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12-23-2014 CCMMINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, DECEMBER 23, 2014 1. CALL TO ORDER — 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Gary Forcier, Bill Arndt, Mary Christensen and Chad Czmowski. Others present were Marc Sebora, Interim City Administrator, Kent Exner, City Engineer and Jody Winters, Attorney 2. INVOCATION — Pastor Lee Ellison, Riverside Assembly of God Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY Council Member Arndt commented on the passing of Chuck Carlson, an active member of the community. Council Member Arndt also commented on the small business owners that are in the community. Mayor Cook recognized James Young and Tim Ulrich, both who served 25 years on the Economic Development Authority. 5. PUBLIC COMMENTS Dean Winter, Crow River Country Club, presented before the Council. Mr. Winter addressed the proposed fee structure for liquor licenses. The proposal is to reduce the on -sale intoxicating liquor license fee from $3700 to $2000. Crow River Country Club holds a club liquor license. Mr. Winter suggested that the Council consider a fee structure that incorporates a license holder's gross sales and a sliding scale based on revenues, or a revenue -based tier structure or percentage of revenue that would determine license fee. Mr. Winter stated that the Crow River Country Club is a small enterprise and only open limited hours. 6. MINUTES (a) REGULAR MEETING OF DECEMBER 9, 2014 Motion by Arndt, second by Christensen, to approve the minutes of the regular meeting ofDecember 9, 2014. 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. 14376 — TRANSFER OF FUNDS TO 2014 CONSTRUCTION FUND AND GENERAL FUND (b) CONSIDERATION FOR APPROVAL OF 2015 LICENSE RENEWALS (c) CONSIDERATION FOR APPROVAL OF REVISING CITY OF HUTCHINSON POSITION CLASSIFICATION TABLE CITY COUNCIL MINUTES DECEMBER 23, 2014 (d) BOARD/COMMISSION APPOINTMENTS - REAPPOINTMENT OF MATT BUTLER TO PRCE BOARD TO AUGUST 2017 - APPOINTMENT OF MARSHA ANDERSON TO PRCE BOARD TO AUGUST 2017 - APPOINTMENT OF CHERYL DOOLEY TO AIRPORT COMMISSION TO SEPTEMBER 2019 - APPOINTMENT OF TAMMY FIELD TO CREEKSIDE ADVISORY BOARD TO OCTOBER 2017 (e) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER A Motion by Czmowski, second by Forcier, to approve those items contained under the consent agenda. Motion carried unanimously. 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) DISCUSSION OF ADOPTING CODE OF CONDUCT FOR CITY COUNCIL AND BOARDS/COMMISSIONS Marc Sebora, Interim City Administrator, presented before the Council. Mr. Sebora explained that earlier this year the Council had discussed adopting an ethics policy. Mr. Sebora further explained that the City currently has a code of ethics within its city code, however it was determined that it best to have a code of conduct adopted in addition to the city code reference. A draft code of conduct was included in the Council packet, however since the publication of the packet, the document has been revised. The proposed code of conduct is to remind council members, and all board/commission members, of their duties to eliminate conflicts of interest and provide standards for conduct in city matters. Motion by Forcier, second by Czmowski, to accept the code of conduct as presented. The intent is that each new board/commission member would be advised of the code of conduct through the staff member that works with each respective board. Motion carried unanimously. 10. UNFINISHED BUSINESS (a) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14358 — RESOLUTION ADOPTING 2015 FEE SCHEDULE Andy Reid, Controller, presented before the Council. Mr. Reid reviewed areas of the fee schedule that had changes included. One additional fee has been added to the police department since the last meeting. The fee is for firearm storage at the police department. Council Member Forcier asked if the firearm storage is for handguns only. Dan Hatten, Chief of Police, stated that the firearm storage is for all weapons and was incorporated into state law. Dave Lehn and Marty Barnes, VFW, presented before the Council. The gentlemen noted that the VFW will be changing their club license to an on -sale intoxicating liquor license. Mayor Cook suggested that for clubs who convert to an on -sale intoxicating liquor license, that half the fee be collected in the beginning of the year and the second half be collected mid -year for 2015, however in 2016 the full license fee would be expected. Mayor Cook also noted that he is not necessarily in favor of the tiered approach or percentage to base the liquor license fee off of. 2 CITY COUNCIL MINUTES DECEMBER 23, 2014 Council Members Czmowski, Christensen, Forcier noted they feel we should stay at a set license fee of $2000 for the on -sale intoxicating liquor license and allow two partial payments for 2015. Motion by Czmowski, second by Christensen, to adopt 2015 fee schedule, including the $2000 license fee for on -sale intoxicating liquor license allowing for half payment January 1 and second payment due June 1 for the year of 2015. If the second half license fee is not received by June 1, the Council has the discretion to revoke licenses. Motion carried unanimously. 11. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF RESOLUTION NOS. 14366 — 14375 — ADOPTING 2015 CITY OF HUTCHINSON BUDGETS AND TAX LEVIES Andy Reid, Controller, presented before the Council. Mr. Reid reviewed all the city budgets and tax levies that the Council had reviewed previously. Motion by Forcier, second by Cook, to adopt Resolution No. 14366, liquor fund budget. Motion carried unanimously. Motion by Czmowski, second by Arndt, to adopt Resolution No. 14367, water fund budget. Motion carried unanimously. Motion by Christensen, second by Forcier, to adopt Resolution No. 14368, sewer fund budget. Motion carried unanimously. Motion by Christensen, second by Arndt, to adopt Resolution No. 14369, storm water fund budget. Motion carried unanimously. Mr. Reid explained that with the reclassification of the compost site manager, the refuse fund budget has been revised slightly to account for the increase in that position's salary. 25% of this position's wages are paid from the refuse fund. Motion by Arndt, second by Forcier, to adopt Resolution No. 14370, refuse fund budget. Motion carried unanimously. Mr. Reid explained that with the reclassification of the compost site manager, the compost fund budget has been revised slightly to account for the increase in that position's salary. 75% of this position's wages are paid from the compost fund. In addition, a raw material contract with Ramsey County was awarded to another entity, so the budget has been revised to reflect this change. This is not a financial challenge, but more of a product challenge for the compost site. Motion by Arndt, second by Christensen, to adopt Resolution No. 14371, compost fund budget. Motion carried unanimously. Motion by Arndt, second by Cook, to adopt Resolution No. 14372, HRA tax levy in the amount of $155,553.00. Motion carried unanimously. Motion by Christensen, second by Forcier, to adopt Resolution No. 14373, EDA tax levy in the amount of $152,442.00. Motion carried unanimously. One minor change has been made to the general fund budget since the truth in taxation hearing, which is a $1500 increase to the planning and zoning revenues and increase in expenses of $1500 to account for additional training opportunities. Motion by Forcier, second by Cook, to adopt Resolution No. 14374, general fund budget in the amount of $4,479,446.00. Motion carried unanimously. CITY COUNCIL MINUTES DECEMBER 23, 2014 Motion by Christensen, second by Forcier, to adopt Resolution No. 14375, City of Hutchinson debt levy in the amount of $2,177,193 and total tax levy in the amount of $6,656,639.00. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF CITY OF HUTCHINSON FIVE-YEAR CAPITAL IMPROVEMENT PLAN Andy Reid, Controller, presented before the Council. Mr. Reid explained that this plan is merely a guide and is a fluid document. Adoption of the plan does not necessarily mean that the capital improvement projects are made in the years they are scheduled, if at all. The plan is made up of two parts — the departmental report and the funding source report. Many factors go into when capital improvements are made. Mr. Reid noted that the next five-year capital improvement plan will be presented to Council in June 2015 as required by the City Charter. The five year capital improvement plan was not presented in June of 2014 mainly due to the vacancy of the City Administrator/Finance Director in May 2014. Motion by Forcier, second by Czmowski, to approve five-year capital improvement plan. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF AMERESCO ENERGY SERVICES AGREEMENT FOR WASTEWATER TREATMENT FACILITY SOLAR PV INSTALLATION PROJECT John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson explained that staff has been working with Ameresco to develop an energy services agreement. Mr. Paulson provided a history of the solar photovoltaic project which essentially began in December 2010. Mr. Paulson explained that the size of the project itself is 400 kw or 470,070 kwh/year guaranteed or approximately 20% of the wastewater treatment plant annual load. The solar system payback guaranteed amount is 18 years or could be approximately 14 years if the higher than guaranteed system output number issued. At year 30, the system will have generated $370,000 after paying for itself. Pricing for the project is $1,467,000 with an Xcel grant in the amount of $958,360. Mr. Paulson provided more detail on the Xcel RDF grant award and noted that the Ameresco energy savings agreement is contingent on the City entering into a grant agreement with Xcel. Mr. Paulson further reviewed the project cost savings and benefits. Mr. Paulson also reviewed the estimated environmental savings. John Neville, Ameresco, presented before the Council. Mr. Neville explained that there is a lot of interest in solar photovoltaic projects throughout the state. Mr. Neville noted that Ameresco is working with the Minneapolis/St. Paul International Airport on a solar pv project, which is one of the largest of its kind. Ameresco is also working on other large solar pv projects as well. Motion by Christensen, second by Cook, to approve Ameresco energy services agreement for wastewater treatment facility solar photovoltaic installation project. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF XCEL ENERGY RDF GRANT AGREEMENT FOR WASTEWATER TREATMENT FACILITY SOLAR PV INSTALLATION PROJECT John Paulson noted that the City has not received a final version of the Xcel Energy RDF grant agreement to date as it is still under legal/staffreview with Xcel Energy. Upon receipt, staffwill bring it forth before the Council. Mr. Paulson requested that this item be tabled until the grant document is received. Motion by Arndt, second by Christensen, to table consideration of the Xcel energy grant agreement for wastewater treatment facility solar photovoltaic installation project. Motion carried unanimously. (e) CONSIDERATION FOR APPROVAL OF CEMETERY COLUMBARIA SHELTER PROJECT John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that a growing trend is people choosing cremation services instead of traditional burials. To address this, the cemetery 11 CITY COUNCIL MINUTES DECEMBER 23, 2014 has created both in -ground and above -ground options for inurnments. Columbaria niches have become very popular for customers and the cemetery is proposing to add a 120 -niche columbaria and a shelter at the columbaria site. To develop this site, staff is recommending a project that includes construction of a shelter with 120 integral niches along with installation of foundation for four additional free-standing 40 - unit columbaria to be installed in the future as needed. Project costs are estimated at $159,000 and are proposed to come from the perpetual care fund of the cemetery. Staff is requesting authorization to go out for bids due to the projected cost estimate. Motion by Forcier, second by Czmowski, to authorize seeking bids for the columbaria shelter project. Motion carried unanimously. (f CONSIDERATION FOR APPROVAL OF CONDUCTING "NATIONAL CITIZEN SURVEY" IN 2015 Marc Sebora, Interim City Administrator, noted that at the last Council meeting the Council asked that staff place authorization of conducting a National Citizen Survey in 2015. Mr. Sebora explained that the base amount of the survey is $12,510 and the City has options for add-ons for additional costs. Mayor Cook mentioned that the last time the survey was completed, the Council authorized a not to exceed amount of $15,000 for the survey. Motion by Czmowski, second by Cook, to approve conducting "National Citizen Survey" in 2015 in an amount not to exceed $15,000. Motion carried unanimously. (g) CONSIDERATION FOR APPROVAL OF PURCHASE OF THE 2014 SCULPTURE WALK PIECE "JACK' Mayor Cook noted there is a sculpture of a guitar player that is set next to the stage in West River Park. This piece is part of the Sculpture Stroll which is a program where leased pieces are displayed throughout the city for one year. The purchase price is $17,000. However, the City/Public Arts Commission receives 25% of that as a commission to help support the program. As a result, the City's price would be $12,750. It is suggested that the funding come from the balance of the $15,000 public arts capital projects fund allocation for 2014 which is $9084. The remaining $3702 would come from the original public art seed money provided in the public sites fund which has a balance of $17,517. Motion by Christensen, second by Cook, to approve purchase of 2014 Sculpture Walk piece, "Jack". Roll call vote was taken: Christensen — aye; Arndt — aye; Forcier — nay; Czmowski — aye; Cook — aye. Forcier noted that individuals had approached him and voiced their opposition to this purchase and felt that the funds could be better used in a different manner. Motion carried 4 to 1. 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) EDA BOARD MINUTES FROM OCTOBER 22, 2014 (b) RESIDENTIAL LEAF VACUUM SERVICE — 2014 ANNUAL SERVICE REPORT (c) SNOW REMOVAL — ICE CONTROL REPORT — NOVEMBER 2014 (d) CITY OF HUTCHINSON FINANCIAL REPORT AND INVESTMENT REPORT FOR NOVEMBER 2014 (e) PARKS, RECREATION, COMMUNITY EDUCATION BOARD MINUTES FROM SEPTEMBER 8, 2014 (f) PLANNING/ZONINGBUILDING DEPARTMENT MONTHLY REPORT FOR NOVEMBER 2014 CITY COUNCIL MINUTES DECEMBER 23, 2014 (g) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM NOVEMBER 18, 2014 (h) CITY OF HUTCHINSON SIDEWALK SNOW REMOVAL REPORT FOR NOVEMBER 2014 (i) RESOURCE ALLOCATION COMMITTEE MINUTES FROM NOVEMBER 6, 2014 13. MISCELLANEOUS Mary Christensen — Council Member Christensen thanked both Council Member Arndt and Mayor Cook for their years of service to the city. Gary Forcier — Council Member Forcier also thanked both Council Member Arndt and Mayor Cook for their years of service to the city. Chad Czmowski — Council Member Czmowski also thanked both Council Member Arndt and Mayor Cook for their years of service to the city. Marc Sebora — Mr. Sebora spoke of Council Member Arndt's and Mayor Cook's accomplishments with the City and all of the projects they have worked on over the years and thanked them for their many years of service. Kent Exner — Mr. Exner echoed the thoughts of Marc Sebora and spoke on specific improvement projects that both Council Member Arndt and Mayor Cook worked on with staff. Mr. Exner also noted that the project process will begin on Golf Course Road and a neighborhood meeting will be held in early 2015. Mr. Exner also commented on the signal system downtown. Mr. Exner explained that MnDOT is having some issues with the lube detectors and moisture issues and is working on better performance. Bill Arndt — Council Member Arndt gave many thanks to people over his years of service — including his wife and Terry Davis of the Hutchinson Leader. Mainly, Council Member Arndt commented on the various teams that work together on the multitude of projects that the city undertakes. Steve Cook — Mayor Cook thanked Bill Arndt for his years of service and working as a servant leader. Mayor Cook spoke of all the partnerships created on projects and the great staff the city has. Mayor Cook thanked the voters for their confidence in him over the years and wished Gary Forcier luck in his new role as mayor. 14. ADJOURN Motion by Arndt, second by Cook, to adjourn at 7:50 p.m. Motion carried unanimously. I