - DANCE ALREADY APPROVED FOR DATE) (g) OUT-OF-STATE TRAVEL REQUEST FOR KENNETH MERRILL TO PHILADELPHIA, PA ON JUNE 3-6, 2001, TO ATTEND THE NATIONAL GOVERNMENT FINANCE OFFICER CONFERENCE (h) CONSIDERATION OF INVESTMENT AUTHORIZATION (i) OUT-OF-STATE TRAVEL REQUEST BY JOHN RODEBERG, DIRECTOR OF ENGINEERING/ PUBLIC WORKS, TO ATTEND THE 2001 INTERNATIONAL TRANSPORTATION TECHNOLOGY TRANSFER SYMPOSIUM FROM JULY 29 TO AUGUST 2, 2001, IN ST. PETERSBURG, FLORIDA. THERE IS NO COST TO THE CITY FOR THIS TRAVEL REQUEST. Item 4(g) was removed from the consent agenda and not considered for action. Motion by Peterson, second by Hoversten to approve the consent agenda. Motion carried unanimously. There were no public hearings. 5. PUBLIC HEARING- 6:00 P.M. 6. COMMUNICATIONS. REQUESTS AND PETITIONS (a) PRESENTATION OF RESOLUTION NO. 11676 EXPRESSING THE CITY'S APPRECIATION TO HUTCHINSON CO. B OF THE MINNESOTA NATIONAL GUARD FOR SNOW REMOVAL ASSISTANCE Vice Chair Mlinar presented Specialists Clabo and Schimmel of Company B with the resolution of appreciation from the City of Hutchinson for their efforts with the 2000/2001 snow removal efforts. 7. UNFINISHED BUSINESS (a) CONSIDERATION OF CONTRACTUAL AGREEMENT FOR PROVIDING RECRUITMENT SERVICES (DEFERRED FROM MARCH 13,2001) John Rodeberg noted that this was deferred as there had been no "cost to exceed" noted previously. He stated the contract indicates a maximum of 40 hours or a total of $4,000. Motion by Hoversten, second by Haugen to approve the contractual agreement with Delacore Resources for recruitment services. The motion carried unanimously. 8. NEW BUSINESS (a) LETTING NO.8 / PROJECT NO. 01-21 (SCHOOL ROAD NW) 2 CITY COUNCIL MINUTES - MARCH 27, 2001 . RESOLUTION NO. 11681 - RESOLUTION ORDERING PREPARATION OF REPORT ON IMPROVEMENT . RESOLUTION NO. 11682 - RESOLUTION RECEIVING REPORT AND WAIVING HEARING ON IMPROVEMENT . RESOLUTION NO. 11683 - RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS . RESOLUTION NO. 11684 - RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS Mr. Rodeberg explained that this is a state aid funded project. No city property owners will be assessed. Motion by Haugen, second by Peterson to approve Resolutions No. 11681, No. 11682, No. 11683, and No. 11684. The motion carried unanimously. (b) CONSIDERATION OF ENTERING INTO CONSULTING AGREEMENT FOR INFLOW AND INFILTRATION (I & I) REDUCTION PROGRAM Mr. Rodeberg commented that this is the "sump pump" program. The consultant will be visiting all homes in Hutchinson during the project. Two firms were considered for the project. There is a substantial difference in the costs proposed by the firms, but each is confident that their quotations are accurate. Motion by Peterson, second by Haugen to approve entering into the consulting agreement for the inflow and infiltration (I & I) reduction program with Bolton & Menk. The motion carried unanimously. Mr. Mlilnar questioned when the project will start. Mr. Rodeberg stated in late April or early May so that the project can be completed this year. There will be meetings and notices sent to inform the residents of the program and the scheduled home visits. The City can consider implementing a fine for uncertified systems. (c) CONSIDERATION OF ENTERING INTO AGREEMENT WITH PINKERTON SERVICES GROUP TO CONTINUE DRUG-FREE WORKPLACE SERVICES Brenda Ewing, Human Resources Coordinator, noted that this is a continuation of the agreement currently in place with Pinkerton. The testing prices quoted are lower than those of the current agreement. Motion by Haugen, second by Hoversten to approve entering into the agreement with Pinkerton Services Group to continue the drug-free workplace services for the City of Hutchinson. The motion carried unanimously. (d) CONSIDERATION OF ENTERING INTO WAREHOUSE RENTAL AGREEMENT WITH WAL-MART STORES, INe. FOR SPACE AT THE HUTCHINSON CIVIC ARENA Mr. Rodeberg noted that Dolf Moon, Director of PRCE, worked with WalMart on the drafting of the agreement. Motion by Hoversten, second by Peterson to approve entering into the rental agreement with WalMart Stores, Inc. for space at the Hutchinson Civic Arena. The motion carried unanimously. (e) CONSIDERATION OF SETTING A COUNCIL WORKSHOP TO MEET JOINTLY WITH THE HRABOARD AT 12:00 NOON ON TUESDAY, MAY 15,2001, AT CITY CENTER Motion by Peterson, second by Haugen to set a council workshop for 12:00 noon on 3 CITY COUNCIL MINUTES - MARCH 27, 2001 Tuesday, May 15,2001, for a joint meeting with the Hutchinson HRA Board. The motion carried unanimously. (f) CONSIDERATION OF SETTING A COUNCIL WORKSHOP FOR 4:00 P.M. ON TUESDAY MAY 8, 2001, TO DISCUSS BONDING ISSUES WITH EHLERS & ASSOCIATES Motion by Hoversten, second by Peterson to set a council workshop for 4:00 p.m. on Tuesday, May 8, 2001, to discuss bonding issues with Ehlers & Associates. 9. MISCELLANEOUS (a) COMMUNICATIONS Marc Sebora - The compost facility is scheduled for inspection by the State this week so that operation may begin. The supplier of the digesters recently informed the City that they would not be able to provide the equipment on a timely basis. Staff was able to locate suitable substitute equipment from a City in New Hampshire and for a lesser price. The City has contacted the first supplier to demand our original down payment, but has not received a response. Kay Peterson - Updated the Council that there will be two vacancies on the Library board as of April. The Library Board recommends that the Council appoint two individuals from the five excellent candidates who expressed interest. Julie Jensen and John Hassinger are recommended for appointment. Motion by Kay Peterson, second by Haugen to appoint Julie Jensen and John Hassinger to the Hutchinson Library Board. Ms. Peterson updated the Council on the roof problems at Greencastle Condominiums. Residents were evacuated at 5:00 a.m. on the morning of the incident. The Hutchinson fire and police departments and Lenny Rutledge, Building Inspector, should be congratulated for their efforts in dealing with this issue. Duane Hoversten - Echoed Ms. Peterson's comments and congratulations to the City employees regarding the Greencastle situation. 10. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS ( a) VERIFIED CLAIMS Motion by Peterson, second by Haugen to approve and authorize payment from appropriate funds. 11. ADJOURN With no further business to discuss, the meeting adjourned at 5:57 p.m. 4