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12-19-2019 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES THURSDAY, DECEMBER 19, 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 Czmowski, second by Christensen, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Riverside 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. 15134 — Resolution Accepting $100.00 Donation from Russell and Lorraine Erickson for Law Enforcement Memorial Park (b) Resolution No. 15135 — Resolution Accepting $25.00 Donation from Thomas Kennedy for Law Enforcement Memorial Park Motion by Czmowski, second by Sebesta, to approve Resolution Nos. 15134 and 15135. 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 Chief Tom Gifferson introduced the newest -hired police officer, Taylor Fenrich. 6. APPROVAL OF MINUTES (a) Regular Meeting of December 10, 2019 (b) Truth in Taxation Hearing of December 5, 2019 Motion by Christensen, second by Czmowski, to approve the minutes as presented. Motion carried CITY COUNCIL MINUTES December 19, 2019 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 Issuing Short Term Gambling License to 3M Club on April 14 and September 12, 2020 (b) Consideration for Approval of Issuing Short Term Gambling License to Crow River Cutters on January 31 and February 1, 2020 (c) Claims, Appropriations and Contract Payments Motion by Czmowski, second by Forcier, to approve consent agenda. Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. - NONE 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.) 8. UPDATE FROM RIVERSONG COMMITTEE — BETSY PRICE Betsy Price, Riversong Committee, presented before the Council. Ms. Price thanked the City for their support over the 11 years that Riversong has been put on. Ms. Price provided a recap on this year's show and an update on the show for next year which will be July 17-18, 2020. Ms. Price provided a check to the City for their payment towards the stage in Masonic West River Park. 9. DISCUSSION ON COUNCIL MEMBER APPOINTMENTS TO CITY BOARDS AND COMMISSIONS Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that prior to formal appointments being made in January of Council Member appointments to City boards and commissions, the Council should discuss if any changes should be made. Mayor Forcier noted that Council Member Cook has expressed interest in serving on the Sustainability Board. Mayor Forcier has also heard from residents — Jeremy Carter and Andy Nissen — who are interested in serving on the Sustainability Board. John Paulson, Environmental Manager, noted that he has touched base with other individuals who have expressed interest as well. Mayor Forcier suggested that once all board members have been appointed, then the meeting days/times could be set for that board. Council Member Cook suggested that the Council appointment to the Resource Allocation Committee should be rotating due to the amount of projects discussed and the better understanding this would provide to other council members. He also noted that he would like to see a Council Member appointed to the Facility Committee and he would be willing to do so. Like having council members on the Resource Allocation Committee, this would provide better understanding of the projects being looked at. Mayor Forcier expressed that he would like to keep the Facility Committee and Fleet Committee membership to staff members. 2 CITY COUNCIL MINUTES December 19, 2019 Matt Jaunich, City Administrator, noted information related to fleet or facility projects is always presented to the Council when approval is required, however the Council needs to decide if they want to receive the information sooner or in a different way/time. If so, then perhaps having a Council Member serve on these committees is beneficial. Mr. Jaunich also noted that a Council Member is always welcome to go out on field inspections for facilities or fleets. Or if Council Members have questions on projects, they can always email Matt and he will provide timely updates. Other Council Members expressed that they do not see a need for Council Members to be appointed to the Facility or Fleet Committee. 10. DISCUSSION ON LEGISLATIVE PRIORITIES FOR 2020 Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich noted that the list of legislative priorities for 2020 has been revised from the 2019 list. This list is a document that would be used to communicate the City's legislative concerns/issues both to the public and to the City's local legislators and could be a document to use when trips are made to the State Capitol. Council Member Cook suggested keeping Local Government Aid on the list. He also suggested adding the age of 21 to those who can purchase electronic nicotine. He also suggested adding passing lanes to Hwy 15 in the transportation section. Mayor Forcier asked that a request for additional turning lanes near Crow River Winery be added for Hwy 7 under Transportation. Council Member Cook also mentioned some typographical errors. UNFINISHED BUSINESS 11. APPROVE/DENY ALLTEL CORPORATION SMALL WIRELESS FACILITY COLLOCATION AGREEMENT John Paulson, Environmental Manager, presented before the Council. Mr. Paulson noted that changes were incorporated that were suggested at the last Council meeting. Motion by Cook, second by Christensen, to approve Alltel Corporation small wireless facility collocation agreement. Motion carried unanimously. NEW BUSINESS 12. APPROVE/DENY CAMP CRAIG DEVELOPMENT AGREEMENT BETWEEN THE CIVIL AIR PATROL AND THE CITY OF HUTCHINSON John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that last Fall the Airport Commission was approached by the Civil Air Patrol -MN Wing with a desire to construct a training facility at/near the Hutchinson Municipal Airport. The training facility will consist of a combined barracks/training room/dining/hall building, a hangar, and a maintenance building. The facility would host activities throughout most weekends for CAP senior members and cadets. Some activities could involve up to 150 cadets plus senior members. Since the City was approached, staff and representatives from CAP-Mn Wing have been working on the proposed development agreement. One change has been made which is including additional language in Section 7, which states "This agreement is contingent on receipt of the appropriated funds from the State of Minnesota". Approval of a development agreement will allow CAP-Mn Wing to begin designing the facility without having ongoing lease payments during the time between design and construction. Upon receipt of the certificate of occupancy, a separate operating lease would cover operations at the facility. Council Member Cook asked about the certificate of insurance for the hangar, however he feels it CITY COUNCIL MINUTES December 19, 2019 should say training facility so that it is ensured that it covers all of the property. It was suggested making the term "hangar" a defined term that covers the entire facility. The CAP-Mn Wing Legal Officer stated that a lease agreement will be followed up on after the development agreement is instituted. Council Member Cook noted that no lease payments are made until the COO is issued. Council Member Cook raised concerns that there is no protection for the City in case this facility is not seen through with construction. He asked if language could be included allowing the City the ability to collect monies or be reimbursed if a COO is not issued. Marc Sebora, City Attorney, suggested adding language that there be a contingency that the project will not move forward until assured by the State of Minnesota. Motion by Cook, second by Czmowski, to approve Camp Craig development agreement between the Civil Air Patrol and the City of Hutchinson with the three languages changes noted. Motion carried unanimously. 13. APPROVE/DENY RESOLUTION NO. 15114 — RESOLUTION ADOPTING 2020 SEASONAL/TEMPORARY COMPENSATION PLAN Matt Jaunich, City Administrator, noted that this compensation plan covers seasonal/temporary positions and incorporates the new minimum wage rate. Motion by Czmowski, second by Sebesta, to approve Resolution No. 15114. Motion carried unanimously. 14. APPROVE/DENY RESOLUTION NO. 15115 — RESOLUTION ADOPTING 2020 COMPENSATION PLAN AND POSITION CLASSIFICATION TABLE AND PAY GRID Matt Jaunich, City Administrator, explained that this compensation plan includes a 2% shift to the pay grid. This does not mean that employees receive an automatic 2% pay increase as increases are based on performance. The compensation plan includes a grade classification change from Senior Accountant to Assistant Finance Director, increasing the HR/Administrative Technician to 35 hours, adding a Parks Maintenance Equipment Operator and leaving the building inspector position on the pay grid that is currently vacant and will continue to be. Council Member Cook suggested leaving the Senior Accountant position on the classification table in case it would be needed in the future. Council Member Cook also suggested delaying the increase in hours of the HR/Administrative Technician position and filling the Parks Maintenance Equipment Operator position until later in the year to allow the Council time to meet and review future budgets and services. Motion by Czmowski, second by Forcier, to approve Resolution No. 15115, maintaining the Senior Accountant position on the grid and not delaying filling any positions/increasing hours. Roll call vote was taken: Christensen — aye; Sebesta — aye; Cook — nay; Czmowkki — aye; Forcier — aye. Motion carried 4 to 1. 15. APPROVE/DENY RESOLUTION NO. 15123 - RESOLUTION ADOPTING 2020 FEE SCHEDULE Matt Jaunich, City Administrator, explained that no changes have been made to the fee schedule since it was presented at the last Council meeting. Motion by Christensen, second by Sebesta, to approve Resolution No. 15123. Motion carried unanimously. Council Member Cook requested that the fees be reviewed as part of the meeting the Council will hold on future budgets/services. 16. APPROVE/DENY RESOLUTION NO. 15130 — RESOLUTION ADOPTING 2020 GENERAL FUND BUDGET 11 CITY COUNCIL MINUTES December 19, 2019 Andy Reid, Finance Director, presented before the Council. Mr. Reid noted that staff is recommending that the Council adopt the budget that was presented at the Truth in Taxation hearing that includes a 2.9% general fund tax levy increase and a 2.1 % total city tax levy increase. However, staff has also provided two other options for the Council to consider which include: 1.) shift $50,000 of LGA out of the General Fund into the Capital Projects fund — a 3.9% general fund tax levy increase and a 2.8% total city tax levy increase; 2.) shift $78,998 of LGA out of the General Fund into the Capital Projects fund — 4.5% general fund tax levy increase and 3.1% total city tax levy increase. The other two options create levy stabilization funds. Mr. Reid also provided a five-year general fund forecast which shows a 4.6% tax levy increase in 2021, 6.1% tax levy increase in 2022, 5.6% tax levy increase in 2023, 5.5% tax levy increase in 2024 and a 5.1% tax levy increase in 2025. These potential levy needs are based on fairly conservative assumptions and no major staffing changes. Mr. Reid posed the question of the Council if they are willing to raise the tax levy 5-6% then the levy stabilization funds are a good idea. If the Council does not care for the levy stabilization funds, then staff can build budgets within the levy limits the Council directs. Council Member Cook expressed that he likes the first alternative option which is shifting $50,000 of LGA out of the General Fund and into the Capital Projects fund. Council Member Czmowski noted that he likes the 2.1 % levy increase and feels that the Council should not levy more than what is needed. Council Member Cook expressed that he feels the alternative option allows for setting money aside and not using every penny that is given to the City. Council Member Czmowski expressed he feels that policies should be developed first and then budgets developed around those policies. Motion by Cook to approve a 2.8% tax levy increase with $50,000 shift of LGA out of the General Fun and into the Capital Projects fund to create a stabilization fund. Motion died for lack of a second. Motion by Czmowski, second by Christensen, to approve a 2.1 % tax levy increase as presented at Truth in Taxation hearing, setting the general fund budget at $13,452,599. Roll call vote was taken: Christensen — aye; Sebesta — aye; Cook — nay; Czmowski — aye; Forcier — aye. Motion carried 4 to 1. Sebesta left the meeting at 7:00 p.m. It was noted that the Council is not opposed to creating stabilization funds however they would like to see policies developed first. 17. APPROVE/DENY RESOLUTION NO. 15131 — RESOLUTION ADOPTING THE 2020 GENERAL FUND AND DEBT SERVICE FINAL TAX LEVIES Motion by Czmowski, second by Christensen, to approve Resolution No. 15131, setting the total tax levy at $7,458,910. Motion carried unanimously. 18. APPROVE/DENY 2020 ENTERPRISE FUND BUDGETS (a) Resolution No. 15124 — Resolution Approving 2020 Liquor Fund Budget (b) Resolution No. 15125 — Resolution Approving 2020 Water Fund Budget (c) Resolution No. 15126 — Resolution Approving 2020 Sewer Fund Budget (d) Resolution No. 15127 — Resolution Approving 2020 Stormwater Fund Budget e) Resolution No. 15128 — Resolution Approving 2020 Refuse Fund Budget f) Resolution No. 15129 — Resolution Approving 2020 Compost Fund Budget Council Member Cook noted that the local sales tax goes to the debt and asked if staff is still comfortable with the funds coming in from that. Andy Reid noted that the City is sitting well with t the local sales tax and motor vehicle excise tax that is coming in. Andy Reid provided summaries on each of the enterprise fund budgets. Motion by Czmowski, second by Cook, to approve Resolution Nos. 15124 — 15129. Motion carried CITY COUNCIL MINUTES December 19, 2019 unanimously. 19. APPROVE/DENY RESOLUTION NO. 15132 — RESOLUTION ADOPTING 2020 HRA FINAL TAX LEVY Andy Reid explained that the HRA Board is requesting a 3.7% increase from 2019 which is the statutory maximum. This increase will set their tax levy at $192,993. Motion by Czmowski, second by Christensen, to approve Resolution No. 15132. Motion carried unanimously. 20. APPROVE/DENY RESOLUTION NO. 15133 — RESOLUTION ADOPTING 2020 EDA FINAL TAX LEVY Andy Reid explained that the EDA Board is also requesting a 3.7% increase from 2019 which is the statutory maximum for them as well. This increase will set the EDA tax levy at $189,133. Motion by Christensen, second by Cook, to approve Resolution No. 15133. Motion carried unanimously. 21. APPROVE/DENY FIVE YEAR CAPITAL IMPROVEMENT PLAN Andy Reid explained that two additions have been added to the plan — projects from 2019 that did not get completed — those are the Dakota Trail improvements and the Wayfinding/Interpretive Signage project — and they have been included for 2020. Mr. Reid noted that the plan is required for the City's annual bonding, but very useful for overall planning purposes for the city. Council Member Cook asked that as the fleet policy is updated that the Council is made aware. He also suggested that workshops be held with consultants on the major improvements scheduled at the wastewater facility for 2021 and 2022. Motion by Cook, second by Czmowski, to approve five year capital improvement plan. 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.) 22. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) City of Hutchinson Financial Report and Investment Report for November 2019 (b) Public Arts Commission Minutes from November 13, 2019 MISCELLANEOUS 23. STAFF UPDATES Matt Jaunich — Mr. Jaunich noted that his budget memo will be completed tomorrow or Monday to be included with the budget book. He noted that the League of Minnesota Cities is holding its experienced officials conference January 24th & 25th if any council members would like to attend. He also noted that the City Center will be closed at noon on December 24th, all day on December 25th and all day on January 1 ". 24. COUNCIL/MAYOR UPDATE CITY COUNCIL MINUTES December 19, 2019 Steve Cook — Council Member Cook provided an acknowledgement to the Facilities Manager and Facilities Committee on the work done to the public library. He also spoke about the bids that will be opened in January on the Recreation Center and he asked that the project architect be invited to the council meeting where those will be discussed. Gary Forcier - Mayor Forcier noted that he had received a letter that he distributed to the other Council Members tonight from a resident addressing the issue of cats running loose that was brought up at the last Council meeting. The resident is suggesting holding fundraisers to help take care of the issue. ADJOURNMENT Motion by Cook, second by Czmowski, to adjourn at 7:20 p.m. Motion carried unanimously. 7