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12-10-2013 CCMMINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, DECEMBER 10, 2013 1. CALL TO ORDER — 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Mary Christensen, Bill Arndt, Gary Forcier and Chad Czmowski. 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 PROCLAMATION DECLARING JANUARY AS "ONE BOOK, ONE COMMUNITY MONTH" Council Member Forcier thanked the Hutchinson firefighters for their work recently in the very cold weather. 5. PUBLIC COMMENTS Diane Robinson, 760 Hillcrest Road NE, requested that City Council meetings be put online for viewing. Mayor Cook noted this will be considered as it has been discussed in the past. 6. MINUTES (a) REGULAR MEETING OF NOVEMBER 26, 2013 (b) TRUTH IN TAXATION HEARING MINUTES FROM DECEMBER 3, 2013 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 1. RESOLUTION NO. 14210 -RESOLUTION ACTIVATING DEFERRED ASSESSMENT (SA- 5087A) 2. RESOLUTION NO. 14222 - RESOLUTION ESTABLISHING LOCATION FOR TRAFFIC CONTROL DEVICES (HIGH STREET NE) 3. RESOLUTION NO. 14225 - RESOLUTION ACCEPTING DONATION FROM HUTCHINSON HEALTH 4. RESOLUTION NO. 14227 - RESOLUTION TO PARTICIPATE IN MCLEOD COUNTY'S ALL HAZARD MITIGATION PLAN CITY COUNCIL MINUTES— DECEMBER 10, 2013 (b) PLANNING COMMISSION ITEMS CONSIDERATION OF A CONDITIONAL USE PERMIT TO AMEND THE PLANNED DEVELOPMENT DISTRICT TO ALLOW CONSTRUCTION OF AN ADDITION AT 1193 OAKWOOD COURT NW WITH ZERO SETBACK TO THE REAR PROPERTY LINE WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 14209) (c) CONSIDERATION FOR APPROVAL OF 2014 LICENSE RENEWALS (d) CONSIDERATION FOR APPROVAL OF GRANTING PERMANENT EASEMENT TO JAMES HANSON (e) CONSIDERATION FOR APPROVAL OF ISSUING TOBACCO LICENSE TO FAYEQ MASHAL AT 725 BALTIMORE STREET (CURRENTLY HUTCHINSON & TOBACCO AND CIGAR, INC.) (f) CONSIDERATION FOR APPROVAL OF ISSUING SHORT -TERM GAMBLING LICENSE TO HUTCHINSON YOUTH BASKETBALL ASSOCIATION ON FEBRUARY 22, 2014 (g) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER A (h) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER B Items 7(a)3, 7(c), 7(e) and 7(h) were pulled for separate discussion. Motion by Arndt, second by Forcier, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(a)3 had further discussion. Kent Exner, City Engineer, noted that Hutchinson Health and other organizations prepared an active living grant. As part of the grant application process, one of the items identified during this activity was the potential installation of trail use counters. This equipment could be utilized to acquire data to examine trail usage patterns and determine future City investments in trail system maintenance and upgrades. Mr. Exner introduced Candace Hoversten from Hutchinson Health to recognize for the donation from Hutchinson Health. Hutchinson Health donated financial resources for the acquisition of the trail use counter system. The value was $2310. Motion by Arndt, second by Czmowski, to approve Item 7(a)3. Motion carried unanimously. Item 7(c) had further discussion. Jeremy Carter, City Administrator, noted that additional license holders have submitted documentation for their license renewals. They include the Fraternal Order of Eagles for a club liquor license, Genesis Salon & Spa for a massage license and Quality Transportation for a taxicab license. An updated license list was distributed to the Council. Motion by Christensen, second by Cook, to approve Item 7(c) with the additional information. Motion carried unanimously. 2 CITY COUNCIL MINUTES— DECEMBER 10, 2013 Item 7(e) had further discussion. Jeremy Carter, City Administrator, noted that the business name of the license applicant is different than what was noted on the board action form. The actual new business name is Hutchinson Tobacco & Accessories Plus, Inc. as opposed to Hutchinson Tobacco & Cigar Marketplace as noted on the board action form. This was an inadvertent typographical error. Motion by Czmowski, second by Forcier, to approve Item 7(e). Motion carried unanimously. Item 7(h) had further discussion. Council Member Forcier will be abstaining from this item as the payment is to his son's business. Motion by Czmowski, second by Arndt, with Forcier abstaining, to approve Item 7(h). Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. (a) LYNN ROAD SW IMPROVEMENTS PROJECT (LETTING NO. 2, PROJECT NO. 14 -02) Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that a neighborhood meeting was held on December 2, 2013. The project runs from Washington Avenue to Clinton Avenue. This area of roadway is being considered due to the entire stretch being built at the same time with a 10 -12" thick road surface. The project entails an in depth mill and overlay procedure which Mr. Exner described. The proposed method is proposed to extend the roadway lifecycle approximately 10 to 20 years. The proposal this evening is to approve ordering improvement and preparing plans and specifications and ordering advertisement for bids. Should the project move forward, an assessment hearing will be held this Spring. The estimated project cost is $685,500 with an estimated assessment for a typical city lot at $1657.92. If a property owner would like to have their driveway addressed or widened as part of this project, the City will consider it, however if there are additional costs, it will be incorporated into the property owner's assessments. The project is proposed to begin approximately July 4t' and run through Labor Day weekend. Mr. Exner explained the assessment process and policy. Jill Moody, 220 Lynn Road, approached the Council. Ms. Moody stated that one of the handouts addressed street lighting, however it wasn't identified on the project information. Mr. Exner explained that street lighting hasn't typically been part of street projects unless a trail is being installed. Ms. Moody stated that it is dark in some areas of Lynn Road and perhaps lighting could be addressed. Mr. Exner noted that this will be reviewed to see if additional lighting can be installed as part of the project. Art Diaz, 116 Lynn Road, approached the Council. Mr. Diaz noted that he has no paved apron for his driveway nor does his neighbor. Mr. Exner believes that this is due to the age of the home and standards of the City at the time the home was constructed. Mr. Exner explained that the onus is on the property owner to have a dust -free surface as the standards are laid out now. Discussion was held as to how property owners could go about contacting the contractor to have an apron constructed and costs assessed. Art Benjamin, 108 Grove Street, presented before the Council. Mr. Benjamin expressed concerns about his frontage being on Grove Street but his rear yard on Lynn Road. Mr. Benjamin noted that he has already been assessed on the Grove Street side and doesn't feel it is right to be assessed on 3 CITY COUNCIL MINUTES— DECEMBER 10, 2013 Lynn Road as well. Mr. Exner explained that credit will be given to all the properties whom have rear yards on Lynn Road as assessments are applied to a property's frontage. Motion by Arndt, second by Forcier, to close public hearing. Motion carried unanimously. Mr. Exner noted that a prorated frontage foot will be utilized due to the decreased pavement with. Mr. Exner clarified that a lower frontage foot rate was utilized on the repair of the side streets last summer, but the projects are completely different and the Lynn Road mill and overlay is much more in depth. Motion by Czmowski, second by Forcier, to approve ordering improvement and preparing plans and specifications and ordering advertisement for bids for Lynn Road SW improvements project. 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) 10. UNFINISHED BUSINESS 11. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF ADOPTING COMPREHENSIVE PLAN Dan Jochum, Planning Director, presented before the Council. Mr. Jochum explained that at the first Council meeting in November, staff and Council reviewed comments received on the Comprehensive Plan. Mr. Jochum explained that the comments discussed at that meeting have been incorporated into the Plan document, along with other typographical errors. The final draft of the Plan has been posted on the City's web site. Motion by Czmowski, second by Christensen, to approve adoption of Comprehensive Plan. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF CREATING NEW POSITION OF PLANNING AND BUILDING SPECIALIST Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that at the last Council workshop, the 2014 general fund budget was reviewed, along with a review of the positions of which retirements that will be occurring at the end of 2013. Mr. Carter noted that one of the positions, the Planning Coordinator, has been reviewed and is being recommended to be revised and reclassified as a Planning and Building Specialist. Mr. Carter reviewed the proposed job description of the position, which includes moving the rental inspection program into the duties and acquiring more building inspection duties. The new position will be classified as a Grade 4 position, whereas the Planning Coordinator was a Grade 3 position. Motion by Czmowski, second by Forcier, to approve creating new position of Planning and Building Specialist. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14221 — A RESOLUTION ADOPTING THE 2014 COMPENSATION PLAN 11 CITY COUNCIL MINUTES— DECEMBER 10, 2013 Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that on an annual basis the City's compensation plan is approved, which addresses the position classification table. Part of this includes the adjustment of the pay grid upward by 2 %. The position classification table now includes the newly created hospital security guard as a Grade 3 position, the just now created position of the Planning and Building Specialist as a Grade 4 position, reclassifying the Fire Chief position from a Grade 12 to a Grade 10 position, and a reclassification and joinder of position of Water /Wastewater Superintendent from separate Grade 10 positions to a combined Grade 11 position. In addition, language that no longer pertains to common practice has been stricken from the document. Motion by Christensen, second by Forcier, to approve Resolution No. 14221 — adopting 2014 compensation plan. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14211 — A RESOLUTION ADOPTING 2014 CREEKSIDE FUND BUDGET Andy Reid, Controller, presented before the Council. Mr. Reid noted that he will not be going into detail on each fund due to them being covered in workshops this Fall and at the truth in taxation hearing last week. The Creekside fund budget has total revenues of $2,648,350 and expenses of $2,635,552. One item to note is that the Creekside transfer increased $12,000 from last year. Motion by Czmowski, second by Arndt, to approve Resolution No. 14211 — adopting 2014 Creekside fund budget. Motion carried unanimously. (e) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14212 — A RESOLUTION ADOPTING 2014 REFUSE FUND BUDGET The Refuse fund budget has total revenues of $1,153,287 and expenses of $1,249,333. The rates remain flat for 2014, with the last increase being seen in 2008. Some discussion was held regarding the County's research on going to a single -sort recycling program. Mr. Carter did not feel that an increase would be seen to rates in 2014 if a single -sort program is adopted by the County, however he is researching what sort of costs, if any, cities /townships throughout the county be expected to contribute if such a program is adopted. Mr. Carter noted that one item that will need to be reviewed at some point is the $55,000 allocation for emerald ash borer, such as will that need to be increased /decreased. Motion by Arndt, second by Christensen, to approve Resolution No. 14212 — adopting 2014 Refuse fund budget. Motion carried unanimously. (f) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14213 — A RESOLUTION ADOPTING 2014 LIQUOR FUND BUDGET The Liquor fund budget has total revenues of $5,398,000 and expenses of $5,434,399. The transfer to the general fund was increased by $15,000 from last year. Motion by Arndt, second by Forcier, to approve Resolution No. 14213 — adopting 2014 Liquor fund budget. Motion carried unanimously (g) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14214 — A RESOLUTION ADOPTING 2014 WATER BUDGET The Water fund budget has total revenues of $3,158,192 and expenses of $3,642,533. Revenues include $650,000 from local option sales tax revenue. No water rate increases were seen. Last rate increase was in 2011. 5 CITY COUNCIL MINUTES— DECEMBER 10, 2013 Motion by Czmowski, second by Christensen, to approve Resolution No. 14214 — adopting 2014 Water fund budget. Motion carried unanimously. (h) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14215 — A RESOLUTION ADOPTING 2014 SEWER BUDGET The Sewer fund budget has total revenues of $3,880,192 and expenses of $5,200,570. This budget also includes $650,000 in revenue from the local option sales tax revenue. No sewer rate increases were seen. Last rate increase was in 2011. Motion by Arndt, second by Forcier, to approve Resolution No. 14215 — adopting 2014 Sewer fund budget. Motion carried unanimously. (i) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14216 — A RESOLUTION ADOPTING 2014 STORM WATER UTILITY BUDGET The Storm Water Utility fund budget has total revenues of $721,750 and expenses of $829,519. The rates did increase 8.3% as part of a tiered five -year plan. Motion by Christensen, second by Arndt, to approve Resolution No. 14216 — adopting 2014 Storm Water Utility fund budget. Motion carried unanimously (j) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14217 — A RESOLUTION SETTING 2014 FINAL TAX LEVY FOR SPECIAL TAXING DISTRICT HUTCHINSON REDEVELOPMENT AUTHORITY Mr. Reid explained that the HRA tax levy is proposed at $153,521 which is the maximum amount set by state statute. This is an increase of about $3500 from 2013. The additional funds will be utilized for the school construction program and more rehab loan funds. Motion by Arndt, second by Christensen, to approve Resolution No. 14217 — setting 2014 final tax levy for special taxing district Hutchinson Redevelopment Authority. Motion carried unanimously. (k) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14218 — A RESOLUTION SETTING 2014 FINAL TAX LEVY FOR SPECIAL TAXING DISTRICT HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY Mr. Reid explained that the EDA tax levy is proposed at $150,450 which is the maximum amount set by state statute. This is an increase of $232 from last year. Motion by Czmowski, second by Forcier, to approve Resolution No. 14218 — setting 2014 final tax levy for special taxing district Hutchinson Economic Development Authority. Motion carried unanimously (1) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14219 — A RESOLUTION ADOPTING THE GENERAL FUND BUDGET FOR FISCAL YEAR 2014 The General Fund budget has total revenues of $10,990,460 and expenses of $10,990,460. Mr. Reid explained that the new security guard hospital contract as well as the early retirement incentive program are included in the budget. A one -time transfer from the self insurance fund, along with increased transfers from Creekside and the liquor fund, helped balance the budget. Motion by Christensen, second by Forcier, to approve Resolution No. 14219 — adopting the general fund for fiscal year 2014. Motion carried unanimously. (m) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14220 — A RESOLUTION SETTING 2014 0 CITY COUNCIL MINUTES— DECEMBER 10, 2013 CITY OF HUTCHINSON TAX LEVY Mr. Reid explained that the general fund levy is proposed at $4,479,446, which is the same levy amount as 2013 and no increase since 2011. The debt service tax levy is proposed at $2,073,517 which is a 5% increase from 2013 and is consistent with the debt management plan, which will see a goal of $2.2 million debt service by 2016 which should be self - sustaining. The total tax levy is $6,552,963. Motion by Czmowski, second by Cook, to approve Resolution No. 14220 — setting the 2014 City of Hutchinson tax levy. Motion carried unanimously. Mr. Reid provided an overview of the local option sales tax program. To date (through September 2013) the city has received a total of $1,025,699 in local sales tax revenue. This is an 11% increase from 2012. Discussion was held regarding allocation of funds between the water and wastewater funds. 12. GOVERNANCE (Purpose: to assess past organizational performance, develop policy thatguides the organization and Council and manage the logistics of the Council. May include monitoring reports, policy development and governance process items. (a) AIRPORT COMMISSION MINUTES FROM OCTOBER 17, 2013 (b) EDA BOARD MEETING MINUTES FROM OCTOBER 23, 2013 (c) HUTCHINSON UTILITIES COMMISSION MINUTES FROM OCTOBER 30, 2013 (d) PLANNING COMMISSION MINUTES FROM OCTOBER 15, 2013 (e) PLANNING /ZONING /BUILDING DEPARTMENT MONTHLY REPORT FOR NOVEMBER 2013 13. MISCELLANEOUS Mary Christensen — Council Member Christensen reminded everyone of the snow emergency procedures. Bill Arndt - Council Member Arndt commented on the icy roads and intersections and asked about sand being applied. Kent Exner, City Engineer, responded that sand has been applied, however temperatures and snow fall frequencies are factors. Mr. Exner commented that even sand in these low temperatures provides minimal results. As the temperatures increase, more sand will be applied which should see results to the base. Chad Czmowski — Council Member Czmowski asked if a second meeting in December will be needed. Jeremy Carter commented that the only item that would need to be brought forth to Council is approval of the check registers. It was suggested that Mr. Carter be authorized to approve bills between December 1 Ith and January 14th. Those bills authorized by Mr. Carter will then be placed on the check register of the January 14th Council agenda for final approval. Motion by Czmowski, second by Forcier, to approve City Administrator to authorize check registers between December 11, 2013, and January 13, 2014. Motion carried unanimously. Jeremy Carter — Mr. Carter updated the Council on a questionnaire he completed for a Bicycle Friendly 7 CITY COUNCIL MINUTES— DECEMBER 10, 2013 community application. 14. ADJOURN Motion by Christensen, second by Cook, to adjourn at 7:25 p.m. Motion carried unanimously.