03-12-2024HUTCHINSON CITY COUNCIL
MEETING MINUTES
TUESDAY, MARCH 12, 2024
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. Also present was Matt Jaunich, City Administrator.
(a) Approve the Council agenda and any agenda additions and/or corrections
Motion by Sebesta, second by Burley, to approve the agenda as presented. Motion carried
unanimously.
2. INVOCATION — The River 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. 15704 — Resolution Accepting $500.00 Donation from Steve Cook & Kay Nelson
to Sponsor the 2024 Sculpture Stroll "Judges Award" Within the Public Arts Program
Motion by Czmowski, second by Burley, to approve Resolution No. 15704. 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
Rachel Wanous inquired about the massage license that was on the consent agenda for approval. She
stated that she has a current massage license but is moving to the same space as Virginia Brazee, just
a different suite. She inquired as to why her massage license wasn't on the agenda with Ms. Brazee's.
Melissa Starke, City Clerk, reminded Ms. Wanous that when she notified administration that she was
moving locations she had been informed that her relocation related to her massage license would be
taken care of administratively and Council action would not be necessary.
6. APPROVAL OF MINUTES
(a) Regular Meeting of February 27, 2024
(b) Strategic Planning Session of February 27, 2024
Motion by Burley, second by Sebesta, to approve the minutes as presented. Motion carried
CITY COUNCIL MINUTES March 12, 2024
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
(a) Consideration for Approval of Issuing Massage License to Virginia Brazee of Gingerly Healing
Massage & Reiki Located at 101 Main Street South Suite 104
(b) Consideration for Approval of Issuing Short -Term Gambling License to Crow River Cutters on
March 23, 2024, at Hutchinson Elks Lodge
(c) Consideration for Approval of Resolution No. 15702 — Resolution Transferring Funds to the
2023 Construction Fund, General Fund and Capital Projects Fund
(d) Consideration for Approval of Resolution No. 15703 — Resolution Transferring from the
Community Improvement Fund to the Police Facility Construction Fund
(e) Consideration for Approval of Resolution No. 15706 — Resolution to Sell at Auction Surplus
Property (Parks Department)
(f) Consideration for Approval of Resolution 15708 — Resolution Creating Vegetation Management
Specialist Position and Amending 2024 Position Classification Table
(g) Consideration for Approval of Resolution No. 15709 — Resolution Authorizing an
Interfund Loan for Advance of Certain Costs in Connection with TIF District No. 4-23
(h) Consideration for Approval of Plat Correction of Lynaugh's Northview Addition
(i) Consideration for Approval of Purchasing Tandem Truck on Auction
0) Consideration for Approval of Squad Car Purchases
(k) Claims, Appropriations and Contract Payments — Register A
Motion by Czmowski, second by Sebesta, 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 Burley, with Forcier abstaining, to approve Consent Agenda II.
Motion carried unanimously.
PUBLIC HEARINGS — 6:00 P.M.
9. ECUMEN PUBLIC HEARING REGARDING THE REFINANCE OF CONDUIT DEBT ISSUED
2
CITY COUNCIL MINUTES March 12, 2024
BY THE CITY OF BETHEL
(a) Approve/Deny Resolution No. 15705 — Resolution Consenting to and Approving the Issuance by
the City of Bethel of Revenue Obligations to Finance and Refinance a Project Located in the City
of Hutchinson and Taking Other Actions With Respect Thereto
Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that in 2006, the
city of Lake Crystal issued housing and health care refunding bonds to refinance six senior
housing/assisted living facilities in various cities including The Oaks and Pines in Hutchinson. The
Oaks and Pines are owned by Ecumen. While the conduit bonds were issued by another city,
Hutchinson provided host approval since the facilities are located in Hutchinson. Ecumen would
like to refinance the bonds again in order to consolidate several issuances into one bond issuance.
The refinancing will allow Ecumen to make capital improvements to some of its projects. The
City of Hutchinson would once again need to provide host approval of the refinancing. Conduit
bonds are beneficial to non -profits as the bonds are tax-exempt and at a lower interest rate than
privately placed debt. The liability to repay the debt falls entirely on Ecumen and the City has no
liability.
Brett Anderson, Ecumen, presented before the Council. Mr. Anderson thanked the Council for its
consideration and noted that Ecumen is very proud to be part of the community.
Jen Rutledge, Executive Director of The Oaks and Pines, presented before the Council. Ms.
Rutledge noted that The Oaks and Pines have been in the community for 24 years and commented
on the number of residents and staff that The Oaks and Pines bring to the community. Ms.
Rutledge provided an overview of the residence areas that The Oaks and Pines provide.
Motion by May, second by Czmowski, to close public hearing at 6:10 p.m. Motion carried
unanimously.
Motion by May, second by Burley, to approve Resolution No. 15705. 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. PUBLIC ARTS COMMISSION 2024-2025 SCULPTURE STROLL
Lynn Neumann, Director of Parks/Recreation/Community Education, presented before the Council.
Ms. Neumann provided an overview of the sculptures that have been selected for the 2024-2025
Sculpture Stroll. The new pieces will be installed in May.
11. POLICE DEPARTMENT YEAR END REPORT
Tom Gifferson, Police Chief, presented before the Council. Chief Gifferson provided an overview of
the department's 2023 staff, fleet, calls for service, crime statistics, arrests, patrol data (citations
issued/vehicle crashes), school resource officer data, child protection, drug task force, hospital
security (last year of the partnership with Hutchinson Health), and Citizens Police Academy. Chief
Gifferson noted the goals completed in 2023 as well as goals established for 2024.
UNFINISHED BUSINESS
NEW BUSINESS
CITY COUNCIL MINUTES Mach 12, 2024
12. APPROVE/DENY FIRE DEPARTMENT ROOF REPLACEMENT
Jeremiah Verhey, Facilities Manager, presented before the Council. Mr. Verhey explained that the
Facilities Committee is requesting that the roof at the fire department be replaced as it is 20 years old
and is showing signs of disrepair. The project has been included on the CIP plan for 2024. The low
quote came in at $121,010 from Laraway Roofing.
Motion by Czmowski, second by May, to approve fire department roof replacement. Motion carried
unanimously.
13. APPROVE/DENY UPDATE TO EXHIBIT A OF EMPLOYEE UNIFORM & CLOTHING
POLICY
Kellie Wendland, Human Resources Director, presented before the Council. Ms. Wendland explained
that this request is to update Exhibit A to the policy only which is the clothing allowance categories.
The request is to include police officers' uniforms under Category II.
Motion by Czmowski, second by Burley, to approve updating Exhibit A of Employee Uniform &
Clothing Policy. Motion carried unanimously.
14. APROVE/DENY SETTING PUBLIC HEARING TO ISSUE GENERAL OBLIGATION STREET
RECONSTRUCTION BONDS
Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that the City typically
issues general obligation special assessment bonds to finance a portion of the annual roadway and
infrastructure projects using the authority allowed under Minnesota Statute 4296. The 729 bond
proceeds are limited based on the amount of special assessments being levied against property
owners. The 2024 projects do not generate sufficient assessment and results in a funding gap of
approximately $300,000 that would have to be funded by other city sources. Therefore, the City
needs to issue street reconstruction bonds as allowed under Minnesota Statute 475. This process
requires a public hearing. The 30-day reverse referendum period would then end prior to the start of
construction in early May. The bonds would then most likely be issued in the Fall.
Motion by May, second by Sebesta, to set public hearing for March 26, 2024, at 6:00 p.m. to issue
general obligation street reconstruction bonds. Motion carried unanimously.
15. APPROVE/DENY RESOLUTION NO. 15707 - RESOLUTION SUPPORTING SCADA CLOSE
OUT BUDGET ADJUSTMENT
Mike Stifter, Public Works Director, presented before the Council. Mr. Stifter explained that in
2021 the City Council approved the SCADA project for Water and Wastewater with the company
AE2S. The project was awarded at $1,386,178 and originally estimated at $1.9 million. Prep work
began in 2022 and the main integration of the plants occurred during 2023. In May of 2023, AE2S
noted that the programming portion of the project was approaching the budgeted amount and staff
informed them that a change order should be executed per the 2021 contract terms. Work continued
with reminders that a change order was expected to authorize the additional work. As the work
continued meetings were held and associated punch list items were more clearly defined and the
punch list resolution of issues continued into early January of this year. As the project ended in
February, staff reviewed the final project numbers indicating an overage on the programming side of
nearly $200,000. Staff discussed what would have been expected if an actual change order process
had been followed and felt that $98,754 would have been justified which is the compromised amount
discussed between city staff and AE2S.
11
CITY COUNCIL MINUTES March 12, 2024
Motion by Sebesta, second by Burley, to approve Resolution No. 15707. 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.)
16. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS
a) Library Board Minutes from January 22, 2024
b) Parks, Recreation, Community Education Board Minutes from February 5, 2024
MISCELLANEOUS
17. STAFF UPDATES
Mike Stifter — Mr. Stifter provided updates on street sweeping, "Get the Lead Out" survey and the Fixed
Base Operator contract.
Matt Jaunich — Mr. Jaunich noted that the next strategic planning session will circle back to housing and
the Health & Recreation and Environment topic will be pushed back to the next strategic planning
session date. He also noted that Rep. Fischbach will be in Hutchinson on March 27, 2024, and would
like to meet with Council Members and staff. She will be here from 10:00 am — 3:00 pm. Council
Members should let Mr. Jaunich know if they are interested in attending and any specific topics they
would like addressed.
18. COUNCIL/MAYOR UPDATE
Chad Czmowski — Council Member Czmowski provided PRCE Board updates (VMF grandstand
project, pickleball outdoor court, Aquatics/Recreation Programmer position and Lions Park updates);
He also provided EDA Board updates (child care projects for workforce and received $150,000 grant
for Hotel Jorgenson project).
ADJOURNMENT
Motion by Czmowski, second by May, to adjourn at 6:45 p.m. Motion carried unanimously.
ATTEST:
Gary T. Forcier
Mayor
Matthew Jaunich
City Administrator