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11-09-1976 CCMMINUTES \ REGULAR MEETING - HUTCHINSON CITY COUNCIL \ TUESDAY, NOVEMBER 9, 1976 1. CALL TO ORDER Mayor Black called the meeting to order at 7:32 P.M. with the following members present: Aldermen Westlund, B. Peterson, Haag, and K. Peterson in addition to Mayor Black. Members absent: None. Also present were: Administrative Assistant Fleetham, City Attorney Schantzen, City Engineer Priebe, and Community Development Director Pauley. 2. INVOCATION Due to the absence of Reverend Gail B. Johnson the invocation was dispensed with. 3. MINUTES On motion by Alderman K. Peterson, seconded by Alderman Westlund, the minutes of the regular meeting of October 26, 1976 were unanimously approved. 4. PUBLIC HEARINGS None 5. COMMUNICATIONS, REQUESTS AND PETITIONS (a) CONSIDERATION OF REQUEST OF HUTCHINSON JAYCEES TO RELEASE SAVINGS CERTIFICATE FOR USE FOR FAMILY RECREATIONAL CENTER After discussion, a motion was made by Alderman Westlund, seconded by Alderman K. Peterson, to authorize the City Clerk to return the savings certificate to the Jaycees Treasurer. Motion carried unanimously. (b) CONSIDERATION OF LETTER OF RESIGNATION AND LETTER OF AGREEMENT FROM CLERK -ADMINISTRATIVE ASSISTANT FRANK G. FLEETHAM, JR. During discussion, each member of the Council stated that they did not want to make a written agreement but would make a "gentleman agreement" to support all of the conditions stated in the Letter of Agreement. A notion was made by Alderman Westlund, seconded by Alderman Haag, to accept the Letter of Resignation. Motion carried unanimously. (c) CONSIDERATION OF RESIGNATION OF ELMER PAULSEN After discussion, a motion was made by Alderman Haag, seconded by Alderman B. Peterson, to accept the resignation and adopt Resolution No. 5805 entitled, Commending Elmer Paulsen. Motion carried unanimously. 3, Council minutes, November 9, 1976 6. RESOLUTIONS AND ORDINANCES (a) RESOLUTION NO. 5798 - AUTHORIZING LEASE AGREEMENT WITH STATE OF MINNESOTA, DEPARTMENT OF EMPLOYMENT SERVICES FOR THE BUILDING AT 34 FRANKLIN STREET After discussion, it was moved by Alderman K. Peterson, seconded by Alderman Haag, to waive reading and adopt Resolution No. 5798 entitled, Authorizing Lease Agreement with State of Minnesota Depart- ment of Employment Services for the Building at 34 Franklin Street. Motion carried unanimously. (b) RESOLUTION NO. 5799 - A RESOLUTION ENDORSING THE NOMINATION OF THE LIBRARY TO THE NATIONAL REGISTER OF HISTORIC PLACES After discussion, it was moved by Alderman Westlund, seconded by Alderman Haag, to waive reading and adopt Resolution No. 5799 en- titled, A Resolution Endorsing the Nomination of the Library to the National Register of Historic Places. Motion carried unanimously. (c) RESOLUTION NO. 5801 - A RESOLUTION AUTHORIZING THE FILING OF A PRE -APPLICATION FOR A MINNESOTA LAND USE PLANNING GRANT Administrative Assistant Fleetham explained that the grant would continue what we have already started and that most of the expenses would be covered by the grant. After discussion, it was moved by Alderman Westlund, seconded by Alderman K. Peterson, to waive reading and adopt Resolution No. 5801 entitled, A Resolution Authorizing the Filing of a Pre- Applica- tion for a Minnesota Land Use Planning Grant. Motion carried unanimously. (d) RESOLUTION NO. 5802 - RESOLUTION APPOINTING CITY OFFICER Administrative Assistant Fleetham pointed out that in the absence of a City Accountant someone needs to have the position of Assistant City Clerk until the first of the year when an accountant has been employed. He, therefore, recormended that Joleen .broke be given this temporary title. Upon motion by Alderman Westlund, seconded by Alderman Haag, it was moved to waive reading and adopt Resolution No. 5802, entitled, Resolution Appointing City Officer. Motion carried unanimously. (e) RESOLUTION NO. 5806 - RESOLUTION AUTHORIZING RELEASE OF SECURITIES AND APPROVAL OF SUBSTITUTED SECURITIES OF CITIZENS BANK & TRUST CO. OF HUTCHINSON, MINNESOTA After discussion, it was moved by Alderman Westlund, seconded by Alderman Haag, to waive reading and adopt Resolution No. 5806 entitled, Resolution Authorizing Release of Securities and Approval of Substituted Securities of Citizens Bank & Trust Co. of Hutchinson, Minnesota. Motion carried unanimously. -2- Council minutes, November 9, 1976 (f) ORDINANCE NO. 25/76 - AN ORDINANCE TO ESTABLISH A COMMUNITY CENTER BOARD AND TO DEFINE ITS DUTIES AND MEMBERSHIP Mayor Black presented Ordinance No. 25/76 entitled, An Ordinance to Establish a Community Center Board and to Define Its Duties and Membership and read the duties of the Board members. After discussion, it was moved by Alderman Westlund, seconded by Alderman K. Peterson, to waive first reading of Ordinance No. 25/76 and set second reading for November 23, 1976. Motion carried unanimously. 7. REPORTS OF OFFICERS, BOARDS AND COMMISSIONS (a) BUILDING OFFICIAL'S MONTHLY REPORT - OCTOBER, 1976 There being no discussion, the minutes were ordered by the Mayor received for filing. (b) MINUTES OF THE TRANSPORTATION BOARD DATED OCTOBER 22, 1976 Administrative Assistant Fleetham reported that 60 to 80 passengers per day are riding the bus. Hands, Inc. has three shifts so this has created some problems in scheduling. November 22 is the target date for the subscription bus service. The minutes were ordered by the Mayor received for filing. (c) REPORT OF HUTCHINSON COMMUNITY DEVELOPMENT PROGRAM - BALANCE SHEET AND BUDGET ANALYSIS OF NOVEMBER 1, 1976 There being no discussion, the minutes were ordered by the Mayor received for filing. (d) MONTHLY FINANCIAL REPORT - OCTOBER, 1976 Due to mechanical failure the report was not ready and will be considered at the next Council meeting. (e) MINUTES OF THE PARK AND RECREATION BOARD MEETING DATED OCTOBER 6, 1976 There being no discussion, the minutes were ordered by the Mayor received for filing. 8. UNFINISHED BUSINESS None -3- 4 Council minutes, November 9, 1976 9. NEW BUSINESS (a) CONSIDERATION OF QUOTATION FROM MADSEN AGENCY FOR PUBLIC OFFICIALS LIABILITY COVERAGE Administrative Assistant Fleetham and City Attorney Schantzen expressed their opinions that the liability coverage quoted was not worth the cost and would not recommend its adoption. After discussion, it was moved by Alderman Westlund, seconded by Alderman K. Peterson, to reject the quotation from the Madsen Agency. Motion carried unanimously. (b) CONSIDERATION OF REQUEST FOR APPLICATION FOR SNOW REMOVAL PERMIT FOR RICHARD LARSON AND LESLIE R. JOHNSON After discussion, it was moved by Alderman Haag, seconded by Alderman Westlund, to approve the snow removal permits. Motion carried unanimously. (c) CONSIDERATION OF RECOMMENDATION OF ADMINISTRATIVE ASSISTANT TO ADVERTISE FOR BIDS FOR TWO-WAY RADIO SYSTEM Administrative Assistant Fleetham presented the need for a new two- way radio system and pointed out that the present units are eight years old and out of date. After discussion, it was moved by Alderman Westlund, seconded by Alderman B. Peterson, to authorize publication of Advertisement for Bids to be opened on Tuesday, November 23, 1976 at 10:00 A.M. Motion carried unanimously. (d) CONSIDERATION OF RECOMMENDATION OF ADMINISTRATIVE ASSISTANT TO ADVERTISE FOR PROPOSALS FOR THE OVERHAUL AND RECONDITIONING OF THE MICHIGAN AND HOUGH LOADERS. Administrative Assistant Fleetham compared the cost of repairing the present units to the purchase of a new loader at about $45- 60,000. If we repair the loaders now, we can budget for the purchase of a new one in the next few years. After discussion, it was moved by Alderman B. Peterson, seconded by Alderman Haag, to authorize publication of Advertisement for Proposals to be opened on Tuesday, November 23, 1976 at 10:00 A.M. Motion carried unanimously. (e) CONSIDERATION OF RECOMMENDATION OF ADMINISTRATIVE ASSISTANT TO INCREASE MILEAGE PER DIEM AND PRIVATE AUTO IN -TOWN MILEAGE COMPENSATION EFFECTIVE NOVEMBER 1, 1976 Mayor Black questioned whether 15� is the highest amount permitted by State Statutes and requested Administrative Assistant Fleetham to check into the matter for the next Council meeting. am \ Council minutes, November 9, 1976 It was moved by Alderman Westlund, seconded by Alderman B. Peterson, to defer the consideration to increase mileage per diem and private auto in -town mileage compensation until the November 23rd meeting. Motion carried unanimously. (f) CONSIDERATION OF THE AWARDING OF A HOME REHABILITATION GRANT Community Development Director Pauley gave a report of the situa- tion of the individual making the application for a home rehabilita- tion grant. After discussion, it was moved by Alderman Haag, seconded by Alderman K. Peterson, to approve the Home Rehabilitation Grant. Motion carried unanimously. (g) CONSIDERATION OF 1977 PUBLIC WORKS IMPROVEMENTS PROJECTS Following discussion, a motion was made by Alderman Westlund, seconded by Alderman Haag, to waive reading and adopt Resolution No. 5803 entitled, Ordering Preparation of Report on 1977 Improvements. Motion carried unanimously. It was moved by Alderman K. Peterson, seconded by Alderman B. Peterson, to waive reading and adopt Resolution No. 5804 entitled, Resolution Receiving Report and Calling for Hearing on 1977 Improvement Projects and to set the hearing for 8:00 P.M. on December 14, 1976. Motion carried unanimously. (h) CONSIDERATION OF REQUEST FOR REDUCED TRASH AND REFUSE RATE FOR CLARA SLAMA AND OTTO RUNKE After discussion, it was moved by Alderman Haag, seconded by Alderman B. Peterson, to approve the requests for reduced trash and refuse rate. Motion carried unanimously. (i) CONSIDERATION OF TRAFFIC COUNT INFORMATION After discussion, it was moved by Alderman K. Peterson, seconded by Alderman Westlund, to waive reading and adopt Resolution No. 5807 entitled, Resolution Requesting County Board to Review Placement of Stop Signs on Jefferson Street. Motion carried unanimously. 10. MISCELLANEOUS (a) COMMUNICATIONS FROM CLERK -ADMINISTRATIVE ASSISTANT Administrative Assistant Fleetham reported that the Kamlin Grove annexation was denied, but they are trying to repeal it. It was pointed out that the building permit would have to be refunded inasmuch as the annexation had been denied. -5- Council minutes, November 9, 1976 Administrative Assistant Fleetham commented that on November 19 and 20 prospective applicants for the position of City Accountant will be interviewed. (b) COMMUNICATIONS FROM THE MAYOR Mayor Black mentioned that he had ordered flowers for the funeral of Harry Hanson inasmuch as he had been on the City Council at one time. In connection with Minnesota's Bicentennial observance, Mayor Black and the Hutchinson Bicentennial Chairman were invited to the Governor's Bicentennial Party. He presented the Certificate of Recognition to the Council which carries Governor Wendell Anderson's signature. (c) COMMUNICATIONS FROM ALDERMAN HAAG Alderman Haag gave each Council member a copy of the Speakers Bureau Directory which has been compiled by Charlotte Block at the Hospital. This Directory lists individuals available for speaking engagements. (d) COMMUNICATIONS FROM ALDERMAN K. PETERSON Alderman K. Peterson reported that at the last Park and Recreation Board Meeting mention was made of the house at West River Park. There was talk of possibly putting a trailer on the lot and perhaps removing the house completely. The Drift .Riders Club had been using the house during the winter months, and it was felt that contact should be made with the Club to determine if they wish to use the building again this year. The possibility of using the basement for storage was suggested, but a question was raised as to the expense of getting it in shape for such a purpose. Mayor Black instructed the staff to check further into the situation and attempt to sell the house if it will not be used. It was moved by Alderman Westlund, seconded by Alderman Haag, to authorize publication of Advertisement for Bids for the Sale of the House at West River Park to be opened on Tuesday, November 23, 1976 at 10:00 A.M. Motion carried unanimously. After discussion, it was moved by Alderman K. Peterson, seconded by Alderman B. Peterson, to reject the bid received from Dammanns Construction Company of Lester Prairie and refund their bond. Motion carried unanimously. Council minutes, November 9, 1976 (e) COMMUNICATION FROM CITY ENGINEER City Engineer Priebe recommended that the Council authorize advertise- ment for bids for Highway 15 modifications. After discussion, it was moved by Alderman Westlund, seconded by Alderman K. Peterson, to authorize publication of Advertisement for Bids to be opened on Monday, December 6, 1976, at 2:00 P.M. Motion carried unanimously. (f) COMMUNICATION FROM CITY ATTORNEY City Attorney Schantzen reported that the bank financing the hockey arena had now requested that the lease authorized for signature at the October 26, 1976 Council meeting be changed over to cover a six- year period rather than a three-year period. It was moved by Alderman Westlund, seconded by Alderman K. Peterson, to authorize the signing of the lease. Motion carried unanimously. 11. CLAIMS, APPROPRIATIONS, AND CONTRACT PAYMENTS (a) VERIFIED CLAIMS A motion was made by Alderman Westlund, seconded by Alderman B. Peterson, to approve the verified claims and authorize payment from the appropriate funds. Motion carried unanimously. 12. ADJOURNMENT There being no further business to come before the Council, the meeting was declared adjourned at 9:00 P.M. on motion by Alderman Haag, seconded by Alderman K. Peterson. Motion carried unanimously. -7-