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09-25-2012 CCMMINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, SEPTEMBER 25, 2012 1. CALL TO ORDER — 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Mary Christensen, Bill Arndt, Eric Yost and Chad Czmowski. Others present were Jeremy Carter, City Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney. 2. INVOCATION — Rev. Howard Anderson, Hunter's Ridge Community Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY • INTERNATIONAL WALK/BIKE TO SCHOOL DAY PROCLAMATION — OCTOBER 3, 2012 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF SEPTEMBER 11, 2012 Motion by Czmowski, second by Christensen, 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 1. RESOLUTION NO. 14053 - RESOLUTION AUTHORIZING EXECUTION OF GRANT AGREEMENT WITH MINNESOTA DEPARTMENT OF PUBLIC SAFETY, OFFICE OF TRAFFIC SAFETY, FOR TRAFFIC SAFETY ENFORCEMENT PROJECTS (b) CONSIDERATION FOR APPROVAL OF ISSUING TATTOO LICENSE TO DOUGLAS T. MOLTON LOCATED AT 15 WASHINGTON AVENUE EAST (c) CONSIDERATION FOR APPROVAL OF AWARDING CONTRACT TO REPLACE LIQUOR HUTCH ROOF (d) CONSIDERATION FOR APPROVAL OF BAG FILM PURCHASE (e) CONSIDERATION FOR APPROVAL OF DESIGNATION OF VEHICLES /EQUIPMENT AS SURPLUS PROPERTY (f) CONSIDERATION FOR APPROVAL OF 2012 SPOOKY SPRINT EVENT (g) CONSIDERATION FOR APPROVAL OF ISSUING COMMERCIAL HAULING AND RECYCLING LICENSE TO WEST CENTRAL SANITATION, INC. CITY COUNCIL MINUTES SEPTEMBER 25, 2012 (h) CONSIDERATION FOR APPROVAL OF ENTERING INTO GRANT AGREEMENT WITH DEPARTMENT OF NATURAL RESOURCES FOR TREE REMOVAL AND REPLANTING (i) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDERS - CHANGE ORDER NO. 1— LETTING NO. 1, PROJECT NO. 12 -01 (5TH AVENUE NW) - CHANGE ORDER NO. 4 — LETTING NO. 8, PROJECT NO. 12 -09 (LES KOUBA PARKWAY) (j) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Items 7(b), 7(c) and 7(h) were pulled for separate discussion. Motion by Arndt, second by Czmowski, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(b) had further discussion. Council Member Arndt noted that he wanted to put on the record he is against the approval of this license. Motion by Christensen, second by Yost, to approve Item 7(h). Roll call vote was taken: Christensen— aye; Arndt — nay; Cook — aye; Yost — aye; Czmowski — nay. Motion carried 4 to 1. Item 7(c) had further discussion. Council Member Yost asked why this project wasn't completed when the renovation was completed in 2005 -2006. Jeremy Carter, City Administrator, noted that he is not completely sure why this wasn't done during the remodeling since he was not involved with the renovation project, however his best speculation is that the renovation budget did not include a roof replacement. Or perhaps during the time of remodel, the roof wasn't in need of replacement. The scope of the project now includes incorporating a trussel to separate the roofs between the Liquor Hutch and the Econo Foods building. The current project consists of removal and replacement of the roof membrane, ballast, any damaged or undersized flashings, and all damaged insulation that is discovered upon removal of the membrane. A 20 year warranty was included with the bid. The low bid was received in the amount of $61,980. Motion by Yost, second by Arndt, to approve Item 7(c). Motion carried unanimously. Item 7(h) had further discussion. Mayor Cook mentioned that this grant amount is for $25,000 to remove and replant or plant trees for diversity. Motion by Czmowski, second by Yost, to approve Item 7(h). Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. - 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) (a) UPDATE ON STOVE - TOP /FIRE -STOP PROJECT AND RENTAL REGISTRATION FUND ALLOCATION Brad Emans, Fire Chief, presented before the Council. Chief Emans explained that an appointed committee consisting of Jean Ward, Mary Christensen, Cindy Hoffman and Brad Emans met to discuss the Stove - Top /Fire -Stop product, including funding, distribution and product maintenance ideas. The committee discovered that the product has only a five -year shelf life and a cost of $35 -$40 each. Due to the shelf life, the committee deemed it was not feasible or practical to install and maintain the product in rental properties. Instead, the committee decided that the product should be promoted through multiple venues in an effort to make citizens aware of it. In addition, ACE Hardware agreed to carry the product for purchase. Chief Emans explained that the committee has recommended that 50% of the rental registration funds be allocated starting in 2013 to purchase and distribute 10 -year lithium smoke detector batteries to multi - family rental properties. If approved by the Council, the fire department will distribute the batteries over a three 2 CITY COUNCIL MINUTES SEPTEMBER 25, 2012 year period during the rental registration inspection process. An appropriate number of batteries will be given to each manager /owner during the inspection of multi - family housing to cover the requirement of one detector in each unit and one detector in each sleeping room. Mayor Cook suggested that a credit be given to property owners if new smoke detectors are installed. Chief Emans suggested having the committee meet again to discuss this. 10. UNFINISHED BUSINESS 11. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF PROVIDING FOR THE SALE OF $2,275,000 GENERAL OBLIGATION IMPROVEMENT BONDS, SERIES 2012C — ADOPTING RESOLUTION NO. 14054 Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained the schedule of events if the Council approves the pre -sale report. October 9, 2012, is scheduled to award the sale of the bonds. The bonds are to fund five improvement projects and are being issued for a 15 -year term. Mr. Carter further explained that the City is following its debt management plan even with the issuance of these bonds and the 1% general levy increase. Motion by Czmowski, second by Christensen, to approve providing for the sale of $2,275,000 general obligation improvement bonds, Series 2012C, adopting Resolution NO. 14054. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF 2012 CITY RECOGNITION EVENT Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that historically a recognition event has been held in the fall to recognize the accomplishments of both City employees and the volunteers who serve on the various boards and committees of the City. The format for the event is recommended to be the same as previous years with a social time including two beverage tickets, dinner and a short program. Motion by Yost, second by Cook, to set 2012 City recognition event for October 25, 2012, at 5:30 p.m. at the Event Center. 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) PLANNING, ZONING AND BUILDING DEPARTMENT MONTHLY REPORT FOR AUGUST 2012 (b) CITY OF HUTCHINSON FINANCIAL REPORT FOR AUGUST 2012 (c) CITY OF HUTCHINSON INVESTMENT REPORT FOR AUGUST 2012 (d) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM AUGUST 21, 2012 13. MISCELLANEOUS Mary Christensen — Council Member Christensen noted that she and Bill Arndt met with the senior citizens who use the Senior Center to brainstorm ways to open the Center on Fridays and how to fund that. The seniors they met with will bring ideas to the Senior Advisory Board and will continue to discuss options. Bill Arndt— Council Member Arndt expressed that a "No Parking" zone needs to be extended near the Hwy 15 retaining wall construction project on the east side of Hwy 15. CITY COUNCIL MINUTES SEPTEMBER 25, 2012 Council Member Arndt asked about the blue lights installed on the stop lights. Kent Exner, City Engineer, noted that the blue lights indicate to law enforcement when a semaphore has turned red on the cross street. The blue light illuminates when the stoplight has turned red. Eric Yost — Council Member Yost asked about the chip seal coat on North High Drive. Kent Exner explained that the County administers the coating a bit different than the City, however this type of coating does work well in cooler weather. Council Member Yost asked if there was an update on the mural that is proposed to go on the corner of Main Street and Franklin Street. Mayor Cook noted that the organizer is still working on it but there are no immediate plans for installation. Jeremy Carter — Mr. Carter reminded the Council that a workshop is set before the next Council meeting on enterprise funds. Mr. Carter asked the Council if they would like to discuss the Burns Manor property in a workshop setting. The Council must make a decision by the end of October whether or not they would like to exercise their right of first refusal due to a current offer the hospital has received on the property. Motion by Arndt, second by Christensen, to change the topic of the workshop on October 9, 2012, to discuss the Burns Manor property. Motion carried unanimously. Motion by Czmowski, second by Cook, to reset the water /sewer /stormwater enterprise fund budget workshop to November 13, 2012, at 4:00 p.m. Motion carried unanimously. Kent Exner — Mr. Exner provided an update on current projects — South Park Water Tower; 51' Avenue Retaining Wall; 5h Avenue NW; Les Kouba Parkway and the Depot site. Mayor Cook — Mayor Cook noted he received information on being a member of a performance metrics group to give the City an opportunity to utilize performance measurements of other entities. Jeremy Carter noted that staff is still working on incorporating performance measurements into their departments. Mayor Cook mentioned the Hospital Board approved documents to allow for a HAHC /HMC integration. With that, the Council will consider a lease amendment at the next Council meeting with a town hall meeting being held October 16, 2012, following the Planning Commission meeting and final approval of the lease amendment on October 23, 2012. 14. ADJOURN Motion by Arndt, second by Cook, to adjourn at 6:40 p.m. Motion carried unanimously. Steven W. Cook ATTEST: Jeremy J. Carter Mayor City Administrator 11