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03-08-2005 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, MARCH 8, 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. Howard Anderson, Hunter's Ridge Community Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. MINUTES (a) REGULAR MEETING OF FEBRUARY 22,2005 (b) BID OPENING MINUTES FROM MARCH 2, 2005 Motion by Haugen, second by Arndt, to approve minutes. Motion carried unanimously. 5. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. FIRE DEPARTMENT MONTHLY REPORT FOR FEBRUARY 2005 2. HUTCHINSON UTILITIES COMMISSION FINANCIAL REPORT FOR JANUARY 2005 3. BUILDING DEPARTMENT MONTHLY REPORT FOR FEBRUARY 2005 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 12659 - RESOLUTION FOR PURCHASE (roof replacement at wastewater treatment plant, engineering equipment and software, bag film for compost facility) 2. RESOLUTION NO. 12660 - RESOLUTION ACCEPTING PLEDGED SECURITIES FROM CITIZENS BANK & TRUST CO. 3. ORINANCE NO. 05-0400 - ORDINANCE REVISING SEWER RATES RELATED TO BOD SURCHARGE (SECOND READING AND ADOPTION) (c) CONSIDERATION FORAPPROV AL OF ON-SALE INTOXICATING LIQUOR AND CLUB LICENSES FOR 2005 (d) CONSIDERATION FOR APPROVAL OF ENGINEERING SERVICES AGREEMENTS WITH EARTHTECH FOR WASTEWATER TREATMENT FACILITY MAINTENANCEIUPGRADE PROJECTS Motion by Arndt, second by Peterson, to approve consent agenda with the exception of items 5(b) 1 and 5(b)3. Motion carried unanimously. Item 5(b) 1 was pulled for further discussion. Councilmember Arndt questioned which budget the bag film material was coming out of. Gary Plotz noted that the three items listed on the resolution are coming out of different budgets, with the bag film coming out of compost. Motion by Arndt, second by Haugen to approve Resolution No. 12659. Motion carried unanimously. Item 5(b)3 was pulled for further discussion. Mayor Cook asked if the timing is right to change these rates before the rate study is completed. John Rodeberg noted that issues have been raised by Hutchinson Technology regarding this particular rate. The proposed ordinance does state that it won't take effect until CITY COUNCIL MINUTES - MARCH 8, 2005 July 1, 2005. Mr. Rodeberg also noted he just wanted to confirm to HTI that they are confident in working with them on these rates. He does not see a problem with continuing the adoption ofthis ordinance until the rate study can be completed. Motion by Peterson, second by Stotts, to continue the second reading of this ordinance to March 22, 2005. 6. PUBLIC HEARINGS - 6:00 P.M. (a) 2ND AVENUE SW FROM LAKE STREET SW TO DALE STREET SW - LETTING NO.7, PROJECT NO. 05-09 (CONTINUED FROM FEBRUARY 8, 2005) Motion by Peterson, second by Arndt, to reopen the public hearing. Motion carried unanimously. John Rodeberg, Director of Public Works, presented before the Council. Mr. Rodeberg explained that since the last Council meeting, an additional neighborhood meeting was held on this project. A survey has been submitted by the neighborhood with a majority of the neighborhood supporting resurfacing as opposed to reconstructing. Kent Exner, City Engineer, explained that the initial proposal for the project include narrowing the street and a complete reconstruction. Mr. Exner stated that after further review, it was determined that the sanitary sewer pipe is in relatively good shape and staff has determined that a complete mill and overlay is feasible. Assessments for this project will cost approximately $25-30 sq. foot. Mr. Exner stated that there is some risk with completing only mill and overlay as opposed to reconstruction due to the age ofthe sewer lines (45 years old). John Rodeberg noted that areas of the sewer lines that need to be replaced or repaired will be done outside of the normal assessments - resident service lines will be paid by the homeowner and main service lines will be paid by the City. He also noted that this will not be a typical overlay, as it will be four inches thick. Mayor Cook asked if the assessment policy could be reviewed and revised prior to actually going through the assessment process on this project. Mr. Rodeberg does not feel that that can be done for 2005 projects, as changing the assessment policy will change how projects are funded (i.e. bonding, city responsibility, etc.). Tim Smith, 841 2nd Avenue SW, presented before the Council. Mr. Smith stated that overall the neighborhood is in favor of mill and overlay as opposed to reconstruction. The residents also are requesting that this part of the road not be a truck route. John Rodeberg noted that this stretch is not actually designated as a truck route, but "No Truck" signs will be placed on the street. Motion by Arndt, second by Haugen, to close public hearing. Motion carried unanimously. Motion by Stotts, second by Peterson, to approve Letting No.7, Project No. 05-09 - approving plans & specifications and authorizing advertisement for bids for mill and overlay. Motion carned unanimously. 7. COMMUNICATIONS. REQUESTS AND PETITIONS (a) PRESENTATION OF EDA ANNUAL REPORT - MILES SEPPELT, EDA DIRECTOR Miles SeppeIt, EDA Director, presented before the Council. Mr. SeppeIt gave an overview of the board members and various teams that make up the Economic Development Authority (EDA). Mr. SeppeIt explained that the EDA's key focus is business retention and expansion. Regular visits are made by EDA staff to local businesses as part of this focus. Mr. SeppeIt continued to give updates on major projects happening in the city such as the State Theatre renovation, Hutch Hotel renovation, Liquor Hutch expansion, and the Downtown streetscape. Mr. SeppeIt also explained the downtown loan and grant programs. Lastly, Mr. SeppeIt gave an update on Industrial Park development. Some ofthe goals ofthe EDA for 2005 include visiting 25 businesses, complete downtown projects, promote downtown post office, continue development of 5 Avenue in the Industnal Park, aggressively market industrial lots, redevelopment downtown and river areas, market the city. (b) UPDATE BY TOM KLOSS, DIRECTOR OF INFORMATION TECHNOLOGY, ON CITY/COUNTY DATA EXCHANGE 2 CITY COUNCIL MINUTES - MARCH 8, 2005 Tom Kloss, Director of Information Technology, presented before the Council. Mr. Kloss gave a presentation on the sharing of GIS data between the City and McLeod County. Benefits to this program mclude updates from the County Assessors, Auditors and Treasurers' office. The City also has access to the county's Landshark program. By sharing this data, both time and money are being saved. 8. UNFINISHED BUSINESS 9. NEW BUSINESS (a) UPDATE ON COSTS OF REVISED ROUTE FOR JAYCEE WATER CARNIVAL PARADE Dan Hatten, Director of Emergency Services/Police, presented before the Council. Chief Hatten stated that at an earlier Council meeting, the Council authorized staff and Jaycees to seek approval from MnDOT for using Main Street (State Hwy 15) for the Water Carnival parade. Chief Hatten stated that the detour off of Main Street will go onto Bluff Street then 5th Avenue. Due to additional signage, barricades and manpower, the cost ofthe parade will increase approximately $7000 from last year. There really are no alternatives in decreasing the costs of the extra signage and barricades. Dave Kraemer, Jaycee Commodore, stated that the Jaycees do have some money in their budget that could be used for the barricades, however not an overwhelming amount. The Jaycees are considenng soliciting some funds from downtown businesses. Motion by Peterson, second by Arndt, to approve the Jaycee Water Carnival parade detour route. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF ESTABLISHING COMPOST SITE LEAD EQUIPMENT OPERATOR POSITION Brenda Ewing, Director of Human Resources, presented before the Council. Ms. Ewing explained that the compost facility is requesting that a Lead Equipment Operator position be established. Ms. Ewing explained that this hierarchial position be established as it similarly is in public works and the parks department. Another necessity for the position is due to the rotational shifts that occur at the facility. Motion by Stotts, second by Arndt, to approve establishing compost site lead equipment operator position. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF ADOPTING MINIMUM STANDARDS FOR AERONAUTICAL ACTIVITY AT HUTCHINSON MUNICIPAL AIRPORT John Olson, Airport Manager, presented before the Council. Mr. Olson stated that private activity is starting to occur at the airport. The minimum standards that are proposed are expectations of private and commercial users of the airport and will be used as a management tool. Mr. Olson explained security measures at the airport include a Fixed Base Operator living right on site, a commercial user having staff around the clock and the local police department. City Attorney Marc Sebora stated that he has reviewed the standards and he feels the document is written appropriately. Motion by Stotts, second by Peterson, to approve adopting minimum standards for aeronautical activity at Hutchinson Municipal Airport. Motion carried unammously. (d) CONSIDERATIONFORAPPROV AL OF GRANTING APPROVAL TO JOE AND CHERYL DOOLEY FOR CONSTRUCTION OF APRIV ATE CONVENTIONAL HANGAR AT HUTCHINSON MUNICIPAL AIRPORT John Olson, Airport Manager, presented before the Council. Mr. Olson explained that the Dooleys have provided all necessary information and agreed to the lease document for construction of a private conventional hangar at the airport. The lease life is 50 years, with an option to renew. 3 CITY COUNCIL MINUTES - MARCH 8, 2005 Motion by Arndt, second by Peterson, to approve granting approval to Joe and Cheryl Dooley for construction of a private conventional hangar at the Hutchinson Municipal Airport. Motion carried unanimously. (e) CONSIDERATION FOR APPROV AL OF PLACEMENT OF A TEMPORARY OFFICE STRUCTURE AT HUTCHINSON MUNICIPAL AIRPORT FOR 18 MONTHS John Olson, Airport Manager, presented before the Council. Mr. Olson explained that Life Link III has applied to house a mobile unit at the airport for 18 months. This structure will be a construction-type trailer usually used on construction sites. Life Link III is agreeable to the terms of the lease and plan on constructing a permanent structure within the 18 months. Motion by Stotts, second by Peterson, to approve placement of a temporary office structure for 18 months at Hutchinson Municipal Airport for Life Link III. Motion carried unanimously. (f) CONSIDERATION FOR APPROVAL OF ACEPTING BIDS AND AWARDING CONTRACTS FOR WATER TREATMENT PLANT IMPROVEMENTS - LETTING NO. 11, PROJECT NO. 05-131BIOLOGICAL FILTRATION SYSTEM) - LETTING NO. 12, PROJECT NO. 05-14 REVERSE OSMOSIS-RO FILTRATION SYSTEM) - LETTING NO. 13, PROJECT NO. 05-15 MUNICIPAL WELL NO.8) - LETTING NO. 14, PROJECT NO. 05-16 (WATER STORAGE RESERVOIR) John Rodeberg, Director of Public Works, presented before the Council. Mr. Rodeberg explained that all of these bids are mainly for equipment and procurement. Letting No. 11, Project No. 05-13: Mr. Rodeberg explained that two bids were received. Mr. Rodeberg stated that the lowest bidder has not submitted sufficient evidence that they meet the required qualifications. Because of this, the consultant recommends that the bid be awarded to the second low bidder which is Infilco Degrement at $1.2 million. Motion by Haugen, second by Peterson, to approve awarding bid to Infilco Degrement on Letting No. 11, Project No. 05-13, per the recommendation of consultant and staff. Motion carried unanimously. Letting No. 12, Project No. 05-14: Mr. Rodeberg explained that two bids were received. Again, the lowest bidder has not submitted sufficient evidence that they meet the required qualifications of the bid contract. Because of this, the consultant recommends that the bid be awarded to the second low bidder which is GE Osmonics at $1.05 million. Staff is also recommending that a conditional approval be authorized for a second option on the system, which is indicated as Alternate #2. Motion by Peterson, second by Stotts, to approve awarding bid to GE Osmonics on Letting No. 12, Project No. 05-14, per the recommendation of consultant and staff. Motion carried unanimously. Letting No. 13, Project No. 05-15: Four bids were received, staff is recommending bid be awarded to the low bidder, L TP Enterprises. Motion by Haugen, second by Stotts, to approve awarding bid to LTP Enterprises on Letting No. 13, Project No. 05-14. Motion carried unanimously. Letting No. 14, Project No. 05-16: Two bids were received, staff is recommending bid be awarded to the low bidder, Natgun Corporation. Motion by Stotts, second by Peterson, to approve awarding bid to Natgun Corporation on Letting No. 14, Project No. 05-16. Motion carried unanimously. (g) CONSIDERATION FOR APPROVAL OF ENGINEERING SERVICES AGREEMENT WITH EARTHTECH FOR WATER TREATMENT PLANT IMPROVEMENTS - PHASE 3 DESIGN SERVICES John Rodeberg, Director of Public Works, presented before the Council. Mr. Rodeberg explained that this agreement will authorize the final phase of the project. Mr. Rodeberg and staff are recommending a few language changes to the contract, which EarthTech has agreed to. 4 CITY COUNCIL MINUTES - MARCH 8, 2005 Motion by Stotts, second by Haugen, to approve engineering services agreement with EarthTech, with recommended language changes, for water treatment plant improvements - phase 3 design services. Motion carried unanimously. (h) CONSIDERATION FOR APPROVAL OF ENGINEERING SERVICES AGREEMENT WITH DONOHUE & ASSOCIATES TO COMPLETE SEWER SERVICE CHARGE SYSTEM UPDATE John Rodeberg, Director of Public Works, presented before the Council. Mr. Rodeberg explained that the current rate system needs to be updated. This contract is in the amount of $19,100 with Donohue & Associates to complete the rate study. Motion by Peterson, second by Arndt, to approve engineering services agreement with Donohue and Associates to complete water sewer service charge system update. Motion carried unanimously. (i) CONSIDERATION FOR APPROVAL OF APPOINTING TWO COUNCIL MEMBERS TO ATTEND BOARD OF EQUALIZATION TRAINING Gary Plotz, City Administrator, presented before the Council. Mr. Plotz explained that the Board of Equalization is comprised of Council Members. A state law now requires that at least one member of the Board attend a training put on by the Minnesota Department of Revenue. The County Assessor is recommending that at least two members attend this traming. The training is being held March 15,2005. Motion by Arndt, second by Stotts, to appoint Mayor Cook and Councilmember Peterson to attend the Board of Equalization training on March 15,2005. Motion carried unanimously. (j) CLOSED SESSION UNDER MINNESOTA STATUTE 13D, SUBD. 3(C) TO DETERMINE WHETHER CITY-OWNED LAND SHOULD BE SOLD TO SOUTHWEST MINNESOTA FOUNDATION AND TO DETERMINE THE ASKING PRICE THEREIN. SAID LAND SPECIFICALLY DESCRIBED AS: That part of Lots 1, 2, 3, 4, 5, 6, 7 and 8, all in Block 21, NORTH HALF OF HUTCHINSON, according to the recorded plat, and that part of the North 16.50 feet of Fourth Street (now known as Third Avenue NW) as vacated b~ resolution passed and adopted by the City Council of the City of Hutchinson on the 14 day of October, 1915, lying southerly of a line drawn parallel with and 8.50 feet northerly, measured at right angles, from the centerline ofthe main track ofthe former Burlington Northern Inc. as said track was located on February 12,1991, and lying westerly ofthe east line of said Lot 1 and its southerly prolongation and lying easterly of the east line of the West 20.00 feet of said Lot 8 and its southerly prolongation. Marc Sebora, City Attorney, explained that this property is located along 3rd Avenue NW and is former railroad property. Motion by Stotts, second by Haugen, to close this portion of the Council meeting. Motion carried unanimously. The meeting was closed at 7 :40 p.m. Attendees ofthe closed meeting included Mayor Cook, Bill Arndt, Jim Haugen, Kay Peterson, Casey Stotts, City Administrator Gary Plotz, City Attorney Marc Sebora, Director of Public Works John Rodeberg and Recorder Melissa Starke. The meeting was reopened at 8:30 p.m. (k) ORDINANCE NO. 05-0401- AN ORDINANCE AUTHORIZING THE SALE OF CITY-OWNED LAND TO THE SOUTHWEST MINNESOTA FOUNDATION No action was taken. 10. MISCELLANEOUS (a) COMMUNICATIONS Marc Sebora - City Attorney updated the Council on legislation that has been introduced by Senator Dille 5 CITY COUNCIL MINUTES - MARCH 8, 2005 regarding payment of bills for 72-hour hold patients at the municipally-owned hospital. Gary Plotz - Mr. Plotz mentioned that other legislation has been introduced regarding performance bonds and local government aid. Both bills were introduced by Senator Steve Dille. A presentation is going to be made to the Council in the future by the Dept. of Revenue on how the formula is calculated. John Rodeberg - Mr. Rodeberg noted that March 29th from 5:30-7:30 p.m. at the Event Center a Hwy 7 Open House will be held. Motion by Arndt, second by Peterson, to set this as a public meeting. Motion carried unanimously. 11. CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Motion by Peterson, second by Haugen, to pay claims, appropriations and contract payments. Motion carried unanimously. 12. ADJOURN With no further business to discuss, the meeting adjourned at 8:40 p.m. 6