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12-26-2006 CCM MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, DECEMBER 26, 2006 1. CALL TO ORDER - 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Jim Haugen, Casey Stotts, and Bill Arndt. Member absent was Kay Peterson. Others present were Gary Plotz, City Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney. 2. INVOCATION - Rev. Greg Nelson, Bethlehem United Methodist, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENTS 5. MINUTES (a) REGULAR MEETING OF DECEMBER 12, 2006 (b) TRUTH-IN-TAXATION HEARING MINUTES OF DECEMBER 11,2006 (c) BID OPENING MINUTES OF DECEMBER 19, 2006 (WASTEWATER TREATMENT FACILITY MAIN LIFT STATION IMPROVEMENTS AND WASTEWATER TREATMENT FACILITY SCADA SYSTEM) 5(a) - Mayor Cook noted that under 10(a), the third paragraph should be revised to read "not meeting appropriate levels" instead of" very poor". Motion by Stotts, second by Haugen, to approve the minutes with the revisions noted above. Motion carried unanimously. 6. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM NOVEMBER 21, 2006 2. CITY OF HUTCHINSON FINANCIAL REPORT FOR NOVEMBER 2006 3. CITY OF HUTCHINSON INVESTMENT REPORT FOR NOVEMBER 2006 4. PLANNING COMMISSION MINUTES FROM NOVEMBER 21,2006 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 13100 - RESOLUTION SUPPORTING HUTCHINSON UTILITIES COMMISSION TRANSFER FORMULA 2. RESOLUTION NO. 13101 - RESOLUTION ADOPTING 2007 CITY OF HUTCHINSON FEE SCHEDULE 3. RESOLUTION NO. 13102 - RESOLUTION APPROVING THE GROUND LEASE FOR THE DASSEL MEDICAL CENTER 4. ORDINANCE NO. 06-0449 - A SMOKE-FREE WORKPLACE ORDINANCE (SECOND READING AND ADOPTION) 5. ORDINANCE NO. 06-0450 - AN ORDINANCE EXTENDING THE HOURS OF ON-SALE LIQUOR SALES ON DECEMBER 31, 2006 ( c) PLANNING COMMISSION ITEMS 1. CONSIDERATION OF ORDINANCE AMENDMENT ADDING LANGUAGE TO CITY COUNCIL MINUTES - DECEMBER 26, 2006 CONDITIONALLY PERMIT STORAGE UNITS IN 1-1 DISTRICT WITH STAFF RECOMMENDATION AND FAVORABLE PLANNING COMMISSION RECOMMENDATION (WAIVE FIRST READING AND SET SECOND READING AND ADOPTION OF ORDINANCE NO. 06- 0451 FOR JANUARY 9, 2006) 2. CONSIDERATION OF ORDINANCE AMENDMENT TO CLARIFY ALLOWED ENCROACHMENTS AND PROJECTIONS INCLUDING OVERHANGS AND EGRESS WINDOWS INTO SETBACKS AND DRAINAGE AND UTILITY EASEMENTS WITH STAFF RECOMMENDATION AND FAVORABLE PLANNING COMMISSION RECOMMENDATION (WAIVE FIRST READING AND SET SECOND READING AND ADOPTION OF ORDINANCE NO. 06- 0452 FOR JANUARY 9, 2006) (d) SUMMARY OF CLOSED MEETING PROCEEDINGS FOR THE CITY ADMINISTRATOR PERFORMANCE APPRAISAL SESSION HELD ON DECEMBER 12, 2006 (e) CONSIDERATION FOR APPROVAL OF LEASE AGREEMENT WITH LUTHERAN SOCIAL SERVICES TO PROVIDE SENIOR DINING SERVICES AT EVERGREEN APARTMENTS (f) CONSIDERATION FOR APPROVAL OF CHANGE ORDER NO. l-LETTINGNO. 15, PRO JECTNO. 06-17 (REVERSE OSMOSIS MEMBRANE ELEMENTS) (g) CONSIDERATION FOR APPROVAL OF ENGINEERING AGREEMENT AMENDMENT WITH SEH CONSUL TING FOR NE TRUNK STORM SEWER PHASES 2 & 3 WETLAND SERVICES (h) CONSIDERATION FOR APPROVAL OF TRANSIENT MERCHANT LICENSE FOR T.A.P. ENTERPRISES ON JANUARY 24,2007, AT THE BEST WESTERN VICTORIAN INN (i) CONSIDERATION FOR APPROVAL OF APPLICATION FOR MN/DOT LIMITED USE PERMIT (j) APPOINTMENT OF JOHN OLSON TO HATS JOINT POWERS BOARD OF DIRECTORS Items 6(b) 1, 6(b )2, 6( e), and 6(g) were pulled for separate action. Motion by Stotts, second by Arndt, to approve consent agenda with the exception ofthe items noted above. Motion carried unanimously. Item 6(b) 1 had further discussion. Mayor Cook explained that this resolution defines a formula that the Hutchinson Utilities Commission will use to configure the amount that will be transferred annually to the City of Hutchinson general fund. This transfer is in lieu ofHUC paying property taxes to the City. Mayor Cook further explained that a subcommittee of the HUC was formed to research different methods of computing the formula. The best method found was to base the formula on the gross operating revenue. Motion by Stotts, second by Arndt, to approve item 6(b)l. Motion carried unanimously. Item 6(b)2 had further discussion. Mayor Cook noted that only a few increases were included on the list, otherwise, for the most part, the fees remain flat. It was clarified that the fee for special Planning Commission meetings is an additional $30 fee per Planning Commissioner. Motion by Haugen, second by Stotts, to approve item 6(b )2. Motion carried unanimously. Item 6( e) had further discussion. Council Member Haugen commented that it seems that this contract is one that the City loses money on, in addition to the fact that the kitchen equipment is quite old and in need of repair or replacement. Council Member Haugen also noted that section 9 of the contract should be revised to read "Lessee is responsible to ensure that any other food preparation activities. . . ", instead of the Lessor being responsible. Planning Director Rebecca Bowers noted that the monthly fee has increased to $1000/month. The Council noted staff should research the possibility of including the County on various expenses since the kitchen provides services to all county residents. Motion by Haugen, second by Arndt, to approve Item 6( e) noting that Section 9 should be revised with "Lessee" replacmg "Lessor". Motion carried unanimously. 2 CITY COUNCIL MINUTES - DECEMBER 26, 2006 Item 6(g) had further discussion. Council Member Arndt asked the reason the City is entering into this contract since all of the delineations are indicated on the map currently. Kent Exner, City Engineer, noted that a biologist is needed to determine what is a wetland and what is not. He further stated that documentation is needed to help facilitate conversations with property owners regarding the wetland boundaries. Motion by Arndt, second by Cook, to approve item 6(g). Motion carried unanimously. Item 6( c) 1 had further discussion. Mayor Cook clarified that a definition is included in the proposed ordinance however he feels the word "exclusively" should follow the word "used" to clarify that the units should only be used for storage. The revised wording will be included on the next Council agenda for the second reading of the ordinance. 7. PUBLIC HEARINGS - 6:00 P.M. - NONE 8. COMMUNICATIONS. REQUESTS AND PETITIONS (a) PRESENTATION BY MARC VAILLANCOURT OF HUTCHINSON CONVENTION & VISITORS BUREAU ON 2004-2005 FINANCIAL STATEMENTS AND 2007 BUDGET Marc Vaillancourt, President of Hutchinson Convention & Visitors Bureau, presented before the Council. Mr. Vaillancourt shared a report that illustrated what the CVB collects from the lodging tax. He also shared the proposed 2007 CVB budget that was approved by the CVB Board of Directors. Mr. Vaillancourt noted that a new marketing specialist was hired in late August who helped develop an Integrated Marketing Communications Plan. Mr. Vaillancourt delivered the key points of the Communication Plan. Mr. Vaillancourt noted that the lodging tax revenue went down in 2006. Thoughts of attributes to this are the high price of fuel and possibly the construction on Hwy 7. The lodging tax revenue is out of the CVB's control as they cannot forecast how many people will stay in Hutchinson. The goal of the CVB is to have the lodging tax revenues eventually go to fully fund advertising and not marketing positions. Council Member Arndt commented that he had received a comment that Main Street looks unattractive with the new Christmas lights, as compared to the previous overhead lights. Marc Vaillancourt noted that he is working on raising dollars to enhance and improve the Christmas lights on Main Street and throughout the City. Motion by Stotts, second by Arndt, to approve the 2007 CVB budget. Motion carried unanimously. Motion by Arndt, second by Haugen, to set January 25, 2007, at 5:30 p.m. as a public meeting for the Council Members to attend the Chamber ofCommerce/CVB annual meeting. Motion carried unanimously. 9. UNFINISHED BUSINESS (a) CONSIDERATION FOR APPROVAL OF THE CITY OF HUTCHINSON 2007 CITIZEN SURVEY Tom Kloss, Information Technology, presented before the Council. Mr. Kloss noted that several questions on the survey were resided since the printing of the Council packet. Mr. Kloss reviewed the revisions. The revisions will be sent in to the survey company tomorrow. Motion by Stotts, second by Cook, to approve the City of Hutchinson 2007 citizen survey. Motion carried unanimously. 10. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF EMPLOYEE LIFE INSURANCE PROPOSAL Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing explained that the current proposal does sunset at the end of2006, causing staff to "shop around" for life insurance coverage. The quotatiOn received from The Standard is a lesser fee of $.16 per $1000 of coverage compared to $.24 per $1000 of coverage as in the current contract. The maximum coverage per employee is $50,000. Motion by Haugen, second by Stotts, to approve employee life insurance proposal from The Standard. 3 CITY COUNCIL MINUTES - DECEMBER 26, 2006 Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF JOB DESCRIPTION FOR PUBLIC WORKS MAINTENANCE SUPERINTENDENT Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing explained that the Council had directed staff to prepare a draft of a job description for Public Works Maintenance Superintendent. Mayor Cook asked if supervisory experience should be included as a qualification. Brenda Ewing noted that supervisory ability is included in the qualifications, however if a candidate had previous experience that would be beneficial. Motion by Stotts, second by Arndt, to approve public works maintenance superintendent job description. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF INSTALLATION OF CELLULAR ANTENNAS AND EQUIPMENT ON PARK TOWERS Rebecca Bowers, Planning Director, presented before the Council. Ms. Bowers explained that the request is to allow cellular equipment on the side of the building and the roof of Park Towers. Jean Ward, HRA Executive Director/Park Towers Manager, presented before the Council. Ms. Ward explained that she has checked with the HRA's insurance carrier and they approved Cellular being self-insured as long as the HRA is listed as an additional insured. The lease would allow Cellular access to the roof24 hours day/7 days a week. Ron Mielke, Cingular Wireless, 600 1 West 99ili St., Bloomington, Minnesota, presented before the Council. Mr. Mielke explained that a technician would be accessing the equipment on average once a month to maintain the equipment. Cingular will be completely responsible for any damage done to the Park Towers building. Mr. Mielke explained that Cingular has their own frequency in which they run from, which should be different from the public safety frequencies. If the two frequencies should interfere, it would be Cingular's responsibility to remedy the interference. No interference will be held with television antennas. The initial contract is for five years, with a 20-year renewal option. Motion by Arndt, second by Stotts, to approve installation of cellular antennas and equipment on Park Towers. Motion carried unanimously. (d) DISCUSSION OF WATER TREATMENT PLANT PROJECT STATUS AND UPCOMING START-UP Kent Exner, City Engineer, presented before the Council. Mr. Exner provided an update of the start-up schedule of the activities that will be occurring at the new water treatment plant over the next couple of months. Dick Nagy, Water Systems Superintendent, reviewed activities at the plant to date. They include the reservoir being installed, with the railing yet to be installed. 99% ofthe exterior is completed, as well as the mason work and underground piping & utility lines. On the interior, the major process equipment & piping is completed. The process piping is bemg tested, disinfected and flushed. Electrical work is happening and interior painting is started. Over the next couple of months process piping testing will occur and test starting of motors, pumps and equipment. The water will be introduced to equipment next week and in mid-January the RO membrane elements will be installed and started. The plant is scheduled for substantial completion by March 2007. The landscaping, existing plant demolition and site restoration will occur in Spring 2007. With the new construction of the water plant, the public should see better water quality along with hardness reduction. Staff is hoping to be able to use the bass pond as a treatment facility as part of the Water Treatment plant project. (e) CONSIDERATION FOR APPROVAL OF AWARD OF CONTRACT FOR MAIN LIFT STATION IMPROVEMENTS (LETTING NO.9, PROJECT NO. 06-11) Kent Exner, City Engineer, presented before the Council. Mr. Exner noted that the low bid for replacing the Wastewater Treatment Facility main lift station was provided by Di-Mar Construction in a total bid amount of$114,436.00. This project will include removal and replacement of two dry-pit centrifugal wastewater pumps in the east wetwell of Building 20. 4 CITY COUNCIL MINUTES - DECEMBER 26, 2006 Motion by Stotts, second by Arndt, to approve awarding contract to Di-Mar Construction for main lift station improvements. Motion carried unanimously. (f) CONSIDERATION FOR APPROVAL OF SETTING CITY COUNCIL VISIONARY WORKSHOP Mayor Cook noted that he feels a topic of discussion for the annual visionary workshop could be "How to govern" and "Policy Governance". This would better enable the Council to be proactive and not reactive. This would also include measuring parameters and allowing the Council to work more on long-range planning and strategic planning. By having a series of policies, it would aid staff in carrying out daily operations. Mayor Cook located a consultant in Sartell who is trained in this type of facilitating. This would be an all day session with City Council Members and a few key staff members. The cost is quoted at approximately $1500. Motion by Stotts, second by Cook, to approve setting City Council visionary workshop for January 18, 2007, from 8:00 a.m. - 5:00 p.m. Motion carried unanimously. 11. MISCELLANEOUS (a) COMMUNICATIONS Becky Felling, Director of McLeod County Public Health, applauded and thanked the City Council for adopting the smoke-free workplace ordinance. She feels Hutchinson will be a model for the State of Minnesota. Gary Plotz noted that the Hutchinson Utilities Commission would like to hold a j oint meeting on January 9, 2007, at 4:00 p.m. Motion by Arndt, second by Haugen, to set joint meeting with HUC on January 9,2007, at 4:00 p.m. at the City Center. Motion carried unanimously. Steve Cook wished Council Member Kay Peterson well. 12. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS Motion by Stotts, second by Haugen, to approve claims, appropriations, and contract payments. Motion carried unanimously. 13. ADJOURN Motion by Arndt, second by Stotts, to adjourn at 7:20 p.m. Motion carried unanimously. 5