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04-22-2014 CCMMINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, APRIL 22, 2014 1. CALL TO ORDER — 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Mary Christensen, Gary Forcier and Chad Czmowski. Member absent was Bill Arndt. Others present were Jeremy Carter, City Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney. 2. INVOCATION — Due to the absence of a pastor, the invocation was dispensed. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY 5. PUBLIC COMMENTS Mayor Cook explained that the public comments section of the agenda will be conducted in a new format. Mayor Cook asked that during the public comments period that individuals keep their comments to a couple of minutes and keep their input simply as comments and not to engage the Council in discussion or seek action on items. If an individual wishes to have a dialogue with the Council, that should be done at the end of the meeting under the Miscellaneous section of the agenda. 6. MINUTES (a) REGULAR MEETING OF APRIL 8, 2014 Motion by Czmowski, second by Forcier, 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 ITEMS 1. CONSIDERATION OF SITE PLAN REVIEW FOR PRINCE OF PEACE SENIOR APARTMENTS FOR 20 UNIT EXPANSION LOCATED AT 301 GLEN STREET SW (306, 316, 326 FRANKLIN STREET SW) WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 14266) 2. CONSIDERATION OF A RIGHT OF WAY PLAT OF OUTLOT A, FAIRWAY ESTATES 3RD ADDITION WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 14267) CONSIDERATION OF A LOT SPLIT AT 905 GOLF COURSE ROAD NW WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 14258) CITY CO UNC'IL MINUTES APRIL 22. 2014 4. CONSIDERATION OF A LOT SPLIT AT 1105 BENJAMIN AVENUE SE IN ENERGY PARK WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 14259) (c) CONSIDERATION FOR APPROVAL OF ITEMS FOR SOUTH GRADE ROAD TRAIL AND PARKING LOT IMPROVEMENTS PROJECT (LETTING NO. 9, PROJECT NO. 14 -09) — ORDERING PREPARATION OF REPORT ON IMPROVEMENT AND CALLING HEARING ON IMPROVEMENT (d) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Items 7(b) 1, 7(b)2, 7(b)3 and 7(b)4 were pulled for separate discussion Motion by Czmowski, second by Christensen, to approve the consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(b)l had further discussion. Mayor Cook noted that there were questions about the bioretention swale and the access for emergency vehicles on the north side of the building. Dan Jochum, Planning Director, explained that fire code requires the entrance be 150 feet from the roadway if the facility is not sprinkled. The facility will be sprinkled and the fire department has no issue with the current plan. Kent Exner, City Engineer, spoke to the bioretention swale and noted that staff will be meeting with the architect to see if that is the best approach and whether or not a pond will be required instead. Motion by Czmowski, second by Cook, to approve Item 7(b) 1. Motion carried unanimously. Item 7(b)2 had further discussion. Mayor Cook questioned the snow storage issue and lack of room with the driveway entrances is this platted area. Mayor Cook commented on the City overtaking a current private street. Kent Exner, City Engineer, explained that in 2006 the plat was developed and the developer desired a unique design with eight parcels in a cul -de -sac. The developer at that time developed the street to meet city standards, as well as the diameter and geometries of the cul -de -sac and the right of way dimensions. Staff had issues with the narrow lot widths of Lots 3, 4, and 5, which caused concerns with driveway widths. Therefore, a subdivision agreement was entered into and the area was developed as a private street. To date, no homes have been built and the developer sold the properties to a new owner. The new owner has requested to plat the area and requested the street become a public roadway. As part of this, staff has specified the driveway widths of each lot to address snow removal issues. Mayor Cook noted that there are other private cul -de -sacs in the area and he asked how this area differs. Kent Exner explained that the other cul -de -sacs have very wide driveway widths with some driveways being 25 -30' wide on a 30' foot wide lot. Other concerns are with grassed, curbed islands located within some cul -de -sacs. Other developed areas were created with a planned development district which meets neither street nor infrastructure standards. Motion by Czmowski, second by Forcier, to approve Item 7(b)2. Motion carried unanimously. Item 7(b)3 had further discussion. Mayor Cook raised concerns with the section to the north of Parcel A, which is 365 feet, 88 feet wide and questioned the usability of the lot and perhaps the applicant should be asked to square it off. Mayor Cook noted that there was discussion of obtaining an easement for the golf hole that is located on the oddly shaped back part of the lot. There is still discussion on the church that is being proposed to be constructed on Parcel B. Dr. Ketchum, applicant, spoke before the Council. Dr. Ketchum explained that the proposed church will be 8000 sq ft with parking in the front, however he suggested that the church could be built closer to the road with parking on the back side. Dr. Ketchum explained that he intends to build a home on Parcel A. Dr. Ketchum explained that the golf course has been granted conditional use to 2 CITY CO UNCIL MINUTES APRIL 22. 2014 the golf hole as long the current owners remain intact. Upon a change in ownership, that conditional use will be voided. Motion by Christensen, second by Forcier, to approve Item 7(b)3. Motion carried unanimously. Item 7(b)4 had further discussion. Dan Jochum read a letter from the applicant indicating that they will be withdrawing their lot split application due to the proposed company coming in considering a much larger project. No action required by the Council since the application has been withdrawn. 8. PUBLIC HEARINGS — 6:00 P.M. (a) ASSESSMENT HEARING AND PROJECT AWARD FOR JEFFERSON STREET SE RECONSTRUCTION PHASE 2 PROJECT (LETTING NO. 1, PROJECT NO. 14 -01) Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that bids were received with the low bid coming in from R &R Excavating in the amount of $1,325,837.48. This project runs on Jefferson Street SE from Oakland Avenue SE to Century Avenue SE, which will include reconstruction by construction of curb and gutter, draintile installation, bituminous /concrete surfacing, stormwater /drainage, water distribution, sanitary sewer, street lighting, trail, sidewalk, landscaping, restoration and appurtenances. The front footage assessment rates are the same as Phase 1 of the project. Mr. Exner explained that the project is scheduled to begin Monday, April 28, 2014, with substantial completion of the project scheduled for October 31, 2014. Mr. Exner explained that staff has been working with the property owner at 1135 Jefferson Street who had raised safety concerns earlier this year. Staff is evaluating fencing, hedging, and other alternatives along the trail along that property which has a very steep slope. Dave Amberg, 1035 Jefferson Street, asked the size of the pond and if it would be a dry pond or a wet pond. Mr. Exner estimated the size of the pond to be 1/? to 3/4 of an acre and it will be a wet pond at most times with a typical depth of four feet. Motion by Czmowski, second by Christensen, to close public hearing. Motion carried unanimously. Motion by Czmowski, second by Forcier, to adopt assessment and approve project award for Jefferson Street SE Reconstruction Phase 2 Project. 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. UNFINISHED BUSINESS 11. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF LABOR AGREEMENT BETWEEN CITY OF HUTCHINSON AND MINNESOTA PUBLIC EMPLOYEES ASSOCIATION Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that a subcommittee has been meeting with the police union negotiating items for a first -ever labor contract. The agreement before the Council has been ratified by the Minnesota Public Employees Association and covers the years 2013 & 2014. The contract will expire the end of 2014. CITY CO UNCIL MINUTES APRIL 22. 2014 Motion by Christensen, second by Forcier, to approve labor agreement between City of Hutchinson and Minnesota Public Employees Association. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF ORDINANCE NO. 14 -0725 — AN ORDINANCE AUTHORIZING THE SALE OF MUNICIPALLY OWNED REAL PROPERTY (EDA TO REYNOLDS TRUCKING, INC.) — FIRST READING, SET SECOND READING AND ADOPTION FOR MAY 13, 2014 Mayor Cook mentioned that this transaction is part of the lot split that was withdrawn earlier and therefore this item does not need to be acted on either. (c) CONSIDERATION FOR APPROVAL OF MUNICIPAL STATE AID STREET SYSTEM DESIGNATION REVISIONS Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that as a follow - up from the last Council meeting, before the Council are six Resolutions revising the Municipal State Aid Street System roadways. The Resolutions establish roadways and remove roadways from the system. These Resolutions are 14268, 14269, 14270, 14271, 14272 and 14273. These Resolutions will need to be reviewed and approved by Mn/DOT Central Office State Aid. Motion by Czmowski, second by C000k, to approve Municipal State Aid Street System Designation Revisions, adopting Resolution Nos. 14268 -14273 with the condition that they are approved by Mn/DOT Central Office State Aid. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF PUBLIC EASEMENT RIGHTS ACQUISITION AT 1148 JEFERSON STREET SE Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that with phase 2 of the Jefferson Street SE project, the acquisition of public easement rights are necessary to fully accommodate a pedestrian curb ramp adjacent to private property along 1148 Jefferson Street SE. The permanent easement will compensate the impacted property owner in the amount of $399.60 for conveyance of these rights. Motion by Czmowski, second by Christensen, to approve public easement rights acquisition at 1148 Jefferson Street SE. Motion carried unanimously. (e) CONSIDERATION FOR APPROVAL OF PROPOSED FIXED BASE OPERATOR SERVICES AGREEMENT Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that the current fixed base operator services agreement will expire May 31, 2014, and the current operator does not intend to renew. Through an RFQ process, one applicant submitted their interest in serving as the fixed base operator for the airport facility. 11 CITY CO UNCIL MINUTES APRIL 22. 2014 John Olson, Public Works Manager, presented before the Council. Mr. Olson reviewed items that were added to or revised from the draft agreement that was placed in the packet. Mr. Olson pointed out several areas throughout the agreement that provides protection for the City of Hutchinson. Mr. Olson noted that the Airport Commission has been part of the negotiating process and ASI is comfortable with all of the revisions. Motion by Czmowski, second by Forcier, to approve proposed fixed base operator services agreement. Motion carried unanimously. (f) CONSIDERATION FOR APPROVAL OF PROPOSED HANGAR LEASE WITH ASI JET AG DIVISION John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that ASI Jet AG, LLC would like to enter into a lease agreement with the City for aircraft hangars located at 1710 and 1720 Butler Field Drive SW. The term of the agreement is month to month until the agreement is modified by mutual consent or until notice of termination is given. Hangar rent in the amount of $1200 per month will be applied with an increase after the first year. Further details are outlined in the agreement. Motion by Christensen, second by Forcier, to approve hangar lease with ASI Jet Ag Division. Motion carried unanimously. 12. GOVERNANCE (Pznpose: 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) PARKS, RECREATION, COMMUNITY EDUCATION BOARD MINUTES FROM FEBRUARY 3, 2014 (b) CITY OF HUTCHINSON FINANCIAL REPORT AND INVESTMENT REPORT FOR MARCH 2014 (c) PLANNING, ZONING, BUILDING DEPARTMENT MONTHLY REPORT FOR MARCH 2014 (d) PLANNING COMMISSION MINUTES FROM MARCH 18, 2014 (e) PUBLIC ARTS COMMISSION MINUTES FROM MARCH 13, 2014 (f) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM MARCH 18, 2014 (g) RESOURCE ALLOCATION COMMITTEE MINUTES FROM APRIL 1, 2014 13. MISCELLANEOUS Mayor Cook — Mayor Cook noted that today he and the EDA Director met with a representative regarding the Angel Network. Part of the day included a tour of a tool grinding company on the north side of town, as well as Pride Solutions, Hutch Manufacturing and NuCrane. CITY CO UNC'IL MINUTES APRIL 22. 2014 Kent Exner — Mr. Exner mentioned that last week City staff attended a meeting hosted by the City of Glencoe, along with other entities, in reference to Hwy 212 and supporting Carver County's effort to diminish the two lane roadways and expand to four -way lanes. Carver County is seeing resistance from the metro district for these projects. Carver is seeking input from other communities along the Hwy 212 corridor. Mr. Exner stressed the importance to the City of Hutchinson for improvements to be made on Hwy 212 west of the metro area. 14. ADJOURN Motion by Christensen, second by Cook, to adjourn at 7:10 p.m. Motion carried unanimously.