Loading...
02-10-2009 CCMMINUTES REGULAR MEETING – HUTCHINSON CITY COUNCIL TUESDAY, FEBRUARY 10, 2009 CALL TO ORDER – 5:30 P.M. 1. Mayor Cook called the meeting to order. Members present were Jim Haugen, Bill Arndt, Eric Yost and Chad Czmowski. Others present were Gary Plotz, City Administrator, Kent Exner, City Engineer, and Marc Sebora, City Attorney. INVOCATION 2. – Due to the absence of the pastor from Word of Life Church, the invocation was dispensed. PLEDGE OF ALLEGIANCE 3. PUBLIC COMMENTS 4. MINUTES 5. (a)REGULARMEETING OF JANUARY 27, 2009 Motion by Haugen, 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. HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM DECEMBER 16, 2008 2. FIRE DEPARTMENT MONTHLY REPORT FOR JANUARY 2009 (b) RESOLUTIONS AND ORDINANCES - NONE (c) CONSIDERATION FOR APPROVAL OF TECHNICAL SERVICES AGREEMENT WITH SEH INC. FOR TELECOMMUNICATIONS SITE MANAGEMENT PLAN (d) CONSIDERATION FOR APPROVAL OF SHORT-TERM GAMBLING LICENSE FOR ST. JOHN’S KNIGHTS OF COLUMBUS AUXILIARY 4797 ON FEBRAURY 27, 2009, AT MCLEOD COUNTY FAIRGROUNDS (e) CONSIDERATION FOR APPROVAL OF SETTING BOARD OF REVIEW HEARING FOR APRIL 29, 2009, AT 4:30 P.M. (f) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Items 6(c) and 6(e) were pulled for separate discussion. Motion by Arndt, second by Haugen, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 6(c) had further discussion. Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that much of the work related to this project will be completed in-house. However, a good portion of the work is being proposed to be completed by SEH Inc. to complete a telecommunications site management plan for each of the three water tower facilities. The completed study will result in the City having an improved process and ability to recover appropriate compensation for the utilization of the City’s facilities for communication purposes. SEH Inc. has the necessary expertise to complete this study, which CITY COUNCIL MINUTES –FEBRUARY 10, 2009 does not currently exist in-house with staff. The proposal is at an amount not to exceed $23,400. Rebecca Bowers, Planning/Zoning/Building Director, presented before the Council. Ms. Bowers explained that the City receives a fair amount of requests from companies to place communication equipment on city- owned facilities (water towers, high buildings, etc.). To date, the City does not have a good process in place to protect itself from nationwide communication providers and to ensure that fair compensation is received for the utilization of the property. Having an ordinance in place, which will be part of this study, will aid in the renewal process with the communication providers as well. Council Member Haugen questioned the feasibility of conducting such a study during these economic and budget-constraining times. Council Members had concerns about the return on investment of conducting this project. Motion by Czmowski, second by Cook, to approve Item 6(c). Motion carried unanimously. Item 6(e) had further information. Mayor Cook noted that the Board of Review is the time when residents can challenge the valuation of their home. Mayor Cook asked that Gary Plotz, City Administrator, contact the County Assessor and ask her to submit a Letter to the Editor explaining the process and the numbers used in determining valuations. In addition, Mayor Cook asked that Mr. Plotz request of the Assessor to provide a power point presentation at the review hearing to better explain the process. Motion by Arndt, second by Yost, to approve Item 6(e). Motion carried unanimously. PUBLIC HEARINGS – 6:00 P.M. 7. (a) 2008 PAVEMENT MANAGEMENT PROGRAM PHASE 1 (LETTING NO. 3, PROJECT NO. 09-03) Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that this project includes th street rehabilitation on McLeod Avenue NE, 6 Avenue NE and sidewalk extensions along TH 15 and Bluff Street. Also included is a proposed sidewalk construction on the north side of Northwoods Avenue leading to Northwoods Park. This proposal is only a consideration at this time. The estimated project cost is just over $1 million. The City pays for 50% of the street rehabilitation, partial street reconstruction, full street reconstruction, mill & overlay and alley reconstruction. The City pays for 100% of sanitary sewer & water main improvements. The property owner will pay for 50% of the street rehabilitation and new water and sanitary sewer services in the areas of new main construction. The estimated total assessment for a typical city lot is proposed to be $2970.00. The sidewalk extensions being proposed on Hwy 15 could be bid out as an alternative bid. Discussion was held regarding the timeline of the project and making contractors adhere to it. Council Member Czmowski asked about installing a bike lane on Northwoods Avenue to Northwoods Park and have no parking instead of installing a sidewalk. th Avenue NE, presented before the Council. Mr. Ondracek asked what would happen Darrel Ondracek, 5 9 to the ditch if a sidewalk is installed along Hwy 15. Mr. Exner explained that tiling would be installed in the ditch, as well as softening of the slopes and grades. Mr. Ondracek asked about snow removal on the proposed sidewalk. Mike Christianson, 65 Northwoods Avenue, presented before the Council. Mr. Christianson explained that his neighborhood is against the proposed sidewalk on Northwoods Avenue. Mr. Christianson explained that he would lose green space and gain snow pile up on his yard if a sidewalk was installed. Mr. Christianson also noted that there are little to no sidewalks in the neighborhood and a sidewalk on this stretch of Northwoods wouldn’t prove to be of much use. Mr. Christianson noted he was in favor of installing a bike lane instead of a sidewalk. Kent Glessing, 45 Northwoods Avenue, presented before the Council. Mr. Glessing spoke in opposition to installing a sidewalk on Northwoods Avenue. Mr. Glessing did not necessarily see a necessity for a sidewalk or a bike lane on the stretch of Northwoods Avenue. 2 CITY COUNCIL MINUTES –FEBRUARY 10, 2009 Ryan Powell, 204 Northwoods Avenue, presented before the Council. Mr. Powell asked about parking on Northwoods Avenue during the summer time when the street is more heavily utilized. Mr. Powell suggested turning the unused ice rink area into a parking lot or perhaps putting in a four-way stop at Elm Street/Northwoods Avenue. Jan Conner, 95 McLeod Avenue, presented before the Council. Ms. Conner noted that she would like to th request that McLeod Avenue/6 Avenue not be a truck route any longer. Mr. Exner noted that McLeod th Avenue/6 Avenue has been designated as a Municipal State Aid Street which allows the city to collect funds. Mr. Exner noted that perhaps the route would not need to be designated as a truck route any longer. There would be a loss in mileage as a Municipal State Aid Street which would be a decrease in dollars to the city. However, those miles could possibly be transferred to another state aid street. Peg Christianson, 65 Northwoods Avenue, presented before the Council. Ms. Christianson spoke in opposition to the proposed trail on Northwoods Avenue. Tim Hagen, 85 McLeod Avenue, presented before the Council. Mr. Hagen asked about street parking allowance with a new sidewalk installed. Mr. Exner explained how parking is configured compared to street width. Susan Noyes, 3 Northwoods Avenue, presented before the Council. Ms. Noyes noted that she is not opposed to the trail on Hwy 15. Ms. Noyes asked if the culvert near her property would be improved with the installation of the trail. Mr. Exner noted that it would. Larry Hlavka, 815 North Main Street, presented before the Council. Mr. Hlavka asked about the median in correlation to the sidewalk. Mr. Exner noted that the sidewalk would be part of the median. Mr. Exner also explained the curbing in relation to the proposed sidewalks. Mr. Hlavka questioned the necessity of the proposed sidewalk on Hwy 15. Mayor Cook reminded him that it would be considered as an option. Motion by Arndt, second by Haugen, to close public hearing. Motion carried unanimously. Motion by Arndt, second by Haugen, to approve phase 2 of the 2008 pavement management program, omitting the trail on Northwoods Avenue and accepting the trail proposal on Hwy 15 as an alternate bid. Mayor Cook suggested only constructing the trail from Northwoods Avenue to North High Drive since a sidewalk currently exists from Hwy 7 to Northwoods Avenue in order to scale back the cost of the project. Mayor Cook asked staff to conduct an analysis on how many dollars are slated per project. Motion carried unanimously. COMMUNICATIONS, REQUESTS AND PETITIONS 8. (Purpose: to provide Council with information necessary to craft wise policy. Always looking toward the future, not monitoring past) (a) REVIEW OF ORDINANCE NO. 09-0523 – AN ORDINANCE AMENDING SECTION 31.20 PERTAINING TO ORGANIZATIONS AND APPOINTMENTS Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that at the last meeting Council Member Czmowski suggested revising the current ordinance to allow Council Member approval of all board appointments that are not regulated by state statute or City Charter. This would change the process currently whereby the mayor recommends appointment with ratification by the Council. Council Member Czmowski noted that he would suggest tabling this item and simply review the process of appointments. General discussion was held on how consideration of appointments are determined and the process used. No action was necessary. UNFINISHED BUSINESS 9. (a) DISCUSSION OF COALITION OF GREATER MINNESOTA CITIES MEMBERSHIP Mayor Cook introduced Tim Flaherty of the Coalition of Greater Minnesota Cities and Mayor Les Heitke of the City of Willmar. Mayor Heitke explained the importance of being a member to the Coalition of Greater 3 CITY COUNCIL MINUTES –FEBRUARY 10, 2009 Minnesota Cities and the operation of the City of Willmar. Mayor Heitke explained the reasons that Willmar is maintaining their membership to the Coalition, one of the main reasons being the strong voice the Coalition has. Mayor Heitke expressed that the Coalition is a very strong voice related to local government aid as well as other things. Tim Flaherty presented before the Council. Mr. Flaherty explained the importance of a strong, organized voice of out-state cities. Mr. Flaherty further explained the work the CGMC is doing this year related to local government aid and the importance of out-state cities keeping a presence at the Capitol. Mr. Flaherty noted that the CGMC submits revised proposals to the legislature for consideration as compared to simply protesting issues. Mr. Flaherty stressed the importance of Hutchinson remaining a member of the Coalition, especially during the state’s budget crisis. Mayor Heitke explained Willmar’s response to the unallotment in late 2008. Mayor Heitke explained that Willmar has a brand new municipal airport and have not been able to fill the airport manager position due to the unallotment. Mayor Cook reiterated the importance of remaining members in the CGMC. Motion by Yost, second by Cook, to approve maintaining membership in the Coalition of Greater Minnesota Cities. Council Member Arndt noted his opinion on the importance of having a good lobbyist. Roll call vote was taken: Haugen – nay; Arndt – aye; Yost – aye; Czmowski – nay; Cook – aye. Motion carried 3 to 2. (b)CONSIDERATION FOR APPROVAL OF MOSQUITO MANAGEMENT CONTRACT John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that two quotes were received to provide mosquito control. Both quotes were competitive in price and offer a very similar method of service. Mayor Cook suggested providing the contract to Clarke mainly due to the established relationship and the fact that they are Minnesota-based, with their proceeds mainly remaining in Minnesota. Mr. Olson noted that he has surveyed communities that have used the services of Mosquito Control of Iowa, all of whom provided favorable responses. Motion by Czmowski, second by Arndt, to approve mosquito management contract with Clarke Environmental Mosquito Control for their originally proposed quote amount. Motion carried unanimously. (c) DESIGNATION OF COUNCIL REPRESENTATIVESTO HUTCHINSON COMMUNITY DEVELOPMENT CORPORATION BOARD (EDA) Mayor Cook noted that this item has been discussed for several weeks and the EDA Board has expressed an interest in having Chad Czmowski serve on the board. Mayor Cook recommended that Jim Haugen and Chad Czmowski be appointed as Council representatives to the EDA Board. Motion by Arndt, second by Haugen, to ratify mayor’s appointments of Council representatives to the EDA Board. Motion carried unanimously. (d) APPOINTMENT TO PARKS, RECREATION, COMMUNITY EDUCATION BOARD TO AUGUST 2012 Mayor Cook noted that he had received an interest form from an individual through the Chamber Leadership group – Jay Bartholomew. Mr. Bartholomew has served on other committees and has young children who participate in the PRCE programs. Mayor Cook recommended Jay Bartholomew be appointed to the PRCE Board. Motion by Czmowski, second by Yost, to ratify Mayor Cook’s appointment. Roll call vote was taken: Haugen – aye; Arndt – nay; Yost – aye; Czmowski – aye; Cook – aye. Motion carried 4 to 1. NEW BUSINESS 10. (a) CONSIDERATION FOR APPROVAL OF USING WASTEWATER FOR MICROALGAE MASS PRODUCTION SYSTEM GRANT APPLICATION 4 CITY COUNCIL MINUTES –FEBRUARY 10, 2009 John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson explained that this study project entails working with the University of Minnesota. The study will allow the City to gain knowledge of whether mass production of specific types of algae is possible using differing mixtures of the City’s wastewater and other media sources. The amount of the grant available through the MPCA is $40,000 which requires a monetary match of $35,000. The potential of mass producing algae can be considered as a renewable energy for the City. Potential reduction of phosphorous at the wastewater plant was discussed. Council Member Yost suggested utilizing HUC’s funds that have been set aside for renewable energy resources. There is no presumption that the HUC will be in favor of using these funds for this project. Council Member Haugen suggested holding off on this project until another entity has mastered it since the City could utilize the same process established by another entity. Kent Exner noted that the City can gain much knowledge that is specific to the City by being a part of this project. Mayor Cook noted that the opportunity with the University of Minnesota could lead to many other ventures, as well as possible economic development opportunities. No motion was made. (b) CONSIDERATION FOR APPROVAL OF REDUCING HOURS OF OPERATION FOR MOTOR VEHICLE SERVICES AND PLANNING/ZONING/BUILDING Gary Plotz, City Administrator, presented before the Council. Mr. Plotz explained that trends in motor vehicle sales and transactions have declined or transitioned which have resulted in a drop in revenue in the local motor vehicle services station. Due to this, management is recommending that the hours of operation be reduced from 40 to 32 hours per week The proposal is to have the motor vehicle station open from 9:00 a.m. – 4:30 p.m. on Tuesday, Wednesday and Friday and from 9:00 a.m. – 6:30 p.m. on Thursday. In order to make this adjustment, a variance must be approved by the Minnesota Department of Public Safety. This variance has been approved by the Department on a trial basis from March 1 – May 31, 2009. This reduction will see a savings of $22,000.00 Additionally, a reduction of revenues has been seen in the Planning/Zoning/Building department. Planning & Zoning applications and new residential housing have decreased. Due to this, management is recommending that two administrative positions be reduced from 40 to 32 hours per week. This will see a savings of approximately $16,000. Should revenues ramp up again, the employees could be reinstated to 40 hours per week. Council Member Arndt suggested contracting the City’s building inspector to other smaller cities in the surrounding area. Mr. Plotz mentioned that last week he and the mayor met with the City of Glencoe and brainstormed possible partnerships. Some items considered were the sharing of equipment and personnel, such as building inspection. Rebecca Bowers spoke about the changes in the Planning/Zoning/Building Department. Motion by Arndt, second by Haugen, to approve reducing hours of operation for Motor Vehicle Services approving Resolution No. 13533. Motion carried unanimously. Motion by Czmowski, second by Yost, to approve reducing hours in the Planning/Zoning/Building Department. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF AUTHORIZING RELOCATION OF JOBZ ACRES Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt requested that the Council consider authorizing relocation of JOBZ acres from their current location on the Stritesky property to the new industrial park and a lot fronting Hwy 7. The JOBZ acres need to be repositioned so that they can be used by potential economic development projects, if needed. The State Department of Employment & Economic Development must authorize all transfers of JOBZ acres with the requirement of a City Council Resolution approving the transfer. Motion by Arndt, second by Haugen, to approve authorizing relocation of JOBZ acres. Motion carried unanimously. 5 CITY COUNCIL MINUTES –FEBRUARY 10, 2009 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. Eric Yost – Mr. Yost passed on his condolences to Steve Cook and his family on the death of his father- in-law. Steve Cook – Mayor Cook noted that the Hutchinson Safety Council passed on a note to the Council thanking the city crews on their snow removal work completed over the season. Mayor Cook asked how meter reading will be changing for the city. Kent Exner explained that HUC has terminated their contract with their meter reader, whom also read the City’s water meters. Because of this, City staff will have to be utilized to read water meters. ADJOURN 13. Motion by Arndt, second by Cook, to adjourn at 8:30 p.m. Motion carried unanimously. Motion by Arndt, second by Cook, to re-open the meeting at 8:33 p.m. Motion carried unanimously. Mayor Cook asked to discuss using wastewater for microalgae mass production system grant application again. Mayor Cook suggested granting tentative approval to submit the application if the HUC would go along with the funding source. John Paulson noted that a Resolution of Approval would need to be acquired from HUC as well to submit with the application. HUC doesn’t meet until March 2, 2009. Other ideas were discussed on the regulations of the grant agreement. Council Member Haugen expressed that he feels Hutchinson does not need to be the front runner on this project. Marc Sebora will approach Mike Kumm, HUC General Manager, to see if a special meeting could be set for HUC to consider funding this grant match. If the HUC approves, the Council can then set a special meeting to consider prior to the February 23, 2009, grant application deadline. Motion by Arndt, second by Yost, to adjourn at 8:38 p.m. Motion carried unanimously. 6