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03-24-2020 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MARCH 24, 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 — Due to the absence of invocation, a moment of silence was held instead. (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 Marc Sebora, City Attorney, read a statement in reference to the declaration of a state of emergency for the City of Hutchinson. Mayor Forcier declared a state of emergency at 5:08 p.m. today. The emergency declaration will be considered/discussed later in the meeting. 6. APPROVAL OF MINUTES (a) Regular Meeting of March 10, 2020 (b) Emergency Meeting of March 17, 2020 Motion by Sebesta, 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 CITY COUNCIL MINUTES March 24, 2020 (a) Consideration for Approval of Backhoe Acquisition (b) Consideration for Approval of Pavement RePlay Application (c) Consideration for Approval of Resolution No. 15154 — Resolution Closing of the 2017 Construction Fund to the 2017 Debt Service Fund (d) Consideration for Approval of Non -Waiver of Tort Liability Limits for General Liability (e) Claims, Appropriations and Contract Payments Motion by Cook, second by Czmowski, to approve consent agenda. 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.) 8. PUBLIC WORKS ANNUAL REPORT Kent Exner, City Engineer/Public Works Director, provided an annual update to the Council. The Public Works Department comprises the areas of engineering, streets & roadways, cemetery, airport, HATS facility, water, wastewater and storm water. Mr. Exner provided a monitoring report for each area that identifies the primary services of each area and the core services of the entire Public Works Department. Mr. Exner also reviewed significant accomplishments for the public works department along with 2020 major goals and objectives. Mr. Exner also spoke about community survey results, Pavement management system, and utility rates. Tim Gratke, Wastewater Supervisor, spoke before the Council and reminded all residents to only flush toilet paper and body waste down the toilet. 9. UPDATE ON HUTCHINSON PILLAR STREETSCAPE PROJECT Council Member Steve Cook provided an update to the Council on the pillar streetscape project as it relates to the Main Street/Hwy 15 improvement project. Council Member Cook explained that the pillars are included in the MnDOT bids and came in over budget approximately $3000.00. The Public Arts Commission noted that in the event the pillar project does not move forward, he asked that the Council still proceed with placement of the footings in the areas that were identified for the pillars and were estimated at $10,000. This will allow for either pillars or other artwork to be installed in the future. Council Member Cook also asked if the Council would authorize Sculpture Stroll locations in the four pillar locations along Main Street if there are no pillars or other artwork in those locations. The Council was in favor of both of these requests. Kent Exner noted that MnDOT is moving forward with construction projects for the upcoming season, but that is all dependent on any decisions the governor makes in the near future related to COVID-19. A special city council meeting is set for next Tuesday, March 31", as it relates to the project. The public hearing will be open but recessed until July. At next week's meeting, the bid will be accepted and the City will award their portion of the bid. UNFINISHED BUSINESS 2 CITY COUNCIL MINUTES March 24, 2020 NEW BUSINESS 10. APPROVE/DENY PURCHASE OF COMPOST SCREENER Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that $350,000 has been budgeted to replace the 2000 deck screener. Bids were advertised for and received. Two of the five bids met all specifications. The current screener has been problematic over the years with electrical issues as it is diesel over electric. A new screener will allow for higher efficiencies and production rates. Staff is recommending to purchase a 2019 McCloskey trammel screener for a total price of $330,376.00. Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that the screener will be purchased with cash out of the compost fund. If needed, an interfund loan could be utilized later in the year from the refuse fund. Motion by Cook, second by Czmowski, to approve purchase of compost screener from the compost fund balance. Motion carried unanimously. 11. APPROVE/DENY RESOLUTION NO. 14450 - RESOLUTION AFFIRMING THE PURCHASE OF REAL ESTATE AND AUTHORIZING MATTHEW MUNICH, CITY ADMINISTRATOR, TO EXECUTE DOCUMENTS REQUIRED FOR REAL ESTATE PURCHASE (ECONO FOODS PROPERTY) Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that the closing for the Econo Foods property transaction is set to take place on April 15, 2020. The title commitment requires the City to submit a Resolution demonstrating that the purchase of the property was authorized by the Council along with authorization for someone to sign the closing and other documents in order to complete the sale of the property. The Resolution being considered affirms the City Council's permission to enter into the transaction and gives Matt Jaunich, City Administrator, permission to sign all closing -related documents. Motion by Czmowski, second by Christensen, to approve Resolution No. 14450. Council Member Cook noted that the last time this item was discussed, it had been mentioned that some details were still being reviewed. Mr. Sebora explained that there had been questions about encroachment issues and concerns related to neighboring properties, however all of those issues have been resolved. Motion carried unanimously. 12. APPROVE/DENY ITEMS RELATED TO COVID-19 PANDEMIC a. Revisions to Policy 3.27 — Pandemic Response b. Resolution No. 15155 — Resolution Implementing Temporary Utility Billing Procedure c. Consideration of Declaring City of Hutchinson State of Emergency d Discussion Items Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that declaring a state of emergency mainly accomplishes loosening some rules related to purchasing, entering into contracts, employee staffing, reimbursements and other administrative duties. 3 CITY COUNCIL MINUTES March 24, 2020 Policy 3.27 relates to Pandemic Response. This policy sets mechanisms in place to pay employees in the event they are out of work due to a pandemic. Section 5 provides a few options for the Council to consider related to paid pandemic leave. The new federal laws and new FMLA leave laws recently adopted do not allow for pay if someone is sent home from work for lack of work. Option 2 allows granting temporary pandemic leave to employees in the event of a declared state of emergency that results in the close of City facilities. The proposed language allows for three weeks of paid pandemic leave for full time employees. Council Member Cook suggested changing the language to allow for two weeks of paid pandemic leave to be consistent with federal laws and CDC guidelines. Council Members suggested two weeks of pay since this option also allows the Council to lengthen the available paid pandemic leave period depending on the pandemic situation and advisories issued by state and federal agencies. The temporary pandemic leave ceases when it is exhausted and/or when the Emergency Declaration by the City allowing for the leave is lifted, whichever occurs first. Motion by Cook, second by Christensen, to approve revisions to Policy 3.27, including Option 2 in the policy with revising the language from three weeks to two weeks of pandemic paid leave. Motion carried unanimously. Matt Jaunich also spoke of Resolution 15155 — Resolution Implementing Temporary Utility Billing Procedure. The Resolution authorizes waiving late fees, not disconnecting water service on delinquent accounts and working with customer to create payments plans due to the pandemic. Motion by Czmowski, second by Sebesta, to approve Resolution 15155. Mr. Jaunich noted that staff will communicate this information out to residents via the City's web site and Facebook page. Mr. Jaunich stated that the City Center was officially closed to the public as of Friday, March 20, 2020, at 4:30 p.m. Mr. Jaunich explained that services within city center are still being provided as much as possible via drop boxes, phone contact and emails. Proper signage is posted in the lobby which will remain open, as well as on the City's web site and Facebook page. Marc Sebora, City Attorney, presented before the Council. Mr. Sebora noted that Mayor Forcier did sign Declaration No. 2020-1 at 5:08 p.m. declaring a local state of emergency in the City of Hutchinson. Procedurally, the City Council must ratify an ordinance consenting to the Mayor's declaration and a proposed ordinance, Ordinance No. 20-811, is before the Council for their consideration. The ordinance is in effect for 30 days, but can be shortened should the Council decide to do so. Although an emergency has been declared, there is no need to panic. The declaration simply allows the City more flexibility in administrative functions. Motion by Cook, second by Christensen, to approve Ordinance No. 20-811. Motion carried unanimously. Mr. Jaunich did note that if the Council was more comfortable meeting at the event center where there is more space to allow for adequate social distancing, that is an option. The Council expressed their desire to meet as a body at the Event Center their first meeting in April. The special meeting next week needs to be held in the Council Chambers as that is how it was noticed. Motion by Sebesta, second by Cook, to hold all future City Council meetings after March 31, 2020, at the Event Center. 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.) 13. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS 11 CITY COUNCIL MINUTES March 24, 2020 (a) Snow & Ice Control Report for February 2020 (b) City of Hutchinson Financial and Investment Reports for February 2020 c) Public Arts Commission Minutes from February 12, 2020 d) Hutchinson Housing & Redevelopment Authority Board Minutes from February 18, 2020 MISCELLANEOUS 14. STAFF UPDATES Tom Gifferson — Police Chief Gifferson noted that his department has plenty of PPE at this time. He did note that there has been an uptick in reports of scams over the phone. He expressed that citizens should be wary of phone calls they receive from those asking for personal information John Olson — Mr. Olson noted that street sweeping began last week and potholes and alleys are being monitored. Tim Gratke — Mr. Gratzke stated that plans are in place to keep water/wastewater services in operation. Matt Jaunich — Mr. Jaunich noted that the Chamber of Commerce tracks and updates hours of operation and other changes related to retailers/local businesses. He encouraged residents to check the Chamber of Commerce web site. He also reminded citizens of the census work that is going on as well. He also noted that union negotiations being held this week with the police union will take place via video conference. 15. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook clarified with Kent Exner that South Grade Road touchups will occur in May/June. Mary Christensen — Council Member Christensen stressed the importance of social distancing. Gary Forcier — Mayor Forcier reminded dog walkers and dog park users to pick up after their dogs. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 7:10 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator