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12-09-2008 CCMMINUTES REGULAR MEETING – HUTCHINSON CITY COUNCIL TUESDAY, DECEMBER 9, 2008 CALL TO ORDER – 5:30 P.M. 1. Mayor Cook called the meeting to order. Members present were Bill Arndt, Casey Stotts and Jim Haugen. Member absent was Kay Peterson. Others present were Gary Plotz, City Administrator, Kent Exner, City Engineer, and Marc Sebora, City Attorney. INVOCATION 2. – Due to the absence of Rev. James Rainwater, Seventh Day Adventist Church, the invocation was dispensed. PLEDGE OF ALLEGIANCE 3. PUBLIC COMMENTS 4. MINUTES 5. (a)REGULARMEETING OF NOVEMBER 25, 2008 Motion by Stotts, second by Arndt, to approve the minutes as presented. Motion carried unanimously. CONSENT AGENDA 6. (Purpose: only for items requiring Council approval by external entities that would otherwise have been delegated to the City Administrator. Traditionally, items are not discussed.) (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. FIRE DEPARTMENT MONTHLY REPORT FOR NOVEMBER 2008 2. HUTCHINSON AIRPORT COMMISSION MINUTES FROM SEPTEMBER 18, 2008, AND OCTOBER 16, 2008 (b) RESOLUTIONS AND ORDINANCES 1.RESOLUTION NO. 13499 – A RESOLUTION TRANSFERRING $129,800 FROM WATER SEWER & REFUSE FUND TO GENERAL FUND 2. RESOLUTION NO. 13500 – A RESOLUTION TRANSFERRING $322,000 FROM LIQUOR FUND TO GENERAL FUND 3. ORDINANCE NO. 08-0518 – AN ORDINANCE VACATING ALLEY LOCATED AT 335 MAIN STREET SOUTH (SECOND READING AND ADOPTION) 4. ORDINANCE NO. 08-0519 – AN ORDINANCE REZONING HUTCHINSON MANUFACTURING ADDITION TO I-1 (LIGHT INDUSTRIAL) FROM I/C AND C-4 (SECOND READING AND ADOPTION) 5.ORDINANCE NO. 08-0520 – AN ORDINANCE AMENDING ORDINANCE NO. 07-0464 ESTABLISHING THE PUBLIC ARTS COMMISSION (WAIVE FIRST READING AND SET SECOND READING AND ADOPTION FOR DECEMBER 23, 2008) (c) CONSIDERATION FOR APPROVAL OF MASSAGE LICENSE RENEWALS FOR CATHERINE CITY COUNCIL MINUTES – DECEMBER 9, 2008 LIBOR AND HEIDI PULKRABEK (d) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Motion by Haugen, second by Arndt, to approve consent agenda. Motion carried unanimously. PUBLIC HEARINGS – 6:00 P.M. - NONE 7. COMMUNICATIONS, REQUESTS AND PETITIONS 8. (Purpose: to provide Council with information necessary to craft wise policy. Always looking toward the future, not monitoring past) UNFINISHED BUSINESS 9. (a)CONSIDERATION FOR APPROVAL OF RESOLUTION TO ADOPT THE MCLEOD COUNTY ALL HAZARD MITIGATION PLAN Kevin Mathews, McLeod County Emergency Management Director, presented before the Council. Mr. Mathews explained that hazard mitigation is action that municipalities can take to lessen potential losses. The item for consideration is a plan to submit to the Federal Emergency Management Agency in order for the county/city to receive funding for a formal all-hazard mitigation plan. The objective of the program is to reduce repetitive losses from natural disasters by funding cost-effective projects intended to eliminate/reduce future disaster expenditures for the repair/replacement of public and private property, as well as personal loss, hardship and suffering. There is no obligation on the city’s part. This is simply a planning-type of document. Kay Peterson arrived at 5:40 p.m. Motion by Arndt, second by Stotts, to approve Resolution No. 13493 to adopt the McLeod County All Hazard Mitigation Plan. Motion carried unanimously. NEW BUSINESS 10. (a)CONSIDERATION FOR APPROVAL OF ADOPTING CITY OF HUTCHINSON 2009 FEE SCHEDULE (ADOPT RESOLUTION NO. 13507) Gary Plotz, City Administrator, presented before the Council. Mr. Plotz noted that the proposed fees are incorporated into the proposed 2009 budget. Mr. Plotz explained that increases are not made every year to each department on the fee schedule. Some departments may have higher increases in one year and not increase the following. Mayor Cook asked that a history be shown with the fee schedule in future years. Motion by Stotts, second by Haugen, to approve Resolution No. 13507, adopting the City of Hutchinson fee schedule. Mayor Cook asked if the legal fees proposed would be charged to other departments. City Attorney Marc Sebora noted that the fees proposed would be charged to external parties should litigation occur. The proposed rental registration prosecution fee would be charged to the property owner and dangerous dog hearings would be charged to the dog owners. Mayor Cook also asked if it would be more efficient to have all liquor (intoxicating and 3.2 malt) licenses renewed at the same time. Marc Sebora noted that that would take official Council action. Motion carried unanimously. (b)CONSIDERATION FOR APPROVAL OF 2009 COMPENSATION PLAN (ADOPT RESOLUTION NO. 13508) Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing explained that this document includes a pay grid with a +3.0% market adjustment. In addition, the position classification table 2 CITY COUNCIL MINUTES – DECEMBER 9, 2008 has been updated. Mayor Cook noted that at the budget workshop it was discussed that there is much uncertainty at the state level with the deficit. Mayor Cook proposed approving the budget with the +3.0% market adjustment and merit increases, however place a freeze on things until the picture is clearer with the state. Mayor Cook feels that this would give the city some flexibility and more cash preservation. A more clear determination could be made at a later date and salaries could be paid back retroactively. Council Member Arndt and Council Member Haugen expressed that this seems to be a reasonable accommodation. Motion by Arndt, second by Stotts, to approve Resolution No. 13508, 2009 compensation plan including an implementation of a freeze on market adjustments and merit increases until a later date. Council Member Stotts mentioned that employees on the low end of the pay scale are still heavily burdened. He suggested putting a wage freeze on the top 1/3 positions on the pay scale and a +2% market adjustment for the employees on the bottom 2/3 of the pay scale. Staff will review the costs associated with this suggestion. Motion carried unanimously. (c)CONSIDERATION FOR APPROVAL OF SETTING 2009 TAX LEVY FOR SPECIAL TAXING DISTRICT HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY (ADOPT RESOLUTION NO. 13501) Ken Merrill, Finance Director, presented before the Council. The figure being considered is the same as was preliminarily presented. Mayor Cook noted that some adjustments may need to be looked at due to the housing market. Motion by Haugen, second by Stotts, to approve Resolution No. 13501, setting 2009 tax levy for Hutchinson EDA. Motion carried unanimously. (d)CONSIDERATION FOR APPROVAL OF SETTING 2009 TAX LEVY FOR SPECIAL TAXING DISTRICT HUTCHINSON REDEVELOPMENT AUTHORITY (ADOPT RESOLUTION NO. 13502) Ken Merrill, Finance Director, presented before the Council. Mr. Merrill noted that both the EDA and HRA are not levying the maximum amount set by statute. Motion by Arndt, second by Peterson, to approve Resolution No. 13502, setting 2009 tax levy for Hutchinson HRA. Motion carried unanimously. (e) CONSIDERATION FOR APPROVAL OF SETTING 2009 TAX LEVY FOR CITY OF HUTCHINSON (ADOPT RESOLUTION NO. 13503) Ken Merrill, Finance Director, presented before the Council. Mr. Merrill explained that the levy includes the $35,000 voter-approved levy for mosquito abatement. Motion by Stotts, second by Peterson, to approve Resolution No. 13503, setting 2009 tax levy for City of Hutchinson. Motion carried unanimously. (f) CONSIDERATION FOR APPROVAL OF ADOPTING GENERAL FUND BUDGET FOR FISCAL YEAR 2009 (ADOPT RESOLUTION NO. 13504) Ken Merrill, Finance Director, presented before the Council. Mr. Merrill noted that this budget is the document that has been worked on since February. Motion by Haugen, second by Arndt, to approve Resolution No. 13504, adopting general fund budget for fiscal year 2009. Motion carried unanimously. (g) CONSIDERATION FOR APPROVAL OF ADOPTING 2009 LIQUOR FUND BUDGET (ADOPT RESOLUTION NO. 13505) Mayor Cook noted that there is an increase in the transfer from the liquor fund to the general fund and the debt is covered. Ken Merrill noted that capital will need to be built to cover maintenance and repairs. 3 CITY COUNCIL MINUTES – DECEMBER 9, 2008 Motion by Peterson, second by Arndt, to approve Resolution No. 13505, adopting 2009 liquor fund budget. Motion carried unanimously. (h) CONSIDERATION FOR APPROVAL OF ADOPTING 2009 STORM WATER UTILITY BUDGET (ADOPT RESOLUTION NO. 13506) Ken Merrill, Finance Director, presented before the Council. Mr. Merrill noted that this budget includes a rate adjustment. Kent Exner, City Engineer, explained the necessity of the size of the new drainage pond. Motion by Haugen, second by Arndt, to approve Resolution No. 13506, adopting 2009 storm water utility budget. Motion carried unanimously. (i)CONSIDERATION FOR APPROVAL OF SETTING 2009 ORGANIZATIONAL MEETING Mayor Cook noted that this is the first meeting of the new year where the newly-elected officials are sworn in and other routine items are taken care of. Motion by Arndt, second by Haugen, to set 2009 organizational meeting for January 2, 2009, at 6:00 p.m. Motion carried unanimously. (j)CONSIDERATION FOR APPROVAL OF SETTING DATE FOR CITY ADMINISTRATOR’S PERFORMANCE REVIEW Mayor Cook suggested holding the performance review following the organizational meeting. Discussion was held regarding having the current council members be part of the review as well as the old council members. Council Member Peterson suggested having a review to discuss performance in 2008 and set objectives in 2009. Motion by Peterson, second by Haugen, to set performance review for 4:30 p.m. on December 23, 2008. Motion carried unanimously. Motion by Stotts, second by Haugen, to amend holding organizational meeting to start at 12noon on January 2, 2009, and set City Administrator’s goal/objective review following the organizational meeting. Motion carried unanimously. GOVERNANCE 11. (Purpose: to assess past organizational performance, develop policy that guides the organization and Council and manage the logistics of the Council. May include monitoring reports, policy development and governance process items.) MISCELLANEOUS 12. Marc Sebora – Mr. Sebora noted that at the November 12, 2008, City Council meeting, the Council set a hearing for December 23, 2008, to review a nuisance property located at 220 Lynn Road. Since that hearing was set, the neighbors have contacted him and informed him that the property has been cleaned up satisfactorily and therefore no hearing will be necessary. Motion by Stotts, second by Haugen, to cancel nuisance hearing on December 23, 2008. Motion carried unanimously. Mr. Sebora also noted that the neighbors are in favor of a vacant house ordinance and would like to work with staff on development of the ordinance. Jim Haugen – Council Member Haugen suggested pulling from the membership of the Coalition of Greater Minnesota Cities in light of the current economy. Mayor Cook noted that the City benefits from the Coalition’s work and we should pay our share for the work they do. He believes it would look poorly upon Hutchinson to pull out after only one year of membership. Council Member Arndt was in agreement of the benefit of being a member of the Coalition and to continue on with it. 4 CITY COUNCIL MINUTES – DECEMBER 9, 2008 Motion by Haugen, second by Stotts, in light of the economy, to not renew membership to the Coalition of Greater Minnesota Cities. Council Member Arndt asked if the non-renewal could be deferred to 2010. Mayor Cook noted that membership may be needed more this year than any other year due to the state’s financial conditions. Council Member Peterson noted that she was not in favor of joining the Coalition to begin with but does see the benefits of being a member. Council Member Stotts noted that he feels the membership is a luxury and not a necessity. Roll call vote was taken: Haugen – aye; Arndt – nay; Peterson – aye; Stotts – aye; Cook – nay. Motion carried 3 to 2. Bill Arndt – Council Member Arndt commented on the cars remaining parked on the streets during snow plowing season. He suggested having no on-street parking from November 1 – May 1. Council Member Peterson noted that cars should have to be moved during snow removal operation hours. John Olson, Public Works Manager, presented before the Council. Mr. Olson explained the snow removal operations and options that could be available with parking. Council Member Peterson suggested providing information to the City Council on what other cities do related to parking policies and snow removal. Kay Peterson – Council Member Peterson thanked the Council for their hard work on the budget during her absence. She also mentioned that the lights on Main Street are beautiful, however she had heard that they are on all night and perhaps they should be turned off at 11:00 p.m. or so. Gary Plotz noted that he will check into when the lights are/can be turned off. Mr. Plotz also received a telephone call from an individual that suggested only having every other streetlight on along Main Street and Hwy 15. If okay with the Council, staff will check with Mn/DOT to ensure that that is acceptable to them. Council Peterson also spoke about a fire that had occurred across from Burns Manor about six months ago. The family did not call 911 due to a language barrier. Ms. Peterson encouraged all organizations to aid families that are non-English speaking to learn the basics of emergencies and how to notify the proper authorities. Gary Plotz – Mr. Plotz reminded the Council about the Policy Governance workshop set for tomorrow from 4:00 – 7:00 p.m. Kent Exner – Mr. Exner noted that $60,000 will be received from Mn/DOT funds to conduct a safety improvement study along the Hwy 15 corridor. Mayor Cook – Mayor Cook noted his disappointment with the non-renewal of the membership to the Coalition of Greater Minnesota Cities. ADJOURN 13. Motion by Arndt, second by Stotts, to adjourn at 7:00 p.m. Motion carried unanimously. 5