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06-10-2003 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, JUNE 10,2003 1. CALL TO ORDER - 5:30 P.M. Mayor Marlm Torgerson called the meeting to order. Members present were Jim Haugen, Kay Peterson, Bill Arndt and Duane Hoversten. Others present were Gary Plotz, City Administrator, Marc Sebora, City Attorney and John Rodeberg, Director of Engineering/Public Works. 2. INVOCATION - Rev. Howard Anderson, Hunter's Ridge Community Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. MINUTES (a) REGULAR MEETING OF MAY 27,2003 (b) BID OPENING FROM MAY 23, 2003 (c) SPECIAL MEETING FROM MAY 29,2003 Minutes were approved as presented. 5. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. HUTCHINSON FIRE DEPARTMENT MONTHLY REPORT FOR MAY 2003 2. BUILDING DEPARTMENT MONTHLY REPORT FOR MAY 2003 3. HUTCHINSON AREA HEALTH CARE FINANCIAL REPORTS FOR FEBRUARY, MARCH AND APRIL, 2003 4. HUTCHINSON UTIL TIES COMMISSION FINANCIAL REPORTS FOR FEBRUARY, MARCH AND APRIL 2003 (b) RESOLUTIONS AND ORDINANCES 1. ORDINANCE NO. 03-339 - AN ORDINANCE AMENDING THE OFFICIAL ZONING MAP OF THE CITY OF HUTCHINSON FORA PROPERTY TO BE REZONED FROM Rl AND C2 TO R2 LOCATED AT OUTLOT A, RA VENWOOD (SECOND READING AND ADOPTION) 2. RESOLUTION NO. 12195 - RESOLUTION APPROVING WASTE WISE INTERNSHIP POSITION AT CREEKSIDE COMPOST FACILITY 3. RESOLUTION NO. 12196 - RESOLUTION AUTHORIZING THE HUTCHINSON COMMUNITY DEVELOPMENT COMMISSION TO WAIVE DEVELOPER'S FEE (c) CONSIDERATION FOR APPROVAL OF CHANGE ORDER NO.1 FOR LETTING NO.2, PROJECT NO. 02-03 (d) CONSIDERATION FOR APPROVAL OF EMPLOYMENT AGREEMENT DOCUMENT FOR EDA INTERIM DIRECTOR POSITION (e) CONSIDERATION FOR APPROVAL OF AMENDING RESOLUTION NO. 11527, SUPPORTING CITY COUNCIL MINUTES - JUNE 10, 2003 THE HRA TO BECOME AN ORGINATING LENDER FOR THE FIX-UP FUND LOAN PROGRAM, AND REQUEST FOR APPROVAL OF REVISED HOUSING REHABILITATION REVOLVING LOAN FUND GUIDELINES AND REQUEST FOR APPROV AL OF AMENDING RESOLUTION 10581 RELATED TO THE AUTHORIZATION TO ADMINISTER CITY HOUSING FUNDS (t) CONSIDERATION FOR APPROVAL OF CITY PARTICIPATION IN THE ROLLING MEADOWS EAST DEVELOPMENT Item 5(b)2 was pulled for further discussion. Kay Peterson noted that at the McLeod County Solid Waste Advisory Committee meeting it was clarified that this is not an internship position. Gary Plotz stated that the State of Minnesota has a program to employ individuals to research waste programs. Mr. Plotz verified that this is not an internship program, however Ed Homan, Solid Waste Director, had requested that this resolution be drafted to start the process. The resolution will be reworded to appropriately identify the position and will be presented to SW AC. Motion by Peterson, second by Haugen, to approve consent agenda. Motion carried unanimously. 6. PUBLIC HEARINGS - 6:00 P.M. (a) UPDATING BUSINESS SUBSIDIES CRITERIA POLICY Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt explained that State Legislature has required that Cities adopt criteria in which they award subsidies to businesses. The State also requires that cities have specific criteria with quantifiable numbers included. Mr. Seppelt explained the criteria established for the City of Hutchinson providing assistance to businesses. The policy includes retaining flexibility for providing assistance. Motion by Haugen, second by Peterson, to close public hearing. Motion carried unanimously. Motion by Haugen, second by Hoversten, to approve business subsidies criteria policy. Motion carried unanimously. 7. COMMUNICATIONS. REQUESTS AND PETITIONS (a) Tom Kloss, Information Technology Director, demonstrated features of the new City of Hutchinson web site. The web site has been rebuilt to be more efficient and customer-friendly. 8. UNFINISHED BUSINESS (a) CONSIDERATION FOR APPROVAL OF ESTABLISHING LOCATION FOR TRAFFIC CONTROL DEVICES John Rodeberg noted that at the last Council meeting this item was deferred so that notification could be given to the residents in the effected areas. A revised resolution has been submitted to remove the items that may be controversial. Those traffic control devices will be presented for approval when communication has been able to be distributed. Motion by Hoversten, second by Peterson, to approve Resolution No. 12183 establishing location for traffic control devices. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF TEMPORARY SIGN REQUEST BY HUTCHINSON 2 CITY COUNCIL MINUTES - JUNE 10, 2003 AREA UNITED WAY Marc Sebora, City Attorney, informed the Council that he had reviewed the request from the United Way. Mr. Sebora suggested that a franchise agreement be entered into for this temporary sign project. Mr. Sebora recommended that this item be deferred to the next meeting as to allow him time to discuss with United Way and draft a franchise agreement. Motion by Arndt, second by Haugen, to defer this item to the June 24, 2003, Council meeting. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF ARCHITECT SERVICES CONTRACT FOR LIQUOR STORE Miles SeppeIt, EDA Director, explained that this agreement was presented at the last Council meeting however the City Attorney had not had an opportunity to review it. Changes have been made to the contract and one other piece that needs to be added is a not to exceed level. Mr. SeppeIt requested that this item be deferred to the June 24, 2003, Council meeting to include this language. Motion by Arndt, second by Haugen, to table this item to the June 24, 2003, Council meeting. Motion carried unanimously. 9. NEW BUSINESS (a) UPDATE ON CONCEAL AND CARRY LAW Marc Sebora, City Attorney, reviewed the Conceal and Carry Law that was approved by Minnesota Legislature. Mr. Sebora stated that this law effects city employees by restricting their ability to carry guns during their employment. Mr. Sebora recommended that a policy be drafted to address this issue. The other way it effects the City is allowing guns on city property. City entities do not have the ability to ban guns from city property, which may also include the city-owned hospital. This raises a serious issue for Hutchinson. Marlin Torgerson noted that he would like to schedule a meeting with Police Commission members, Lt. Erlandson and Marc Sebora to discuss challenging the law which prohibits cities from not being able to ban guns from certain city-owned buildings. (b) UPDATE ON CITY OF HUTCHINSON 2003 BUDGET Ken Merrill, Finance Director, presented before the Council. Mr. Merrill explained that city staffhas revised the 2003 budget in response to the State budget reductions. The City of Hutchinson's reduction from the state will total approximately $641,000 for FY 2003 and FY 2004, which is lower than initially brought forth by the Governor's office. The City's plan in response to the State's budget deficit included freezing employee wages, freezing capital expenditures, not hiring new employees and downsizing staff levels. Mr. Merrill continued to explam that a new LGA formula has been established for 2004. Mr. Merrill explained the State's allowance of levy limits. Mr. Merrill reviewed the departments that have reduced their budgets and how they have done so. The annualized total reduction for 2004 is approximately $1.1 million. The revised City plan that Directors developed includes removing the freeze on performance pay, capital expenditures and removing the freeze of hiring new employees for 2003 as $774,000 has been reduced from the 2003 general fund budget. Severance and retirement employee payments in 2003 will come from the general fund balance. (c) CONSIDERATION FOR APPROVAL OF SETTING 2002 AUDIT REVIEW INFORMATIONAL MEETING Ken Merrill, Finance Director, explained that the City's auditors will have a completed report by June 24,2003, and would like to review the audit with the City Council. Motion by Peterson, second by Hoversten, to approve setting 2002 audit review informational meeting 3 CITY COUNCIL MINUTES - JUNE 10, 2003 for June 24, 2003, at 4:00 p.m. Motion carried unanimously. 10. MISCELLANEOUS (a) COMMUNICATIONS 1. DISCUSSION ON EXTENSION OF BAR/RESTAURANT CLOSING HOURS Marc Sebora, City Attorney, noted that the State Legislature has passed a law to extend bar hours to 2:00 a.m. and gives the City the authority to extend the hours locally as well. Mr. Sebora noted that the change in the law takes effect July 1, 2003. Mr. Sebora wanted to bring it to the Council's attention. Mr. Sebora also informed the Council that back in 1954 an individual deeded some property on Jefferson Street to the City of Hutchinson for a street easement. The City has not found a need for services on this property, therefore the City would like to dispose of the land. City Charter requires that this type of procedure be passed by ordinance. Motion by Peterson, second by Arndt, to set second reading of Ordinance 03-343 for June 24,2003. Motion carried unanimously. Gary Plotz - Mr. Plotz asked Ken Merrill to present a four-month report on the compost site sales activity. Sales have been very good at the compost site for the first four months of the year. Mr. Merrill noted that approximately $130,000 has been received in sales at the compost site. Mr. Plotz also noted that a fire occurred while the horizontal grinder was being operated. The grinder is insured and the fire is being investigated by the League of Minnesota Cities. The grinder has been replaced by the City's insurance coverage. Mr. Plotz also informed the Council that the City of Hutchinson was awarded a five-year contract to haul the City of Minneapolis' s organic material, or leaves specifically. The City of Hutchinson will be paid a maximum of $750,000 per year to haul this material. However, a large portion of this payment will be going to the hauling of the material and the storing of the material. In addition, ~right County has a facility available that the City of Hutchinson may be able to process the material m. Mr. Plotz also informed the Council that Norm Coleman's office will be in the City tomorrow morning, and will be holding a meet and greet in the Council Chambers at 8:30 a.m. Marlin Torgerson - Mayor Torgerson commended Mr. Plotz on his hard work in achieving the goals of the compost site. John Rodeberg - Mr. Rodeberg noted that the Dale!2ndAvenue project is going very well and is on schedule. Mr. Rodeberg noted that the Jefferson Street project is progressmg and gravel should be placed next week. Mr. Rodeberg stated that drainage m the Northwoods neighborhood is being addressed. II.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 (b) VERIFIED CLAIM B Motion by Peterson, second by Hoversten, to approve and authorize payment of V erified Claims A from appropriate funds 4 CITY COUNCIL MINUTES - JUNE 10, 2003 12. ADJOURN With no further business to discuss, the meeting adjourned at 6:50 p.m. 5