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05-12-2015 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MAY 12, 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. 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 (a) Approve the Council agenda and any agenda additions and/or corrections Matt Jaunich, City Administrator, noted that he would like to add an item under New Business as 17.5 which is a request to close a public parking lot for a special event. Motion by Christensen, second by Lofdahl, to add additional item. Motion carried unanimously. 2. INVOCATION — Hunter's Ridge Community Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14428 — Resolution Accepting $500 Cash Donation from Crow River Sno Pros - Paver Work at McLeod County Veterans Memorial Park Motion by Arndt, second by Czmowski, to approve Resolution No. 14428. Motion carried unanimously. Council Member Christensen thanked a Chamber Leadership Institute group and Mark Reinert who helped construct an outdoor classroom at the Harrington -Merrill House. 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) Board of Equalization Minutes of April 15, 2015 (b) Regular Meeting of April 28, 2015 (c) Council Workshop of April 28, 2015 (d) Summary of Closed Meeting Proceedings — City Administrator 3 -Month Performance Review Session — April 28, 2015 (e) Special Meeting Minutes of May 5, 2015 Motion by Czmowski, second by Christensen, to approve the minutes as presented. 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.) CITY COUNCIL MINUTES MAY 12, 2015 7. APPROVAL OF CONSENT AGENDA I (a) Resolution No. 14421 — Resolution Amending the Established Income Guidelines & Asset Limitations for Senior and Disabled Citizens, Active Duty Military Reserves or National Guard Deferred Assessments and/or Senior Reduced Refuse Rate (b) Resolution No. 14425 — Resolution Closing Construction Funds and Transferring Fund Balances to the Debt Service Funds (c) Resolution No. 14426 — Resolution Closing the 2002 Debt Service Fund and Transferring Fund Balance to the Community Improvement Fund (Excess Bond Fund) (d) Consideration of Resolution No. 14427 — Resolution Authorizing Agreement with MPCA to Host AmeriCorps Member (e) Consideration for Approval of 2015 Concrete Repairs Program Purchase Order (f) Consideration for Approval of Improvement Project Change Order and Supplemental Agreement Letting No. 3, Project No. 14-03 — Change Order No. 5) (g) Consideration for Approval of Extension to Bolton-Menk Master Agreement for Professional Services (h) Consideration for Approval of Issuing Transient Merchant License to Phillip Westby of the Country Stop from May 22, 2015 — September 1, 2015, to Operate Produce Stand in Hutchinson Mall Parking Lot (i) Consideration for Approval of Issuing Short -Term 3.2 Malt Liquor License to Knights of Columbus St. Christopher Council on June 19 & 20, 2015, at McLeod County Fairgrounds (j) Consideration for Approval of Issuing Short -Term 3.2 Malt Liquor License to Green Isle Lions Club on July 3 & 4, 2015, at McLeod County Fairgrounds (k) Consideration for Approval of Issuing Parade Permit to VFW Post 906 on May 25, 2015 (1) Consideration for Approval of Premises Permit Application to Allow Hutchinson Hockey Association to Operate Gambling Devices at Landy's Lodge Located at 35 3rd Avenue SE (m)Board Appointments - David May to Bicycle/Pedestrian Advisory Committee to August 2018 - Curtis Hughes to Police Commission to May 2018 (n) Claims, Appropriations and Contract Payments — Register A Motion by Czmowski, second by Christensen, to approve Consent Agenda I. Motion carried unanimously. 2 CITY COUNCIL MINUTES MAY 12, 2015 8. Approval of Consent Agenda II (a) Claims, Appropriations and Contract Payments — Register B Motion by Arndt, second by Lofdahl, with Forcier abstaining, to approve Consent Agenda II. Motion carried unanimously. PUBLIC HEARINGS (6:00 P.M.) 9. ASSESSMENT HEARING AND PROJECT AWARD FOR 2015 PAVEMENT MANAGEMENT PROGRAM PROGJECT (LETTING NO. 3, PROJECT NO. 15-03) Mayor Forcier opened the public hearing at 6:00 p.m. Kent Exner, City Engineer, presented before the Council. Mr. Exner noted that bids were received on April 7, 2015. The low bidder was identified as Wm. Mueller & Sons with a bid of $1,438,541.85. The project scope includes reclamation of Golf Course Road NW from School Road to North High Drive and full reconstruction of Shady Ridge Road NW from Hwy 7 to approximately 350 LF north of 7th Avenue NW. Shady Ridge Road most likely will not begin construction until after Labor Day whereas Golf Course Road will begin in July. Final completion for the entire project is estimated for the first week in November. Mark Schierman, 1020 Golf Course Road, presented before the Council. Mr. Schierman asked ifthe $52.00/linear foot is standard for all projects. Mr. Exner explained how the rate is calculated and how prorations are applied. Mr. Exner noted that street lights will be installed as part of this project. Mr. Exner also described the construction/detour timeline. (a) Motion to Close Public Hearing Motion by Arndt, second by Christensen, to close public hearing. Motion carried unanimously. b Approve/Deny Resolution No. 14423 - Adopting Assessment c Approve/Deny Resolution No. 14424 - Accepting Bid & Awarding Contract Motion by Czmowski, second by Lofdahl, to approve Resolution No. 14423. Motion carried unanimously. Motion by Arndt, second by Christensen, to approve Resolution No. 14424. 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. HUTCHINSON HEALTH ANNUAL REPORT — DR. STEVE MULDER Dr. Steve Mulder provided an annual report to the City Council on 2014 activities for the organization. The report included information on the facilities included under Hutchinson Health, the organization's vision, new providers and statistics, including patient volumes at each clinic and the organization's financial performance. Dr. Mulder also reviewed the various ways the organization contributes to the community and the volunteer organizations that are part of Hutchinson Health. Dr. Mulder also noted that the organization is looking at master site planning and renovating an area of the campus. 11. REVIEW OF RECENT AND UPCOMING ACTIVITIES BY THE HUTCHINSON WATERS ORGANIZATION Robert Hantge and Andy Nissen, Hutchinson Waters, presented before the Council. Mr. Hantge explained that an open house was held in 2013 to gain information from the community on what the CITY COUNCIL MINUTES MAY 12, 2015 community would like to see regarding the future use of the Crow River. The Hutchinson Waters group has dawned into a lake association which is recruiting members. On May 14, 2015, at 5:00 p.m. at the Event Center the group is holding a launching event as part of this recruitment. Mr. Nissen explained that the group will be asking potential members what goals they would like to see achieved on the Crow River. The membership fee is being proposed at $20.00 and the group is also looking for hands-on members. Any interested person can become a member of the Hutchinson Waters group. 12. REVIEW AND DISCUSSION OF ORDINANCE NO. 15-0742 — AN ORDINANCE AMENDING CHAPTER 74 OF THE HUTCHINSON CITY CODE — TRAFFIC SCHEDULES Marc Sebora, City Attorney, presented before the Council. Mr. Sebora noted that at the end of the last Council meeting a brief discussion was held regarding the City ordinance pertaining to the restriction of bicycles, roller blades and skateboards riding on sidewalks on Main Street. As part of this discussion, staff and Council were under the impression that these restrictions applied to the entire downtown business district which includes Main Street, Franklin Street and Hassan Street. However, upon further review, the defined downtown business district restricts snowmobiles from riding on sidewalks in this district. Bicycles, roller blades and skateboards are currently prohibited on sidewalks from Second Avenue North to Fourth Avenue South. Staff is proposing to better define this restricted area from the sidewalks on the south side of Second Avenue North to the north side of Third Avenue south, excluding alleys. Discussion was held regarding enforcement. Chief Dan Hatten commented that both Hassan Street and Franklin Street have been designated as bicycle friendly routes and they provide great routes to get to Main Street. The Council directed staff to bring a formal proposed ordinance at the next Council meeting for consideration. UNFINISHED BUSINESS 13. APPROVE/DENY SECOND READING AND ADOPTION OF ORDINANCE NO. 15- 0738 — AN ORDINANCE AMENDING CHAPTER 157.06 — RIVER OVERLAY ZONING DISTRICT Dan Jochum, Planning Director, presented before the Council. Mr. Jochum reminded the Council that this ordinance amends the river overlay zoning district by removing the language "Temporary structures, pole type construction, and metal sheds are not permitted". Motion by Christensen, second by Czmowski, to approve second reading and adoption of Ordinance No. 15-0738. Motion carried unanimously. NEW BUSINESS 14. APPROVE/DENY PROJECT AWARD FOR AIRPORT RUNWAY, TAXIWAY AND APRON RECLAMATION PROJECT (LETTING NO. 9, PROJECT NO. 15-09) (a) Approve/Deny Resolution No. 14422 - Resolution Accepting Bid & Awarding Contract Contingent Upon Receipt of FAA & MnDOT Grants John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that bids for this project were opened on May 6, 2015. The low bidder was Duininck Inc. with a bid amount of $2,128,150.31. The acceptance of the bid and award of the contract is contingent upon receipt of FAA and MnDOT Office of Aeronautics grants. This project should be complete in the construction year of 2015. 11 CITY COUNCIL MINUTES MAY 12, 2015 Motion by Lofdahl, second by Arndt, to approve Resolution No. 14422. Motion carried unanimously. 15. APPROVE/DENY RESTRUCTURE OF AIRPORT COMMISSION TERMS John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the Airport Commission is one of the few City boards/commissions with a five-year term. Last year, the Airport Commission began discussions regarding the length of terms and is recommending to reduce the terms to three years. Motion by Czmowski, second by Christensen, to approve restructure of airport commission terms. Motion carried unanimously. 16. APPROVE/DENY PROCEEDING WITH THE 2015 NATIONAL CITIZEN SURVEY Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained department directors had put together a list of questions to be considered to be included in the survey. A revised list of questions was distributed this evening. Mr. Jaunich asked if there were any additional services the Council would like to consider, if there are any characteristics/activities to remove from questions 5 through 10 and what type of questions to include in the custom portion of the survey. Motion by Czmowski, second by Christensen, to approve proceeding with the 2015 National Citizen Survey. Motion carried unanimously. The Council reviewed the proposed questions to include on the survey. Based on the workshop held earlier today where the Council provided direction to staff on a pool project, Question #2 regarding the pool can be removed. The item pertaining to updating the Christmas lighting display in Downtown Hutchinson in Question #3 can be removed. Council Member Arndt suggested keeping Question #2 in the survey but perhaps rewording it to include a rec center campus. Other Council Members suggested that perhaps additional language could be added to Question #1 to encompass this information. The Council noted that the option of "Respondents can complete the survey online in Spanish" for a cost of $600 should be added. 17. APPROVE/DENY RESOLUTION NO. 14429 - RESOLUTION CANVASSING ELECTION RESULTS FROM SPECIAL MUNICIPAL ELECTION HELD MAY 5, 2015 Melissa Starke, Election Administrator, read off the election results from the abstract that was provided. Motion by Christensen, second by Lofdahl, to approve Resolution No. 14429. Motion carried unanimously. 17.5 SPECIAL EVENT REQUEST Matt Jaunich, City Administrator, noted that Shad Ketcher has requested use of a city parking lot for an open house he is holding on May 21, 2015, to celebrate his new business location located at 107 I't Avenue SW. Mr. Ketcher is requesting to use the city parking directly to the west of his business located CITY COUNCIL MINUTES MAY 12, 2015 on the northwest corner of Franklin Street SW and 1't Avenue SW. Mr. Ketcher is requesting to close off the parking lot beginning at 12:00 p.m. on May 20, 2015, through May 22, 2015, at 12:00 p.m. to allow time to set up and remove a large tent being used for the event. No tent stakes are to be driven into the asphalt parking lot and any damage will be the responsibility of Mr. Ketcher. Chief Dan Flatten has reviewed the plan and has determined that the request will have little if any impact on traffic flow or parking in the area during this period of time. Motion by Arndt, second by Czmowski, to approve request. 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) 18. MINUTES FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Economic Development Authority Board Minutes from March 25, 2015 MISCELLANEOUS 19. STAFF UPDATES Kent Exner, City Engineer, presented before the Council. Mr. Exner noted that staff will begin in the near future installing the automated meter reading apparatus at each residence. Matt Jaunich, City Administrator, noted that the Small Cities Development Grant was awarded to the City for the downtown rehab project. 20. COUNCIL/MAYOR UPDATES Gary Forcier — Mayor Forcier noted that two individual attended his open forum held a couple weeks ago. 21. CLOSED SESSION PURSUANT TO MINNESOTA STATUTE §13D.05, Subd. 3(c) TO DISCUSS THE ACQUISITION OF REAL PROPERTY LEGALLY DESCRIBED AS: That part of Lots 16 and 18 of the Auditor's Plat of Section 7, Township 116, Range 29, according to the map on file and of record in the office of the County Recorder of McLeod County, Minnesota, described as follows: Commencing at the southwest corner of the Northwest Quarter of said Section 7; thence easterly, along the south line of said Northwest Quarter, being the south line of said Lot 18, a distance of 434.70 feet to the southeast corner of APPLEBEE' S ADDITION, according to the recorded plat thereof and the point of beginning of the land to be described; thence northerly, along the east line of said APPLEBEE' S ADDITION 35.00 feet; thence easterly, parallel with said south line 830.26 feet; thence easterly, 229.38 feet along a tangential curve concave to the south, said curve has a radius of 745.75 and a central angle of 17 degrees 37 minutes 24 seconds, to the intersection with said south line of the Northwest Quarter, being the south line of said Lot 16; thence westerly, along said south line, being the south line of said Lot 16 and the south line of said Lot 18, a distance of 1055.47 feet to the point of beginning. I CITY COUNCIL MINUTES MAY 12, 2015 Also known as Parcel 2 of CITY OF HUTCHINSON STREET RIGHT OF WAY PLAT NO. 9, according to the recorded plat thereof, in Lots 16 and 18 of said Auditor's Plat of Section 7, Township 116, Range 29. Motion by Lofdahl, second by Arndt, to convene into closed session at 7:05 p.m. Motion carried unanimously. Motion by Arndt, second by Czmowski, to reconvene into open session at 7:29 p.m. Motion carried unanimously. ADJOURNMENT Motion by Lofdahl, second by Arndt, to adjourn at 7:30 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator 7