07-14-2020 CCMHUTCHINSON CITY COUNCIL
MEETING MINUTES
TUESDAY, JULY 14, 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 Chad Czmowski, Mary
Christensen and Dave Sebesta. Member absent was Steve Cook. Members were present via
electronic means. Others present in the Council Chambers were Matt Jaunich, City Administrator 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 agenda as presented. Roll call vote was
taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. 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
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 June 23, 2020
Motion by Christensen, second by Sebesta, to approve minutes as presented. Roll call vote was
taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. 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
(a) Consideration for Approval of Issuing Massage License to Heidi Thode
CITY CO UNCIL MINUTES July 14, 2020
(b) Consideration for Approval of Resolution No. 15187 - Resolution Appointing Election Judges for
Primary Election
(c) Consideration for Approval of Telecommunications Lease Amendment Renewal Between the City
of Hutchinson and T-Mobile
(d) Claims, Appropriations and Contract Payments
Motion by Sebesta, second by Czmowski, to approve Consent Agenda. Roll call vote was taken:
Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion carried unanimously.
PUBLIC HEARINGS — 6:00 P.M.
8. ASSESSMENT HEARING FOR T.H. 15 (MAIN STREET) RECONSTRUCTION AND T.H. 15
ADA AND OVERLAY IMPROVEMENTS PROJECT (LETTING NO. 1, PROJECT NO. 20-01)
Kent Exner, City Engineer, presented before the Council. Mr. Exner stated that due to the ongoing
pandemic and associated gathering concerns, the assessment hearing will not be administered this
evening. Mr. Exner asked that the Council open the hearing and recess to September 22, 2020.
Motion by Czmowski, second by Christensen, to recess public hearing to September 22, 2020, at 6:00
p.m. Roll call vote was taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye.
Motion carried unanimously.
9. PUBLIC HEARING FOR TH 7/22 AND MONTANA STREET CROSSING IMPROVEMENTS
(LETTING NO. 2, PROJECT NO. 20-02)
(a) Approve/Deny Resolution No. 15188 — Resolution Ordering Improvement and Preparation of
Plans and Specifications
(b) Approve/Deny Resolution No. 15189 — Resolution Approving Plans and Specifications and
Ordering Advertisement for Bids
Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that staff has been
working closely with its technical consultant and MnDOT staff to finalize the design of this project and
receive associated MnDOT approvals. Staff is working to administer the bid letting for this project
during the Fall due to traffic signal equipment fabrication lead times. This will allow for the
construction of the HAWK crossing system next spring or early summer. Mr. Exner noted that the
estimated cost of the project is $346,148.80 and will be funded with federal aid, state trunk highway
funds and City bonding.
Motion by Czmowski, second by Christensen, to close public hearing. Roll call vote was taken:
Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion carried unanimously.
Motion by Sebesta, second by Christensen, to approve Resolution Nos. 15188 and 15189. Roll call
vote was taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. 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.)
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CITY CO UNCIL MINUTES July 14, 2020
10. REVIEW OF WATER DISTRIBUTION AND WASTEWATER COLLECTION/TREATMENT
LONG-TERM CAPITAL IMPROVEMENT PLANS
Kent Exner, City Engineer, presented before the Council. Staff, along with the City's technical
consultant, will be presenting the long-term capital improvement plans for the City's water
treatment/distribution and wastewater treatment/collection systems. Also developed were
worksheets that incorporate a multitude of considerations and objectives as well as excerpts from
the wastewater treatment facility assessment documents. This exercise was necessary as the City
continues to develop a water and wastewater utility rate study.
Mr. Exner reviewed planned primary projects at the water plant over the next 20 years. These
include: SCADA PLC/hardware and software upgrades; Century water tower coatings
rehabilitation; water meter replacements; RO membrane replacements; Well 49 construction; roof
and HVAC rehabilitations; South Park water tower coatings rehabilitation; water meter transmitter
replacements; Golf Course water tower coatings rehabilitation; and ammonia analyzer replacement.
Tim Gratke, Water/Wastewater Supervisor, reviewed planned primary projects at the wastewater
plant over the next 20 years. These include: SCADA PLC/hardware and software upgrades;
preliminary treatment redesign and equalization system modification; biosolids digester
rehabilitation/separation of aeration and mixing; east oxidation ditch additional AireO2s and process
optimization; lift station rehabilitation/standardization and controls upgrades; MBR aeration basin
fine bubble diffuser system replacement; belt press thickener 42 overhaul or replacement; final
clarifier domes/rake drives/RAS pumps and piping rehabilitation; belt press thickener 41 overhaul or
replacement; west oxidation ditch rotor replacement with AierO2 tritons; MBR scour blower and
HVAC replacements; SCADA hardware and software updates; MBR module replacement and
additional cassettes; UV disinfection system replacement; conduct remote lift station rehabilitations;
and SCADA hardware and software updates.
Eric Meester and Jennifer Svennes of Nero Engineering presented before the Council. Mr. Meester
reviewed the facility assessment goals which included detailing and tabulating equipment
throughout the facility; assessing the age and condition of each piece of equipment; determining the
remaining service life of equipment; developing replacement cost opinions; prioritizing equipment
replacement or improvement with wastewater treatment staff, and attempting to balance the
prioritization of projects with the annual budget. Mr. Meester explained in more detail the
condition assessment methodology used, equipment breakdown by condition and service life
evaluation. Ms. Svennes then provided information on items found in each building of the
wastewater treatment facility.
The final assessment summary included that generally the City needs to address the age and
condition of the original 1988 wastewater treatment facility; poorly operating headworks processes
has a large impact on the rest of the wastewater treatment facility and need urgent improvements;
the main lift station, MBR building, final clarifiers and disinfection have largely replace -in -kind
equipment; solids processing has urgent needs; and the facility assessment did not address potential
impacts with upcoming permit (lower phosphorus limits and bicarbonate limit is anticipated and
further evaluation will need to be completed to determine the facility's ability to meet those limits).
11. UPDATE ON CARES FUNDING
Matt Jaunich, City Administrator, presented before the Council. Last March, President Trump
signed the CARES Act which allocated federal money to states and local governments via the
Coronavirus Relief Fund. Mr. Jaunich explained that the City is slated to receive $1,074,352 from
the CARES Act. The City has some expenses related to the pandemic which is estimated at
$200,000. That leaves a balance of $874,352 from the CRF. Staff would like to have a discussion
on use of this fund balance. Any unused funds must be remitted to McLeod County. These funds
may be used in grants or loans to local small businesses impacted by the COVID-19 public health
emergency. Funds used for expenses from this fund must be necessary, unaccounted for within the
City's budget and incurred during the covered period. Eligible uses include medical expenses, public
health, payroll expenses, public health measures, economic support, unemployment insurance costs,
CITY CO UNCIL MINUTES July 14, 2020
consumer grant program to prevent eviction and homelessness and other COVID-19 related expenses
reasonably necessary to the function of government that satisfy the fund's eligibility criteria. These
funds may not be used for replacement of lost revenues, payroll/benefits for employees whose work
duties are not substantially dedicated to mitigating or responding to COVID-19, expenses that have
been or will be reimbursed under any federal program, severance pay or legal settlements, damages
covered by insurance or per capita payments to residents of a particular jurisdiction without an
assessment of individual need. Mr. Jaunich noted that if the City would go down the route of
providing economic assistance to businesses impacted, it would be in partnership with the
Hutchinson EDA.
Council Member Czmowski asked if the City could designate what the funds could be used for so
that the money can go as far as possible amongst all the businesses in the city that have been
impacted. Mr. Jaunich noted that criteria will be established and a pre -application process
implemented.
UNFINISHED BUSINESS
12. APPROVE/DENY SECOND READING AND ADOPTION OF ORDINANCE NO. 20-816 — AN
ORDINANCE AUTHORIZING SALE OF MUNICIPALLY -OWNED LAND TO DROPTINE
PROPERTIES, LLC
Matt Jaunich, City Administrator, explained that this ordinance allows for the City to sell municipally -
owned land in the industrial park to Droptine Properties LLC as discussed and reviewed at the last
Council meeting. No changes have been made to the ordinance. The ordinance authorizes Matt
Jaunich, the city administrator, to sign any and all documents on behalf of the City to effectuate the
closing of this transaction.
Motion by Czmowski, second by Christensen, to approve second reading and adoption of Ordinance
20-816. Roll call vote was taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye.
Motion carried unanimously.
NEW BUSINESS
13. APPROVE/DENY RESOLUTION NO. 15186 — AUTHORIZING ISSUANCE OF $2,465,000
GENERAL OBLIGATION IMPROVEMENT BONDS, SERIES 2020A
Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that the selling of
these bonds are to fund the improvement projects being completed this summer. These projects
include the Hwy 15/1\4ain Street reconstruction and the Civil Air Patrol utility extension. The debt
service payments will be funded by the existing debt levy and does not require a tax increase.
Nick Anhut, Ehlers & Associates, presented before the Council. Mr. Anhut explained that eight bids
were received and opened this morning for this bond sale. The City's Standard & Poor's "AA-"
rating was affirmed. The winning bid came from Security Bank & Trust out of Glencoe, Minnesota,
with a true interest rate of 1.08%. This bid was much lower than expected. The total bond sale was
lowered to $2,405,000 to account for prepaid special assessments received on the bonded projects.
Motion by Christensen, second by Czmowski, to approve Resolution No. 15186. Roll call vote was
taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion carried
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CITY CO UNCIL MINUTES July 14, 2020
unanimously.
14. APPROVE/DENY ORDINANCE NO. 20-818 — AN ORDINANCE EXTENDING LOCAL STATE
OF EMERGENCY
Matt Jaunich noted that the governor has extended Minnesota's state of emergency to August 12,
2020, and therefore, staff is requesting that the City's state of emergency be extended as well to
coincide with the state. Calling a state of emergency allows flexibility to local governments when it
comes to purchasing and other administrative duties. The proposed ordinance extends the local state
of emergency to August 11, 2020.
Motion by Czmowski, second by Christensen, to approve Ordinance No. 20-818. Roll call vote was
taken: Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. 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.)
15. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS
(a) Hutchinson Utilities Commission Minutes from May 27, 2020
(b) Liquor Hutch Quarterly Report
MISCELLANEOUS
16. STAFF UPDATES
Kent Exner — Mr. Exner provided a project update on the Main Street/Hwy 15 reconstruction; Civil Air
Patrol utility extensions project is progressing with a bid opening coming up this month; count work
conducted by intern at South Grade Road mini -roundabout — report shows good driver behavior overall
but perhaps something needs to be done with the yield sign or pavement marking when exiting the Cash
Wise/Mall leg.
Matt Jaunich — reminded Council of workshop prior to next meeting on the audit review; continuing to
work on phase 2 of the new police facility and considering hiring construction management services for
the project along with Wold Architects; branding project is nearing its end and a final presentation will
be held within the next few months.
17. COUNCIL/MAYOR UPDATE
Gary Forcier — Mayor Forcier noted that he has had some residents ask him if he is considering
making wearing masks mandatory. He is not at this time and asked that everyone keep good hygiene
and wear a mask if they so choose.
ADJOURNMENT
Motion by Czmowski, second by Sebesta, to adjourn at 7:15 p.m. Roll call vote was taken:
Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion carried
unanimously.
ATTEST:
CITY CO UNCIL MINUTES July 14, 2020
Gary T. Forcier Matthew Jaunich
Mayor City Administrator