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11-22-2022 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, NOVEMBER 22, 2022 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 Pat May, Mary Christensen, Chad Czmowski and Dave Sebesta. Others present were Matt Jaunich, City Administrator and Marc Sebora, City Attorney. (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 — Christ the King Lutheran 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 (a) Resolution No. 15511 — Resolution Accepting Cash Donation from VFW Post 906 for VFW Park Improvements Motion by May, second by Sebesta, to approve Resolution No. 15511. Motion carried unanimously. 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 November 8, 2022 (b) Canvassing Board Minutes of November 15, 2022 Motion by Czmowski, second by Christensen, 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) CITY COUNCIL MINUTES November 22, 2022 7. APPROVAL OF CONSENT AGENDA I (a) Affirmation of Boards/Commissions Appointments 1. Appointment of Jim Fahey to Planning Commission to March 2027 2. Appointment of Kim Schutt to PRCE Board to August 2025 3. Appointment of Elizabeth Stearns to PRCE Board to August 2025 (b) Consideration for Approval of 2023 Invocation Schedule (c) Consideration for Approval of Resolution No. 15514 — Resolution Adopting Findings of Fact and Reasons for Approval of a Site Plan Review for Parking Lot Plan Located at 125 Main Street North With Favorable Planning Commission Recommendation (d) Consideration for Approval of Resolution No. 15518 — Resolution Establishing Traffic Control Device (No Parking on Jefferson Street SE From Airport Road Intersection) (e) Consideration for Approval of Engineering Services Agreements for Airport Improvements (f) Claims, Appropriations and Contract Payments — Register A Motion by May, second by Czmowski, to approve Consent Agenda L Motion carried unanimously. 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B Motion by Czmowski, second by Christensen, with Forcier abstaining, to approve Consent Agenda IL Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. 9. APPROVE/DENY ITEMS FOR ROBERTS ROAD SW (LETTING NO. 1, PROJECT NO. 23-01) (a) Resolution No. 15513 - Ordering Improvement and Preparation of Plans and Specifications (b) Resolution No. 15515 - Approving Plans and Specifications and Ordering Advertisement for Bids 10. APPROVE/DENY ITEMS FOR JEFFERSON STREET SE (LETTING NO.4, PROJECT NO.23-05) (a) Resolution No. 15516 - Ordering Improvement and Preparation of Plans and Specifications (b) Resolution No. 15517 - Approving Plans and Specifications and Ordering Advertisement for Bids John Olson, Interim Public Works Department presented before the Council. Mr. Olson first provided an overview of the improvement project on Roberts Road SW which runs from Alan Street SW to Dale Street SW. Improvements include roadway partial reconstruction and water utility infrastructure installation by construction of water main, storm sewer, drain tile, surface reclamation/removal, grading, aggregate base, select granular borrow, concrete curb and gutter, bituminous base, bituminous surfacing, restoration and appurtenances. The bid opening for the project will be held on February 1, 2023, with potential bid award on February 28, 2023. The total project estimate is $2.17 million. Mr. Olson also spoke about assessments and the hearings process. 2 CITY COUNCIL MINUTES November 22, 2022 Mr. Olson then provided an overview of the improvement project on Jefferson Street SE from Airport Road to Edmonton Avenue SE. Improvements include roadway partial reconstruction by construction of storm sewer, drain tile, surface reclamation/removal, grading, aggregate base, select granular borrow, concrete curb and gutter, bituminous base, bituminous surfacing, restoration and appurtenances. Mr. Olson noted that the estimated project cost is $735,000. Mr. Olson again reviewed assessments and the hearings process. The public hearing was opened for the Roberts Road project. Laura Kuvass, 505 Hidden Circle SW, presented before the Council. Ms. Kuvass asked for an explanation of the corner credit applied to assessments, which Mr. Olson responded to. Ms. Kuvass also asked about the neighborhood meeting that was held and whom was invited. Mr. Olson responded that the neighborhood meeting was held November 10, 2022, at the City Center and any property owner with assessment interest was invited by mail. Ms. Kuvass also asked if the roadway will also be narrowed as it was done in front of the high school. John Healy, 1104 Roberts Road, presented before the Council. Mr. Healy noted that the longer side of his property is on Kay Street and asked how the assessments are applied. Mr. Olson explained that the corner credit comes from the Kay Street assessment. Motion by Czmowski, second by Christensen, to close public hearing. Motion carried unanimously. Motion by May, second by Czmowski, to approve Resolution Nos. 15513 and 15515. Motion carried unanimously. The public hearing was opened for the Jefferson Street project. No public comments were received. Motion by Czmowski, second by Christensen, to close public hearing. Motion carried unanimously. Motion by May, second by Christensen, to approve Resolution Nos. 15516 and 15517. Motion carried unanimously. John Olson thanked the engineering staff for all of their hard work on these 2023 projects. 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.) 11. HUTCHINSON CENTER FOR THE ARTS ANNUAL UPDATE Molly Rivera of the Hutchinson Center for the Arts presented before the Council. Ms. Rivera, along CITY COUNCIL MINUTES November 22, 2022 with Kerry Ward, provided an update to the Council on the activities, events, educational opportunities and partnerships associated with the CFA. UNFINISHED BUSINESS NEW BUSINESS 12. APPROVE/DENY CITY VIDEO SURVEILLANCE PROJECT Tom Kloss, Information Technology Director, presented before the Council. Mr. Kloss explained that staff has obtained quotes for a city video surveillance project. One quote is directly from CIT and one is from CIT through the PEPPM cooperative agreement. The project includes installation of equipment at 12 different sites throughout the city using 51 cameras. Staff is recommending that the quote directly from Computer Integration Technologies be accepted in the amount of $217,174. The 12 locations include Creekside, City Center, Wastewater Main, Building and HATS, Water plant, fire department, recreation center, civic arena, Masonic West River, Rotary Park, Elks Park, Roberts Park, parks garage. Matt Jaunich and Marc Sebora noted that because the project is greater than $175,000, it needs to be bid out unless a contract is entered into with a vendor from the cooperative agreement. The bid from CIT through the PEPPM cooperative agreement is about $5000 higher than the CIT direct quote. There is a risk of having a higher quote if the project is bid out. Motion by Czmowski, second by Christensen, to approve purchasing city video surveillance project with CIT through the PEPPM cooperative agreement. Council Member Christensen asked why no equipment is going into Library Square. Matt Jaunich noted that there is no infrastructure in Library Square to allow support of a surveillance camera. Roll call vote was taken: Christensen — aye; Sebesta — aye; May — nay; Czmowski — aye; Forcier — aye. Motion carried 4 to 1. 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 (a) Planning Commission Minutes from October 18, 2022 (b) Hutchinson Housing & Redevelopment Authority Board Minutes from October 18, 2022 (c) Public Arts Commission Minutes from October 12, 2022 (d) City of Hutchinson Financial Report and Investment Report for October 2022 MISCELLANEOUS 14. STAFF UPDATES 11 CITY COUNCIL MINUTES November 22, 2022 Matt Jaunich — Mr. Jaunich noted that City offices will be closed this Thursday and Friday for the Thanksgiving holiday. He noted that Council Member May will be attending the Public Works Director interviews next week and one other council member may attend as well if interested. He noted that a town hall meeting on child care is being held November 29, 2022, at 6:00 p.m. at Art's Place. He also noted that his performance review is scheduled for December 6, 2022, at 4:15 p.m. and the truth in taxation hearing is scheduled for December 6, 2022, at 6:00 p.m. 15. COUNCIL/MAYOR UPDATE ADJOURNMENT Motion by May, second by Sebesta, to adjourn at 6:30 p.m. Motion carried unanimously.