04-14-2015 CCMHUTCHINSON CITY COUNCIL
MEETING MINUTES
TUESDAY, APRIL 14, 2015
CITY CENTER — COUNCIL CHAMBERS
(The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many
decisions regarding agenda items are based upon this information as well as: City policy and practices, inputfrom constituents,
and other questions or information that has not yet been presented or discussed regarding an agenda item)
1. Call Meeting to Order — 5:30 P.M.
(a) Approve the Council agenda and any agenda additions and/or corrections
Motion by Czmowski, second by Arndt, to approve the agenda as presented. Motion carried
unanimously.
2. Invocation — Hutchinson Evangelical Free Church
3. Pledge of Allegiance
4. Recognition of Gifts, Donations and Community Service to the City
(a) Resolution No. 14419 — Resolution Accepting $100 Cash Donation from Jean Stimpert to
Hutchinson Police Department
Matt Jaunich, City Administrator, explained that all donations must be accepted via Resolution in
accordance with state law.
Motion by Arndt, second by Christensen, to approve Resolution No. 14419. Motion carried
unanimously.
PUBLIC COMMENTS
(This is an opportunity for members of the public to address the City Council on items not on the current agenda. If you have a
question, concern or comment, please ask to be recognized by the mayor— state your name and address for the record. Please keep
comments under 5 minutes. Individuals wishing to speak for more than five minutes should ask to be included on the agenda in
advance of the meeting. All comments are appreciated, but please refrain from personal or derogatory attacks on individuals)
5. Citizens Addressing the City Council
6. Approval of Minutes
a) Regular Meeting of March 24, 2015
b) Council Workshop of March 24, 2015
Motion by Lofdahl, second by Czmowski, to approve the regular meeting minutes of March 24, 2015,
and the Council workshop minutes of March 24, 2015. Motion carried unanimously.
CONSENT AGENDA
(The items listed for consideration will be enacted by one motion unless the Mayor, a member of the City Council or a city
staff member requests an item to be removed. Traditionally items are not discussed.)
7. Approval of Consent Agenda I
(a) Resolutions and Ordinances
Resolution No. 14408 - Resolution Ratifying an Interfund Loan for the Advance of Certain
Costs in Connection with TIF Districts #4-6
CITY COUNCIL MINUTES APRIL 14, 2015
2. Resolution No. 14410 — Resolution Appointing Judges for the 2015 City of Hutchinson
Special Election
(b) Consideration for Approvals and Permits for the 73rd Annual Hutchinson Jaycee Water Carnival
for June 14 — 21, 2015
(c) Consideration for Approval of Support of 41" Annual Chamber of Commerce Arts & Crafts
Festival on September 18 & 19, 2015
(d) Consideration for Approval of Dairy Day Celebration on June 5, 2015
(e) Consideration for Approval of Street Closure for American Legion Post 96 Memorial Service on
May 17, 2015
(f) Appointment of Jack Sandberg and Gerald Grinde to Hutchinson Library Board to April 2018
(g) Consideration for Approval of Extending Becky Felling's Term on Hutchinson Health Board to
December 2016
(h) Consideration for Approval of Issuing Temporary Liquor License to Sustainable Farming
Association on August 15, 2015, for Minnesota Garlic Festival
(i) Consideration for Approval of 2015 Street Sealing Program Purchase Order
0) Consideration for Approval of 2015 Street Repairs Program Purchase Order
(k) Claims, Appropriations and Contract Payments — Register A
Motion by Czmowski, second by Lofdahl, to approve Consent Agenda I. Motion carried
unanimously.
8. Approval of Consent Agenda II
(a) Claims, Appropriations and Contract Payments — Register B
Motion by Arndt, second by Christensen, with Forcier abstaining, to approve Consent Agenda II.
Motion carried unanimously.
PUBLIC HEARINGS (6:00 P.M.)
9. Assessment Hearing and Project Award for 2nd Avenue SE Reconstruction Project (Letting No. 1, Project
No. 15-01)
Mayor Forcier opened the hearing at 6:00 p.m.
Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the low bidder on
the project is Duininck Inc. with a bid of $1,176,508.43. This project's proposed improvements
include the work to administer trail improvements within the areas adjacent to 2 Avenue SE and the
Depot property. In addition, the work to implement bituminous surfacing over the unpaved section
of Arch Street are included with this project. The project runs on 2nd Avenue SE from Main
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CITY COUNCIL MINUTES APRIL 14, 2015
Street to approximately 200 linear feet west of the 2nd Avenue bridge. The project includes roadway
reconstruction by construction of curb and gutter, draintile installation,
bituminous/concrete surfacing, stormwater/drainage, water distribution, sanitary sewer, street
lighting, trail, sidewalk, landscaping, restoration and appurtenances. Mr. Exner explained that Phase
1 of the project, which runs from Main Street to Adams Street, is scheduled to be complete
approximately June 5, 2015. Phase two of the project is estimated to be completed the end of July
with the entire project completed in mid-August.
(a) Motion to Close Public Hearing
Motion by Czmowski, second by Arndt, to close public hearing. Motion carried unanimously.
(b) Approve/Deny Resolution No. 14413 — Resolution Adopting Assessment
Motion by Czmowski, second by Lofdahl, to approve Resolution No. 14413. Motion carried
unanimously.
(c) Approve Deny Resolution No. 14414 — Resolution Accepting Bid and Awarding Contract
Motion by Christensen, second by Arndt, to approve Resolution No. 14414. Motion carried
unanimously.
COMMUNICATIONS, REQUESTS AND PETITIONS
(The purpose of this portion of the agenda is to provide the Council with information necessary to craft wise policy. Includes
items like monthly or annual reports and communications from other entities)
10. 2014 Year End Report — Hutchinson Police Services
Matt Jaunich, City Administrator, explained that this report is being submitted for the Council's
information only and no action is required.
General discussion was held regarding body cameras, LPRs, data retention and data practices.
UNFINISHED BUSINESS
NEW BUSINESS
11. Approve/Deny Replacing Backstop/Retaining Wall at VMF Ballfield
Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that
there are two parts to the quote, which is mason work and excavation work. Triple G
Construction was the low bidder on the project in the amount of $99,170.00.
Motion by Czmowski, second by Christensen, to approve replacing backstop/retaining wall at
VMF Ballfield. Motion carried unanimously.
12. Approve/Deny Resolution No. 14417 - City Seasonal Pay Grid/Position Table
Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing
explained that the item before the Council is to consider approving the City's seasonal pay
grid/position table, similar as it does with the regular pay grid/position table. Ms. Ewing
CITY COUNCIL MINUTES APRIL 14, 2015
explained that over time, with the increase in the number of seasonal temporary positions, the
City has created a comprehensive compensation system that includes detailed position
descriptions, pay grades and pay steps. In addition, with the recent increases to the Minnesota
minimum wage that was implemented in 2014 and includes increases in 2015 and 2016, staff
feels it is important to have the Council endorse the seasonal/temporary pay grid and position
table. Staff is also requesting that the Council allow additions to and deletions from this
position classification table throughout the year without requiring official Council action. This
is due to the temporary and seasonal employee needs changing frequently throughout a given
year. Staff is proposing to present an annual seasonal/temporary pay grid and position table
to the Council for their consideration at the beginning of each calendar year beginning in
2016.
Motion by Christensen, second by Lofdahl, to approve Resolution No. 14417. Motion carried
unanimously.
13. Approve/Deny Items for Airport Pavement Improvements Project (Letting No. 9, Project No.
15-09)
John Olson, Public Works Manager, explained that this project is for improvements
proposed to be made at the airport this year. The airport is 50 years old and the proposal
for this year is to reclaim the runway, taxiway and primary apron. The pavements at the
airport are over 20 years old and in need of repair. This project will not occur unless there
are commensurate grants received from FAA and MnDOT. The grants are proposed to
total $3,005,149 between the FAA and MnDOT and the City's funding portion will total
approximately $162,287.
(a) Approve/Deny Resolution No. 14415 — Resolution Ordering Improvement and Preparation of
Plans and Specifications
(b) Approve/Deny Resolution No. 14416 — Resolution Approving Plans and Specifications and
Ordering Advertisement for Bids
(c) Approve/Deny Work Order No. 4 to Professional Services Contract — Construction
Administration Services for Runway 15/33, Taxiway A, and Apron Reclamation; Taxiway
Alpha 3 Relocation
Motion by Czmowski, second by Lofdahl, to approve Resolution No. 14415, Resolution
No. 14416 and Work Order No. 4 to Professional Services Contract. Motion carried
unanimously.
14. Approve/Deny Items for 2015 Pavement Management Program Project (Letting No. 3, Project No.
15-03)
Kent Exner, City Engineer, noted that this item is essentially to set the public hearing date for
May 12, 2015, and potential project award for this project.
(a) Resolution No. 14411 — Resolution Declaring Cost to be Assessed and Ordering Preparation of
Proposed Assessment
(b) Resolution No. 14412 — Resolution Calling for Hearing on Proposed Assessment
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CITY COUNCIL MINUTES APRIL 14, 2015
Motion by Czmowski, second by Lofdahl, to approve Resolution No. 14411 and
Resolution No. 14412. Motion carried unanimously.
15. Approve/Deny Resolution No. 14409 - Resolution to Participate in Minnesota GreenStep
Cities Program
Council Member Lofdahl explained that the City has been implementing sustainability best
practices for many years to make Hutchinson a "greener" city. These includes items such as
being designated as a Tree City, Bike Friendly Community, etc. as well as implementing City
programs such as the city wide source separated organics collection, City energy efficiency
improvements, planned solar photovaltaic array, and extensive parks and trails.
John Paulson, Environmental Specialist, explained that the GreenStep Cities program was
launched in 2010 and is being implemented by 82 Minnesota cities. There is no cost to the
City to implement the program's voluntary best practices. Many of the best practices have
already been implemented by the City. The program requires a Resolution from the City
Council acknowledging and supporting the GreenStep Cities program. The program serves as
a guide and a resource to implementing sustainable practices across City operations and
throughout the community.
Motion by Lofdahl, second by Christensen, to approve Resolution No. 14409. Motion carried
unanimously.
16. Approve/Deny Resolution No. 14418 — Resolution Entering Into MnDOT Agreement No.
1000404 — Trunk Hwy 15/Main Street Maintenance Project
Kent Exner, City Engineer, explained that staff is requesting the City Council to approve an
agreement with MnDOT to address the City's water, wastewater and stormwater utility
castings within MnDOT's Trunk Highway 15 (Main Street) maintenance project. The cost of
this utility work and the corresponding requested city participation amount is estimated at
$10,820.25. Complete reconstruction of Main Street has been scheduled within a five to ten
year window. This project is currently scheduled to be addressed by MnDOT early this
coming summer and should result in minimal short-term impacts to traffic and access to
adjacent properties/businesses.
Motion by Arndt, second by Czmowski, to approve Resolution No. 14418. Motion carried
unanimously.
17. Approve/Deny MnDNR Luce Line State Trail Development Agreement
Kent Exner, City Engineer, explained that this agreement with the Minnesota Department of
Natural Resources is to address segments of the Luce Line State Trail within city limits
During the upcoming Luce Line State Trail bituminous surfacing project. The City's cost of
the paving work is estimated not to exceed $111,000.
Motion by Arndt, second by Czmowski, to approve MnDNR Luce Line State Trail
Development Agreement. Motion carried unanimously.
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18. Approve/Deny Setting Special Meeting to Conduct City Administrator Three -Month
Performance Review
Matt Jaunich, City Administrator, noted that per his employment contract, the Council is to hold a
three-month performance review with him.
Motion by Arndt, second by Christensen, to set special meeting for April 28, 2015, following the
regular Council meeting to conduct City Administrator three-month performance review. Motion
carried unanimously.
19. Approve/Deny Setting Council Budget Workshop for April 28, 2015, at 4:00 p.m.
Matt Jaunich, City Administrator, noted that he would like to hold a budget workshop prior to the
Council meeting on April 28, 2015. Mr. Jaunich explained that staff is beginning budget preparations
for 2016 and staff would like to receive feedback from the Council as they prepare.
Motion by Czmowski, second by Lofdahl, to set Council budget workshop for April 28, 2015, at 4:00
p.m. Motion carried unanimously.
GOVERNANCE
(The purpose of this portion of the agenda is to deal with organizational development issues, including policies,
performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy
development and governance process items)
20. Approve/Deny Policy 1.26 - Consent Agenda Policy
Matt Jaunich, City Administrator, explained that he would like the Council to consider adopting a policy
regarding the consent agenda located on the City Council's regular meeting agenda. The proposed
policy addresses what should and should not be included on the consent agenda.
Motion by Czmowski, second by Christensen, to approve Policy 1.26 — Consent Agenda Policy. Motion
carried unanimously.
21. Approve/Deny Changes to Policy 3.18 —Safety Eyewear/Footwear Reimbursement
Matt Jaunich, City Administrator, explained that the City's Employee Safety Committee is proposing
changes to Policy 3.18, the City's safety eyewear/footwear reimbursement policy. The changes propose
to increase the allowed footwear reimbursement maximum from $125 to $175 annually for purchasing
safety footwear for regular employees; extending the allowed purchase cycle for winter safety footwear
from two to three years; increasing the reimbursement maximum to $175 for seasonal/temporary
employees and extending the allowed purchase cycle from one to three years (directors may approve a
shorter purchase cycle if the condition of the footwear warrants earlier replacement); and requiring that
all footwear must meet OSHA standards.
Motion by Christensen, second by Lofdahl, to approve changes to Policy 3.18 — Safety
Eyewear/Footwear Reimbursement. Motion carried unanimously.
22. Minutes from Committees, Boards or Commissions
1. Pedestrian Bicycle Advisory Committee Minutes from February 18, 2015
2. Liquor Hutch Quarterly Report from January — March 2015
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3. EDA Board Minutes from February 25, 2015
4. Library Board Minutes from February 23, 2015
5. Parks, Recreation, Community Education Board Minutes from March 2, 2015
6. Planning, Zoning, Building Department First Quarter Report for 2015
7. Bid Opening Minutes of April 7, 2015 (Shady Ridge Road/Golf Course Road)
MISCELLANEOUS
23. Council/Mayor Updates
Chad Czmowski — Council Member Czmowski suggested the Council set a public meeting on June 5,
2015, for Council Members to attend Dairy Days. Mr. Jaunich noted a notice will be posted for this
event.
Council Member Czmowski also noted that he would like the Council to set a workshop to discuss
what upgrades, if any, will be made to the pool. It was suggested to hold a workshop prior to the
May 12, 2015, Council meeting. This will be formally acted on and set at the next Council meeting.
John Lofdahl — Council Member Lofdahl asked about representatives being appointed to the
committee working on the countywide trail plan. Mr. Exner explained that those interested should
contact McLeod County Commissioner Sheldon Nies.
Council Member Lofdahl also noted that groundbreaking will begin soon on the new Good Will store
and the addition to Shalom Baptist church. He also noted that elevator improvements will need to be
made at the public library.
Bill Arndt — Council Member Arndt suggested the newspaper publish a bicycle trail map so citizens
are aware where they are located and where bicyclists can ride. Kent Exner, City Engineer, noted
that typically any trail eight feet or wider is a multi -use facility for bicyclists, walkers, etc. However,
other than Main Street, there is no city ordinance prohibiting bicyclists from riding on sidewalks. Mr.
Exner noted that the Bicycle Pedestrian Advisory Committee is working on a map identifying the trail
system along with rules of the road and proper bicyclist etiquette. Mayor Forcier suggested holding
an educational opportunity in conjunction with the Bike and Blade Bonanza next year put on by the
Hutchinson Jaycees.
Gary Forcier — Mayor Forcier commented that the garbage has been taken care of that was blowing
from McLeod County Household Hazardous Waste last week.
McLeod County Household is holding an open house on April 21, 2015, for their new single sort
recycling system.
Motion by Christensen, second by Lofdahl, to set April 21, 2015, at 5:00 p.m. as public meeting to
attend open house at McLeod County Household Hazardous Waste. Motion carried unanimously.
24. Staff Updates
Kent Exner — Mr. Exner noted that the South Grade Road trail crossing has been activated at the
crossing of South Grade Road to the Island View Heights Addition.
Matt Jaunich — Mr. Jaunich reminded the Council Members of the HUC Customer lunch tomorrow at
11:30 a.m. He also reminded Council Members of the board of appeal hearing scheduled for tomorrow
at 5:30 p.m. He also reminded the Council that if they are interested in attending the LMC conference,
they should contact Melissa Starke by the end of the week. Lastly, Mr. Jaunich noted that he was
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contacted today by Sen. Newman's office asking him to attend a hearing tomorrow at the Capitol at 2:00
p.m. in regard to the Hwy 212 improvements.
ADJOURNMENT
Motion by Christensen, second by Arndt, to adjourn at 6:55 p.m. Motion carried unanimously.
Gary T. Forcier
Mayor
ATTEST:
Matthew Jaunich
City Administrator