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02-22-2005 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, FEBRUARY 22, 2005 1. CALL TO ORDER - 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Bill Arndt, Kay Peterson, Jim Haugen and Casey Stotts. Others present were Gary Plotz, City Administrator, Marc Sebora, City Attorney and John Rodeberg, Director of Public Works 2. INVOCATION - Rev. Sam Grozdanov, Shalom Baptist Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. MINUTES (a) REGULAR MEETING OF FEBRUARY 8, 2005 (b) BID OPENING MINUTES OF FEBRUARY 18,2005 Motion by Stotts, second by Peterson, to approve the minutes as presented. Motion carried unanimously. 5. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. PIONEERLAND LIBRARY SYSTEM BOARD MINUTES FROM NOVEMBER 18, 2004 2. PARKS, RECREATION, COMMUNITY EDUCATION BOARD MINUTES FROM DECEMBER 6, 2004 3. PLANNING COMMISSION MINUTES FROM JANUARY 18,2005 4. AIRPORT COMMISSION MINUTES FROM DECEMBER 14, 2004 5. HUTCHINSON AREA HEALTH CARE BOARD MINUTES FROM JANUARY 18,2005 6. HUTCHINSON AREA HEALTH CARE FINANCIAL REPORT FOR JANUARY 2005 7. CITY OF HUTCHINSON GENERAL FUND FINANCIAL REPORT FOR JANUARY 2005 8. CITY OF HUTCHINSON INVESTMENT REPORT FOR JANUARY 2005 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 12644 - RESOLUTION WAIVING DATA FEES FOR MUNICIPALITIES WITHIN MCLEOD COUNTY 2. RESOLUTION NO. 12649 - RESOLUTION DELEGATING FINANCE DIRECTOR TO MAKE OFFICIAL INTENT DE CLARA TIONS FOR PURPOSES OF REIMBURSEMENT REGULATIONS 3. RESOLUTION NO. 12650 - RESOLUTION AUTHORIZING CITY OF HUTCHINSON MEMBERSHIP TO HUTCHINSON AREA CHAMBER OF COMMERCE 4. RESOLUTION NO. 12651 - RESOLUTION FOR PURCHASE 5. RESOLUTION NO. 12652 - RESOLUTION ACCEPTING PLEDGED SECURITIES FROM CITY COUNCIL MINUTES - FEBRUARY 22, 2005 CITIZENS BANK & TRUST CO. ( c) PLANNING COMMISSION ITEMS 1. CONSIDERATION OF AN AMENDMENT TO THE CONDITONAL USE PERMIT TO EXPAND THE AREA AT THE HUTCHINSON AIRPORT DESIGNATED FOR CONSTRUCTION OF PRIVATE STORAGE HANGARS AND ALSO CONDITIONAL USE PERMIT CONSIDERATION TO ALLOW POLE TYPE CONSTRUCTION OF HANGARS AND CONSIDERATION FOR APPROVAL OF REQUEST FOR A PRIVATE AIRPORT-RELATED COMPANY TO PLACE A TEMPORARY TRAILER ON AIRPORT PROPERTY WITH STAFF RECOMMENDATION AND FAVORABLE RECOMMENDATION (ADOPT RESOLUTION NO. 12645) 2. CONSIDERATION OF LOT SPLIT LOCATED AT 77 MCLEOD AVENUE NE SUBMITTED BY ART HAGEN, HAGEN BUILDERS WITH STAFF RECOMMENDATION AND FAVORABLE RECOMMENDATION (ADOPT RESOLUTION NO. 12646) (d) CONSIDERATION FOR APPROVAL OF SHORT-TERM GAMBLING LICENSE FOR CROW RIVER HABITAT FOR HUMANITY ON AUGUST 23, 2005, AT MCLEOD COUNTY FAIRGROUNDS (e) CONSIDERATION FOR APPROV AL OF SHORT-TERM GAMBLING LICENSE FOR 3M CLUB ON APRIL 30, 2005 (f) LETTING NO.1, PROJECT NO. 05-01 (NORTH CENTRAL TRUNK SANITARY SEWER) - ACCEPTING BID AND AWARDING CONTRACT Motion by Peterson, second by Haugen, to approve consent agenda. Motion carried unanimously. 6. PUBLIC HEARINGS - 6:00 P.M. (a) LETTING NO. 8,PROJECTNO. 05-10 (GOLF COURSE ROADNW)-ORDERING IMPROVEMENT AND PREPARATION OF PLANS & SPECIFICATIONS Motion by Peterson, second by Stotts, to open public hearing. Motion carried unanimously. John Rodeberg, Director of Public Works, stated that this proj ect has been contemplated for 12-15 years. It is now being proposed as a municipal state aid highway. Kent Exner, City Engineer, gave a presentation on what was presented at the Neighborhood Meeting on January 31, 2005. The main proj ect drivers include a deteriorating street with high maintenance; existing narrow, rural road design; roadway section thickness must be mcreased; provide alternative route to developing areas; installation oftrunk sanitary sewer and watermain and a trail connection between School Road trail and Luce Line trail. Mr. Exner continued to cover the pavement, storm water and infrastructure management of the road. The proposed street improvements include completely removing the existing pavement, gravel and unsuitable sub grade materials; grade the new Golf Course Road extension; construct 32' and 44' wide roadways with bituminous surfacing, concrete curb and gutter and street lighting; increase the new street section to provide a 10-ton roadway design; install a 10' wide bituminous trail along the southerly and westerly sides ofth~ respective roadways; and construct a roundabout intersection at the junction of Golf Course Road and 5 Avenue NW. Utilities improvements include installing an 18' PVC sanitary sewer trunk main within the Golf Course Road extension; installing 8' and 12' PVC watermains within Golf Course Road/5th Avenue NW and the Golf Course Road extension; replacing existing water and sanitary sewer service lines up to the property line; and installing a storm sewer system to collect, convey and treat drainage within the roadway corridors. The City will pay for the sanitary sewer and watermain construction, street oversizing, trail installation and street lighting. The property owner will pay for sanitary sewer and water service replacements, standard residential street improvements, and drainage improvements. The total estimated project cost is $2.6 2 CITY COUNCIL MINUTES - FEBRUARY 22, 2005 million. Mr. Exner then covered assessment information and payment options for the project. General discussion was held regarding having the proper size of piping in for the watermains and appropriate ponding. General discussion was also held regarding roundabouts vs. four-way stops. Don Gilbertson, resident, presented before the Council. Mr. Gilbertson feels that his property would be affected adversely with the trail being 40- feet from his front yard and some spruce trees may be effected. Mr. Gilbertson also has issues with the actual need for and the cost ofthe trail. He is uncomfortable with the road being lowered and his inability to construct a fence on his property. John Rodeberg explained that some of the issues ofMr. Gilbertson's can be addressed and staff will work with him. Ron Bode, Greensview Court, has concerns on how the assessments are calculated for his neighborhood, which is off of Golf Course Road. John Rodeberg explained that 100 feet of the property will be assessed, which will total approximately $350 per home. Motion by Arndt, second by Peterson, to close public hearing. Motion carried unanimously. Motion by Stotts, second by Haugen, to order improvement and prepare plans and specifications on Letting No.8, Project No. 05-10. Motion carried unanimously. (b) DRIFT RIDERS PARK DEVELOPMENT PROJECT Lawrence Winter, Parks Coordinator, presented before the Council. Mr. Winter explained that this public hearing is a requirement of the grant application being submitted to the Minnesota Department of Natural Resources. Mr. Winter explained the proposed development project and the layout ofthe project. A picnic shelter, play areas and an overlook will be included in the project. The grant application for this project intends to be submitted this week and the City should hear back on it this summer. Mr. Winter then reviewed past grants the City has received and for which parks. They include Oddfellows Park, Tartan Park, Riverside Park, Second Avenue Shoreline, and Rotary Park. Total grant dollars received in the last four years have totaled more than $150,000. No costs will be assessed to community members on this project and the park sponsor, Drift Riders, will cover the remaining costs, along with other private donations. The project will be completed by Fall 2006. Councilmember Arndt noted that he is a member of the Drift Riders and they have already donated much time and money to get the park where it is today. Motion by Arndt, second by Haugen, to close public hearing. Motion carried unanimously. Motion by Arndt, second by Peterson, to approve the Drift Riders Park development project. Motion carried unanimously. 7. COMMUNICATIONS. REQUESTS AND PETITIONS 8. UNFINISHED BUSINESS 9. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF ENGINEERING SERVICES AGREEMENT WITH DONOHUE & ASSOCIATES FOR THE INDUSTRIAL PRETREATMENT PROGRAM UPDATE John Rodeberg, Director of Public Works, presented before the Council. Mr. Rodeberg explained that the industrial pretreatment program has not been changed significantly since 1987. Due to a change in regulations, staff is recommending that the program be reviewed and updated to come into compliance. Because Hutchinson has two large industrial users, and potential other industries that need to be regulated, this program does need to be updated. The costs associated with the agreement will not exceed $42,000 and 3 CITY COUNCIL MINUTES - FEBRUARY 22, 2005 was budgeted in the wastewater budget. Motion by Arndt, second by Haugen, to approve engineering services agreement with Donohue & Associates for industrial pretreatment program update. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF ORDINANCE REVISING SEWER RATES RELATED TO BOD SURCHARGE (WAIVE FIRST READING OF ORDINANCE NO. 05-0400 AND SET SECOND READING AND ADOPTION FOR MARCH 8, 2005) John Rodeberg, Director of Public Works, presented before the Council. Mr. Rodeberg explained that these rates and calculation processes have not been updated since 1987. A large industry in the City, HTI, has expressed that these rates are much higher than other communities and have created an uncompetitive situation in Hutchinson. HTI is acceptable with the new, proposed rate of a maximum of $.32/lb. It was noted that the rates are proposed to take effect on July 1, 2005, and that a complete rate study will be proposed. Motion by Arndt, second by Haugen, to approve revising sewer rates related to BOD surcharges, waiving the first reading and set second reading of Ordinance No. 05-0400 for March 8, 2005. Mayor Cook noted that he would like further discussions to be held with HTI prior to the next Council meeting. Motion carried unanimously. (c) DISCUSSION OF PRIVATE HANGAR ISSUES AT HUTCHINSON MUNICIPAL AIRPORT John Olson, Public Works Superintendent, presented before the Council. Mr. Olson explained that a City resident, Tim Miller, requested that this item be put on tonight's agenda in relation to private hangars at the municipal airport. Mr. Miller presented before the Council. Mr. Miller explained that he had mterest in building a private hangar at the airport and in July 2004, the Airport Commission granted him the authority to do so, in a specific location. Mr. Miller stated that he began to go out for bids for construction and was under the impression that he had 18 months to construct a hangar. Mr. Miller continued by stating that Joe Dooley requested in December 2004 to build a hangar as well. Because Mr. Dooley turned in his building permit paperwork before Mr. Miller, he was granted the "first spot" available to construct a hangar. Mr. Miller stated that he has contacted a lawyer regarding this issue and his lawyer is recommending that the Council either approve the property for Mr. Miller or to table this item until it can be researched further. Julie Wischnack, Director of Planning/Zoning/ Building, explained that the Planning Commission approved a conditional use permit for an entire row at the airport and not an individual conditional use permit for Mr. Miller and Mr. Dooley. Marc Sebora, City Attorney, stated that his recollection was that a lease would need to be entered into before a hangar could be constructed. This lease also needs to be approved by the City Council. Mr. Sebora stated that smce a lease has not been drafted yet, he does not feel that there is an issue to decide tonight. Motion by Stotts, second by Arndt, to withhold formal action on this issue until a formal lease is agreed upon by the parties. Motion carried unanimously. John Olson explained that a couple of years ago, Joe Dooley, had proposed constructing a commercial grade hangar, but due to personal reasons, withdrew his request. (d) CONSIDERATION OF DOWNTOWN STREETSCAPE PROPOSAL Mayor Cook clarified that this alternative proposal is his and not City staff's. Mayor Cook stated that his alternative proposal to the plan that was adopted at the last Council meeting is to replace the existing lights with the new style lights and refurbish the traffic signal poles. In the future when Main Street is reconstructed, then the sidewalks can be replaced, the fifth light per block can be added and other associated work can be completed. Mayor Cook feels that this alternative proposal would address the most pressing lighting needs, would be less costly and have less assessments on downtown property owners. Mayor Cook also cited several other advantages of this proposal. Mayor Cook asked if the Council would like to seek bids on this proposal and compare costs to the plan that was approved at the last meeting. 4 CITY COUNCIL MINUTES - FEBRUARY 22, 2005 Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt explained that the current wiring is 36 years old and there is concern on how much longer it will adequately last. Mr. Seppelt also expressed that it is unknown whether or not the lighting level will actually be increased with the alternative proposal. The consultants on the project informed Mr. Seppelt that there is a 50/50 chance that the sidewalk will need to be ripped up even with the alternative proposal. Mayor Cook stated that Hutchinson Utilities CommissiOn should be able to answer capacity questions rather quickly. Mayor Cook noted that he is not requesting that this alternative proposal replace the plan that was approved, but just compared to the approved plan. Councilmember Arndt stated that at the last Council meeting, the Council approved moving forward with the project in order to obtain more concrete assessment numbers. Matt McMillan, Hutchinson Leader, presented before the Council. Mr. McMillan stated that the second purpose ofthe improved streetlights and sidewalks is to revitalize downtown. On behalf ofthe Hutchinson Downtown Association he requested that the Council proceed with the plan as approved at the last Council meeting. Mayor Cook noted that he feels the Council should have the opportunity to meet as a public body on this specific project. Councilmember Stotts stated that he feels this alternative proposal should be considered. John Rodeberg explained the bidding process. The Council members discussed various options, but noted that delaying the project or preparing a second option has other costs. A new feasibility report would be needed in order to consider this alternative option, and this would take a month to prepare and cost approximately $20,000. Councilmember Stotts stated that while the Mayor's proposal had merit, it was probably just too late in the process to go back and consider other options. John Rodeberg noted that a meeting was going to be held Thursday to discuss the scope of the project and review options to reduce costs. No action was taken. (e) CONSIDERATION FOR APPROVAL OF ESTABLISHING MONTHLY COUNCIL WORKSHOP MEETING Gary Plotz discussed the background ofthe identified need for a more formal workshop time. A suggestion was made to look at meeting the first Tuesday of the month. Council members discussed a desire to meet in coordination with a regular Council meeting, instead of on a separate day. Discussion focused on setting the time to 3:30 p.m. prior to the regular meeting on the second Tuesday of the month. The Council Members discussed pros and cons of various start times. Motion by Peterson, second by Arndt, to approve establishing monthly Council workshop meetings for 3:30 p.m. prior to the regular meeting on the second Tuesday of the month. Motion carried unanimously. (f) CONSIDERATION FOR APPROVAL OF SETTING BOARD OF EQUALIZATION MEETING FOR MAY 19,2005 AT 4:30 P.M. Motion by Peterson, second by Stotts, to approve setting Board of Equalization meeting for May 19,2005, at 4:30 p.m. Motion carried unanimously. 10. MISCELLANEOUS (a) COMMUNICATIONS John Rodeberg explained the need for the emergency generator proj ect. The proj ect includes the rehab and 5 CITY COUNCIL MINUTES - FEBRUARY 22, 2005 installation ofthe former Hospital generator at the Police Department/EOC, and the relocation ofthe police generator to the Recreation Center (which acts as the emergency congregate care facility). A motion was made by Haugen, seconded by Arndt, to approve plans and specifications for emergency generator and advertise for bids. Motion carried unanimously. Jim Haugen - Councilmember Haugen requested that each item in the Council packet note the author ofthe item so that it is clear who is claiming ownership of the item. Bill Arndt - Councilmember Arndt thanked the Fire Department for their Annual Report, and the positive impact on relations with the townships. Gary Plotz - City Administrator Plotz noted a Hospital Privatization Study Committee had been set for March 7111. at 5:00 p.m. It was noted that there was a conflict with the Council Chambers. Motion by Stotts, second by Haugen, to set the meeting at 5:00 p.m. at the Emergency Operations Center. Motion carried unanimously. Steve Cook - Mayor Cook noted that there are openings coming up on Boards and Commissions, and recommended that interested people fill out an application. 11. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS Motion by Stotts, second by Peterson, to approve claims, appropriations, and contract payments. Motion carried unanimously. 12. ADJOURN With no further business to discuss, the meeting adjourned at 8:00 p.m. 6