Loading...
03-26-2019 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MARCH 26, 2019 CITY CENTER — COUNCIL CHAMBERS (The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many decisions regarding agenda items are based upon this information as well as: City policy and practices, inputfirom constituents, and other questions or information that has not yet been presented or discussed regarding an agenda item.) 1. CALL MEETING TO ORDER — 5:30 P.M. Mayor Gary Forcier called the meeting to order. Members present were Steve Cook, Chad Czmowski, Dave Sebesta, and Mary Christensen. Others present were Matt Jaunich, City Administrator and Kent Exner, City Engineer. (a) Approve the Council agenda and any agenda additions and/or corrections Motion by Christensen, second by Cook, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Riverside Church (The invocation is a voluntary expression of the private citizen, to and for the City Council, and is not intended to affiliate the City Council with, or express the City Council's preference for, any religious/spiritual organization. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Council or stafj) A moment of silence was held due to the absence of Riverside Church. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY Mayor Forcier noted that he received a note from the owner of Parkwood Apartments thanking John Olson, Public Works Manager, and staff for providing sandbags for their rental property. PUBLIC COMMENTS (This is an opportunity for members of the public to address the City Council. If the topic you would like to discuss is on the agenda, please ask the Mayor if he will be accepting public comments during the agenda item if not a public hearing. Ifyou have a question, concern or comment, please ask to be recognized by the mayor state your name and address for the record. Please keep comments under S minutes. Individuals wishing to speak for more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, but please refrain from personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of March 12, 2019 Motion by Czmowski, second by Cook, to approve the minutes as presented. Motion carried unanimously. CONSENT AGENDA (The items listedfor consideration will be enacted by one motion unless the Mayor, a member of the City Council or a city staff member requests an item to be removed. Traditionally items are not discussed.) 7. APPROVAL OF CONSENT AGENDA CITY COUNCIL MINUTES March 26, 2019 (a) Consideration for Approval of Issuing Transient Merchant License to Virginia Daniel -Hightower to Operate Fireworks Stand in Walmart Parking Lot From June 20 — July 5, 2019 (b) Consideration for Approval of Issuing Short -Term Gambling License to Shady Lane Sportsmen's Club on June 28 & 29, 2019, at McLeod County Fairgrounds (c) Consideration for Approval of Resolution No. 15021 - Resolution Supporting Comprehensive Transportation Funding (d) Appointments to Boards/Commissions - Rhonda Schwarze to Senior Advisory Board to January 2021 - John Lofdahl to Planning Commission to March 2024 - Kathryn Hultgren to Library Board to April 2022 - Jared Golde to Library Board to April 2022 (e) Claims, Appropriations and Contract Payments Motion by Czmowski, second by Christensen, to approve consent agenda. Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. - NONE COMMUNICATIONS, REQUESTS AND PETITIONS (The purpose of this portion of the agenda is to provide the Council with information necessary to craft wise policy. Includes items like monthly or annual reports and communications from other entities.) 8. PUBLIC WORKS 2018 YEAR END REPORT Kent Exner, City Engineer, presented before the Council. Mr. Exner provided an overview of the organization; core services; major accomplishments related to new construction, pavement management, general construction, and infrastructure maintenance; goals for 2019 related to major improvements, other improvements, utility projects, treatment plant projects, facility projects, vehicles & equipment, infrastructure maintenance and planning & policies; and budget/financial responsibilities. Other information provided to the Council included utility rates, employee time/work allocations data, infrastructure inventory, public works facilities and urban forest. Mayor Forcier asked for an update on the T-hangar project. John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the floor was put in before winter and the building is planned to begin construction April V with finishing touches complete by June 30''. Mayor Forcier asked for an update on the performance of the solar energy panels near the wastewater plant. John Paulson, Project/Environmental/Regulatory Manager, presented before the Council. Mr. Paulson noted that so far so good and a more in-depth presentation will be given to the Council later this year. The panels are currently running at 90-95% capacity. Mayor Forcier asked where the general public can report potholes. Mr. Exner stated that residents can call 234-4219 to report information or information can be sent through the City's web site under "Report a Problem". Council Member Cook asked various questions related to permitting processes, description of plans and studies and other miscellaneous items. 2 CITY COUNCIL MINUTES March 26, 2019 9. DISCUSSION ON TREE REMOVALS AND ENERGY TREE PROGRAM Council Member Cook spoke before the Council. Cook noted that several discussions have been held related to emerald ash borer and other discussions have been held related to tree removals as part of improvement projects. Cook noted that the emerald ash borer plan talks about reactions to emerald ash borer and proactive measures that will be taken. Cook asked of the Council what they want to see when trees are removed from improvement projects — for example on the 5 h Avenue project it is being proposed to remove all of the ash trees and he is suggesting to remove every other ash tree and replace with other species. Cook noted that in some areas this can't be avoided. Cook noted that this is a policy decision and the Council should be discussing this. Mayor Forcier noted that he feels the City has an arborist on staff and he should be making the decisions on what trees stay and what trees go. Cook expressed that with some past improvement projects all trees were removed and they weren't related to health issues. Council Member Christensen asked who decides which trees stay and which trees go — she feels that there are no council members that are qualified to make those decisions. She feels that during improvement projects is the time to remove trees if necessary. Kent Exner noted that during improvement projects, the arborist does not have sole decision on tree removal, but it is rather a project decision. Depending on the project, all trees may need to be removed regardless of the species. Other projects then determine corridor items such as spacing of trees or age of trees or health of trees or risk of disease of trees. Exner noted that these items are taken care of during improvement projects due to efficiency reasons. Council Member Czmowski expressed that he feels it would be difficult to draft a policy that fits every project or every scenario. Matt Jaunich, City Administrator, noted that from a policy standpoint the Council could determine a percentage of trees that are kept in an improvement project. Or they could pick and choose which trees are kept and which trees are removed. Mayor Forcier stated that he feels staff has the most knowledge in this area and they make decisions based on their knowledge and expertise. John Olson, Public Works Manager, noted that sometimes trees have to be removed due to the layout of the new roadway. Olson suggested that during improvement projects inventories are conducted and conditions are reviewed, location of the trees, likelihood of damage during construction and then species diversity. After the inventory is done, then perhaps a target percentage could be identified. Cook asked for clarification about the energy tree program. Mr. Olson clarified that a 120-energy tree program is planned for 2019. Mr. Olson explained the various options within the energy tree program. Cook spoke about a big elm tree that a sidewalk goes around on 5 h Avenue and he asked if that is being removed because of the sidewalk. Exner clarified that the tree is planned to be removed due to the layout of the sidewalk. Although the tree is in good condition and is at a rather mature age, the tree is on private property so the City would need to get an easement if the tree would remain or be replaced. He noted it is also not the best idea to keep a tree in the middle of the sidewalk area. Jaunich noted that previously discussion had been held about changes to the EAB policy so that will be coming before the Council in the near future for consideration. UNFINISHED BUSINESS 10. APPROVE/DENY SECOND READING AND ADOPTION OF ORDINANCE NO. 19-794 — AN CITY COUNCIL MINUTES March 26, 2019 ORDINANCE ESTABLISHING A SUSTAINABILITY BOARD Matt Jaunich spoke before the Council. Mr. Jaunich noted that the first reading of this ordinance had been held on February 26, 2019. Mr. Jaunich noted that he did distribute a revised version of the proposed ordinance tonight. It does not change the context of the ordinance but rather better describes the action taken at the first reading of it. Motion by Cook, second by Czmowski, to approve second reading and adoption of Ordinance No. 19-794. Motion carried unanimously. 11. APPROVE/DENY SECOND READING AND ADOPTION OF ORDINANCE NO. 19-796- ORDINANCE TO REVISE CHAPTER 90 — RIGHT OF WAY MANAGEMENT John Paulson, Project/Environmental/Regulatory Manager, presented before the Council. Mr. Paulson reminded the Council that the first reading and a public hearing was held at the last Council meeting on this ordinance. This ordinance is being revised in response to a Federal Communications Commission ruling that requires local units of government that want to set aesthetic standards to be adopted and published by April 15, 2019. Motion by Czmowski, second by Christensen, to approve second reading and adoption of Ordinance No. 19-796. Motion carried unanimously. 12. APPROVE/DENY SECOND READING AND ADOPTION OF ORDINANCE NO. 19-798 - ORDINANCE REGULATING SMOKING IN CITY PARKS Matt Jaunich, City Administrator, presented before the Council. The first reading of this ordinance was also held at the last Council meeting. A revised ordinance was distributed this evening with some new suggested language. Mr. Jaunich explained that this can be considered either a second reading of the ordinance that was included in the Council packet or a first reading of the ordinance distributed this evening. Council Member Cook noted that he had been approached by someone asking that the ordinance allow for smokeless tobacco to be used by adults playing in events at VMF Baseball Field and Roberts Park. The proposed ordinance allows for this to occur. Motion by Czmowski, second by Cook, to approve first reading of Ordinance No. 19-798. Council Member Sebesta noted that his recollection was that the ordinance would not allow smoking within 25 feet of any children's activity and not just 25 feet of a playground. Sebesta clarified that even if there is nothing going on in the playground or no children are in the playground that would still be a requirement. It was clarified that the language presented does not allow for smoking at a ballfield nor within 25 feet of a playground. Motion carried unanimously. NEW BUSINESS 13. APPROVE/DENY LEASE AMENDMENT WITH T-MOBILE AT SOUTH PARK WATER TOWER 11 CITY COUNCIL MINUTES March 26, 2019 John Paulson, Project/Environmental/Regulatory Manager, presented before the Council. Mr. Paulson explained that T-Mobile is requesting additional area to install a backup power generator for the cellular equipment they own and operate at the City -owned South Park Water Tower. The proposed changes would be allowed under the existing lease agreement that went into place in May 2000. T-Mobile is requesting an additional 108 square feet of leased space on the ground at this time. Council Member Cook noted that he does have some concerns with the noise aspect related to the generator use. Mr. Paulson noted that those concerns are on radar and T-Mobile is aware that they have to meet all requirements. Motion by Cook, second by Sebesta, to approve lease amendment with T-Mobile at South Park water tower. Motion carried unanimously. 14. APPROVE/DENY FINANCIAL CONTRIBUTION TO MCLEOD COUNTY'S HUTCHINSON NORTHEAST RING ROAD FEASIBILITY STUDY PHASE I Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the McLeod County Highway Department has been considering the administration of a Hutchinson Northeast Ring Road Feasibility Study for several years. County staff has been working with a consultant to prepare a proposal for Phase 1 (traffic origin -destination data gathering/analysis) of a study effort. Similar to the County sharing in the City's traffic origin -destination study five years ago, City staff is recommending that the City contribute $8000 to offset the County's overall investment. Motion by Cook, second by Czmowski, to approve financial contribution to McLeod County's Hutchinson Northeast Ring Road Feasibility Study Phase I. Motion carried unanimously. 15. APPROVE/DENY ACCEPTING LOW BID FOR CAMPGROUND SEWER PROJECT Dolf Moon, PRCE Director, presented before the Council. Mr. Moon explained that bids have been received for the campground sanitary sewer project serving Masonic/West River Park campground. Last Fall it was revealed that eight of the twelve sites have issues with sanitary sewer hookups. Upon further review and inspection, it was determined to be in the City's best interest to pursue replacement of the sanitary sewer. As part of the replacement of the sanitary sewer, an additional two camp sites are planned for the east end of the current roadway. Also, when the sanitary sewer is replaced provision for future expansion of the campground will be provided. Three bids were received and the low bid came in from Juul Contracting in the amount of $65,758.70. Motion by Czmowski, second by Christensen, to accept low bid from Juul Contracting for campground sewer project. Motion carried unanimously. 16. APPROVE/DENY SETTING SPECIAL CITY COUNCIL MEETING ON APRIL 3, 2019, AT 12:00 NOON AT HUTCHINSON EVENT CENTER FOR ENGAGEMENT MEETING WITH THE LEAGUE OF MINNESOTA CITIES CITY COUNCIL MINUTES March 26, 2019 Matt Jaunich, City Administrator, explained that the City is hosting a special meeting with members of the League of Minnesota Cities leadership team to hear more about the current priorities of the League's individual cities and to share some of the things the League and the Insurance Trust have been working on. The meeting will focus on how the League and the Insurance Trust are doing from cities' perspectives directly, whether there are things the League could be doing in addition or differently and what kind of issues communities are facing. Motion by Christensen, second by Cook, to set special City Council meeting for April 3, 2019, at 12:00 noon at Hutchinson Event Center for engagement meeting with the League of Minnesota Cities. Motion carried unanimously. GOVERNANCE (The purpose of this portion of the agenda is to deal with organizational development issues, including policies, performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items.) 17. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) City of Hutchinson Financial Report and Investment Report for February 2019 (b) Public Arts Commission Minutes from February 14, 2019 (c) Snow Removal and Ice Control Report for February 2019 (d) Hutchinson Housing & Redevelopment Authority Board Minutes from February 19, 2019 Council Member Cook commented on the sales tax for water/wastewater. Cook mentioned that the sales tax is really doing what it was designed to do and all the money goes to pay the water/wastewater debt which then frees up money for improvement projects. Cook noted that at times questions are posed about paying the debt off early, however there are limitations to this due to PFA funds being used. In addition the debt is still at a rather high balance and, again, public financing would not allow the City to do so. MISCELLANEOUS 18. STAFF UPDATES Tim Gratke — Wastewater Supervisor — Gratke noted that the City will be receiving a certificate of operational excellence and he gave accolades to wastewater staff. He also noted that salty parameters will be discussed amongst professional staff in the near future. Council Member Cook brought up the concept of an integrated planning discussion that he learned about through the Coalition of Greater Minnesota Cities. Mr. Paulson explained that this is a planning process for integrated planning that may move forward at the state level which in turn may have funding allocated for as a pilot program in some cities. John Paulson — Mr. Paulson noted that the rain barrel program will begin in April. Mr. Paulson provided details on the rain barrel sale. Kent Exner — Mr. Exner spoke about river flows. Exner noted that elevations have subsided a bit and the river flow gauge in Cosmos spiked pretty good in the last day or so which means an ice dam could have let loose or the ditches have opened up. The ice came off the river upstream today. Matt Jaunich — Mr. Jaunich spoke about the LMC Annual Conference being held June 26-28, 2019, in Duluth. 19. COUNCIL/MAYOR UPDATE CITY COUNCIL MINUTES March 26, 2019 Steve Cook - Council Member Cook spoke about the rough shape of Washington Avenue, however he did note that improvements are scheduled in the area in 2021 after the Main Street project. He also noted that he heard the bump outs on Washington Avenue near the alleys may be removed. Mr. Exner noted that there are some drainage issues in the area and he noted that the purpose of those bump outs need to be addressed. Council Member Cook also asked for an update on the Main Street 2020 project and how much has to be decided soon such as local cost decisions, streetscaping plans, etc. Mr. Exner noted that much work has been going on in the background and meetings will be held in April with 90% design being completed in April by MnDOT. The citizen group will be meeting and items will be discussed at the Resource Allocation Committee. Council Member Cook also spoke about a bonding bill for a river plan has been sponsored by the City's legislators and Cook spoke at a committee hearing. Mary Christensen — Council Member Christensen spoke about the turkeys being active in neighborhoods. Mr. Jaunich noted that the police department should be contacted when issues arise and the DNR dictates how many turkeys the City can remove. Gary Forcier — Mayor Forcier noted that Jack Sandberg will be resigning from the Library Board due to relocating to northern Minnesota. ADJOURNMENT Motion by Czmowski, second by Sebesta, to adjourn at 7:20 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator 7