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09-09-2014 CCMMINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, SEPTEMBER 9, 2014 1. CALL TO ORDER — 5:30 P.M. Mayor Steve Cook called the meeting to order. Members present were Gary Forcier, Mary Christensen, Bill Arndt and Chad Czmowski. Others present were Marc Sebora, Interim City Administrator, Kent Exner, City Engineer and Jody Winters, Attorney 2. INVOCATION — Pastor Deb Walkes, Vineyard United Methodist Church, delivered the invocation. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY Mayor Cook commented on the paving of the Luce Line Trail from the Utilities plant site located at Hwy 7/Hwy 15 to Main Street as well as all the landscaping and aesthetics improvements made at the plant site. All of this work was completed as a combined project between the City and Hutchinson Utilities Commission. 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF AUGUST 26, 2014 Motion by Christensen, second by Forcier, to approve the minutes of the regular meeting of August 26, 2014. 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. 14-732 - AN ORDINANCE OF THE CITY OF HUTCHINSON, MINNESOTA, TO REZONE PROPERTY AT 875 CENTURY AVE S.W. FROM R-3 (MEDIUM DENSITY RESIDENTIAL) TO R-4 (HIGH DENSITY RESIDENTIAL) FOR DEVELOPMENT OF AN APARTMENT COMPLEX AS REQUESTED BY CENTURY COURT III, LLC, PROPERTY OWNER (SECOND READING AND ADOPTION) 2. ORDINANCE NO. 14-733 — AN ORDINANCE AMENDING CHAPTER 154 (ZONING) OF THE CITY OF HUTCHINSON CODE OF ORDINANCES ADDING LANGUAGE IN SECTIONS 154.062 — 154.066 ALLOWING TAP ROOMS AND BREW PUBS BY CONDITIONAL USE PERMIT AND ADDING LANGUAGE IN SECTION 154.067 TO ALLOW TAP ROOMS BY CONDITIONAL USE PERMIT (SECOND READING AND ADOPTION) (b) CONSIDERATION FOR APPROVAL OF ISSUING SHORT-TERM GAMBLING LICENSE TO CROW RIVER CUTTERS — NATIONAL WILD TURKEY FEDERATION ON FEBRUARY 6 & 7, 2015, AT MCLEOD COUNTY FAIRGROUNDS CITY COUNCIL MINUTES SEPTEMBER 9, 2014 (c) CONSIDERATION FOR APPROVAL OF ISSUING PARADE PERMIT TO HUTCHINSON HIGH SCHOOL ON SEPTEMBER 26, 2014, FOR HOMECOMING PARADE (d) CONSIDERATION FOR APPROVAL OF APPOINTING MAYOR STEVE COOK, COUNCIL MEMBER CHAD CZMOWSKI AND INTERIM CITY ADMINISTRATOR MARC SEBORA TO CITY OF HUTCHINSON/HUTCHINSON UTILITIES COMMISSION PILOT SUBCOMMITTEE (e) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Item 6(d) was pulled for separate discussion. Motion by Christensen, second by Forcier, to approve those items contained under the consent agenda with the exception of Item 6(d). Motion carried unanimously. Item 6(d) had further discussion. Council Member Forcier asked if this is a new subcommittee or if it has been a committee that has been meeting previously. Mayor Cook noted that these City individuals have met before with representatives of HUC to discuss the payment in lieu of taxes received from Hutchinson Utilities Commission, however since the annual workshop with the HUC, it was agreed to reform a formal subcommittee with three representatives from HUC (Hanson, Girard and Carter). Motion by Forcier, second by Cook, to approve Item 6(d). 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. UNFINISHED BUSINESS 11. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF POLICY RELATING TO MAINTENANCE OF SIGN RETROREFLECTIVITY STANDARDS John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the Federal Highway Administration and the Minnesota Department of Administration have been working to establish retroreflectivity standards for signs critical to the safe, orderly use of roadways. A large part of these new standards is due to the increasing number of elderly drivers. The Minnesota Manual on Uniform Traffic Control Devices now includes a requirement for road authorities to establish policies/management methods to ensure critical road signs are legible at all hours. Cities do not need to include parking signs, bikeway signs and other miscellaneous signs in the standards, therefore City staff is recommending that these signs not be included in the policy. Staff has proposed a resolution and policy that comply with the new requirements. The Public Works department has established practices to support the policy which will improve sign visibility and legibility. These practices began this summer with establishment of a sign inventory for high-priority streets. The City's budget will not be impacted by the implementation of this policy, however as signs are replaced to meet retroreflectivity standards, the costs of replacement signs will go up, which is anticipated in 2016. 2 CITY COUNCIL MINUTES SEPTEMBER 9, 2014 Motion by Czmowski, second by Forcier, to adopt policy relating to maintenance of sign retroreflectivity standards. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14327 - A RESOLUTION REVISING CITY OF HUTCHINSON FEE SCHEDULE (BREWERS/TAPROOM LICENSE) Marc Sebora, Interim City Administrator, presented before the Council. Mr. Sebora explained that with the recent passage of the ordinance implementing brewers in the City of Hutchinson, the Council discussed at the last meeting to perhaps have license fees of $600 for on -sale licenses and $300 for off -sale licenses. Mayor Cook suggested perhaps a higher fee for off -sale licenses. Motion by Czmowski, second by Cook, to set $375 for off -sale licenses and $600 for on - sale licenses, adopting Resolution No. 14327 revising the City's fee schedule to include fees for brewers/taprooms. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF SETTING HUTCHINSON REDEVELOPMENT AUTHORITY 2015 PRELIMINARY TAX LEVY (ADOPT RESOLUTION NO. 14324) Andy Reid Controller, presented before the Council. Mr. Reid noted that in accordance with state statute, the City must certify a preliminary 2015 tax levy by September 15, 2014, for the HRA operations. The HRA's 2015 statutory tax levy limit is $155,553 which is a slight increase from the 2014 tax levy of $153,521. Motion by Arndt, second by Czmowski, to adopt Resolution No. 14324. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF SETTING HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY 2015 PRELIMINARY TAX LEVY (ADOPT RESOLUTION NO. 14325) Andy Reid, Controller, presented before the Council. Mr. Reid noted that in accordance with state statute, the City must certify a preliminary 2015 tax levy by September 15, 2014, for the EDA operations. The EDA's 2015 statutory tax levy limit is $152, 442 which is a slight increase from the 2014 tax levy of $150,450. Motion by Czmowski, second by Forcier, to adopt Resolution No. 14325. Motion carried unanimously. (e) CONSIDERATION FOR APPROVAL OF SETTING CITY OF HUTCHINSON 2015 GENERAL FUND AND DEBT SERVICE FUND PRELIMINARY TAX LEVIES (ADOPT RESOLUTION NO. 14326) Andy Reid, Controller, presented before the Council. Mr. Reid explained that two Council workshops have been held regarding the general fund budget and the proposed tax levies. Since the last workshop which was held last week, a few changes have been made to the general fund budget. At the workshop last week, the Council discussed how to gap a $160,000 deficit. This gap will be resolved with a combination of savings in health insurance costs with a minor change in the plan and utilizing additional local CITY COUNCIL MINUTES SEPTEMBER 9, 2014 government aid. With these changes, the preliminary general fund levy will be certified to the county at a 0% increase. The debt levy is preliminarily set at $2,177,193, which is a 5% increase over the 2014 levy. This increase is consistent with the City's Debt Management Plan where the City increases the debt levy 5% each year until the target levy of $2,200,000 is reached. In 2016, the City will need to raise the debt levy 1% to reach the target levy. Mr. Reid also reviewed the proposed five-year budget. Mr. Reid also reviewed the future use of excess LGA funds. Mr. Reid reviewed the debt management plan and how it affects the debt levy. Mr. Reid also reviewed a history of market values in the City of Hutchinson. He has received information from the County Assessor that market values will remain the same in 2015 as in 2014. The proposed net levy is $6,656,639 with a 0% general fund debt levy increase and a 5% debt service fund levy increase. Motion by Christensen, second by Cook, to adopt Resolution No. 14326. Motion carried unanimously. (f) CONSIDERATION FOR APPROVAL OF SETTING TRUTH IN TAXATION HEARING DATE Mayor Cook explained that based on the preliminary levy, all property owners will receive a tax statement with their proposed property tax for 2015. Property owners will then have an opportunity to appear at a truth in taxation hearing to address the proposed levy. Andy Reid explained that the hearing must be held between November 25 - December 30 and must occur after 6:00 p.m. At the hearing, discussion of the 2015 budget and tax levy will be held and the public will be allowed to speak. Motion by Christensen, second by Arndt, to set the date for the 2014 truth in taxation hearing for December 2, 2014, at 6:00 p.m. Motion carried unanimously. (g) CONSIDERATION FOR APPROVAL OF RE -SETTING CITY COUNCIL MEETING SET FOR NOVEMBER 11, 2014 Motion by Czmowski, second by Cook, to reset the November 11, 2014, Council meeting to November 12, 2014, at 5:30 p.m. 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.) 13. MISCELLANEOUS Mary Christensen — Council Member Christensen noted that she has received calls from citizens who are confused on the new bicycle roadway stamps. The citizens are wondering if these are the only locations that bicyclists can ride on. Mayor Cook suggested putting something on the City's web site and distributing a handout to help educate bicyclists. Mayor Cook suggested also putting an educational video on HCVN or on the City's web site as well. Kent Exner, City Engineer, noted that 11 CITY COUNCIL MINUTES SEPTEMBER 9, 2014 he will look into all of those things, but essentially bicyclists should operate just as motorists, which means they have a right to the roadway. Council Member Christensen also commented that the Historic Hutchinson Cemetery Tour will be held September 21, 2014, and will be honoring veterans. Bill Arndt — Council Member Arndt noted that he has been contacted by a resident that would like a new boulevard tree planted that has been dead since June. He has contacted forestry department. Kent Exner and Marc Sebora will look into this matter. Gary Forcier — Council Member Forcier asked if outdoor patio seating for restaurants would be worked on yet this year. Kent Exner noted that he has contacted MnDOT about use of their right of way on Hwy 15/Main Street and they will be putting together a meeting to discuss this topic. Mayor Cook asked if Marc Sebora could begin working on considering different options for outdoor patios— such as through franchise agreements or on liquor licenses, etc. Mr. Sebora noted that he could have some initial discussion items at the next Council meeting on this item. Marc Sebora — Mr. Sebora provided an update on the City Administrator executive search. The recruiter has informed him that 42 applicants have submitted a resume to be considered. The recruiter is narrowing those applicants down to 10-15 finalists. When that list is put together, information will be forwarded on to the Council Members. Kent Exner — Mr. Exner explained that Hwy 22 between Hutchinson and Glencoe with mill and overly reconstruction is intended to begin in October this year. Mr. Exner also spoke of a demonstration put on by a local contractor on a portion of South Grade Road on a new milling process. Lastly, Mr. Exner provided an update on the pavement management program. Mayor Cook — Mayor Cook provided a review of items discussed earlier at a workshop held regarding the City's liquor code. Topics such as outdoor dining and license fees were the main items that were discussed. 14. ADJOURN Motion by Arndt, second by Cook, to adjourn at 6:50 p.m. Motion carried unanimously. Steven W. Cook Mayor ATTEST: Marc A. Sebora Interim City Administrator