02-14-2012 CCMMINUTES
REGULAR MEETING — HUTCHINSON CITY COUNCIL
TUESDAY, FEBRUARY 14, 2012
1. CALL TO ORDER — 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, Kent Exner, City Engineer,
and Marc Sebora, City Attorney.
2. INVOCATION — Pastor Todd Harris, Oak Heights Covenant Church, delivered the invocation.
3. PLEDGE OF ALLEGIANCE
4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY
Mayor Cook recognized Tyler Hruby who earned the Eagle Scout award.
John Olson mentioned that Robert Hantge and Corey Stearns led the effort to refurbish the Hutchinson signs that
are placed at the various entrances to the city limits. Council Member Arndt also asked about placing
organizational signs, such as Elks, Kiwanis, etc., near the entrance signs.
5. PUBLIC COMMENTS
6. MINUTES
(a) REGULAR MEETING OF JANUARY 24, 2012
Motion by Arndt, second by Czmowski, 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
CONSIDERATION OF AMENDMENT TO THE ZONING ORDINANCE SECTION 154.067(C)
ADDING LANGUAGE TO ALLOW BY CONDITIONAL USE PERMIT A TOWING COMPANY
WITH IMPOUND /OUTDOOR STORAGE LOT IN THE I -1 (LIGHT INDUSTRIAL DISTRICT)
REQUESTED BY MARK SHOUTZ, APPLICANT, WITH FAVORABLE PLANNING
COMMISSION RECOMMENDATION (ADOPT FINDING OF FACT RESOLUTION NOS.
13958 AND 13959, ADOPT RESOLUTION NO. 13960 AND ADOPT ORDINANCE NO. 12-
0683)
(b) APPOINTMENT OF ANTHONY HANSON TO HUTCHINSON UTILITIES COMMISSION TO
DECEMBER 2014 (COMPLETING TERM OF PAUL NORDIN)
(c) CONSIDERATION FOR APPROVAL OF ITEMS FOR SOUTH PARK WATER TOWER
REHABILITATION PROJECT (LETTING NO. 6, PROJECT NO. 12 -07) — ORDERING
PREPARATION OF REPORT ON IMPROVEMENT AND CALLING HEARING ON
IMPROVEMENT
(d) CONSIDERATION FOR APPROVAL OF ISSUING SHORT -TERM GAMBLING LICENSE TO
HUTCHINSON EAGLES 4441 FOR APRIL 21, 2012
CITY COUNCIL MINUTES FEBRUARY 14, 2012
(e) CONSIDERATION FOR APPROVAL OF ISSUING SHORT -TERM GAMBLING LICENSE TO
MCLEOD COUNTY PHEASANTS FOREVER ON MARCH 24, 2012, AT MCLEOD COUNTY
FAIRGROUNDS
(f) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS
Anthony Hanson, newly appointed Hutchinson Utilities Commissioner, introduced himself to the Council.
Item 7(a)1 was pulled for separate discussion.
Motion by Christensen, second by Arndt, to approve the consent agenda with the exception of Item 7(a) 1.
Motion carried unanimously.
Item 7(a)1 had further discussion. Dan Jochum, Planning Director, clarified that the first action item to
consider is the approval of the ordinance amendment and Resolution No. 13958.
Motion by Arndt, second by Yost, to approve Resolution No. 13958 and Ordinance No. 12 -0683. Motion
carried unanimously.
Dan Jochum noted that the applicant is requesting to withdraw the outdoor storage from the conditional use
permit application. Staff has no issue with the applicant's request. The conditions on Resolution No. 13960
do not need to be revised, other than references to outdoor storage, because the conditions are still
applicable
to the property. Mr. Jochum noted that the applicant has asked that the paving of the parking lot be
extended
to a one year completion date. Staff is recommending that paving be completed by August 31, 2012.
Motion by Arndt, second by Christensen, to approve Resolution No. 13960, with the revision of Item 6,
paving completed date, to September 30, 2012. Also all references to outdoor storage will be removed from
the conditions. Mark Shoutz, applicant, appeared before the Council. Mr. Shoutz noted that the main office
for the towing company is located on Hwy 7 and access to the impound lot will be restricted to employees of
the towing company only. Motion carried unanimously.
8. PUBLIC HEARINGS — 6:00 P.M.
(a) CONSIDERATION FOR APPROVAL OF ISSUING WINE /STRONG BEER LICENSE TO TOKYO
GRILL, II, LOCATED AT 1190 HWY 7 WEST
Marc Sebora, City Attorney, presented before the Council. Mr. Sebora noted that the applicant owns other
restaurants in the State of Minnesota and has had no past history related to alcohol offenses.
Motion by Arndt, second by Cook, to close public hearing. Motion carried unanimously.
Motion by Arndt, second by Czmowski, to approve issuing wine /strong beer license to Tokyo Grill, II.
Motion carried unanimously.
9. COMMUNICATIONS, REQUESTS AND PETITIONS (Purpose: to provide Council with information
necessary to craft wise policy. Always looking toward the future, not monitoring past)
(a) PRESENTATION OF CITY OF HUTCHINSON BUSINESS PROCESSES — ORGANIZATIONAL
STRUCTURE
Jeremy Carter, City Administrator, presented before the Council. Mr. Carter reviewed a flow chart
encompassing the main cost drivers of operating the City of Hutchinson, as well as business plans and
processes that have been developed or will be developed to manage these cost drivers. The main cost
drivers identified are the City's infrastructure, fleet/equipment, facilities and operational activities, such as
human resources. The various plans and programs to manage these cost drivers include the Pavement
Management Program, Equipment Replacement Plan, Facilities Master Plan, Investment Policy, Fund
2
CITY COUNCIL MINUTES FEBRUARY 14, 2012
Balance Policy, Five -Year Budget, Volunteer Program, Wellness Program, Safety Program and Personnel
Policies. These programs and plans are funded by the debt management plan, equipment replacement fund,
capital projects fund, general fund, enterprise fund and self - insurance fund.
(b) PRESENTATION OF CITY 2011 PAVEMENT MANAGEMENT REPORT
John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that pavement
management is the system used to collect and manage information about pavement conditions and has been
used by the City since 1996. The current replacement value of the City's pavement is $140 million. The
pavement management program uses a pavement condition index that is calculated by surveying distresses
found on various pavement sections. The 100 -point scale range is 100 = no distresses, 0 = deteriorated
street. The City's goal is to maintain an average between 65 — 75. Following the 2011 pavement
management work, the current PCI is 69. General discussion was held regarding street treatments.
10. UNFINISHED BUSINESS
11. NEW BUSINESS
(a) CONSIDERATION FOR APPROVAL OF CITY OF HUTCHINSON FACILITIES MASTER PLAN
POLICY
Dan Jochum, Planning Director, explained that staff has been developing a facilities master plan policy.
The
purpose of the policy is to provide general guidelines for the development, implementation and extension of
facility master planning for city government facilities. The policy also includes a financing plan. The
capital project fund is set up to fund general government facilities. The facilities master plan policy will be
the guiding plan for buildings, budding equipment, grounds and parking lots that are associated with City
facilities. Building conditions will have ratings which will be used to formulate the building condition
index
and available funds will be identified that can be spent on capital projects each year. The policy will
stipulate that the minimum project cost for facilities plan projects is 10,000. Projects between $5000
$9999 will be funded out of the capital projects fund but won't be part of the facilities master plan process.
The goal of the facilities master plan is to establish proven methods of facility management and promote
cost - effective programs that provide safe, clean and efficient environments for the citizens of Hutchinson
and City staff. As part of this policy, the City will plan, develop and implement a facilities improvement
plan, which will cover a five -year period to be reviewed annually and be completed by mid -May each year
to
be incorporated into the City's capital improvement plan. Various performance measures will also be
implemented into the facilities management plan.
Mayor Cook asked if other entities, such as the school district, HUC, hospital, etc., would be contacted to
partner in facility improvements. Mr. Jochum mentioned that other entities would be contacted so that
economies of scale could be considered to hopefully achieve the best pricing options.
Andy Reid, Controller, presented before the Council. Mr. Reid explained that excess LGA funds and capital
improvement funds will be utilized for the facilities improvements. Due to the reduction in reliance on LGA
funds in the general fund and shifting them to the capital improvement fund, a fund balance of $500,000 has
been designated. Should these LGA dollars remain constant during the next several years, approximately
$3,750,000 will be able to be utilized on improvement projects through 2016 or $750,000 per year. If less
than $750,000 is utilized for improvement projects in a year, the excess funds will be placed into the
reserves of the capital improvement fund to be used for future facility improvements. The annual reserve
funds could be used for smaller scale improvements, emergency improvements, potential transfers to fund
improvements at enterprise fund facilities and large scale projects if the fund balance is sufficient.
John Paulson, Environmental Specialist provided an overview of the project prioritization criteria. These
criteria include public health, safety and welfare; facility preservation; facility condition index; facility
utilization (multi -use) and energy conservation/return on investment. Condition ratings will be assigned to a
facility's exterior, roof, HVAC, structure, electrical, interior, efficiency and mechanical.
CITY COUNCIL MINUTES FEBRUARY 14, 2012
Motion by Czmowski, second by Christensen, to approve City of Hutchinson Facilities Master Plan policy.
Motion carried unanimously.
(b) CONSIDERATION FOR APPROVAL OF AIRPORT ENGINEERING SERVICES SELECTION
PROCESS
John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the FAA
requires the City to request statements of qualification from airport engineering /architecture firms. The City
received two statements of qualification, one from TKDA and one from Bolton & Menk. City staff has
recommended staying with TKDA, primarily because of their long -term relationship with the airport. The
Airport Commission however is recommending that Bolton & Menk be named as the airport consultant.
Airport Commissioners noted that Hutchinson would be one of TKDA's smaller clients, while the airport
would be among the larger airports for Bolton & Menk. Staff has no objection to naming Bolton & Menk as
the airport consultant, , however they wish to stay with a consultant more long -term, and not select a new
airport consultant every few years.
Motion by Arndt, second by Czmowski, to approve airport engineering services selection process of Bolton
& Menk. 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) FIRE DEPARTMENT MONTHLY REPORT FOR JANUARY 2012
(b) PUBLIC LIBRARY BOARD MINUTES FROM NOVEMBER 28, 2011
(c) HUTCHINSON UTILITIES COMMISSION MINUTES FROM DECEMBER 28, 2011
(d) PLANNING, ZONING, BUILDING DEPARTMENT MONTHLY REPORT FOR JANUARY 2012
(e) PARKS, RECREATION, COMMUNITY EDUCATION ADVISORY BOARD MINUTES FROM
JANUARY 9, 2012
(f) CITY OF HUTCHINSON FINANCIAL REPORT FOR DECEMBER 2011
(g) CITY OF HUTCHINSON INVESTMENT REPORT DECEMBER 2011
13. MISCELLANEOUS
Mary Christensen — Council Member Christensen asked for an update on Burns Manor. Jeremy Carter,
City Administrator, reported that last he knew the hospital was looking at quotes for cost of demolition.
However, several options are being considered for the facility. Mainly fact finding is being done at this
point.
Jeremy Carter — Mr. Carter noted that a workshop needs to be set to continue today's workshop
Motion by Czmowski, second by Cook, to set February 28, 2012, at 4:00 p.m. for Council workshop.
Motion carried unanimously.
Kent Exner — Mr. Exner noted that the private well ordinance and coal tar ordinance are each being worked
on, however there are some related items of discussion at the state level, therefore staff will b� waiting until
the session ends to bring these to the Council. Mr. Exner also provided project updates on 5t Avenue NW
with a follow -up neighborhood meeting being held in March. Also some streets in the northeast quadrant of
the City are being reviewed for project reconstruction this year. These streets could include Maple, Ash,
11', west of Elm, Hwy 15 frontage road, and a block of Oak. Neighborhood meetings will be held in March
as well. Mr. Exner also noted that the Hwy 15 South roundabout is moving at a fast pace and is being
administered by McLeod County. Mr. Exner noted that some sort of public hearing will be held at the
county or city level. Mr. Exner also noted that a traffic flow /safety survey had been completed a few years
CITY COUNCIL MINUTES FEBRUARY 14, 2012
ago and staff will be reviewing that and sending out an updated in survey in conjunction with the
development of the comprehensive plan.
Mayor Cook — Mayor Cook commented on Legislative Day that the Coalition of Greater Minnesota Cities
is coordinating. One issue the CGMS is working on is the awareness of super majority requirement to
impose tax increase. Mayor Cook also commented on several other projects and issues the Coalition is
working on. Mayor Cook spoke of an interview he, Miles Seppelt and Bill Corby took part in with a
reporter from MPR on entrepeneurship.
Mayor Cook mentioned having a board with plaques located at the Event Center recognizing the past
Chamber award recipients.
14. ADJOURN
Motion by Arndt, second by Yost, to adjourn at 7:45 p.m. Motion carried unanimously.
ATTEST:
Steven W. Cook Jeremy J. Carter
Mayor City Administrator