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12-12-23HUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, DECEMBER 12, 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 Tim Burley, Pat May, Dave Sebesta and 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 Czmowski, second by Burley, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Oak Heights Covenant 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 November 28, 2023 (b) Workshop Meeting of November 28, 2023 (c) Truth in Taxation Hearing of December 5, 2023 Motion by Czmowski, second by May, 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 I CITY COUNCIL MINUTES December 12, 2023 (a) Consideration for Approval of Resolution No. 15664 — Resolution Designating Annual Polling Places (b) Consideration for Approval of Resolution No. 15665 — Resolution Adopting City's Snow Removal and Ice Control Policy (c) Consideration for Approval of Resolution No. 15667 — Resolution Authorizing an Interfund Loan for Advance of Certain Costs in Connection With Tax Increment Financing District No. 4-23 (d) Consideration for Approval of Resolution No. 15668 — Resolution in Support of Greater Minnesota Transportation Alternatives Grant (e) Consideration for Approval of Financial Management Plan Modifications (f) Consideration for Approval of Authorizing the City Application for the MPCA FY24 Stormwater, Wastewater, and Community (SWC) Resiliency Grant (g) Claims, Appropriations and Contract Payments — Register A Motion by May, second by Czmowski, to approve Consent Agenda I. Motion carried unanimously. 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B Motion by Czmowski, second by Burley, with Forcier abstaining, to approve Consent Agenda II. Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. - NONE 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. REVIEW OF TRUTH IN TAXATION HEARING Matt Jaunich, City Administrator, provided an overview of items covered at the truth in taxation hearing held last week. He asked if the Council had any further discussion items for staff before they finalize the budget that will be presented at the next City Council meeting. Mr. Jaunich also noted that the LGA allocation for 2024 will need to be discussed. With the nearly $400,000 increase in LGA, the Council needs to determine how the capital portion of those funds are going to be allocated. Staff did put forth a recommendation to the Council for them to consider. The recommendation is to put $100,000 in the facility plan; increase the miscellaneous maintenance fund by $50,000 and set aside $50,000 into the fleet fund. That leaves almost $200,000 undesignated for capital projects. Council Member Burley asked how the funding of the new fire truck is going to be handled. Andy Reid, Finance Director, noted that the fire department is currently looking at options for a new truck but will most likely mean the City having to issue debt to replace the ladder truck. Mr. Reid noted that this has been done in the past to bond for large pieces of expensive equipment. No additional comments were received by the Council. 2 CITY COUNCIL MINUTES December 12, 2023 UNFINISHED BUSINESS 10. APPROVE/DENY SECOND READING AND ADOPTION OF ORDINANCE NO. 23-845 - AN ORDINANCE TO REZONE PROPERTY AT BLOCK 1, LOTS 1 THROUGH 3, BAR PROPERTIES PLAT AS REQUESTED BY BAR PROPERTIES, LLC Dan Jochum, Planning/Zoning/Building Director, presented before the Council. Mr. Jochum explained that BAR Properties has applied for a rezoning of the south third of 845 Hwy 7 West. The applicant has applied to rezone the property to R-3 Medium High Density Residential from I/C, Industrial/Commercial. All of the adjacent single-family homes are zoned R-3 and the new lots created will be very similar to the existing single-family homes. The Planning Commission voted unanimously to approve the requested rezoning and no changes have been made to the ordinance since the last Council meeting. Motion by Czmowski, second by May, to approve second reading and adoption of Ordinance No. 23-845. Motion carried unanimously. NEW BUSINESS 11. APPROVE/DENY RESOLUTION NO. 15666 — RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS ON A NEW GRANDSTAND AND OTHER IMPROVEMENTS AT VMF BASEBALL FIELD Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich reminded the Council that in the Spring of 2021 the Council was approached by the Hutchinson Huskies Association to consider making improvements to the VMF Baseball Stadium grandstand. In April of this year, the Huskies approached the Council again requesting financial assistance for the project. In July the City hired a consultant to complete a preliminary design and cost estimate on a new grandstand. In August a preliminary design and cost estimate was provided to the City Council for a 380-seat stadium with a press box and had an estimate of about $625,000. Details on the dirt work/foundation along with additional costs of the project were still unknown. With that in mind, the Council adopted a resolution ordering a preparation of a report on a new grandstand and other improvements and the city continued its work with the consultant on completing plans and specifications. In October, staff received a more detailed construction plan for a 380-seat stadium with a press box that would replace the current grandstand, along with concrete foundation, demolition of the current grandstand, moving of a water line and a new concrete walk the cost estimate came in at just over $826,000. Staff had concerns with the cost estimate being too high so met with both the consultant and the Huskies and completed a redesign that eliminated some of the concrete work and reduced the stadium seating from 380 seats to 270 seats. Those design changes eliminated about $183,000 in costs. The current total estimate is just over $640,000. Through fundraising efforts, the Hutchinson Huskies have received $250,000 in donations/pledges which includes a significant pledge from Citizens Bank in the amount of $150,000 if the project moves forward. The remaining $400,000 would be covered by the City and staff is proposing that 3 CITY COUNCIL MINUTES December 12, 2023 funding for this project would come from the City's facility plan. Mr. Jaunich noted that this grandstand project was not included in the CIP that was adopted in 2023, however if the Council desires, staff has proposed a plan to include the grandstand project in the 2024-2028 CIP through the facility fund. Adjustments to the CIP that are being proposed in order to include this project are: Pushing back the remodel of the City Center and the construction of a new garage at City Center ($700,000) to 2028; The City has received a commitment from HUC to fund the lighting project at VMF which is an estimated cost of $305,000 and was something that was able to be removed from the facilities fund; Making these adjustments allows staff to keep all other projects in the plan including a potential locker room remodel at Burich Arena for a minor league hockey club. Mr. Jaunich noted that there is a potential for additional private funding with this project as both the Huskies and city administration have been contacted by private funding sources who have expressed their hesitancy in committing funds to the project without the support of the City Council. "Potential" money has not been factored into the funding sources. Mr. Jaunich noted that the current grandstand was installed in the mid- 1980's and will need improvements eventually due to its age. Also, the League of Minnesota Cities conducted an ADA survey in July 2021 and noted that the "current grandstand may not meet the ADA accessibility regulations". The report they completed noted that the available seating down the left and right field viewing areas are a short-term fix for the non -accessibility of the grandstand, but hinted that they were not sure how long that would be accepted. They noted that the City should develop a transitional plan that would integrate accessible seating into the grandstand and/or a replacement plan. Mr. Jaunich also reminded the Council that the Huskies' request is that if a new grandstand is constructed, they would like to have it completed in time for the State Amateur Baseball Tournament in 2025 which is being hosted in Hutchinson. With this request, the grandstand will need to begin construction in 2024 after the conclusion of the baseball season. If the Council approves the resolution before them, it is approving the plans and specifications and authorizing an advertisement for bids. Approving the resolution will move the project forward to the next step. A bid opening would likely occur in February/March of 2024. Denying the resolution would cancel the project at this time. Council Member Czmowski thanked staff for finding a way to fund this project and adjust the CIP to allow for it and thanked the donors/pledgers, especially Citizens Bank, for their generous donation. He feels that the City should continue forward and go out for bids and see what comes in. He also suggested that perhaps the City could look at doing a payback program with the Huskies such as was done with RiverSong for the stage at Masonic Park. Council Member May expressed that he has several concerns with this project. One is that it wasn't included in the CIP and he feels this is being rushed on the Council. He also expressed concerns that the tax levy is being proposed to increase 7.2% which is significant when the average increase over the last several years has been in the 3% range. He feels that money is being shifted around and other projects are not getting completed that probably should be. He also has concerns with construction and material costs. He also feels that based on past projects, perhaps the project won't get completed in time for the state tournament which the Huskies is hosting in 2025. 11 CITY COUNCIL MINUTES December 12, 2023 It was noted that the planning documents and advertisement for bids will cost approximately $15,000 to put together. Council Member Burley commented that the stadium is ADA non -compliant and with so many teams playing there, he feels the ADA regulations will come down on the City. He also learned that there are drainage issues and with the stadium being 40 years old improvements will need to be made in the somewhat near future. He also feels that with such a large donation in front of them, that needs to be strongly considered. He noted he is in favor of at least proceeding at this point to go out for advertisement for bids. He also noted that he feels with improvements to the stadium, it may be able to bring in larger events as well. Motion by Czmowski, second by Burley, to approve Resolution No. 15666. Roll call vote was taken: Burley — aye; Sebesta — aye; May — nay; Czmowski — aye; Forcier — aye. Motion carried 4 to 1. 12. APPROVE/DENY RE -SETTING DECEMBER 26, 2023, CITY COUNCIL MEETING TO DECEMBER 19, 2023 Motion by Burley, second by Sebesta, to re -set December 26, 2023, City Council meeting to December 19, 2023. Motion carried unanimously. 13. APPROVE/DENY SETTING DATE FOR CITY ADMINISTRATOR'S ANNUAL PERFORMANCE REVIEW Motion by Czmowski, second by Burley, to set January 9, 2024, at 4:30 p.m. for City Administrator's annual performance review. 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.) 14. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Sustainability Advisory Board Minutes from October 16, 2023 MISCELLANEOUS 15. STAFF UPDATES Matt Jaunich — Mr. Jaunich noted that the League of Minnesota Cities will be at the City Center tomorrow at 2:30 p.m. conducting a visit with Hutchinson staff and a few other cities. Members of the League of Minnesota Insurance Trust will also be in attendance. 16. COUNCIL/MAYOR UPDATE CITY COUNCIL MINUTES December 12, 2023 17. CLOSED SESSION PURSUANT TO MINNESOTA STATUTE §13D.05, Subd. 3(c) TO DETERMINE ASKING PRICE OF REAL PROPERTY LOCATED AT 44 WASHINGTON AVENUE WEST, 10 FRANKLIN STREET SW, AND 28 FRANKLIN STREET SW Motion by May, second by Burley, to convene into closed session at 6:15 p.m. Motion carried unanimously. Motion by May, second by Sebesta, to reconvene into open session at 6:47 p.m. Motion carried unanimously. ADJOURNMENT Motion by Czmowski, second by May, to adjourn at 6:48 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator