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03-14-2023HUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MARCH 14, 2023 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 Dave Sebesta, Tim Burley and Pat May. Member absent was Chad Czmowski. 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 Burley, second by Sebesta, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — The River Church Hutchinson (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 28, 2023 Motion by May, second by Sebesta, 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 (a) Consideration for Approval of Resolution No. 15575 — Resolution Transferring Funds to the 2022 Construction Fund, General Fund and Capital Projects Fund (b) Consideration for Approval of Resolution No. 15576 — Resolution Transferring American Rescue Plan Act Monies to the Capital Projects Fund CITY COUNCIL MINUTES Mach 14, 2023 (c) Consideration for Approval of Resolution No. 15578 — Amending Resolution No. 15451 Transferring from the Community Improvement Fund to the 2013 Debt Service Fund (d) Consideration for Approval of Resolution No. 15579 — Resolution Transferring Funds to the 2020 Construction Fund (e) Consideration for Approval of Resolution No. 15580 - Traffic Control Resolution (No Parking - Boulder Street/Roberts Road) (f) Consideration for Approval of Items for Alley Improvement Project (Letting No. 3, Project No. 23-03 & 23-04) 1. Resolution No. 15583 - Resolution Declaring Cost to be Assessed and Ordering Preparation of Proposed Assessment 2. Resolution No. 15584 - Resolution for Hearing on Proposed Assessment (g) Consideration for Approval of Resolution No. 15587 — Resolution Authorizing an Interfund Loan from the Downtown Loan Fund for Advance of Certain Costs in Connection with Tax Increment Financing District No. 4-16 (h) Consideration for Approval of Purchasing Planning and Building Department Software with Brightly Software, Inc. (i) Claims, Appropriations and Contract Payments Motion by May, second by Sebesta, to approve consent agenda. Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. 8. ASSESSMENT HEARING AND PROJECT AWARD FOR 2023 PAVEMENT IMPROVEMENT PROJECTS (LETTING NO. 2, PROJECT NO. 22-02, 23-02 & 22-03) (a) Resolution No. 15581 - Resolution Adopting Assessment (b) Resolution No. 15582 - Resolution Accepting Bid and Awarding Contract Mike Stifter, Public Works Director, presented before the Council. Mr. Stifter explained that the project includes improvements on School Road NW, Century Avenue SW and a trail project on Hwy 15 South. The low bid came in from Valley Paving, Inc. with a bid of $452,154.33 which was 15% lower than the final engineer's estimate. Mr. Stifter reviewed the proposed assessments of each property for each area of the project. Mr. Jaunich noted that the staff did receive a written objection to the assessments proposed on the School Road portion of the project. As part of this, staff is requesting that the hearing be continued to March 28, 2023, and that Resolution No. 15581 be tabled. Mark Bullert, 951 Golf Course Road, presented before the Council. Mr. Bullert explained that the property has been in his family for 55 years and he and his wife have owned it for two years. Mr. Bullert explained that over the last 40 years there have been eight proposed or potential assessments totaling $240,000. The principal amount that has been paid in assessments is $51,000. Mr. Bullert stated that he and his wife have concerns with the current proposed assessments and they have been working with staff on solutions and discussions have been very favorable and they look forward to agreeing on a solution. Motion by May, second by Sebesta, to continue public hearing to 6:00 p.m. on March 28, 2023 2 CITY COUNCIL MINUTES March 14, 2023 Motion carried unanimously. Motion by May, second by Burley, to approve Resolution No. 15582. Motion carried unanimously. Motion by May, second by Burley, to table Resolution No. 15581 to March 28, 2023, at 6:00 p.m. Motion carried unanimously. 9. UPTOWN GRAND SANITARY SEWER REALIGNMENT (LETTING NO. 5, PROJECT NO. 23- 06) (a) Resolution No. 15585 - Resolution Ordering Improvement and Preparation of Plans and Specifications (b) Resolution No. 15586 - Resolution Approving Plans and Specifications and Ordering Advertisement for Bids Justin Black, City Engineer, presented before the Council. Mr. Black explained that this is the first of two hearings related to this project with the hearing tonight being considered as the improvement hearing and the following hearing in the future will be the assessment hearing. Mr. Black explained that the project consists of removing the sanitary sewer line between Glen Street NW and Franklin Street NW, north of V Avenue NW. New sewer will be installed on Glen Street NW, V Avenue NW and Franklin Street NW with reclaiming and repaving of these streets. The main purpose of this project is to assist in supporting the new Uptown Grand development. The project is estimated at $753,000 with the City proposing to assess abutting properties a small portion of the total project cost. Matthew Fitzgerald, 316 V Avenue NW, presented before the Council. Mr. Fitzgerald stated that he and neighboring property owners have some concerns with the development project itself related to potential increased traffic. Mr. Fitzgerald asked if there is a timeline for the development project and if there will be an opportunity for property owners to speak on it. Mr. Fitzgerald had questions regarding the letter received by him and other property owners regarding assessments. Black clarified the properties that will be assessed for the sewer realignment. Geoff Davis, 335 V Avenue NW, presented before the Council. Mr. Davis raised concerns with the increased traffic the Uptown Grand development will bring to the neighborhood. Mr. Davis also asked questions related to the sewer realignment itself. Mr. Jaunich explained that staff is aware that the sewer line needs to be realigned regardless of the development project. The sewer line currently runs under private property and needs to be realigned to run under the streets. The hearing tonight is not for the purpose of discussing the development project and there may be future hearings related to it dependent on what the developer submits for plans. Jean Witt, 125, 135, 145 Glen Street NW, presented before the Council. Ms. Witt asked if staff has a timeline of project start. Mr. Black is anticipating the project to start in July but staff will know more when the bids are opened and awarded. The project is estimated to be completed in 6-8 weeks from the start date. Motion by Sebesta, second by May, to close public hearing. Motion carried unanimously. Motion by May, second by Burley, to approve Resolution Nos. 15585 and 15586. 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.) 10. POLICE DEPARTMENT YEAR END REPORT Chief Tom Gifferson provided the Council a review of the department's 2022 year-end report. Items covered included information on staffing, fleet, calls for service, crime statistics, patrol, school CITY COUNCIL MINUTES Mach 14, 2023 resource officer, child protection officer, drug task force, hospital security program, and Citizens Police Academy. Chief Gifferson also reviewed 2023 goals for the department. Chief Gifferson also provided an overview of the new police facility project with intentions of moving in late April or early May. A series of open houses will be held when the project is completed and the department is fully moved in. Chief Gifferson also spoke about how the department addresses and maintains officers' mental health. Lastly Chief Gifferson commented on the benefits of the body camera program. UNFINISHED BUSINESS NEW BUSINESS 11. APPROVE/DENY RESOLUTION NO. 15577 — RESOLUTION TRANSFERRING FROM THE GENERAL AND COMMUNITY IMPROVEMENT FUNDS TO THE CAPITAL PROJECTS FUND Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that in 2022 the Council approved an improvement project for the civic arena's east rink. At the time the project was approved, staff made the Council aware that the City's facility plan did not have sufficient funds to finance the project and that other reserved funds would be needed to fill the funding gap. Analysis completed by the finance department shows that $1,300,000 needs to be transferred from reserve funds into the Facility Plan (within the Capital Projects fund) to cover the gap in project costs. This funding will essentially provide the Facility Plan with a net zero balance at the end of 2022. The Facility Plan receives annual funding of $700,000 from the City's LGA fund. Mr. Reid then reviewed an analysis of current reserve funds and the impact of funding the Civic Arena roof project in addition to the final funding for the new police facility. Mr. Reid is proposing to transfer $800,000 from the Community Improvement Fund to the Capital Projects Fund and transfer $500,000 from the general fund reserves to the Capital Projects Fund to cover the $1,300,000 shortfall. With this proposed transfer, a 55% fund balance remains in the general fund which is very healthy and should not affect the City's bond rating. Motion by May, second by Forcier, to approve Resolution No. 15577. Motion carried unanimously. 12. APPROVE/DENY BURICH ARENA — EAST RINK GUTTER/DOWNSPOUT DRAINAGE PROJECT Lynn Neumann, PRCE Director, presented before the Council. Ms. Neumann explained that the Facilities Committee is recommending that a gutter/downspout drainage project be conducted at the Burich Arena — East Rink this Spring. This project will connect the north side roof gutters/downspouts to underground piping leading to the existing storm sewer in the parking lot. It will also add underground drain the along the building. Quotes have been received with the low quote coming in at $69,955.00 from Hjerpe Contracting, Inc. The project will be funded from the Facilities Fund. Motion by May, second by Sebesta, to approve Burich Arena — East Rink gutter/downspout drainage project. Motion carried unanimously. 13. APPROVE/DENY CITY CENTER PARKING LOT REPLACEMENT JJ Verhey, Facilities Manager, presented before the Council. Mr. Verhey explained that the Facilities Committee is recommending that the City Center parking lot be replaced at this time. The project has been delayed for a number of years due to other project priorities. Two quotes were received for the project with the low quote coming in at $93,565.00 from Wm Mueller & Sons. Motion by May, second by Burley, to approve city center parking lot replacement. Motion carried unanimously. 11 CITY COUNCIL MINUTES March 14, 2023 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.) 14. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Public Arts Commission Minutes from February 8, 2023 MISCELLANEOUS 15. STAFF UPDATES Lynn Neumann — Ms. Neumann explained that Mary Haugen and John McRaith have retired from the PRCE Department after serving over 80 years combined. Ms. Neumann acknowledged all that they have done for the City during their tenure. Ms. Neumann also noted that in February 2023, the City submitted an application to the League of American Bicyclists to renew its Bicycle Friendly Community status. The City currently holds a bronze designation and has been working hard to move up to a silver designation. The application is currently under review. A community survey is out for use for participants to complete for the City and the League to gain a better understanding of bicyclists' experiences. Staff is encouraging people to complete the survey which is out on various social media sites and web sites. John Olson — Mr. Olson spoke about impending Spring flooding and the City's flood planning procedure. John Paulson — Mr. Paulson explained that the annual rain barrel sale will be held on April 29, 2023, from 1:00-4:00 p.m. Mr. Paulson also noted that the lakes/river improvement project continues to move forward. He requested the public to provide input on the project. Also, if there are those interested in being more involved with a local Crow River Waters group, they should contact him and he will get them in touch with the appropriate representatives. Matt Jaunich — Mr. Jaunich spoke about public hearing procedures and how the process is designed for the Council to receive public comments and not necessarily provide feedback to the public. He also noted that the Spring clean-up (hard good pickup) date is scheduled for April 22, 2023. 16. COUNCIL/MAYOR UPDATE 17. CLOSED SESSION PURSUANT TO MINNESOTA STATUTE §13D.05, Subd. 3(c) TO DISCUSS SALE OF REAL PROPERTY LOCATED AT 715 JEFFERSON STREET SE Motion by May, second by Sebesta, to convene into closed session at 7:15 p.m. Motion carried unanimously. Motion by Sebesta, second by May, to reconvene into open session at 7:47 p.m. Motion carried unanimously. ADJOURNMENT CITY COUNCIL MINUTES Mach 14, 2023 Motion by May, second by Burley, to adjourn at 7:48 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator