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03-24-2015 CCMMINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, MARCH 24, 2015 1. CALL TO ORDER — 5:30 P.M. Mayor Gary Forcier called the meeting to order. Members present were Mary Christensen, John Lofdahl, Chad Czmowski and Bill Arndt. Others present were Matt Jaunich, City Administrator, Marc Sebora, City Attorney and Kent Exner, City Engineer 2. INVOCATION — Pastor Matt Troyer, Shalom Baptist Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY Council Member Christensen recognized Roger Vacek and Stacey Nass for completing two terms on the Library Board. 5. PUBLIC COMMENTS 6. MINUTES a) REGULAR MEETING OF MARCH 10, 2015 b) BID OPENING MINUTES OF MARCH 17, 2015 (CEMETERY COLUMBARIA SHELTER AND FOUNDATIONS) Motion by Lofdahl, second by Christensen, to approve the minutes of the regular meeting of March 10, 2015, and bid opening from March 17, 2015. 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 - NONE (b) CONSIDERATION FOR APPROVAL OF ISSUING TRANSIENT MERCHANT LICENSE TO CHRIS ULMER OF TNT FIREWORKS TO HOLD A TENT SALE IN THE WALMART PARKING LOT FROM JUNE 22, 2015, TO JULY 5, 2015 (c) CONSIDERATION FOR APPROVAL OF ISSUING SHORT-TERM GAMBLING LICENSE APPLICATION TO SATURDAY NIGHT CAR CRUISERS CLUB FROM JUNE 1 — DECEMBER 31, 2015, AT HUTCHINSON MALL (d) CONSIDERATION FOR APPROVAL OF MOSQUITO CONTROL CONTRACT (e) CONSIDERATION FOR APPROVAL OF 2015 PUBLIC WORKS VEHICLE/EQUIPMENT PURCHASES (f) CONSIDERATION FOR APPROVAL OF OUT-OF-STATE TRAVEL FOR MILES SEPPELT TO ATTEND THE ECONOMIC DEVELOPMENT STRATEGIC PLANNING COURSE PUT ON BY THE INTERNATIONAL ECONOMIC DEVELEOPMENT COUNCIL IN MADISON, WISCONSON ON JUNE 4 & 5, 2015 CITY COUNCIL MINUTES MARCH 24, 2015 (g) CONSIDERATION FOR APPROVAL OF RENEWING FOOD VENDOR LICENSE FOR PETER NEUBAUER OF NORTHSTAR BBQ (h) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER A Motion by Czmowski, second by Arndt, to approve those items contained under the consent agenda. Motion carried unanimously. 7A. CONSENT AGENDA (a) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — REGISTER B Motion by Lofdahl, second by Arndt, with Forcier abstaining, to approve Council Check Register B. Motion carried unanimously. 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) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY YEAR END REPORT — JEAN WARD Jean Ward, HRA Executive Director, presented before the Council. Ms. Ward provided a year-end report for projects completed in 2014. These projects included housing objectives such as continuing to maintain a strong emphasis on property management, property improvements, energy conservation and tenant services at Park Towers; supporting rehabilitation of aging housing stock to preserve housing stock and prevent decline of neighborhoods and monitoring foreclosures and purchasing/rehabbing/resaling or purchasing/demolishing/newly constructing bank owned, short sale, vacant or blighted properties as funding allowed. Ms. Ward reviewed the Small Cities Development Program projects completed in 2014, which included improving twelve homes in the city. HRA staff also worked on two foreclosure remediation initiatives at 907 Lewis Avenue and 445 Adams Street. These projects included demolition and new construction on each site. Ms. Ward spoke of housing trends in the areas of rental housing, homeownership, construction and foreclosures. Lastly, Ms. Ward spoke of the priorities established for 2015. (b) DISCUSSION ON REGISTERING FOR THE LEAGUE OF MINNESOTA CITIES ANNUAL CONFERENCE Matt Jaunich, City Administrator, discussed with the Council the upcoming League of Minnesota Cities annual conference which is being held in June of 2015. Mr. Jaunich informed the Council if any members are interested in going they should work directly with Melissa Starke on getting registered. 10. UNFINISHED BUSINESS 11. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF SHARED CITY AND RURAL RESCUE/PUMPER FIRE TRUCK PROJECT Lt. Matt Sturges, Hutchinson Fire Department, presented before the Council. Mr. Sturges explained that in 2012 a committee of the fire department was formed to explore the idea of combining Engine 3, a pumper, and Rescue 5, heavy rescue, into one multi-purpose rescue/pumper vehicle. The concept is to purchase a vehicle jointly between the city and rural townships. The rural townships are very supportive of the project and they agreed to have the fire department move forward with the plan and to hopefully take delivery some time in 2016. If 2 CITY COUNCIL MINUTES MARCH 24, 2015 approved, the fire department is proposing to purchase one multi-purpose rescue/pumper that has full firefighting capabilities and full rescue capabilities, sell the current city -owned Engine 3, which is a 1992 "General" engine with only firefighting capabilities and sell the current shared city/rural Rescue 5, a 2001 "Pierce" heavy rescue with only rescue capabilities. The City's cost for the truck is estimated at $264,500 which will come from capital projects and/or excess local government aid. General discussion was held regarding recruitment of firefighters. Motion by Arndt, second by Christensen, to approve the shared City and rural rescue/pumper fire truck project and allow for release of the build specifications to bid. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF NON -WAIVER OF TORT LIABILITY LIMITS FOR GENERAL LIABILITY Matt Jaunich, City Administrator, explained that this is an annual item that comes before the City as part of renewal of its general liability insurance policy. The City must decide whether or not to waive the statutory municipal tort liability limits from $500,000 per claimant to $1,500,000 per occurrence. If the City does waive this, then the City must purchase excess liability coverage. Staff is recommending that the Council to not waive the tort liability limits for the policy period of July 2014 through June 2015 and for the upcoming policy period of July 2015 through June 2016. Motion by Czmowski, second by Lofdahl, to approve non -waiver of tort liability limits for general liability. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14407 — A RESOLUTION AMENDING CITY OF HUTCHINSON POSITION CLASSIFICATION ASSIGNMENT TABLE Matt Jaunich, City Administrator, explained that for the last few years, the City has had in place the combined position of City Administrator and Finance Director. Prior to 2011, these positions had been separate, full time positions. With the resignation of the City Administrator/Finance Director in December 2014, the City Council decided to separate again the Finance Director duties and responsibilities from the position of City Administrator. Andy Reid, the City's Controller, has been functioning as the city's finance director during this interim period. Mr. Jaunich is proposing to appoint Mr. Reid officially as the Finance Director and to remove the Controller position from the classification table and add the Finance Director as a Grade 12 position. In addition, with the elimination of the Controller position and the pending retirement of a long-term accounting employee at the end of 2015, Mr. Jaunich is proposing to establish the Grade 7 position of Senior Accountant on the classification table. These items are encapsulated into Resolution No. 14407. Motion by Czmowski, second by Christensen, to approve Resolution No. 14407, amending the City of Hutchinson position classification assignment table. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 14405 - A RESOLUTION APPROVING ATTACHMENT E OF THE CITY OF HUTCHINSON EMPLOYEE CITY COUNCIL MINUTES MARCH 24, 2015 HANDBOOK — PERSONNEL POLICY ALLOWING FOR A SOCIAL MEDIA POLICY Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that some departments within the city have an interest in utilizing social media to enhance communication efforts of the City. Due to this, Administration is requesting the Council consider adopting a formal social media policy that would authorize the use of social media as an official form of communication, establish a list of guidelines and procedures for creating a social media presence within the City and establish some guidelines on the personal use of social media and how that relates to employees commenting on city business. The management team has reviewed the proposed policy and has recommended that it be brought forth to Council. Motion by Czmowski, second by Lofdahl, to approve Resolution No. 14405, allowing for a social media policy. Motion carried unanimously. (e) CONSIDERATION FOR APPROVAL OF SECOND READING OF ORDINANCE NO. 15- 737, AN ORDINANCE AMENDING CHAPTER 54 OF THE HUTCHINSON CITY CODE PERTAINING TO REVISIONS RELATED TO STORM WATER MANAGEMENT John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson explained that this proposed ordinance had its first reading at the last Council meeting and no changes have been made to it since that time. The ordinance revisions are necessary to comply with new permit requirements for the City's MS4 permit required to operate its Municipal Separate Storm Sewer System. Motion by Lofdahl, second by Christensen, to approve second reading and adoption of Ordinance No. 15-737. Motion carried unanimously. (f) CONSIDERATION FOR APPROVAL OF PROJECT AWARD FOR CEMETERY COLUMBARIA SHELTER AND FOUNDATIONS PROJECT (LETTING NO. 10, PROJECT NO. 15-10) Kent Exner, City Engineer, provided a background on this project. Mr. Exner explained that one bid was received on this project from Cold Spring Granite Co. of Cold Spring, Minnesota, with a bid of $178,362. Staff expected that only one bid would be submitted for this work due to the bidder pre -qualification process. This project has previously been reviewed with the City Council and the Resource Allocation Committee. John Olson, Public Works Manager, noted that the project is intended to begin in mid-May with a proposed completion time prior to the end of August. Motion by Christensen, second by Forcier, to approve the awarding of cemetery columbaria shelter and foundations project. Motion carried unanimously. (g) CONSIDERATION FOR APPROVAL OF PREPARING REQUEST FOR PROPOSALS ON A NEW GARBAGE/REFUSE AND HAULING CONTRACT Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that the current hauling contract with Waste Management is due to expire in October 2015. Mr. Jaunich asked if the Council would like to have staff prepare a request for proposal to gain interest from other contractors or if staff should negotiate with the current contract holder. The current contract has been in place since 2000. Mayor Forcier noted he thinks RFPs should go out to see what other contractors can offer. 11 CITY COUNCIL MINUTES MARCH 24, 2015 Motion by Czmowski, second by Christensen, to approve the preparation of a Request for Proposals by staff for Residential Collection (Garbage/Compost) and Hauling Services. Mr. Jaunich noted that an RFP will be prepared and then brought before Council for approval before it is advertised. 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) EDA BOARD MINUTES FROM DECEMBER 18, 2014, AND JANUARY 28, 2015 (b) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM FEBRUARY 17, 2015 (c) PLANNING, ZONING, BUILDING DEPARTMENT MONTHLY REPORT FOR FEBRUARY 2015 (d) CITY OF HUTCHINSON FINANCIAL REPORT AND INVESTMENT REPORT FOR FEBRUARY 2015 (e) SNOW REMOVAL — ICE CONTROL REPORT FOR FEBRUARY 2015 (f) STREET SWEEPING PRESS RELEASE 13. MISCELLANEOUS John Lofdahl — Mr. Lofdahl noted that the Habitat for Humanity house will be moved on site May 7th/gth Kent Exner — Mr. Exner noted that the bid opening is coming up for the Shady Ridge Road/Golf Course Road project. Mr. Exner also noted that he has received much gratitude for the inclusion of a sidewalk being constructed as part of the Golf Course Road project. Mr. Exner also mentioned that an item will be before the Council at its April 14th meeting in reference to an overlay project MnDOT is administering on Hwy 15/Main Street. MnDOT will be asking the City to enter into a cooperative agreement regarding manholes and castings. Costs are still being identified. Discussions have been held on when Hwy 15/Main Street will be reconstructed, however MnDOT is indicating that a reconstruction project will not be considered for five to ten years. John Olson — Mr. Olson provided an update on street sweeping activity. Mr. Olson reminded residents that leaf vaccuming is not performed in the spring due to nonorganic materials in the curb areas. Therefore, Mr. Olson asked residents to not rake their leaves into the curbway where street sweeping activity is performed and instead have their leaves removed from their yards and taken to Creekside for composting. Matt Jaunich — Mr. Jaunich explained that McLeod County is hosting a workshop on April 7, 2015, at which Donn Winckler of the Mid Minnesota Development Commission will give an overview of a proposed study on establishing a countywide Trail Plan. At the workshop, Mr. Winckler will share his thoughts on how other cities and counties have organized and completed similar plans. The County is asking for a representative from the City to attend the workshop. Motion by Christensen, second by Forcier, to appoint Kent Exner, City Engineer, to attend the McLeod County Trail workshop on April 7, 2015, at 1:00 p.m. at the McLeod County Boardroom. Motion carried unanimously. CITY COUNCIL MINUTES MARCH 24, 2015 Mr. Jaunich also noted that absentee voting began last Friday, March 20, 2015, and will take place until May 4, 2015. Gary Forcier — Mayor Forcier commented that he had read that the City of Edina now allows chickens and bees within their community. 14. ADJOURN Motion by Arndt, second by Lofdahl, to adjourn at 6:40 p.m. Motion carried unanimously. Gary T. Forcier Mayor I ATTEST: Matthew Jaunich City Administrator