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07-26-2005 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, JULY 26,2005 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 - Due to the absence of Rev. Kevin Oster, Our Savior's Lutheran Church, the invocation was dispensed. 3. PLEDGE OF ALLEGIANCE . PRESENTATION OF AWARD TO CITY OF HUTCHINSON BY JIM HAGLEY OF DONOHUE & ASSOCIATES, INC. FORBIOSOLIDS FACILITY Jim Hagley presented a Best of State award to the City of Hutchinson for engineering excellence of the biosolids drying facility. The biosolids drying facility turns wastewater product by dry heating into a fertilizer product to be applied to lawns and golf courses. 4. MINUTES (a) REGULAR MEETING OF JULY 12,2005 (b) BID OPENING MINUTES OF JULY 8,15 and 19,2005 Motion by Arndt, second by Haugen, to approve the minutes as presented. Motion carried unanimously. 5. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. BUILDING DEPARTMENT MONTHLY REPORT FOR JUNE 2005 2. PIONEERLAND LIBRARY BOARD MINUTES FROM MAY 19,2005 3. CITY OF HUTCHINSON GENERAL FUND FINANCIAL REPORTS FOR JUNE 2005 4. W ATER/SEWER/REFUSE/COMPOST FINANCIAL REPORTS FOR JUNE 2005 5. CITY OF HUTCHINSON INVESTMENT REPORT FOR JUNE 2005 6. HUTCHINSON UTILITIES COMMISSION FINANCIAL REPORT FOR MAY 2005 7. HUTCHINSON AREA HEALTH CARE FINANCIAL REPORTS FOR MAY AND JUNE 2005 8. PLANNING COMMISSION MINUTES FROM JUNE 21, 2005 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 12770 - RESOLUTION AUTHORIZING ISSUANCE OF BONDS FOR WATER PLANT FUNDING 2. RESOLUTIONNO. 12771- RESOLUTION FOR PURCHASE (UTILITIES POLES, ENGINEERING SERVICES, BULK COMPOST) 3. RESOLUTION NO. 12772 - RESOLUTION RELATING TO PARKING RESTRICTIONS ON GOLF COURSE ROAD AND 5TH AVENUE NW CITY COUNCIL MINUTES - JULY 26, 2005 4. RESOLUTION NO. 12773 - RESOLUTION FOR MUNICIPAL STATE AID BONDING FOR GOLF COURSE ROAD 5. RESOLUTION NO. 12761 - RESOLUTION AUTHORIZING REMOVAL OF ASSESSMENTS FROM S.A. ROLL 5070 FOR 1507 JEFFERSON STREET PROPERTY 6. ORDINANCE NO. 05-0411 - ORDINANCE AMENDING SECTION 73.16 RELATING TO MOTORIZED GOLF CART PERMITS ( c) PLANNING COMMISSION ITEMS 1. CONSIDERATION OF A RECONFIRMATION OF HUTCHINSON FIFTH AVENUE INDUSTRIAL PARK PRELIMINARY PLAT AND CONSIDERATION OF THE FINAL PLAT WITH STAFF RECOMMENDATION AND FAVORABLE RECOMMENDATION (ADOPT RESOLUTION NO. 12767) 2. CONSIDERATION OF LOT SPLIT LOCATED AT 10 MAIN STREET SOUTH REQUESTED BY HUTCHINSON PROPERTIES, LLC WITH STAFF RECOMMENDATION AND FAVORABLE RECOMMENDATION (ADOPT RESOLUTION NO. 12768) (d) CONSIDERATION FOR APPROVAL OF 31st ANNUAL ARTS & CRAFTS FESTIVAL TO BE HELD SEPTEMBER 16-17,2005, IN LIBRARY SQUARE AND SURROUNDING STREETS (e) APPOINTMENT OF KATHY KALENBERG AND MATTHEW WERDER TO THE PARKS, RECREATION & COMMUNITY EDUCATION BOARD TO AUGUST 2008 (f) CONSIDERATION FOR APPROVAL OF SHORT-TERM 3.2 MALT LIQUOR LICENSE FOR THE MCLEOD COUNTY AGRICULTURAL ASSOCIATION FROM AUGUST 19 - 23,2005, AT THE MCLEOD COUNTY FAIRGROUNDS (g) CONSIDERATION FOR APPROVAL OF PREMISES PERMIT RENEWAL APPLICATION FOR VFW POST 906 LOCATED AT 247 1ST AVENUE SE (h) CONSIDERATION FOR APPROVAL OF MASSAGE LICENSE FOR CROW RIVER MASSAGE LOCATED AT 16 WASHINGTON AVENUE, SUITE 102 (i) LETTING NO.4, PROJECT NO. 05-04 AND 05-05 (DOWNTOWN STREETSCAPE AND WASHINGTON AVENUE WEST) - DECLARING COST TO BE ASSESSED & ORDERING PREP ARA TION OF PROPOSED ASSESSMENT AND SETTING HEARING ON PROPOSED ASSESSMENT (j) CONSIDERATION FOR APPROVAL OF SUBDIVISION AGREEMENT FOR ROLLING MEADOWS FIRST ADDITION (k) CONSIDERATION FOR APPROVAL OF PURCHASE OF COMPUTED TOMOGRAPHY (CT) AS REQUESTED BY HUTCHINSON AREA HEALTH CARE Items 5(b )2, 5(b )3, 5(b)5 and 5(k) were pulled for further discussion. Motion by Peterson, second by Stotts, to approve consent agenda with the exception ofthe above-mentioned items. Motion carried unanimously. 2 CITY COUNCIL MINUTES - JULY 26, 2005 Item 5(b)2 had further discussion. Council Member Stotts asked about the engineering services and bulk compost expenditures. John Rodeberg explained that the engineering services payment is for the work that was completed at the wastewater plant. Gary Plotz explained that the bulk compost is purchased to supplement the process at the compost facility. The price of this compost is actually below the facility's production costs. Council Member Arndt asked about the purchase of utility poles. Ken Merrill, Finance Director, explained that they are replacement poles for two park projects. Motion by Haugen, second by Arndt, to approve Item 5(b )2, Resolution for Purchase. Motion carried unanimously. Item 5(b)3 was discussed further. Mayor Cook asked that John Rodeberg clarify the plans along Golf Course Road. Mr. Rodeberg explained that it is being requested to have no parking on Golf Course Road and this resolution needs to be passed in order to obtain state aid funding. Motion by Arndt, second by Haugen, to approve Item 5(b)3. Motion carried unanimously. Item 5(b)5 had further discussion. John Rodeberg, Director of Public Works, explained that various issues have arisen on this matter and the property virtually has no benefit of Jefferson Street and will need to gain access from Southfork Ridge. Because of this, the property is being requested to be removed from the assessment roll. Motion by Peterson, second by Stotts, to approve Item 5(b)5. Motion carried unanimously. Item 5( d) had further discussion. Mayor Cook noted that the Chamber of Commerce has requested that the Council approve various activities for the Arts and Crafts Festival to be held in September. All of these activities have historically been provided or assisted with in the past. Motion by Arndt, second by Haugen, to approve Item 5( d). Motion carried unanimously. Item 5(k) had further discussion. Marc Sebora, City Attorney, noted that the hospital had received bids for this equipment. There had been some questions about the low bidder's bid package, however it has been recommended to award the bid to them. Motion by Peterson, second by Stotts, to approve Item 5(k). Motion carried unanimously. 6. PUBLIC HEARINGS - 6:00 P.M. 7. COMMUNICATIONS. REQUESTS AND PETITIONS (a) INFORMATION FROM DAN HATTEN, CHIEF OF POLICE, REGARDING NATIONAL NIGHT OUT AUGUST 2, 2005 Chief Hatten informed the Council that National Night Out will be held on August 2nd in various neighborhoods. Overall, picnics are held at various parks throughout the afternoon and evening to allow citizens to meet their neighbors and neighborhood police officer. He encouraged all citizens to attend and to contact the police department with any questions. (b) DISCUSSION OF TRAFFIC FLOW AND SAFETY OPEN HOUSES John Rodeberg explained that approximately 45 people attended the open houses. He explained the topics covered at the open houses and said that there were very good discussions. Over 500 surveys have been returned on traffic flow and safety. Citizens were encouraged to continue returning the surveys. 8. UNFINISHED BUSINESS 9. NEW BUSINESS (a) RATE STUDY 2005 - DONOHUE & ASSOCIATES John Rodeberg explained that a meeting was held today with Donohue & Associates regarding the data on 3 CITY COUNCIL MINUTES - JULY 26, 2005 rates for residents and industrial users. Due to more information that needs to be gathered and compiled, he requested that this item be deferred. Motion by Arndt, second by Peterson, to defer this item to August 23,2005. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF RENEWAL OF LIABILITY AND COMPREHENSIVE INSURANCE POLICES FOR 2005-2006 Jeff Borkenhagen, Insurance Planners, presented before the Council. Mr. Borkenhagen explained the renewal premiums which overall increased on average approximately _18%. A couple of differences is that the City and Utilities have more vehicle units, large premium increase for the HUC's natural gas pipeline and considerably cheaper premium on liquor liability. Currently, the City holds a $25,000 deductible. Based upon a historical study done by Berkley Risk Administrators, they are recommending that the City maintain the $25,000 deductible. Motion by Stotts, second by Peterson, to approve the renewal of liability and comprehensive insurance policies for 2005-2006. Motion carried unanimously. (c) DISCUSSION OF CITY OF HUTCHINSON RECOGNITION EVENT Brenda Ewing, Director of Human Resources, presented before the Council. Ms. Ewing explained that typically the City holds a recognition event for employees and commission members and a guest. Ms. Ewing gave an overview of past events that have been held and noted that, unfortunately, attendance has declined over the years. Ms. Ewing asked for the Council's feedback on the event. Mayor Cook noted that since 2002 the guests of the employee/commission members have had to pay for their ticket to the event. It was also noted that in 1995, free alcoholic beverages were discontinued from being provided at the event. Marc Sebora, City Attorney, shared the participation numbers ofthe event that have fallen from 308 in 1990 to 110 in 2004. He noted that he has spoken with the LMC and they felt that the City's past program is comparable to what other cities are doing currently. The League also noted that if alcohol should be provided, they recommended that the City contract with a current liquor license holder. Council Member Arndt stated that he feels the event should continue. He also suggested having Marc Vaillancourt provide film footage of the Sesquicentennial Event. Mayor Cook feels that this is a way to say thank you to employees and board volunteers and would like to see the City pick up the cost of the event for them. He suggested providing two drink tickets to the participants and have a picnic-type event. Motion by Arndt, second by Stotts, to tentatively set September 14 or 21, 2005, to hold the recognition event at 5:00 p.m. at the Event Center. (d) CONSIDERATION FOR APPROVAL OF FIVE-YEAR CONTRACT EXTENSION WITH WASTE MANAGEMENT FOR RESIDENTIAL REFUSE AND RECYCLING HAULING Gary Plotz, City Administrator, explained that a subcommittee has been working on the hauling contract for refuse hauling. Two vendors were interviewed. The subcommittee is recommending to award a five-year extension to the current contract with Waste Management mainly based on excellent customer service. Another favorable offer by Waste Management is that the landfill rates will remain steady and the rate increases will be based on the Consumer Price Index and not fuel adjustments. Waste Management has also offered a 1 O-acre pad to the City for the compost facility to use in the event more storage space is needed for materials. Mr. Plotz also noted that McLeod County will be resuming the hauling contract with Waste Management for the "blue bin" recycling program. All of the material will be brought to McLeod County Hazardous Waste. The recycling credit to the citizens of Hutchinson will remain in place. Motion by Arndt, second by Peterson, to approve a five-year contract extension with Waste Management for residential refuse hauling. Motion carried unanimously. 4 CITY COUNCIL MINUTES - JULY 26, 2005 (e) PRESENTATION BY MARC SEBORA, CITY ATTORNEY, ON CITY COUNCIL OBJECTIVE OF ESTABLISHING TRANSITIONAL HOUSING FOR VICTIMS OF DOMESTIC ABUSE Marc Sebora, City Attorney, presented before the Council. Mr. Sebora updated the Council on the activities of the Transitional Housing Study Committee. The Committee has met twice thus far and have started researching other transitional housing facilities in the state. The Committee has also begun to research funding sources. Mr. Sebora hopes to give another update in September to the City Council. The committee has defined transitional housing as 1-2 years. The Alliance currently has "emergency" housing which provides shorter-term stays. (f) CONSIDERATION FOR APPROVAL OF CONSULTING AGREEMENT WITH BARR ENGINEERING COMPANY FOR CROW RIVER DAM RECONSTRUCTION John Rodeberg, Director of Public Works, noted that there is a strong likelihood that funding will be received for the reconstruction of the dam. Because MNDOT is redesigning the bridge, it is imperative that the reconstruction design be completed at the same time to coincide with the State's proj ect. Mr. Rodeberg requested that the preliminary phase of the contract be awarded at this time. Council Member Haugen asked ifthe grant money of$75,000 could be used for this phase in the event that the federal funding is not received. Mr. Rodeberg did not believe the Fish and Wildlife Fund, which awarded the grant, would allow that. Motion by Stotts, second by Haugen, to approve Phase I ofthe consulting agreement with Barr Engineering Company for the Crow River Dam reconstruction. Motion carried unanimously. (g) CONSIDERATION FOR APPROVAL OF SETTING JOINT MEETING WITH THE HOSPITAL PRIVATIZATION TASK FORCE FOR AUGUST 1, 2005, FROM 5:00 - 7:00 P.M. AT THE CITY CENTER Gary Plotz, City Administrator, stated that the Hospital Privatization Task Force would like to meet with the Council to discuss a proposed privatization model that has been presented to them. The Task Force would like to review the mode with the Council and be provided feedback regarding it. Motion by Stotts, second by Arndt, to set j oint meeting with Hospital Privatization Task Force on August 3 or 4,2005, at 5:00 p.m. (August 1 was conflict for Council Member Stotts). Motion carried unanimously. 10. MISCELLANEOUS (a) COMMUNICATIONS Dan Hatten, Police Chief, addressed a question regarding a new State law legalizing the use of motorized scooters on streets. He stated that he and the City Attorney will be meeting to determine whether or not the current city ordinance can remain in place (currently restricting motorized scooters on city streets) or if it needs to be abolished because of the new law. Marc Sebora stated that key points of the new statute state that a motorized scooter has to be driven by an individual 12 years or older, have proper safety equipment and cannot be driven on sidewalks, similar to bicycle regulations. Jim Haugen - Council Member Haugen thanked Marc Vaillancourt and the Sesquicentennial Committee for a wonderful celebration. Gary Plotz - Mr. Plotz noted that the Creekside Advisory Committee had reviewed a new debagging machine that is extremely efficient for the compost facility. He invited the council members to review the machine as well. Mr. Plotz also noted that three objectives are left to write from the Council Visioning Workshop. They consist of an EDA objective, bringing downtown business owners together and gaining a regional presence. Mr. Plotz also updated the Council on the compost facility's new acquiring of accounting and inventory 5 CITY COUNCIL MINUTES - JULY 26, 2005 functions. John Rodeberg - Mr. Rodebergjust clarified that no official citizen vote had been taken in favor, or not in favor for that matter, of mosquito spraying as a Letter to the Editor in the newspaper had indicated. He also noted that the briquettes were effective this spring. A mosquito control task force will be meeting on August 10th. Mr. Rodeberg also reminded the Council ofthe Municipal Consent Hearing at 6:00 p.m. on August 11 th with an Open House being held from 4:00 to 6:00 p.m. at the Event Center. Mr. Rodeberg lastly noted that there has been drainage issues in the Linden Park neighborhood. The master preliminary plan is to create pounding in this area, which will require removwg two ball fields and will cost a couple million dollars. An informational meeting will be held August 15 with the neighborhood at the Event Center to discuss specific issues. General discussion was held regarding ponding and drainage issues in this area. Mayor Cook - Steve Cook noted that a meeting is being held with the HCVN board of directors on Thursday of this week to discuss Council Chamber upgrades. Mayor Cook also asked that the ponds be tested for the effectiveness of the briquettes again in August and September. He also thanked the City of Litchfield for mosquito spraying this past weekend. 11. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS Motion by Stotts, second by Haugen, to approve claims, appropriations and contract payments. Motion carried unanimously. 12. ADJOURN Motion by Stotts, second by Arndt, to adjourn at 7:30 p.m. 6