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01-25-2011 CCMMINUTES REGULAR MEETING – HUTCHINSON CITY COUNCIL TUESDAY, JANUARY 25, 2011 CALL TO ORDER – 5:30 P.M. 1. Mayor Steve Cook called the meeting to order. Members present were Mary Christensen, Eric Yost, Bill Arndt and Chad Czmowski. Others present were Jeremy Carter, City Administrator, Marc Sebora, City Attorney and Kent Exner, City Engineer. INVOCATION 2. – Pastor Rick Stapleton, Shalom Baptist Church, delivered the invocation. PLEDGE OF ALLEGIANCE 3. PUBLIC COMMENTS 4. MINUTES 5. (a)REGULARMEETING OF JANUARY 11, 2011 Motion by Arndt, second by Christensen, 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)RESOLUTIONS AND ORDINANCES 1.RESOLUTION NO. 13843 – RESOLUTION APPROVING REVISED ASSESSMENT ROLL (SA- 5074) (b) CONSIDERATION FOR APPROVAL OF TRANSFERRING TOBACCO LICENSE ISSUED TO SMOKES4LESS #5 INC. FROM 1310 HWY 15 SOUTH TO 114 MAIN STREET NORTH (c)CONSIDERATION FOR APPROVAL OF REVISING CITY POLICY NO. 1.12 – DELEGATION OF AUTHORITY DURING CITY ADMINISTRATOR’S ABSENCE (d)CONSIDERATION FOR APPROVAL OF ITEMS FOR INDUSTRIAL BOULEVARD SE RECONSTRUCTION AND ENERGY PARK BITUMINOUS WEAR COURSE PLACEMENT PROJECTS (LETTING NO. 2, PROJECT NO. 11-02 & 11-03) – ORDERING PREPARATION OF REPORT ON IMPROVMENET, RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT (e)CONSIDERATION FOR APPROVAL OF ITEMS FOR TRUNK HWY 15 WATER MAIN LINING PROJECT (LETTING NO. 6, PROJECT NO. 11-09) – ORDERING PREPARATION OF REPORT ON IMPROVEMENT, RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT (f)CONSIDERATION FOR APPROVAL OF ISSUING SHORT-TERM GAMBLING LICENSE TO MCLEOD COUNTY PHEASANTS FOREVER ON MARCH 26, 2011, AT MCLEOD COUNTY FAIRGROUNDS (g)CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Item 6(e) was pulled for separate discussion. Motion by Czmwoski, second by Arndt, to approve consent agenda with the exception of Item 6(e). Motion CITY COUNCIL MINUTES –JANUARY 25, 2011 carried unanimously. Item 6(e) had further discussion. Council Member Yost asked if anything was going to be done differently with this project as opposed to the first time it was bid out. Kent Exner, City Engineer, explained that the scope of work will be revised, as well as identifying the items in the project that will be bid out. In addition, hopefully the bids will come in more favorable to the City. Mayor Cook asked if other end users have been surveyed as it relates to bidding projects like this (multiple Cities being the project owners). Mr. Exner noted that research has been done via consultant. Motion by Yost, second by Cook, to approve Item 6(e). 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) (a)DISCUSSION OF PROPOSED FORESTRY MAINTENANCE POLICY John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that a forestry maintenance policy has been developed to review hazards, removals, pruning and planting. Mr. Olson spoke to the retirement of the City forester and the expertise that has been lost. Mr. Olson noted that contractors will be used more often than in the past, which has been included in the 2011 budget. Unfortunately, not as much customer service will be offered for residents and instead they will be referred to the University of Minnesota extension office and other resources. Mayor Cook suggested that perhaps a tree care licensing program should become a priority with the loss of the city forester’s expertise. Mayor Cook questioned the language in the policy that states “if resources permit”. Mayor Cook asked how programs are kept as priorities. Mr. Olson spoke to the essential services and critical services, of which forestry has been identified as. Council Member Yost asked if there was any need for an explanation of roles and expectations of a consultant. Mr. Olson explained that consultants’ necessity is identified with each program. One of the biggest changes instituted with this policy is the contact with the public. UNFINISHED BUSINESS 9. (a)CONSIDERATION FOR APPROVAL OF RENEWING 2011 MEMBERSHIP TO COALITION OF GREATER MINNESOTA CITIES Mayor Steve Cook noted that this topic has been reviewed a couple of times. The topic was not discussed during 2011 budget discussions, but rather at the end of the year when the budget was being adopted. This topic was discussed at a workshop a couple of weeks ago and some Council Members noted that they see a value in being a member to the Coalition for the services that they provide, especially as it relates to local government aid. Mayor Cook reminded the Council that the mayor of Alexandria, former president of the Coalition, encouraged Hutchinson to maintain membership. Council Member Christensen noted that she feels the membership to the Coalition can only benefit the City because the City needs a voice at the legislature. Council Member Yost noted that he is still not in support of being a member to the Coalition at this time due to financial conditions. He expressed that the Coalition will continue on whether Hutchinson maintains membership or not. Mayor Cook expressed the benefits that the Coalition accomplished over the last two years with local government aid. Motion by Czmowski, second by Cook, to approve renewal of membership to Coalition of Greater Minnesota Cities for 2011. Council Member Arndt noted that he spoke with Senator Newman today. Newman expressed to Arndt that the legislature is tied up with lobbyists and he requested that the group Arndt is involved in on another matter contact Newman directly. Roll call vote was taken: Christensen – 2 CITY COUNCIL MINUTES –JANUARY 25, 2011 aye; Arndt – nay; Yost – nay; Czmowski – aye; Cook – aye. Motion carried 3 to 2. NEW BUSINESS 10. (a)CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 13844 - A RESOLUTION AUTHORIZING BUSINESS DEVELOPMENT PUBLIC INFRASTRUCTURE GRANT APPLICATION Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt explained that a grant is available for a potential project that has been identified. The grant money would be used to aid in the reconstruction of Industrial Blvd. and bring water & sanitary sewer to the 3.09 acre lot in the Industrial Park. Motion by Arndt, second by Christensen, to approve Resolution No. 13844 – Resolution authorizing business development public infrastructure grant application. Motion carried unanimously. (b)CONSIDERATION FOR APPROVAL OF THE POSITION OF PART-TIME HUMAN RESOURCES ADMINISTRATIVE TECHNICIAN Jeremy Carter, City Administrator, presented before the council. Mr. Carter explained that currently the City has two positions within the organization, a part-time Human Resources Technician and a part-time Administrative Technician each working 20 hours per week. Both of these positions have been vacated by the current employees which have caused staff to evaluate the positions. The proposal is to combine the positions into one, with the maximum number of hours being 29 hours per week. Council Member Arndt asked about recently laid off employees being eligible for the position. Brenda Ewing, Human Resources Director, noted that all laid off employees were made aware that they were being terminated, therefore they would have to apply for any future openings. Motion by Yost, second by Czmowski, to approve the position of part-time Human Resources Administrative Technician. Motion carried unanimously. (c)CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 13845 - A RESOLUTION IN SUPPORT OF LOCAL GOVERNMENT AID FUNDING Mayor Cook noted this Resolution speaks to the benefit of local government aid and requests that the legislature preserve LGA at the maximum level of possible based on currently certified levels and any reduction in LGA be done fairly, with city input, and only as part of a comprehensive solution to the State budget. This Resolution will be sent to local legislators as well as legislative leaders. Motion by Czmowski, second by Christensen, to approve Resolution No. 13845 – Resolution in support of local government aid funding. Motion carried unanimously. (d)CONSIDERATION FOR APPROVAL OF SETTING COUNCIL WORKSHOP TO CONTINUE POLICY GOVERNANCE REVIEW Mayor Cook noted that tonight’s workshop needs to be continued and also the joint HUC meeting needs to be set in addition to this workshop. Motion by Yost, second by Cook, to set Council workshop for February 8, 2011, at 4:00 p.m. to complete the Council annual review. 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)HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM DECEMBER 22, 2010 (b)CITY OF HUTCHINSON FINANCIAL REPORT FOR DECEMBER 2010 3 CITY COUNCIL MINUTES –JANUARY 25, 2011 (c)CITY OF HUTCHINSON INVESTMENT REPORT FOR DECEMBER 2010 MISCELLANEOUS 12. Council Member Arndt – Council Member Arndt commented that he feels the new trail on Adams Street should be a priority trail that the City maintains versus the residents. Kent Exner, City Engineer, noted that he will review the priority listing with the Public Works Manager and PRCE Director. Mayor Cook noted that there was a sidewalk previously in the same place of the trail, so residents should be used to maintaining the width of a sidewalk. Jeremy Carter – Mr. Carter noted that a meeting has been scheduled for January 31, 2011, at 7:00 a.m. with the local legislators. Motion by Arndt, second by Christensen, to set public meeting for January 31, 2011, at 7:00 a.m. with the local legislators. Motion carried unanimously. Any agenda items should be given to Mr. Carter. Mayor Cook – Mayor Cook noted that the City’s local sales tax bill will be introduced in the near future at the legislature. ADJOURN 13. Motion by Arndt, second by Yost, to adjourn at 6:25 p.m. Motion carried unanimously. 4