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03-14-2006 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, MARCH 14,2006 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. Gerhard Bode, Peace Lutheran Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. MINUTES (a) REGULAR MEETING OF FEBRUARY 28,2006 Motion by Arndt, second by Stotts, 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 FEBRUARY 2006 2. FIRE DEPARTMENT MONTHLY REPORT FOR FEBRUARY 2006 3. MOTOR VEHICLE MONTHLY REPORT FOR JANUARY 2006 4. HUTCHINSON PUBLIC LIBRARY BOARD MINUTES FROM JANUARY 30,2006 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 12917 - RESOLUTION FOR PURCHASE (ROOFING AT WASTEWATER TREATMENT PLANT AND RUBBER CRACK REPAIR OF CITY STREETS) 2. RESOLUTION NO. 12918 - RESOLUTION AUTHORIZING CITY OF HUTCHINSON MEMBERSHIP TO HUTCHINSON AREA CHAMBER OF COMMERCE 3. ORDINANCE NO. 06-0428 - AN ORDINANCE APPROVING FRANCHISE AGREEMENT WITH HUTCHINSON CHAMBER OF COMMERCE FOR THE PURPOSE OF PERMITTING BANNERS ON CITY-OWNED STREETLIGHT POLES ALONG MAIN STREET/HWY 15 FROM FIRST AVENUE NE TO CENTURY AVENUE AND A ONE BLOCK PORTION OF WASHINGTON AVENUE WEST (SECOND READING AND ADOPTION) 4. ORDINANCE NO. 06-0429 - AN ORDINANCE APPROVING REZONING OF TWO LOTS FROM C4 TO R2 FOR THE PURPOSE OF CONSTRUCTING A 48-UNIT ADDITION ONTO THE CEDAR CREST ESTATES ASSISTED LIVING FACILITY LOCATED AT 225 SHADY RIDGE ROAD (SECOND READING AND ADOPTION) 5. ORDINANCE NO. 06-0430 - AN ORDINANCE APPROVING VACATION OF DRAINAGE AND UTILITY EASEMENTS ALONG THE PROPERTY LINE LOCATED BETWEEN 1408 AND 1412 HERIT AGE AVENUE NW FOR THE PURPOSE OF COMBINING THE TWO LOTS INTO ONE LARGE LOT FOR THE CONSTRUCTION OF A SINGLE-FAMILY HOME (SECOND READING AND ADOPTION) CITY COUNCIL MINUTES - MARCH 14, 2006 6. ORDINANCE NO. 06-0431- AN ORDINANCE ESTABLISHING A PUBLIC ARTS COMMISSION (SECOND READING AND ADOPTION) (c) CONSIDERA nON FOR APPROVAL OF ON-SALE INTOXICATING LIQUOR AND CLUB LICENSES FOR 2006 (d) CONSIDERATION FOR APPROVAL OF RENEWING AIRPORT AGRICULTURAL LEASE WITH DAVID KIRKPATRICK (e) APPOINTMENTS TO PUBLIC ARTS COMMISSION (t) CONSIDERATION FOR APPROVAL OF OUT-OF-STATE TRAVEL FOR JOHN RODEBERG, DIRECTOR OF PUBLIC WORKS, TO ATTEND THE AMERICAN WATER WORKS ASSOCIATION ANNUAL CONFERENCE AND EXPOSITION IN SAN ANTONIO, TEXAS FROM JUNE 11 - 15,2006 (g) CONSIDERATIONFORAPPROV AL OF CHANGE ORDER NO. 2 - LETTING NO. 12, PROJECT NO. 05-14 - REVERSE OSMOSIS SYSTEM PROCUREMENT (SALES TAX REDUCTION) Item 5(b) 1, 5(b)3 and 5( e) were pulled for separate action. Motion by Haugen, second by Arndt, to approve consent agenda with the exception of the above-noted items. Motion carried unanimously. Item 5(b) 1 had further discussion. Ken Merrill, Finance Director, presented before the Council. Mr. Merrill requested that the Council approve a revised resolution that would include maintenance repairs of Building #30 at the Wastewater Treatment Plant at a cost of$37,950. It was noted that city staff has done a large amount of maintenance work already. Mayor Cook asked for clarification regarding the crack sealing. John Rodeberg explained that is has been shown that it is more competitive to have contractors complete this work as opposed to doing it in-house. Motion by Peterson, second by Stotts to approve Resolution No. 12917. Motion carried unanimously. Item 5(b)3 had further discussion. Marc Vaillancourt, President of Chamber of Commerce & CVB, presented before the City Council. Mr. Vaillancourt distributed pictures of the banners that will be placed throughout the city pursuant to this franchise agreement. Three seasonal banners will be interchanged throughout the year. Motion by Arndt, second by Haugen, to approve Item 5(b)3. Motion carried unanimously. Mayor Cook stated that Tom Wirt, LuAnn Drazkowski, JoAnn Willmert and Terry Kempfert would like to be appointed to the Public Arts Commission. Motion by Peterson, second by Cook, to appoint the above-mentioned individuals to the Public Arts Commission. Motion carried unanimously. 6. PUBLIC HEARINGS - 6:00 P.M. 7. COMMUNICATIONS. REQUESTS AND PETITIONS (a) UPDATE ON NEW UTILITY BILLING SYSTEM Ken Merrill, Finance Director, presented before the Council. Mr. Merrill explained the process that has been followed to upgrade the utility billing system, which includes the billing statements for garbage, water and sewer charges. The process began in 2003 and included selecting a vendor, assessing costs, and phasing in implementation. Staff has been training and running parallel tests. The system will go "live" March 20, 2006, with the first billing on the new system being run April 15, 2006. One of the advantages of the new system is that eventually customers will be able to review and pay their bills online, which will ultimately save the city money. Mr. Merrill noted that the Hutchinson Utilities Commission is planning on transferring 2 CITY COUNCIL MINUTES - MARCH 14, 2006 to the same system for gas/electric bills as well. 8. UNFINISHED BUSINESS 9. NEW BUSINESS (a) PRESENTATION BY TOM KLOSS, DIRECTOR OF INFORMATION TECHNOLOGY, ON CITY COUNCIL OBJECTIVE OF MARKETING COMMUNITY FACILITIES Tom Kloss, Information Technology Director, presented a final report before the Council regarding the 2005 objective of marketing community facilities. Mr. Kloss reviewed the measurements to be used in evaluating this objective and reviewed the milestones accomplished by the committee. Mr. Kloss reviewed the information he had previously supplied to the Council at a presentation he gave earlier. One of the major accomplishments or milestones completed included branding a tag line of "Hutchinson - Minnesota's HomeTown". This committee's work has been completed and future work has been left to the Chamber CVB and the EDA, as well as other groups. Marc Vaillancourt reviewed the web site, explorehutchinson.com. This site is community-driven and intentional to promote the community, such as events and other destinational information. (b) CONSIDERATION FOR APPROVAL OF PROPOSAL FROM PUBLIC STRATEGIES FOR BUDGETING FOR OUTCOMES PROCESS ASSISTANCE Mayor Cook noted that this topic has been discussed for several months and a presentation had been given by a representative from Public Strategies. It was suggested that if this program is implemented, it should be completed in a two-phase approach due to the time commitment of city staff. The background work would be completed in the first phase, with the second phase including implementation. Mayor Cook noted that Public Strategies has portrayed a great willingness to be flexible with the City due to the make-up ofthe city being different from other clients. They actually reduced costs in some areas. The total contract price with them as presented would not exceed $43,000, but the City will only be charged for the time that Public Strategies actually helps us. Dale Baker, 1373 Heritage Avenue NW, presented before the Council. Mr. Baker stated that he was at the session when Public Strategies presented their information and he is encouraging of the Council implementing this process. Mr. Baker likes the fact that this process includes finding out what citizens of the community want to pay for. Mr. Baker voiced the positives of staff investing the time to this process and the investment to the future. Council Member Haugen commented that the current budgeting system is weak, and this process could be used as a very beneficial tool. Motion by Stotts, second by Haugen, to approve proposal from Public Strategies to provide budgeting for outcomes process assistance, funding it from the excess fund. Motion carried unammously. (c) CONSIDERATION FOR APPROVAL OF CONSULTING AGREEMENT WITH WOLD ARCHITECTS FOR DESIGN SERVICES FOR WASTWATER TREATMENT FACILITY ADMINISTRATION BUILDING IMPROVEMENTS John Rodeberg, Public Works Director, presented before the Council. Mr. Rodeberg stated that Wold Architects has made amendments to the initial proposal to address some issues raised by the Council. Motion by Stotts, second by Peterson, to approve consulting agreement with Wold Architects for design services for Wastewater Treatment Facility Administration building improvements. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF ACCEPTING OFFER OF FOUR LIGHTPOLES FROM HOLOPHANE AND AMERICAN ELECTRIC LIGHTING 3 CITY COUNCIL MINUTES - MARCH 14, 2006 John Rodeberg, Public Works Director, presented before the Council. Mr. Rodeberg noted that a preliminary offer by Holophane Lighting was to "donate" four light poles. Staff has requested that Holophane install the poles as well, however that has not been finalized. Motion by Arndt, second by Haugen, to approve accepting offer of four light poles from Holophane and American Electric Lighting, with the contingency that they are installed as well. Motion carried unanimously. (e) CONSIDERATION FOR APPROVAL OF CONSULTING AGREEMENT WITH DONOHUE & ASSOCIATES FOR WASTEWATER FACILITIES PLAN AMENDMENT John Rodeberg, Public Works Director, presented before the Council. Mr. Rodeberg noted that accelerated program issues have arisen at the wastewater facility due to the growth of Hutchins on Technology Inc. and Provesta. Because of this, the wastewater facilities plan needs to be amended. The Facilities Plan amendment is required in order to be eligible for state and federal loans and grants. The Plan will address needed improvements to the Wastewater Facilities in order to meet expected treatment and capacity needs. Low-interest loan programs are available through the Public Funding Authority and other sources. Motion by Peterson, second by Arndt, to approve consulting agreement with Donohue & Associates for Wastewater Facilities Plan Amendment. Motion carried unanimously. (t) CONSIDERATION OF SETTING JOINT MEETING WITH MCLEOD COUNTY BOARD OF COMMISSIONERS FOR APRIL 11,2006, AT 3:30 P.M. AT CITY CENTER Agenda items can be supplied to Gary Plotz and he and the County Administrator will put an official agenda together. Motion by Peterson, second by Stotts, to approve setting joint meeting with McLeod County Board of Commissioners for April 11 ,2006, at 3 :30 p.m. at the Hutchinson City Center. Motion carried unanimously. 10. MISCELLANEOUS (a) COMMUNICATIONS Marc Sebora, City Attorney, presented before the Council. Mr. Sebora distributed the curriculum vitae of Bill Kellough, an attorney experienced in representing hospital organizations with regard to privatization processes. It has been suggested that an independent entity be contracted with to represent the city's interest in the process. Motion by Peterson, second by Stotts, to approve hiring the services of Bill Kellough to represent the City of Hutchinson throughout the hospital privatization process. Bill Arndt - Council Member Arndt asked about expanding Spring clean-up. Gary Plotz, City Administrator, explained that the current program includes a one-day pick up of a white good and hard good by Waste Management. This is included m the current contract. Mr. Plotz will look into how that could be expanded and the costs associated with it. Gary Plotz - Mr. Plotz mentioned that a tour and brief meeting between the City Council and Planning Commission is intended to be held March 28,2006, at 3:00 p.m. Motion by Stotts, second by Peterson, to set the tour/meeting with Planning Commission for March 28, 2006, at 3:00 p.m. Motion carried unanimously. Mr. Plotz also reviewed the workshop that was held earlier today regarding 2007 budget parameters. Parameters discussed including the tax levy not increasing more than 3%, total budget not increasing more than 4.5%, budgeting the same amount of LGA as in 2006, funding specific programs, moving up the general fund budget process, as well as the enterprise budget process. Discussion was also held regarding keeping the institution of five-year budgeting, as well as using a different format. Action will be taken on 4 CITY COUNCIL MINUTES - MARCH 14, 2006 this subject at the March 28,2006, City Council meeting. John Rodeberg - Mr. Rodeberg noted that the Hwy 7 project is moving ahead, albeit over budget. Construction should begin May 1, 2006, on Bluff Street. 11. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS Motion by Peterson, second by Stotts, to approve claims, appropriations and contract payments. Motion carried unanimously. 12. ADJOURN With no further business to discuss, a motion was made by Stotts, seconded by Cook, to adjourn at 7:05 p.m. Motion carried unanimously. 5