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05-14-2013 CCMMINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, MAY 14, 2013 1. CALL TO ORDER — 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Chad Czmowski, Bill Arndt, Mary Christensen and Gary Forcier. Others present were Jeremy Carter, City Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney. 2. INVOCATION — Pastor Paul Baker, Bethlehem United Methodist, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS. DONATIONS AND COMMUNITY SERVICE TO THE CITY Council Member Czmowski recognized Primary Eye Care, Outdoor Motion, and the City Parks Department for completing the mountain bike park at Tartan Park. The Bike & Board Bonanza is being held there this Saturday. Council Member Christensen thanked the Chamber Leadership group and other volunteers for doing maintenance work at Harrington - Merrill House. PROCLAMATION — NATIONAL BIKE TO WORK DAY — MAY 17, 2013 Mayor Cook read a proclamation proclaiming May 17, 2013, as National Bike to Work Day. Council Member Czmowski noted a free breakfast provided by Zellas will be available from lam — 10 am in Library Square for those biking to work. 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF APRIL 23, 2013 (b) BID OPENING MINUTES FROM MAY 7, 2013 (RAILROAD DEPOT SITE) Motion by Christensen, second by Arndt, to approve the minutes as presented. Council Member Arndt asked if Jefferson Street and the Depot pro ect were going to be run together, Kent Exner, City Engineer, noted originally hat was the plan but to plan has changed due to the soil from the Depot site needing to be !d of at a certified site. Jefferson Street will need other soil brought in for the project. 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. ORDINANCE NO. 13 -707 — AN ORDINANCE VACATING ROADWAY AND UTILITY EASEMENT LOCATED IN WALGREENS ADDITION (SECOND READING AND ADOPTION) (b) CONSIDERATION FOR APPROVAL OF ISSUING TRANSIENT MERCHANT CITY COUNCIL MINUTES MAY 14, 2013 LICENSE TO CHRIS ULMER OF TNT FIREWORKS FOR A TENT SALE IN WALMART PARKING LOT (c) CONSIDERATION FOR APPROVAL OF ISSUING SHORT -TERM GAMBLING LICENSE TO SATURDAY NIGHT CRUISERS ON AUGUST 31, 2013, AT HUTCHINSON MALL (d) CONSIDERATION FOR APPROVAL OF ISSUING SHORT -TERM GAMBLING LICENSE TO VOITURE 414 LOCALE ON NOVEMBER 26, 2013, AT AMERICAN LEGION (e) CONSIDERATION FOR APPROVAL OF ISSUING FOOD VENDOR LICENSE TO BETTY JODZIO TO OPERATE A FOOD CART (fJ CONSIDERATION FOR APPROVAL OF HUTCH HOCKEY ASSOCIATION SPECIAL EVENT REQUEST ON SEPTEMBER 28, 2013, AT HUTCHINSON CIVIC ARENA (g) CONSIDERATION FOR APPROVAL OF ISSUING TRANSIENT MERCHANT LICENSE TO THE COUNTRY STOP LOCATED IN THE HUTCHINSON MALL PARKING LOT (h) CONSIDERATION FOR APPROVAL OF ISSUING CARNIVAL PERMIT TO J &K AMUSEMENTS FROM MAY 31 TO JUNE 2, 2013, IN HUTCHINSON MALL PARKING LOT (i) CONSIDERATION FOR APPROVAL OF ISSUING PARADE PERMIT TO SOUTH CENTRAL CHAPTER ABATE ON JUNE 1, 2013 (j) CONSIDERATION FOR APPROVAL OF ISSUING PARADE PERMIT TO FOUNDATION FOR CHALLENGED CHILDREN ON JUNE 29, 2013 (k) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Motion by Czmowski, second by Forcier, to approve consent agenda. Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. (a) ASSESSMENT HEARING AND PROJECT AWARD FOR JEFFERSON STREET SE RECONSTRUCTION PHASE 1 PROJECT (LETTING NO. 1, PROJECT NO. 13 -01) Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the low bidder on the project was R &R Excavating in the amount of $1,784,685.25, which was approximately 20% lower than the engineer's estimate. City staff has worked closely with adjacent property owners as this project has proceeded to address any construction and assessment issues. This project includes Jefferson Street SE from Washington Avenue to Oakland Avenue by roadway reconstruction, curb and gutter, drain tile installation, bituminous /concrete surfacing, storm water /drainage, water distribution, sanitary sewer, street lighting, sidewalks, landscaping, restoration and appurtenances. The project is slated to begin May 20, 2013, with Phase 3 completed by September 27, 2013. Interim completion date is November 1, 2013, which means it is curbed with first lift of blacktop and restoration being completed by June 2014. Mr. Exner will meet with property owners to discuss assessments specific to their properties. Mayor Cook noted there was one objection received from a senior citizen who qualifies for deferred 2 CITY COUNCIL MINUTES MAY 14, 2013 assessments. Motion by Arndt, second by Cook, to close public hearing. Motion carried unanimously. Motion by Christensen, second by Arndt, to approve project award for Jefferson Street SE Reconstruction Phase 1. Motion carried unanimously. (b) 2013 CITY PARKING LOT IMPROVEMENTS PROJECT (LETTING NO. 10, PROJECT NO. 13 -10) Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that staff has held several discussions with Hutchinson School District, Hutchinson Health and the City Facility Committee to identify parking lots in need of improvements and develop a comprehensive construction plan. The parking lots include City Parking Lot B, City Parking Lot J, Fire Department, School Administration Building, High School, West Elementary and Hutchinson Health west parking lot. Mayor Cook asked about the usage of the Fire Department lots. Mr. Exner noted that the Facility Committee has identified the Fire Department lots and Parking Lot J as having high priority. With the Jefferson Street project, the opportunity for these improvements is now. The total work of all the parking lots is estimated at approximately $ lmillion with project fees. The City will administer the full assessment costs and the school and hospital will reimburse for the costs. An adjacent property owner to City Parking Lot B is disputing the amount of parking stalls assessed to them. Mayor Cook asked if staff has addressed how downtown parking lots will be assessed in the future. Mr. Exner noted that a consensus has not been reached, but most likely the plan used in the 1980's will be the starting point. Motion by Czmowski, second by Cook, to close public hearing. Motion carried unanimously. Motion by Czmowski, second by Forcier, to approve 2013 City parking lot improvements project. 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) REVIEW OF RECENT HUTCHINSON WATERS FORUM — SEEKING PUBLIC INPUT ON AREA WATERS PRIORITIES Kent Exner, City Engineer, presented before the Council. Mr. Exner provided a brief overview of the Hutchinson Waters Forum that occurred last week. This Forum was brought forward by City staff, members of the public, Southwest Initiative Foundation, and Crow River Organization of Water. The event was organized because of increasing interest of citizens and businesses and was to seek input on enhancing recreational values, environmental quality and /or economic development associated with the Hutchinson area of the South Fork Crow River. Mr. Exner provided ideas brought forward at the forum. The core group will meet again in the next 30 days and subgroups will meet in the next 60 days. Within 90 days, implementation plans and project development will begin, with projects being implemented within one year. 10. UNFINISHED BUSINESS 11. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF SUPPORT FOR THE RIVERSONG FESTIVAL AND CONSIDERATION FOR APPROVAL OF ISSUING TEMPORARY LIQUOR LICENSE TO HUTCHINSON CENTER FOR THE ARTS ON JULY 19 & 20, 2013, AT MASONIC WEST RIVER PARK 3 CITY COUNCIL MINUTES MAY 14, 2013 John Rodeberg, RiverSong Steering Committee, presented before the Council. Mr. Rodeberg noted that this is the fifth year of the RiverSong Music Festival. Mr. Rodeberg noted that RiverSong does pay for the campsites at the campground and pays for all security through Hutchinson Police Department. RiverSong is asking for the same support as in the past, which includes dust control and spraying for mosquitos, striping the parking area, two portable light towers for safety and security after dark, preparing and cleaning up the site and providing equipment, such as gators and tables and chairs. Motion by Czmowski, second by Arndt, to approve supporting RiverSong Festival. Motion carried unanimously. Motion by Forcier, second by Christensen, to approve issuing temporary liquor license to Hutchinson Center for the Arts. Motion carried unanimously. (b) CONSIDERATION OF DENYING PARADE PERMIT TO ANIMAL HUMANE SOCIETY ON MAY 18, 2013 Mayor Cook noted that a parade permit request had been submitted by the Animal Humane Society for a pet walk that they will be holding on May 18, 2013. The police chief has recommended denying the parade permit due to animals potentially being unlicensed. Mayor Cook suggested that the pet walk be allowed to go on as planned, but asked that the event organizers provide information to attendees on animal licensing requirements. Motion by Forcier, second by Christensen, to approve issuing parade permit to Animal Humane Society on May 18, 2013, with the request that animal licensing information be distributed at the event. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF PROJECT AWARD FOR TRUNK HWY 15 AND CSAH 115 ROUNDABOUT PROJECT (LETTING NO. 4, PROJECT NO. 13 -04) Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the City's share of this project totals $286,304.00. The consideration at this meeting satisfies bonding requirements. The project is slated to begin the first week of June. If the schedule follows accordingly, the project will be complete by mid- August. Motion by Arndt, second by Christensen, to approve project award for Trunk Hwy 15 and CSAH 115 Roundabout project. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF PROJECT AWARD FOR RAILROAD DEPOT SITE REMEDIATION PROJECT (LETTING NO. 8A, PROJECT NO. 13 -08A) Kent Exner, City Engineer, presented before the Council. Mr. Exner noted that the low bidder is Frattalone Companies of St. Paul, Minnesota, with a bid amount of $399,849.15. This work is for the site remediation as part of the grant received from State of Minnesota, mainly for excavating contaminated material, hauling it away and bringing in clean material. Details of the project will include earthwork, erosion control and chain link containment fence. This item does not include parking lot improvements or construction of any buildings. The work will begin soon and be complete by June 14, 2013. The depot building will then be moved back on site on a new foundation and then site work will be scheduled. Motion by Arndt, second by Christensen, to approve project award for Railroad Depot Site 11 CITY COUNCIL MINUTES MAY 14, 2013 Remediation Project. Motion carried unanimously. 12. GOVERNANCE (Purpose: to assess past organizational performance, develop policy thatguides the organization and Council and manage the logistics of the Council. May include monitoring reports, policy development and governance process items) (a) FIRE DEPARTMENT MONTHLY REPORT FOR APRIL 2013 (b) HUTCHINSON PUBLIC LIBRARY BOARD MINUTES FROM MARCH 25, 2013 (c) RESOURCE ALLOCATION COMMITTEE MEETING MINUTES FROM APRIL 2, 2013 (d) HUTCHINSON UTILITIES COMMISSION MINUTES FROM MARCH 27, 2013, AND APRIL 16, 2013 (e) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM MARCH 19, 2013 (f) PLANNING, ZONING, BUILDING DEPARTMENT MONTHLY REPORT FOR APRIL 2013 13. MISCELLANEOUS Bill Arndt — Council Member Arndt gave accolades to the Oddfellows for maintaining and improving their building on Main Street/2nd Avenue SW. Gary Forcier — Council Member Forcier asked for an update from staff on the development of the chicken ordinance. Jeremy Carter, City Administrator, noted that staff is conducting fact finding and researching other city ordinances and discussing issues with other communities — these are related to regulations, zoning, legal aspects, etc. Staff will then be meeting in the next few weeks to review the information collected. After staff feels comfortable with the information they have received, stakeholders will be brought in for further discussion. The ordinance should be in place for next year's season. Jeremy Carter — Mr. Carter noted that staff met this afternoon to discuss the fish kill and ways to deal with the fish that are on private and public shoreline. Council Member Arndt expressed that property owners have to be responsible to take care of their shoreline as well. Mayor Cook — Mayor Cook noted that he has received a couple of requests from veterans who are considering approaching the Council to request to place a helicopter in Veterans Memorial Park. Mayor Cook noted that this was requested in 2007 and the Council asked the requestors at that time to put together plans and other details. This was not done and the request died. Dolf Moon, PRCE Director, presented before the Council. Mr. Moon explained that in 2000 Norm Beach approached the City and asked that an army tank be placed into a park to recognize and honor veterans. A lot of discussion was held and an 80- person committee was formed to handle this request. A Park Planning Committee was established and the outcome was the creation of Veterans Memorial Park which included the requested tank. The Park Planning Committee recommended to the main committee that only one piece of veteran memorabilia would be placed in the park. A tank was approved as an anchor to veteran memorabilia, instead of having requests of all types of equipment identifying various branches of the military. Mayor Cook noted that he researched other Veteran Memorial Parks throughout the state and the majority of them are very similar to Hutchinson's. Mayor Cook recalled that a cannon was placed in 5 CITY COUNCIL MINUTES MAY 14, 2013 another park, and Hutchinson's tank was listed. The number of parks with veteran memorabilia or equipment is very non - existent. Mayor Cook noted he prefers Veterans Memorial Park as it is, with no other memorabilia. Perhaps other items could be used for remembrance or symbolism. Mr. Moon noted that other ideas that had been discussed was perhaps memorabilia could be displayed temporarily on a trailer for specific activities or perhaps memorabilia could be placed at the National Guard Armory. Council Member Arndt mentioned that long time McLeod County Commissioner Grant Knutson passed away. 14. ADJOURN Motion by Arndt, second by Forcier, to adjourn at 7:15 p.m. ATTEST: Steven W. Cook Jeremy J. Carter Mayor City Administrator 0