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04-09-2019 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, APRIL 9, 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, Marc Sebora, City Attorney and Kent Exner, City Engineer. (a) Approve the Council agenda and any agenda additions and/or corrections Motion by Christensen, second by Czmowski, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — New Journey UCC (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) 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY John Olson, Public Works Manager, commented that the area's snow plow operators received a lunch bag of goodies along with a poem from an anonymous group of women thanking them for the work they have done this season. (a) Arbor Day Proclamation Mayor Forcier read a Proclamation proclaiming April 26, 2019, as Arbor Day and the month of May 2019 as Arbor Month in the City of Hutchinson. (b) Resolution No. 15022 — Resolution Accepting $60,000 Donation from Burich Foundation of the Minnesota Community Foundation for Purchase of New Zamboni Ice Resurfacer (c) Resolution No. 15027 — Resolution Accepting $3504.00 Donation from Glen Kurth for New Bench at Veterans Memorial Field Motion by Cook, second by Sebesta, to approve Resolution Nos. 15022 and 15027. Motion carried unanimously. 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 Lt. Gifferson approached the Council. Lt. Gifferson noted that he has been asked to provide an update on how the police department is addressing the turkey issues throughout neighborhoods. Lt. Gifferson explained that beginning in 2016 the police department had started receiving complaints of CITY COUNCIL MINUTES April 9, 2019 turkeys in neighborhoods. In 2017, the MN DNR provided the HPD a permit to harvest 10 turkeys. This can be problematic as flocks of turkeys can be up to 30-40. The department has purchased some net guns that will capture the turkeys, however the DNR will not allow relocation of the turkeys, only to harvest them. When the turkeys are captured, they have been given to the local meat markets to be processed and donated to the food shelf. The DNR treats the turkeys as wild birds and therefore the City is only allowed to harvest the amount they have been allowed. One way to help address the number of turkeys is to ask residents not to feed them. Mr. Jaunich noted that one idea is to enact an ordinance that does not allow feeding of wild turkeys, but enforcement can be an issue. The department can approach the DNR this year to see if they could perhaps be allowed to harvest more than ten. 6. APPROVAL OF MINUTES (a) Regular Meeting of March 26, 2019 Motion by Czmowski, second by Cook, to approve the minutes as presented. Motion carried unanimously. CONSENT AGENDA (The items listed for 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 I (a) Consideration for Approval of South Grade Road Traffic Signal Materials (b) Consideration for Approval of Out of State Travel for Kent Exner to Attend American Public Works Association National Conference in Seattle, WA, from September 7 — 11, 2019 (c) Consideration for Approval of Issuing Short -Term Gambling License to Saturday Night Cruisers Car Club (d) Consideration for Approval of Resolution No. 15023 - Resolution Approving State of Minnesota Joint Powers Agreement with the City of Hutchinson on Behalf of its Police Department Regarding the Minnesota Internet Crimes Against Children Task Force (e) Consideration for Approval of Resolution No. 15024 — Resolution Amending the City Flexible Benefit Plan to Designate Sun Life Assurance Company of Canada as Dental Claims Administrator of the Plan (f) Consideration for Approval of Items for 5 h Avenue South Reconstruction Project (Letting No. 1, Project No. 19-01) 1. Resolution No. 15025 - Resolution Declaring Cost to be Assessed and Ordering Preparation of Proposed Assessment 2. Resolution No. 15026 - Resolution for Hearing on Proposed Assessment (g) Consideration for Approval of Resolutions for Department of Education Library Grant 1. Resolution No. 15028 — State Library Construction Grant 2 CITY COUNCIL MINUTES April 9, 2019 2. Resolution No. 15029 — Authorizing Matching Funds for Library Construction Grant From the Minnesota Department of Education 3. Resolution No. 15030 — State Library Construction Grant 4. Resolution No. 15031 — Authorizing Matching Funds for Library Construction From the Minnesota Department of Education (h) Appointments to Boards/Commissions Margaret Hoff to Library Board to April 2021 (i) Claims, Appropriations and Contract Payments — Register A Item 7(g) was pulled for further discussion Motion by Christensen, second by Czmowski, to approve Consent Agenda I with the exception of Item 7(g). Motion carried unanimously. Item 7(g) had further discussion. Council Member Cook asked about the roof improvement. Dan Jochum, Planning/Zoning/Building Director, noted that better pricing was received than anticipated so this is the same work that is included in the capital improvement plan. Motion by Cook, second by Czmowski, to approve Item 7(g). Motion carried unanimously 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B Motion by Cook, second by Czmowski, with Forcier abstaining, to approve Consent Agenda II. 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.) 9. ECONOMIC DEVELOPMENT AUTHORITY 2018 YEAR END REPORT Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt provided an overview of the activities of the EDA for the past year. One of the main drivers and areas of focus is being able to provide a skilled workforce which includes the TigerPath initiative. Mr. Seppelt explained the strategies of TigerPath. Mr. Seppelt also spoke about major projects accomplished in 2018 including Cobblestone Hotel, Hutchinson Enterprise Center, and recruitment of a new company (FireLake Manufacturing). In addition, the Japanese Consul -General visited Hutchinson. Current projects include TigerPath, development of Technology Drive for Uponor, Clinic Site redevelopment and Cenex site redevelopment. 10. DISCUSSION ON EMERALD ASH BORER PROGRAM AND INCREASING FUNDING TO THE TREE MITIGATION FUND Council Member Cook spoke before the Council. Council Member Cook asked if the Council would be willing to designate additional monies to the tree fund to help extend the tree life in the high density areas. Council Member Cook asked if some money could be allocated this year with some areas targeted and next year set aside some more money. This is a way to mix in more tree diversity CITY COUNCIL MINUTES April 9, 2019 in high density areas so when EAB actually arrives in Hutchinson other trees will have already been established. Mr. Jaunich noted that a balance of $446,000 was in the tree mitigation fund at the end of 2018. Mayor Forcier commented that he feels the tree mitigation fund is healthy now and he would like to address the issue later if more money is needed. Each year funds are already allocated to the tree mitigation fund. Council Member Cook noted that 40 trees are outlined to be diversified annually and he asked if more could be added. Mr. Jaunich noted that overall this is a policy decision of the Council. He explained the various funds and their balances. Council Member Cook expressed that he feels the opportunity is now to start allocating funds and not be reactive down the road. He is suggesting to allocate an additional $100,000 to the tree mitigation fund to accelerate a diversification project. John Olson, Public Works Manager, presented before the Council. Mr. Olson spoke about costs associated with removing and replanting all trees if infested with EAB, which is estimated at $1.5 million. He stated that an additional $100,000 would aid in removing and replanting almost triple the amount of trees this year than planned. The Council agreed that they would like to have staff put a plan together to address tree diversification related to impending emerald ash borer with an additional $100,000 allocated this year and bring back to the Council for authorization to proceed. 11. DISCUSSION ON REQUEST FOR PROPOSALS FOR CITY MARKETING AND BRANDING INITIATIVE Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that last January the Council discussed creating a marketing plan for the City. It was suggested that the City start working on a marketing campaign to promote the community and attract more residents and businesses. It was noted that the idea would be to target an audience of families and potential workforce employees that touts Hutchinson's quality of life, job opportunities, quality education, proximity to the Twin Cities, etc. The campaign could include a series of advertisements highlighting different aspects of the community. Staff was asked to put together a Request for Proposals therefore Mr. Jaunich has provided a draft RFP for discussion purposes. In addition, the City logo could use some updating. Council Member Cook expressed that he would like a bit more focus on targeting young families as part of the marketing campaign. Council Member Czmowski noted that he has no issues with going out for an RFP however he expressed that he does not feel people would move to Hutchinson because of an advertisement they see. He feels people move to a community due to economic reasons or family connections or something along those lines. UNFINISHED BUSINESS 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. Mr. Jaunich noted that no changes have been made since the last meeting. Mayor Forcier noted that someone had approached him with some concerns of the prohibited areas at Roberts Park. It was clarified that no smoking would be allowed in the ball field areas, including spectator areas, concession stands and restrooms, and not within 25 feet of playgrounds. 11 CITY COUNCIL MINUTES April 9, 2019 Motion by Czmowski, second by Christensen, to approve second reading and adoption of Ordinance No. 19-798. Motion carried unanimously. NEW BUSINESS 13. APPROVE/DENY ISSUING MASSAGE LICENSE TO KILEY KRUGGEL AT 140 MAIN STREET SOUTH Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that Ms. Kruggel has applied for a massage license to operate a massage facility at Robert Michel's Salon located at 140 Main Street South. Ms. Kruggel has submitted all required documentation. Motion by Czmowski, second by Sebesta, to approve issuing massage license to Kiley Kruggel at 140 Main Street South. Motion carried unanimously. 14. APPROVE/DENY THE ESTABLISHMENT OF THE PLANNING/BUILDING/EDA TECHNICIAN POSITION AND APPROVE RESOLUTION NO. 15020 TO AMEND THE 2019 COMPENSATION PLAN TO REFLECT THE CHANGE TO THE POSITION CLASSIFICATION TABLE Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that staff is requesting that the position of Planning/Building/EDA Technician be established. The request is for a couple of different reasons. One is that the EDA has had a very difficult time finding quality interns and having regular and reliable support staff to allow the EDA to function efficiently and effectively. A strong support staff is needed with the addition of the incubator building, the loan portfolio of the EDA, the EDA's involvement with the Downtown Association and the EDA's involvement with TigerPath. In addition, the Planning/Building Department has struggled with staffing the front desk during busy times since 2017. Both the EDA Director and the Planning Director believe there is a well -qualified individual currently working for the City on a temporary basis and desire to bring that individual on staff regularly. The addition of this position would eliminate the need for two part-time/seasonal positions. A position description has been prepared. The establishment of this position would address staffing needs for both the EDA and the Planning/Building Department and would eliminate the need for the seasonal temporary position of Planning/Building Office Worker and the temporary position of EDA Intern. Staff is requesting that the compensation plan be amended to reflect this change. Motion by Czmowski, second by Christensen, to approve establishing Planning/Building/EDA Technician position and approve Resolution No. 15020. The EDA budget and the Planning/Zoning (general fund) departments would fund the position. This is a 32-hour/week position. Motion carried unanimously. 15. APPROVE/DENY COMPOST TURNER ACQUISITION Andy Kosek, Creekside Manager, presented before the Council. Mr. Kosek explained that the compost fund has budgeted to replace its 2004 compost turner. In January, the Council authorized staff to seek bids. Two eligible bids and one ineligible bid was received. The ineligible bid was submitted erroneously and therefore was not considered. Staff is recommending to purchase a 2017 demo unit, reflecting a savings of $49,498 on the net purchase versus buying a new 2019 unit. This machine is a new style and will require a change in operations with regard to staff having to construct actual windrows versus the current "cell" or "block" type of compost piles that are processed. This new type of processing will be beneficial to Creekside as the shape of the windrows will allow for better run off to the sanitary sewer catch basins and the natural air induction to the CITY COUNCIL MINUTES April 9, 2019 composting materials will increase dramatically decreasing the amount of time needed for the materials to break down and become mature compost. If approved, staff intends to finance the purchase of the machine in the amount of $473,775.00 for seven years with Commerce Bank at an interest rate of 2.99%. Motion by Czmowski, second by Sebesta, to approve compost turner acquisition. Motion carried unanimously. 16. APPROVE/DENY CITY AIRPORT HANGAR AGREEMENT DOCUMENT John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the Airport Commission has reviewed the proposed hangar agreement. Mr. Olson will incorporate some suggested language in Section 2.10 related to ownership that was suggested by Council Member Cook. Mr. Olson explained that tenants must have aircraft insurance which includes coverage to the premises where the aircraft is stored. Additional language will be added to Section 1.1 to gather this information. Mr. Olson addressed questions related to appendices. Motion by Cook, second by Czmowski, to approve City airport hangar agreement document. 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) Public Library Board Minutes from February 25, 2019 b) Hutchinson Utilities Commission Minutes from February 27, 2019 c) Sidewalk Snow Removal Report — January — March 2019 d) Liquor Hutch Quarterly Report MISCELLANEOUS 18. STAFF UPDATES John Olson — Mr. Olson explained that the new street sweeper is in the dealership with final outfitting being done and should be delivered in the next few days or by next week at the latest. Spring sweeping usually begins mid -March to early April, all weather -dependent. It typically takes about three weeks to get the entire city swept. Mr. Olson noted that the stairs and retaining wall behind Tokyo Grill on Hwy 7 West have been removed due to a water main break. There is still access to the trail via the ramp. Kent Exner — Mr. Exner commented on the competitive bids received for the 5 h Avenue South reconstruction project. Matt Jaunich — Mr. Jaunich reminded the Council that the Sustainability Board has officially been formed and the City is seeking interested persons. The LMC Annual Conference is being held the end of June in Duluth. He has sent communication to state legislators regarding local government aid and the age of 21 on tobacco/vaping. He provided an update on the LMC Engagement Meeting held last week at the Event Center. 19. COUNCIL/MAYOR UPDATE CITY COUNCIL MINUTES April 9, 2019 Steve Cook — Council Member Cook noted that he hopes a marketing campaign would stress the quality of life in Hutchinson along with the jobs that are available. Council Member Cook also spoke about a transportation meeting he attended on the 212 project. It was encouraged that someone from the City of Hutchinson attend the Fly -In in Washington D.C. that is sponsored by the Transportation Alliance. He is willing and able to do that if no other council member is interested. Mary Christensen — Council Member Christensen noted that a resident had approached her about concerns he had with the ATV ordinance. Marc Sebora, City Attorney, provided an update to the Council on ATV regulations. It was clarified that only Class II ATVs can be driven on city streets. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 7:40 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator 7