11-25-2014 CCMMINUTES
REGULAR MEETING — HUTCHINSON CITY COUNCIL
TUESDAY, NOVEMBER 25, 2014
1. CALL TO ORDER — 5:30 P.M.
Mayor Steve Cook called the meeting to order. Members present were Gary Forcier, Bill Arndt and
Chad Czmowski. Member absent was Mary Christensen. Others present were Marc Sebora, Interim City
Administrator, Kent Exner, City Engineer and Jody Winters, Attorney
2. INVOCATION — Pastor Todd Harris, Oak Heights Covenant Church, delivered the invocation.
3. PLEDGE OF ALLEGIANCE
4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY
5. PUBLIC COMMENTS
6. MINUTES
(a) REGULAR MEETING OF NOVEMBER 12, 2014
Motion by Arndt, second by Czmowski, to approve the minutes of the regular meeting of November
12, 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. RESOLUTION NO. 14355 — RESOLUTION GIVING HOST APPROVAL TO THE
ISSUANCE OF HOUSING AND HEALTH CARE REVENUE REFUNDING BONDS AND
RATIFYING PUBLICATION OF NOTICE OF PUBLIC HEARING
(b) PLANNING COMMISSION ITEMS
1. CONSIDERATION OF CONDITIONAL USE PERMIT TO ALLOW THE
CONSTRUCTION OF A 1500 SQ. FT. DETACHED GARAGE LOCATED AT 55 NORTH
HIGH DRIVE NE WITH FAVORABLE PLANNING COMMISSION
RECOMMENDATION (ADOPT RESOLUTION NO. 14345)
2. CONSIDERATION OF CONDITIONAL USE PERMIT TO ALLOW A STORAGE USE
LOCATED AT 115 ERIE STREET SE IN AN INDUSTRIAL/COMMERCIAL ZONING
DISTRICT WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION
(ADOPT RESOLUTION NO. 14346)
CONSIDERATION OF CONDITIONAL USE PERMIT TO ALLOW A STORAGE USE
LOCATED AT 135 MONROE STREET SE IN AN INDUSTRIAL/COMMERCIAL
ZONING DISTRICT WITH FAVORABLE PLANNING COMMISSION
RECOMMENDATION (ADOPT RESOLUTION NO. 14347)
(c) CONSIDERATION FOR APPROVAL OF ITEMS FOR WASTEWATER TREATMENT
CITY COUNCIL MINUTES NOVEMBER 25, 2014
FACILITY SOLAR PV INSTALLATION PROJECT (LETTING NO. 4, PROJECT NO. 15-04)
(d) CONSIDERATION FOR APPROVAL OF ISSUING TEMPORARY CONSUMPTION &
DISPLAY PERMIT TO CENTER FOR THE ARTS ON DECEMBER 6, 2014
(e) REAPPOINTMENT OF ANTHONY HANSON TO HUTCHINSON UTILITIES
COMMISSION TO DECEMBER 2019
(f) APPOINTMENT OF TODD BRANDEL TO POLICE CIVIL SERVICE COMMISSION TO
MAY 2016 (FILLING UNEXPIRED TERM OF VERN MEYER)
(g) CONSIDERATION FOR APPROVAL OF ENTERING INTO CONTRACT WITH MCLEOD
COUNTY FOR THE 2015 PROPERTY ASSESSMENT SERVICES
(h) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER A
Items 7(a) l and 7(b)3 were pulled for separate discussion.
Motion by Czmowski, second by Cook, to approve those items contained under the consent agenda
with the exception of the items noted above. Motion carried unanimously.
Item 7(a)l had further discussion. Marc Sebora, Interim City Administrator, explained that the
Resolution has been revised simply ratifying the notice of public hearing. The actual Resolution
approving the issuance of the bonds will be on the December 9, 2014, City Council agenda.
Motion by Czmowski, second by Forcier, to approve revised Resolution No. 14355. Motion carried
unanimously.
Item 7(b)3 had further discussion. Mayor Cook asked if it would be best to revise the Resolution in
the event the owner decides to have other uses on the property. Dan Jochum, Planning Director,
explained that the owner had originally thought that only a portion of the property would be used for
storage purposes, however he spoke with the applicant/owner today and he has indicated that there is
a very good chance that the entire property will be used for storage use. However, it was noted ifthe
use of the property would change at all, the applicant would have to come back for another CUP.
Motion by Czmowski, second by Cook, to approve Item 7(b)3. Motion carried unanimously.
7A. CONSENT AGENDA
(a) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER B
Motion by Czmowski, second by Arndt, with Forcier abstaining, to approve Council Check Register
B. 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)
(a) REVIEW OF 2015 PAVEMENT MANAGEMENT PROGRAM REPORT
John Olson, Public Works Manager, presented before the Council. Mr. Olson reviewed the pavement
management program which is a program to keep inventory and condition information relating to the
City's street system. The City's goal has been to maintain a pavement condition index score of
between 65-75 out of a possible 100. The most recently completed physical survey, which is
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CITY COUNCIL MINUTES NOVEMBER 25, 2014
completed every three years, of street conditions resulted in a PCI of 71 for the street system. The
estimated budget for maintaining pavement is estimated at approximately $2.3 5 million. The Capital
Improvement Plan is used as a tool to identify potential projects. Mr. Olson provided a report on the
City's pavement management, the pavement condition index, project alternatives for pavement
maintenance, project development, other factors, data analysis & budget recommendations and
recommended projects.
10. UNFINISHED BUSINESS
11. NEW BUSINESS
(a) CONSIDERATION FOR APPROVAL OF WAYFINDING SIGNAGE PROPOSAL
Dan Jochum, Planning Director, presented before the Council. Mr. Jochum explained that as part of
the downtown master plan, one of the priorities from the plan was to incorporate wayfinding/gateway
signs. Staff has solicited proposals from three companies on a wayfinding/gateway sign master plan
for Downtown Hutchinson. The top-ranked proposal came in from Hoisington Koegler Group, Inc.
with a proposal price of $18,750. Mr. Jochum noted that HKG Inc. completed the last two
Downtown Master Plans for the City and staff felt that they would provide the best value.
Discussions are being held with the EDA Board and Chamber Board on a possible cost share with the
City for this project. Council Member Czmowski asked if any of this work could be done by staff.
Mr. Jochum explained that staff does not have enough knowledge in this type of work, which is in
large part landscape architecture. Funding for this project will come from the community
improvement fund.
Motion by Czmowski, second by Forcier, to approve retaining services of Hoisington Koegler Group,
Inc. to prepare wayfinding/gateway signage master plan. Motion carried unanimously.
(b) CONSIDERATION FOR APPROVAL OF RENEWING THE CITY'S THREE-YEAR
CONTRIBUTION TO THE HUTCHINSON CENTER FOR THE ARTS
Mayor Cook explained that three years ago the City approved contributing $15,000 per year to the
Center for the Arts (CFA) to support them with their programming and other efforts. With 2014
being the last year in the contribution cycle, Mayor Cook is suggesting that the Council consider
continuing to contribute to the CFA. The CFA is working with many different organizations and
supports multiple venues of art in the community. The CFA breaks even with the contribution from
the City. This contribution would come from the community improvement fund.
LuAnn Drazkowski, President of CFA, explained that the Center has been engaged with the Charter
School and High School, as well as a retired art teacher. One of the goals for 2015 is to strengthen
teen arts and will be creating a teen board.
Motion by Czmowski, second by Cook, to approve authorizing $15,000 annual contribution to
Hutchinson Center for the Arts for the years 2015, 2016 and 2017. Motion carried unanimously.
(c) CONSIDERATION FOR APPROVAL OF REVISING RESOLUTION NO. 13873 — A
RESOLUTION AUTHORIZING FUNDING FOR PUBLIC ARTS COMMISSION
Mayor Cook explained that a revised Resolution has been distributed this evening. Mayor Cook
explained that in 2011 the City adopted a Resolution authorizing funding for public arts projects
allowing up to $15,000 to be budgeted annually in the capital projects fund to be utilized on public
arts projects. Since 2013 the Public Arts Commission has been sponsoring the Sculpture Strollwhich
runs about $7000/year. There has been discussion of adding pieces to the sculpture stroll
occasionally as well which will bring more costs to the program, such as purchasing pieces that are
awarded a "people's choice award". In an effort to help the Public Arts Commission plan for their
programming and recognizing that allowing funds to be set aside will more easily facilitate future
public arts projects and help leverage donations and grants, Mayor Cook is proposing to keep the
annual budgeted amount at $15,000 and allow unused money to be carried forward from one year to
the next up to a maximum amount of $30,000. The City Council would have to approve any pieces
of public art that are purchased with these funds. City staff is proposing that these funds come from
CITY COUNCIL MINUTES NOVEMBER 25, 2014
the community improvement fund. Mayor Cook suggested that the Council and the Public Arts
Commission hold a workshop early next year to talk about various things, including the Commission's
goals. The Council discussed how art, and the Sculpture Stroll, bring benefits to the city.
Council Member Forcier suggested that if the Public Arts Commission wants to purchase a piece of
art, perhaps the board should come before the Council on a specific project since there is a funding
source that has been designated. Mayor Cook spoke about the benefits of having specific dollars set
aside and designated.
Tom Wirt presented before the Council. Mr. Wirt explained the importance of having community
contributions when it comes to grant applications. Grant boards look favorably on organizations that
have monies set aside for projects.
Motion by Czmowski, second by Cook, to approve amending Resolution No. 13873 authorizing
$15,000 to be budgeted annually in the Community Improvement Fund public arts projects.
Council Member Arndt commented on building art he has noticed in South Dakota, Iowa and
Missouri. He suggested perhaps more building art could be incorporated in Hutchinson.
Motion carried unanimously.
(d) CONSIDERATION FOR APPROVAL OF SETTING CITY OF HUTCHINSON HOLIDAY
PARTY
Marc Sebora, Interim City Administrator, requested that this item be tabled until further details can be
finalized.
Motion by Forcier, second by Arndt, to table this item to December 9, 2014. Motion carried
unanimously.
(e) DISCUSSION OF REVISING ON -SALE INTOXICATING LIQUOR LICENSE FEE
Marc Sebora, Interim City Administrator, noted that a workshop was held on September 9, 2014, to
discuss various items related to the City's liquor ordinance. One of the items that had come out of
the discussions was the on -sale intoxicating liquor license fee and a request by the license holders to
lower the fee.
Mayor Cook suggested that perhaps if the on -sale intoxicating liquor license fee was reduced, perhaps
the clubs could be encouraged to obtain on -sale intoxicating liquor licenses and operate as restaurants
since there have been issues with clubs not operating as a true club, as in serving to members only,
when it comes to liquor sales. Mayor Cook suggested that perhaps if changes would go into effect
with liquor license fee changes, the changes go into effect in 2016 to allow time for establishments to
plan. If it can be done, Council Members Czmowski and Forcier suggested adjusting the fees for the
2015 budget. The suggestion is to reduce the on -sale intoxicating liquor license fee to $2000. The
hope is that the clubs would obtain an on -sale license so as not to continue with enforcement issues.
Marc Sebora noted that this revised amount will be included on the City's 2015 fee schedule.
(f) CONSIDERATION FOR APPROVAL OF SETTING CITY OF HUTCHINSON 2015
ORGANIZATIONAL MEETING FOR JANUARY 2, 2015
Motion by Arndt, second by Forcier, to approve setting City of Hutchinson organizational meeting
for January 2, 2015, at 9:00 a.m. Council Member Czmowski asked if the Charter could possibly be
revised to loosen this requirement, especially when the first business day falls on a Friday after a
holiday. 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
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process items.)
(a) CITY OF HUTCHINSON FINANCIAL REPORT AND INVESTMENT REPORT FOR
OCTOBER 2014
(b) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM
OCTOBER 21, 2014
(c) PLANNING/ZONING/BUILDING DEPARTMENT MONTHLY REPORT FOR OCTOBER 2014
(d) PLANNING COMMISSION MINUTES FROM OCTOBER 21, 2014
13. MISCELLANEOUS
Council Member Arndt mentioned that he currently serves on the Region 6E Board and he will need
to be replaced when the mayor makes board appointments in January.
Marc Sebora updated the Council on negotiations with the city administrator candidate. Most likely a
contract will be before the Council at the December 9th Council meeting.
Kent Exner noted that the December Resource Allocation Committee meeting will be cancelled with
the next meeting being held in January.
Discussion was held regarding the use of the South Grade Road trail.
Mayor Cook mentioned that Hutchinson received the Bicycle Friendly Community designation. The
Light Traffic Project Action Plan was completed in 1994. Mayor Cook suggested having a reception
honoring the designation and inviting those individuals who worked on the Plan back in the early
1990's.
Mayor Cook also mentioned that a meeting had been held regarding the Luce Line Trail project. The
DNR is ready to go out for bids with a completion date estimated for the end of July 2015.
Mayor Cook also mentioned that Pam Dille, librarian, had informed him that the library received a
grant for the microfilm reader/printer/scanner.
Lastly, Mayor Cook reminded the Council of the Truth in Taxation hearing set for next Tuesday,
December 2, 2014, at 6:00 p.m. at the City Center.
14. ADJOURN
Motion by Arndt, second by Forcier, to adjourn at 7:10 p.m. Motion carried unanimously.
Steven W. Cook
Mayor
ATTEST:
Marc A. Sebora
Interim City Administrator