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12-11-2012 CCMMINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, DECEMBER 11, 2012 1. CALL TO ORDER — 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Mary Christensen, Chad Czmowski, Bill Arndt and Eric Yost. Others present were Jeremy Carter, City Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney. 2. INVOCATION — Due to the absence of the pastor, the invocation was dispensed. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY Council Member Christensen congratulated Miles Seppelt and the EDA on the receipt of an economic development marketing award. Mayor Cook recognized the organizations involved with the Hutchinson Sign Project. They included: Ambassadors, 3M, Burich Foundation, Solutions Union Inc., Rotary Club, Oddfellows Lodge, American Legion, Masonic Temple, Hutchinson Community Foundation and Crow River SnoPros. Individuals involved included Jessica Wendland, Corey Stearns and Robert Hantge. Mayor Cook also recognized Randy Abelson and Nick Nelson from HUC that assisted with the hurricane cleanup on the east coast. 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF NOVEMBER 27, 2012 Motion by Czmowski, second by Arndt, to approve the minutes as presented. Motion carried unanimously. 7. CONSENT AGENDA (Purpose: only for items requiring Council approval by external entities that would otherwise have been delegated to the City Administrator. Traditionally, items are not discussed.) (a) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 14068 — RESOLUTION SUPPORTING LOCAL DEPUTY REGISTRAR MAINTENANCE OF LOCAL DRIVER LICENSE AND STATE IDENTIFICATION SERVICES 2. ORDINANCE NO. 12 -699 — AN ORDINANCE AMENDING SECTION 31.28 OF THE HUTCHINSON CITY CODE — AIRPORT COMMISSION (SECOND READING AND ADOPTION) 3. ORDINANCE NO. 12 -700 — AN ORDINANCE AMENDING SECTION 113.99 OF THE HUTCHINSON CITY CODE — TOBACCO REGULATIONS (SECOND READING AND ADOPTION) (b) CONSIDERATION FOR APPROVAL OF ISSUING SHORT -TERM GAMBLING LICENSE TO CROW RIVER CUTTERS — NATIONAL WILD TURKEY FEDERATION ON FEBRUARY 9, 2013, CITY COUNCIL MINUTES DECEMBER 11, 2012 AT CROW RIVER GOLF CLUB (c) CONSIDERATION FOR APPROVAL OF AMENDING ARTICLE I OF THE ARTICLES OF INCORPORATION OF HUTCHINSON HEALTH CARE RENAMING THE CORPORATION TO " HUTCHINSON HEALTH" (d) CONSIDERATION FOR APPROVAL OF ADOPTING AMENDED BYLAWS OF HUTCHINSON HEALTH CARE (e) CONSIDERATION FOR APPROVAL OF 2013 LICENSE RENEWALS (f) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Items 7(a) 1, 7(c), and 7(d) were pulled for separate discussion. Motion by Arndt, second by Christensen, to approve the consent agenda with the exception of the items noted. Motion carried unanimously. Item 7(a)1 had further discussion. Jeremy Carter, City Administrator, explained that local motor vehicle deputy registrars are requesting an increase for driver license fees. The request is an increase from $5.00 to $10.00. This is due to increased processing time with new federal background triple checks, as well as the responsibility of the local offices to enter medical information for commercial drivers, which was previously the responsibility of the State. This fee will cover a fifteen year record retention storage area, computer /equipment replacement, printing of previously- supplied state forms and labor costs. Motion by Arndt, second by Yost, to approve Item 7(a) 1. Motion carried unanimously. Item 7(c) had further discussion. Jeremy Carter, City Administrator, explained that, as part of the integration between Hutchinson Area Health Care and the Hutchinson Medical Center, Hutchinson Area Health Care is looking to amend their Articles of Incorporation to allow for a name to "Hutchinson Health ". Resolution No. 14082 was drafted to approve the changes to the Articles of Incorporation for the name change. Motion by Yost, second by Arndt, to approve Item 7(c). Motion carried unanimously. Item 7(d) had further discussion. Mayor Cook noted that this too is a formality as part of the hospital integration. Since the approval in October, some revisions were made to the bylaws pertaining to the number of board of directors appointed by the City, allowing for the appointment of physician directors to the Board, the creation of a special voting class of directors with regard to decisions involving a physician's services agreement, giving the City more autonomy in the appointment of the City Director to the Board, eliminating the membership rights of the City under the bylaws and adjusting the operating parameters under which Hutchinson Health is to operate as contained in the amended lease agreement. Resolution No. 14083 was drafted to encapsulate these changes. Motion by Arndt, second by Christensen, to approve Item 7(d). Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. (a) TRUTH IN TAXATION HEARING Jeremy Carter, City Administrator, provided a presentation on the City's proposed 2013 tax levy. Mr. Carter reviewed the City's mission statement as well as the six core areas of focus. These include public safety, health & recreation, transportation, economic development, environment and good government. Mr. Carter again explained that the purpose of tonight's hearing is to review the proposed tax levy for 2013. Mr. Carter explained the process on how market values are set and the process a resident should follow if they wish to request they be adjusted. Mr. Carter also explained the market value exclusion program and the timeline for the 2013 budget process. 2 CITY COUNCIL MINUTES DECEMBER 11, 2012 Mr. Carter noted that the proposed 2013 tax levy is to have a 0% debt levy increase and a 0% general fund levy increase. Additional transfers from other funds will be used to offset the budget balance. Low insurance and workers' compensation costs have been controlled and not caused increases to the budget. Mr. Carter reviewed expenditures and revenues for the 2013 general fund budget, as well as staffing levels and personnel departments. Mr. Carter also reviewed the various levy scenarios that have been discussed by the Council. These levies include various increases in the general fund levy and the debt levy. Mr. Carter also reviewed a five -year budget out to the year 2017. Ongoing cost - containment initiatives include the following: volunteer program, wellness program, debt management plan, facilities improvement program, equipment/vehicle replacement program, service prioritization/service level discussions, additional revenue streams and additional expense reduction opportunities. Cody Claycamp, 901 Hwy 15 South, presented before the Council. Mr. Claycamp asked what the taxes are going towards within the police department budget. Mayor Cook and Mr. Carter explained that the funds go towards personnel, utilities and equipment. Motion by Arndt, second by Czmowski, to close public hearing. Motion carried unanimously. 9. COMMUNICATIONS, REQUESTS AND PETITIONS (Purpose: to provide Council with information necessary to craft wise policy. Always looking toward the future, not monitoring past) (a) DISCUSSION OF CROSSWALK FLAGS Mayor Steve Cook spoke of a crosswalk flag system that he is aware of that the City of Salt Lake City uses. Flags are located along the sidewalks on either side of a crosswalk and then the pedestrian puts out the flag when they wish to cross in the crosswalk. The pedestrian then places the flag in the holder upon crossing. Mayor Cook suggested using such a system at 1 pedestrian South and 3rd Avenue South crossing Main Street. Kent Exner, City Engineer, spoke briefly on some research he completed on the use of crosswalk flags. Mr. Exner spoke of some downsides to the system such as flags disappearing and the minimal cost of canisters. Mr. Exner noted that Mn/DOT should be consulted since the avenues being recommended do cross Main Street/Hwy 15 and the flag holders would need to be placed in Mn/DOT's right -of -way. Council Member Christensen asked what would happen if all the flags are on one side of the street when a pedestrian wishes to cross and no flags are available on the side they are crossing from. She also had concerns of individuals possibly playing with the flags and not really using them to cross the street. She inquired as to the problem pedestrians have with crossing currently. She expressed perhaps drivers need to be re- educated on crosswalks. Council Member Arndt expressed that he feels the system isn't necessary if the pedestrians and drivers are alert and aware and follow driving rules. Kent Exner noted he will do some more research on this topic and bring information back to the Council. 10. UNFINISHED BUSINESS (a) REVIEW OF PROPOSED CHANGES TO CITY ORDINANCE SECTION 90.01 — ICE AND SNOW ON PUBLIC SIDEWALKS AND TRAILS Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that at the last Council meeting, discussion was held regarding additional snow removal requirements for city residents for trails. The main issue with the discussion held was the wording on how city services for snow removal from trails was to be billed. The language proposed is to bill for these services in the same manner other city services are invoiced. Motion by Czmowski, second by Cook, to approve proposed changes to City ordinance Section 90.01. Motion carried unanimously. 11. NEW BUSINESS CITY COUNCIL MINUTES DECEMBER 11, 2012 (a) DISCUSSION OF RESIDENTIAL LEAF VACUUM SERVICE ANNUAL REPORT John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that a 52% increase was seen in the volume of leaves vacuumed from the previous year. In order to manage the increase, personnel hours were increased 38% and the Vac -All was used the entire season. The increased volumes are attributed to more residents using the service. Staff is recommending that a third leaf vacuum be added to the operation to adhere to the schedule early in the season and to reduce overtime. The cost of a vacuum is approximately $33,000 - $35,000. Mr. Olson reviewed ongoing equipment maintenance needed for the vacuums. Mr. Olson also mentioned that one accident was had this season when a vacuum was backing up and struck a parked vehicle. Plans are to continue this service into the foreseeable future unless inadequate resources require its elimination. This service remains one of the most popular services provided by the City. (b) CONSIDERATION FOR APPROVAL OF ALLOCATING FUNDS FOR CENTER FOR THE ARTS AND PUBLIC ARTS COMMISSION Jeremy Carter, City Administrator, presented before the Council. Mr. Carter noted that a workshop was held on November 27, 2012, to discuss ideas, opportunities, goals and a framework with which to increase the presence of art within the community. Both the Center for the Arts and the Public Arts Commission have asked the City Council to consider being a partner in making initiatives successful and sustainable. Discussion at the workshop included the City providing a $15,000 annual contribution over the next three years to the Center for the Arts to help in its establishment. Additional discussion was held on contributing an additional $5000 in 2013 and 2014 to match other non -grant fundraising contributions or new memberships in each year. The funds for these contributions are proposed to come out of the Community Improvement Fund. At the workshop, the Council also discussed an "Art Walk" concept as proposed by the Public Arts Commission. The budgeted amount for the concept is $22,000. The Art Walk idea is to place smaller pieces of art throughout the community in specific areas that could be replaced or remain depending on feedback received. Previously the Council had appropriated $25,000 in seed money to the Public Arts Commission for projects. These funds are in the public sites fund to be used for this purpose. The suggested $22,000 could be equally allocated half from the public sites fund and half from the capital projects fund. Motion by Christensen, second by Cook, to approve allocating $15,000 /year for three years, with an additional up to $5000 for 2013 and 2014 for matches for the Center for the Arts, funds coming from the Community Improvement Fund. Motion carried unanimously. Motion by Yost, second by Christensen, to allocate $22,000 for the Public Arts Commission "Art Walk" project, with splitting the funds between the public sites fund and the capital projects fund. Motion carried unanimously. 12. GOVERNANCE (Purpose: to assess past organizational performance, develop policy that guides the organization and Council and manage the logistics of the Council. May include monitoring reports, policy development and governance process items) (a) RESOURCE ALLOCATION COMMITTEE MEETING MINUTES FROM NOVEMBER 6, 2012, AND DECEMBER 4, 2012 (b) HUTCHINSON UTILITIES COMMISSION MINUTES FROM OCTOBER 31, 2012 (c) PARKS, RECREATION, COMMUNITY EDUCATION BOARD MINUTES FROM NOVEMBER 5, 2012 13. MISCELLANEOUS Mary Christensen— Council Member Christensen asked about the ice rink at Park Elementary. She inquired 11 CITY COUNCIL MINUTES DECEMBER 11, 2012 as to whether or not that could be labored by a City employee instead of neighborhood residents? Council Member Christensen would like to see a cost breakdown as to what the costs involved are to operate the rink at Park Elementary. Bill Arndt — Council Member Arndt reminded snowmobilers of proper snowmobiling conduct Jeremy Carter — Mr. Carter reminded the Council of the Imagine Hutchinson event being held at the Center for the Arts on December 13, 2012. Mr. Carter also commented that on October 23, 2012, the Council adopted an ordinance amending the lease agreement with Hutchinson Health Care. In that lease agreement was a Section 13 pertaining to conditions subsequent. This section is to be removed. This section stated that HHC would take care of the IRS filing, however actually the City will be responsible for the filing. Motion by Yost, second by Cook, to recognize that Section 13 will be removed from the lease agreement adopted on October 23, 2012. Motion carried unanimously. Kent Exner — Mr. Exner provided updates on the transportation plan and the Hwy 15 South/CSAH 115 roundabout. Steve Cook - Mayor Cook suggested setting Jeremy Carter's review for January 8, 2013, at 4:00 p.m. Motion by Christensen, second by Arndt, to set Jeremy Carter's review for 4:00 p.m. on January 8, 2013. Motion carried unanimously. Motion by Arndt, second by Yost, to set recognition event for Eric Yost at 7:00 p.m. on December 20, 2012. Motion carried unanimously. Mayor Cook also noted that staff indicated that they would be working on ordinances pertaining to food carts and to licenses. Marc Sebora, City Attorney, stated examples will be at the January 8, 2013, Council meeting. 14. ADJOURN Motion by Arndt, second by Christensen, to adjourn at 7:50 p.m. Motion carried unanimously. ATTEST: Steven W. Cook Jeremy J. Carter Mayor City Administrator