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08-10-2010 CCMMINUTES REGULAR MEETING Î HUTCHINSON CITY COUNCIL TUESDAY, AUGUST 10, 2010 1. CALL TO ORDER Î 4:00 P.M. Mayor Steve Cook called the meeting to order. Members present were Bill Arndt, Jim Haugen, and Eric Yost. Member absent was Chad Czmowski. Others present were Gary Plotz, City Administrator, and Marc Sebora, City Attorney. 2. INVOCATION Î Pastor Kaye, Vineyard United Methodist Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENTS Gail Plaisance, SqueakyÓs Bar & Grill, presented before the Council. Mr. Plaisance presented before the Council requesting that the Sunday liquor hours of sales be reconsidered to go back to 10:00 a.m. as it once was. Marc Sebora, City Attorney, provided feedback on the request. This request would take an ordinance change. Motion by Arndt, second by Haugen, to approve drafting an ordinance to revert Sunday liquor sales to begin at 10:00 a.m. Motion carried unanimously. 5. MINUTES (a) REGULAR MEETING OF JULY 27, 2010 Motion by Arndt, second by Haugen, to approve the minutes as presented. 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) RESOLUTIONS AND ORDINANCES 1.RESOLUTION NO. 13770 Î A RESOLUTION CALLING FOR A PUBLIC HEARING ON THE PROPOSED GRANTING OF A ONE YEAR EXTENSION FOR CUSTOMER ELATION TO ACHIEVE JOB CREATION GOALS 2. ORDINANCE NO. 10-0552 Î AN ORDINANCE REZONING PROPERTY FROM C-1 (NEIGHBORHOOD CONVENIENCE COMMERCIAL) TO R-2 (MEDIUM DENSITY RESIDENTIAL) AT 502 HARRINGTON STREET SW WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (SECOND READING AND ADOPTION) (b) CONSIDERATION FOR APPROVAL OF ISSUING TRANSIENT MERCHANT LICENSE TO DEAN MAJOR TO OPERATE A SWEET CORN STAND ON 1200 HWY 15 SOUTH (c) CONSIDERATION FOR APPROVAL OF CHANGE ORDER NO. 1 - LETTING NO. 2, PROJECT NO. 09-02 (SHERWOOD STREET SE EXTENSION) (d)CONSIDERATION FOR APPROVAL OF ISSUING PARADE PERMIT TO HUTCHINSON HIGH SCHOOL STUDENT COUNCIL ON OCTOBER 1, 2010 (e) CONSIDERATION FOR APPROVAL OF ISSUING TEMPORARY LIQUOR LICENSE TO HUTCHINSON HOCKEY ASSOCIATION ON OCTOBER 9, 2010, AT HUTCHINSON CIVIC ARENA CITY COUNCIL MINUTES Î AUGUST 10, 2010 th (f)CONSIDERATION FOR APPROVAL OF 36 ANNUAL ARTS & CRAFTS FESTIVAL TO BE HELD SEPTEMBER 17-18, 2010, IN LIBRARY SQUARE AND SURROUNDING STREETS (g) CONSIDERATION FOR APPROVAL OF SELLING 50 FOOT STACKING CONVEYOR AT CREEKSIDE (h) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Items 6(c) and 6(g) were pulled for separate discussion. Motion by Arndt, second by Yost, 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 the senior housing project is still looking at securing their funding. This affects the Sherwood Street extension in that the project completion date needs to be modified. The revised final completion date for this project will be amended to August 1, 2011. An interim completion date (all utility and roadway granular base) will be set for December 1, 2010. This action results in no increase to the contract payment amount. Motion by Arndt, second by Yost, to approve Item 6(c). Motion carried unanimously. Item 6(g) had further discussion. Gary Plotz, City Administrator, noted that there are a couple of options to choose from to pay for the remaining balance of the proposed purchase of a new used conveyor at Creekside. The first option would be to rent the conveyor until January 1, 2011, for $2500 per month with all rent applying towards the purchase. Or the $7500 could be utilized from the 2010 budget. Creekside will be selling their current conveyor to an outside vendor. Motion by Arndt, second by Haugen, to approve Item 6(g). Motion carried unanimously. 7. PUBLIC HEARINGS Î 6:00 P.M. - NONE 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) CONSIDERATION FOR DIRECTION TO STAFF FOR THE PROPOSED COMPLETION OF A JOB EVALUATION/COMPENSATION PLAN STUDY FOR REGULAR CITY POSITIONS FOR 2010 Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing explained that the last full job evaluation/compensation plan study was completed in 2005. At that time, it was recommended to have such studies completed every three years. This project has been funded for in 2010, as it was deferred in 2008 and 2009. Ms. Ewing provided various options for the Council to consider. These include: (1) complete a comprehensive review of all positions requiring written job evaluation forms from all regular employees and a market study to determine proper City pay grade placement and appropriate compensation levels for each designated pay grade; (2) complete a general review of all positions and requiring job evaluation forms only for those positions that management designates have significantly changed or are proposed to change due to the budget related reorganizations and a market study to determine proper pay grade and compensation level; (3) complete a general review of all positions, without completed job evaluation forms and a market study to determine proper pay grade and compensation level. Two options the Council can consider should they choose to move forward with this project are to either distribute a formal RFP outlining the requested services or allowing staff to contact consultants directly to negotiate the fee for the professional services that are required for the study. Currently, $20,000 is budgeted for the project. Mayor Cook asked that the market study portion of the project be considered separately so that the cost could be considered. He felt that the data gathered in this portion of the study is already accessible through public information databases. General discussion was held 2 CITY COUNCIL MINUTES Î AUGUST 10, 2010 about the project itself and the necessity of it, as well as the components of it. Mayor Cook suggested including private entities in with the study. Council Member Arndt noted he was not in favor of moving forward with such a study in these hard economic times. Discussion was held how this study correlates to the restructuring that is currently being considered within the City. Motion by Yost, second by Haugen, to direct staff to obtain at least two quotes for Option 2 described above. Motion carried unanimously. 9. UNFINISHED BUSINESS (a) CONSIDERATION FOR APPROVAL OF AMENDING WASTE MANAGEMENT CONTRACT Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that the majority of the services with Waste Management will remain the same. However, it is proposed that Waste Management will no longer be required to scan bar codes on carts to determine participation in organics collection, they will begin collections of organic materials from Hutchinson schools, they will increase their efforts to make organic material from its other service areas available to Creekside and the rates are associated with the Consumer Price Index, however there is a maximum increase of 4% per year and a minimum increase of 2% per year. The rates will be adjusted each October and April. Motion by Arndt, second by Cook, to approve amending Waste Management contract. Motion carried unanimously. (b) DISCUSSION OF MOSQUITO CONTROL EFFORTS Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that there is one application left on this yearÓs contract, which was a carry over from last year. High counts have been seen thus far, and if the same weather pattern remains, more applications may be necessary. Motion by Arndt, second by Haugen, to spray the next and last application August 23, 2010, if necessary, with no additional sprayings for the season. Roll call vote was taken: Haugen Î aye; Arndt Î aye; Cook Î nay; Yost - nay. Motion failed 2 to 2. 10. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF ORDINANCE NO. 10-0553 - AN ORDINANCE AUTHORIZING THE SALE OF CITY-OWNED PROPERTY LOCATED IN THE INDUSTRIAL PARK (WAIVE FIRST READING AND SET SECOND READING AND ADOPTION FOR AUGUST 24, 2010) Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt explained that a warehouse project would like to come into the Industrial Park which will cover almost two acres on the east end of the Industrial Park. The proposal is to sell a piece of property for $58,579.89 which will go back into the community improvement fund. This operation will be similar to that of Pan-O-Gold. Motion by Arndt, second by Haugen, to approve first reading of Ordinance No. 10-0553. Motion carried unanimously. Motion by Haugen, second by Cook, to set September 7, 2010, at 4:00 p.m. as a public meeting for the ribbon cutting ceremony for the recently completed Industrial Park expansion. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF ORDINANCE NO. 10-0554 - AN INTERIM ORDINANCE ESTABLISHING A TEMPORARY MORATORIUM ON THE CONSTRUCTION OF FENCES ADJACENT TO TRAILS WITHIN THE CITY OF HUTCHINSON (WAIVE FIRST READING AND SET SECOND READING AND ADOPTION FOR AUGUST 24, 2010 ) Dan Jochum, Planning Director, presented before the Council. Mr. Jochum explained that the proposed ordinance addresses the issue related to fences being constructed up to public trails. Mr. Jochum noted that 3 CITY COUNCIL MINUTES Î AUGUST 10, 2010 perhaps the word ÐadjacentÑ should be revised to ÐabuttingÑ as noted throughout the ordinance. Council Member Haugen suggested adding construction of landscaping, walls and similar structures as well. It was then suggested to revise ÐabuttingÑ to Ðwithin four feetÑ. Motion by Arndt, second by Yost, to approve first reading of Ordinance No. 10-0554 with the revisions noted above. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF SETTING CITY COUNCIL WORKSHOP FOR SEPTEMBER 14, 2010, TO REVIEW WATER/WASTEWATER RATE STUDY INFORMATION Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the consultant, Donohue & Associates, had been working on the CityÓs water/wastewater rate study until it was suspended almost a year ago. The City would like to reinstate the study in order to prepare the water/wastewater budgets. Motion by Arndt, second by Haugen, to set City Council workshop for September 14, 2010, at 4:00 p.m. to review water/wastewater rate study information. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF PROJECT AWARD FOR TRUNK HWY 15 WATER MAIN LINING PROJECT Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that bids were opened on August 5, 2010, for the Trunk Hwy 15 water main lining project. Three bids were received on this project. Staff is recommending to reject all bids. The low bid came in approximately $150,000 higher than that which was estimated. There were various factors that influenced the bid amount and it is being considered to rebid this project late this year/early next year so that the project can begin early in the construction season next year versus late in the season as this year. Motion by Haugen, second by Yost, to reject all bids on the Trunk Hwy 15 Water Main Lining Project. 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) FIRE DEPARTMENT MONTHLY REPORT FOR JULY 2010 (b) HUTCHINSON PUBLIC LIBRARY BOARD MINUTES FROM JUNE 28, 2010 (c) PARKS, RECREATION, COMMUNITY EDUCATION BOARD MINUTES FROM APRIL 5, 2010 Council Member Yost asked about the tasks associated with the elimination of the Fire Inspector program. Gary Plotz, City Administrator, noted that not all programs will be eliminated with the reduction of the position, but may be reduced. An update on all programs will be provided to the Council near the end of August. 12. MISCELLANEOUS Council Member Arndt Î Council Member Arndt thanked all volunteers and city staff members for their work on various community activities. Council Member Yost Î Council Member Yost noted that a resident had contacted him and voiced that their opinion was that the purchase of the church property near City Center was not appropriate at this time. Mayor Cook Î Mayor Cook asked if fee information would be possible on the water bill to aid residents in understanding what they are paying for. Jeremy Carter, Finance Director, will get information on additional printing costs. Mayor Cook also noted that the McLeod County AssessorÓs Office will be holding fees flat for 2011. Mayor Cook mentioned that the Charter Commission minutes should be distributed at the next meeting. Mayor Cook spoke about the City having a Facebook page. He feels it would be a very useful communication tool. He asked if anyone would object to him maintaining a 4 CITY COUNCIL MINUTES Î AUGUST 10, 2010 Facebook page on behalf of the City. He suggested posting notices about the leaf program, Fall/Spring pickup, events, local sales tax, etc. No objections were made. Motion by Yost, second by Cook, to approve Mayor Cook maintaining a Facebook page on behalf of the City of Hutchinson. Motion carried unanimously. Motion by Arndt, second by Yost, to set September 16, 2010, at 6:30 p.m. at the City Center to hold Town Hall Meeting to discuss local sales tax. Motion carried unanimously. 13. ADJOURN Motion by Arndt, second by Cook, to adjourn at 5:59 p.m. Motion carried unanimously. 5