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03-25-2014 CCMMINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, MARCH 25, 2014 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 — Father Jerry Maidl, St. Anastasia Catholic Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF MARCH 11, 2014 Motion by Arndt, second by Christensen, to approve the minutes as presented. Motion carried unanimously. 7. CONSENT AGENDA (Pin pose: 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) PLANNING COMMISSION ITEM CONSIDERATION OF CONDITIONAL USE PERMIT AND SITE PLAN TO EXPAND SHALOM BAPTIST CHURCH LOCATED AT 1215 ROBERTS ROAD SW WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 14246) (c) CONSIDERATION FOR APPROVALS AND PERMITS FOR THE 72nd ANNUAL HUTCHINSON JAYCEE WATER CARNIVAL FOR JUNE 9 — 15, 2014 (d) CONSIDERATION FOR APPROVAL OF STREET DANCE TO BE HOSTED BY HUTCHINSON JAYCEE WATER CARNIVAL/MAIN STREET SPORTS BAR ON JUNE 14, 2014 (e) CONSIDERATION FOR APPROVAL OF AUTHORIZING CROW RIVER WINERY TO DISPENSE WINE SAMPLES AT BRING IT HOME EXPO AT MCLEOD COUNTY FAIRGROUNDS ON APRIL 12, 2014 (f) CONSIDERATION FOR APPROVAL OF ISSUING TEMPORARY LIQUOR LICENSE TO LIQUOR HUTCH TO DISPENSE WINE SAMPLES AT BRING IT HOME EXPO AT MCLEOD COUNTY FAIRGROUNDS ON APRIL 12, 2014 CITY COUNCIL MINUTES MARCH 25, 2014 (g) CONSIDERATION FOR APPROVAL OF ISSUING TEMPORARY LIQUOR LICENSE TO HUTCHINSON JAYCEES ON APRIL 26, 2014, AT MCLEOD COUNTY FAIRGROUNDS (h) CONSIDERATION FOR APPROVAL OF ITEMS FOR 2014 STREET SEALCOATING PROJECT (LETTING NO. 4, PROJECT NO. 14 -04) — ORDERING PREPARATION OF REPORT ON IMPROVEMENT, RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT (i) CONSIDERATION FOR APPROVAL OF ITEMS FOR JEFFERSON STREET SE RECONSTRUCTION PHASE 2 PROJECT (LETTING NO. 1, PROJECT NO. 14 -01) — ORDERING PREPARATION OF PROPOSED ASSESSMENT AND NOTICE OF HEARING ON PROPOSED ASSESSMENT (j) CONSIDERATION OF BOARD REAPPOINTMENTS - JIM FAHEY TO PLANNING COMMISSION TO MARCH 2019 - DIANNE WANZEK AND JON ROSS TO PUBLIC LIBRARY BOARD TO APRIL 2017 - NATHAN WINTER AND JULI NEUBARTH TO CREEKSIDE ADVISORY BOARD TO OCTOBER 2016 (k) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER A (1) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER B Items 7(b) 1, 7(c), 7(d), 7(g), 7(i) and 7(l) were pulled for separate discussion Motion by Czmowski, second by Forcier, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(b)1 had further discussion. Council Member Czmowski noted that he had received several questions regarding drainage concerns in this area. Kent Exner, City Engineer, presented before the Council. Mr. Exner noted that at the Planning Commission meeting drainage issues had been discussed. Mr. Exner noted that the drainage pond proposed on the site has been relocated and resized to address drainage issues in the neighborhood from what was originally proposed. A surface drain is located in the northwest corner of the property which drains into the storm drainage line on School Road. The applicant is putting in a storm sewer system to accommodate the additional drainage with the expansion. 2.67 acres that used to drain to the north will now drain to the storm sewer piping that is being put in with the remaining drainage area going to the pond. There is .21 acres that will migrate to the property lines either on the east side or the north side. Mr. Exner believes that the applicant is doing what they can to mitigate drainage issues by building the stormwater pond. The pond is adequate to accommodate normal rainfalls. Council Member Czmowski asked about parking requirements. Council Member Czmowski asked if the parking agreement with the school district should terminate, he inquired if there was enough space on site to accommodate parking requirements. Dan Jochum, Planning Director, explained that to the east of the current parking lot the applicant owns property that could be converted to parking spaces if needed, which would be an additional 60+ parking stalls. With the current parking and the additional space, these spaces would meet parking lot requirements. If the parking agreement with the school district was nulled, the applicant would be in violation of their CUP unless additional parking was installed. Mayor Cook asked if there is room between the trees and the property line to construct a berm to direct the water flow. Mr. Jochum noted that there is a natural rise of land to the north of the trees which should help direct water flow. The construction of a berm would not necessarily alleviate a 2 CITY C'OUNC'IL MINUTES MARCH 25, 2014 majority of the flow. Motion by Arndt, second by Forcier, to approve Item 7(b) 1. Motion carried unanimously. Items 7(c) and 7(d) had further discussion. Council Member Czmowski noted he will be abstaining from voting as he is a member of the Jaycee Water Carnival Committee. Motion by Forcier, second by Cook, with Czmowski abstaining, to approve Items 7(c) and 7(d). Motion carried unanimously. Item 7(g) had further discussion. Council Member Czmowski noted he will be abstaining from voting as he is a member of the Hutchinson Jaycees.. Motion by Arndt, second by Forcier, with Czmowski abstaining, to approve Item 7(g). Motion carried unanimously. Item 7(i) had further discussion. Kent Exner, City Engineer, explained that a revised Resolution had been distributed that includes the bid amount due to the bid opening behind held yesterday. The bid amount came in at $1,325,837.48 with R &R Excavating as the low bidder. A holding pond will be constructed as part of the project. Mr. Exner noted that there are capacity issues with the trunk line in the area. Motion by Czmowski, second by Christensen, to approve Item 7(i). Motion carried unanimously. Item 7(l) had further discussion. Council Member Forcier noted he will be abstaining from voting on this item. Motion by Arndt, second by Czmowski, with Forcier abstaining, to approve Item 7(l). Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. 10 min. (a) STORM WATER POLLUTION PREVENTION PLAN ANNUAL SUBMITTAL John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson explained that due to the City having and maintaining a Municipal Separate Storm Sewer System, the City must hold a public hearing and consider comments prior to submitting its Storm Water Pollution Prevention Plan annual report. Mr. Paulson reviewed the MS4 Annual Report for 2013 which included the minimum control measures, impaired waters review and additional SWPPP issues. Motion by Arndt, second by Czmowski, to close public hearing. Motion carried unanimously. Motion by Christensen, second by Forcier, to approve Storm Water Pollution Prevention Plan annual report. Motion carried unanimously. 9. COMMUNICATIONS, REQUESTS AND PETITIONS (Pznpose: to provide Council with information necessary to craft wise policy. Always looking toward the fzzture, not monitoring past) 10 min. (a) REVIEW OF HRA 2013 ANNUAL REPORT Jean Ward, HRA Director, presented before the Council. Ms. Ward reviewed a summary of the HRA's operations for 2013. Ms. Ward explained the values housing brings to a community. Ms. Ward reviewed homeownership information, owner - occupied rehabilitation projects, foreclosure remediation initiatives, rental housing and Park Towers apartments. Lastly, Ms. Ward reviewed the HRA's priorities for 2014. 10 min. (b) DISCUSSION OF 2013 CITY ENERGY USAGE AND CONSERVATION EFFORTS John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson reviewed the CITY C'OUNC'IL MINUTES MARCH 25, 2014 2013 energy conservation improvements as well as ongoing energy conservation efforts. Mr. Paulson provided data statistics on city -wide electric use, city -wide natural gas usage, as well as the annual usage of both, along with energy usage baseline comparisons amongst city departments. Mr. Paulson spoke to the monetary savings related to the energy usage conservation efforts. Mr. Paulson updated the Council on the solar project at the wastewater treatment plant. The electric usage equates to $267,137.46 in costs in 2013. With a solar power project at the plant, the plant would see a savings of $43,000 or 16% in costs offset by a solar project. 15 min. (c) DISCUSSION OF PUBLIC ALLEY TRAFFIC RECONFIGURATION ADJACENT TO MIDCOUNTRY BANK Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that a potential private property redevelopment plan has been reviewed by City staff. MidCountry Bank has submitted a plan to acquire a portion of the City parking lot immediately east of their building to construct a customer drive -thru facility. This would impact the available public parking and the traffic flow configuration within the alley. Staff did administer a neighborhood meeting with owners /representatives of properties abutting the alley to review the proposed concept. Feedback from the meeting noted that parking is already limited within the adjacent City lot, whether City parking stalls could be designated or timed, concern over snow removal being better addressed to accommodate truck movements and hard - surfacing of existing medians. At this point, staff is looking to gather Council's feedback and input regarding the traffic flow and parking lot impacts associated with the redevelopment plan. A site plan will be before the Planning Commission at its meeting next month. General discussion was held regarding parking capacities. Council Member Czmowski suggested having a bank of slots in the lot designated for 15 minutes of time. Concerns were raised with the islands and bump outs in the proposed plan. Greg Schwarzrock, business owner, noted that they have a dumpster and a utility box in the area proposed for a turn out of the alley. Feedback provided was perhaps the post office mailboxes on the south end of the alley could be placed on the east side of the alley as opposed to the west side as they are now. Perhaps it could be right turn only from the drive thru lane onto Hassan Street out of the parking lot. Perhaps the drive thru vestibules could be moved further east to allow more stack -up area. Dan Jochum, Planning Director, noted that if the Council is having major concerns with the traffic control and parking issues, the preference would be that the process cease and no more site plan work done on the project. Council Member Arndt feels that the plan can work and the City should assist the bank with redeveloping their area for a drive thru. It was noted that the bank is closing their drive thru station on the south end of town. Council Member Czmowski suggested having the Planning Commission discuss this item without a formal site plan review at this time. Discussion with the owner's of Benny's Meat Market was held regarding parking requirements. Ben Schwarzrock of Benny's Meat Market requested that time - limited parking is his main request so his customers have parking available to them. Parking configuration, traffic flow through alley, time - limited parking are all issues that can be addressed. More current traffic counts should be held of the parking lot as well, as well as counts from the bank on projected drive -thru numbers. The plan will proceed through site plan via the Planning Commission and the feedback provided by Council will be considered. 10. UNFINISHED BUSINESS 11. NEW BUSINESS 11 CITY COUNCIL MINUTES MARCH 25, 2014 10 min. (a) CONSIDERATION FOR APPROVAL OF ORDINANCE NO. 14 -723 - AN ORDINANCE AMENDING THE I -1 ZONING DISTRICT (FIRST READING, SET SECOND READING AND ADOPTION FOR APRIL 8, 2014) Dan Jochum, Planning Director, presented before the Council. Mr. Jochum explained that that the City had been approached by a business, a trucking firm, to locate their corporate headquarters, warehouse and maintenance area to the city. Current ordinance defines truck terminals and allows them only in I -2 Districts. Staff is recommending that truck terminals be allowed in I -1 Districts with a CUP. I -1 includes the industrial park. The amendment to the ordinance seems to be sensible due to the industrial park area and the amount of trucking used in Hutchinson and this district. A CUP process would mitigate any potential issues related to a truck terminal business. The proposed amendment is to simply add the term "truck terminals" to the ordinance. There were no concerns raised by the Planning Commission with the proposed ordinance amendment. Motion by Czmowski, second by Forcier, to approve first reading and set second reading and adoption. 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. Mal, include monitoring reports, policy development and governance process items.) (a) HUTCHINSON EDA BOARD MINUTES FROM JANUARY 2014 (b) HUTCHINSON PUBLIC LIBRARY BOARD MINUTES FROM FEBRUARY 24, 2014 (c) RESOURCE ALLOCATION COMMITTEE MEETING MINUTES FROM MARCH 6, 2014 (d) PUBLIC ARTS COMMISSION MINUTES FROM FEBRUARY 13, 2014 (e) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM FEBRUARY 18, 2014 (f) PLANNING COMMISSION MINUTES FROM FEBRUARY 18, 2014 (g) CITY OF HUTCHINSON FINANCIAL REPORT AND INVESTMENT REPORT FOR FEBRUARY 2014 (h) 2013 LOCAL OPTION SALES TAX REVENUE REPORT 13. MISCELLANEOUS Jeremy Carter — Mr. Carter requested workshops be scheduled to discuss the solar project as well as the upgrades to the Civic Arena. Motion by Arndt, second by Christensen, to set workshop to discuss solar project for May 13, 2014, at 4:00 p.m. Motion carried unanimously. The purpose of the workshop on the Civic Arena updates is to review the overall plan and concept prior to the Council considering going out for bids, which will be on the April 8, 2014, City Council agenda. Motion by Forcier, second by Cook, to set workshop for April 1, 2014, at 5:00 p.m. to review Civic CITY COUNCIL MINUTES MARCH 25, 2014 Arena project. Motion carried unanimously. Mr. Carter explained that first round interviews for the Fire Chief position were held last week and two candidates have been selected for second round interviews. Those interviews will most likely be held the week of April 7t'' Motion by Czmowski, second by Christensen, to set March 28, 2014, at 10:00 a.m. at the City Center as public meeting for Bicycle Friendly Alliance update. Motion carried unanimously. 14. ADJOURN Motion by Arndt, second by Czmowski, to adjourn at 8:20 p.m. Motion carried unanimously. Steven W. Cook Mayor ATTEST: Jeremy J. Carter City Administrator