01-12-2010 CCM
MINUTES
REGULAR MEETING Î HUTCHINSON CITY COUNCIL
TUESDAY, JANUARY 12, 2010
1. CALL TO ORDER Î 5:30 P.M.
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.
2. INVOCATION Î Rev. Howard Anderson, HunterÓs Ridge Community Church, delivered the invocation.
3. PLEDGE OF ALLEGIANCE
4. PUBLIC COMMENTS
5. MINUTES
(a) REGULAR MEETING OF DECEMBER 22, 2009
Council Member Yost noted that Rev. DawsonÓs name was misspelled and needed to be corrected.
Motion by Arndt, second by Yost, to approve the minutes with the revision noted. Motion carried
unanimously.
6. CONSENT AGENDA
(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
(b) RESOLUTIONS AND ORDINANCES
1. RESOLUTION NO. 13685 - RESOLUTION APPROVING MEMBERSHIP TO HUTCHINSON
CHAMBER OF COMMERCE
2. RESOLUTION NO. 13686 - RESOLUTION APPOINTING CITY ADMINISTRATOR
3. RESOLUTION NO. 13687 - RESOLUTION DESIGNATING OFFICIAL NEWSPAPER
4. ORDINANCE NO. 09-0539 Î AN ORDINANCE APPROVING REZONING OF15.5 ACRES
FROM R1 TO R4 FOR THE HUTCHINSON AREA HEALTH CARE SENIOR HOUSING
FACILITY (SECOND READING AND ADOPTION)
(c) CONSIDERATION FOR APPROVAL OF LETTER TO RECOGNIZE DONATION FOR WETLAND
MITIGATION SITE Î LETTING NO. 3, PROJECT NO. 09-03
(d) UPDATE ON MOSQUITO CONTROL CONTRACT WITH CLARKE
(e) CONSIDERATION FOR APPROVAL OF SHORT-TERM GAMBLING LICENSE FOR
HUTCHINSON ROTARY FOUNDATION ON APRIL 23, 2010
(f) REAPPOINTMENT OF STEVE JANSICK TO EDA BOARD TO DECEMBER 2015
(g) SELECTION OF COUNCILÓS VICE PRESIDENT Î Bill Arndt
(h) DESIGNATION OF COUNCIL REPRESENTATIVES TO BOARDS & COMMISSIONS:
1. AIRPORT COMMISSION Î Steve Cook
CITY COUNCIL MINUTES ÎJANUARY 12, 2010
2. CREEKSIDE ADVISORY BOARD Î Bill Arndt
3. HUTCHINSON COMMUNITY DEVELOPMENT CORP. BOARD (EDA) Î Jim Haugen
and Chad Czmowski
4. HUTCHINSON HOUSING AND REDEVELOPMENT AUTHORITY (HRA) Î Bill Arndt
5. JOINT PLANNING BOARD Î Jim Haugen
6. LIBRARY BOARD Î Eric Yost
7. MID-MINNESOTA COMMISSION Î Bill Arndt
8. PARKS, RECREATION, COMMUNITY EDUCATION ADVISORY BOARD Î Chad
Czmowski
9. PLANNING COMMISSION Î Chad Czmowski
10. PUBLIC ARTS COMMISSION Î Jim Haugen
11. TREE BOARD Î Steve Cook
12. HUTCHINSON SAFETY COUNCIL Î Bill Arndt
(i) DESIGNATION OF COUNCIL REPRESENTATIVES TO OTHER COMMITTEES:
1. HUTCHINSON DOWNTOWN ASSOCIATION Î Chad Czmowski
2. FIRE RELIEF ASSOCIATION Î Fire Chief Brad Emans, Finance Director Jeremy
Carter, Mayor Steve Cook
3. RESOURCE ALLOCATION COMMITTEE Î Bill Arndt & Steve Cook
4. WAGE COMMITTEE Î Jim Haugen and Eric Yost
5. CITY-SCHOOL DISTRICT JOINT PLANNING COMMITTEE Î Chad Czmowski & Steve
Cook
(j) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS
Items 6(c) and 6(d) were pulled for separate discussion.
Motion by Arndt, second by Czmowski, to approve consent agenda with the exception of the items noted
above.
Item 6(c) had further discussion. Kent Exner, Public Works Director, presented before the Council. Mr.
Exner explained that the Northeast Trunk Storm Sewer Phase 3 project required mitigation due to the taking
of wetlands. Bill Arndt donated an easement of 5.7 acres to mitigate the takings of the wetlands and that
should be formally recognized.
2
CITY COUNCIL MINUTES ÎJANUARY 12, 2010
Motion by Haugen, second by Yost, to approve Item 6(c). Motion carried unanimously.
Item 6(d) had further discussion. Mayor Cook noted that last year a three-year contract was approved with
Clarke for mosquito control. Mayor Cook noted that there is no cost increase from last year.
Motion by Arndt, second by Yost, to approve Item 6(d). Motion carried unanimously.
7. PUBLIC HEARINGS Î 6:00 P.M.
(a) ADAMS STREET (CSAH 25) AND WASHINGTON AVENUE RECONSTRUCTION PROJECT Î
LETTING NO. 1, PROJECT NO. 10-01 (ORDERING IMPROVEMENT AND APPROVING PLANS
AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS)
Kent Exner, Public Works Director, presented before the Council. Mr. Exner reviewed the information that
has been provided previously to the neighborhood. The project consists of a full reconstruction of the
roadway surface, complete utility replacements/upgrades, signing/striping, street lighting, sidewalks/paths,
downtown streetscaping and restoration/landscaping/plantings. The project will be partially funded by
Mn/DOT and McLeod County. If approved, the project is anticipated to begin in May 2010. Mr. Exner
reviewed the assessment estimates which could range from $6500 - $9100. The CityÓs main investment in
this project is the installation of the new utilities, along with other appurtenances. Less than 10% of the total
project cost is being incurred by the adjacent property owners.
Dave Doughty, 506 Adams Street, presented before the Council. Mr. Doughty asked about 10-year
assessments and how it affects the sale of the property. Attorney Sebora noted that that issue is typically
taken care of in a purchase agreement. Mr. Doughty asked if demographics and the populous of
neighborhood been considered (age of homes, value of homes, retired homeowners, etc.)
Johan Lotriet, 516 Adams Street, presented before the Council. Mr. Lotriet noted that he and other residents
that live on Adams Street rarely use the roadway because they park in the alley. Mr. Lotriet also expressed
that the assessments will hinder the sale of his property which has been for sale since June.
Jerry Tews, VFW, presented before the Council. Mr. Tews asked about the proposed 6Ñ water line that was
included on his assessments. He requested that the two proposed be removed from the assessments. Mr.
Tews also requested a second entrance be installed near the canopy or the main entrance to the building.
Mr. Tews also requested a meeting be held with the EDA Director due to the use of public events. Mr.
Tews questioned the location of turn lanes on Washington Avenue and how they might affect the location of
the sign that is currently in place on the corner of Washington and Adams.
Doreen Smithers, 526 Adams Street, presented before the Council. Ms. Smithers asked about maintenance
and necessity of the trail that is proposed. Ms. Smithers feels that the assessments are in excess compared to
the value of the homes in this neighborhood.
Jenny Krumrie, 551 Adams Street, presented before the Council. Ms. Krumrie noted that the value of her
home does not accommodate the assessments being proposed. Ms. Krumrie believes that if the state and/or
city want this project, then they should be funding it or allowing property owners more time to budget for
and acquire funds to pay assessments. Mr. Exner explained the benefit factor. Mr. Exner explained that the
road will be narrowed along with more plantings and parking on both sides of the street, which may aid in
slower moving traffic. Adams Street is still a designated truck route, therefore trucks will be able to use the
roadway as they do now. Mr. Exner explained the proposed trail and how it pertains to the Hutchinson
Project which was a study completed years ago on the use of light transportation.
Johan Lotriet asked that the Council consider that the property owners have not budgeted for this project.
He asked if blacktop could be considered versus cement. Council Members clarified that the majority of the
costs for the property owners is for infrastructure and minimal road improvements.
Doreen Smithers asked why full reconstruction is being done north of 3M and south of 3M it is only
overlay. Kent Exner explained improvements were completed south of 3M not too long ago. Ms. Smithers
asked about alley improvements and suggested that perhaps the Adams Street alley(s) be improved instead
of Adams Street since the alley is used by the neighborhood much more than the street. Mr. Exner
explained that petitions are accepted by the City for property owners who wish to have alley improvements
made.
3
CITY COUNCIL MINUTES ÎJANUARY 12, 2010
Scott Schochenmaier, 640 Adams Street, presented before the Council. Mr. Schochenmaier asked if Fair
Avenue might be considered for vacation near the south end of Richard Larson property. Mr.
Schochenmaier also asked if the 6Ñ fire water service be tapped on the Adams Street side since their
propertyÓs plumbing is inside the building. Mr. Schochenmaier also asked about accessibility being built up
on the Adams Street side.
Brian Schmeling, 35 Adams Street South, presented before the Council. Mr. Schmeling asked if Mn/DOT
should pull back funding for the project, will the project proceed? Mr. Exner stated that Mn/DOT has
dedicated the funds for this project. The assessments to the property owners should not be affected if
Mn/DOTÓs funding would be revised.
Motion by Haugen, second by Arndt, to close public hearing. Motion carried unanimously.
Council Member Yost spoke about valuation of properties and how to get that adjusted should property
owners disagree with the valuation amount.
General discussion was held regarding tree removal for the project.
Motion by Arndt, second by Czmowski, to order improvements, approve plans and specifications and order
advertisement for bids. Motion carried unanimously.
8. COMMUNICATIONS, REQUESTS AND PETITIONS
(Purpose: to provide Council with information
necessary to craft wise policy. Always looking toward the future, not monitoring past)
(a) PRESENTATION ON CITY COMPARATIVES Î STEVE HEINTZ/JEREMY CARTER
Steve Heintz, Assistant Finance Director, presented before the Council. Mr. Heintz explained that he has
completed a study comparing Hutchinson to other Minnesota regional centers. The cities that responded to
his request included New Ulm, Bemidji, Red Wing and Fergus Falls. Mr. Heintz reminded the Council that
the data collected is from year ending 2008, the cities may categorize expenditures differently and all cities
are different in respect to the services offered. Mr. Heintz then provided a detailed overview of the
differences amongst the responding cities. General discussion was held on what further studies should be
collected and how often data should be collected.
9. UNFINISHED BUSINESS
10. NEW BUSINESS
(a) CONSIDERATION FOR APPROVAL OF ENERGY EFFICIENCY CONSERVATION BLOCK
GRANT APPLICATION
John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson explained that up to
$100,000 in grant funding is available from the American Reinvestment and Recovery Act of 2009.
City
staff would like to submit a grant application and will be utilizing the information collected to date from
the CityÓs Project Development Agreement with Ameresco to determine the projects that are eligible for
grant funding. These projects could include building envelope improvements, lighting and control
improvements and variable frequency drives on motors. The deadline to submit the application is
January 25, 2010.
Motion by Arndt, second by Cook, to approve energy efficiency conservation block grant application.
Motion carried unanimously.
(b) CONSIDERATION FOR APPROVAL OF POTENTIAL UTILITY BILLING IMPROVEMENTS
AND INTERNAL PROCESSES
4
CITY COUNCIL MINUTES ÎJANUARY 12, 2010
Steve Heintz, Assistant Finance Director, presented before the Council. Mr. Heintz explained that staff
is currently considering changes to the utility billing process. The reasons for the proposed changes are
due to a reduction from two full-time billing clerks to one full-time clerk with part-time help and to
make processes more efficient and less time consuming. The proposed changes include putting
residential accounts in ownerÓs name, changing the delinquent process, billing of sewer for Ðsnow birdsÑ
and billing for owner-requested disconnects. Mr. Heintz detailed the proposed practice for each change
and the reasoning for each. Discussion of the actual billing itself was held on how cost-savings could be
achieved.
Motion by Haugen, second by Czmowski, to approve utility billing process and internal processes.
Motion carried unanimously.
11. GOVERNANCE
(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.)
(a) SIDEWALK SNOW REMOVAL MONTHLY REPORT FOR DECEMBER 2009
(b) FIRE DEPARTMENT MONTHLY REPORT FOR DECEMBER 2009
(c) LIQUOR HUTCH FINANCIAL REPORT FOR DECEMBER 2009
No action required for Item 11(a) Î 11(c).
12. MISCELLANEOUS
Mayor Cook Î Mayor Cook asked that the City aid in the marketing of the 2010 Census that will be taking
place.
Mayor Cook also mentioned that the snow emergency takes effect February 1, 2010.
13. ADJOURN
Motion by Haugen, second by Arndt, to adjourn at 8:25 p.m. Motion carried unanimously.
5