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03-10-2015 CCMMINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, MARCH 10, 2015 1. CALL TO ORDER — 5:30 P.M. Mayor Protem Chad Czmowski called the meeting to order. Members present were Mary Christensen, John Lofdahl, and Bill Arndt. Member absent was Gary Forcier. Others present were Matt Jaunich, City Administrator, Marc Sebora, City Attorney and Kent Exner, City Engineer 2. INVOCATION — Pastor Matt Troyer, Shalom Baptist 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 FEBRUARY 24, 2015 (b) BID OPENING MINUTES FROM MARCH 3, 2015 (2"D AVENUE SE RECONSTRUCTION PROJECT) (c) BID OPENING MINUTES FROM MARCH 4, 2015 (AUTOMATIC METER READING IMPLEMENTATION PROJECT) Motion by Christensen, second by Czmowski, to approve the minutes noted above. 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 - NONE (b) CONSIDERATION FOR APPROVAL OF ITEMS FOR 2"D AVENUE SE RECONSTRUCTION PROJECT (LETTING NO. 1, PROJECT NO. 15-01), ADOPTING RESOLUTION NOS. 14400 AND 14401 (c) CONSIDERATION FOR APPROVAL OF AUTHORIZING CROW RIVER WINERY TO DISPENSE WINE SAMPLES AT BRING IT HOME EXPO AT MCLEOD COUNTY FAIRGROUNDS ON APRIL 11, 2015 (d) APPOINTMENT OF JAMES BRODD TO CHARTER COMMISSION TO AUGUST 2018 (e) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Motion by Lofdahl, second by Arndt, to approve those items contained under the consent agenda. Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. (a) CONSIDERATION FOR APPROVAL OF ISSUING ONSALE INTOXICATING LIQUOR LICENSE TO CROW RIVER GOLF CLUB Matt Jaunich, City Administrator, noted that this license is similar to the application received by the CITY COUNCIL MINUTES MARCH 10, 2015 VFW last month and requires a public hearing because of the club applying for and changing to an on - sale intoxicating liquor license. Charles Ulrich, 714 Shady Ridge Road NW, presented before the Council. Mr. Ulrich inquired as to zoning requirements of the facility. Mr. Ulrich noted that due to the liquor license fee increase to the club he could only speculate that the club will need to generate additional funds which would most likely mean more events at the club, which could be detrimental to the neighborhood. Mr. Ulrich inquired about other circumstances that may take place at the club with its new liquor license. Mr. Ulrich noted he is not against the Crow River Golf Club obtaining an on -sale intoxicating liquor license and believes it is fair amongst the license holders. However, he is concerned with the additional activities that the license may allow the club to hold and the nuisances it may bring to the residential neighborhood that abuts the club's property. Motion by Arndt, second by Czmowski, to close public hearing. Motion carried unanimously. Motion by Lofdahl, second by Arndt, to approve issuing on -sale intoxicating liquor license to Crow River Golf Club. Lofdahl requested that the applicant be more cognizant of the City's noise ordinance. Motion carried unanimously. (b) 2015 PAVEMENT MANAGEMENT PROGRAM PROJECT (LETTING NO. 3, PROJECT NO. 15-03), ADOPTING RESOLUTION NOS. 14402 AND 14403 Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the scope of the project includes Golf Course Road NW from School Road to CSAH 12/North High Drive and Shady Ridge Road NW from TH 7/22 to approximately 350 linear feet north of 7th Avenue NW. The project is proposed to address pavement surfacing and limited utilities. Mr. Exner noted that the only major property owner concern relative to this project appears to be the desire to have a sidewalk facility installed along the westerly side of Golf Course Road from School Road to Heritage Avenue. Mr. Exner noted that a six foot wide concrete sidewalk could be constructed immediately behind the new concrete curbing for an estimated total cost of $60,000. Staff is proposing to proceed with construction of this sidewalk unless there are any objections or concerns from the City Council. The total project is estimated at $1,577,500. The project is anticipated to start in early August of 2015. Mr. Exner noted that some water main work will be addressed along Golf Course Road. John Anderson, 485 Shady Ridge Road, presented before the Council. Mr. Anderson clarified when the work would begin on Shady Ridge Road. Mr. Exner noted that most likely work will begin on Shady Ridge Road near the end of August. Mr. Anderson noted he is holding a wedding at his home in early August so had some concerns with the work schedule. Mr. Anderson also asked if MnDOT has contributed to this project due to Shady Ridge Road being an informal detour during the Hwy 7 reconstruction project. Exner noted that MnDOT provided the City of Hutchinson approximately $41,000 for detour expenses as part of the two-year Hwy 7 reconstruction project. This $41,000 has been distributed on all of the various projects that were used as detours during the Hwy 7 project and ultimately deducts $.87/frontage foot on Shady Ridge Road properties. Anderson also commented that the interest rates appear to be high. Exner noted that when the City estimates the rates, they estimate conservatively. However, after bonds are awarded property owners pay that rate plus 1% per city policy. Rick Morrow, 475 Shady Ridge Road, presented before the Council. Mr. Morrow spoke about the Shady Ridge Road detour during the Hwy 7 reconstruction project. Mr. Morrow noted that he feels it is unfair for the reconstruction of Shady Ridge Road to be on the shoulders of the property owners when the majority of the wear and tear and traffic was from the Hwy 7 detour. Mr. Exner noted that the City's assessment policy typically states property owners pay 50% of projects and the City pays 50%, however in this case it is 75%-25% split, which is essentially a reduction to the property owner. Jane Lien, 3 50 Shady Ridge Road, presented before the Council. Ms. Lien asked if the leaf vacuum service will be interrupted due to the project. Exner explained that the leaf vacuum service only runs on compact, paved roads, so if the road is in gravel foundation, the service will not occur until it is paved. However, the improvement project will be completed before the leaf service is completed. Bob Baseman, 1140 13th Avenue, presented before the Council. Baseman asked about the sidewalk CITY COUNCIL MINUTES MARCH 10, 2015 construction and the connections points, which Mr. Exner clarified for him. Motion by Arndt, second by Lofdahl, to close public hearing. Motion carried unanimously. Motion by Arndt, second by Christensen, to approve ordering improvement and preparation of plans and specifications, approving plans and specifications and ordering advertisement for bids. 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 FIRST READING AND REVIEW OF PROPOSED CITY ORDINANCE NO. 15-737, AN ORDINANCE AMENDING CHAPTER 54 OF THE HUTCHINSON CITY CODE PERTAINING TO REVISIONS RELATED TO STORM WATER MANAGEMENT John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the City operates a municipal separate storm sewer system which is permitted by the Minnesota Pollution Control Agency. The MPCA required program changes to be made to comply with new standards in 2014 of which the City has already implemented. Part of the permitting process included reviewing program documents such as existing ordinances to see if changes are needed to comply with new permit requirements. Minor changes are needed for the ordinance to meet new permit requirements. Some clarifying definitions were added along with direct references to MPCA post construction storm water treatment requirements. Motion by Christensen, second by Czmowski, to approve first reading of ordinance and set second reading and adoption for March 24, 2015. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF PROJECT AWARD FOR AUTOMATIC WATER METER READING IMPLEMENTATION PROJECT (LETTING NO. 7, PROJECT NO. 15- 07), ADOPTING RESOLUTION NO. 14404 Kent Exner, City Engineer, explained that the City received one bid for this project. The sole low bidder was HD Supply Waterworks, LTD of Eden Prairie, Minnesota with a bid of $260,000 which was approximately0.8% higher than the final cost estimate. The bidder has proprietary vendor rights associated with the specified water meter reading transmitter devices/equipment. The City is comfortable recommending the award of this project to HD Supply Waterworks. This is the same company who installed meters for Hutchinson Utilities Commission. General discussion was held regarding the project in general, which is essentially automatic meter reading as opposed to physical meter reading done by a person. Motion by Arndt, second by Lofdahl, to approve accepting bid and awarding contract for automatic water meter reading implementation project. 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) BICYCLE -PEDESTRIAN ADVISORY BOARD MINUTES FROM DECEMBER 17, 2014 (b) PARKS, RECREATION, COMMUNITY EDUCATION BOARD MINUTES FROM FEBRUARY 2, 2015 (c) SIDEWALK SNOW REMOVAL MONTHLY REPORT FOR FEBRUARY 2015 CITY COUNCIL MINUTES MARCH 10, 2015 13. MISCELLANEOUS John Lofdahl — Council Member Lofdahl asked if liquor license holders can serve liquor in franchise areas now that the some amendments were made to sections of the liquor code. Marc Sebora, City Attorney, noted that if a liquor license holder wishes to amend the area in which they serve liquor, they need to make a request to the Council 30 days before doing so. Chad Czmowski — Council Member Czmowski commented that on April 15, 2015, the Hutchinson Utilities Commission is holding a customer lunch which the Council has been invited to. He suggested setting this is as a public meeting for all of them to attend. Motion by Christensen, second by Lofdahl, to set HUC customer lunch on April 15, 2015, at the HUC office as public meeting for City Council. Motion carried unanimously. Matt Jaunich — Mr. Jaunich noted that he will be appointing Andy Reid as Finance Director. A formal request to do so will be before the Council at the next meeting. Mr. Jaunich also noted that he would like to hold workshop at 4:00 p.m. on March 24, 2015, to review organizational items. Motion by Lofdahl, second by Christensen, to set March 24, 2015, at 4:00 p.m. for Council workshop. Motion carried unanimously. Mr. Jaunich also distributed information on the League of Minnesota Cities annual conference being held in June if any of the council members are interested in attending. Kent Exner — Mr. Exner noted that he did see some children on the rocks at the dam and he warned kids and others to be cautious. Mr. Exner also noted that the bid on the 2nd Avenue trail work came in approximately $20,000 under the estimate. In addition, plans for the 2nd Avenue bridge will be submitted by MnDOT in the near future. 14. ADJOURN Motion by Christensen, second by Arndt, to adjourn at 6:45 p.m. Motion carried unanimously. Gary T. Forcier Mayor 11 ATTEST: Matthew Jaunich City Administrator