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11-12-2019 CCMHUTCHINSON CITY COUNCIL MEETING MEETINGS TUESDAY, NOVEMBER 12, 2019 CITY CENTER — COUNCIL CHAMBERS (The City Council is provided background information fog° agenda iten2s in advance by city staff, committees and boards. Many decisions regarding agenda iten2s are based upon this information as well as: City policy and practices, inputfiron2 constituents, and other questions or information that has not yet been presented or discussed regarding an agenda iten2.) 1. CALL MEETING TO ORDER — 5:30 P.M. Mayor Gary Forcier called the meeting to order. Members present were Steve Cook, Chad Czmowski, Mary Christensen and 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 Motion by Christensen, second by Czmowski, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Hope Family Church (The invocation is a voluntary expression of the private citizen, to andfor the City Council, and is not intended to affiliate the City Council with, or express the City Council's preferencefor, any religious/spiritual organization. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Council or staff) 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 15113 — Resolution Accepting $20,000 Donation from VFW for the Reconstruction/Upgrade of a New Alleyway (Alley 440) Adjacent to the VFW Matt Jaunich, City Administrator, explained that this alley project has not been approved, however the VFW would still like the Council to accept the donation and if the alley project does not move forward, the donation will be returned to the VFW and perhaps the funds will go towards another use. Motion by Czmowski, second by Cook, to approve Resolution No. 15113. Motion carried unanimously. (b) Proclamation — Aviation Month Mayor Forcier read a Proclamation proclaiming November as General Aviation Appreciation Month. PUBLIC COMMENTS (This is an opportunity fog° 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 5 minutes. Individuals wishing to speakfor more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, but please refrain fi on2 personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL Ricardo Arbuckle, 515 Lakeview Lane SW, presented before the Council. Mr. Arbuckle spoke of the CITY COUNCIL MINUTES November 12, 2019 No Parking signs in place on Lakeview Lane. Mr. Arbuckle explained that there are 19 residents on Lakeview Lane of which Mr. Arbuckle stated that he spoke with 18 residents who would like the No Parking signs removed, including one resident on School Road whose property abuts Lakeview Lane. Mr. Arbuckle, on behalf of the Lakeview Lane residents, asked that the No Parking signs be removed. Mr. Jaunich explained that the last time this request came before the Council for another street, the residents on the street making the request signed a petition and it was presented to the Council. Mr. Arbuckle will follow that same procedure. 6. APPROVAL OF MINUTES (a) Regular Meeting of October 22, 2019 Motion by Czmowski, second by Sebesta, to approve minutes as presented. Motion carried unanimously. CONSENT AGENDA (The iten2s 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 iten2s are not discussed) 7. APPROVAL OF CONSENT AGENDA I (a) Consideration for Approval of Resolution 15112 — Resolution Establishing Location for Traffic Control Devices (Handicap Parking Stalls) (b) Consideration for Approval of Improvement Project Change Order No. 5 — Letting No. 2, Project No. 19-02 (South Grade Road Corridor Improvements) (c) Consideration for Approval of Issuing Short -Term Gambling License to Crow River Cutters from December 1 - 16, 2019, at Main Street Sports Bar (d) Appointment of Matt Bielke to Police Civil Service Commission to May 2021 (e) Consideration for Approval of Street Closure for Small Business Saturday Event on November 30, 2019 (f) Consideration for Approval of Revised Resolution No. 15037 (Replacing Doc. A440012 & Doc. A442075) — Resolution Approving a Site Plan, Conditional Use Permit, Preliminary and Final Plat of Prince of Peace Section Addition, Vacation of Easement and Vacation of Alley in Block 31 in South Half of Hutchinson to Construct an Addition to Prince of Peace Senior Apartments (g) Claims, Appropriations and Contract Payments Item 7(a) was pulled for separate discussion. Motion by Czmowski, second by Christensen, to approve consent agenda with the exception of Item 7(a). Motion carried unanimously. Item 7(a) — Council Member Cook questioned placing the handicap parking stall on Is' Avenue NW and Franklin Street NW at 85 — Is'Avenue NW. He suggested putting a handicap parking stall in the property owner's private lot instead of on the street. Or he suggested moving one on 2 CITY COUNCIL MINUTES November 12, 2019 the north side of V Avenue NE by the sculpture stroll piece. With regard to the handicap parking stalls on Washington Avenue in front of State Theater, he questioned moving the one on the west side across the alley because of the narrowing of the road in that area. Kent Exner noted that staff is responding to requests made by property owners in these areas and felt that these two requests had merit. Motion bey Cook, second by Christensen, to move the handicap parking stall from the northeast side of 1 Avenue NE to 1 Avenue NW, and leave the Washington Avenue stalls as requested. 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 coniniunications f on2 other entities.) 8. HUTCHINSON PUBLIC LIBRARY ANNUAL UPDATE Katy Hiltner, Head Librarian, presented before the Council. Ms. Hiltner provided an annual update to the Council on the past year's usage, programs, and outreach. Ms. Hiltner spoke about the library's budget, estimated income, estimated expenditures and facility upgrades. Ms. Hiltner introduced Rachelle Golde, youth services librarian. Ms. Golde provided an overview of the activities within the youth services area including usage, programs, collections, new ideas, grants and clubs. 9. REVIEW OF WASTEWATER TRATMENT FACILITY FLUSHABLE WIPES ISSUE AND RECENT CITY STAFF EFFORTS Kent Exner, City Engineer, noted that there have been several issues over the years related to flushable wipes and other similar items blocking/plugging a variety of locations within the City's wastewater collection and treatment systems. Tim Gratke, Water/Wastewater Manager, presented before the Council. Mr. Gratke provided a presentation on continued operational challenges related to wipes, equipment limitations and regulations. Mr. Gratke spoke of a force main pipe from the HATS lift station that became inoperable in 2015 due to a giant rag ball caught in a plug valve at the treatment plant. The facility had to undergo a $250,000 pipe rerouting project in order to be able to remove and replace the plugged valve. This rag ball consisted mainly of shredded flushable wipe material. Another project to install a solid material grinder at the influent pipe of the HATS lift station costing over $50,000 was initiated to prevent this from happening again. Mr. Gratke informed listeners that if it doesn't come out of your body or isn't toilet paper, it doesn't get flushed down the drain and into the sewer system. Items included not to flush are baby wipes, cleaning wipes, condoms, disposable diapers, facial wipes, grease, hair, medications, sanitary pads, tampons/applicators and trash, including dental floss or cotton swabs. Mr. Gratke also spoke of a pump that was replaced in 2018 due to an impeller ragged so tight with flushable wipes, plastic material and an article of clothing. These items could not be removed from the impeller. Mr. Gratke also spoke of a force main pipe becoming inoperable in 2019 due to a giant rag ball caught in a plug valve at the treatment plant. Public Works personnel spent over 40 hours removing approximately 10 cubic yards of matted wipes material and over 30 cubic yards of grit from the headworks wetwell in an effort to prevent further valve clogging. Mr. Gratke explained that the reason that the wipes are causing significant issues with the forcemains entering the treatment plant is the design of the influent wetwell and the orientation of the installation of the manual block valves. This is the partial basis for a proposed capital improvement. 10. REVIEW OF DRAFT TH15/1\4AIN RECONSTRUCTION PROJECT COOPERATIVE AGREEMENT AND ASSOCIATED COST -SHARING APPROACH Kent Exner, City Engineer, explained that a proposed agreement has not been received from CITY COUNCIL MINUTES November 12, 2019 Mn/DOT as of yet, therefore this item will be reviewed at a future Council meeting. 11. REVIEW OF ORDINANCE NO. 19-809 - AN ORDINANCE REGULATING TRANSIENT MERCHANTS/PEDDLERS AND FOOD VENDORS Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that an ordinance is before the Council for review to regulate transient merchants and food vendors. The ordinance includes items that have been discussed over the last couple of months including allowing the city administrator to issue licenses, licensing for multi -vendor events, community festivals, and prohibiting licensing requirements for these types of merchants/vendors that operate on public property. Therefore, a license and insurance would only be required on public property. Council Member Cook offered some suggestions to add to the ordinance: Exempting the Mall can be removed due to it being private property; a fee needs to be determined for temporary licenses up to four times per year. Matt Jaunich, City Administrator, noted that the ordinance will be placed on the next agenda for a first reading and a temporary fee can be discussed then. UNFINISHED BUSINESS 12. APPROVE/DENY "HUTCHINSON PILLAR STREETSCAPE" AND ALLOCATION OF FUNDING Council Member Steve Cook, Public Arts Commission Member, presented before the Council. Council Member Cook reminded the Council that in February, the Council heard about the Hutchinson Pillar Streetscape project that is planned to be part of the Main Street 2020 project. The estimated project cost was $75,000 and the Council tentatively approved allocating up to $38,000 of City funds and $18,000 in public art funds towards the project with the understanding that a grant would be applied for through the Southwest MN Arts Council for the remaining $19,000 and artist solicitations would be initiated through an RFQ process. Artists have been chosen and designs for the trees and side panels have been developed. In addition, architectural plans for the pillars have been developed so they could be include with the MnDOT bid documents. However the Public Arts Commission decided to delay applying for the SMAC grant until the second round of grants and that application is due in December with a January announcement. Due to underground utilities, two pillars needed to be moved around the corner by V Avenue South and another pillar was moved to provide consistency, therefore these pillars will be placed on city property, and will not require MnDOT approval. Council Member Cook reviewed information on the artists that were selected, the proposed designs, the updated locations and an updated budget. The Public Arts Commission is requesting that the Council allocate up to $38,000 of city funds and $18,000 of public art funds to the project. This approval will be contingent on successful grant applications and/or donations to make up fund needs. It was noted that $20,000 for the pillars is part of MnDOT's bid is an estimate and could come in higher. Motion by Czmowski, second by Christensen, to approve Hutchinson Pillar Streetscape and allocate up to $38,000 in city funds and $18,000 of public art funds to the project, being contingent on successful grant applications and/or donations to make up fund needs. Roll call vote was taken: Christensen — aye; Sebesta — aye; Cook — aye; Czmowski — aye; Forcier — nay. Motion carried 4 to 1. Mayor Forcier stated that he feels that $38,000 could be used for other things. NEW BUSINESS 13. APPROVE/DENY PURCHASE AGREEMENT FOR THE PROPERTY LOCATED AT 205 WASHINGTON AVENUE EAST (ECONO FOODS BUILDING) Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that City staff has been working to negotiate a purchase agreement for the old Econo Foods building and property 11 CITY COUNCIL MINUTES November 12, 2019 located at 205 Washington Avenue East. The important points of the purchase agreement include: purchasing the building and the parking areas on the east and west side of the building for a purchase price of $650,000; the City will put down $10,000 as earnest money; the property is being purchased as is; the City has 90 days to inspect the premises to determine if there are any environmental concerns and if anything is objectionable the City can walk away from the transaction and the earnest money will be returned to the City — during those 90 days a survey will be completed as well; the closing date is set for April 15, 2020; and prior to the closing date, the current owner will see to it that any mortgages or other financing obligations have been released from the property and also that any service agreements for security, maintenance and pest control have been terminated. Mr. Sebora also distributed a revised Exhibit I which is a map of the property that will be transferred to the City. Mr. Jaunich spoke of the benefits of this property for a new police station. Motion by Cook, second by Czmowski, to approve purchase agreement for the property located at 205 Washington Avenue East. Motion carried unanimously. 14. APPROVE/DENY ADVERTISEMENT OF BIDS AND SET BID OPENING DATE FOR RECREATION CENTER GYMNASIUM ROOF AND EXTERIOR WALLS UPGRADE Mary Haugen, member of the Facility Committee, presented before the Council. Mr. Haugen explained that what is being considered is a re -bid of the project first advertised in May 2019 as no bids were received. The Facilities Committee has been working with the engineering/architectural firm of ISG to create plans and specifications for Recreation Center roofing and exterior wall upgrades. The original intent of this process was to identify options and cost estimates for replacing the original roof from 1985 which has had extensive repairs attempting to keep moisture out. During various inspections, deficiencies in the existing cement block walls, side-lites and steel sheeting were identified which led to an expansion of the scope of the project which includes options to prevent further moisture infiltration and damage from occurring. The plan includes new roofing, insulation, interior ceiling liner and covering the existing exterior walls with a new facade. The bid opening date is scheduled for January 16, 2020. Motion by Czmowski, second by Christensen, to approve advertisement for bids for Recreation Center gymnasium roof and exterior walls upgrade. 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.) 15. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS a) Economic & Development Authority Board Minutes from September 25, 2019 b) Hutchinson Utilities Commission Minutes from September 25, 2019 (c) Planning, Zoning, Building Department Quarterly Report MISCELLANEOUS 16. STAFF UPDATES Kent Exner — Hwy 15/1\4ain Street tree removal occurred today to put MnDOT in a position to start work in May; leaf vacuuming is ongoing and Mr. Exner reminded residents to only put leaves in the piles and not grass clippings; Alley 440 west of VFW update —two quotes have been received and they were CITY COUNCIL MINUTES November 12, 2019 essentially the same amount. Matt Jaunich — Mr. Jaunich noted that the marketing/branding initiative kicked off today and will be going on tomorrow and Thursday as well. 17. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook thanked staff on the work done on Gateway Park; He asked about the piles at HATS which include Creekside material — he noted that a berm had been planted to help screen items and asked if that could be looked at getting completed. Gary Forcier — Mayor Forcier asked if streetlights could be considered for installation on the east end of 5th Avenue at Hwy 22. He asked if the Council would be willing to send a letter of support to MnDOT to make this request. Kent Exner stated he will approach MnDOT first to see if a letter would be necessary. Mayor Forcier also asked if a turn lane/bypass lane could be reviewed outside the Crow River Winery entrance on Hwy 7 East. Kent Exner noted that MnDOT is to be conducting a study on this corridor in the near future. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 7:55 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Matthew Jaunich Mayor City Administrator