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11-26-2019 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, NOVEMBER 26, 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 Matt Jaunich asked that Item 11 be removed from the agenda as the final information has not been submitted. Motion by Christensen, second by Cook, to approve the agenda as presented with the removal of Item 11. Motion carried unanimously. 2. INVOCATION — Living Water Fellowship (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 Steve Cook — Council Member Cook mentioned that Hutchinson Community Foundation had their awards ceremony today and Council Member Cook commented on all of the wonderful projects that received funding throughout the community. Mary Christensen — Council Member congratulated the Hutchinson Tigersharks Girls' Swim Team (a) Resolution No. 15116 — Resolution Accepting $9000 Donation from Hutchinson Lions Club for New Equipment at West Lions Park Motion by Christensen, second by Forcier, with Sebesta abstaining as he is a member of the Lions Club, to approve Resolution No. 15116. Motion carried unanimously. 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 6. APPROVAL OF MINUTES CITY COUNCIL MINUTES November 26, 2019 (a) Regular Meeting of November 12, 2019 (b) Workshop of November 12, 2019 Motion by Cook, second by Czmowski, to approve the 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 (a) Consideration for Approval of 2020 Invocation Schedule (b) Consideration for Approval of Second Annual Holiday Parade of Lights on December 14, 2019 (c) Claims, Appropriations and Contract Payments Motion by Czmowski, second by Sebesta, to approve consent agenda. Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. 8. APPROVE/DENY GRANTING FRANCHISE TO JKMB PROPERITES, LLC, LOCATED AT 525 SOUTH GRADE ROAD SE, FOR THE PURPOSE OF PERMITTING A PARKING LOT TO BE PLACED OVER AND ABOVE CERTAIN PROPERTY LOCATED IN PUBLIC RIGHT OF WAY (FIRST READING OF ORDINANCE NO. 19-805, SET SECOND READING AND ADOPTION FOR DECEMBER 10, 2019) Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that staff has been working with the property owner of the Anytime Fitness location immediately adjacent to the recent South Grade Road Corridor improvement project. The proposed arrangement will allow for the full utilization of additional boulevard space just north of the new mini -roundabout and also helps to ensure positive drainage within this area. Terms of the franchise include a term length of 20 years and a $50.00 annual fee. This agreement mirrors the agreement the City has with Caribou Coffee for a similar use. Motion by Cook, second by Czmowski, to close public hearing. Motion carried unanimously. Motion by Cook, second by Czmowski, to approve first reading of Ordinance No. 19-805, granting franchise to JKMB Properties LLC. Motion carried unanimously. COMMUNICATIONS, REQUESTS AND PETITIONS (Thepurpose of this portion of the agenda is to provide the Council with information necessary to craft wisepolicy. Includes iten2s like monthly or annual reports and coniniunications f on2 other entities.) 9. PRESENTATION BY LEXI LUDOWESE, GUSTAVUS ADOLPHUS COLLEGE - TURKEY ISSUE Lexi Ludowese, student at Gustavus Adolphus College, presented before the Council. Ms. Ludowese provided a presentation for a project she has done for a civics class at school. Ms. Ludowese provided issues with and a proposal to the turkey problem in the city. 2 CITY COUNCIL MINUTES November 26, 2019 10. REVIEW OF CITY OF HUTCHINSON 2019 PAVEMENT MANAGEMENT REPORT John Olson, Public Works Manager, presented before the Council. Mr. Olson provided a report on the City's pavement management program. Mr. Olson reported that the overall Pavement Condition Index dropped two points from 76 to 74, but is still within the City's stated goal to maintain an overall network PCI of 65-75. Data indicates a need for additional maintenance funding, especially for patching and maintenance overlays. To offset the significant growth in streets in poor and marginal condition, more use of overlays should be considered. To begin to address this, the five- year capital improvement plan includes a number of mill -overlay projects. The newest constructed streets in the city in 2019 were Technology Drive NE and West Highland Park Drive NE serving the TDK/HTI and Uponor campuses. Areas with streets in poor condition (Recreation Center area, downtown and Clifton Heights) are being addressed within the five-year capital plan. 12. UPDATE ON THE PROPOSED 2020 GENERAL FUND BUDGET, TAX LEVY AND CAPITAL IMPROVEMENT PLAN Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that he would like the opportunity to provide the Council an update on changes to the budget that have been made since the preliminary budget was presented and prior to the Truth in Taxation hearing that is set for December 5, 2019. Since September, the following general fund changes have been made: the budget has been reduced by $120,881; the expense decreases have been tempered a bit by adjustments in revenues (down) and a $40,484 tax reduction; a tax levy increase of 3.7% within the general fund is needed to balance the current budget — this levy is down from 4.5% in early September, 0.9% of the tax levy is due to the Uponor tax abatement, the tax levy to support the actual general fund is at 2.8%; department trend adjustments, both increases and decreases, have been made; and there still may be some minor budgetary impacts from the employee open enrollment in the various insurance plans. The total tax levy is recommended to increase 2.6% from 2019. Mr. Jaunich provided historical information on tax rates and past tax levies. Mr. Jaunich spoke of the tax levy comparison to the tax base and the tax levy comparison to the CPI. Mr. Jaunich provided a five-year general fund forecast which shows 5.8%-6.3% levy increases, mainly to support increases in wages and benefits, which is 75% of the general fund budget. Mr. Jaunich noted that staffing levels for 2020 are back to similar to what they were in 2010. Mr. Jaunich also provided an analysis with four scenarios to address LGA funds coming in for 2020. Scenario 1: The entire LGA increase of $168,221 is placed in the general fund for 2020; Scenario 2: Allocate $98,537 of the LGA increase to the Capital Projects fund and its various plans: Scenario 3 & 4: Reduce the undesignated LGA in the Capital Projects fund rather than the general fund LGA. Mr. Jaunich also reminded the Council of additional items to be mindful of for 2020 which include the county tax levy impact which shows a preliminary increase of 8.9%; the county sales tax impact which is 0.5% sales tax to be added on top of the current city sales tax; the school district referendum impact; and the need for the City to finance a future police station which is scheduled to be completed in 2021. Mr. Jaunich also noted that minor adjustments have been made to the Capital Improvement Plan which include overall costs increasing by $1,004,300 due to deferring $1 million of preliminary police facility costs to 2020 rather than 2019; police facility timing was delayed one year; fleet and facility completed its five-year plan; Refuse delayed its planned software and vessel upgrades one year to allow time to explore options for the source -separated process. There is some potential for some additional adjustments before approval in December such as adjustments to water and sewer; costs for Main Street/Hwy 15 to be 3 CITY COUNCIL MINUTES November 26, 2019 revised; and other changes could be made by the end of November by departments. General discussion was held regarding services provided and the labor it takes to continue to provide the services. It was suggested that perhaps some workshops should be held early next year to begin talking about financial needs and impacts. 13. DISCUSSION OF SITZ PROPERTY DEFERRED ASSESSMENTS Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that last August staff received a letter from Hazel Sitz on a deferred assessment that is set to be activated in late 2020 for payment in 2021. Ms. Sitz is requesting that the City defer the assessment and interest for another ten years or until the property can be sold. Since 2010 the property has remained in agricultural use and there has been no indication of interest by potential buyers/developers. This assessment dates back to work that was done in 2010 which included the extension of Sherwood Street SE from Edmonton Avenue SE to Airport Road. The project included a new roadway construction and utility infrastructure installations. The assessment on the Sitz property at the time was $273,135.99 and the project was done to facilitate the construction of the Harmony River Living Center. With this assessment, Hutchinson Health ended up covering the full costs of the Sitz assessment on a temporary basis or until 2021. This was done through an agreement with the City that noted that Hutchinson Health would eventually be reimbursed for the Sitz assessment. The agreement between the City and Hutchinson Health noted that the City would reimburse Hutchinson Health the full assessment amount with any interest beginning in 2021 when the deferred assessments will be collected. The agreement also noted that Hutchinson Health would be reimbursed prior to 2021 if development was initiated on the adjacent property. Lastly the agreement noted that if the assessment was paid in full prior to the activation of the deferred assessment, the City would reimburse Hutchinson Health for 50% of the interest for years 1 to 10 (2011 to 2020). A portion of the land has been sold and developed with the result of that land sale meaning that a portion of the assessment was paid to the City in 2016 leaving the current balance of $266,072.13. If not paid off by the end of next year, the deferment and its payment are set to begin in 2021. Staff has spoken with Hutchinson Health and they do anticipate receiving payments beginning in 2021. Staff is requesting the Council to work with Ms. Sitz on her request. Ms. Sitz was a willing partner on this project back in 2010 and the project likely would not have taken place without her assisting the City. The Council conceded that they would be willing to work with Ms. Sitz and defer the assessments for another term, not to exceed 15 years or until the property is sold. UNFINISHED BUSINESS NEW BUSINESS 14. APPROVE/DENY ACCEPTING PETITION FROM LAKEVIEW LANE SW RESIDENTS TO REMOVE "NO PARKING SCHOOL DAYS 7AM-3PM" SIGNS Ricardo Arbuckle, Lakeview Lane, presented before the Council. Mr. Arbuckle presented a petition to the City Council that has been signed by all of the residents on Lakeview Lane requesting that the "No Parking School Days 7AM-3PM School Days" be removed from Lakeview Lane. Matt Jaunich, City Administrator, spoke before the Council. Staff is requesting that the Council formally accept or deny the petition. If the petition is accepted, staff will bring a Resolution before the Council at the next meeting for formal approval to remove the signs. 11 CITY COUNCIL MINUTES November 26, 2019 Motion by Cook, second by Christensen, to approve accepting petition from Lakeview Lane residents to remove "No Parking School Days 7AM-3PM" signs. Motion carried unanimously. 15. APPROVE/DENY FIRST READING 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 at the last Council meeting the Council had reviewed this proposed ordinance and suggested that the Hutchinson Mall be removed from the exemption section since it is private property. That change has been made to the ordinance as proposed. In addition, at the last Council meeting, it was noted that a fee for a temporary license should be discussed. Mr. Sebora provided an unscientific formula to come up with a temporary fee in the $35.00-$40.00 range. It was suggested that the temporary license fee be $30.00 which will be included on the fee schedule that is adopted in December. Motion by Cook, second by Czmowski, to approve first reading of Ordinance No. 19-809. Motion carried unanimously. 16. APPROVE/DENY RESOLUTION NO. 15111 — ADOPTING CITY OF HUTCHINSON SNOW REMOVAL AND ICE CONTROL POLICY John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that it has been five years since the City's snow removal and ice control policy was revised. Staff is recommending some administrative revisions such as updating descriptions, titles, terminology, etc. Changes have been made to the priority route system affecting Edmonton Avenue SE, Lynn Road SW and South Grade Road SW and the downtown area is identified as its own area. Language was added to the municipal parking lots section to address removal of snow in designated overnight parking stalls. In the sidewalks/trails/walkways section language identifying the four -tiered priority system used by the City was added for clarification. The snow disposal sites section identifies primary disposal site and includes information regarding establishment of additional sites if necessary. South Grade Road, Adams Street and Bluff Street have been affected by changes to the County road and City street systems in the Streets Maintained by Other Entities section. Council Member Cook provided some suggestions to add/clarify to the policy. Motion by Cook, second by Christensen, to approve Resolution No. 15111 — Snow Removal and Ice Control policy incorporating Council Member Cook's suggestions. Motion carried unanimously. 17. APPROVE/DENY FEDERAL AID PROJECT MEMORANDUM FOR TRUNK HWY 7/22 AND MONTANA STREET CROSSING IMPROVEMENTS Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that staff has been working with a traffic engineering consultant and MnDOT to develop the Federal Aid project memorandum and associated preliminary design for the Trunk Hwy 7/22 and Montana Street crossing improvements (HAWK signal system). The memorandum submittal is due December 2, 2019. The proposed improvement project is installation of a pedestrian -activated electronic crossing warning/control system. Construction of this project is anticipated in Summer of 2021. Motion by Czmowski, second by Cook, to approve federal aid project memorandum for Trunk Hwy CITY COUNCIL MINUTES November 26, 2019 7/22 and Montana Street crossing improvements. 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.) 18. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS a) Public Arts Commission Minutes from October 9, 2019 b) Hutchinson Housing & Redevelopment Authority Board Minutes from October 15, 2019 (c) City of Hutchinson Financial Report and Investment Report for October 2019 (d) Public Library Board Minutes from August 26, 2019 MISCELLANEOUS 19. STAFF UPDATES Tom Gifferson — Chief Gifferson noted that his department has been conducting searches along the riverbanks the last couple of days. Chief Gifferson also noted with the first snow emergency the police department will cite violations but will not tow vehicles. Kent Exner — Mr. Exner noted that leaf vacuuming has come to an end this week. Mr. Exner spoke of the MnDOT Cooperative Agreement for the Main Street/Hwy 15 project and the continuing workings on it. It will probably be before Council in January 2020. Mr. Exner spoke of the bituminous wear course on South Grade Road and some inadequacies. These inadequacies will be addressed after the winter months. At the request of Council Member Christensen, Mr. Exner provided an explanation as to the depth and location of manholes on city streets, which is difficult to determine. Matt Jaunich — Mr. Jaunich requested that the Council set a Council workshop for Wednesday, December 4, 2019, at 7:00 a.m. to conduct emergency operations training. This workshop will be held at the Emergency Operations Center. Motion by Cook, second by Christensen, to set Council workshop for December 4, 2019, at 7:00 a.m. at the Emergency Operations Center. Motion carried unanimously. Mr. Jaunich also reminded the group that City Center will be closed this Thursday and Friday for the Thanksgiving holiday. In addition, the Truth in Taxation hearing is set for December 5, 2019, at 6:00 p.m. 20. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook spoke about a grant that had been applied for, "Artist on Main Street". Unfortunately the City was not selected to receive grant funds, but a free one-year membership has been offered that provides much value to downtown areas. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 7:40 p.m. Motion carried unanimously. CITY COUNCIL MINUTES November 26, 2019 ATTEST: Gary T. Forcier Matthew Jaunich Mayor City Administrator