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12-09-1980 CCMMINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, DECEMBER 9, 1980 1. CALL TO ORDER The meeting was called to order by Mayor Westlund at 8:00 P.M., with the follow- ing members present: Aldermen Peterson, Gruenhagen and Beatty, in addition to Mayor Westlund. Absent: Alderman Lueneburg. Also present were: City Administrator Plotz, City Engineer Priebe, and City Attorney Schantzen. 2. INVOCATION The invocation was given by the Reverend Peter Ramstad of the Vineyard United Methodist Church. 3. MINUTES The minutes of the Regular Meeting of November 25, 1980 and Special Meetings of December 2, 1980 and December 8, 1980 were approved as read upon motion by Alder- man Beatty, seconded by Alderman Gruenhagen and unanimously carried. 4. PUBLIC HEARING None 5. COMMUNICATIONS, REQUESTS AND PETITIONS (a) CONSIDERATION OF REQUEST FOR SNOW REMOVAL PERMIT: 1. RON HANSEN 2. HAROLD MOLLS Following discussion, the motion was made by Alderman Peterson, seconded by Alderman Beatty and carried unanimously, to approve the applications and is- sue Snow Removal Permits to the above-named individuals. (b) CONSIDERATION OF REQUEST FOR CHRISTMAS TREE SALES PERMIT BY CHARLES PULKRABEK After discussion, it was moved by Alderman Peterson to approve and issue a Christmas Tree Sales Permit for Charles Pulkrabek. Seconded by Alderman Gruenhagen, the motion unanimously carried. (c) CONSIDERATION OF APPOINTMENT TO HOSPITAL BOARD OF DAVID DOELGER Mayor Westlund appointed David Doelger to the Hospital Board to complete the unexpired term of James Joyce, with a March, 1983 expiration. COUNCIL MINUTES DECEMBER 9, 1980 Alderman Gruenhagen moved to ratify the appointment of David Doelger to the Hospital Board. The motion was seconded by Alderman Beatty and carried unanimously. (d) CONSIDERATION OF REQUEST FOR MARLOW PRIEBE TO ATTEND CITY ENGINEERS ASSOCIATION ANNUAL CONFERENCE JANUARY 12-15, 1980 Following discussion, the motion was made by Alderman Peterson, seconded by Alderman Beatty and unanimously carried, to approve Marlow Priebe attending the City Engineers Association Annual Conference. (e) PRESENTATION BY CLARENCE SIMONOWICZ ON PUBLIC WORKS CAPITAL IMPROVEMENT POLICIES Consultant Clarence Simonowicz presented proposed Capital Improvement Poli- cies for the City of Hutchinson and reviewed the various areas in the capi- tal improvement program. He reported on the needs of the City and how the various items would be funded. It was his recommendation that the City Council review the policy statements and either amend or adopt the policies at a future Council meeting. Mayor Westlund stated he would like the Council to hold a workshop with Mr. Simonowicz to discuss the Capital Improvement Policies in greater depth, and it was the consensus of the Council that a workshop be scheduled early in January, 1981. 6. RESOLUTIONS AND ORDINANCES (a) ORDINANCE NO. 22/80 - AN ORDINANCE AMENDING ORDINANCE NO. 464 CONCERNING ZONING REGULATIONS IN THE CITY OF HUTCHINSON AND THE OFFICIAL ZONING MAP It was moved by Alderman Gruenhagen, seconded by Alderman Beatty and carried unanimously, to waive the second reading and adopt Ordinance No. 611 en- titled An Ordinance Amending Ordinance No. 464 Concerning Zoning Regulations In the City of Hutchinson and the Official Zoning Map. (b) RESOLUTION NO. 6644 - TRANSFERRING $15,000 FROM LIQUOR STORE TO GENERAL FUND After discussion, the motion was made by Alderman Beatty to waive reading and adopt Resolution No. 6644 entitled Transferring $15,000 from Liquor Store to General Fund. Seconded by Alderman Gruenhagen, the motion unanimously carried. 7. REPORTS OF OFFICERS, BOARDS AND COMMISSIONS (a) BUILDING OFFICIAL'S MONTHLY REPORT - NOVEMBER 1980 -2- COUNCIL MINUTES DECEMBER 9, 1980 There being no discussion, the report was ordered by the Mayor to be re- ceived for filing. (b) MINUTES OF PARK AND RECREATION BOARD DATED NOVEMBER 5, 1980 There being no discussion, the minutes were ordered by the Mayor to be re- ceived for filing. (c) MINUTES OF "SENIORS ACTIVITY CENTER" ADVISORY BOARD DATED NOVEMBER 4, 1980 There being no discussion, the minutes were ordered by the Mayor to be re- ceived for filing. (d) MINUTES OF TREE BOARD DATED NOVEMBER 18, 1980 There being no discussion, the minutes were ordered by the Mayor to be re- ceived for filing. 8. UNFINISHED BUSINESS (a) CONSIDERATION OF AWARDING BIDS FOR FRONT-END LOADER AND SELF POWERED SNOW- BLOWER (DEFERRED DECEMBER 2, 1980) Maintenance Operations Director Neumann reported on the bids received for the purchase of a front end loader and snow blower and the sale of a front end loader and snow blower. It was the recommendation of staff to award the following bids: Borchert -Ingersoll, Inc. $56,598.00 Terex 72-21B Loader (with no trade) 2,200.00 20.5 x 25 12 -ply L-3 Tires Borchert -Ingersoll, Inc. $41,114.00 Blanchet Model HS96 Snow Blower (with no trade) Jerke Construction Co. $11,200.00 Sale of Loader & Blower It was reported that the financing for the acquisition of the equipment would be arranged, with payment of $30,000.00 to Borchert -Ingersoll upon receipt and acceptance of the loader. The balance would be paid upon re- ceipt of the remaining equipment and financing arrangements. The motion was made by Alderman Beatty to award bids for the front end loader and snow blower as recommended by staff and to authorize payment of $30,000.00 to Borchert -Ingersoll, with the balance paid by internal fi- nacing arrangements. Seconded by Alderman Gruenhagen, the motion carried unanimously. -3- COUNCIL MINUTES DECEMBER 9, 1980 Alderman Beatty moved to award the bid for the sale of the used loader and snow blower to Jerke Construction Co. in the amount of $11,200.00. The motion was seconded by Alderman Peterson and unanimously carried. (b) CONSIDERATION OF PRIORITY RATING FOR 1981 PROJECTS (DEFERRED NOVEMBER 25, 1980) City Engineer Priebe presented the proposed 1981 projects and pointed them out on a map. He further reported the League of Cities recommends that the assessment hearings be held prior to awarding the contract for the 1981 projects. The bids would be opened and held for 60 days prior to awarding, and the assessment rolls would be prepared and calculated for costs, based on the bids. A public hearing would then be held on the project assessments. City Engineer Priebe recommended setting the public hearing date for the 1981 projects for the second Council meeting in January, 1981. It was the consensus of the Council to discuss the proposed projects at the workshop to be held in January, 1981. (c) REPORT ON LAND TRANSFER TO LORRAINE A. MEYER BY CITY ATTORNEY (DEFERRED NOVEMBER 25, 1980) This item was deferred until the next Council meeting. (d) CONSIDERATION OF AWARDING BIDS FOR DEMOLITION OF HOUSES AND GARAGE AT 126 AND 136 ADAMS STREET SOUTH City Administrator Plotz stated only one bid was received from Juul Con- tracting Co. for the demolition of the two houses and garage at 126 and 136 Adams Street South. The staff recommended approval of the demolition work with the City hauling the debris, as follows: House - 126 Adams Street South $500.00 House - 136 Adams Street South 500.00 Garage - 136 Adams Street South 100.00 It was pointed out that Kraus -Anderson, contractor for the new high rise, has requested permission to use the garage at 126 Adams Street South for storage purposes during construction. Upon completion of the project, they will remove the structure. After discussion, the motion was made by Alderman Beatty to approve the awarding of the above bids to Juul Contracting Co. for the two houses and garage at 126 and 136 Adams Street South. The motion was seconded by Ald- erman Peterson and carried unanimously. -4- COUNCIL MINUTES DECEMBER 9, 1980 9. NEW BUSINESS (a) CONSIDERATION OF CEMETERY COSTS SURVEY The Director of Maintenance Services did a survey of cemetery costs and presented a new price structure for 1981. It was also his recommendation to add a $50.00 cost to each grave and set the amount aside in a perpetual care fund. The interest from this fund would defray the labor and upkeep costs of perpetual care of the cemetery. Following discussion, Alderman Gruenhagen moved to approve the recommended price structure for Hutchinson Oakland Cemetery and the additional charge of $50.00 to the cost of each grave for a perpetual care fund, contingent upon review by the City Attorney. The motion was seconded by Alderman Beatty and carried unanimously. (b) CONSIDERATION OF PERMANENT STATUS FOR MERLE MEECE After discussion, it was moved by Alderman Gruenhagen, seconded by Alderman Beatty and unanimously carried, to approve the permanent status of Merle Meece. (c) CONSIDERATION OF 1981 WAGE ADJUSTMENT City Administrator Plotz reported the 1981 wage adjustment would re -align the pay plan for a one time adjustment of 2-1/2% in Grades I, II and III and a cost of living increase of 8% overall, effective the first pay period in 1981. The motion was made by Alderman Beatty to adopt the 1981 wage adjustment for a 2-1/2% adjustment in Grades I, II and III and an 8% cost of living increase overall. Seconded by Alderman Peterson, the motion unanimously carried. (d) CONSIDERATION OF AMENDING PERSONNEL POLICY REGARDING VACATION BENEFITS It was recommended that the following change in personnel policy be put into effect on the employee anniversary dates after January 1, 1981 for vacation benefits: Present Policy 1 year - 10 days 10 years- 15 days 15 years- 20 days New Policy 1 year - 10 days 7 years- 15 days 12 years- 20 days It was moved by Alderman Beatty, seconded by Alderman Peterson and carried unanimously, to adopt the liberalized vacation policy. -5- COUNCIL MINUTES DECEMBER 9, 1980 (e) CONSIDERATION OF RCM PERFORMING MAXI ENERGY AUDITS FOR CITY City Administrator Plotz stated he had performed the mini -audits on build- ings for the City, but a professional would be required to do the maxi - audits. The firm of Rieke Carroll Muller Associates, Inc. submitted a proposal for this work at a total of $8,110.00. The audit of the Civic Arena would receive 100% state funding, and the other buildings would be under a 50/50 state -federal funding program, with the exception of the three buildings, namely City Hall, Park Garage and Airport Maintenance Hangar, which would receive 70% state funding and 30% cost to the City in the amount of $471.00. Following discussion, Alderman Peterson moved to authorize entering into a contract with RCM for the City Maxi Energy Audits. The motion was sec- onded by Alderman Beatty and unanimously carried. (f) CONSIDERATION OF PURCHASE OF DRINKING FOUNTAIN AND PARK BENCHES It was requested that authorization be given for the purchase of a new drink- ing fountain for Library Square from A.J. O'Conner Sales in the amount of $650.00 and for seven 8' wooden park benches from Gametime in the amount of $994.00. After discussion, the motion was made by Alderman Beatty to approve the pur- chase of a drinking fountain and seven park benches as recommended above. Seconded by Alderman Gruenhagen, the motion carried unanimously. (g) CONSIDERATION OF 1981 OFFICERS FOR HUTCHINSON FIRE DEPARTMENT A list of the newly elected officers for the Hutchinson Fire Department was presented to the Council. Following discussion, it was moved by Alderman Beatty, seconded by Alderman Gruenhagen and unanimously carried, to approve the 1981 officers for the Hutchinson Fire Department. (h) CONSIDERATION OF IMPLEMENTING PURCHASING POLICY ON JANUARY 1, 1981 City Administrator Plotz reviewed the proposed purchasing policy and stated the following guidelines would be followed for the acquisition of all sup- plies and services necessary for use by the City: 1. Any item or service under $50.00 can be purchased by the head of the department as needed. 2. Items costing more than $50.00 must have a purchase order signed by the City Administrator or Accountant. 3. Items costing over $1,000.00 must first be approved by the City Coun- cil before purchase can be made. IBM COUNCIL MINUTES DECEMBER 9, 1980 4. Emergency - A critical breakdown would be determined by the depart- ment head and emergency needs would be approved by the City Adminis- trator and Council member. The motion was made by Alderman Beatty to authorize implementing the pur- chasing policy. Seconded by Alderman Gruenhagen, the motion carried unani- mously. It was moved by Alderman Beatty, seconded by Alderman Gruenhagen and unani- mously carried, to waive reading and adopt Resolution No. 6646 entitled Resolution Establishing Guidelines for Acquisition of Supplies and Services for City of Hutchinson. (i) CONSIDERATION OF SENDING SIDEWALK APRON NOTICES Maintenance Operations Director Neumann reported a survey had been taken of the condition of sidewalks in the City. As a result, six notices were mailed to property owners regarding the condition of their sidewalk and need for repair. There are approximately 300 more names to be contacted. After discussion, it was the consensus of the Council that a question and answer session should be held with the contacted property owners to explain how the situation should be corrected and to establish some guidelines. It was recommended that this item be deferred until the next Council meeting to determine a meeting date. The motion was made by Alderman Beatty, seconded by Alderman Gruenhagen and carried unanimously, to defer this matter until the next Council meeting. (j) CONSIDERATION OF TAX INCREMENT BOND FUNDS City Administrator Plotz reported the tax increment bond closing will be held on Thursday of this week. Therefore, it will be necessary to establish two funds to administer the bond money, namely, the capital improvement fund and the debt service fund. After discussion, Alderman Gruenhagen moved to approve the two tax increment bond funds. Seconded by Alderman Beatty, the motion unanimously carried. It was moved by Alderman Gruenhagen, seconded by Alderman Beatty, to waive reading and adopt Resolution No. 6645 entitled Resolution Establishing Tax Increment Capital Improvement Fund and Tax Increment Debt Service Fund - 1980. 10. MISCELLANEOUS (a) COMMUNICATIONS FROM CITY ADMINISTRATOR -7- COUNCIL MINUTES DECEMBER 9, 1980 City Administrator Plotz stated the City had received a letter from J. E. Parranto, Inc. informing the City that their firm had officially terminated all efforts to develop the Library Square Plaza in Hutchinson. It was felt the poor financing climate made it impossible to complete the project. On December 12 and 13, 1980, the Minnesota Association of Planners will hold an Institute, with the City of Hutchinson presented as a case study. Mr. Plotz and Developer Kenneth Lever will be making the presentation. The Minnesota Municipal Board has informed the City there will be a confer- ence call meeting at 9:00 A.M. on December 15, 1980 regarding the Schmidt- bauer annexation. It was decided that the City Administrator, City Attorney and City Engineer would attend the meeting. The Coalition of Outstate Cities will meet at 10:00 A.M. on December 12, 1980 in Northfield. City Administrator Plotz reported the City had received a letter from the City of Litchfield concerning a joint airport facility. He had sent a reply to Litchfield explaining Hutchinson's position and was awaiting a response. (b) COMMUNICATION FROM STREET DEPARTMENT FOR PURCHASE OF TRUCK Permission was requested to advertise for bids on a 27,500 G.V. truck with 5-6 yard box with a reversible plow. This unit will replace two existing vehicles. The two used units would be auctioned off in the spring, along with several other units. It was recommended that bids be received on De- cember 19, 1980 at 2:00 P.M. Following discussion, Alderman Gruenhagen moved to authorize advertising for bids for a 27,500 G.V. truck with 5-6 yard box and reversible plow on December 19, 1980 at 2:00 P.M. The motion was seconded by Alderman Beatty and unanimously carried. (c) COMMUNICATION FROM CITY ENGINEER City Engineer Priebe suggested a discussion of the sidewalk policy should be held at the same time as the meeting is held with Consultant Clarence Simonowicz and to review the 1981 projects. 11. CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS (a) VERIFIED CLAIMS It was moved by Alderman Gruenhagen, seconded by Alderman Beatty and carried unanimously, to approve the verified claims and authorize payment from the appropriate funds. 12. ADJOURNMENT There being no further business, the meeting adjourned at 10:55 P.M. upon motion by Alderman Beatty, seconded by Alderman Peterson and unanimously carried. so