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03-10-2020 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MARCH 10, 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 Marc Sebora, City Attorney and Kent Exner, City Engineer (a) Approve the Council agenda and any agenda additions and/or corrections Matt Jaunich, City Administrator, asked that Item 7(a) under the Consent Agenda be moved to the first item under New Business. Motion by Czmowski, second by Christensen, to approve the agenda with the revision noted. Motion carried unanimously. 2. INVOCATION — Faith Lutheran Church was not present. Mayor Forcier asked for a moment of silence. (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 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 February 25, 2020 Motion by Christensen, 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 CITY CO UNCIL MINUTES March 10, 2020 (b) Consideration for Approval of Resolution No. 15153 — Resolution Supporting Infrastructure Accountability (c) Consideration for Approval of FAA Entitlement Transfer (d) Claims, Appropriations and Contract Payments — Register A Item 7(b) was pulled for separate discussion. Motion by Czmowski, second by Sebesta, with the exception of Items 7(a) and 7(b), to approve Consent Agenda I. Motion carried unanimously. Item 7(b) had further discussion. Councilmember Cook asked Dan Jochum, Director of Planning and Zoning, if he would be sending a copy of Resolution No. 15153 and the League of Minnesota Cities City Issue Fact Sheet to the local legislators. Mr. Jochum noted that he would be sending everything to local legislators as well as to the Governor's office. Motion by Cook, second by Christensen, to approve item 7(b). Motion carried unanimously. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B Motion by Sebesta, second by Cook, with Czmowski abstaining, to approve Consent Agenda II. Motion carried unanimously. PUBLIC HEARINGS — 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.) 9. PARKS/RECREATION COMMUNITY EDUCATION ANNUAL REPORT Dolf Moon, Parks, Recreation Community Education Director, presented before the Council. Mr. Moon provided the Council the PRCE Hutchinson's Annual Report for 2019. Moon emphasized his presentation on volunteerism. Moon recognized some volunteers, such as various churches, real estate agencies, schools, sports teams, health professionals, and other organized groups and businesses and what they do to help make Hutchinson a better place to live by helping the departments of the City of Hutchinson. Moon also mentioned the time city staff plans, supports and arranges the volunteer events and how much they appreciate the volunteers. Volunteers come back 2 CITY CO UNCIL MINUTES March 10, 2020 year after year and the Parks, Recreation and Community Education tracks the hours. In 2019, 64,438 volunteer labor hours were tracked and saved the city $1,736,784. Moon also mentioned the community financial support without volunteering such as team sponsors. In addition to volunteerism, Moon commented on the ball fields. Hutchinson Public Schools will be building two fields, which will be completed by this summer. The two mini fields at Linden Park will take the burden from the other ballparks. Moon mentioned that Hutchinson Public Schools and City of Hutchinson's partnership since 1993 has helped with moving, weed control, snow removal, and field marking and overlapping on equipment. UNFINISHED BUSINESS NEW BUSINESS 10. CONSIDERATION FOR APPROVAL OF ITEMS FOR TH15/MAIN STREET RECONSTRUCTION PROJECT (LETTING NO. 1, PROJECT NO. 20-01) a. Resolution No. 15151 — Resolution Declaring Cost to be Assessed & Ordering Preparation of Proposed Assessment b. Resolution No. 15152 — Resolution for Hearing on Proposed Assessment Kent Exner, City Engineer presented before Council. Mr. Exner explained that MNDOT received bids a couple of weeks ago. The City has since received a revised cost per participation agreement that shows what the City will be responsible. Because of this revision, the resolution, assessment rule and utility charges and notification of the assessment hearing will be presented at a special City Council meeting on March 31, 2020. Mr. Exner recommended approving the Resolutions as they are formalities to order the assessment hearing for March 31, 2020. Motion by Cook, second by Czmowski, to approve Resolution No. 15151 and Resolution No. 15152. Motion carried unanimously. 11. APPROVE/DENY "ADOPT A PARK" AGREEMENT WITH THE HUTCHINSON HUSKIES City Administrator Matt Jaunich presented before council. Mr. Jaunich explained that the City has worked with the Hutchinson Huskies for many years at the VMF baseball field and the maintenance and care of it. The Huskies have expressed the desire to take over more control of the field. Jaunich and PRCE Director, Dolf Moon, have met with Huskies representatives and put together an agreement that will have the Huskies organization assume maintenance responsibilities April — October. This is a volunteer agreement; Huskies will not be paid for their time. In the past, the City has charged the Huskies $4200 for the use of the field; the City will no longer be collecting that fee. This agreement will shift about $30,000 of wages, benefits and equipment to other parks. The Huskies will not be using any of the City's equipment. The City will contribute $4500 for supplies; anything above $4500 will be negotiated. The City will still have an arrangement with the school district and will make sure the field is ready and available for the high school games. Insurance liability is not required, but the City recommends that the Huskies get their own insurance, as the City does not cover volunteers. Council Member Cook requested that Jaunich run this agreement by the League of Minnesota Cities. The City has recreational immunity so the City does not have liability for CITY CO UNCIL MINUTES March 10, 2020 anyone that gets hurt on a playground or ball field. Mayor Forcier added he felt that allowing the Huskies to take care of the field was a good step. They have offered a lot of advice in the past and he sees this as being beneficial to both the City and the Huskies. Motion by Czmowski, second by Sebesta, to approve "Adopt a Park" Agreement with the Hutchinson Huskies. Motion carried unanimously. 12. APPROVE/DENY SKATE PARK EQUIPMENT REMOVAL AND REPLACEMENT Dolf Moon, PRCE Director, presented before the Council. Moon has outlined skate park issues in the past and since then, he requested that a representative from the League of Minnesota Cities, who deals with insurance and issues related to park infrastructure, come out to meet with city staff. Staff met with the LMC representative and evaluated the skate park equipment. The representative made a determination that the commercially -produced items could be repaired; the fabricated, donated property would need to be removed and replaced. The replacement equipment would match the existing, repaired equipment and cost $20,000. Moon assured the Council that more commercially produced equipment could be added in the future, as there would still be room after the new equipment is installed. Moon also mentioned that if there are any skate park enthusiasts that would like to donate in the future, he would like to hear from them. Motion by Cook, second by Christensen, to approve Skate Park Equipment Removal and Replacement. Motion Carried unanimously. 13. APPROVE/DENY SETTING SPECIAL CITY COUNCIL MEETING FOR MARCH 31, 2020, FOR TRUNK HWY 15/1\4AIN STREET PROJECT ITEMS Motion by Czmowski, second by Cook, to approve setting Special Meeting for March 31, 2020, at 5:30 pm. 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.) 14. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS a) Hutchinson Economic Development Authority Board Minutes from January 22, 2020 b) Hutchinson Library Board Minutes from January 27, 2020 c) Hutchinson Utilities Commission Minutes from January 29, 2020 d) City of Hutchinson December 2019 Preliminary Financial Statements & Local Sales Tax Update MISCELLANEOUS 15. STAFF UPDATES Kent Exner - Mr. Exner commented that the public has been notifying staff of various potholes throughout the community. Mr. Exner noted that Public Works is aware of the areas. Public Works is 11 CITY CO UNCIL MINUTES March 10, 2020 trying to avoid cold mix so they are hoping for hot mix plants to open soon. The frost is almost out and Exner does not foresee significant boils. Exner noted the intersection of Second Avenue and Dale Street is a significant issue. Staff plans to clean out the potholes, use hot mix and spray sealant over the patch. Matt Jaunich — Mr. Jaunich mentioned that staff is reviewing current policies regarding pandemics in regards to the Coronavirus. The League of MN Cities is putting on a webinar to make sure the City is taking the right steps to be ready. Jaunich will be sitting in on the webinar along with Human Resource Director, Brenda Ewing. Jaunich also mentioned the Finance Department received notice that they received a Certificate of Achievement for the 2018 financial audit. This is the 23rd straight year they have received the recognition for outstanding reporting. 12. COUNCIL/MAYOR UPDATE Mary Christensen — Council Member Christensen congratulated girls' high school hockey on their win over South St. Paul. Dave Sebesta — Council Member Sebesta requested Mayor Forcier to do a proclamation for March 29, as the Disabled American Veterans (DAV) will be 100 years old. There will be a program at the VFW on March 29 as well. Steve Cook — Council Member Cook asked Kent Exner if he will be working on the franchise Cook mentioned a while back. Exner agreed he would be working on it. Cook also had questions regarding bills related to Econo Foods. City Administrator Matt Jaunich explained they were for testing on the facility. City Attorney Marc Sebora added all tests conducted have come back fine and he is working with the title company on a few questions regarding encroachment. He is still anticipating closing in April. Chad Czmowski — Council Member Czmowski commented that the revised food truck ordinance has been positive. He also mentioned the skate boarders will appreciate the improvements being made to the skate park. Gary Forcier — Mayor Forcier congratulated the girls & boys hockey team on a great season and state appearance. He also congratulated the wrestling team for taking 5th at state individual wrestlers, Cale Luthens and Alex Nelson for placing Sth &Grant Peirce for placing 6t�. He also congratulated swimmers, Matthew Olberg for placing 8th for the 500 freestyle and Connor Hogan for placing 7th for the backstroke and 1 Vh for freestyle. Great job representing Hutchinson as a team and individually. Mayor Forcier also mentioned the passing of Jerry Carlson. He was a special person, coach, teacher and mentor. He will be missed. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 6:40 p.m. Motion carried unanimously.