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02-22-2011 CCM MINUTES REGULAR MEETING – HUTCHINSON CITY COUNCIL TUESDAY, FEBRUARY 22, 2011 CALL TO ORDER – 5:30 P.M. 1. Mayor Protem Bill Arndt called the meeting to order. Members present were Mayor Steve Cook, Mary Christensen, Eric Yost, 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 FEBRUARY 8, 2011 Motion by Yost, 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. 13851 – RESOLUTION RELATING TO PARKING RESTRICTIONS ON SCHOOL ROAD NW 2.RESOLUTION NO. 13852 - RESOLUTION TO TRADE IN EXISTING STREETSWEEPER AND LEASE TO PURCHASE NEW ONE 3.RESOLUTION NO. 13853 - RESOLUTION ESTABLISHING EMERALD ASH BORER FUND (b)CONSIDERATION FOR APPROVAL OF SHORT-TERM GAMBLING LICENSES: -ST. ANASTASIA CATHOLIC CHURCH ON FEBRUARY 25, 2011, AT MCLEOD COUNTY FAIRGROUNDS -HUTCHINSON ROTARY FOUNDATION ON APRIL 29, 2011, AT CROW RIVER GOLF CLUB -ADULT TRAINING AND HABILITATION CENTER ON JUNE 17, 2011, AT CROW RIVER GOLF CLUB (c)CONSIDERATION FOR APPROVAL OF SUMMARY ORDINANCE FOR PUBLICATION OF ORDINANCE NO. 10-0557 (SHORELAND MANAGEMENT – CHAPTER 152) AND ORDINANCE NO. 10-0661 (ZONING – CHAPTER 154) (d)CONSIDERATION FOR APPROVAL OF OUT-OF-STATE TRAVEL FOR KEITH MESSNER TO MADISON, WISCONSIN (e)CONSIDERATION FOR APPROVAL OF ESTABLISHING COMPREHENSIVE PLAN STEERING CITY COUNCIL MINUTES –FEBRUARY 22, 2011 COMMITTEE (f)CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Items 6(a)1, 6(a)2, and 6(a) 3 were pulled. Motion by Czmowski, second by Arndt, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 6(a)1 had further discussion. It was noted that the agenda that had been provided to the Council Members had numbering errors, and Council Member Christensen did not intend to pull Item 6(a)1. Motion by Arndt, second by Cook, to approve Item 6(a)1. Motion carried unanimously. Item 6(a)2 had further discussion. Council Member Christensen asked the age of the sweeper being traded in and asked if there is a sweeper that can be more fuel-economic. John Olson, Public Works Manager, noted that the current sweeper is approximately 10 years old. Mr. Olson also commented that alternatives were looked at, however, almost all sweepers operate off of diesel fuel. Mr. Olson also provided information on personnel that will be operating the street sweeper, which will mainly be seasonal employees. Mr. Olson explained the differences between various types of street sweepers. Mr. Olson noted that trading in and leasing the proposed street sweeper is approximately $50,000 less than purchasing the same type of street sweeper that the City uses today. Motion by Czmowski, second by Cook, to approve Item 6(a)2. Motion carried unanimously. Item 6(a)3 had further discussion. Jeremy Carter, City Administrator, noted that he had distributed a revised Resolution for the Council to consider. The proposed Resolution designates $55,000 annually from the City’s Refuse fund to the General Fund to be used for future replacement, treatment and removal of emerald ash borer infested trees. A spending policy will be put in place to identify the specific activities and expenses eligible for use of these funds. The Resolution also identifies that the initial funding of the program will be funded by the discontinuation of the recycling credit program. Motion by Arndt, second by Yost, to approve Item 6(a)3. Motion carried unanimously. PUBLIC HEARINGS – 6:00 P.M. 7. (a)CONSIDERATION 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 IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that this project consists of the Industrial Boulevard SE corridor from Michigan Street to the approximate limits of the Energy Park development. This project will consist of a partial reconstruction of the existing roadway, limited curb and gutter replacement, limited utility replacements/upgrades, drainage improvements, draintile installation, signing/striping, street lighting, geogrid placement, landscaping and restoration. The other piece of this project includes wear course replacement by bituminous surfacing and appurtenances in Energy Park. Mr. Exner noted that the following items were discussed with the adjacent property owners: stormwater ponding within the immediate area would be desirable; the belief that particular properties would not benefit from the proposed assessments; the belief that certain segments of the roadway should be assessed at a reduced rate due to the variability in the existing condition of the roadway surface and the feeling that properties are exempt from special assessments due to ownership status. 2 CITY COUNCIL MINUTES –FEBRUARY 22, 2011 Mr. Exner explained the proposed assessments on the project, which are estimated at $60 per lineal foot of the property’s roadway frontage. Construction is scheduled to begin spring/summer of 2011 and should be completed within one construction season. Robert Hantge, 1210 Lewis Avenue, Vice Chair of Hutchinson Utilities Commission, presented before the Council. Mr. Hantge raised concerns of the City taxing another City entity for assessments. Mr. Hantge expressed that he and other commissioners felt that PILOT (payment in lieu of taxes) took the place of such type of assessments. The HUC’s assessments are proposed at approximately $84,000 for this project. Mr. Hantge asked if other entities have been assessed in the past. Marc Sebora, City Attorney, noted that when Washington Avenue was reconstructed, the Liquor Hutch was assessed for that project. Mr. Sebora also noted that Hutchinson Area Health Care has been assessed, both as a public entity and a private entity. The assessments would be in addition to HUC’s PILOT. Michael Kumm, HUC General Manager, presented before the Council. Mr. Kumm noted that in 2005 HUC was assessed for road work. In 2006, HUC and the City of Hutchinson agreed on the PILOT program. A joint meeting is being held between HUC and the City Council tomorrow, and this topic will continue to be discussed. Motion by Arndt, second by Yost, to close public hearing. Motion carried unanimously. Motion by Arndt, second by Christensen, to approve items for Industrial Boulevard SE reconstruction and Energy Park bituminous wear course placement projects. Motion carried unanimously. (b)CONSIDERATION OF ITEMS FOR TRUNK HWY 15 WATER MAIN LINING PROJECT (LETTING NO. 6, PROJECT NO. 11-09) – ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that this project is to replace th the water main lining from 4 Avenue SW Linden Avenue on Main Street/Hwy 15. This project will be bid cooperatively between the City of Hutchinson, Golden Valley and Fridley due to the expertise needed for this type of project. Motion by Arndt, second by Cook, to close public hearing. Motion carried unanimously. Council Member Czmowski asked when Main Street is scheduled for reconstruction. Mr. Exner noted that Main Street/Hwy 15 is not currently on Mn/DOT’s 10-year plan. There has been discussion of mill and overlay. Mr. Exner further noted that the City needs to assess their utility needs and communicate that to Mn/DOT so consideration can be made with the project. Motion by Arndt, second by Czmowski, to approve items for Trunk Hwy 15 water main lining 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) UNFINISHED BUSINESS 9. NEW BUSINESS 10. (a)PRESENTATION BY LAUMEYER HUMAN RESOURCES SOLUTIONS ON COMPENSATION PLAN REPORT AND CONSIDERATION FOR APPROVAL OF ACCEPTING REPORT Jeremy Carter, City Administrator, introduced Jim Laumeyer and Wayne Brede who completed a compensation study of the City compensation program. Mr. Laumeyer presented before the Council. Mr. Laumeyer explained the study completed surrounded 3 CITY COUNCIL MINUTES –FEBRUARY 22, 2011 around point analysis and an external market study. The City is in a very good position when it comes to compensation. Mr. Laumeyer and Mr. Brede will continue to work with the City as they complete their work on the details of the report. Motion by Christensen, second by Czmowski, to accept compensation plan report as completed by Laumeyer Human Resources Solutions. Motion carried unanimously. (b)CONSIDERATION FOR APPROVAL OF 2011 FARMERS’ MARKET LOCATION Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt explained that the Hutchinson Downtown Association has studied all options available to hold the Farmers’ Market, and the most viable st option recommended by the Downtown Association for 2011 is in its current location, which is 1 Avenue SE between Main Street and Hassan Street. The Downtown Association is continuing to look for a st permanent location. Staff will be more diligent in opening 1 Avenue SE when the market is over. Chief Dan Hatten presented before the Council. Chief Hatten commented that a suggestion was made to st only block off a portion of 1 Avenue SE during the market. Chief Hatten noted that there are safety issues with considering this. Mayor Cook noted that he surveyed the area today during two different time blocks. He noted that there st was quite a bit of activity on 1 Avenue SE, so safety would be an issue with closing off only a portion of st the street. Mayor Cook also noted that there was the same amount of activity on 1 Avenue SW. He iterated that a permanent location is being looked at, and therefore he suggested setting a timeline to hold st the market on this portion of 1 Avenue SE. Council Member Arndt suggested using Library Square. Mayor Cook noted that last year it was agreed that the 101 Park Place parking lot would be used for the st 2011 Farmers’ Market, however the Downtown Association’s recommendation is to continue to use 1 Avenue SE. Judy Kopesky, Crown Financial - 101 Park Place, presented before the Council. Ms. Kopesky raised concerns with having the Farmers’ Market in the same location. Ms. Kopesky spoke about allowing cars to st park on 1 Avenue SE until the Farmers’ Market opens. Chief Hatten addressed signage issues. Ms. Kopesky suggested having a larger sign indicating when cars can park on the street. Bryce Grundahl, Drop-n-Go Shipping – 101 Park Place, presented before the Council. Mr. Grundahl asked if the VFW could be considered again. Mr. Grundahl also raised concerns about the term “too small” and what is considered too small of a Farmers’ Market site. th Tim Rohde, 22759 190 Street, presented before the Council.Mr. Rohde is a vendor with the Farmers’ Market. Mr. Rohde noted that on behalf of the vendors of the Farmers’ Market, they are requesting that the st location remain on 1 Avenue SE. Judy Kopesky raised concerns again that last year it was agreed that the Market would be located in the parking lot of 101 Park Place. Mayor Cook suggested limiting the size of each vendor’s location. st Motion by Czmowski, second by Cook, to approve 2011 and 2012 Farmers’ Market location as 1 Avenue SE. Roll call vote was taken: Christensen – nay; Arndt – nay; Yost – nay; Czmowski – aye; Cook – aye. Motion failed 3 to 2. st Motion by Arndt, second by Yost, to approve 2011 Farmers’ Market location as 1 Avenue SE. Council Member Arndt suggested using Library Square for the Farmers’ Market, similar to the Arts & Crafts Festival. Mr. Grundahl asked about the times of the Farmers’ Market. Motion carried unanimously. (c)CONSIDERATION FOR APPROVAL OF RESCINDING POLICE DEPARTMENT FITNESS PROGRAM – REIMBURSEMENT PROGRAM Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that in 2003 the 4 CITY COUNCIL MINUTES –FEBRUARY 22, 2011 Council approved a policy providing a partial reimbursement to licensed police officers to assist in defraying the cost of health club dues. This was adopted due to these positions being required to maintain minimum physical fitness requirements. A partial reimbursement of $100 annually was approved. Since that time, the City’s health insurance provider has implemented a program reimbursing an employee and one adult member $20 each monthly. Due to this program, staff is recommending that the police department fitness program be rescinded. Motion by Czmowski, second by Arndt, to rescind police department fitness program – reimbursement program. Motion carried unanimously. (d)CONSIDERATION FOR APPROVAL OF MINNESOTA DEPARTMENT OF NATURAL RESOURCES GRANT FOR CITY FORESTRY IMPROVEMENTS Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that all grants in excess of $15,000 require Council approval. John Olson, Public Works Manager, presented before the Council. The City has been awarded a $25,000 grant from the DNR to plant trees of various species in place of ash trees, to plant boulevard trees, to diversity species within mono-cultural park areas and to provide additional public education regarding the potential for a future emerald ash borer infestation. Discussion was held regarding the use of volunteers for a tree planting program. Motion by Arndt, second by Yost, to approve DNR grant for City forestry improvements. Motion carried unanimously. Discussion was held regarding grant approvals and how those should be approved or recognized by the Council. (e)CONSIDERATION FOR APPROVAL OF SETTING COUNCIL WORKSHOP FOR MARCH 22, 2011, AT 4:00 P.M. TO REVIEW BASIC AND LONG TERM ENDS Mayor Cook noted the Ends should be updated to reflect those items that have been completed, or to consider if additions to the Ends need to be made. Mayor Cook mentioned that perhaps some Ends could be refined. Council Member Arndt questioned the necessity of holding a workshop. Motion by Czmowski, second by Christensen , to set Council workshop for March 22, 2011, at 4:00 p.m. to review basic and long term ends. 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)PARKS, RECREATION, COMMUNITY EDUCATION ADVISORY BOARD MINUTES FROM JANUARY 3, 2011 (b)HUTCHINSON AREA JOINT PLANNING BOARD MINUTES FROM OCTOBER 20, 2010 (c)PLANNING, ZONING, BUILDING DEPARTMENT MONTHLY REPORT FOR JANUARY 2011 No action required for these items. MISCELLANEOUS 12. All of the Council Members congratulated the high school girls hockey team making it to the state tournament for the third year in a row. Jeremy Carter – Mr. Carter mentioned that he will be submitting an application on behalf of the City to be considered as a host city with the League of Minnesota Cities for Town Hall meetings. 5 CITY COUNCIL MINUTES –FEBRUARY 22, 2011 Kent Exner – Mr. Exner mentioned that neighborhood meetings will be held soon for improvement projects on Kouwe, James, and Water Streets. Motion by Arndt, second by Christensen, to set March 23, 2011, at 5:30 p.m. in the Council Chambers as a public meeting for these neighborhood meetings. Motion carried unanimously. ADJOURN 13. Motion by Arndt, second by Christensen, to adjourn at 7:40 p.m. Motion carried unanimously. ATTEST: Steven W. Cook Jeremy J. Carter Mayor City Administrator 6