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01-14-2014 CCMMINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL THURSDAY, JANUARY 14, 2014 1. CALL TO ORDER — 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Mary Christensen, Bill Arndt, Gary Forcier and Chad Czmowski. Others present were Jeremy Carter, City Administrator and Marc Sebora, City Attorney. 2. INVOCATION — Pastor Howard Anderson, Hunter's Ridge Community Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY 5. PUBLIC COMMENTS Glen Sladek, 15575 130th Street, presented before the Council. Mr. Sladek asked that the Council consider term limits when they speak of the mayor's term length. City Attorney Marc Sebora explained that the Supreme Court has ruled that term limits for Charter cities is unconstitutional. 6. MINUTES (a) REGULAR MEETING OF DECEMBER 10, 2013 Motion by Christensen, second by Arndt, to approve the minutes as presented. Motion carried unanimously. 7. CONSENT AGENDA (Pui pose: only for items requiring Council approval by external entities that would other -vise have been delegated to the City Administrator. Traditionally, items are not discussed) (a) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 14229 -DESIGNATING DEPOSITORIES OF CITY FUNDS IN COMMERCIAL BANKS AND INSTITUTIONS 2. RESOLUTION NO. 14230 - APPROVING SECURITIES FOR COLLATERAL FROM CITIZENS BANK AND TRUST CO. OF HUTCHINSON, MINNESOTA AND WELLS FARGO BANK, N.A. 3. RESOLUTION NO. 14231 -RESOLUTION TRANSFERRING FUNDS TO 2013 CONSTRUCTION FUND AND GENERAL FUND 4. RESOLUTION NO. 14232 - APPOINTING JEREMY CARTER AS CITY ADMINISTRATOR FOR 2014 5. RESOLUTION NO. 14233 -DESIGNATING OFFICIAL NEWSPAPER AS HUTCHINSON LEADER 6. RESOLUTION NO. 14228 - RESOLUTION ESTABLISHING LOCATION FOR TRAFFIC CONTROL DEVICES (OVERNIGHT PARKING AREA ON ARCH STREET NE) (b) SELECTION OF COUNCIL'S VICE PRESIDENT — Bill Arndt CITY COUNCIL MINUTES JANUARY 14, 2014 (c) DESIGNATION OF COUNCIL REPRESENTATIVES TO BOARDS & COMMISSIONS: 1. AIRPORT COMMISSION — Steve Cook 2. CREEKSIDE ADVISORY BOARD — Gary Forcier 3. HUTCHINSON COMMUNITY DEVELOPMENT CORP. BOARD (EDA) — Chad Czmowski and Mary Christensen 4. HUTCHINSON HOUSING AND REDEVELOPMENT AUTHORITY (HRA) — Gary Forcier 5. JOINT PLANNING BOARD — Bill Arndt 6. LIBRARY BOARD — Mary Christensen 7. MID - MINNESOTA COMMISSION — Bill Arndt 8. PARKS, RECREATION, COMMUNITY EDUCATION ADVISORY BOARD — Mary Christensen 9. PLANNING COMMISSION — Bill Arndt 10. PUBLIC ARTS COMMISSION — Mary Christensen 11. TREE BOARD — Steve Cook (d) DESIGNATION OF COUNCIL REPRESENTATIVES TO OTHER COMMITTEES: 1. HUTCHINSON DOWNTOWN ASSOCIATION — Chad Czmowski 2. FIRE RELIEF ASSOCIATION — Fire Chief TBD, City Administrator Jeremy Carter, Mayor Steve Cook 3. RESOURCE ALLOCATION COMMITTEE — Gary Forcier and Steve Cook 4. WAGE COMMITTEE — Chad Czmowski and Gary Forcier 5. CITY - SCHOOL DISTRICT JOINT PLANNING COMMITTEE — Chad Czmowski and Steve Cook 6. RADIO BOARD — Steve Cook 7. SOLID WASTE COMMITTEE — Bill Arndt (e) CONSIDERATION FOR APPROVAL OF 2014 CITY CALENDAR 2 CITY C'OUNC'IL MINUTES JANUARY 14, 2014 (f) CONSIDERATION FOR APPROVAL OF ROAD CLOSURE ON JANUARY 16, 2014, FOR EVENT OCCURRING AT HUTCHINSON EVENT CENTER (g) BOARD /COMMISSION APPOINTMENTS /REAPPOINTMENTS (h) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER A (i) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER B Items 7(a)6, 7(d)7, and 7(i) were pulled for separate action. Motion by Czmowski, second by Forcier, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(a)6 had further discussion. Mayor Cook noted that this item was discussed at the last Council meeting. John Olson, Public Works Manager, noted that he inadvertently did not include this area the last time it was considered. Motion by Arndt, second by Christensen, to approve Item 7(a)6. Motion carried unanimously. Item 7(d)7 had further discussion. Mayor Cook noted that City Administrator Jeremy Carter will be appointed as well to the Solid Waste Committee. Motion by Czmowski, second by Forcier, to approve Item 7(d)7 including the appointment of Jeremy Carter. Motion carried unanimously. Item 7(i) had further discussion. Council Member Forcier noted that he will be abstaining from voting on this item. Motion by Czmowski, second by Christensen, with Forcier abstaining, to approve Item 7(i). Motion carried unanimously. 8. PUBLIC HEARINGS — 6:00 P.M. - NONE 9. COMMUNICATIONS REQUESTS AND PETITIONS (Puipose: to provide Council with information necessrny to craft wise po7icy. Always looking toward the future, not monitoring past) (a) UPDATE ON SNOW REMOVAL PROCEDURES Jeremy Carter, City Administrator, noted that as the snow season has come upon us, this would be a good opportunity for staff to review with Council and citizens the snow removal procedures. . John Olson, Public Works Manager, presented before the Council. Mr. Olson reviewed the City's snow removal and ice control operations. The areas the City covers are the street system (alleys, parking lots, airport, etc.), public facilities (schools, parks, buildings, etc.) and trails /sidewalks. The City has no "bare pavement" policy and there are different levels of service based on traffic and needs. For most streets and public facilities, operations continue until they are plowed curb -to -curb and the intersections have been treated with sand /salt as necessary. Olson updated the Council on the salt use for this season, which has been of high use. The salt suppliers will not be able to provide any salt beyond what has been contracted for due to the major freezing rain events in the southern states this winter. The County and City combined will not be able to purchase more than 400 -600 tons of salt for the rest of the winter. Because of this, no more than 80% sand /20% salt mixtures will be applied until it is determined if additional salt will be made available. Olson reviewed some of the alternative chemicals used to suppress the freezing oint of snow and ice. Olson explained that the purpose of the City's snow /ice policy is to facilitate traffic. Some revisions to the current policy will be recommended later this year. Olson explained that up to 28 operators can be used for snow removal operations. 10 of the employees are full -time in the operations and maintenance department with one seasonal employee; five Parks Dept. employees; one Creekside employee; CITY C'OUNC'IL MINUTES JANUARY 14, 2014 one engineering employee; two water /wastewater employees and up to eight contractors. Olson also explained the overtime usage. Olson reviewed the equipment used for snow removal operations, which includes six wheel loaders and eight snowplow trucks. Seven of the snowplow trucks are equipped with sand /salt distributors. Other equipment includes three light trucks with snowplows, up to eight contracted dump trucks for snow hauling, four bobcats with snowplows and blowers, four tractors, and one loader - mounted snow blower. Olson explained that weather monitoring is done by MnDOT Roadway Weather Information System, MnDOT Aeronautics weather information, miscellaneous web sites, as well as television, radio and other media. Olson explained how operations are initiated and the factors used to determine what needs to be done. Olson explained sidewalk snow removal, which includes the adjacent property owner being responsible. Olson noted that there is a priority listing of the sidewalks /trails that the City plows. Olson noted that snow is dumped north of the National Guard Armory, the Bass Pond site and at the Fairgrounds. Olson explained the snow emergency procedures, which includes no parking during designated times and in designated places and how citizens can be notified when a snow emergency is put in place. Olson reviewed snow removal related to private property, contractors, damage to private property and services to private property. Olson spoke about snow removal and parking issues on streets. Council Member Christensen asked if there is a set amount of snow that needs to fall in order for the plows to be called out. Olson explained that it really depends on the overall conditions. Generally a couple of inches or less of snowfall does not call out the plows, but wind and ice conditions are factors, so it is a judgment call on the overall conditions. Mayor Cook clarified that Mn/DOT takes care of Hwy 15 and Hwy 7 and McLeod County takes care of Adams/Bluff and South Grade Road south of School Road. Jeremy Carter explained that he has been asked questions of citizens on what the City's priority is when it comes to snow removal. Carter explained that the main priority is safe roadways for travelers. However, the City budgets for a normal year for snow removal. When there is more snow removal operations required Than budgeted for, the City does not hold back on its operations due to budget issues. Other areas may be adjusted to account for snow removal operations if needed. Mayor Cook also asked that Carter clarify the amount of funds being used for public art. It has been mentioned in the public that hundreds of thousands of dollars are being spent, when in reality $15,000 was allocated for the sculpture stroll. Council Member Arndt discussed salt versus sand use and how the two compare use -wise and cost -wise. Council Member Arndt also discussed use of motor graders versus other equipment. Dan Hatten, Police Chief, presented before the Council. Chief Hatten explained what happens when a snow emergency is called. Chief Hatten explained that the public is notified via various methods. The police department then notifies the tow companies to prepare, at midnight officers patrol every public street for violators, violators are issued a citation and tow companies are notified of the location, if the vehicle is still parked on the street it is towed to tow lot, violators can pay citation or request court date, registered owner claims vehicle after paying towing and storage fees. If a vehicle is in a city parking lot, violators are issued a citation and towed. There are parking permits for overnight parking that are available. The permits are free. The police department uses the contact information of the owner to have them move the vehicle, if the permit cannot be located or owner cannot be reached, a citation is issued and the vehicle is towed. 10. UNFINISHED BUSINESS (a) DISCUSSION OF CHICKEN ORDINANCE Mayor Cook noted that last year the Council discussed the possibility of adopting an ordinance allowing the harboring of chickens. The Council directed staff to begin work on crafting such an ordinance. Since that time, various information has come forth indicating some cities are having issues with the allowance of chickens within city limits. Because of this, Council is revisiting whether or not this ordinance should move forward. 11 CITY C'OUNC'IL MINUTES JANUARY 14, 2014 Jeremy Carter, City Administrator, noted that staff has been working on an ordinance to regulate the harboring of keeping chickens. In addition, staff has met with interested parties. The City Attorney has a rough draft of an ordinance completed. However, Carter wanted to ensure that the Council wishes to proceed with the ordinance. If so, staff will meet with interested parties on the rough draft and then the draft will be brought forth to the Council. Mayor Cook mentioned that some of the issues he had heard in other cities with harboring chickens was that it was more work than chicken owners expected, so then residents wanted to know how to rid of them. Other common themes were the number of chickens to allow, coop regulations, nuisance causes and responses to them. The Council discussed a time frame that could potentially be followed to adopt an ordinance allowing chickens. Council Member Arndt expressed that he did not feel a chicken license needed to be approved by the Planning Commission prior to coming to the Council. The Council expressed that a main issue that they wish covered in the ordinance is to have neighbors' approval. The Council expressed that the ordinance creation should proceed. Some items to include in the ordinance would be no roosters, neighbors' approval, and small maximum number among ether things. Staff will meet with interested parties before bringing it forth to the Council on January 28 . (b) DISCUSSION OF MAYORAL TERMS Mayor Steve Cook noted that this topic was brought up briefly late last year. Mayor Cook asked if the Council saw it beneficial for the Mayor's term to be a four -year term as opposed to two years as it is currently. Other council members' terms are four years, governor is four years, president is four years and the majority of other cities similar in size to Hutchinson are four year terms. Council Member Arndt noted that state and national representatives' terms are two years however. Mayor Cook stated that he would like the voters to vote on this topic at the 2014 election and not make it effective until 2016. Council Members Christensen, Czmowski and Forcier noted that they would be in favor of having the citizens vote on this item. Attorney Sebora explained the process to be used to have the proposed Charter amendment on the 2014 election ballot. The process includes the Council adopting an ordinance and forwarding it to the Charter Commission for their consideration. The Charter Commission would then have between 60 -150 days to review the proposed change and then send a recommendation to the Council to accept, reject or revise. The Council would then submit to the voters the original proposal or a revised proposal received by the Charter Commission. The Council directed staff to prepare an ordinance for the Council to consider to forward to the Charter Commission. 11. NEW BUSINESS 12. GOVERNANCE (Pin pose: to assess past organizational pei formance, 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) AIRPORT COMMISSION MINUTES FROM NOVEMBER 21, 2013 (b) CREEKSIDE ADVISORY BOARD MINUTES FROM OCTOBER 16, 2013 (c) LIQUOR HUTCH QUARTERLY REPORT FOR OCTOBER — DECEMBER 2013 (d) HUTCHINSON UTILITIES COMMISSION MINUTES FROM NOVEMBER 27, 2013, AND DECEMBER 18, 2013 (e) PUBLIC LIBRARY BOARD MINUTES FROM NOVEMBER 25, 2013 (f) PLANNING COMMISSION MINUTES FROM OCTOBER 15, 2013 CITY COUNCIL MINUTES JANUARY 14, 2014 (g) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM NOVEMBER 19, 2013 (h) PLANNING, ZONING, BUILDING DEPARTMENT MONTHLY REPORT FOR DECEMBER 2013 (i) PUBLIC ARTS COMMISSION MINUTES FROM NOVEMBER 14, 2013 13. MISCELLANEOUS Mary Christensen — Council Member Christensen expressed that she has heard from different parties that they wish to see Library Square more decorated for the holiday season. Council Member Christensen suggested that a group get together to begin discussing new options. Perhaps service organizations could be involved. Bill Arndt — Council Member Arndt encouraged senior citizens to utilize the senior center for the events held there, especially card playing. Gary Forcier — Council Member Forcier mentioned that several deer are in the areas of 2nd Avenue SW and 5th Avenue SW. He suggested that perhaps a deer crossing sign be posted to aware motorists. Mayor Cook — Mayor Cook mentioned that a meeting had been held with other county and city representatives on various ways for the entities to work together and perhaps form some partnerships. Mayor Cook spoke to some of the initiatives moving forward. 14. ADJOURN Motion by Arndt, second by Christensen, to adjourn at 7:25 p.m. Motion carried unanimously. ATTEST: Steven W. Cook Jeremy J. Carter Mayor City Administrator