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03-09-21 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MARCH 9, 2021 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 Begnaud, Chad Czmowski, and Dave Sebesta. Jaunich, City Administrator. Members present were Mary Christensen, Brandon Others present in the Council Chambers was Matt (a) Approve the Council agenda and any agenda additions and/or corrections Motion by Christensen, second by Sebesta, to approve agenda as presented. Roll call vote was taken: Christensen — aye; Begnaud — aye; Czmowski — aye; Sebesta — 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 February 23, 2021 (b) Workshop of February 23, 2021 Motion by Sebesta, second by Begnaud, to approve minutes as presented. Roll call vote was taken: Christensen — aye; Begnaud — aye; Czmowski — aye; Sebesta — 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 Short -Term Gambling License to Crow River Cutters on May 1, 2021, at McLeod County Fairgrounds CITY CO UNCIL MINUTES March 9, 2021 (b) Consideration for Approval of Issuing Short -Term Gambling License to Pheasants Forever Carver County Chapter on April 12, 2021, at 260 Ottawa Avenue SE (c) Consideration for Approval of 2021 Replay Application to City Streets (d) Consideration for Approval of Resolution No. 15287 — Disposal of Surplus Information Technology Property (e) Claims, Appropriations and Contract Payments Motion by Christensen, second by Begnaud, to approve Consent Agenda. Roll call vote was taken: Christensen — aye; Begnaud — aye; Czmowski — aye; Sebesta — aye; Forcier — aye. Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. 8. REVIEW OF SMALL CITIES DEVELOPMENT (SCDP) RENTAL REHAB PROGRAM (SOUTHDALE APARTMENTS) Judy Flemming, HRA Program Coordinator, presented before the Council. Ms. Flemming updated the Council and the public on the progress of the current Small Cities Development project at 907 Dale Street Apartments (South Dale Apartments). Ms. Flemming reviewed the awarded project financing, the project timeline and the project improvements. Ms. Flemming explained that the deferred grant requires that 51 % of the units will be occupied by low -moderate income household at affordable rents. On an annual basis if the owner meets this criteria, 20% of the loan will be forgiven each year for five years. Ms. Flemming further explained that in June 2019 the project award was announced by DEED and construction/rehab started in August 2020. The project will be closed out this Spring/Summer and the DEED funds need to be obligated/used by September 30, 2022. The project improvements included window replacements, siding/stucco/structural sheathing replacement, asbestos removal, drainage improvements, exterior lighting and parking lot repair/replacement, replaced Federal Pacific electrical panels, miscellaneous interior health and safety issues and miscellaneous HVAC/mechanical systems repairs. Council Member Christensen asked about the decks that were not replaced and asked if those still may be. Ms. Flemming noted that the funds available were used for other exterior improvements however the decks will be addressed with owner funding that is available. Motion by Christensen, second by Sebesta, to close public hearing. Roll call vote was taken: Christensen — aye; Begnaud — aye; Czmowski — aye; Sebesta — 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.) 9. HUTCHINSON POLICE SERVICES YEAR END REPORT Tom Gifferson, Police Chief, presented before the Council. Chief Gifferson reviewed items of the annual report such as staff, crime statistics, patrol information, calls for service, training, investigations, school resource officer, child protection officer, SWAT team, high risk calls, records unit, code enforcement, hospital security and the Axon body/fleet cameras. Chief Gifferson also provided the annual report of the Southwest Metro Drug Task Force. Chief Gifferson provided information on accomplishments of the department in 2020. Chief Gifferson lastly reviewed goals for 2021. 2 CITY CO UNCIL MINUTES March 9, 2021 Mayor Forcier asked how many entities use the police training facility. Chief Gifferson noted that for local agencies it's typically the west metro area however if a federal agency uses it entities from all over the United States are users. Council Member Christensen asked for the definition of simple assault which Chief Gifferson explained. 10. UPDATE ON SITE LAYOUT AND DESIGN OF NEW POLICE STATION AND ESTIMATED PROJECT TIMELINE/COST Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich introduced John McNamara and Paige Sullivan from Wold Architects and Pete Filippi from Contegrity, project manager. Mr. McNamara presented information on the site layout and design of the new police station as well as an update on the estimated project timeline. Mr. McNamara presented a site plan diagram of the new facility which is proposed to be a 36,000 square foot facility for the police department with an attached 2000 square foot facility for the DMV. The site plan included illustrations of the locations of parking and entries. Mr. McNamara also provided an illustration of the building diagram/floor plan of the police facility. Mr. McNamara also presented proposed materials to be used on the exterior and interior of the building as well as various views of the exterior of the building from adjacent streets and schematics of the interior policy lobby and open office patrol area. Mr. McNamara reviewed project costs which are estimated as follows: 1. police construction costs: demolition - $475,600; site development - $885,775; architectural - $6,532,620; mechanical/electrical/technology - $2,977,900; 2. DMV construction cost: allocation - $719,485; 3. Project costs: fees and reimbursables - $750,685; survey and testing - $64,000; utility relocations — vendor specific; furniture and equipment - $600,000; audio/visual - $210,000; contingency - $884,400. Bids are proposed to be opened May 13, 2021, be considered by the Council for approval on May 25, 2021, and begin demolition/construction in mid -June. Chief Gifferson presented before the Council. Chief Gifferson spoke about significant changes since the original plan was presented in 2017. A new police facility was identified as being needed due to space constraints at the current facility and inefficiencies in design of the current facility. Chief Gifferson specifically spoke about the need for a larger space for fleet services and the efficiencies of having all areas of the department working under one roof. Matt Jaunich and Andy Reid spoke more specifically about costs and financing for the project. The total project is estimated at approximately $15,500,000 with $3,000,000 coming from Community Improvement dollars, $400,000 coming from sale proceeds of the existing police station and EEOC and approximately $12 million in bond proceeds. This total project cost includes the DMV office and improvements to Jefferson Street and P Avenue. Council Member Czmowski asked about moving DMV and the Jefferson Street extension improvements. Mr. Jaunich noted that DMV had proposed moving due to safety concerns they have at times. In addition, the City Center has proposed remodeling planned for the future and would convert the DMV area to a conference room. Lastly, the DMV is anticipating more equipment being installed and larger space would be advantageous. Chief Gifferson spoke about the Jefferson Street extension and noted that it was designed this way due to traffic safety concerns. He noted that some sort of delineation needs to be constructed. Mayor Forcier suggested bidding out the project as presented. Council Member Christensen confirmed that the entrances to DMV and the police department are ADA compliant. She also asked if glass partitions are going to be implemented into the building lobby. Mr. McNamara explained that the glass partitions will be installed mainly for safety reasons. Council Member Christensen noted that she liked the design and the differences in the textures. She noted that she also liked DMV being part of the facility. CITY CO UNCIL MINUTES March 9, 2021 Council Member Begnaud also expressed that he liked the idea of DMV moving to the police facility, however asked what City Center would look like after DMV moves and the costs associated with any remodel. Council Member Begnaud also asked about reserves that might be available for the project. Mr. Jaunich noted that no immediate remodeling would be done at the City Center in the DMV space. Mr. Reid spoke about fund balance available and noted that if an additional $1 million would be applied to the project, that would reduce the cost to a homeowner to $35/year x 30 years as opposed to $40/year x 30 years. If $1 million is used for the facility, the fund balance is still at a very healthy balance. Mr. McNamara spoke about less costs and more efficiencies of a one -store building as opposed to a two-story building that has been inquired about. In addition, Mr. McNamara spoke about the proposed storm water management system underneath the proposed facility as opposed to constructing an outdoor stormwater pond. Mr. McNamara spoke about the popular use of the underground stormwater management systems in the industry and questioned the space available for an outdoor ponding area. Mr. Filippi spoke about the market and aggressive bidding that is currently going on. UNFINISHED BUSINESS NEW BUSINESS 11. APPROVE/DENY PURCHASE OF BAGGING LINE EQUIPMENT FOR CREEKSIDE Andy Kosek, Creekside Soils General Manager, presented before the Council. Mr. Kosek explained that two upcoming projects are identified in the Capital Improvement Plan to replace components of the bagging line - $50,000 in 2021 for an outdoor hopper and $63,000 in 2022 for a volumetric feeder on the bagging machine. The vendor is recommending to replace both components along with an additional conveyor at the same time versus doing so in multiple projects. Between the two years' CIP budgets, $113,000 total was budgeted for these improvements. However, with the additional conveyor and increases in material costs since the budget was prepared, the project cost is now $156,450. If the project is completed in multiple projects over a couple years' time, the total project cost would be $183,338. The Compost Fund will cover the cost of the equipment. Motion by Czmowski, second by Forcier, to approve purchase of bagging line equipment for Creekside. Roll call vote was taken: Christensen — aye; Begnaud — aye; Czmowski — aye; Sebesta — 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.) 12. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) December 2020 Preliminary Financial Statement and Local Sales Tax Update (b) Library Board Minutes from January 25, 2021 Mr. Jaunich noted that in the 2020 preliminary financial report it shows a very significant surplus of over $400,000. He asked council members to keep that in mind for potentially assisting in financing the police facility project MISCELLANEOUS 11 CITY CO UNCIL MINUTES March 9, 2021 13. STAFF UPDATES Matt Jaunich — Mr. Jaunich noted that information was posted on the City's social media page reminding dog owners to pick up dog waste. 14. COUNCIL/MAYOR UPDATE Dave Sebesta — Council Member Sebesta noted that he is getting a lot of inquiries on whether or not the City's aquatic center will be open this summer. Mr. Jaunich noted that staff intends to have a plan in place by the end of April. Mary Christensen — Council Member Christensen reminded dog owners to pick up dog waste. She also noted that cats are not allowed to run at large. ADJOURNMENT Motion by Czmowski, second by Sebesta, to adjourn at 7:20 p.m. Roll call vote was taken: Christensen — aye; Begnaud — aye; Czmowski — aye; Sebesta — aye; Forcier — aye. Motion carried unanimously. ATTEST: Gary T. Forcier Matthew Jaunich Mayor City Administrator