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01-22-2008 CCMMINUTES REGULAR MEETING – HUTCHINSON CITY COUNCIL TUESDAY, JANUARY 22, 2008 CALL TO ORDER – 5:30 P.M. 1. Mayor Cook called the meeting to order. Members present were Bill Arndt, Kay Peterson and Jim Haugen. Member absent was Casey Stotts. Others present were Gary Plotz, City Administrator, Kent Exner, City Engineer, and Marc Sebora, City Attorney. INVOCATION 2. – Rev. Brian Brosz, Congregational UCC Church, delivered the invocation. PLEDGE OF ALLEGIANCE 3. PUBLIC COMMENTS 4. MINUTES 5. (a)REGULARMEETING OF JANUARY 8, 2008 Motion by Haugen, second by Arndt, to approve the minutes as presented. Motion carried unanimously. CONSENT AGENDA 6. (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1.PARKS, RECREATION, COMMUNITY EDUCATION ADVISORY BOARD MINUTES FROM DECEMBER 3, 2007 2.PLANNING COMMISSION MINUTES OF DECEMBER 18, 2007 3.JOINT PLANNING BOARD MINUTES FROM NOVEMBER 21, 2007 4.HUTCHINSON HOUSING AND REDEVELOPMENT AUTHORITY BOARD MINUTES FROM DECEMBER 18, 2007 5.CITY OF HUTCHINSON FINANCIAL REPORT FOR DECEMBER 2007 6.CITY OF HUTCHINSON INVESTMENT REPORT FOR DECEMBER 2007 (b)RESOLUTIONS AND ORDINANCES 1.RESOLUTION NO. 13340 - RESOLUTION FOR PURCHASE (POLICE DEPARTMENT SQUAD CAR AND BIODIESEL) 2.RESOLUTION NO. 13341 - RESOLUTION AUTHORIZING CITY OF HUTCHINSON MEMBERSHIP TO HUTCHINSON AREA CHAMBER OF COMMERCE 3.RESOLUTION NO. 13342 - RESOLUTION AUTHORIZING TRANSFER OF EXCESS BOND FUND AND FIRE TRUCK FUNDING FROM 2007 GENERAL FUND TO CAPITAL PROJECTS FUND FOR FIRE TRUCK PURCHASE (c)PLANNING COMMISSION ITEMS 1. CONSIDERATION TO REZONE PROPERTY FROM R-1 TO I-1 REQUESTED BY ECONOMIC DEVELOPMENT LOCATED AT 765 RAILROAD STREET SE WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 13336 AND WAIVE FIRST READING AND SET SECOND READING AND ADOPTION OF ORDINANCE NO. 08-0492 FOR FEBRUARY 12, 2008) CITY COUNCIL MINUTES – JANUARY 22, 2008 2. CONSIDERATION OF PRELIMINARY AND FINAL PLAT OF GOEBEL’S SECOND ADDITION SUBMITTED BY HUTCHINSON ECONOMIC DEVELOPMENT WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 13337) (d)CONSIDERATION FOR APPROVAL OF SHORT-TERM GAMBLING LICENSE FOR VFW POST 906 LADIES AUXILIARY ON FEBRUARY 23, 2008, AT THE VFW POST 906 (e)CONSIDERATION FOR APPROVAL OF ITEMS FOR 2008 PAVEMENT MANAGEMENT PROGRAM PHASE I (f)CONSIDERATION FOR APPROVAL OF AMENDMENT TO CONSULTING SERVICES AGREEMENT WITH DON ROECKER RELATED TO WASTEWATER TREATMENT FACILITY FEDERAL FUNDING REQUEST (g)CONSIDERATION FOR APPROVAL OF OUT-OF-STATE TRAVEL FOR KIM KOSKI, WASTEWATER DEPARTMENT, FOR OPS TRAINING IN NEW MEXICO FROM FEBRUARY 4 – 8, 2008 (h)CONSIDERATION FOR APPROVAL OF 2007 PAY EQUITY REPORT (i)REAPPOINTMENT OF JACK SANDBERG TO THE PIONEERLAND LIBRARY SYSTEM BOARD TO DECEMBER 2010 (j) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Items 6(b)1, 6(c)1, and 6(e) were pulled for separate action. Motion by Peterson, second by Arndt, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 6(b)1 had further discussion. Council Member Arndt asked if the vehicle being proposed to purchase will be a multi-fuel vehicle. John Olson, Public Works Superintendent, noted that it will be a multi-fuel vehicle. Motion by Haugen, second by Arndt, to approve Item 6(b)1. Motion carried unanimously. Item 6(c)1 had further discussion. Council Member Arndt clarified that the property being purchased is the Stritesky property. He also asked if the neighbors’ concerns over the access road were addressed. Miles Seppelt, EDA Director, noted that property neighbors were present at the Planning Commission and staff will be working through some of their concerns. Motion by Arndt, second by Peterson, to approve Item 6(c)1. Motion carried unanimously. Item 6(e) had further discussion. Mayor Cook noted that the assessments were approximately 39% and he asked if these numbers are from the proposed pavement management plan. Kent Exner, City Engineer, noted that when staff implements the new pavement management plan, the assessments will change on this project. Mr. Exner noted that the numbers in the report are estimates only. Mr. Exner further explained the assessment policy procedures and how the city is looking at revising their policy. Motion by Arndt, second by Peterson, to approve Item 6(e). Motion carried unanimously. PUBLIC HEARINGS – 6:00 P.M. - NONE 7. COMMUNICATIONS, REQUESTS AND PETITIONS 8. (a) DISCUSSION OF MCLEOD COUNTY ASSESSOR’S ACTIVITIES AND CONSIDERATION FOR APPROVAL OF 2008 ASSESSMENT AGREEMENT Gary Plotz, City Administrator, noted that one of the objectives this year was to discuss with the County Assessor’s office how the commercial properties will be assessed. 2 CITY COUNCIL MINUTES – JANUARY 22, 2008 Sue Schulz, County Assessor, presented before the Council. Ms. Schultz noted that a 15% increase will be seen on commercial properties if warranted. An adjustment of 9% will be made to the City. A phase-in approach is being implemented so that the commercial properties are at or above 90% of the market value. Ms. Schulz spoke briefly about residential market values, which are not planned on being adjusted due to market. Motion by Arndt, second by Haugen, to approve 2008 assessment agreement with McLeod County. Motion carried unanimously. UNFINISHED BUSINESS 9. (a) CONSIDERATION FOR APPROVAL OF 2008 PERFORMANCE INCREASE UNIFORM IMPLEMENTATION DATE AND CONSIDERATION OF AMENDMENT TO CITY POLICY NO. 3.08 Gary Plotz, City Administrator, noted that the purpose of this item is to have one uniform review date for employees that can tie into department objectives. A cost is associated with this new implementation. Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing presented a chart illustrating a proration in 2008. This system shows that the employee would receive the same amount of dollars as if their review date remained with their anniversary date. Uniform date versus prorated implementation shows a cost difference of approximately $70,000. Mayor Cook noted that due to the cost of implementing the program, he would rather not implement the uniform increase date. He feels that the goals/review could be established and conducted in the beginning of the year, however keep the increase date at the employees’ anniversary date. Council Member Haugen noted his concerns with the cost of the st implementation. Mayor Cook suggested implementing a January 31 review date for all employees, however the increase would be seen on anniversary date. Motion by Haugen, second by Cook, to implement universal review date, however see increases on anniversary date. A roll call vote was taken: Haugen – aye; Arndt – aye; Cook – aye; Peterson – nay. Motion carried 3 to 1. (b) DISCUSSION OF HUTCHINSON CITY ORDINANCE 72.06 – TRUCK PARKING RESTRICTIONS – MAYOR STEVE COOK Mayor Cook expressed that he feels the Planning Commission will need to be involved with any changes to a truck parking ordinance. Mayor Cook suggested allowing truck parking in residential neighborhoods in accordance with the snow removal parking dates (November 1 to May 1). This will allow the trucks to be plugged in during the cold weather at a person’s residence. Council Member Peterson noted concerns with allowing trucks in residential neighborhoods, as they are more of an industrial use. Council Member Haugen suggested having the Planning Commission review this matter and come up with alternative areas for trucks to park instead of having them in residential areas. Gary Plotz, City Administrator, noted that he received input from a family that parks their truck on their property and they need to plug it in the wintertime. If no alternatives or allowances are made, they will need to move out of the city. Motion by Peterson, second by Arndt, to leave the ordinance as written, and encourage that it is enforced. Haugen – aye; Arndt – aye; Peterson – aye; Cook – nay. Motion carried 3 to 1. NEW BUSINESS 10. (a) CONSIDERATION FOR APPROVAL OF ITEMS FOR TRUNK HIGHWAY 15 & COUNTY ROAD 12 ROUNDABOUT PROJECT (ACCESS AGREEMENT, LETTER OF SUPPORT AND COUNTY DITCH PETITION) Kent Exner, City Engineer, presented before the Council. Mr. Exner reviewed a temporary roadway access nd agreement that staff has proposed which is for an extension of Michael Court to 202 Circle. Mr. Exner also displayed the detour route and noted that signage to the businesses on the stretch of Hwy 15 being nd reconstructed will be visible. The township has approved the use of 202 Circle as a temporary detour route. Mr. Exner then explained the work that will need to be done before the City petitions to the County 3 CITY COUNCIL MINUTES – JANUARY 22, 2008 for assuming responsibility of the county ditch (drain tile system) south of the connection that will be made during the TH 15 & CR 12 roundabout project. Further documentation on the petition will be brought forth to the Council at a later date. The proposed letter of support is intended to be provided to the state legislators encouraging them to keep this project on the books even though there are fiscal issues happening in the state currently. Mr. Exner then explained the cost differences between a roundabout project and a signal system project. The roundabout control system is the preferred system by Mn/DOT based on traffic counts, turning movements, sightlines, property access points and known safety issues. Kent Exner also noted that an analysis was completed on building a temporary access road to the south of CR 12 as well. A cost of approximately $100,000 was arrived at. The approximate cost for the proposed extension to the north is estimated at $12,000. Julie Neubarth, business owner on Hwy 15 North, presented before the Council. Ms. Neubarth noted that the property owners are in acceptance of the proposed access agreement. Ms. Neubarth, on behalf of the property owners, noted that research had been conducted on the after-effects of roundabouts. 78% of them showed a 21% decline in traffic counts. The group also had concerns over pedestrian safety at the roundabout. Dan Hatten, Police Chief, noted that the proposed temporary access appears to be acceptable to emergency services. Kent Exner noted that the planned letting date is May 16, 2008. Motion by Peterson, second by Arndt, to approve the temporary access agreement, letter of support and moving forward with the ditch petition process. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF 2008 HOUSING COMMUNITY DEVELOPMENT PLAN Jean Ward, Hutchinson Housing and Redevelopment Authority Director, presented before the Council. The proposed plan is based on the 2004 Hutchinson Housing Market Analysis and Demand Estimates along with information from an updated 2007 market analysis by Maxfield Research for the Hwy 7 corridor. This plan seeks approval in order for the HRA to apply for housing funding. The HRA will be working on various projects in 2008, including administering the 2008 Workforce Housing CASA program for existing homes and new construction, administering MHFA CRV affordability gap for three homebuyers purchasing newly constructed homes, applying for Minnesota Housing 2% Construction financing for the school construction house, continue to administer the expanded Franklin Grove neighborhood rehab project, researching feasibility of purchasing additional lots for future school construction/affordable housing initiatives, and administering the Minnesota Housing Fix Up Fund and Community Fix Up Fund. No rental projects are being recommended. Renovation of 11 apartments, laundry room, and corridors are planned for Park Towers apartments. Motion by Arndt, second by Haugen, to approve 2008 Housing Community Development Plan. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF POSITION RECLASSIFICATION Gary Plotz, City Administrator, noted that the current Compost Supervisor is at a Grade 7 on the pay scale. This position has continued to evolve and assume additional duties and responsibilities related to the direct management of the CreekSide compost facility. These duties have been assumed as a result of the City moving away from contracted management of the compost operation. The proposal is to reclassify the position to Grade 11 and change the title to Compost Manager. Gary Plotz also noted that an independent consultant had been hired to implement cost/manufacturing accounting. Due to the Assistant Finance Director position being filled, this consultant will be phased-out gradually. Instead of the consultant coming out weekly, perhaps the consultant will come out monthly. Motion by Peterson, second by Arndt, to approve position reclassification for the Compost Site Supervisor. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF PUBLIC WORKS REORGANIZATION 4 CITY COUNCIL MINUTES – JANUARY 22, 2008 Gary Plotz, City Administrator, presented before the Council. Mr. Plotz explained that when the Director of Public Works left approximately 1 ½ years ago, the Public Works Department restructured. The restructuring included assigning the overall management duties for the Public Works functions to the City Engineer, appointed the City Engineer as the primary representative for the Public Works Departments, assigned budgeting and financial duties and the HATS joint powers representative position to the Public Works Superintendent and expanded the lead role of Senior Public Works Maintenance Specialist working with the street crew. This structure has been reviewed by management staff and they believe this structure is appropriate and has been working very well. Staff is recommending that the City Engineer position be reclassified from Grade 12 to Grade 14, the Public Works Superintendent position be reclassified from a Grade 10 to a Grade 11 and rename to Public Works Manager, change the title for the position of Water/Wastewater Director to Waster/Wastewater Manager, return the position of Senior Public Works Maintenance Specialist working with the street crew to its previous capacity as a Grade 4 position and incorporate resource management duties into the description of the Environmental Specialist position, as time permits. Motion by Arndt, second by Haugen, to approve the public works reorganization as indicated above. Motion carried unanimously. (e) CONSIDERATION FOR APPROVAL OF SETTING JOINT CITY COUNCIL AND PLANNING COMMISSION WORKSHOP TO DISCUSS IMPLEMENTATION OF HWY 7 CORRIDOR STUDY RECOMMENDATIONS Rebecca Bowers, Planning/Zoning/Building Director, presented before the Council. Ms. Bowers explained that the Council had suggested having a workshop with the Planning Commission to discuss the details of the implementation steps outlined in the study recently adopted and how it may affect various properties. Motion by Arndt, second by Haugen, to set joint City Council and Planning Commission workshop for February 19, 2008, at 4:00 p.m. Motion carried unanimously. (f) CONSIDERATION FOR APPROVAL OF SETTING PUBLIC MEETING FOR MCLEOD FOR TOMORROW ON FEBRUARY 7, 2008, FROM 7:00 – 9:00 P.M. IN THE COUNTY COMMISSIONERS’ ROOM AT THE MCLEOD COUNTY COURTHOUSE Motion by Haugen, second by Arndt, to set public meeting for February 7, 2008, at 7:00 p.m. for the McLeod for Tomorrow meeting at the McLeod County Courthouse. Motion carried unanimously. MISCELLANEOUS 11. (a)CONSIDERATION FOR APPROVAL OF SUPPORTING HUTCHINSON UTILITIES COMMISSION IN ENDEAVOR WITH PHOENIX SOLUTIONS Mayor Cook noted that the Hutchinson Utilities Commission is implementing an Integrated Resource Plan which incorporates the use of alternative energy. HUC is working with a company, Phoenix Solutions, on a plasma gasification project, which will be a source for renewable energy. HUC and Phoenix Solutions are seeking funding from the State of Minnesota to put this product into conception. Motion by Peterson, second by Cook, to approve Resolution No. 13343, Resolution of Support for Hutchinson Utilities Commission and Phoenix Solutions. Motion carried unanimously. Bill Arndt – Council Member Arndt mentioned that the Joint Planning Board met last week and one of the items considered was the expansion of a feedlot for Skyview Dairy. Council Member Arndt noted that the JPB found that there are 14 feedlots in the joint planning area. One property owner noted concerns of allowing expansion to solely one property owner and that they all should be treated equally. The proposed ordinance would remove the number of “400” from the ordinance. This would affect all feedlots in the county. The County Board makes the final decision on this ordinance change. Discussion was held in regard to permitting processes (i.e. MPCA, county, conditional use, etc.). Mayor Cook noted concerns with allowing all feedlots to expand at whatever number of head they prefer. Gary Plotz – Mr. Plotz noted that on Thursday, January 24, 2008, staff is having an audioconference on the 5 CITY COUNCIL MINUTES – JANUARY 22, 2008 Baldridge Model. The audioconference is occurring from 12noon – 1:30 p.m. at the Event Center. Motion by Peterson, second by Haugen, to set January 24, 2008, at 12noon at the Event Center, as a public meeting. Mr. Plotz also mentioned that the Policy Governance session is set for this Friday, January 25, 2008, from 8:00 a.m. – 4:00 p.m. at the Event Center. Mayor Cook noted that this session is for non-profit governing boards. Mr. Plotz lastly mentioned that the Council is holding a visioning session from 9:00 a.m. – 1:00 p.m. on Tuesday, January 29, 2008. Mr. Plotz noted that the objectives set at his review will be discussed. If any council member has other objectives to discuss, they should let him know. In addition, other short-term goals will be identified. Mr. Plotz reminded the Council that the state legislators will be in attendance at 1:00 p.m. Kent Exner – Mr. Exner noted that the Hwy 7 project received an award from the Concrete Paving Association for urban development. John Olson – Mr. Olson noted that any suggestions to the draft assessment policy can be forwarded to him. Mayor Cook – Mayor Cook noted that he attended a meeting last week with several mayors in regard to LGA. The hope is to have a plan presented to the legislature this year. Mayor Cook also noted that he attended the League of Minnesota Cities Elected Officials Conference. One interesting segment was on ethics. A suggestion was to include an ethics clause in city contracts. Mayor Cook commented on a Resolution that was rescinded by the Pioneerland Library System related to LGA. ADJOURN 12. Motion by Arndt, second by Cook, to adjourn at 8:00 p.m. Motion carried unanimously. ATTEST: _______________________________________ _____________________________________ Steven W. Cook Gary D. Plotz Mayor City Administrator 6