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05-31-1983 CCMMINUTES SPECIAL MEETING - HUTCHINSON CITY COUNCIL TUESDAY, MAY 31, 1983 1. CALL TO ORDER The special meeting was called to order by Mayor DeMeyer at 7:30 P.M., with the following present: Alderman Mike Carls, Alderman John Mlinar, Alderman Kenneth Gruenhagen, Alderman Ted Beatty, and Mayor James G. DeMeyer. Also present: City Administrator Gary D. Plotz and City Engineer Marlow V. Priebe. 2. PUBLIC HEARING - 7:30 P.M. (a) IMPROVEMENT PROJECT 83-03 Mayor DeMeyer called the hearing to order and read Publication No. 3065, Notice of Hearing On Improvement Project No. 83-03. City Engineer Priebe introduced the project on Franklin Street from Second Avenue Southwest to 66 feet south of Third Avenue Southwest by the construc- tion of grading, gravel base, bituminous base, bituminous wear, curb and gutter and appurtenances at an estimated cost of $52,514.00. It was reported the Council had approved widening the street on the east side of Franklin for on -street parking, but it wasstill an oiled street without a base and in poor condition. The cost of oiling the new section would not be cost-effective, and the City Engineer recommended that the City consider constructing the street with a gravel base and a finished surface. Ron Horswell Mr. Horswell stated he had addressed the is - 326 Franklin sue before at a preliminary hearing. He is not a homesteader at this address but the property owner. He pointed out the other land owners in the block are older people. The street improvement would not help him any and would not enhance the short-term value of the property. He felt the improvement was not for him or his neighbors but rather for a few commercial people. He inquired why the project was divided. Mayor DeMeyer The Mayor stated this project would not af- fect Mr. Horswell's property. Bob Prochnow Mr. Prochnow asked if the size of the road 200 Franklin S. would be larger than normal and if everyone would be assessed the same for the street. He stated he did not have large trucks going into his property, and he would be opposed to a project whereby he would be assessed the same as those who use heavy equipment. COUNCIL MINUTES MAY 31, 1983 City Engineer City Engineer Priebe reported it would be a nine -ton street. The assessment would be based on zoning for commercial and residen- tial. Al Cheney Mr. Cheney commented he was opposed to the 236 Franklin S. project. A few years back the businesses along the east side of the street acquired the street from the City and redid the parking lot. It is lower than the street so now there is a hump. He didn't feel the property owners should have to pay for reducing the street down to the level of the parking lot. He also thought the land owners should have been notified of the street widening project before the project was started on the east side of the street. The businesses may need a nine -ton street, but he only drives a van or car. City Engineer Mr. Priebe stated that Third Avenue had been vacated and turned over to the property owners, but they did not lower the grade. The existing hump had been there for a long time, and the street had not been graded. This is the final stage of the project. George Schulte Mr. Schulte remarked that the bottom line for 246 Franklin most people when confronted with an assessment is "who will profit from it?" It was his opin- ion that those on the west side of the street would not profit from it, but the project was for the benefit of the Red Owl store and other commercial businesses involved. He thought the road seemed very usable and in better shape than some of the other streets in the area. The needs could be met by maintaining and repairing the present street. He felt the drainage was adequate so he couldn't see any reason for the project. Mr. Schulte questioned the chances of the area developing as a commercial entity. City Engineer City Engineer Priebe reported that the proper- ty in the area is zoned commercial but used as residential. "When" development happens de- pends on the economic situation. It was moved by Alderman Beatty, seconded by Alderman Gruenhagen, to close the hearing at 7:57 P.M. Motion unanimously carried. -2- COUNCIL MINUTES MAY 31, 1983 Alderman Beatty moved to defer action. Motion seconded by Alderman Carls and unanimously approved. (b) IMPROVEMENT PROJECT 83-04 Mayor DeMeyer read Dublication No. 3066, Notice of Hearing On Improvement Project 83-04. City Engineer Priebe reported the improvement for parking on the east side of Franklin Street from Second Avenue Southwest to 66 feet south of Third Avenue Southwest was approved for widening. The proposed project is a com- bination project with sidewalk improvement for construction of bituminous base, bituminous wear and appurtenances at an estimated cost of $6,745.00. The cost would be assessed to two property owners, namely, the Red Owl and Hutchinson Telephone Company. The motion was made by Alderman Carls, seconded by Alderman Mlinar, to close the hearing at 8:00 P.M. Motion approved unanimously. Alderman Carls moved to defer action. The motion was seconded by Alderman Mlinar and carried unanimously. (c) IMPROVEMENT PROJECT 83-05 Publication No. 3067, Notice of Hearing On Improvement Project No. 83-05, was read by Mayor DeMeyer. City Engineer Priebe reported on the improvement project of Franklin Street from 66 feet south of This'd Avenue Southwest to Fourth Avenue Southwest for construction of grading, gravel base, bituminous base, bituminous wear and appurtenances, at an estimated cost of $19,084.00. There was discussion regarding the need for a nine -ton street. Any change in the project would be for the difference in cost to be borne by the City. The estimated cost submitted to property owners was for a residential street. Ron Horswell Mr. Horswell stated his former comments ap- 326 Franklin plied to this project also. He felt the City was determined to "dress up" that little sec- tion of the block when there were other streets that needed more attention. Alderman Mlinar moved to close the hearing at 8:08 P.M. Motion seconded by Alderman Gruenhagen and approved unanimously. It was moved by Alderman Carls, seconded by Alderman Mlinar, to defer action. Motion unanimously carried. -3- COUNCIL MINUTES MAY 31, 1983 Following discussion of the three proposed projects, the motion was made by Alderman Beatty, seconded by Alderman Carls and unanimously carried, to waive reading and adopt Resolution No. 7408 entitled Resolution Ordering Improvement and Preparation of Plans and Specifications. The motion was made by Alderman Gruenhagen to waive reading and adopt Reso- lution No. 7409 entitled Resolution Ordering Improvement and Preparation of Plans and Specifications for Project No. 83-04. Motion seconded by Alder- man Mlinar and carried unanimously. Alderman Carls moved to waive reading and adopt Resolution No. 7410 entitled Resolution Ordering Improvement and Preparation of Plans and Specifications for Project No. 83-05 as a five -ton street. Motion seconded by Alderman Mlinar and approved unanimously. (d) IMPROVEMENT PROJECT 83-06 Mayor DeMeyer read Publication No. 3068, Notice of Hearing On Improvement Project No. 83-06. City Engineer Priebe reviewed the proposal for improvements on: Grove Street from Fifth Avenue Southwest to T.H. 15 Brown Street from Division Avenue to T.H. 15 Glen Street from Fifth Avenue Southwest to Linden Avenue Franklin Street from Fifth Avenue Southwest to T.H. 15 Linden Avenue from Lynn Road to Main Street Miller Avenue from Lynn Road to Main Street Milwaukee Avenue from Lynn Road to Main Street Division Avenue from Grove Street to G1en,Street and suggested a choice of three types of street construction as well as construction of watermain on: Linden Avenue from Grove Street to Franklin Street Miller Avenue from Grove Street to Franklin Street Milwaukee Avenue from Grove Street to Franklin Street The estimated cost of the improvement is $758,000.00. A video film showed the conditions of the various streets under considera- tion for improvement. Unidentified Man He inquired if the street breakup was caused from the lack of seal coating for the last five years. -4- COUNCIL MINUTES MAY 31, 1983 City Engineer City Engineer Priebe stated this was not the cause. Prior to 1969 when the storm sewer was put in, the City had done improvement in the area. He had listed the proposed street improvement into three categories: A) oil, B) gravel, and C) unimproved street. It was his recommendation to use "A" for construction im- provement. Unidentified Man He raised a question on the timeframe of when the project work will be started and completed. He also asked if the residents would have to live with dug out roads for a year. The gen- tleman inquired about the interest rate on the assessment. City Engineer The City Engineer responded that all the work was under contract for this year, but the bulk of the work would be done next year. The non - assessable underground work would be done this year. Mayor DeMeyer The Mayor reported the interest rate was de- termined by the sale of the bonds by the City. Ed Schultz Mr. Schultz questioned the cost of the project. (representing Grace He stated that the short side of the property Lutheran Church) is completed on Fifth Avenue. Albin Plath It was reported by Mr. Plath that he had a 605 Grove short side and long side involved in the project. The short side was on Grove Street. Duane Hagen Mr. Hagen asked about the percentage of streets 635 Brown in Hutchinson that have permanent surfacing. He also inquired if it was common practice to assess people for street work. Mr. Hagen wanted to know how the streets were divided up. Steve Roth Mr. Roth inquired if there would be a need 636 Brown for assessment on these roads for approxi- mately 21 years. City Engineer Mr. Priebe stated that after four years there would only be maintenance costs. Steve Roth Appreciation was expressed by Mr. Roth regard- ing Alderman Carl's comments on the sale of bonds next year to save on interest. He won- dered if anyone knew the projection for next -5- COUNCIL MINUTES MAY 31, 1983 year relating to interest rates and if there was a bonding consultant to advise the City in these matters. Lyle Block Mr. Block wanted to know if the City consider - 705 Brown ed this to be the worst area in town since it was selected for improvement work. He asked when the water main project work would be done. City Engineer City Engineer Priebe stated the work would be done as soon as possible so the service could be connected for next year. Mrs. Lyle Block Mrs,. Block inquired about dust treatment and if the cost would be added to the assessment or included in it. Keith Bentz It was reported by Mr. Bentz that there was 826 Franklin nothing wrong with the block. There are no pot holes. He owns the big empty lot on the corder and would favor alternative No. 3. Clarence Freitag Mr. Freitag mentioned that gravel base was 615 Brown put on the street when it was constructed. He wondered if the gravel would be hauled out. City Engineer Mr. Priebe commented that the gravel wasn't graded down properly. The City will try to save everything possible to keep the cost down. Unidentified Man Lyle Block Unidentified Lady He asked if the street department employees couldn't take more care in cleaning the streets. They take the repaired places out with the equipment. Mr. Block stated that he would be opposed to alternative No. "B", which would be a gravel road. She questioned why the City decided to take the short side for assessment instead of the long side. Alderman Gruenhagen moved to close the hearing at 9:50 P.M. Motion seconded by Alderman Mlinar and carried unanimously. COUNCIL MINUTES MAY 31, 1983 Following discussion, Alderman Gruenhagen moved to waive reading and adopt Resolution No. 7411 entitled Resolution Ordering Improvement and Prepara- tion of Plans and Specifications, Project No. 83-06, and use item "A" on listed streets and watermain work. Motion seconded by Alderman Beatty and unani- mously carried. 3. CONSIDERATION OF REQUEST FOR PERMITS FOR JAYCEE WATER CARNIVAL The Hutchinson Jaycees requested a parade permit, dance permit, fireworks permit, use of Library Square and use of the streets in conjunction with the annual Water Carnival to be held June 17-19, 1983. After discussion, the motion was made by Alderman Mlinar, seconded by Alderman Carls, to approve and issue the permits. Motion approved unanimously. 4. CONSIDERATION OF REQUEST FOR USE OF PUBLIC PARKING LOT FOR AN AUCTION ON JUNE 18, 1983, BEHIND J & J FINDINGS (REQUESTED BY JOAN RUSTOM) Ms. Joan Rustom appeared before the Council and requested use of the parking lot behind J & J Findings for an auction to be held June 18, 1983. Mayor DeMeyer requested that the City Attorney draft a hold harmless document so the City would not be held responsible if an accident occurred during the auction. Following discussion, it was moved by Alderman Carls to approve the use of the west half of the parking lot behind J & J Findings. Motion seconded by Alderman Mlinar and carried unanimously. S. CONSIDERATION OF ASSISTING OTHER TOWNS WITH THE HUTCHINSON FIRE DEPARTMENT IN 1.2 THE EVENT OF A LARGE FIRE Fire Chief Orlin Henke requested a letter of authorization for the Hutchinson Fire Department equipment to be dispatched to other towns that do not have a Mutual Aid Contract or agreement with the City of Hutchinson in the event of a large fire that would require additionalfire fighting equipment. After discussion, Alderman Beatty moved to approve authorization. Motion seconded by Alderman Gruenhagen and approved unanimously. CONSIDERATION OF AUTHORIZATION TO FILE FOR REIMBURSEMENT FOR MONEY FOR SERVICE TO STATE POST BOARD (PEACE OFFICERS STANDARDS AND TRAI It was reported that in order to obtain reimbursement from the State POST Board for continuing education and training of police officers, it would be necessary for the Council to designate a signatory for the application form and adopt a resolution. Following discussion, Alderman Carls made the motion to adopt Resolution No. 7424 -7- COUNCIL MINUTES MAY 31, 1983 and authorize the Mayor and City Clerk to signthe necessary documents. Motion seconded by Alderman Mlinar and unanimously carried. 7. COMMUNICATION FROM CITY ENGINEER REGARDING ALLEY BY S & L BUILDING City Engineer Priebe requested guidance from the City Council regarding the need for temporary surfacing along First Avenue and the alley by the S & L building. He reported the trench had to be filled in where the utilities had installed under- ground lines. Following discussion, it was moved by Alderman Mlinar to direct the City staff to investigate the situation and pursue alternatives and report back to the Coun- cil at its next meeting. Motion seconded by Alderman Carls and approved unani- mous ly . 8. REPORT ON BIDS RECEIVED FOR PROJECT 83-01-16 City Engineer Priebe reported that bids were received this afternoon on Project 83-01-16. It appeared that Aero Asphalt, Inc. was the low bidder,and he requested tentative approval to submit the bid to the State for processing. The motion was made by Alderman Carls to give tentative approval to the bid. Mo- tion seconded by Alderman Mlinar and carried unanimously. 9. DATE FOR CITY COUNCIL WORKSHOP A date for the City Council Workshop was discussed. It was agreed that Mr. Bill Fahey, bonding consultant from Ehlers & Associates, would be invited to be present. The motion was made by Alderman Beatty, seconded by Alderman Mlinar and unani- mously approved, to set the Council Workshop for June 27, 1983 at 3:30 P.M. 10. REPORT ON LEAK IN ROOF AT CAMEO CLEANERS Maintenance Operations Director Ralph Neumann reported there was another leak in the roof at the Cameo Dry Cleaners. His department has been working on repairing it. 11. ADJOURNMENT There being no further business, the meeting adjourned at 10:25 P.M. upon motion by Alderman Carls, seconded by Alderman Mlinar, and carried unanimously.