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05-28-2019 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MAY 28, 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 Czmowski, second by Sebesta, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — A moment of silence was held in lieu of an invocation (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 (a) Resolution No. 15064 — Resolution Accepting $50.00 Donation from Bruce and Gladys Lickfelt to the Hutchinson Police Department Towards the Law Enforcement Memorial Park Fund Motion by Cook, second by Christensen, to approve Resolution No. 15064. 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 6. APPROVAL OF MINUTES (a) Regular Meeting of May 14, 2019 (b) Workshop of May 14, 2019 Motion by Christensen, second by Sebesta, to approve 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.) CITY CO UNCIL MINUTES May 28, 2019 7. APPROVAL OF CONSENT AGENDA I (a) Consideration for Approval of Non -Waiver of Tort Liability Limits for General Liability (b) Consideration for Approval of Shady Ridge and Delaware Lift Stations Control Panel Equipment Procurement (c) Consideration for Approval of Resolution No. 15060 — Resolution to Sell at Auction Surplus Property (Police Department Vehicles) (d) Consideration for Approval of Resolution No. 15062 — South Grade Road SW Parking Restrictions (e) Consideration for Approval of Resolution No. 15063 — Resolution to Sell at Auction Surplus Property (Dodge Dakota) (f) Board Appointment/Reappointment 1. Todd Brandel to Police Commission to May 2022 2. Jared Golde to Pioneerland Library System (g) Claims, Appropriations and Contract Payments Item 7(d) was pulled for separate discussion. Motion by Czmowski, second by Sebesta, to approve consent agenda with the exception of the item noted above. Motion carried unanimously. Item 7(d) had further discussion. Council Member Cook asked why this resolution is before the Council as nothing is changing with the parking requirements. Kent Exner, City Engineer, explained that when state aid funds are being used for a project there must be parking restrictions in place. Because this project is using state aid funds, the state is requiring the restrictions as part of the project approval process. The City cannot change these restrictions according to the state's rules. Council Member Cook asked how the City can make changes in the future if so desired. Mr. Exner explained that any changes would be made during the design phase of a project. Motion by Cook, second by Christensen, to approve Item 7(d). 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. REVIEW OF CITY WATER -WASTEWATER STUDY RATE STRUCTURE RECOMMENDATION Kent Exner, City Engineer, presented before the Council. Mr. Exner introduced Karen Cavett of SEH, the consultant who conducted an evaluation of the City's water and wastewater rates. Ms. Cavett provided background information on the water/sewer rates including historical water demand or gallons/day, projected population growth, projected commercial and industrial growth and water usage amongst single families, multi -families, commercial and industrial accounts. Ms. Cavett also 2 CITY CO UNCIL MINUTES May 28, 2019 reviewed the goals of the evaluation, which include to promote water conservation, comply with state mandated requirements, provide fair and equitable rates and generate sufficient revenue stability. Ms. Cavett also reviewed the existing water rate structure, water conservation rate structures and the existing sewer rate structure. SEH's recommendation is to use an increasing block rate structure. This structure is based on cost per gallon increases within specified blocks or volumes and the rates should increase a minimum of 25% between the blocks. In addition, the recommendation is to have a base charge (fixed costs). These are expenses that occur independent of flow such as debt principal and interest payments, insurance, overhead, administration costs and laboratory testing. The recommendation is to also have a usage charge (variable costs). These are expenses that vary directly with the volume of flow such as flows and loadings, chemicals, power, water and hauling of biosolids. SEH is recommending to add two more classifications to the rate structure which are Res -Mobil Home and Res -Mixed. SEH's recommendation for residential users is as follows: single family connection = base charge + $/1000 gallons; multi -family connections = base charge (0.65 x Units) + $/1000 gallons. SEH's recommendation for commercial and industrial is: base charge (equivalent meter size/actual usage per meter) + $/1000 gallons. Ms. Cavett reviewed the current sewer rate structure in which the usage charge is based on January and February water usage. SEH's recommendation is for the sewer usage charge to be based on monthly water use. This will encourage water conservation, capture metered flow sent to the wastewater system, allow installation of irrigation meters for watering lawns/gardens/filling pools, etc. and has the same usage tiers as water. Cook asked for graphics on sewer monthly flows. Council Member Cook noted some uncomfortableness he had with the metered rates. Ms. Cavett noted she could put data together with true rates to see how various users would be impacted with new rates. Council Member Cook noted that when the sales tax was put in place, it was noted that the City wouldn't have any rate increases and the City doesn't necessarily know what can be handed down. Council Member Cook noted that currently the sewer fund has a $6 million balance and it is forecasted to be at $9 million in 2028. UNFINISHED BUSINESS 9. APPROVE/DENY 2019 ASH TREE REMOVAL -REPLACEMENT PROJECT John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that staff is proposing removal and replacement of 113 ash trees in 2019 pursuant to Council direction given at the April 9, 2019, Council meeting. Mr. Olson commented that several of the trees identified are adjacent to or on city -owned property. This was deemed necessary given the relatively short time frame given to complete this project. The proposed project is to remove and replace 72 boulevard trees, 25 park trees, 2 private trees, and 14 trees pending response. Trees pending responses are boulevard trees in the Church Street SW/Merrill Street SW neighborhood. The total project cost is $139,996. Council Member Cook asked that this project not be done at this time and that staff just do the normal/scheduled tree removal/replacement work and then develop a plan over next winter and focus a bit more on residential neighborhoods instead of group cutting on Michigan, Adams, Linden and Oddfellows. It was suggested that Council Member Cook work on this project with staff. Motion by Cook, second by Christensen, to deny 2019 ash tree removal -replacement project and have staff just work on normal/scheduled removal/replacement for the season. 10. APROVE/DENY SECOND READING AND ADOPTION OF ORDINANCE NO. 19-800 — GRANTING A FRANCHISE TO HTI/TDK AND UPONOR TO ERECT COMMERCIAL SIGNAGE IN THE CITY RIGHT-OF-WAY OF TECHNOLOGY DRIVE NE Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that at the last Council meeting the Council had its first reading of this ordinance granting a franchise to HTUTDK and Uponor to erect a commercial sign in right of way. No changes have been made to the franchise agreement since the last meeting. CITY CO UNCIL MINUTES May 28, 2019 Motion by Cook, second by Czmowski, to approve second reading and adoption of Ordinance No. 19-800. Motion carried unanimously. NEW BUSINESS 11. APPROVE/DENY WAIVING VMF FIELD RENTAL FEES FOR THE HUTCHINSON HUSKIES TO HOST THE REGION 12C 2019 TOURNAMENT FROM JULY 31 — AUGUST 11, 2019 Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that the Hutchinson Huskies Amateur Baseball Club is requesting to the Council that the field rental rates at VMF Field for a tournament they will be hosting be waived. These rates include day game field rental, night game field rental and 15% of concession sales. Staff is not recommending that the fees be waived due to the variety of clubs that rent various facilities for various tournaments. Mr. Jaunich noted that as it relates to VMF Park, staff can recall the City waiving fees only three times in the last 30 years and that was for the occurrences of when the City hosted the State Amateur Baseball Tournament. Motion by Cook, second by Czmowski, to deny waiving VMF Field rental fees for the Region 12C 2019 tournament. Council Member Sebesta asked what the fees are that are requesting to be waived. Mr. Jaunich explained that staff estimates that the total value of the request is $2000-$2500. Roll call vote was taken: Christensen — aye; Sebesta — nay; Cook — aye; Czmowski — aye; Forcier — aye. Motion carried 4 to 1. 12. APPROVE/DENY PURCHASE OF ZAMBONI ICE RESURFACER Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that the 2000 Zamboni ice resurfacer was scheduled to be replaced in 2021 with funding from the City's fleet fund. The I.J. Burich Foundation recently donated $60,000 toward the purchase of a new ice resurfacer with the understanding that it be put into service in early 2020. The City is a member of Sourcewell which is a government cooperative that works with manufacturers and vendors to create bidding and contract documents. The Sourcewell price of a replacement Zamboni is $141,791. The lead time for delivery of a new machine is estimated at 6-8 months. Motion by Czmowski, second by Christensen, to approve purchasing Zamboni ice resurfacer. Motion carried unanimously. 13. APPROVE/DENY FIRST READING OF ORDINANCE NO. 19-801 - AN ORDINANCE SUSPENDING ENFORCEMENT OF SECTION 92.018 OF THE CITY CODE PERTAINING TO HOURS OF CONSTRUCTION DURING THE 5TH AVENUE SOUTH RECONSTRUCTION PROJECT Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that City staff recently received a request from the general contractor for the City's 5 h Avenue reconstruction project to revise the City's noise ordinance requirements, specifically revising the Saturday 9:00 a.m. start time 11 CITY CO UNCIL MINUTES May 28, 2019 revised to 7:00 a.m. similar to weekdays, for all weekends this summer/fall. This project is scheduled to be completed by September 27, 2019. Council Member Cook asked that the neighbors be notified of these altered hours for the project. Motion by Czmowski, second by Christensen, to approve first reading of Ordinance No. 19-801. Motion carried unanimously. 14. APPROVE/DENY SETTING COUNCIL WORKSHOP WITH HRA BOARD ON JUNE 11, 2019, AT 4:00 P.M. Motion by Christensen, second by Sebesta, to set Council workshop with HRA Board for June 11, 2019, at 4:00 p.m. Council Member Cook asked if a workshop could be held with SRF/MnDOT to talk about the South Grade Road roundabout and potential issues that could be related to traffic and stacking at the traffic light. He feels a workshop should be held sooner than later as this project is proceeding. He noted there are very busy times of day that he could see significant issues. He would like to have a discussion about this with those who conducted the analysis. Mayor Forcier noted that there were concerns about traffic issues when the drive thru was proposed at MidCountry Bank as well and there have been no issues. Council Member Cook expressed that perhaps there might not be adequate room for traffic when it is stopped up at the intersection of Hwy 15/South Grade Road. Council Member Czmowski does not feel a workshop is needed but perhaps the representatives could be invited to present at a Council meeting. Motion carried unanimously. 15. APPROVE/DENY SETTING COUNCIL WORKSHOP ON JULY 9, 2019, AT 4:30 P.M. TO REVIEW 2019 AUDIT REPORT Motion by Czmowski, second by Forcier, to set Council workshop for July 9, 2019, at 4:30 p.m. to review 2019 audit report. 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.) 16. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) City of Hutchinson Financial Report and Investment Report for April 2019 (b) Hutchinson Housing & Redevelopment Authority Board Minutes from April 16, 2019 (c) Library Board Minutes from March 25 and April 22, 2019 (d) Hutchinson Utilities Commission Minutes from March 27, 2019 MISCELLANEOUS 17. STAFF UPDATES Matt Jaunich — Mr. Jaunich noted that Senator Klobuchar's staff will be in Hutchinson tomorrow at 10:00 a.m. in the Council Chambers to have a roundtable discussion on the opioid epidemic. A Blandin Foundation kickoff meeting is being held on June 5, 2019. If any Council Members are interested in attending they should let Matt know. CITY CO UNCIL MINUTES May 28, 2019 18. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook noted that Jared Golde, Library Board Member, has requested that the Library Board meet with the Council to have a discussion on the Council's expectations of the Library Board. Matt Jaunich stated he could put together a communication to the Library Board on behalf of the Council on what the board's expectations are. If the Library Board would still like to meet with the Council, a meeting will then be held. ADJOURNMENT Motion by Christensen, second by Czmowski, to adjourn at 7:25 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator