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02-25-2014 CCMMINUTES REGULAR MEETING —HUTCH I NSON CITY COUNCIL TUESDAY, FEBRUARY 25, 2014 1. CALL TO ORDER — 5:30 P.M. Mayor Steve Crook cal I ed the meeting to order. Members present were Mary Christensen, B i l l Arndt, Gary Forci er and Chad Czmowski . Others present were Jeremy Carter, City Admi ni strator, 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. DONATI ONSAND COMMUNITY SERVICE TO THE CITY 5. PUBLI C COMMENTS 6. MINUTES (a) REGULAR M EETI N OF FEBRUARY 11, 2014 Motion by Arndt, second by Christensen, to approve the minutes as presented. Motion carried unanimously. 7. CONSENTAGENDA (Purpose: only for items requi ring Council approval by external entities that would otherwise have been delegated to the City Administrator. Traditionally, items are not discussed.) (a) RESOLUTIONSAND ORDINANCES- NONE (b) PLANNING COMMISSION ITEMS CONSIDERATION FORAPPROVAL OF LOT SPLIT AND SITE PLAN FOR ADVANCED AUTO PARTS LOCATED AT 1450 MONTREAL STREET SE WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NOS. 14241 AND 14242) (c) CONSIDERATION FOR APPROVAL OF RENEWING FOOD VENDOR LICENSE FOR PETER NEUBAUER (d) CONSIDERATION FORAPPROVAL OF SETTING BOARD OF APPEAL AND EQUALIZATION HEARING FORAPRIL 16, 2014, AT 5 :30 P.M. (e) CONSI DERATI ON FOR APPROVAL OF TRAI L EASEM ENT FOR ADVANCED AUTO PARTS PROPERTY (f) CONSIDERATION FORAPPROVAL OF ISSUING A TEMPORARY CONSUMPTION AND DISPLAY PERMIT TO THE HUTCHI NSON CENTER FOR THE ARTS ON MARCH 2, 2014 (g) CONSIDERATION FORAPPROVAL OF ISSUING SHORT -TERM GAMBLING LICENSES - 3M CLUB ON MARCH 28, 2014, AT 3M CLUB BUILDING - HUTCHINSON ROTARY FOUNDATION ON APRIL 11, 2014, AT CROW RIVER GOLF CLUB CITY COUNCIL M I NUTES— FEBRUARY 25, 2014 (h) CLAIMS, APPROPRIATIONSAND CONTRACT PAYMENTS— REGISTER A (i) CLAIMS, APPROPRIATIONSAND CONTRACT PAYMENTS — REGISTER B I tem 7(i) was pul I ed for separate di scussi on. M oti on by Czmowski , second by Forci er, to approve consent agendawi th the excepti on of I tem 7(i). M oti on care ed unani mousl y. I tem 7(i) had f urther di scussi on. Counci I M ember Forci er noted he wi I I be abstai ni ng f rom thi s item. Motion by Czmowski , second by Arndt, with Forci er abstaining, to approve Item 7(i). Motion carried unanimously. 8. PUBLIC HEARINGS-6:00 P.M. (a) ORDINANCE NO. 14- 0722 -AN ORDINANCE AMENDING CITY CODE CHAPTER 53, SECTION 53.070 INDUSTRIAL WASTEWATER: PRETREATMENT John Paul son, Envi ronmental Speci ad i st, presented before the Council. Mr. Paulson explained that the majority of the changes surround language changes in definitions and the like. M r. Paulson explained that in I ate 2013 the City was delegated by the Minnesota Pollution Control Agency to enforce Federal Pretreatment regulations. Part of the del egati on process i ncl udes revi cwi ng program documents such as ex i sting discharge permits and ord i nances to see if changes are needed to comply with federal standards. Agai n, the changes are mi nor and mai my i ncl ude clarifyi ng defi nitions. M ayor Cook i nqui red about the supplementary I i mi tati ons on wastewater strength and i ndustri es' rights. Mr. Paul son expladned that the MPCAalIows the CitydiscretiontobuiIditsIimi tat ionson the capacity it has and can work with each i ndustry i ndividual Iy. Motion by Arndt, second by Cook, to close public hearing. Motion carried unanimously. Motion by Arndt, second by Christensen, to approve waiving first reading and setting second reading and adoption for March 11, 2014. Motion carried unanimously. 9. COMMUNICATIONS, REQUESTSAND PETITIONS (Purpose: toprovideCouncil with information necessary to craft wise policy. Always looking toward the future, not monitoring past) (a) 2013 REST DENTIAL LEAF VACUUM ANNUAL REPORT John Olson, Publ i c Works Manager, presented before the Council. Mr. Olson provided an overvi env of the led vacuum services for 2013. Mr. Olson explained that there was an 11% increase in the vol ume of I eaves vacuumed and the number of I oads i ncreased by 3 %. The addi ti on of another vacuum and use of the Vac -AI I the enti re season enhanced the abi I ity for the i ncrease i n vol umes. M r. OI son f urther expl ai ned the thi rd I eaf vacuum that was ordered i n Jul y 2013. Thi s thi rd vacuum was used for the f i rst ti me on October 25. M r. OI son ad so revi ewed the ongoi ng equi pment mad ntenance comp) eted and ad so noted that therewere no acci dents thi s season duri ng thi s operati on. This is a very popular service provided to residents and on average costs each home $26 per year. 10. UNFINISHED BUSINESS 11. NEW BUS] NESS (a) DISCUSSION OF TREE DISEASE /INFESTATION MITIGATION POLICY I• CITY COUNCIL M I NUTES— FEBRUARY 25, 2014 John OI son, Publ i c Works M anager, presented before the Counci 1. M r. OI son expl ai ned that staff has been revi ewi ng poll i ci es and procedures ref aced to tree di seaseii nfestati on mi ti gati on and the potenti all emeral d ash borer response. The Ci ty has i n i nventory 2300 publ i c ash trees. Staff i s requesti ng that a f and account i n the name of Tree D i seaseil nfestati on M i ti gati on be created. The pot i cy before the Counci I i s an i nternal spendi ng poll i cy. The f i rst pri on ty of f unds f rom thi s account i ncl ude updati ng and mai ntai ni ng forestry i nventori es and surveys, assi sti ng staff i n i denti fyi ng di seases(i nfestati ons and hell p determi ne the scope of the di sease or i nfestati on, and conduct ongoi ng eval uati ons of i denti f i ed di seased /i nfested trees to determi ne pri on ty for removal and repl acement. The second pri on ty for use of these f unds i s for urban forest management i ncl udi ng targeted removal and reel acement proj ects and bi oti c/abi oti c treatment for preservati on of hi gh -va1 ue publ i c trees. The thi rd and I owest pri on ty of the f and woul d be to assist pri vate property owners with management of a disease/infestation. M ayor Cook expl ai ned that the f unds for thi s account come f rom the ref use f and and have been setti ng asi de the former $2.00 recycl i ng credi t i nto the account. Motion by Forci er, second Christensen, to approve tree di seaseii nfestati on mitigation spending policy. Motion carried unanimously. (b) DISCUSSION OF 2ND AVENUE SE BRIDGE FEASIBILITY STUDY Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the Resource Al location Committee suggested that staff present the 2nd Avenue SE Bridge Feasi bi I i ty Study to the full City Council. Several alternativesto addresstheexisti ng bridgeconditionsand future needsare identified and examinedwithinthestudy. Mr. Exnerreviewedpotential project funding optionsand construction time frames. Discussion was also held on entering into an engineering services agreement to address the final design effort associated with the preferred alternatives. The feasibility study finds that the bridge is classified as structurally deficient. Options for repai rsirepl acement i n the study i ncl ude repai ri ng the def i ci ent bri dge el ements onl y. Thi s opti on wi I I do I i ttl a to i ncrease the I oad capaci ty of the bri dge and wi I I extend the bri dge' s I i f e 10 to 15 years. A second option i s to wi den the ex i sti ng bri dge to accommodate a 12' pedestri an/bi cycl e trai I on the south si de of the bri dge and repair the ex i sti ng deficient bri dge el ements. Thi s opti on has the same resultsasthefi rst option reviewed above. A third option isto replacetheexisting bridgewith a new slab span structure. The new structurewi I I meet all I current design criteria and no load posting would be required. A fourth option is to replace the existing bri dge wi th a new slab span structure with a12' wide pedestrian /bicycle trail with the same results as noted in the third option. Thelast opti on to consi der i s to repai r def i ci ent bri dge el ements and construct separate pedestri an /bi cycl e bridge adjacent to the structure. Thi s opti on i s the same as the f i rst option, but i ncl udes constructi ng a stand -all one pedestrian /bicycle bridge pared I el with the existing bridge. This option has the same limitations as the f i rst option, but would provide the City with anew trail crossing over the river. The opti ons range i n cost f rom $121,991.00 to $988,429.00. Counci I M ember A rndt asked questi ons about the I ocati on of the trai I as well I as the number of pi I i ngs needed. New bri dge constructi on sti I I provi de a I i fe cycl e of 50 years. Mr. Exner explained that the Resource A I I ocati on Committee at its last meeting thought perhaps Opti on 4 was the best opti on, however carri es a pri ce tag of an esti mated $988,429.00 up to $1.7 m i I I i on. State bri dge bond ng f unds are avai I abl e i f the ci ty meets certai n cri teri a. I n add ti on the 3 CITY COUNCIL M I NUTES— FEBRUARY 25, 2014 bri dge i s I ocated on a county state ai d roadway whi ch receives f undi ng. The rest of the proj ect woul d need to be bonded for, other than the watermai n crossi ng. M ayor Cook di d note that additional LGA funding could potentially beavailableaswell. Discussion was held onthewidthof the trai I faci I ity. M r. Exner noted that he coul d bri ng forth to the Counci I at the next meeti ng a proposal for them to consider. The Counci I concurred. 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 devel opment and governance process i tems.) (a) RESOURCE ALLOCATI ON COM M I TTEE M EETI NG M I NUTES FROM FEBRUARY 4, 2014 (b) PLANNI NG, ZONI NG, BUI LDI NG DEPARTM ENT MONTHLY REPORT FORJANUARY 2014 (c) PLA N N I NG COM M I SSI ON M I NUTES FROM JANUARY 21, 2014 (d) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM JANUARY 21, 2014 (e) PUBLIC ARTS COMMISSION MINUTESFROM JANUARY 9, 2014 (f) PUBLIC LIBRARY BOARD MINUTES FROM FEBRUARY 3, 2014 (g) CITY OF HUTCHI NSON FINANCIAL AND INVESTMENT REPORT FOR JANUARY 2014 13. M I SCELLANEOUS Mary Christensen — Council Member Christensen noted that she has heard some comments from resi dents on the height of snowbanks at intersections. John Olson addressed priority areas bei ng thru traffic I anes bei ng cl ose to curb I i nes. Mr. Olson noted that with the snow events occurring al most on a daily basis, cleaning of the streets needs to be done and redone and then staff can comeback and push or bl ow the i ntersecti ons. Staff has been addressi ng i ntersecti ons ad I season I ong. Bill Arndt — Council Member Arndt spoke of parking on Michigan Street/5th Avenue and the hazards with the snow encroaching i ntg the roadway and narrowi ng the roadway. M r. OI son expl ai ned the parking that i s al I owed on 5 Avenue and what could be el i m i noted. Staff and Counci I coul d consi der restri cti ng parki ng on a temporary basi s. M r. OI son wi I I consi der opti ons and bri ng them forth to the city admi nistrator. Jeremy Carter — M r. Carter spoke about the potenti ad of pi pes f reezi ng. M r. Carter noted he i s aware of a dozen properties that have had frozen pipes. Mr. Carter explained the process fol I owed by the City when notified by property owners, which mainly includes helping to coordinate with contractors. Staffwill also assist property ownerswith mitigation efforts. Kent Exnerexplained that if anything, it is mainly service pi pes f rom the home to the curb that are what gets f rozen and don't necessari I y fail, but j ust have to be thawed out. Contractors can work with property owners on the best ways to handle those situations. Kent Exner — M r. Exner thanked snow removal staff for the efforts they have put forth in snow removal operations this season. Mr. Exner also noted that Lynn Road bi ds wi I I be received next week. Steve Cook — Mayor Cook noted that not much tree tri mmi ng has been achieved due to the wi nter season weather conditions. A contractor wi I I be uti I i zed due to the necessity of the equi pment to be used. The cost has been estimated at approximately $20,000. Mayor Cook suggested authorizing 4 CITY COUNCIL M I NUTES— FEBRUARY 25, 2014 Jeremy Carter to approve an add ti oval $20,000 i f necessary to get the tri mmi ng done. Funds coul d be uti I i zed from undesi gnated reserve funds. The trimming helps mi ni mi ze wi nd damage. Mayor Cook also raised the i ssue of road conditions fol lowing the treacherous winter. Additional funding may need to be utilized for repairs. John Olson noted he is hoping for along slow thaw. Mayor Cook also mentioned any potential fish ki I I . Kent Exner spoke of current oxygen levels and the a1 I owance of f i shi ng bei ng open agai n. 14. ADJOURN Motion by Arndt, second by Cook, to adjourn at 7:30 p.m. Motion carried unanimously. 67