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07-10-2001 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, JULY 10,2001 1. CALL TO ORDER- 5:30 P.M. Vice President John Mlinar called the meeting to order at 5:30 p.m. Council members Jim Haugen, Kay Peterson and Duane Hoversten were present. Absent was Mayor Torgerson. Others present were Gary Plotz, City Administrator, John Rodeberg, Director of Engineering/Public Works, and City Attorney Richard Schieffer. 2. INVOCATION - The Council dispensed with the invocation in the absence of the clergy. 3. MINUTES (a) REGULAR MEETING OF JUNE 26, 2001 A correction was made to Page 4 Item 8( e) - date change from July 12 to July 10 for the motion to set a workshop to review the city financial statements. The minutes were approved as presented with the date change for the workshop. 4. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. FIRE DEPARTMENT MONTHLY REPORT FOR JUNE 2001 2. HAHC MAY 2001 FINANCIAL REPORT 3. BUILDING DEPARTMENT MONTHLY REPORT FOR JUNE 2001 4. PARKS, RECREATION & COMMUNITY EDUCATION ADVISORY BOARD MINUTES FROM JUNE 7, 20001, MEETING (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 11755 - RESOLUTION RE-SETTING SPECIAL ELECTION DATE TO NOVEMBER 6, 2001 TO FILL MAYORAL AND TWO CITY COUNCIL MEMBER VACANCIES 2. RESOLUTION NO. 11758 - RESOLUTION CONSIDERING STATE OF MINNESOTA GAMBLING CONTROL BOARD PREMISES PERMIT FOR VFW POST 906 3. RESOLUTION NO. 11759 - RESOLUTION TO DESIGNATE DEPOSITORIES OF HUTCHINSON UTILITIES COMMISSION IN COMMERCIAL BANKS AND INSTITUTIONS (c) CONSIDERATION OF ON-SALE NON-INTOXICATING LIQUOR LICENSE FOR LINDO MEXICO RESTAURANT - Recommend Denial (d) CONSIDERATION OF SHORT-TERM ON-SALE NON-INTOXICATING LIQUOR LICENSE FOR R.c. PROMOTIONS FOR TRACTOR PULL AT FAIRGROUNDS (e) CONSIDERATION OF TRANSIENT MERCHANT'S LICENSE FOR TAP ENTERPRISES (f) CONSIDERATION OF APPROVAL OF CHANGE ORDER NO.2, LETTING NO.3, PROJECT NO. 01-09 CITY COUNCIL AGENDA - JULY 10,2001 (g) CONSIDERATION OF APPROVAL OF CHANGE ORDER NO.5, LETTING NO.1, PROJECT NO. 00-01 Item 4(b)3 was pulled from Consent Agenda. Motion by Peterson, second by Hoversten, to approve the consent agenda with the exception of Item 4(b)3. The motion passed unanimously. Hoversten asked for further information as far as bank deposits for third parties in regards to the Utilities. Patrick Spethman, Hutchinson Utilities, made a presentation on the estimated cost savings of using a bank in Albert Lea as a depository. Forty percent of the staff time of two Utilities employees is spent processing statements. Spethman proposed using a third party to do these functions. The Utilities would have quicker access to their funds and costs would be largely reduced. Spethman also explained that requests for proposals for these services were sent to several banks, including local institutions, and four proposals were received. It was also noted that payments may still be made directly to the Utilities or deposited in the local drop boxes. Local banks will also still be used for deposits for payments received locally by the Utilities. Motion by Hoversten, second by Haugen to approve Resolution No. 11759 to designate depositones of Hutchinson UtI1ties CommissiOn in commercial banks and institutions. Motion carried unanimously. PUBLIC HEARING - 6:00 P.M. - NONE 5. COMMUNICATIONS. REQUESTS AND PETITIONS (a) DISCUSSION OF AUTHORIZATION FOR THE ACQUISITION OF REAL PROPERTY FOR PUBLIC UTILITIES PURPOSES Attorney Richard Schieffer updated the Council on the previous eminent domain process that was approved in conjunction with the power line and substation project to be constructed along County Road 25. He explained that McLeod County will be reviewing the City's requests later this month, but the Utilities needs to continue to move forward because of construction schedules. Mr. Schieffer requested that the Council consider Resolution No. 11756 that includes an additional six parcels in the eminent domain process. Motion by Peterson, second by Hoversten to approve Resolution No. 11756. Motion carried unanimously. 6. UNFINISHED BUSINESS (a) CONSIDERATION OF JOINT RESOLUTION NO. 11757 OF THE CITY OF HUTCHINSON AND THE TOWNSHIP OF HUTCHINSON AS TO THE ORDERLY ANNEXATION OF PROPERTY Julie Wischnack, Director of Planning, Zoning and Building Enforcement, addressed the Council regarding the proposed final j oint resolution to the annexation issues. She explained that the annexation area mcludes approximately 100 acres east of the current city limits bordered by the Luce Line Trail, Highway 7, and the Highway 22 bypass. There is a five- year time frame on a future annexation area. Hutchinson Township will be considering this Resolution at their July 12,2001, meeting. If the Resolution is accepted by the city and township, it will be forwarded to the State Planning Agency for final approval. This process may take one to one and a half months. Peterson inquired as to whether or not the state would question why the annexation area skips over several properties. Ms. Wischnack explained that when it gets to the state level, they assume those types of issues have been addressed and resolved. 2 CITY COUNCIL AGENDA - JULY 10,2001 Motion by Peterson, second by Haugen, to approve Resolution No. 11757. The motion passed unanimously. 7. NEW BUSINESS (a) CONSIDERATION OF THE REVIEW AND ACCEPTANCE OF 2000 AUDIT Ken Merrill, Finance Director, introduced Auditor Kyle Meyers of Abdo, Eick and Meyers, who reviewed the 2000 audit results and report with the Council. Mr. Meyers presented and explained the various financial statements included in the document to the Council. The various City funds, revenues and expenditures for the year were summarized. Motion by Haugen, second by Hoversten, to accept 2000 audit. The motion carried unanimously. (b) CONSIDERATION OF FUNDING REQUEST FOR MCLEOD ALLIANCE FOR VICTIMS OF DOMESTIC VIOLENCE, INC. Mr. Plotz explained that the City has done research on these types of fund requests. The City can contribute to certain types of event-related activities, such as Music in the Park. The League of Minnesota Cities has advised cities not to make contributions to non-event activities except in certain situations allowed by law. Requests similar to that ofthe Alliance are normally held until later in the year when the City has more information regarding the budget process. Mr. Schieffer stated that he will research state statute regarding this matter and report back to the Council. Motion by Peterson, second by Haugen, to defer request of funding for McLeod Alliance for Victims of Domestic Violence, Inc. until more research can be done. The motion carried unanimously. (c) CONSIDERATION OF REORGANIZATION PROPOSAL FOR P ARK AND RESOURCE RECOVERY DEPARTMENT Dolf Moon, PRCE Director, explained that following the resignation of John Arlt, PRCE Coordinator, the department has an opportunity to review the staffing alignment of the Park and Recreation Dept. He requested that the Council consider transferring a current employee into the Parks Resource Management position, allow for an internal departmental posting for up to two Lead Maintenance Operator positions, and advertising publicly for the positions of full-time Maintenance Operator and Resource Recovery Coordinator. Mlinar inquired as to how the funds balance out with the changes. Mr. Moon explained that sound decisions have been made as far as the reorganization is concerned and the costs are similar or slightly less. Motion by Haugen, second by Hoverten, to approve reorganization of Park and Resource Recovery Department. Motion carried unanimously. (d) CONSIDERATION OF SETTING A COUNCIL WORKSHOP FOR 4:00 P.M. ON TUESDAY, AUGUST 14,2001, FOR THE REVIEW OF LIQUOR STORE LOCATION AL TERNATIVES Motion by Hoversten, second by Peterson, to schedule a council workshop for 4:00 p.m. on August 14, 2001, at City Center to review liquor store location alternatives. Motion carried unanimously. 8. MISCELLANEOUS (a) COMMUNICATIONS 3 CITY COUNCIL AGENDA - JULY 10,2001 Change Order No.4 Letting No. Mr. Rodeberg explained that this order is for Rolling Meadows improvement project. The change order includes adjustments necessary for the final payment and is an auditing requirement. Motion by Peterson, second by Haugen to approve. Motion carried unanimously. Kay Peterson - Ms. Peterson informed the group that on July 24,2001 the Hutchinson Area Foundation and the Hutchinson Public Library will have a ribbon cutting ceremony at 3 :30 p.m. for the dedication of the new automatic doors for the Library. John Rodeberg - Mr. Rodeberg explained that there have been problems with the Crow River dam stemming from the flooding this spring. Gates were damaged during the flooding and haven't been able to be repaired or completely shut. Now that the water has receded, both gates have been repaired and closed. DiscussiOn has been brought forward in regards to modifying the dam as discussed with the Dept. of Natural Resources. The Council encouraged further discussion with the DNR. On Wednesday, July 18, 2001, there will be a meeting at City Center from Noon to 2:00 p.m. regarding the comprehensive plan update relating to transportation issues. Also on Wednesday July 18, there will be an open house for the Southwest Ring Road proposal from 4:30-7:00pm at HATS. Public opinion will be accepted as far as the route is concerned. The public is encouraged to attend. A formal presentation will be held at the beginning of the open house. Mr. Mlinar asked about other cities implementing watering bans. Mr. Rodeberg explained that at this time Hutchinson has no problems. Mr. Mlinar also asked that if citizens have sodded their yards, would there be an exception to the watering ban. Mr. Rodeberg stated that typically there are not exceptions. Mr. Rodeberg also gave tips as to how to conserve water - avoid watering between 11 :00 a.m. and 6:00 p.m. and water about 1 inch per week. 9. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS (a) VERIFIED CLAIMS A Motion by Mlinar, second by Haugen, to approve and authorize payment of V erified Claims A from appropriate funds. The motion carried unanimously. (b) VERIFIED CLAIMS B There were no Verified Claims B to approve. A member from the audience inquired about a liquor license for Lindo Mexico restaurant. Mr. Mlinar explained that the police department conducts a background check and that they had recommended denial. He referred the individual to the police department for further information. 10. ADJOURN With no further business to discuss, the meeting adjourned at 6: 15 p.m. 4