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05-26-2015 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MAY 26, 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) INSTALLATION OF NEWLY ELECTED CITY COUNCIL MEMBER: WILLIAM ARNDT 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 Adminstrator, noted that Item 7(a) will be moved to New Business due to a revision to the Resolution. Item 7(c) will be removed from the agenda. Motion by Czmowski, second by Christensen, to approve the agenda as revised. 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 Council Member Arndt thanked the Hutchinson High School Key Club for their volunteer work throughout the community. Council Member Arndt also thanked those who worked at the cemetery for putting flags out over Memorial weekend. Mayor Forcier commented on the well -put -together Memorial Day service. Mayor Forcier also commented on donated labor to the Farmers' Market gutter installation. (a) Resolution No. 14431 —Resolution Accepting Park Donations Matt Jaunich, City Administrator, explained that the following donations have been received by the City: Hutchinson Oddfellows Hassan Valley Lodge 109 donated $500.00 for a park donation; McLeod County Veterans Park supporters donated $3,000.00 for a park donation; Hutchinson Rotarians donated $4,561.00 to Rotary Park fitness equipment and Hutchinson Health donated $20,000.00 to Rotary Park fitness equipment. Motion by Arndt, second by Lofdahl, to approve Resolution No. 14431. Motion carried unanimously. (b) Proclamation — Arbor Day — May 28, 2015 Mayor Forcier read a Proclamation proclaiming May 28, 2015, as Arbor Day and proclaiming 3M Company as the official sponsor. 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) CITY COUNCIL MINUTES MAY 26, 2015 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of May 12, 2015 (b) Council Workshop of May 12, 2015 Motion by Lofdahl, 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.) 7. APPROVAL OF CONSENT AGENDA I (a) Consideration for Approval of Xcel Energy Renewable Development Fund Grant Contract for Wastewater Treatment Facility Solar PV Project (b) Consideration for Approval of Improvement Project Change Order No. 1 (Letting No. 1, Project No. 15-01) (c) Consideration of Resolution No. 14432 — Resolution Authorizing Execution of MnDOT Grant Agreement 03888 for Airport Maintenance and Operation, Amendment #2 (d) Consideration for Approval of Lane Closure on I't Avenue SE on June 24, 2015, from 6:00 — 9:00 p.m. for 2nd Annual Minnesota Teen Challenge Event (e) Consideration for Approval of Premises Permit Application to Allow American Legion Post 96 to Operate Gambling Devices at Landy's Lodge Located at 35 3rd Avenue SE (f) Consideration for Approval of Issuing Short -Term Gambling License to St. Anastasia Catholic Church on September 12 & 13, 2015 (g) Consideration for Approval of Issuing Short -Term Gambling License to McLeod County Voiture 414 on November 24, 2015 (h) Claims, Appropriations and Contract Payments — Register A Item 7(b) was pulled for separate discussion. Items 7(a) and 7(c) were already pulled previously. Motion by Christensen, second by Arndt, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(b) — Council Member Lofdahl wished to further discuss this item. Council Member Lofdahl noted that the payback to the City over 14 years is substantial. The objectives of the project are outlined in the Council packet however Council Member Lofdahl outlined the array of benefits to the City and the community with this project. Motion by Lofdahl, second by Christensen, to approve Item 7(b). Motion carried unanimously. 2 CITY COUNCIL MINUTES MAY 26, 2015 PUBLIC HEARINGS (6:00 P.M.) - NONE 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) 8. DISCUSSION OF 2014 CITY ENERGY USAGE AND CONSERVATION EFFORTS John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson provided a brief overview of the recently compiled 2014 energy usage data relative to specific City departments and ongoing energy conservation efforts. Overall, electric usage has been reduced by approximately 20% department -wide. Gas usage has increased approximately 8% department -wide. Much of this has to do with the extremely cold winters in 2013 & 2014. Mr. Paulson provided graphics that illustrate the City's city-wide electric use, natural gas use, annual natural gas usage, and annual electric usage. 9. PRESENTATION OF CITY OF HUTCHINSON FIVE-YEAR CAPITAL IMPROVEMENT PLAN ACCORDING TO CITY CHARTER SECTION 7.05 Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich noted that per City Charter he is charged with presenting the five-year capital improvement plan to the Council by June 1 of each year. Mr. Jaunich noted that much work still needs to be done with the plan, however he wanted to present it to the Council now as required. Mr. Jaunich explained that one of the items that is new with this plan is the new policy that a capital item must have a useful life of three years or greater and a minimum cost of $10,000. Mr. Jaunich touched on a few items included in the plan, however he noted that a workshop will be held in July/August to review it in more detail. UNFINISHED BUSINESS NEW BUSINESS 9(a) CONSIDERATION OF RESOLUTION NO. 14430 — RESOLUTION TO APPROVE A CONDITIONAL USE PERMIT MODIFICATION AND SITE PLAN REVIEW TO ALLOW CONSTRUCTION OF A MULTI -FAMILY BUILDING COMPLEX OF SIX BUILDINGS WITH UP TO 23 -UNIT BUILDING IN AN R-4 ZONING DISTRICT LOCATED AT 875 CENTURY AVENUE SW (PULLED FROM CONSENT AGENDA) Dan Jochum, Planning Director, presented before the Council. Mr. Jochum clarified that upon further review of the City's zoning ordinance, it has been determined that a "zero bedroom" apartment is a studio apartment. No garages are included with the proposed plan. The Planning Commission approved the site plan and CUP application with staff recommending approving up to 117 units on the site due to density requirements. The developer has been requesting 13 8 units. After the Planning Commission meeting last week, staff realized that the allowable density was not properly calculated due to confusion on the site plan regarding how many of the entrances to the apartment units were private entrances. Staff has since found out that each apartment unit will have its own private entrance, meaning that 400 square feet per unit can be deducted from the lot area requirement for the project. What this means is that the 138 units the developer originally proposed actually does meet the density requirements of the zoning ordinance. The total lot area is 350,658 sf which will allow for 138 units as previously requested by the developer. Mr. Jochum noted that the project will be phased in with additional construction being phased in as demand requires. Motion by Lofdahl, second by Czmowski, to approve Resolution No. 14430. Motion carried unanimously. 10. APPROVE/DENY PROPOSAL FROM USAQUATICS FOR HUTCHINSON AQUATIC CENTER CITY COUNCIL MINUTES MAY 26, 2015 Matt Jaunich, City Administrator, noted that as a follow-up from the Council workshop held on May 12, 2015, the Council had determined to move forward with an aquatic center project. This item for consideration is to enter into an agreement with USAquatics to conduct design work for the project. The proposal is projected at a cost of $68,000 plus expenses. This proposal does not include putting together the construction documents for bidding purposes. That would be an additional cost of the total construction costs. This proposal also does not include USAquatics supervising the bidding process and/or managing the construction phase of the project that will be included with the award contracts and quotations. Mr. Jaunich reviewed that this project is a four-phase project. The first phase has been completed with the study that was conducted in 2013. This proposal would be considered phase two of the project. Phase 3 would be the construction documents and phase 4 would be the bidding and management portion with the construction of the project. Mr. Jaunich did offer out to the Council that RFPs could be sought for these services, however staff does feel comfortable working with USAquatics. Timeline of the project was discussed. Most likely, construction would begin at the end of pool season of 2016 with an opening in Spring of 2017. Motion by Czmowski, second by Christensen, to approve proposal from USAquatics for Hutchinson Aquatic Center. Motion carried unanimously. 11. APPROVE/DENY RENEWING AGREEMENT BETWEEN CITY OF HUTCHINSON AND INDEPENDENT SCHOOL DISTRICT 423 Dolf Moon, PRCE Director, presented before the Council. Mr. Moon explained that this agreement extends the joint powers agreement between the City and ISD 423 for another three years, with an automatic three year renewal option. This agreement establishes a Parks, Recreation and Community Education program by joining the Community Education programs and associated recreation programs with the parks, recreation and civic programs. Motion by Czmowski, second by Arndt, to approve renewing agreement between City ofHutchinson and ISD 423. Motion carried unanimously. 12. APPROVE/DENY FIRST READING 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 explained that this item is a follow-up from the last Council meeting whereby the Council determined the boundaries of which bicyclists, rollerbladers and skateboarders would be prohibited from riding. Motion by Czmowski, second by Lofdahl, to approve first reading of Ordinance No. 15-742. Motion carried unanimously. 13. APPROVE/DENY FIRST READING OF ORDINANCE NO. 15-0743 — AN ORDINANCE AMENDING AIRPORT COMMISSION TERMS Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that this item is also a follow-up from the last Council meeting whereby the Council agreed to reducing Airport Commissioner terms from five years to three years. Motion by Christensen, second by Arndt, to approve first reading of Ordinance No. 15-743. Motion carried unanimously. 14. APPROVE/DENY AUTHORIZING REQUEST FOR PROPOSALS FOR REFUSE HAULING CONTRACT 11 CITY COUNCIL MINUTES MAY 26, 2015 Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that earlier this year the Council instructed staff to begin the process of putting together a Request for Proposal on the City's residential refuse and compost collection and hauling contract. The last time the City sought proposals was in April of 2000. The current contract the City has entered into with Waste Management expires on October 1, 2015. Mr. Jaunich explained that staff, along with Council Member Arndt, have been working on putting together a draft RFP for these services. For the most part, the proposed RFP is modeled after the proposal used by the City in 2000 with some updates to reflect current needs by the City. Some changes from the one issued in 2000 include the following: the City will be giving certain considerations to those companies who are willing to provide extra yard waste to Creekside; the City currently only provides 90 gallon carts for organics/compost and the new RFP asks for options on multiple -sized carts; the City is providing for the option to change collection routes based off of the use of route optimization technology; the City has provided criteria for how the RFP will be evaluated; Alternative Options — the proposed RFP allows for the proposed Contractor to provide the City with alternatives that the City maybe otherwise would not have considered. Motion by Czmowski, second by Forcier, to approve authorizing Request for Proposals for refuse hauling contract. Motion carried unanimously. 15. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR JULY 14, 2015, AT 4:30 P.M. TO REVIEW 2014 AUDITED FINANCIAL REPORT This workshop is to allow for the City's financial auditor to present the City's 2014 audited financial report. Motion by Arndt, second by Christensen, to approve setting Council workshop for July 14, 2015, at 4:30 p.m. to review 2014 audited financial report. 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) 16. MINUTES FROM COMMITTEES, BOARDS OR COMMISSIONS (a) City of Hutchinson Financial Report and Investment Report for April 2015 (b) Hutchinson Housing & Redevelopment Authority Board Minutes from April 21, 2015 (c) Snow Removal — Ice Control Report for April 2015 MISCELLANEOUS 17. STAFF UPDATES Kent Exner — Mr. Exner explained that the 2nd Avenue SE reconstruction project is moving along very well and is on schedule for the first phase to be completed June 5, 2015. The railroad trestle bridge east of 5th Avenue SE has some issues with disposal of material. Although the City does not own the bridge, the City will be getting quotes for disposal of materials from work that was done on the bridge. Mr. Exner applauded the work completed by staff on the solar panel project, specifically John Paulson, Environmental Specialist, and Marc Sebora, City Attorney. Mr. Exner also noted that the Main Street overlay project may be scheduled to begin this Fall. Matt Jaunich — Mr. Jaunich mentioned that a joint meeting with between the EDA Board and City CITY COUNCIL MINUTES MAY 26, 2015 Council may be scheduled for the end of June. 18. COUNCIL/MAYOR UPDATES Mary Christensen — Council Member Christensen asked Kent Exner when potholes will be addressed. Mr. Exner noted that he feels most potholes have been addressed so if there are specific areas that need to be addressed, residents should call the street or engineering departments. Council Member Christensen reminded property owners to mow their lawns. Mr. Exner spoke about the weed notice process used by the City. John Lofdahl — Council Member Lofdahl noted that Dave Johnston from the Planning Commission will be resigning due to increased job responsibilities and will need a replacement. Council Member Lofdahl also commented on the number of homeless people in the City. ADJOURNMENT Motion by Arndt, second by Christensen, to adjourn at 6:50 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator I