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03-09-2004 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, MARCH 9, 2004 1. CALL TO ORDER - 5:30 P.M. Mayor Marlin Torgerson called the meeting to order. Members present were Jim Haugen, Casey Stotts, Kay Peterson and Bill Arndt. Others present were Gary Plotz, City Administrator; Marc Sebora, City Attorney; and John Rodeberg, Director of Engineering and Public Works. 2. INVOCATION - Father Bill Sprigler, St. Anastasia Catholic Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. MINUTES (a) REGULAR MEETING OF FEBRUARY 24,2004 The minutes were approved as presented. 5. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. HUTCHINSON PUBLIC LIBRARY MINUTES FROM JANUARY 26,2004 2. BUILDING DEP ARTMENT MONTHLY REPORT FOR FEBRUARY 2004 3. HUTCHINSON UTILITIES COMMISSION FINANCIAL REPORT FOR JANUARY 2004 4. HUTCHINSON AREA HEALTH CARE FINANCIAL REPORT FOR JANUARY 2004 (b) RESOLUTIONS AND ORDINANCES 1. ORDINANCE NO. 04-370 - CONSIDERATION FOR APPROVAL OF CHANGES TO FIREWORKS ORDINANCE SECTION 10.51 PERMITTED WITHIN THE CITY LIMITS (SECOND READING AND ADOPTION) 2. RESOLUTION NO. 12350 - RESOLUTION FOR PURCHASE (c) CONSIDERATION FOR APPRO V AL OF SHORT TERM LIQUOR LICENSE FOR AMERICAN LEGION POST 96 ON APRIL 17, 2004, AND JUNE 3-5, 2004, AT THE MCLEOD COUNTY FAIRGROUNDS (d) CONSIDERATION FOR APPROVAL OF MOTORIZED GOLF CART PERMIT FOR JOSHUA HAL VERSON ON ruNE 12, 2004 (e) CONSIDERATION FOR APPROVAL OF CHANGE ORDER NO.2 FOR STONEY POINT LIFT STATION (f) LETTING NO.7, PROJECT NO. 04-08 - CITY WIDE SEAL COAT PROGRAM - ORDERING PREPARATION OF REPORT ON IMPROVEMENT - RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT (g) CONSIDERATION FOR APPROVAL OF OUT-OF-STATE TRAVEL FOR KEN WICHTERMAN TO MONROE, WISCONSIN FROM APRIL 14 - 16, 2004 (h) CONSIDERATION FOR APPROV AL OF CREATING TAX FREE ZONES RELATED TO THE CITY COUNCIL MINUTES - MARCH 9, 2004 JOB OPPORTUNITY BUILDING ZONES PROGRAM (i) CONSIDERATION FOR APPROVAL OF SHORT-TERM GAMBLING LICENSE FOR CROW RIVER HABITAT FOR HUMANITY ON AUGUST 24,2004, AT THE MCLEOD COUNTY FAIRGROUNDS Items 5(c) and 5(h) were pulled. Motion by Haugen, second by Peterson, to approve consent agenda with the exception of items 5(c) and 5(h). Motion carried unanimously. Item 5( c) had further discussion. Marc Sebora stated that he, Lt. Erlandson and the American Legion are currently looking at security issues regarding the event that this liquor license will be used for. He requested that this license be tabled to a future meeting to allow time for the three of them to come to an agreement on these issues. Motion by Arndt, second by Haugen to table this item to the next Council meeting. Motion carried unanimously. Item 5(h) had further discussion. Mayor Torgerson read a memo from the 3M plant manager. The memo stated that 3M is no longer seeking approval in the JOBZ program and will be constructing the new site using their own funding. Therefore, this item does not require any action. 6. PUBLIC HEARINGS - 6:00 P.M. (a) CONSIDERATION FOR APPROVAL OF BUSINESS SUBSIDY AGREEMENT BETWEEN THE CITY OF HUTCHINSON AND 3M COMPANY FOR CREATION OF A TAX FREE ZONE This item was pulled from the agenda due to 3M's request. They are withdrawing their application with the state for the JOBZ program. No public hearing held and no action taken. 7. COMMUNICATIONS, REQUESTS AND PETITIONS (a) PRESENTATION BY MARC VAILLANCOURT, CHAIR, HUTCHINSON 150TH ANNIVERSARY CELEBRATION Mr. Vaillancourt presented before the Council. Mr. Vaillancourt explained his background and the reason that decided to chair this event. He continued to outline his mission and objectives of the event. When the event plans are getting closer to finalization, Mr. Vaillancourt will present again in front of the Council. Mr. Vaillancourt stated that he has received several telephone calls and e-mails with ideas of how to celebrate the Sesquicentennial. His plans in the near future are to contact some of those individuals and develop a steering committee. (b) UPDATE AND PROGRESS REPORT ON CREEKSIDE SOILS - STEVE MADSON Steve Madson, Interim General Manager, Creekside Soils, presented before the Council. Mr. Madson reviewed for the Council the activities of the city-owned compost site since 1999, when it first began construction. Immediate issues that needed attention were adequate staffing levels, defined management structure, and a lack of administrative/operational protocols. Mr. Madson reviewed the short-term goals in order to tackle these issues. He further reviewed the long-term goal s of the facility. Mr. Madson offered sal es proj ections for the next three years, with anti ci pati on of a profit in 2006 of $212,000. 2 CITY COUNCIL MINUTES - MARCH 9, 2004 Mr. Madson informed the Council that the compost facility has not obtained any concrete grants, but that the City's legislators are being lobbied to secure such. (c) UPDATE ON HUTCHINSON CONVENTION & VISITORS BUREAU'S STRATEGIC PLAN - DOLF MOON DolfMoon, ParksIRecreation/Community Education Director, presented before the Council. Mr. Moon explained that a committee had been formed in early 2004 with the function of developing a strategic plan for the Hutchinson Convention & Visitors Bureau (HCVB). The committee decided to work with a facilitator to work on the structure and accountability of the HCVB which will help in the process of creating a strategic plan. Mr. Moon stated that a deadline had been given of March 23, 2004, to have the plan in place and he is requesting that an extension be granted to allow the committee to better develop the plan. Mr. Moon is requesting that the deadline be moved back to May 30, 2004. Motion by Peterson, second by Stotts, to authorize May 30, 2004 as the deadline date for the strategic plan to be developed for the HCVB. Motion carried unanimously. ( c) PRESENT A TION BY HUTCHINSON DOWNTOWN ASSOCIATION REGARDING LIQUOR STORE LOCATION Matt McMillan, volunteer with Hutchinson Downtown Association, presented before the Council. Mr. McMillan presented on behalf of the HDA which supports the idea of a single liquor store site, located in the downtown. The HDA circulated a petition amongst downtown business owners and the general public who are also in support of a single store located in the downtown. Mr. McMillan informed the Council that the HDA Board approved a resolution in support of this single-store option. Mr. McMillan offered comparison numbers between a single-store option and a two-store option with the results of a single-store option bringing in $75,000 more than a two-store option over the next three years. Mr. McMillan also reviewed risks for a single-store versus a two-store option, with risks potentially lower for a single-store site. Overall, the HDA feels that there is more profit and less nsk for a single-store option. 8. UNFINISHED BUSINESS 9. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF LIQUOR STORE RECOMMENDATION Len Sage, Dakota Worldwide Corporation, presented before the Council. Mr. Sage stated that he had been retained by the City of Hutchinson in the Fall of 2003 to conduct a feasibility study to determine whether a new single store should be retained in the downtown area or whether a second store should be opened in another district of the city. Mr. Sage reviewed the trade area that the Liquor Hutch is contained in and comparison numbers within the trade area. Mr. Sage reviewed site evaluation information amongst three sites: the current liquor store site, proposed site downtown on Main Street/1st Avenue and proposed site south on Denver Avenue and Highway 15. The result of Mr. Sage's study indicates that more income will be generated from a two-store option, with the current store remaining where it is and a new store beIng built on the south end of town. Motion by Stotts, second by Torgerson, to accept feasibility study from Dakota Worldwide Corporation and direct the liquor store committee to research numbers for a south store location. The research would include lot/building availability and construction/remodeling costs. A roll call vote was taken: Haugen - nay, Arndt nay, Peterson - nay, Stotts - aye, Torgerson - aye. Motion failed 3-2. Motion by Arndt, second by Stotts, to research the cost factors for both a one-store option downtown 3 CITY COUNCIL MINUTES - MARCH 9, 2004 and a two-store option and then compare the costs to make the decision as to how to direct the liquor store committee. Ken Merrill clarified how the pro forma was completed. A roll call vote was taken. Haugen - nay, Arndt - aye, Peterson - aye, Stotts - aye, Torgerson - aye. Motion carried 4 to 1. (b) CONSIDERATION FOR APPROVAL OF ENTERING INTO LEASE AGREEMENTS FOR EQUIPMENT TO BE USED AT CREEK SIDE COMPOST FACILITY Steve Madson, Interim General Manager of Creek Side Compost Facility, presented before the Council. Mr. Madson is requesting that the Council approve the procurement for needed pieces of equipment for the compost facility. They consist of two truck tractors, a low boy trailer and two skid loaders. Motion by Peterson, second by Haugen to approve the leasing of two truck tractors from Jerry's Transmission. Motion carried unanimously. Motion by Arndt, second by Peterson, to approve the leasing of a low boy trailer from St. Joseph Equipment Co. Motion carried unanimously. Motion by Stotts, second by Peterson, to approve leasing two skid loaders from Farm Rite. Motion carried unanimously. ( c) CONSIDERATION FOR APPROVAL OF REVISED JOB DESCRIPTIONS FOR ENGINEERING DEP ARTMENT AND AUTHORIZING ADVERTISEMENT FOR POSITIONS John Rodeberg, Director of Engineering, reminded the Council that at the Council Visioning workshop, the engineering department informed the Council that it had been reviewing options for reorganizing the department to better control improvement proj ects and decrease consultmg costs. Based upon its review and a peer review completed by the American Society of Civil Engineers, the department feels that the best way to reorgamze is to fill the Assistant City Engineer pOSItion with a licensed City Engineer and to hire an entry level engineering technician to conduct construction inspections. These two positions would take over work now hired by consultants and therefore there would be no increase in the general fund budget. Motion by Peterson, second by Arndt, to approve revised job descriptions for the engineering department and authorize advertisement for the Engineering Technician II and City Engineer positions. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF XCEL ENERGY GRANT APPLICATION John Madole presented before the Council. Mr. Madole is requesting the Council's approval for him and Dr. Doug Johnson to submit a grant application to Xce1 Energy which will allow them individual to conduct research at the wastewater treatment facility on hydrogen and methane generation from biosolids and other biomass sources. $lO,OOO/year would be paid to the City for this two-year project. Motion by Arndt, second by Peterson, to approve the Xce1 Energy Grant Application for the Waste Water Treatment Facility. Motion carried unanimously. 10. MISCELLANEOUS (a) COMMUNICATIONS Bill Arndt - Council Member Arndt congratulated the swim team and wrestling team on their achievements at the state tournament. Casey Stotts - Council Member Stotss thanked Steve Madson and Doug Johnson of the compost facility for being present tonight and updating the Council and public on the activity at the compost 4 CITY COUNCIL MINUTES - MARCH 9, 2004 facility Gary Plotz - Mr. Plotz informed the Council that a Request For Proposals has been developed and will be advertised locally and in the marketplace for a General Manager at the compost facilIty. Mr. Plotz asked for volunteers from the Council to review the RFPs that are received. Kay Peterson and Bill Arndt volunteered. Mr. Plotz ~lso informed the Council that a Police Civil Service Commission meeting will be held March lOt at 7:30 a.m. at the police department. Mr. Plotz informed the Council that over 20 individuals had applied for the Police Chief position and a committee consisting of staff, Council and a Police Commission member interviewed seven individuals. This committee has narrowed the final candidates to three and these three will be presented to the Police Commission tomorrow morning. In addition, the Police Commission will clarify whether or not any additional testing will need to be completed by the top three candidates. The full Police Commission will also be invited to sit in on the final three interviews. John Rodeberg - Mr. Rodeberg apologized to the Council for falling behind on projects due to lack of staff. He also stated that city streets will be in tough shape this spring with lots of pot holes. 11. CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Marlin Torgerson raised a question on an $800 bill paid to Dummies Unlimited. Casey Stotts stated that he believes this was for a dummy purchased for the fire department. Motion by Peterson, second by Arndt, to approve claims, appropriations and contract r.ayments, with the stipulation that ifit wasn't a dummy purchased for the fire department, that the bIll to Dummies Unlimited not be paid. Motion carried unanimously. 12. ADJOURN With no further business to discuss, the meeting adjourned at 8: 10 p.m. 5