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11-08-2005 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, NOVEMBER 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, John Rodeberg, Public Works Director and Marc Sebora, City Attorney. 2. INVOCATION - Rev. David Christensen, Faith Lutheran Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. MINUTES (a) REGULAR MEETING OF OCTOBER 25, 2005 (b) BID OPENING MINUTES OF OCTOBER 31, 2005 ( c) MINUTES FROM DANGEROUS DOG APPEAL HEARINGS OF OCTOBER 18, 2005 It was noted that revised minutes of the Verst yak dog hearing were distributed. Motion by Arndt, second by Haugen, to approve the minutes as presented. Motion carried 5. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. MOTOR VEHICLE MONTHLY REPORT FOR SEPTEMBER 2005 2. HUTCHINSON AIRPORT COMMISSION MINUTES FROM SEPTEMBER 20,2005 3. SENIOR ADVISORY BOARD MINUTES FROM OCTOBER 17,2005 4. HUTCHINSON PUBLIC LIBRARY BOARD MINUTES FROM AUGUST 22, 2005 5. FIRE DEPARTMENT MONTHLY REPORT FOR OCTOBER 2005 6. BUILDING DEPARTMENT MONTHLY REPORT FOR OCTOBER 2005 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 12844 - RESOLUTION ESTABLISHING LOCATION OF TRAFFIC CONTROL DEVICES 2. RESOLUTION NO. 12847 - RESOLUTION FOR PURCHASE (SEASONAL BANNERS AND BIODIESEL) 3. RESOLUTION NO. 12845 - RESOLUTION DECLARING CONDITIONS AND RESTRICTIONS OF ROTARY PARK 4. ORDINANCE NO. 05-0419 - REZONING FROM II TO R2 FOR PROPERTY LOCATED AT 997 ROBERTS ROAD SW WITH STAFF RECOMMENDATION AND FAVORABLE RECOMMENDATION (SECOND READING AND ADOPTION) 5. ORDINANCE NO. 05-0420 - AMENDMENT TO HUTCHINSON CITY CODE SECTION 154 TO ADD LANGUAGE REGARDING TUBE TRUSS BUILDINGS WITH STAFF RECOMMENDATION AND FAVORABLE RECOMMENDATION (SECOND READING AND ADOPTION) CITY COUNCIL MINUTES - NOVEMBER 8, 2005 6. ORDINANCE NO. 05-0423 - ANNEX 5.9 ACRES OF ROAD RIGHT OF WAY (5TH AVE. S.E. FROM THE CITY LIMITS TO HWY 22) OWNED BY MCLEOD COUNTY AND THE STATE OF MINNESOTA WITH STAFF RECOMMENDATION AND FAVORABLE RECOMMENDATION (SECOND READING AND ADOPTION) (c) APPOINTMENT OF RICHARD FREEMAN TO AIRPORT COMMISSION TO SEPTEMBER 2010 (d) CONSIDERATION FOR APPROVAL OF CHANGE ORDERS FOR LIQUOR STORE PROJECT Motion by Peterson, second by Stotts, to approve consent agenda with the exception of Item 5(b)3. Motion carried unanimously. Item 5(b)3 had further discussion. Dolf Moon, PRCE Director, presented before the Council. Mr. Moon explained that the improvements made to Rotary Park are partly funded by the Minnesota Department of Natural Resources through a grant. A requirement of this grant is that the City include restrictions on the parkland deed noting that the property will remain parkland in perpetuity. Discussion was held regarding the restrictions in the agreement with the Minnesota DNR. Mayor Cook stated he had concerns about tying up the property in perpetuity since the property was purchased by the city and the amenities provided by the grant would not last forever. It was noted that the grant agreement includes a provision that allows a change in use provided that certain conditions are met and prior written approval is obtained from the state. Motion by Haugen, second by Stotts, to approve Resolution No. 12845. Motion carried unanimously. 6. PUBLIC HEARINGS - 6:00 P.M. - NONE 7. COMMUNICATIONS. REQUESTS AND PETITIONS 8. UNFINISHED BUSINESS (a) CONSIDERATION FOR APPROVAL OF PURCHASING BOOKING/MUG SHOT SYSTEM AS REQUESTED BY THE HUTCHINSON POLICE DEPARTMENT Tom Kloss, Information Technology Director, presented before the Council. Mr. Kloss reminded the Council that this item was tabled from the last City Council meeting to allow for more time to research whether or not this software could be programmed inhouse. Mr. Kloss explained that he has found that this system will not be able to be programmed inhouse due to the complexity of it. Motion by Stotts, second by Peterson, to approve the purchase of a booking/mug shot system as requested by the Hutchinson Police Department. Motion carried unanimously. (b) ORDINANCE NO. 05-0421 - ORDINANCE GRANTING AUTHORITY TO OBTAIN CRIMINAL HISTORY INFORMATION (SECOND READING AND ADOPTION) Mayor Cook noted that this ordinance's purpose is intended to cover license applicants as well as employment applicants. He requested that the ordinance be revised to include more information on license applicants. Motion by Arndt, second by Stotts, to table this item to the November 22,2005, City Council meeting. Motion carried unanimously. * Dan Hatten, Police Chief, presented before the Council. Mr. Hatten explained that a newly hired police officer has been ordered to active duty for 18 months. Mr. Hatten requested that the Council authorize the hiring of a police officer to fill this void during the 18 months. Motion by Peterson, second by Arndt, to authorize the filling of the recently vacated police officer position. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF AGREEMENTS WITH THE STATE OF MINNESOTA FOR CONSTRUCTION OF HIGHWAY 7/15/22 2 CITY COUNCIL MINUTES - NOVEMBER 8, 2005 John Rodeberg, Public Works Director, presented before the Council. Mr. Rodeberg explained that Mn/DOT has delayed this project due to property acquisition issues. Because ofthis, he requested that this item be tabled to the next City Council meetmg. Motion by Arndt, second by Haugen, to table this item to November 22,2005. Motion carried unanimously. 9. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF 2006 COMPENSATION PLAN Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing explained that no action is requested tonight, but rather a review of the information. Ms. Ewing explained the changes made to the compensation plan. The items covered in the plan document include the plan objectives, plan structure, open salary range, position classification assignment, allocation of new positions, pay grades, apprenticeship program, performance evaluations, annual market adjustment consideration, modification of the plan, review of the plan and filing of the plan. The consideration of the adoption of the plan will be on the next City Council agenda. (b) CONSIDERATION FOR APPROVAL OF INST ALLA TION OF FIBER OPTIC CABLE Tom Kloss, Information Technology Director, presented before the Council. Mr. Kloss explained that there is a fiber optic cable that runs between the City Center and the Wastewater Treatment Plant. A portion of this cable runs overhead and hangs from utility poles. These poles are planned to be taken down in 2006 by Hutchinson Utilities Commission. Because of this, staff is requesting that the fiber optic cable be relocated underground in this area. In addition, staff is requesting installatiOn of new fiber optic cable to serve Oakland Cemetery and the Event Center. This system will then have the ability to branch off and serve the Rec Center and Fairgrounds and make a connection with Ridgewater College. This connection will enhance capabilities for the police department and the City in general. The City will also have the opportunity to lease lines to the state and county. The total cost ofthe project is $45,600 with $23,300 being covered by the Wastewater department and the remaining funds coming from the Capital Improvement Plan. Fiber cable is more cost efficient at this time compared to wireless. Motion by Stotts, second by Haugen, to approve installation of fiber optic cable. Motion carried unanimously. (c) CONSIDERATIONFORAPPROV AL OF WASTEWATER OPERATIONS CONSULTING AGREEMENT John Rodeberg, Public Works Director, presented before the Council. Mr. Rodeberg explained that the Wastewater Department currently has two operator positions that have been open for quite some time. To address this issue and until they can be filled, Mr. Rodeberg is requesting that a consulting agreement be entered into with Bonestroo, Rosene Anderlik & Associates for wastewater administrative support services. The proposal estimated from the consultant is $25,542.00. Mayor Cook stated that these services would typically be done by staff. He asked that since this contract is on an as-needed and not-to-exceed basis that when the services are used that the reason for the individual need to be documented and available for review. Motion by Stotts, second by Peterson, to approve wastewater operations consulting agreement with Bonestroo Rosene Anderlik & Associates. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF PURCHASE OF SKYDIVE HUTCHINSON PROPERTY FOR AIRPORT AND MUNICIPAL USE John Rodeberg, Public Works Director, presented before the Council. Mr. Rodeberg explained that Skydive Hutchinson has been for sale for quite some time and has not been sold. Mr. Rodeberg shared several concerns and opportunities that staff has identified with the property being sold to some type of business that does not have an airport use. In addition, the building on the site may very well be exceptional for city services. Staff is requesting that the Council authorize an appraisal be conducted of the land and building and enter into an agreement with Robinson Appraisal & Associates to conduct the appraisal. Motion by Peterson, second by Stotts, to approve Resolution No. 12848, authorizing completion of an appraisal 3 CITY COUNCIL MINUTES - NOVEMBER 8, 2005 of the Skydive Hutchinson building and property. Motion carried unanimously. (e) DISCUSSION OF POTENTIAL REVISIONS TO HUTCHINSON'S MUNICIPAL STATE AID STREET SYSTEM John Rodeberg, Public Works Director, presented before the Council. Mr. Rodeberg explained the need for the City to obtain additional routes to be included in the Municipal State Aid Street system. The City receives funding for the routes that are included in the system. Motion by Arndt, second by Stotts, to approve proceeding with the process and working with Mid-Minnesota Regional Development to complete their required review. Motion carried unanimously. (t) CONSIDERATION FOR APPROVAL OF AMENDMENT TO SEWER SERVICE CHARGE SYSTEM CONSUL TING AGREEMENT WITH DONOHUE John Rodeberg, Public Works Director, presented before the Council. Mr. Rodeberg explained that an amendment to the sewer service charge system is needed due to discrepancies in loadings from Hutchinson Technology Inc. and other industrial wastewater permit holders in the City. Until the City can fairly accurately estimate effluent parameters, the rate system cannot be feasibly developed. Based on the results of the study, changes may need to be made to the wastewater treatment facility or the treatment process of the industrial permit holders. Motion by Stotts, second by Arndt, to approve amendment to sewer service charge system consulting agreement with Donohue & Associates. Motion carried unanimously. (g) CONSIDERATION FOR APPROVAL OF SETTING JOINT MEETING WITH HUTCHINSON UTILITIES COMMISSION ON NOVEMBER 30,2005, AT 4:00 P.M. (UTILITIES RATE STUDY) Motion by Peterson, second by Stotts, to approve setting joint meeting with Hutchinson Utilities Commission on November 30, 2005, at 4:00 p.m. at the Hutchinson Event Center to review Utilities rate study and discussion of fund transfer. Motion carried unanimously. (h) CONSIDERATION FOR APPROVAL OF SETTING CITY COUNCIL BUDGET WORKSHOP Gary Plotz noted that this workshop is needed to discuss the enterprise funds and the general fund. In addition, a workshop is needed for the Council to meet with the City Administrator to discuss the 2006 budget proposal. Motion by Peterson, second by Stotts, to approve setting City Council budget meeting with the City Administrator on November 15,2005, at 9:30 a.m. and setting City Council budget workshop for November 15, 2005, at 3: 15 p.m. to discuss the enterprise funds. Motion carried unanimously. 10. MISCELLANEOUS (a) COMMUNICATIONS Jim Haugen - Council Member Haugen commented on the downtown streetscape project. John Rodeberg mentioned that the streetlights should start to be placed next week. They will do one side of the street at a time. John Rodeberg also gave an update on the Golf Course Road project which the majority should be done by the end of next week. A portion will be closed off over the winter due to bituminous not being placed on it. Gary Plotz - City Administrator Plotz explained that additional signatures were received for the initially submitted petition for a City Charter amendment. Mr. Plotz reported that a sufficient number of additional signatures was received. Marc Sebora, City Attorney, explained that due to the sufficiency ofthe signatures, an election needs to be set for the citizens to vote on the charter amendment. The election needs to held within 90 days of verification of the sufficiency of the signatures, which is no later than February 2, 2005. This item will be placed on the next City Council meeting agenda. John Rodeberg - Mr. Rodeberg noted that he serves on a state transportation board which generally attends the National Transportation Board meeting every year in Washington D.C. The cost of the trip is paid for the by the national institute and Mr. Rodeberg does not use city time to cover this meeting, however he requested that 4 CITY COUNCIL MINUTES - NOVEMBER 8, 2005 the City Council consider formally approving the travel authorization since it is out of state. Motion by Arndt, second by Haugen, to authorize travel for John Rodeberg to attend the National Transportation Board in Washington D.C. in January 2006. Steve Cook - Mayor Cook noted that the Council had received a request from family members of troops to place yellow ribbons around the community in honor of the deployed troops. Mayor Cook noted that he will contact the requestor. Mayor Cook also requested that Ken Merrill be available for the meeting that is scheduled with the Council and the City Administrator on November 15,2005. Mayor Cook also requested that the City Administrator obtain information regarding Medicare and Medicaid cost increases as they would pertain to employee contributions since we are considering a similar wage increase for employees as social security recipients will receive next year (4.1 %). 11. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS Motion by Arndt, second by Stotts, to pay claims, appropriations and contract payments. Motion carried unanimously. 12. ADJOURN With no further business to discuss, a motion was made by Peterson, seconded by Stotts to adjourn the meeting at 7:30 p.m. 5