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07-23-2019 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, JULY 23, 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, and Mary Christensen. Member absent was Dave Sebesta. 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 Matt Jaunich asked that Items 4(a) and 7(c) be removed from the agenda. Motion by Czmowski, second by Christensen, to approve the agenda with the changes noted. Motion carried unanimously. 2. INVOCATION — None (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 (b) Resolution No. 15081 — Accepting Donation from Little Crow Archery Club for Funds and Labor to Improve Target Frames and Targets Motion by Czmowski, second by Cook, to approve Resolution No. 15 08 1. 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) Workshop of July 9, 2019 (b) Regular Meeting of July 9, 2019 Motion by Christensen, second by Cook, to approve minutes as presented. Motion carried unanimously. CITY COUNCIL MINUTES July 23, 2019 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 (a) Consideration for Approval of Reaffirmation of City of Hutchinson Data Practices Policies (b) Consideration for Approval of Pavement RePlay Second Application (e) Considet ,tio f r Appt!eval f Centt fy Avenue gar tet! Main Reeenfi- (d) Consideration for Approval of 2019 Lift Station Improvements Construction (e) Consideration for Approval of Letter of Support for McLeod County Dakota Rail Trail Project (f) Consideration for Approval of Temporary Permit to Construct for Governmental Entities - TH15/Main Street Reconstruction Project (g) Consideration for Approval of Out of State Travel Request for Kent Exner to Attend the 2019 National Local Technical Assistance Program (LTAP) Conference in Stowe, Vermont from August 11-15, 2019 (h) Consideration for Approval of Out of State Travel Request for City Administrator Matt Jaunich to Attend the 2019 ICMA Annual Conference in Nashville, Tennessee from October 20-23, 2019 (i) Consideration for Approval of Resolution No. 15078 - Resolution Approving Preliminary and Final Plat for Coop Subdivision with Favorable Planning Commission Recommendation 0) Consideration for Approval of Resolution No. 15080 - Resolution Approving Small Cities Development Program Rental Rehab Program (Southdale Apartments Project) (k) Consideration for Approval of Acceptance of Body Worn Camera Audit (1) Claims, Appropriations and Contract Payments Items 7(e), 70) and 7(k) were pulled for separate action. Motion by Czmowski, second by Christensen, to approve consent agenda with the exception of the items noted. Motion carried unanimously. Item 7(e) had further discussion. Council Member Cook noted some concerns with the application that McLeod County is proposing to submit. His concerns centered around the application saying that this section of trail will be paved, but no paving is included with no indication of when paving would be done. Also, the application talks about continuing the trail to Hutchinson in a later phase, but at a recent workshop the possibility of not doing that was discussed. Cook is concerned about the impact on the Legacy program and accountability of the grant agency by not following through on what was included in the master plan that was originally submitted by the County. That helped the trail get its regional designation that makes it eligible for Legacy funds. 2 CITY COUNCIL MINUTES July 23, 2019 Motion by Cook to reject Item 7(e). Kent Exner, City Engineer, explained that the proposed letter was drafted by County staff and requested to put for the before the Council for their consideration. Second by Czmowski. Cook noted that he wants to see the project proceed, just not the plan that is being presented. Motion carried unanimously. Item 70) had further discussion. Matt Jaunich noted that there was a typographical error in Resolution No. 15080 that has been corrected. Motion by Czmowski, second by Christensen, to approve Item 70) with the error corrected in Resolution No. 15080. Motion carried unanimously. Item 7(k) had further discussion. Council Member Cook noted that there were some discrepancies noted in the audit and he felt that that should be mentioned. Hutchinson Police Procedure "Mobile Video Recorders" has been updated to address and correct these discrepancies. Police Chief Tom Gifferson presented before the Council to address the discrepancies identified and to speak about the body camera program. Council Member Christensen asked Chief Gifferson to provide an update on the hands -free technology law that goes into effect August 1, 2019. Chief Gifferson explained that the hands -free law prohibits any hand-held devices being held or used while a motor vehicle is being operated. Motion by Cook, second by Czmowski, to approve Item 7(k). Motion carried unanimously PUBLIC HEARINGS — 6:00 P.M. 8. ASSESSMENT HEARING AND PROJECT AWARD FOR SOUTH GRADE ROAD CORRIDOR IMPROVEMENTS PROJECT (LETTING NO. 2, PROJECT NO. 19-02) (a) Resolution No. 15082 — Resolution Adopting Assessment (b) Resolution No. 15083 — Resolution Accepting Bid and Awarding Contract Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that two bids were received with the low bid coming in from R&R Excavating with a bid that was approximately 22% higher than the engineer's estimate. City staff has had conversations with area contractors and believe that this price is reflective of the current bidding environment along with the specialty/piecemeal types of work involved. Funds for this project will come partially from state aid dollars and grant funds. In addition, the pavement management program will not be conducted next year which will see some cost savings for 2020. Total bonding for 2019 projects will be right around $2,000,000, which is slightly higher than the $1.9 million target, however staff is not concerned because of the scaleback of projects for next year. Mr. Exner distributed a written recap of the project as described by SRF Consulting. Kelli Pearce, owner of Anytime Fitness located on South Grade Road, presented before the Council. Ms. Pearce asked the start date of the project. Mr. Exner explained that the proposed start date is August 26, 2019. Mr. Exner noted that staff will be meeting with business owners and property owners prior to any work beginning. Motion by Cook, second by Czmowski, to close public hearing. Motion carried unanimously. Council Member Cook expressed his concerns of the proximity of the mini -roundabout located to the traffic signal on Hwy 15 South and stacking/backup issues that might concern. Leif Garnass, SRF Consulting Group, presented before the Council. Mr. Garnass explained that he and his group do not see any additional stacking issues with the mini -roundabout compared to a standard intersection. Mr. Exner expressed that he does not foresee any major increased traffic projections in this area. Both Mr. Garnass and Mr. Exner spoke about the improved configuration of the South Grade Road corridor that has been developed as part of the mini -roundabout installation. Council Member Cook CITY COUNCIL MINUTES July 23, 2019 asked if other ideas had been considered such as a roundabout at Hwy 15/South Grade Road or South Grade Road/Harrington Street with a right turn only out of the service road by Cash Wise onto South Grade Road. Mr. Exner noted that Mn/DOT would be a long ways away from considering a roundabout at Hwy 15/South Grade Road. Mr. Exner noted that a roundabout at South Grade Road/Harrington Street and a right turn only out of the service road at Cash Wise were considered, however the proposal before the Council was arrived at as the best solution related to safety, traffic flow and risk factors. Mr. Garnass noted he is comfortable with the design and the proposal. Todd Broadwell from Mn/DOT presented before the Council. Mr. Broadwell noted that Mn/DOT did review the Hwy 15/South Grade Road intersection and how the proposed mini -roundabout installation might impact the intersection. Mr. Broadwell noted that Mn/DOT is comfortable with the proposal. Motion by Czmowski, second by Christensen, to approve Resolution Nos. 15082 and 15083. Council Member Cook asked about the dual assessment to Cash Wise/Coborn's on the assessment roll. Mr. Exner noted that is only for mailing purposes so that the corporate office and the local store both receive assessment notice information. Motion carried unanimously. 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 9. APPROVE/DENY PARKS MASTER PLAN Gabrielle Grinde, HKG, Inc., presented before the Council. Ms. Grinde spoke of the engagement process used since August 1, 2018, to receive information and feedback on the City's Parks and Recreation system. Public input was gathered at the McLeod County Fair, PRCE website, Fall online survey, social pinpoint, stakeholder meetings, public open house, youth and senior outreach and a Spring online survey. The consultant and staff then met with the PRCE Board and the City Council to receive input for a total of six times. Ms. Grinde provided an overview of the Master Plan which includes chapters on the System Overview; Park System Inventory; Needs Assessment: Issues, Opportunities and Constraints; Vision Plan & System Recommendations; Action Plan & Implementation Strategies. Ms. Grinde explained that the City and the Council should continue to keep engaging the community, continue to review priorities and use the implementation chapter of the Plan. Dolf Moon, PRCE Director, noted that the Plan will be posted on the City's web site and printed copies will be available at City Center, the library and the school district. Mr. Moon stressed the strong input received from the public and various groups. Motion by Cook, second by Czmowski, to approve Parks Master Plan. Motion carried unanimously. 10. APPROVE/DENY ORDINANCE NO. 19-802 — AN ORDINANCE TO REZONE PROPERTY AT 477 AND 479 HWY 7 EAST FROM R-2 (MEDIUM DENSITY RESIDENTIAL) TO I-1 (LIGHT 11 CITY COUNCIL MINUTES July 23, 2019 INDUSTRIAL PARK) AS REQUESTED BY DALADO, LLC, PROPERTY WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (FIRST READING) Dan Jochum, Planning Director, presented before the Council. Mr. Jochum explained that the plat for this property was approved earlier on the agenda, however this item is to rezone the area to allow the entire parcel to have consistent zoning. This subject land is adjoining property owned by the same property owner that is zoned I-1 and is used as an industrial/manufacturing use. The property is currently zoned as R-2. Motion by Czmowski, second by Christensen, to approve first reading of Ordinance No. 19-802. 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.) 11. APPROVE/DENY REVISIONS TO CITY'S CELL PHONE USE POLICY Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that with the hands -free law that goes into effect August 1, 2019, the City has updated its cell phone use policy to address the new law. Motion by Czmowski, second by Cook, to approve revisions to City's Cell Phone Use Policy. Motion carried unanimously. 12. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS a) Library Board Minutes from May 20, 2019 b) Hutchinson Housing & Redevelopment Authority Board Minutes from June 18, 2019 c) City of Hutchinson Financial Report and Investment Report for June 2019 d) Planning Commission Minutes from June 18, 2019 MISCELLANEOUS 13. STAFF UPDATES Tom Gifferson — Chief Gifferson noted that the Hutchinson Police Department now has a Facebook page. Kent Exner — Mr. Exner noted that mosquito control will be extended until August 21, 2019. The counts are up and there is a healthy reserve to allow for extra applications. Mr. Exner also noted that another round of building inspections will be completed at the properties along TH 15/1\4ain Street in relation to the improvement project. Matt Jaunich — Mr. Jaunich noted that budget submissions are coming do so if Council Members would like to see anything included they should let him know. Mr. Jaunich noted that he and Council Member Cook are on the Blandin Leadership Planning Group and they are starting the recruitment process. He is also working on finalizing the RFPs for the marketing/branding campaign for the City and will be meeting with some firms to review their proposals. The citizen survey has been mailed out and he encouraged residents to complete it and return it. 14. COUNCIL/MAYOR UPDATE CITY COUNCIL MINUTES July 23, 2019 ADJOURNMENT Motion by Cook, second by Christensen, to adjourn at 6:45 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Matthew Jaunich Mayor City Administrator