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11-23-1976 CCMMINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, NOVEMBER 23, 1976 1. CALL TO ORDER Mayor Black called the meeting to order at 7:35 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 a pastor to give the invocation, Mayor Black called for a time of silent prayer. 3. MINUTES On motion by Alderman Westlund, seconded by Alderman B. Peterson, the minutes of the regular meeting of November 9, 1976 and special meeting of November 23, 1976 were unanimously approved. 4. PUBLIC HEARING None 5. COMMUNICATIONS, REQUESTS AND PETITIONS (a) CONSIDERATION OF REQUEST OF AMERICAN LEGION POST NO. 96 TO TRANSFER $1,000 DONATION OF CITY OF HUTCHINSON FROM USE IN WEST CITY PARK TO USE IN VETERAN'S PARK NEAR CEMETERY After an explanation from the Administrative Assistant as to the reason for the transfer of funds and discussion, it was moved by Alderman Haag, seconded by Alderman K. Peterson, to approve the transfer of funds. Motion carried unanimously. (b) CONSIDERATION OF REQUEST TO ATTEND 1976 MINNESOTA RECREATION AND PARK ASSOCIATION FALL CONFERENCE Administrative Assistant Fleetham pointed out that funds to cover attendance at conferences are provided for in the budget so no action was taken by the City Council inasmuch as their approval is not necessary. 6. RESOLUTIONS AND ORDINANCES (a) RESOLUTION NO. 5808 - TRANSFERRING $12,000 FROM GENERAL FUND TO WATER AND SEWER FUND TO REPAY LOAN MADE TO CEMETERY FUND After discussion, a motion was made by Alderman Westlund, seconded by Alderman B. Peterson, to waive reading and adopt Resolution No. 5808 2► Council minutes, November 23, 1976 entitled, Transferring $12,000 from General Fund to Water and Sewer Fund to Repay Loan Made to Cemetery Fund. Motion carried unanimously. (b) RESOLUTION NO. 5809 - RESOLUTION OF AGREEMENT WITH HUTCHINSON SCHOOL DISTRICT REGARDING USE OF HUTCHINSON FAMILY CENTER It was pointed out that the Community Center Board, which was established at this meeting, would handle matters of this nature. However, since the Board will not be functioning for another month or so, action should be taken by the Council. A question was raised as to who is responsible for supplying the ticket takers and ticket sellers. Administrative Assistant Fleetham explained that the City would supply both the ticket sellers and ticket takers, which might be volunteers. Aldermen Westlund and Haag expressed the need for the Board to set up guidelines of the number of hours any one group can use the facilities. Alderman Haag made the motion to waive reading and adopt the amended Resolution No. 5809 entitled, Resolution of Agreement with Hutchinson School District Regarding Use of Hutchinson Family Center. Alderman K. Peterson seconded the motion and it carried unanimously. (c) ORDINANCE NO. 25/76 - AN ORDINANCE TO ESTABLISH A COMMUNITY CENTER BOARD AND TO DEFINE ITS DUTIES AND MEMBERSHIP After discussion, it was moved by Alderman'Westlund, seconded by Alder- man B. Peterson, to waive the second reading and adopt Ordinance No. 519 entitled, An Ordinance to Establish a Community Center Board and to Define Its Duties and Membership. Motion carried unanimously. Mayor Black appointed the following to serve on the Community Center Board upon Council ratification: Ralph Westlund - City Council Representative Ward Haugen - Park and Recreation Board - 2 Year Term Lyle Block - Hutchinson Hockey Association - 2 Year Term Ronald McGraw - Board of Education - 1 Year Term Rolland Jensen - Member -at -Large - 1 Year Term A motion was made by Alderman Haag, seconded by Alderman Westlund, to ratify above -stated appointments to the Community Center Board. Motion carried unanimously. (d) RESOLUTION NO. 5810 - RESOLUTION FOR SCHOOL ROAD FAU PROJECT City Engineer Priebe presented a report on the School Road FAU Project. The resolution asks for state and federal approval for curb, gutter and surfacing specifications and partial financing under the Federal Aid Urban act for the 1978 construction season. This would cover the area of one-third mile from McDonald's Drive north to Lewis Avenue. -2- Council minutes, November 23, 1976 After discussion, it was moved by Alderman Westlund, seconded by Alderman K. Peterson, to waive reading and adopt Resolution No. 5810 entitled, Resolution for School Road FAU Project. Motion carried unanimously. 7. REPORTS OF OFFICERS, BOARDS AND COMMISSIONS (a) MINUTES OF THE HUTCHINSON PLANNING COMMISSION DATED OCTOBER 19, 1976, OCTOBER 20, 1976, AND NOVEMBER 9, 1976 There being no discussion, the minutes were ordered by the Mayor received for filing. (b) MINUTES OF THE COMMUNITY DEVELOPMENT ADVISORY COMMITTEE DATED OCTOBER 21, 1976 AND NOVEMBER 4, 1976 There being no discussion, the minutes were ordered by the Mayor received for filing. (c) MINUTES OF THE BURNS MANOR MUNICIPAL NURSING HOME DATED OCTOBER 19, 1976 There being no discussion, the minutes were ordered by the Mayor received for filing. (d) MONTHLY FINANCIAL REPORT - OCTOBER, 1976 There being no discussion, the minutes were ordered by the Mayor received for filing. (e) MINUTES OF THE TRANSPORTATION BOARD DATED NOVEMBER 12, 1976 Administrative Assistant Fleetham reported that 60 to 80 passengers are riding the bus each day. It was pointed out that the specifications for a radio system were held up and not released due to a concern of whether one channel would be sufficient for both the City's use as well as for the bus system. City Engineer Priebe gave approval of the proposal and recommended that we go ahead with it. He commented on the need to train everyone on proper radio usage. He further pointed out that the City should buy units so that an additional channel can be added at a later date for the bus system if needed. If the bus system radio does not work out, the City will buy back the bus system's portion from the transit system so they can purchase their own base. -3- Council minutes, November 23, 1976 It was moved by Alderman Westlund, seconded by Alderman B. Peterson, to authorize publication of Advertisement for Bids to be opened on Friday, December 10, 1976, at 12 Noon. Motion carried unanimously. Alderman Westlund reported that the bus system is operating differ- ently than what is in the original application. Using the bus for transporting Burns Manor residents would probably not work out so the committee felt that the second bus with space for one wheel chair only would allow room for 13 passengers instead of only nine. The Mayor ordered the minutes received for filing. 8. UNFINISHED BUSINESS (a) CONSIDERATION OF RECOMMENDATION OF ADMINISTRATIVE ASSISTANT TO INCREASE MILEAGE PER DIEM AND PRIVATE AUTO IN -TOWN MILEAGE COMPENSATION EFFECTIVE NOVEMBER 1, 1976 (DEFERRED FROM NOVEMBER 9, 1976 MEETING) Mayor Black expressed his opinion that the rate presently being paid of 15G per mile should remain in effect at the present time. After discussion, it was moved by Alderman Westlund, seconded by Alder- man Haag, to reject the recommendation. Motion carried unanimously. (b) CONSIDERATION OF BIDS FOR OVERHAUL, REPAIR AND PARTIAL RECONDITIONING FOR THE HOUGH AND MICHIGAN FRONT END LOADERS (DEFERRED FROM SPECIAL MEETING OF NOVEMBER 23, 1976) City Engineer Priebe reported that after looking over the bids submitted by Road Machinery & Supplies Co. of Minneapolis, his recommendation is to let Road Machinery perform the work on the two front end loaders. Alderman Haag remarked that he did not see how the City could justify new equipment in the near future, and therefore, we need to repair our present equipment. It was moved by Alderman Haag, seconded by Alderman K. Peterson, to accept the two bids of Road Machinery & Supplies Co. to do the work on the Hough Front End Loader for a total of $2,500 and Michigan Front End Loader for a total of $5,200. Motion carried unanimously. 9. NEW BUSINESS (a) CONSIDERATION OF RECOMMENDATION OF ADMINISTRATIVE ASSISTANT TO ACCEPT AGREEMENT WITH ACCOUNTING FIRM OF ANDERSON, LIESER & THORSEN FOR 1976 FINANCE STATEMENTS During the course of the discussion, Mr. Bob Otte, Executive Secretary of Chamber of Commerce, raised a question from the floor as to whether Council minutes, November 23, 1976 any C.P.A. firms in Hutchinson had ever been given the opportunity to audit the books for City accounts. He felt they should be given consideration. Alderman Westlund replied that City accounting is a little different than other business and requires a certain knowledge of accounting. He further stated that he thought the City should continue to use the accounting firm of Anderson, Lieser & Thorsen for atleast one more year since the City just recently changed its fiscal year. Alderman Haag recommended that in the future we consider using a local firm for auditing. It was moved by Alderman K. Peterson, seconded by Alderman Haag, to approve the agreement with Anderson, Lieser & Thorsen and authorize the City Clerk to execute said agreement. Motion carried unanimously. (b) CONSIDERATION OF PETITION FOR ANNEXATION WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION: 1. KABLE FURNITURE 2. RICHARD LARSON CONSTRUCTION CO. 3. VELVET COACH Messrs. Norman Haas, Don Schultz, and Carl L. Nelson appeared before the Council and presented a petition against annexation of Clifton Heights. Twenty-six out of 27 residents of Clifton Heights had signed the petition, which includes the 7 -Hi Motel. City Engineer Priebe displayed a drawing which showed the area being considered for annexation. He stated that if annexation was completed at this time, it would give the City time to consider services that need to be ready by 1978. Not much can be done in 1977, except for the businesses along the highway. Administrative Assistant Fleetham pointed out some of the advantages of annexation into the City. Administrative Assistant Fleetham suggested that the staff and Council meet with the residents of Clifton Heights prior to December 14 and explain pros and cons of annexation. The Mayor was favorable to the meeting. It was, therefore, decided to schedule a meeting with the Clifton Heights residents for Thursday, December 2 at 8:00 P.M. in the Auditorium at City Hall. A flyer will be sent to all Clifton Heights residents informing them of the meeting. A motion was made by Alderman Westlund, seconded by Alderman K. Peterson, to defer the Petition for Annexation. Motion carried unanimously. -5- Council minutes, November 23, 1976 (c) CONSIDERATION OF FINAL PLAT - KLEINKAUF ADDITION WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION Mayor Black called upon City Engineer Priebe for additional information on the Kleinkauf Addition. He then presented a map of the area under consideration. After discussion, it was moved by Alderman Westlund, seconded by Alderman B. Peterson, to waive reading and adopt Resolution No. 5813 entitled, Resolution Giving Approval of Final Plat of Kleinkauf's Addition. Motion carried unanimously. (d) CONSIDERATION OF SCHOOL ROAD IMPROVEMENT PROJECT City Engineer Priebe explained that this project involves approval of a report and scheduling of a hearing on installation of water and sewer at the north and south ends of the School Road Bridge. After discussion, it was moved by Alderman Haag, seconded by Alderman Westlund, to waive reading and adopt Resolution No. 5811 entitled, Ordering Preparation of Report on 1977 Improvements. Motion carried unanimously. It was moved by Alderman Haag, seconded by Alderman Westlund, to waive reading and adopt Resolution No. 5812 entitled, Receiving Report and Calling for Hearing on 1977 Improvement Project. Motion carried unanimously. (e) CONSIDERATION OF CONSTRUCTION OF HANDICAPPED RAMPS TO BASEMENT OF OLD ARMORY Community Development Director Pauley commented that he has had discussions with Jean Lerberg regarding the building of the ramp. There are studies under way for community facilities so he felt no action should be taken at the present time. After discussion, it was moved by Alderman Haag, seconded by Alderman B. Peterson, to table action on the ramps until such time when more information is available. Motion carried unanimously. (f) CONSIDERATION OF REQUEST FOR APPLICATION FOR CHRISTMAS TREE SALES PERMIT FOR CHARLES PULKRABEK, AL PATRIAS AND LEONARD RIEMANN After discussion, it was moved by Alderman K. Peterson, seconded by Alderman Haag, to approve the applications. Motion carried unanimously. (g) CONSIDERATION OF CONFIRMATION OF EMPLOYEE APPOINTMENT FOR BUS SYSTEM Administrative Assistant Fleetham recommended the following as employees of the bus system: S:fl Council minutes, November 23, 1976 Full -Time: Byron Sharpe - Driver Part -Time Gloria Krueger - Driver and Dispatcher Unadelle Warneke - Dispatcher It was moved by Alderman Westlund, seconded by Alderman K. Peterson, to approve employment for above individuals. Motion carried unanimously. (h) CONSIDERATION OF CONFIRMATION OF EMPLOYMENT OF MARILYN SWANSON AS SECRETARY TO ADMINISTRATIVE ASSISTANT It was moved by Alderman K. Peterson, seconded by Alderman Haag, to confirm the employment of Marilyn Swanson as of September 7, 1976. Motion carried unanimously. (i) CONSIDERATION OF REQUEST TO SELL CARDS FOR DEAF MUTES IN HUTCHINSON BUSINESS STORES After discussion, it was the consensus of the Council that more inform- ation should be obtained about this individual before a decision was reached. It was moved by Alderman Haag, seconded by Alderman K. Peterson, to defer the request until the December 14 meeting. Motion carried unanimously. (j) CONSIDERATION OF REQUEST FOR APPLICATION FOR SNOW REMOVAL PERMIT BY GENE C. BETKER AND HUTCHINSON TELEPHONE COMPANY After discussion, it was moved by Alderman Westlund, seconded by Alderman Haag, to approve the applications. Motion carried unanimously. (k) CONSIDERATION TO ADVERTISE FOR BIDS FOR SIREN SYSTEM After discussion, it was moved by Alderman Westlund, seconded by Alderman Haag, to authorize publication of Advertisement for Proposals to be opened on December 10, 1976 at 12:00 Noon. Motion carried unanimously. (1) CONSIDERATION OF A-95 REVIEW OF SECTION 8 HOUSING PROJECT FOR HUTCHINSON Community Development Director Pauley explained the A-95 Review and recommended that he be given authority to respond with a positive reaction to the project. After discussion, it was moved by Alderman K. Peterson, seconded by Alderman Haag, to authorize Community Development Director to respond with a favorable comment to the request for comments. Motion carried unanimously. -7- Council minutes, November 23, 1976 (m) PRESENTATION OF CONTRIBUTION TO POLICE DEPARTMENT Mr. Bud Reinert appeared before the Council on behalf of the V.F.W. Post No. 906 to present a check in the amount of $400 to Chief of Police O'Borsky. This donation is to be used by the Police Department for whatever purpose it chooses. It was moved by Alderman Westlund, seconded by Alderman K. Peterson, to accept the contribution of $400 and to send a letter of appreciation to the V.F.W. for the money received. Motion carried unanimously. (n) PRESENTATION OF CITY ACCOUNTANT APPLICANT Mr. Dennis Feller was introduced to the audience as an applicant for the position of City Accountant for the City of Hutchinson. A motion was made by Alderman Westlund, seconded by Alderman B. Peterson, to offer the position of City Accountant to Mr. Dennis Feller at an annual salary of $15,000 plus fringe benefits. Motion carried unanimously. Mr. Feller responded that he would like a few days to consider the offer before giving a definite answer. 10. MISCELLANEOUS (a) COMMUNICATIONS FROM CLERK -ADMINISTRATIVE ASSISTANT Administrative Assistant Fleetham reported that Viola Hoecke had called him with a complaint that the school is violating her rights by letting religious organizations use the facilities. Phil Graves had called Administrative Assistant Fleetham to inform him that June Otterness will be retiring from the Hospital Board after serving for 10 years. Mr. Fleetham suggested that a Resolution of Appreciation be given to June Otterness. It was moved by Alderman Haag, seconded by Alderman B. Peterson, to present Resolution No. 5815 entitled, Resolution of Appreciation to June Otterness at the Hospital's Christmas Party. Motion carried unanimously. Administrative Assistant Fleetham raised the question of reimbursement of expenses for City Accountant applicants to come to Hutchinson for interviews. After discussion, it was moved by Alderman Westlund, seconded by Alderman B. Peterson, to reimburse each of the four applicants $10 for travel expenses. Council minutes, November 23, 1976 (b) COMMUNICATIONS FROM ALDERMAN WESTLUND Alderman Westlund commented on the fact that the services required for Burns Manor do not work into the City's bus system. Most of the senior citizens at the Nursing Home need to be at the hospital for treatments, etc., early in the day which is the time the bus is the busiest. The Nursing Home Board, therefore, feels that Burns Manor needs a van of its own to meet their needs. Alderman Westlund recommended that bids be received for a van with a wheel chair lift but not air conditioned. The cost would be around $14,000. It was moved by Alderman Westlund, seconded by Alderman Haag, to authorize publication of Advertisement for Proposals to be opened on December 10, 1976, at 12:00 Noon. Motion carried unanimously. Another concern at Burns Manor is storage, and especially some type of garage facility for the vehicle to be purchased. It was Alder- man Westlund's recommendation that Advertising for Bids on a garage be authorized. Mayor Black raised the question of funds to pay for the bus and proposed garage. Alderman Westlund responded that Burns Manor has funds available to cover the cost of both projects. It was moved by Alderman Westlund, seconded by Alderman K. Peterson, to authorize publication for bids on a building to be opened on December 28, 1976 at 12:00 Noon. Motion carried unanimously. (c) COMMUNICATIONS FROM CITY ATTORNEY The Hospital Board had received a 21 days extension of time from the General Contractor for the proposed Medical Office Building to award contract. (d) COMMUNICATIONS FROM CITY ENGINEER In April, 1975 the City called for bids on repairing sewage treatment plant settling tanks, which included putting a third tank into operation. The parts were ordered 18 months ago, but the work has not been done. The total cost of repairs will run around $20,000, which includes materials, equipment, and labor. City Engineer Pribe stated that since maintenance and repair are involved and this is a very specialized area, he felt the original contractor should do the work. Mayor Black responded by authorizing the City Engineer to proceed with the project. It was moved by Alderman Westlund, to secure the contractor to do the unanimously. seconded by Alderman B. Peterson, repairs required. Motion carried Council minutes, November 23, 1976 (e) COMMUNICATIONS FROM MAYOR BLACK Mayor Black reported that he had attended the McLeod County Board meeting on November 16, at which time Resolution No. 5807 entitled, Resolution Requesting County Board to Review Placement of Stop Signs on Jefferson Street was considered. The Board wasn't sure this was their area of responsibility and planned to have their attorney check into the matter. 11. CLAIMS, APPROPRIATIONS. AND CONTRACT PAYMENTS (a) VERIFIED CLAIMS A motion was made by Alderman Westlund, seconded by K. 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 10:00 P.M. on motion by Alderman Haag, seconded by Alderman B. Peterson. Motion carried unanimously. ME119