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01-08-2002 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL JANUARY 8, 2002 1. CALL TO ORDER - 5:30 P.M. Mayor Marlm Torgerson called the meeting to order. Council Members present were John Mlinar, Jim Haugen, Kay Peterson and Duane Hoversten. Also present were Gary Plotz, City Administrator and John Rodeberg, Director of Engineering/Public Works. 2. INVOCATION - The invocation was dispensed due to the absence of Rev. Kevin Oster, Our Savior's Lutheran Church. 3. MINUTES (a) REGULAR MEETING OF DECEMBER 21,2001 (b) SPECIAL ORGANIZATIONAL MEETING OF JANUARY 2, 2002 (c) BID OPENING FROM DECEMBER 21,2001 Minutes were approved as presented 4. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. HUTCHINSON PUBLIC LIBRARY BOARD MEETING MINUTES FROM NOVEMBER 26, 2001 2. HUTCHINSON FIRE DEPARTMENT MONTHLY REPORT FOR DECEMBER 2001 3. BUILDING DEPARTMENT MONTHLY REPORT FOR DECEMBER 2001 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 11866 - RESOLUTION FOR PURCHASE OF JOHN DEERE TRACTOR & LOADER AND WHEEL LOADER & PLOW (c) CONSIDERATION FOR APPROVAL OF STATE PREMISES PERMIT RENEWAL FOR AMERICAN LEGION POST 96 (d) CONSIDERATION FOR APPROVAL OF AGREEMENT WITH AUGUST ANA SENIOR DINING FOR 2002 (e) CONSIDERATION FOR ACCEPTANCE OF BID FROM ORVIS WAHL FOR PURCHASE OF CAB-OVER SWEEPER AND MACK TRUCK Item (e) was omitted from the Consent Agenda. Motion by Haugen, second by Mlinar, to approve consent agenda. Motion carried unanimously. 5. PUBLIC HEARING - 6:00 P.M. - NONE 6. COMMUNICATIONS. REQUESTS AND PETITIONS (a) REVIEW OF FIVE-YEAR CAPITAL PLAN Ken Merrill, Finance Director, informed the Council that a draft plan has been created outlining items over $10,000 that are being requested for purchase between the years 2002 and 2006. Mr. CITY COUNCIL MINUTES - JANUARY 8, 2002 Merrill noted that there are various changes from last year's approved plan. He explained that these changes are mainly due to requests for changes in the infrastructure. Mr. Merrill also explained that the main focus of this meeting's discussion will be on the year 2002 plan. Mr. Merrill explained the contents of the Capital Plan draft to the Council and how the draft document is laid out. John Olson, Assistant Public Works Director, explained the proposed budget for the airport. Mr. Olson explained that the airport's capital plan is set up with the Federal Airport Improvement Program, which has a 90% match for local airport projects. Mr. Olson explained that due to Hutchinson being involved in this program, these plans need to be in place whether or not the funds are actually used or not. Mr. Olson further explained the proposed capital plan for the central garage. He explained that the years 2002-2005 hold the infusion of cash from previous years. Further funds in the plan incorporate additional space for mechanical repairs due to more mechanics being employed by all three entities (city, county and state). Julie Wischnack, Director of Planning/Zoning /Building, presented on the funds proposed for the City Center and Public Library. Ms. Wischnack explained that the funds proposed for the City Center include funding for upgrading/repairing the heating/ventilation system. The additional funds are for a mechanical filing system needed for the vast amount of files that need to be retained within the City Center. Ms. Wi schnack explained that the funds proposed for the library mainly incorporate new carpeting. Also budgeted are funds for painting the building. Dolf Moon, Director of Parks, Recreation & Community Education, explained the funds proposed for the Civic Arena and Recreation Center. Mr. Moon explained that the bulk of the proposed budget includes the new softball complex and upgrades to the outdoor swimming pool. These items will need to be approved by the citizens of Hutchinson through a public vote. Mr. Moon explained that the reason for the proposal of a new softball complex is due to the lack of ballfields for all of the youth and adult leagues. The remaining proposed funding ranges from plexi-glass replacements at the Civic Arena to upgrades of park shelters to resurfacing tennis courts. There is also proposed funding for new park shelters due to the demand for parks in residential areas. Mr. Moon further explained that the floor in the Recreation Center will also need to be replaced. Randy DeVries, Director of Water/Wastewater, explained the funds budgeted for the compost site. Mr. DeVries noted that funds proposed are for fencing and a parking lot. There is the possibility of the site going county wide, therefore there will be a need for expansion to the building as well. Mr. Plotz noted that the county is currently paying for the grinder at the compost site, therefore, this may become a joint project. Mr. DeVries further explained the proposed Capital Plan for the Wastewater Dept. Funds proposed included a new lift station, upgrades to equipment at the Wastewater Plant building, and new pumps at the lift stations. Mr. DeVries explained that the state may impose regulations relating to phosphorous and therefore may cause upgrades needed for equipment and to the plant. Mr. DeVries explained that the funds proposed for the Water Plant are mainly for the upgrades to the Water Plant itself. Also included is a new water tower at the south end of town. The Water Plant is the main component of the proposed funds. Mr. Merrill noted on behalf of Economic Development that the funding source for the industrial park expansion will be changed. Brad Emans, Fire Chief, explained that the funding for the fire department proposed is for a multi-use vehicle and a fire/police training center. The training center will be 75% funded by a grant. Additional funding will be used for interior painting at the Fire Station. Mr. Merrill explained that the funding for the training center was duplicated, hence the high number listed 2 CITY COUNCIL MINUTES - JANUARY 8, 2002 under the Fire line item. Mr. Merrill noted on behalf of the HRA that $150,000 funding is being proposed. John Rodeberg, Director of Engineering /Public Works, explained that over half of the funding in the Capital Improvement Plan is for infrastructure improvements. Mr. Rodeberg explained the policy and process used to determine which streets will receive improvements. He explained that the surface of the streets and the sanitary sewer, watermain and storm sewer systems are rated and evaluated. Mr. Rodeberg further detailed the tools used to gauge and monitor the financing of the growth in Hutchinson. Mr. Rodeberg explained the numbers proposed for the Capital Plan and related them to the projects they are proposed for. Mr. Rodeberg presented the projects slated for 2002. Mr. Rodeberg noted that there is proposed funding in the Public Works department to purchase aerial topography and digital orthopohtos in the community in 2002, but this will be delayed until funding is available (estimated in 2004). Tom Kloss, Information Technology Coordinator, explained that funds for laptops, monitors, servers and other upgrades are proposed in the IT Capital Plan. Mr. Kloss also noted that when a user receives a new, upgraded computer, that user's machine is then transferred to another area for use. Neil Wegner, Liquor Store Manager, explained that a store expansion is proposed in the Liquor Store's proposed plan. Mr. Wegner stated that price comparisons have been conducted between remodeling the current location with building a new facility. Also proposed in the Capital Plan are funds to purchase land on the south end of town to build a second liquor store. Ken Merrill noted that due to the absence of Steve Madson, Police Chief, the Police Services plan will be reviewed at a later date. Mr. Merrill stated that the funds listed in the General Obligations bonds section would be used to fund the softball complex/waterpark and the expansion to the police station. These funds would need voter approval. Mayor Torgerson noted that this is a plan and is not an approved list of expenditures. Kay Peterson noted that she was in favor of the format and that she appreciated all of the work that had gone into it. John Mlinar commented that it is favorable to project into the future the needs that may need to be addressed. Mr. Merrill stated that the final plan will be presented at the next Council meeting for a recommendation of approval. 7. UNFINISHED BUSINESS 8. NEW BUSINESS (a) CONSIDERATION OF SETTING COUNCIL WORKSHOP FOR JANUARY 22, 2002, AT 4:00 P.M. TO DISCUSS URBAN DESIGN GUIDELINES WITH PLANNING COMMISSION Motion by Peterson, second by Hoversten, to set council workshop for January 22,2002, at 4:00 p.m. Motion carried unanimously. (b) CONSIDERATION FOR CHANGE ORDER REQUEST REGARDING HUTCHINSON EVENT CENTER DolfMoon, Director Parks, Recreation & Community Education, explained to the Council that a change order is requested by Shingobee Builders for the Event Center. Mr. Moon explained that Wold Architectures recommends approval for these change orders. Mr. Moon explained the process that the Event Center Committee used when setting priorities regarding the initial planning phase of the Event Center. Items were disregarded initially, however due to the project coming in under budget, they can now be considered. These 3 CITY COUNCIL MINUTES - JANUARY 8, 2002 change orders are required mainly for a partition in a conference room and plumbing work that needs to be done between walls. Motion by Mlinar, second by Haugen, to accept change order request for Hutchinson Event Center. Motion carried unanimously. John Rodeberg explained that a pilot test needs to be conducted for the Water Treatment plant. However, city staff has agreed that work conducted to date should be evaluated. Consultants have been interviewed to review the work conducted at the Water Plant to date. Mr. Rodeberg noted that if this review is done before the testing begins, it will give the consultants the best understanding of the processes and technologies used. Approval is needed by the council to approve the agreement with the chosen consultant, HDR, to review work done to date at the Water Treatment Plant. Mayor Torgerson noted that the selected company is very well-respected in the industry. Motion by Peterson, second by Haugen to approve the agreement with HDR Engineering for professional services to conduct a review of the Water Treatment Study. Motion carried unanimously. MISCELLANEOUS (a) COMMUNICATIONS Jim Haugen - Mr. Haugen noted that the Council should set a date for a Visioning Workshop. Motion by Peterson, second by Mlinar, to set a Visioning Workshop for January 23,2002, at 12:00 p.m. Motion carried unanimously. John Mlinar - Mr. Mlinar noted that he has received a couple of phone calls on sump pumps and the pipes freezing up. He also noted that even if the pipes are frozen and the pumps are not hooked up correctly, the pumps will continue to run but will not be pumping water out. Mr. Rodeberg stated that heat tape may be a solution, but he encouraged citizens to not revert to the "old methods". He noted that many citizens are trying to do things appropriately, but the hook -up is not working for them. He further explained that city staff is able to accommodate these residents in certain ways by conducting further inspections of hook-ups. Gary Plotz - Mr. Plotz reviewed the items covered at the Leadership meeting: 1) HDR Report; 2) Rail Preservation (negotiation is currently taking place). Mr. Plotz suggested that a committee be created to work on the rail preservation if the portion of the rail located by the Utilities plant is purchased. Kay Peterson and Jim Haugen were appointed to the committee along with Clarence Kadrmas, John Rodeberg, Marc Sebora and Gary Plotz. Additionally, there was discussion held regarding Spruce Ridge Landfill and a process used to capture methane off of compost and provide energy for homes. There is potential for groundwater contamination and air & noise quality issues. Mr. Plotz suggested that the Hutchinson Solid Waste Committee become mvolved with this issue. Mayor Torgerson agreed that the committee should meet relatively soon to discuss and review this issue. 10. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS (a) VERIFIED CLAIMS A Motion by Peterson, second by Haugen, with Hoversten abstaining, to approve and authorize payment of Verified Claims A from appropriate funds. Motion carried unanimously. (b) VERIFIED CLAIMS B 4 CITY COUNCIL MINUTES - JANUARY 8, 2002 Motion by Hoversten, second by Mlinar, to approve and authorize payment of V erified Claims B from appropriate funds. Motion carried unanimously. 11. ADJOURN With no further business to discuss, the meeting adjourned at 7: 10 p.m. 5