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07-09-2019 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, JULY 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 Sebesta, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Maranatha House of Prayer (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 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 Morgan Baum, 925 2nd Avenue SW, presented before the Council. Ms. Baum spoke of the RiverSong Music Festival that is being held this weekend in Hutchinson at Masonic West River/Riverside Park. The festival runs on Friday and Saturday. Ms. Baum spoke of the activities included as part of the festival for children in addition to all of the musical productions. Police Chief Tom Gifferson introduced two new police officers — Jose Villarreal and Madisen Douvier. Both officers have been employed with the City of Hutchinson for some time as hospital security officers but started as police officers officially July 1, 2019. 6. APPROVAL OF MINUTES (a) Workshop of June 25, 2019 (b) Regular Meeting of June 25, 2019 Motion by Czmowski, second by Cook, to approve the minutes as presented. Motion carried unanimously. CONSENT AGENDA CITY CO UNCIL MINUTES July 9, 2019 (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 (a) Consideration for Approval of Issuing Short -Term Gambling License to Hutchinson Fire Department Relief Association on September 7, 2019 (b) Consideration for Approval of Items for South Grade Road Corridor Improvements Project — Letting No. 2, Project No. 19-02 1. Resolution No. 15075 - Resolution Declaring Cost to be Assessed and Ordering Preparation of Proposed Assessment 2. Resolution No. 15076 - Resolution for Hearing on Proposed Assessment (c) Consideration for Approval of Resolution No. 15077 — Resolution Rejecting Bid and Ordering Re -Advertisement for Bids — Letting No. 9, Project No. 19-10 (Water Treatment Plant Reverse Osmosis Membrane Elements Project (d) Appointment of Mark Lansink to Parks/Recreation/Community Education Board to August 2022 (e) Claims, Appropriations and Contract Payments Items 7(b) and 7(c) were pulled for separate discussion Motion by Christensen, second by Cook, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(b) had further discussion. Council Member Cook noted that the bid amount on this project came in almost $400,000 higher than the estimate and he was wondering how that falls into the bonding plan. Council Member Cook also noted that when he was in Washington D.C. he met an engineer with Stonebrooke who conducted a study on the signal lights on Hwy 15 near the proposed roundabout and some of the concerns they had with stacking issues. He inquired as to what the Council feels about the project. Kent Exner, City Engineer, noted that the high bid is what other entities are seeing, especially communities to the east of Hutchinson. This is mainly due to contractors being busy and not having enough labor, along with high oil costs. Mr. Exner noted that the Resource Allocation Committee is meeting tomorrow and will discuss scheduled projects. Mr. Exner also noted that he has met with the Finance Director and they are beginning to work on ways to address the higher than estimated amount. Mr. Exner did remind the Council of the federal funds that are associated with the project. Council Member Cook asked if bidding this late in the year has anything to do with the high bid amount and if a more favorable bid would be received early on in the season. Mr. Exner noted that with the Main Street project scheduled in 2020 this project should not be part of that construction season. Council Member Cook noted that an option would be to keep the intersection as is with some other minor improvements along with installation of a new trail. Mr. Exner expressed that he does not feel the engineer with Stonebrooke had a right to an opinion on the roundabout as their firm was hired to simply do a study on the traffic signal in correlation with MnDOT. Council Member Cook expressed his concerns with the roundabout during busy times of the day and how it effects stacking at the Hwy 15/South Grade Road traffic signal. Mr. Exner noted that he feels this project has been reviewed and studied thoroughly by city staff, Mn/DOT staff and SRF Consulting and he stands behind the work that has been done and the design that has been developed. Council Member Cook asked if some of the staff from MnDOT or SRF Consulting that worked on the project could come in and present on the project to provide more information. Motion by Czmowski, second by Forcier, to approve Item 7(b). Roll call vote was taken: Christensen — aye; Sebesta — aye; Cook — nay; Czmowski — aye; Forcier — aye. Motion carried 4 2 CITY CO UNCIL MINUTES July 9, 2019 to 1. Item 7(c) had further discussion. Council Member Cook asked what was included in Addendum 41. Kent Exner explained that Addendum 41 included a questionnaire that the bidder had to complete as part of the bidding process. Motion by Cook, second by Czmowski, to approve Item 7(c). 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.) UNFINISHED BUSINESS NEW BUSINESS SUMMARY REVIEW AND APPROVE/DENY 2018 AUDITED COMPREHENSIVE ANNUAL FINANCIAL REPORT Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that annually the City's auditor provides a review of the audited comprehensive annual financial report. Mr. Reid introduced representatives from the City's auditing firm, Layne Kockelman and Andy Berg, who provided detailed information on the report at a workshop held prior to the Council meeting. Layne Kockelman, Abdo Eick & Meyers, presented a summary review of the City's 2018 audited comprehensive annual financial report. Mr. Kockelman explained that the audit opinion is unmodified or "clean" with no findings. The City has received an award certificate which it has received every year since 1996. Motion by Christensen, second by Sebesta, to approve the 2018 comprehensive annual financial report. Motion carried unanimously. 9. APPROVE/DENY DITCH AERATION PROJECT Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that this project was included in the 2019 CIP and is an oxidation ditch project. This project improves how oxygen is fed to one of the City's old ditches. The project includes equipment, construction contract and construction related services. If approved to proceed, the project would take place in November - December 2019. Council Member Cook spoke of the benefits of BFDs and asked if those could be implemented. Tim Gratke, Wastewater Supervisor, spoke of the design of the project and how it was arrived at. Motion by Czmowski, second by Sebesta, to approve ditch aeration project. Motion carried unanimously. CITY CO UNCIL MINUTES July 9, 2019 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.) 10. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS a) Hutchinson Utilities Commission Minutes from May 29, 2019 b) Economic Development Authority Board Minutes from April 24 and May 21, 2019 c) Tall Grass/Noxious Weed Report for May and June 2019 d) Liquor Hutch Quarterly Report MISCELLANEOUS 11. STAFF UPDATES Kent Exner — Mr. Exner noted that a mosquito control barrier treatment will be held prior to RiverSong this weekend. Effectiveness of treatments has been favorable and treatments will continue into the second week in August. Mr. Exner also provided an update on the 5 h Avenue improvement project. Matt Jaunich — Mr. Jaunich spoke about the preliminary budget work and CIP work being done so he encouraged Council Members to contact him with anything they would like included. 12. COUNCIL/MAYOR UPDATE Mary Christensen — Council Member Christensen noted that she has received comments from concerned citizens about City landscapers working on medians and their visibility. Dave Sebesta — Council Member Sebesta noted that he has seen parents allowing children to wade in the pond in Linden Park and he encouraged people not to do that as it is not safe. Steve Cook — Council Member Cook spoke about $4000/unit for the planters being proposed for the streetscape on the Main Street/Hwy 15 project. Kent Exner noted that this will need more discussion with the citizen advisory group. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 6:30 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator 11