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01-28-2020 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, JANUARY 28, 2020 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 — Hunter's Ridge Community 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. 15141 — Resolution Accepting $1000 Donation from Beverly Bonte (in honor of Dr. Brian Bonte to be dedicated to a paved trail from the Luce Line to the Law Enforcement Memorial Park) (b) Resolution No. 15142 — Resolution Accepting $2000 Donation from Village Ranch to Hutchinson Police Department (donation dedicated to tint meters and traffic safety vests) Motion by Czmowski, second by Sebesta, to approve Resolution Nos. 15141 and 15142. Chief Tom Gifferson explained that a tint meter tests the level of translucence of vehicle windows. 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 (a) Regular Meeting of January 14, 2020 (b) Summary of Closed Meeting Proceedings — City Administrator Annual Performance Review Session of January 14, 2020 Motion by Christensen, second by Cook, to approve the minutes as presented. Motion carried CITY COUNCIL MINUTES January 28, 2020 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 Food Vendor License Renewal for Taqueria Del Buen Pastor (b) Consideration for Approval of Minnesota DNR Tree Species Diversification Grant Agreement (c) Consideration for Approval of Resolution No. 15147 - Resolution Appointing Election Judges for Presidential Nomination Primary Election (d) Consideration for Approval of Authorizing American Legion Post 96 to Conduct Off -Site Gambling at Peace Lutheran Church from February 10 — February 16, 2020 (e) Consideration for Approval of Resolution No. 15143 — Resolution Adopting Findings of Fact and Reasons for Approval of a Conditional Use Permit for an Outpatient Clinic for Mental Health Services at 225 and 227 3rd Avenue NW with Favorable Planning Commission Recommendation (f) Claims, Appropriations and Contract Payments — Register A Item 7(b) was pulled for separate discussion. Motion by Czmowski, second by Sebesta, to approve Consent Agenda I with the exception of Item 7(b). Motion carried unanimously. Item 7(b) had further discussion. Council Member Cook noted that the agreement says that 300 trees will be planted with 75% being in parks. Council Member Cook noted that last Spring diversification was discussed and he expressed that if the plantings are done as described in the agreement that the majority would be ash trees in the boulevards. He asked that a higher percentage be planted on the boulevards. Motion by Cook, second by Czmowski, to approve Item 7(b). Motion carried unanimously. 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B Motion by Czmowski, second by Christensen, with Forcier abstaining, to approve Consent Agenda IL Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. - NONE 9. MAIN STREET RECONSTRUCTION (LETTING NO. 1, PROJECT NO. 20-01) (a) Resolution No. 15144 - Resolution Ordering Improvement and Preparation of Plans and 2 CITY COUNCIL MINUTES January 28, 2020 Specifications (b) Resolution No. 15145 - Resolution Approving Plans and Specifications and Ordering Advertisement for Bids Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that a neighborhood meeting was held last May with property owners adjacent to the Main Street reconstruction project. Since that time, MnDOT staff has continued project engagement and outreach efforts with very limited feedback/questioning in regard to the City's proposed utility work and improvement special assessments. An estimated assessment amount has been provided to adjacent property owners and City staff is not aware of any major property owner concerns relative to the City's utility construction and project assessment approach. Mr. Exner explained the proposed project improvements, the water and sanitary sewer utility improvements, the hearing process, the proposed assessments and the schedule/construction items. The project is proposed to start in mid -April. The proposed roadway and utility reconstruction area runs from 5th Avenue Southeast to 2nd Avenue Northwest. Mr. Exner also spoke about proposed south business district and downtown business district signage that will be presented to MnDOT for detour routes. Randy Anderson, 506 Main Street South, asked about a new sidewalk being put in when a new sidewalk was just put in not too long ago. Mr. Anderson asked if the infrastructure is really bad or if grant money was given for this project and money needs to be spent. Mr. Exner stated that the infrastructure does need to be improved and the underlaying roadway is in dire shape. Mr. Jaunich explained that a bad scenario would be if MnDOT improved the roadway and the City did nothing with infrastructure and then a few years down the road the City would have to tear up the new roadway to repair infrastructure. David Zachmeyer, 441 Main Street South, noted that the City project is $2.5 million and the assessable amount is $1 million. He asked how the assessable amount is arrived at. Mr. Exner explained that the assessment rates are based on lineal foot of frontage and diameters for water service and sanitary sewer service. Mr. Zachmeyer stated that his proposed assessment is approximately $8000 and he asked how that is expected to be paid. Mr. Exner explained that the assessment amount can be spread out over 10 years and put on the property's tax rolls. Bob Schlueter, 133 South Main Street, asked about existing services from the new stubs having options to be stubbed in to the buildings. Mr. Exner noted that the issue is older buildings and a very tight construction schedule therefore staff will not require that of property owners however property owners can work with a contractor to accomplish that and staff will help coordinate those efforts. Motion by Cook, second by Czmowski, to close public hearing. Motion carried unanimously. Motion by Czmowski, second by Christensen, to approve Resolution Nos. 15144 and 15145. 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 coniniunications f on2 other entities.) 10. CREEKSIDE ANNUAL REPORT Andy Kosek, Creekside General Manager, presented before the Council. Mr. Kosek provided an overview of 2019 for Creekside Soils. Mr. Kosek reviewed the purposes of the refuse fund and the compost fund. Mr. Kosek reviewed information pertaining to the bagging operation of Creekside. Topics to mention for the year include bagged sales being hindered in 2019 due to a wet year; bit -con sales far exceeding projections; hosting a MN GreenCorp member through August; an additional equipment operator was hired in April; new compost turner was purchased in May; and a re -design CITY COUNCIL MINUTES January 28, 2020 of WonderB lend logo and bags. Mr. Kosek also provided a budget comparison for 2018-2019. Mr. Kosek noted that goals set for 2020 include establishing a plan for the future of the source separated organics material processing and increase bagging line bags per hour production rates for soil products by 10% and mulch products by 5% through minimized downtime and machine innovations and upgrades. Discussion was held regarding holding an open house again and continuing public education. UNFINISHED BUSINESS 11. APPROVE/DENY SECOND READING AND ADOPTION OF ORDINANCE NO. 20-810 — AN ORDINANCE REPEALING CHAPTER 111 AND CHAPTER 123 OF THE HUTCHINSON CITY CODE Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that this is the second reading of the ordinance and no changes have been made since the first reading. These chapters are being proposed to be repealed due to a new chapter being adopted last year. Motion by Czmowski, second by Christensen, to approve second reading and adoption of Ordinance No. 20-810. Motion carried unanimously. NEW BUSINESS 12. APPROVE/DENY AWARDING BID FOR THE REC CENTER REROOF AND FACADE PROJECT Mary Haugen, Operations and Facility Manager, presented before the Council. Mr. Haugen explained that bids were opened on January 16, 2020, for the Rec Center reroof and facade project. The City received six bids with the low bid coming in from APX Construction Group with a total project cost of $895,500 which includes bid alternate 41. Bid alternate 41 will simply change the exterior wall finish. The November estimate was $1,030,000 and when the project was bid out in May no bids were received. All of the lighting within the Rec Center will be replaced with LED lighting as part of this project. Council Member Cook asked for some clarifications on a letter written by the Project Manager and Construction Administrator from the architectural firm that is administering the project which relates to why some bidders did not provide pricing on alternates 43 and 44. Council Member Cook also expressed that the community has shown an interest in upgrading the Rec Center but the Council has not had serious discussions about doing so. He has concerns with doing a reroof/farade project if the Rec Center is in fact upgraded in the future. Council Member Cook Czmowski noted that if the Rec Center does have a serious upgrade, it most likely will not happen for 8-10 years. Council Member Czmowski, Council Member Christensen and Mayor Cook expressed that the City should maintain what they currently have. The architect noted that the new reroof has a warranty life of 30 years. Motion by Czmowski, second by Christensen, to approve awarding bid for the Rec Center reroof and facade project to APX Construction Group with bid alternate 41. Motion carried unanimously. 11 CITY COUNCIL MINUTES January 28, 2020 13. APPROVE/DENY AUTHORIZING ADVERTISEMENT FOR BIDS FOR REPLACEMENT OF COMPOST SCREENER AT CREEKSIDE Andy Kosek, Creekside Manager, presented before the Council. Mr. Kosek explained that staff is intending to replace one of its compost screeners during the 2020 budget year. The replacement of this screener in 2020 has been scheduled in the Capital Improvement Plan for the last several years and has been approved by the Fleet Committee. Staff has budgeted $350,000 for the purchase of the machine. It is staff s intention to purchase the machine with cash on hand versus financing the purchase. Staff is requesting Council's approval to request bids from various dealers/manufacturers based on machine specifications which may include machine weight/size, engine/horsepower, screening drum size, conveyor width/length/stacking height, chassis/trailer requirements, safety devices/on-site training, warranties, service locations, various subsystem requirements and trade value of current machine. A request for approval to purchase will come before the Council after bids are received and have been reviewed by staff. Motion by Cook, second by Forcier, to authorize advertisement for bids for replacement of compost screener at Creekside. Motion carried unanimously. 14. APPROVE/DENY RESOLUTION NO. 15146 — RESOLUTION APPROVING TH15/MAIN STREET PROJECT COOPERATIVE CONSTRUCTION AGREEMENT AND PRELIMINARY SCHEDULE "I" Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that MnDOT has provided a final cooperative construction agreement and Schedule "I" after much discussion back and forth. The agreement includes a pedestrian crossing at Echo Drive across Hwy 15 to Brown Street which the City is not in favor of as it is not going to be signed or striped. Motion by Czmowski, second by Christensen, to approve Resolution No. 15146 however formally stating that City officials are not in favor of the pedestrian crosswalk from Echo Drive to Brown Street due to safety concerns. Motion carried unanimously. Council Member Cook noted that the Public Arts Commission is holding off on submitting a grant application for the pillar project until knowing what the bids come in at. 15. APPROVE/DENY CITY CONTRIBUTION TO MCLEOD COUNTY'S NORTHEAST RING ROAD ALTERNATIVES STUDY PHASE 2 Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the McLeod County Highway Department has completed the Hutchinson Northeast Ring Road Feasibility Study Phase 1 document. Per the McLeod County Board's direction, County staff has engaged SRF Consulting Group to formulate a NE Ring Road Alternatives Study Phase 2 engineering services proposal. The total estimated cost for this identified effort is $59,005. Similar to past area transportation study efforts, County representatives have requested that the City of Hutchinson participate in a cost -sharing arrangement. At this point, a City financial contribution of $15,000 has been discussed amongst staff members. Council Member Czmowski voiced some concerns with this study and this project. CITY COUNCIL MINUTES January 28, 2020 Motion by Cook, second by Sebesta, to approve City contribution to McLeod County's northeast ring road alternatives study phase 2. 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.) 16. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS a) Hutchinson Housing & Redevelopment Authority Board Minutes from December 17, 2019 b) Public Arts Commission Minutes from December 11, 2019 c) City of Hutchinson Financial Report and Investment Report for December 2019 d) Economic Development Authority Board Minutes from December 19, 2019 (e) Planning Commission Minutes from August 20, 2019 MISCELLANEOUS 17. STAFF UPDATES Tom Gifferson - Chief Gifferson spoke before the Council. Chief Gifferson spoke of the last snow emergency that was in place on January 18, 2020. He reminded motorists that the expectation is that vehicles stay off of the roadway until the snow emergency expires at 7:00 a.m. He also noted that February 7, 2020, is the deadline for accepting applications for those interested in taking part in the Citizens Police Academy. Kent Exner — Mr. Exner noted guidelines and procedures that MnDOT has in place for their projects and spoke of the good partnership the City has with area representatives. He also noted that information has been provided to staff on how to best position themselves for the Lakes/River Basing bonding request. Matt Jaunich — Mr. Jaunich noted that the marketing/branding consultant will be holding presentations this Thursday night at 6:00 m. at the Event Center on the research they have conducted. Mr. Jaunich also noted that February 25 h is caucus night and no public meetings can be held after 6:00 p.m. so the Council meeting will need to be rescheduled to a different time or a different date. Formal action will be taken at the next Council meeting on rescheduling the meeting. 18. COUNCIL/MAYOR UPDATE Dave Sebesta — Council Member Sebesta noted that Donn Winkler of the Mid Minnesota Development Commission is retiring after 33 years. Steve Cook — Council Member asked about financials within improvement projects. He also noted that the Sculpture Stroll call for art ends this Friday, January 31' . Lastly, Council Member Cook announced that he will be retiring from his profession this year and will not be running for re- election. Gary Forcier — Mayor Forcier reminded residents to check their roof vents and gas meter vents to ensure they are not blocked by snow/ice. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 8:00 p.m. Motion carried unanimously. CITY COUNCIL MINUTES January 28, 2020 ATTEST: Gary T. Forcier Matthew Jaunich Mayor City Administrator