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11-09-2010 CCMMINUTES REGULAR MEETING – HUTCHINSON CITY COUNCIL TUESDAY, NOVEMBER 9, 2010 CALL TO ORDER – 5:30 P.M. 1. Mayor Steve Cook called the meeting to order. Members present were Jim Haugen, Eric Yost, Bill Arndt and Chad Czmowski. Others present were Gary Plotz, City Administrator, and Marc Sebora, City Attorney. INVOCATION 2. – Due to the absence of a pastor, the invocation was dispensed. PLEDGE OF ALLEGIANCE 3. PUBLIC COMMENTS 4. MINUTES 5. (a)REGULARMEETING OF OCTOBER 26, 2010 Mayor Cook noted that the minutes in the Miscellaneous section need to be changed to reflect that the rental of the tractors for the leaf vacuum is $5000 and not $35,000. It was also noted that the minutes reflect that Bill Arndt was absent, and he was not. Motion by Czmowski, second by Cook, to approve the minutes as presented with the revisions noted above. 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)RESOLUTIONS AND ORDINANCES 1.RESOLUTION NO. 13802 – A RESOLUTION AUTHORIZING DEFERRED ASSESSMENT 2. RESOLUTION NO. 13803 – A RESOLUTION AUTHORIZING DEFERRED ASSESSMENT (b)CONSIDERATION FOR APPROVAL OF ISSUING COMMERCIAL HAULING LICENSE TO RENVILLE SIBLEY SANITATION (c)CONSIDERATION FOR APPROVAL OF ISSUING SHORT-TERM GAMBLING LICENSE TO HUTCHINSON WRESTLING CLUB ON FEBRUARY 27, 2011 (d)CONSIDERATION FOR APPROVAL OF ISSUING SHORT-TERM GAMBLING LICENSE TO HUTCHINSON EAGLES 4441 FOR APRIL 16, 2011 (e)CONSIDERATION FOR APPROVAL OF ISSUING CATERER’S PERMIT TO HUTCHINSON EAGLES AERIE 4441 FOR NOVEMBER 18, 2010 (f)CONSIDERATION FOR APPROVAL OF SALE OF CITY-OWNED VEHICLES/EQUIPMENT (g)CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS (h)CONSIDERATION FOR APPROVAL OF SHORT-TERM GAMBLING LICENSE FOR ST. ANASTASIA CATHOLIC CHURCH ON DECEMBER 16, 2010 Motion by Haugen, second by Arndt, to approve the consent agenda. Motion carried unanimously. PUBLIC HEARINGS – 6:00 P.M. - NONE 7. COMMUNICATIONS, REQUESTS AND PETITIONS 8. (Purpose: to provide Council with information CITY COUNCIL MINUTES –NOVEMBER 9, 2010 necessary to craft wise policy. Always looking toward the future, not monitoring past) (a)UPDATE ON SOUTHWEST INITIATIVE FOUNDATION ACTIVITIES – GARRETT BACKES Garrett Backes, Southwest Initiative Foundation (SWIF), presented before the Council. Mr. Backes provided a presentation on the activities SWIF has been involved in from July 1, 2009 to June 30, 2010. SWIF is a regional community foundation serving 18 counties in southwest Minnesota. Mr. Backes reviewed SWIF’s assets, mission, and initiatives. Initiatives include economic advancement, community & leadership development, building regional capacity and philanthropy. Mr. Backes also noted that SWIF’s 25-year anniversary will be in 2011. (b)DISCUSSION OF SNOW EMERGENCY ORDINANCE INFORMATION AND IMPLEMENTATION John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that information on the snow emergency ordinance will be going out in residents’ utility bills this week. In addition, the information is posted on the City’s web site and residents may call 234-5699 to find out if a snow emergency is put into effect. Mayor Cook suggested sending a reminder notice out via Nixle after the initial notification is put out. Large amounts of snow, wind and/or icing would cause a snow emergency to go into effect. UNFINISHED BUSINESS 9. (a)CONSIDERATION FOR APPROVAL OF “REVISED” JOB EVALUATION/COMPENSATION STUDY PROJECT Gary Plotz, City Administrator, presented before the Council. Mr. Plotz noted that previously the Council had voted to not institute a job evaluation/compensation study. However, since that vote, the cost of the study has been reduced somewhat and some feedback has been received from Council Members indicating that perhaps the study could be reconsidered. Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing explained that the pay equity piece can be completed by staff using software provided by the State of Minnesota, hence a reduction, as well as a reduction in the compensation analysis. A further reduction could be had if the consultant would not complete a review of the performance-based pay. Part of the study would be to review the comparable city listing currently in place. Discussion was held regarding comparing benefit packages with other cities. Ms. Ewing stated she could gather data comparing benefit packages amongst other cities. Motion by Czmowski, second by Cook, to approve revised job evaluation/compensation study project using revised Quotation 1 which includes a revised review of the performance-based pay. Roll call vote – Haugen – aye; Arndt – nay; Yost – aye; Czmowski – aye; Cook – aye. Motion carried 4 to 1. NEW BUSINESS 10. (a)CONSIDERATION FOR APPROVAL OF ITEMS FOR ENERGY CONSERVATION PERFORMANCE CONTRACTING “ENERGY SERVICES AGREEMENT” WITH AMERESCO Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that an agreement has been prepared for the Council’s consideration. This agreement encompasses a lighting overview that describes the lighting improvements and their associated benefits, as well as a project cost summary. The Council’s action for this evening is to consider approving a Public Notice of Award to consider the award of a guaranteed energy savings contract to Ameresco, Inc., for the implementation of energy conservation and facility improvement measures. The actual agreement will be considered for approval at the next Council meeting. If the contract is awarded, a Notice to Proceed and Energy Services Agreement will need to be executed. Upon execution, Ameresco will then proceed with scheduling completion of the project. The start date of the project will be subject to the availability of Hutchinson Utilities’ rebates. Council Member Haugen asked about project delivery. Mr. Exner explained that Ameresco received various quotes at the time they submitted their project scope and they will re-examine the quotes they received. Mr. Exner noted that the payback is expected to begin to be seen in five years. 2 CITY COUNCIL MINUTES –NOVEMBER 9, 2010 Motion by Arndt, second by Cook, to authorize Publication of Notice of Award to consider the award of the agreement with Ameresco at the November 23, 2010, City Council meeting. Motion carried unanimously. (b)CONSIDERATION FOR APPROVAL OF LAND SALE TO WARRIOR MANUFACTURING AND LAND PURCHASE FROM WARRIOR MANUFACTURING AS REQUESTED BY HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt explained that Warrior Manufacturing has requested that the City buy back the 10.5 acre lot it purchased from the City in December of 2009. In its place, Warrior is seeking to purchase the 3.18 acre lot to the east of their current facility. Warrior has determined the 10.5 acre lot was too big for their needs and that the 3.18 acre east lot is a better fit for their future growth. The EDA is recommending and requesting approval of this land venture. When the 10.5 acre lot is sold in the future, those funds will be returned to the Community Improvement Fund. An ordinance is before the Council for their consideration for the transactions. The sale of the 3.17 acres of city land to Warrior Manufacturing for $40,000 per acre. The City will purchase the 10.49 acres from Warrior Manufacturing for a total of $206,976 along with the assessments in the amount of $108,024, totaling $315,000. $187,885 would be used from the City’s Community Improvement Fund. Mayor Cook suggested that Warrior Manufacturing acquire any fees that are necessary as part of the transactions. Mr. Seppelt also noted that the transaction should actually be in the name of Silver Lake Capital Partners, LLC, whom is the owner of Warrior Manufacturing. Motion by Czmowski, second by Cook, to waive first reading and set second reading and adoption of Ordinance No. 10-0662 for November 23, 2010, including acquisition of closing fees by Silver Lake Capital Partners, LLC (Warrior Manufacturing). Motion carried unanimously. (c)CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 13804 - A RESOLUTION DESIGNATING A PORTION OF THE CITY’S GENERAL FUND FOR THE PURPOSE OF ADDITIONAL MOSQUITO SPRAYING Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that he drafted a Resolution based on the action of the Council at the last meeting requesting that a mosquito spraying reserve fund be established. $15,000 from the City’s general fund will be designated for additional mosquito spraying applications and the City Administrator can make the approval for the disbursements of monies. The initial $15,000 will come from the fund balance in 2010 and will essentially be a separate line item in the 2011 budget. This $15,000 is in addition to the $35,000 that is already levied. Council Member Arndt raised some concerns with the additional funds and he suggested having staff be trained to operate the equipment. It was noted that by establishing a separate fund, it authorizes staff that authority to act in a timely manner and not have to wait for a Council meeting for approval of additional applications. Motion by Czmowski, second by Cook, to approve Resolution No. 13804 creating a mosquito spraying reserve account. Roll call vote was taken: Haugen – nay; Arndt – nay; Yost – aye; Czmowski – aye; Cook – aye. Motion carried 3 to 2. (d)CONSIDERATION FOR APPROVAL OF AMENDING HUTCHINSON CITY POLICY 3.23 – CONFERENCES AND SEMINARS (OUT OF STATE) Gary Plotz, City Administrator, presented before the Council. Mr. Plotz explained that the revised policy allows for out-of-state travel for Creekside personnel within a 450-mile radius. The purpose of the travel would be for business purposes only and not for training or conferences. These business purposes could include quality control, marketing, new product development, equipment evaluation and customer development and service. The out-of-state travel is subject to approval by the City Administrator. Motion by Arndt, second by Czmowski, to approve amending Hutchinson City Policy No. 3.23 pertaining to out of state conferences and seminars. Motion carried unanimously. (e)CANVASSING OF 2010 MUNICIPAL ELECTION RESULTS Marc Sebora explained that the municipal election results must be canvassed by the City Council as noted in state law. The Council, specifically Jim Haugen, Eric Yost and Chad Czmowski read the election results per 3 CITY COUNCIL MINUTES –NOVEMBER 9, 2010 precinct. Motion by Haugen, second by Yost, to certify City of Hutchinson election results as correct. 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.) (a)RESOURCE ALLOCATION COMMITTEE MEETING MINUTES FROM OCTOBER 5, 2010, AND NOVEMBER 2, 2010 (b)WEED NOTICE MONTHLY REPORT FOR OCTOBER 2010 Council Member Arndt asked if there are “problem properties”. Kent Exner explained that the environmental specialist develops good working relationships with property owners on issues related to weeds. (c)HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM SEPTEMBER 21, 2010 Council Member Yost noted that the Secretary/Treasurer is listed as two different individuals in the minutes. Staff will research. MISCELLANEOUS 12. Council Member Haugen – Mr. Haugen inquired if the Council needed to evaluate itself in compliance with Policy Governance. It was noted that that does need to be done and the proper procedure to do so will be researched. Gary Plotz – Mr. Plotz provided an update on progress made on the skate park lighting issue. Kent Exner – Mr. Exner provided an update on the Adams Street improvement project and the senior housing project. Mayor Cook – Mayor Cook asked if a report could be given on the current foreclosures for 2010. The HRA Director will provide an update to the Council. Mayor Cook asked for an update from the Finance Director on where the funds will be earmarked from the recycling credit. He also asked that the 2011 fee increases be placed on the next Council agenda. Motion by Arndt, second by Cook, to set enterprise fund budget workshop for November 23, 2010, at 4:00 p.m. Motion carried unanimously. Reminder of Town Hall Budget Meeting on November 18, 2010, at 6:00 p.m. ADJOURN 13. Motion by Arndt, second by Cook, to adjourn at 7:20 p.m. Motion carried unanimously. ATTEST: Steven W. Cook Gary D. Plotz Mayor City Administrator 4