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05-28-2013 CCMMINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, MAY 28, 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 — Rev. Lanny Penwell, Evangelical Free Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS. DONATIONS AND COMMUNITY SERVICE TO THE CITY Council Member Christensen noted that Head Librarian, Mary Henke, will be retiring on June 7, 2013. Ms. Henke's retirement party is being held June 7h from 4:00 — 6:00 p.m. at the Public Library. Jeremy Carter, City Administrator, recognized the First Congregational Church of Christ in planting over 50 trees in Masonic West River. This effort was led by Peg Carls. Mr. Carter also recognized the Hutchinson Downtown Association in planting the flower pots in the downtown area. Council Member Christensen and Mayor Cook also mentioned that a Hutchinson Chamber Leadership Institute group volunteered at the Harrington - Merrill House and made many improvements. Mayor Cook also recognized the veterans' group for the Memorial Day service. Council Member Arndt thanked John Olson and his group on the cemetery setup and maintenance. 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF MAY 14, 2013 Motion by Christensen, second by Arndt, to approve the minutes as presented. Motion carried unanimously. 5 min. 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. 14147 — RESOLUTION AMENDING THE GENERAL FUND BUDGET BY INCREASING REVENUE AND EXPENDITURES TO ACCOUNT FOR AN UNBUDGETED PORTABLE SECURITY SYSTEM PURCHASE USING DRUG FORFEITURE DOLLARS CITY COUNCIL MINUTES MAY 28, 2013 2. RESOLUTION NO. 14148 — RESOLUTION AMENDING RESOLUTION NO. 14028 ESTABLISHING INCOME GUIDELINES & ASSET LIMITATIONS, FOR SENIOR CITIZENS 65 YEARS OR OLDER, DISABLED CITIZENS, ACTIVE DUTY MILITARY RESERVES OR NATIONAL GUARD DEFERRED ASSESSMENTS AND SENIOR CITIZENS REDUCED REFUSE RATE (b) PLANNING COMMISSION ITEMS CONSIDERATION OF A CONDITIONAL USE PERMIT TO ALLOW VILLAGE RANCH BOYS GROUP HOME AT 851 DALE STREET SW TO INCREASE NUMBER OF RESIDENTS FROM 10 TO 12 WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 1415 1) 2. CONSIDERATION OF VACATION AND RELEASE OF EASEMENTS OVER 32 LYNN ROAD SW WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (WAIVE FIRST READING AND SET SECOND READING AND ADOPTION OF ORDINANCE NO. 13 -709 FOR JUNE 11, 2013 AND ADOPT RESOLUTION NO. 14155) (c) CONSIDERATION FOR APPROVAL OF ITEMS FOR 2013 CITY PARKING LOT IMPROVEMENTS PROJECT (LETTING NO. 10, PROJECT NO. 13 -10) (d) CONSIDERATION FOR APPROVAL OF ITEMS FOR 2013 PAVEMENT MANAGEMENT PROGRAM PROJECT (LETTING NO. 3, PROJECT NO. 13 -03) (e) CONSIDERATION FOR APPROVAL OF DAIRY DAY CELEBRATION ON JUNE 7, 2013, (f) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Items 7(b)2, 7(c) and 7(f) were pulled for separate discussion. Motion by Forcier, second by Czmowski, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(b)2 had further discussion. Dan Jochum, Planning Director, noted that he inadvertently did not include the ordinance associated with this agenda item. Motion by Arndt, second by Christensen, to approve Item 7(b)2. Motion carried unanimously. Item 7(c) had further discussion. Mayor Cook noted that this project is being split 50150 by the City and neighboring property owners. Mayor Cook noted he is having second thoughts on whether or not this is the best way to assess the project. Mr. Carter noted that perhaps the allocation splits could be determined after the bids are received and the final costs are known. The final roll does not need to be adopted until October. Motion by Czmowski, second by Cook, to approve Item 7(c). Motion carried unanimously. 2 CITY COUNCIL MINUTES MAY 28, 2013 Item 7(f) had further discussion. It was note that Council Member Forcier will be abstaining from voting on this item. Motion by Arndt, second by Czmowski, with Forcier abstaining, to approve Item 7(f). Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. - NONE 9. COMMUNICATIONS. REQUESTS AND PETITIONS (Purpose: to provide Council with information necessary to craft wise policy. Always looking toward the future, not monitoring past) 10 min (a) DISCUSSION OF TRAIL IMPROVEMENTS AT THE GREENS, FAIRWAY ESTATES SECOND ADDITION Jeremy Carter, City Administrator, noted that this topic was discussed at the last Resource Allocation Committee. This topic surrounds incorporating a private trail into the City's trail system, including maintenance. John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the "Greens" development was put into place in 1999 with the agreement that a five -foot sidewalk would be put in place on Lot 3. The entire development is in Lot 3. Mr. Olson noted that over the years, he has worked with the homeowners' association on proper trail maintenance, placement, etc. It is the wish of the homeowners' association to have the City maintain the trail in their development in the future and take it over as a City trail. The City is contemplating incorporating the majority of the Greens trail into the City's trail system because of the trail system along School Road and the Golf Course Road. A portion of the trail is already lying on City property. 85 homes would gain access to the City's trail system if the Greens trail were incorporated, with an additional 25 homes that could be added from vacant lots. This area can capture a high amount of traffic from the other areas. The motivation in connecting with the Greens trail is to expand the trail system to potentially 100 more homes. The City would maintain the trail as it does its current trail system. Snow removal would be a discretionary choice of the City. Mr. Olson broke down the cost estimates for each specific piece of work. East end of trail — cost estimate $29,000. Upgrade trail on Greens property is $23,500 with a $1000 contribution by the Greens. An additional $14,000 would be needed to upgrade the trail on the City's property. An estimated total of $37,000 - $54,000 to improve areas and add link to the City's system. The Greens' would be responsible for the landscaping and a portion of the trail on the north end would be kept as private. The Council concurred that this partnership should continue to be developed. Marc Sebora, City Attorney, noted that the Council should keep in mind how this partnership differs from other private trails held by other homeowners' associations. The main driver with this project is the incorporation into the City's system. The other private trails systems are rather disconnected from the City's trail system. 10. UNFINISHED BUSINESS 11. NEW BUSINESS 5 min (a) CONSIDERATION FOR APPROVAL OF RESOLUTION REQUESTING DELEGATION OF AUTHORITY FOR MNDOT WATER STREET GARAGE (464 WATER STREET NW) 3 CITY COUNCIL MINUTES MAY 28, 2013 John Olson, Public Works Manager, explained that MnDOT currently maintains property at 464 Water Street NW which includes a vehicle /equipment storage building, a garage space and a storage area. This area used to be used by MnDOT before the HATS building was constructed and was most recently used by Trailblazer before their operations moved to Glencoe. Staff was given information that the City could request permission to have the local MnDOT district delegate authority to the City for this property and the City could use the property at no initial cost, as long as it is used for transportation purposes, which includes off - season storage of equipment. Any future sale of the property would benefit the State of Minnesota. MnDOT has completed Phase 1 and 2 environmental studies that indicate no action is necessary unless the previous location of the truck station fueling site was excavated. If any future improvements are made by the City, the State would deduct the cost of City improvements from any future appraised value of the property at the time of any future sale. Mr. Olson addressed the site and buildings. Mr. Olson noted that, if anything, a roof may need some addressing. The bituminous space is well -kept and the entire area is fenced. Motion by Arndt, second by Forcier, to approve Resolution No. 14156, requesting delegation of authority for MnDOT Water Street garage. Motion carried unanimously. 10 min (b) CONSIDERATION FOR APPROVAL OF AMENDING /AFFIRMING /ABOLISHING CITY OF HUTCHINSON POLICIES - POLICY NO. 2.27 — MEMORIAL TREE PROGRAM (AMEND) - POLICY NO. 2.28 — PARK & RECREATION REGISTRATION PROCESS (AMEND) - POLICY NO. 2.29 — RECREATION TOURNAMENT POLICY (AFFIRM) - POLICY NO. 2.30 — RECREATION DEPARTMENT FACILITY USAGE (AFFIRM) - POLICY NO. 2.31 — MASONIC /WEST RIVER PARK USAGE (AFFIRM) - POLICY NO. 2.32 — SCHOOL /CITY ARENA CONTRACT (ABOLISH) Jeremy Carter, City Administrator, presented before the Council. Mr. Carter reviewed several policies related to the Parks & Recreation Department. Mr. Carter reviewed Policy No. 2.27 — Memorial Tree Program. The only revision noted was the change of City Forester to Natural Resource Specialist. Mayor Cook noted that benches are also donated, and perhaps they should be included. The policy will be updated to "Memorial Bench and Tree Program" and benches will be included throughout the policy. Mr. Carter next reviewed Policy No. 2.28 — Park & Recreation Registration Process. Mr. Carter explained that this policy has been revised rather heartily. The registration process also includes a refund and cancellation process and details for giving refunds and class cancellations have been specified. The cancellation/transfer fee has been increased from $2 to $4. Sections have been added pertaining to how payment will be received, the use of photographs, the use of school facilities and a non - endorsement policy. In addition, an equal opportunity statement has been added to the policy. Mr. Carter then reviewed Policy No. 2.29 — Recreation Tournament Policy, Policy No. 2.30 — Recreation Department Facility Usage and Policy No. 2.31— Masonic /West River Park Usage. No revisions to these policies are being recommended. Mayor Cook suggested that as part of the 11 CITY COUNCIL MINUTES MAY 28, 2013 volunteer program, a host should be included within the campground to collect fees and be the eyes and ears of the campground. Council Member Czmowski suggested bringing back the kayak/canoe rental and then that area and position could perform the same function. Lastly, Mr. Carter reviewed Policy No. 2.32 — School/City Arena Contract. Mr. Carter explained that staff is recommending that this policy be abolished since the School and City have in place a signed agreement for the use of the arena by the school district. Motion by Czmowski, second by Forcier, to approve the policies as identified above. 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) PLANNING COMMISSION MINUTES FROM APRIL 16, 2013 (b) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM APRIL 16, 2013 (c) TREE BOARD MINUTES FROM APRIL 29, 2013 (d) CITY OF HUTCHINSON FINANCIAL REPORT AND INVESTMENT REPORT FOR APRIL 2013 13. MISCELLANEOUS Mary Christensen — Council Member Christensen noted that an open house is being held this Thursday from 7:00 — 8:00 p.m. at the Center for the Arts to meet the artists whose artwork have been selected for the first Hutchinson Sculpture Stroll. John Olson — Mr. Olson updated the Council on filling of potholes. The larger repairs have been completed. The area by the sanctuary has been graded but will need to be again and staff is planning to do so this week. Bill Arndt — Council Member Arndt noted that a township official asked if the strip along Hwy 15 South could be snow maintained after the roundabout is put in. Mr. Olson noted a rate has been put together and will be communicated to the township official. Jeremy Carter — Mr. Carter noted that Board of Appeals training will be sent out to Council Members this week. He also explained that the Facilities Committee has completed an assessment for this year and they will be putting together a final inventory list of projects that could be considered. The Depot site project has had a slight delay due to profiling of the waste that needed to be completed. John Olson reminded listeners of the detours in place or that will be soon. June 3rd — Hwy 15 South for 5 CITY COUNCIL MINUTES MAY 28, 2013 roundabout project and the Jefferson Street detour is in place at Oakland Avenue. The first mosquito spray will be deferred past June 3rd due to the cool weather. Mr. Olson provided an update on the historic street signs project. Mr. Olson explained that cast aluminum has been identified that can be colored in a non - reflective lettering. Staff is inventorying all street signs and where historic street signs can be placed. Mayor Cook noted that at the last meeting in June the Council may consider a discussion on placing a helicopter in Veterans' Memorial Park. 14. ADJOURN Motion by Arndt, second by Cook, to adjourn at 6:55 p.m. Motion carried unanimously. ATTEST: Steven W. Cook Jeremy J. Carter Mayor City Administrator 0