03-31-2020 CCM (Special Meeting)MINUTES
SPECIAL MEETING - HUTCHINSON CITY COUNCIL
TUESDAY, MARCH 31, 2020 — 5:30 P.M.
1. CALL MEETING TO ORDER — 5:30 P.M.
Mayor Gary Forcier called the meeting to order. Members present were Steve Cook, Chad
Czmowski, and Dave Sebesta. Member absent was Mary Christensen. 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 Sebesta, to approve the agenda as presented. Motion
carried unanimously.
COMMUNICATIONS
2. REVIEW/UPDATE OF T.H. 15 (MAIN STREET) RECONSTRUCTION PROJECT
Kent Exner, City Engineer, presented before the Council. Mr. Exner provided an overview on
the project to date. Governor Walz has deemed MnDOT construction essential. Exner noted
he has been notified informally that the project has been awarded by MnDOT to R&R
Excavating who was the low bidder at approximately $11.5 million. The City has received a
revised Schedule I which is the City's cost -sharing distribution which will be communicated
publicly following formal awarding of the contract. The City will be invoiced for its portion
of the project. Mr. Exner also reviewed small City projects scheduled for this year. A
preconstruction meeting is scheduled tomorrow via teleconference. The project is scheduled
to begin April 13, 2020. A virtual open house on the project will be hosted and sent out by
MnDOT. Exner distributed an informational sheet prepared by the Chamber of
Commerce/Visitors Bureau related to project work efforts by various groups/entities. Mr.
Exner also spoke about signage that MnDOT is putting in dace for local businesses off of the
detour route as well as signage that will be put in place in city parking lots for local businesses.
Lastly, Mr. Exner reviewed the staging plan for the project.
PUBLIC HEARING — 6:00 P.M.
3. APPROVE/DENY RESOLUTION NO. 15156 — RESOLUTION ACCEPTING BID AND
AWARDING CONTRACT FOR T.H. 15 (MAIN STREET) RECONSTRUCTION AND T.H.
15 ADA AND OVERLAY IMPROVEMENTS PROJECT (LETTING NO. 1, PROJECT NO.
20-01)
Matt Jaunich, City Administrator, noted that although this is the public hearing ponion of the
meeting, due to the COVID-19 pandemic, staff has directed residents not to show up. The
hearing will be opened and recessed to July 14, 2020, at 6:00 p.m. in the Council Chambers.
The public hearing was opened.
Motion by Czmowski, second by Sebesta, to recess the public hearing until July 14, 2020, at
6:00 p.m. in the Council Chambers. Motion carried unanimously.
Motion by Czmowski, second by Cook, to approve Resolution No. 15156 awarding contract
to R&R Excavating in the amount of $11,585,181.14. Motion carried unanimously.
NEW BUSINESS
4. APPROVE/DENY T.H. 15 (MAIN STREET) RECONSTRUCTION AND T.H. 15 ADA
AND OVERLAY IMPROVEMENTS PROJECT FUNDING
Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the City's
cost -participation agreement with MnDOT for this project is $3,238,578.03. This amount
includes $3,022,087.34 of actual construction costs (minus the $160,000 aesthetic credit) and
other designated fees/contributions. City staff has also calculated the City's total project costs
and associated funding allocations/mechanisms. Per these calculations, the City's estimated
total project cost is $3,996,216.36. These costs include roadway/general, sanitary sewer/water
utilities, sidewalk/ADA, construction engineering, project fees, continency, traffic signal
materials, geotechnical testing, streetscapmg and historic clock salvaging. The estimated
funding for this project will come from general roadway/water utility services/sanitary sewer
utility services assessable costs, future water/sanitary sewer utility services connection
charges, bonding, water funds, wastewater funds, and special funding.
Motion by Czmowski, second by Cook, to approve T.H. 15 Reconstruction and T.H. 15 ADA
and overlay improvements project funding. Motion carried unanimously
MISCELLANEOUS
5. STAFF UPDATES
Marc Sebora — Mr. Sebora spoke about alternative ways to holding Council meetings. The
two alternatives available are by interactive television and by telephone/electronic means. Mr.
Sebora spoke about the requirements of each of these alternatives. Mr. Jaunich spoke about
the logistics and technicalities of using these alternatives. The Council Members expressed
that they would like to move forward with holding the meetings at the event center as planned
with the option of allowing council members to attend via telephone/electronic means.
Matt Jaunich — Mr. Jaunich reminded residents that the majority of all city services are
considered essential and operational - one exception is that the Motor Vehicle office is
closed.
6. COUNCIL/MAYOR UPDATE
ADJOURNMENT
Motion by Czmowski, second by Sebesta, to adjourn at 6:35 p.m. Motion carried
unanimously.
ATTEST:
Gary T. Forcier
Mayor
Matthew Jaunich
City Administrator