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11-22-2011 CCMMINUTES REGULAR MEETING Î HUTCHINSON CITY COUNCIL TUESDAY, NOVEMBER 22, 2011 1. CALL TO ORDER Î 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Mary Christensen, Bill Arndt, Chad Czmowski and Eric Yost. Others present were Jeremy Carter, City Administrator and Marc Sebora, City Attorney. 2. INVOCATION Î Pastor Brian Brosz, Congregational UCC, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY Mayor Cook recognized the high school volleyball team and swim team for their representation of Hutchinson at the state tournament. Captains and participants of the teams were present and introduced themselves. Council Member Christensen recognized the Fire Department and the vast amount of training that the firefighters receive and take on themselves. 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF NOVEMBER 8, 2011 Motion by Christensen, second by Arndt, to approve the minutes as presented. Motion carried unanimously. 7. 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 (b) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDERS -CHANGE ORDER NO. 4 Î LETTING NO. 10, PROJECT NO. 10-02 (SHERWOOD STREET SE EXTENSION) - CHANGE ORDER NO. 2 Î LETTING NO. 5, PROJECT NO. 11-06 (PLAZA 15 PARKING LOT IMPROVEMENTS) -CHANGE ORDER NO. 2 Î LETTING NO. 1, PROJECT NO. 11-01 (SCHOOL ROAD NW) (c) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT SUPPLEMENTAL AGREEMENTS (d) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Motion by Czmowski, second by Yost, to approve consent agenda. Motion carried unanimously. 8. PUBLIC HEARINGS Î 6:00 P.M. Î NONE 9. COMMUNICATIONS, REQUESTS AND PETITIONS (Purpose: to provide Council with information necessary to craft wise policy. Always looking toward the future, not monitoring past) CITY COUNCIL MINUTES ÎNOVEMBER 22, 2011 10. UNFINISHED BUSINESS 11. NEW BUSINESS (a) DISCUSSION OF PUBLIC LIBRARY SERVICES Î MARY HENKE Mary Henke, Hutchinson Public Library Head Librarian, presented before the Council. Ms. Henke explained the public library system which is through Pioneerland Library System (PLS). PLS has been starting to merge smaller libraries with larger libraries. Due to this, Ms. Henke now oversees the Winsted library along with her duties as head librarian at the Hutchinson Public Library. In this position, Ms. Henke oversees administrative duties, such as budget and payroll. Ms. Henke provided an overview of the activity at the Hutchinson Public Library, which includes almost 80,000 users a year. The library provides many sources of media such as books, magazines, videos, audio books and newspapers. Downloadable E-books and audio books are also available. More than 22,000 people use the libraryÓs computers for access to the Internet and Office Works programs. There is also a meeting room at the library that gets used quite heavily. More than 100 childrenÓs programs are offered and 20 adult programs. There are four full-time equivalent employees that are assisted by 15 volunteers working an average of 30 hours a week, along with a worker from the Real Deal program, a federally funded job training program for seniors, working 15 hours a week. The library is open 52 hours a week, with an on-line catalog available 24 hours a day/7 days a week through Internet access. Ms. Henke then reviewed the local financial support from community businesses and organizations. The support ranges from monetary donations to prizes and coupons for the ChildrenÓs Summer Reading program. Ms. Henke explained the benefits of being part of a regional library system. One of the main reasons is to gain access to federal funds. Another main reason is access to all books within the library system. Being part of a library system also provides a vast amount of technical resources through the State of Minnesota. None of these options would be available if the library was a standalone system. (b) CONSIDERATION FOR APPROVAL OF PAYMENT CARD INDUSTRY DATA SECURITY STANDARD POLICY Tom Kloss, Information Technology Director, presented before the Council. Mr. Kloss explained that the credit card industry has implemented a set of rules/standards that must be followed to ensure credit card security for the CityÓs customers. One of the requirements is a formal policy for employees who process credit cards, along with an annual review. Mr. Kloss reviewed the City of Hutchinson user policy that applies to all employees that physically handle credit cards and credit card data. This policy is required to be put in place by the payment card industry. Motion by Yost, second by Christensen, to approve Payment Card Industry Data Security Standard Policy. Motion carried unanimously. TH (c) DISCUSSION OF PROPERTY LOCATED AT 256 and 264 4AVENUE NW Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt explained that the City has received an inquiry about the possible sale of two city-owned lots located at the intersection of Hwy 7 & Lind Street NW. Staff is recommending that the two lots be sold via sealed bid as one parcel, with a minimum bid of $14,000. Proceeds would be used to pay off the outstanding special assessments on the property and recoup part of the CityÓs initial investment to acquire the Hwy 7 Mn/DOT lots. These two parcels were acquired by the City from Mn/DOT as part of the Hwy 7 reconstruction project. Mayor Cook noted that if the City decides to sell the properties, he would like to be able for the sale price to cover all of the CityÓs costs. Kent Exner, City Engineer, provided input on the assessments that are due and owing on the parcels. The assessments on the lots were levied against the properties. Water/sewer access is potentially available off of Lind Street. The properties were only assessed general frontage rates for the Hwy 7 improvement project, not for sewer/water access. Marc Sebora, City Attorney, noted that the 2 CITY COUNCIL MINUTES ÎNOVEMBER 22, 2011 successful bidder will have to abide by all planning/zoning laws pertaining to development. All information that a potential bidder will need to know can be included in the advertisement for bids. Motion by Arndt, second by Czmowski, to approve advertisement for bids with a minimum bid of $14,000 th for the parcels located at 256 and 264 4 Avenue NW. Motion carried unanimously. 12. 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) PIONEERLAND LIBRARY SYSTEM MINUTES FROM SEPTEMBER 22, 2011 (b) PARKS, RECREATION, COMMUNITY EDUCATION BOARD MINUTES FROM OCTOBER 3, 2011 (c) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM OCTOBER 18, 2011 (d) HUTCHINSON AREA JOINT PLANNING BOARD MINUTES FROM SEPTEMBER 21, 2011 13. MISCELLANEOUS Marc Sebora Î Mr. Sebora commented on the necessity of an organizational meeting following the first of the year. The Charter requires that an organizational meeting be held the first business day of January in the year following a municipal election. Since the City did not have an election in 2011, the organizational meeting could be held as part of the regular meeting on January 10, 2011. The Council concurred that the organizational items will be part of the regular agenda on January 10, 2011. Mayor Cook noted that the City AdministratorÓs performance review should be held in January. Motion by Yost, second by Christensen, to set City Administrator performance review following the regularly scheduled Council meeting on January 10, 2011. Motion carried unanimously. Mary Christensen Î Council Member Christensen noted that a resident had contacted her regarding marble- sized gravel in the VFW parking lot which is coming from the alleyway. Kent Exner noted that staff will review and attempt to sweep it back if possible. Ms. Christensen also noted that she had received several calls as to why residentsÓ property taxes are going up. Jeremy Carter, City Administrator, explained that there is a model that he can place on the CityÓs web site that will help explain property tax information specific to a residentÓs property. More detail will be given at the Truth in Taxation hearing on December 13, 2011. A major impact in the rise in property taxes is due to the loss of the market value credit program. Bill Arndt Î Council Member Arndt noted that the Safety Council meeting will be held at the City Center on November 28, 2011, at 12:00noon. This is a change from meeting at the American Legion. Jeremy Carter Î Mr. Carter commented on the positive feedback he has received from residents on the value of the leaf pick up program and commented on the good participation of residents. Kent Exner Î Mr. Exner commented that School Road is complete with the trail included and new lights and signs being installed. Mayor Cook Î Mayor Cook suggested that a meeting be scheduled with the local legislators before the legislative session begins January 24, 2011. Mayor Cook also asked if there was an updated survey on SAC/WAC charges. Kent Exner provided an 3 CITY COUNCIL MINUTES ÎNOVEMBER 22, 2011 update to the SAC/WAC survey that was presented at the last Council meeting. Hutchinson is not far out on residential charges, but Mayor Cook has concerns with commercial/industrial users and how Hutchinson ranks with other regional centers. Mayor Cook suggested charging the full rate for the first unit, but then half for the other units or a percentage decrease for the subsequent units. Staff and Council concurred that the residential charges should be left as is based on the MET Council criteria, however a sliding scale for industrial and commercial users should be formulated. Residential sewer charges will remain as is. The 2012 fee schedule will reflect the rate structures for SAC/WAC for residential, industrial and commercial users. Dan Jochum, Planning Director, presented before the Council. Mr. Jochum explained that as the comprehensive plan is taking shape, the group is gathering feedback from the surrounding townships. As the plan develops, Mr. Jochum is planning on bringing the townships together to review land use issues. The concept of orderly annexation may also be discussed. 14. ADJOURN Motion by Arndt, second by Christensen, to adjourn at 7:10 p.m. Motion carried unanimously. ATTEST: Steven W. Cook Jeremy J. Carter Mayor City Administrator 4