12-08-2015 CCMHUTCHINSON CITY COUNCIL
MEETING MINUTES
TUESDAY, DECEMBER 8, 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)
CALL MEETING TO ORDER — 5:30 P.M.
Mayor Gary Forcier called the meeting to order. Members present were Mary Christensen, Chad
Czmowski, Bill Arndt and John Lofdahl. 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
Motion by Lofdahl, second by Czmowski, to approve the agenda as presented. Motion carried
unanimously.
2. INVOCATION — Congregational UCC
3. PLEDGE OF ALLEGIANCE
4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY
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 November 24, 2015
(b) Workshop of November 24, 2015
Motion by Christensen, second by Lofdahl, 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) Resolution No. 14484 - Resolution In Support of Increasing Local Government Aid in the 2016
Legislative Session
(b) Consideration of Change Order No. 4 — Letting No. 3, Project No. 15-03
(c) Consideration of Board Appointments
- Steve Hahn to Airport Commission to September 2017 (Filling Joel Schwarze's Unexpired
Term)
- Don Schroeder and Kay Yoch to Senior Advisory Board to January 2019
CITY COUNCIL MINUTES DECEMBER 8, 2015
(d) Claims, Appropriations and Contract Payments — Register A
Items 7(a) and 7(d) were pulled for separate discussion
Item 7(a) had further discussion. Lofdahl noted increased funding from the state of Minnesota to
all cities based on a complex formula that could reduce local property taxes
Item 7(d) had further discussion. Lofdahl noted large payments on this months' register which
would tie into the Local Government Aid (LGA) support and encouraged residents to contact
legislature.
Motion by Lofdahl, second by Czmowski 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, to approve the consent agenda II. Motion carried
unanimously.
PUBLIC HEARINGS (6:00 P.M.)
9. Approve/Deny Ordinance No. 15-748 - An Ordinance Approving the Codification ofthe Hutchinson City
Code (First Reading, Second Reading and Adoption set for December 22, 2015)
City Attorney, Marc Sebora presented before the Council. Sebora explained the purpose for this
ordinance is to update our code book of ordinances; to make it consistent and readable. This process is
done with a contracted company. Regulatory changes, liquor, licensing and zoning ordinances need to be
incorporated in the ordinance book. Anything the Council has passed through an ordinance is included in
this book. Statutes now need to be added to our ordinances and will be through this process.
Motion by Arndt, second by Christensen to close the public hearing. Motion carried unanimously
Motion by Lofdahl, second by Christensen to approve the First Reading and set the Second Reading for
December 22, 2015. 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. Discussion of Seeking Grants for the Historic Interpretive Signage and "Founders' Park" Idea — Steve
Cook
Former Mayor Steve Cook presented before the Council. Hutchinson celebrated its 160t'
Anniversary in November and Cook feels there are a lot of stories to tell about Hutchinson. Cook is
asking for the Council's blessing to work with City staff and other organizations to work on grant
applications for signage at different sites in Hutchinson. The signage would give the interpretive
information at these historical sites. Cook is looking to work with the Park and Rec Department,
Public Arts Commission, Historical Society, Historic Hutchinson, Hutchinson Center for the Arts and
Chamber of Commerce.
11. Review of Truth in Taxation Hearing
City Administrator Matt Jaunich presented before the Council. Jaunich explained that the variance
for part time hours of operation in the Motor Vehicle Department was not approved for 2016. In the
past it was granted due to economic hardship with the layoffs at HTI. The Department of Motor
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CITY COUNCIL MINUTES DECEMBER 8, 2015
Vehicle will be open five days a week with the possibility of being open into the evening one of those
days. Jaunich also explained the possibility of becoming a Passport Acceptance Agency on limited
days which could bring in revenue to offset some of the costs of being open more hours. Council
members suggested Monday nights as the evening to be open. Steve Cook suggested keeping the
existing Thursdays as the evening to be open as this is what the residents are used to.
12. Review of City Snow and Ice Removal Service
John Olson, Public Works Supervisor, presented before the Council. Olson presented Snow
Removal Operations and Snow and Ice Policy. Olson emphasized on overnight parking in the
downtown area. There are 11 municipal parking lots and 7 of the 11 have designated overnight
parking stalls with new signage. When these areas need to be cleaned, a temporary sign is placed
over the permanent signage and will be cleaned sometime between 2:00 a.m. and 6:00 a.m. Olson
recommended to those using the designated parking, to get a parking permit from the police
department or City Center free of charge.
In regards to mailboxes and snow removal, Olson stated effort will be made to work with the post
office on location of the mailboxes. The City does have a policy in place to replace a damaged
mailbox up to $250.00. Exner thanked Olson, streets department, parks department, Creekside,
water/wastewater departments and engineering staff on their efforts of snow removal and high level
of service. Olson noted the pride he takes in team effort; nobody is done until everyone is done.
UNFINISHED BUSINESS
13. Follow Up Regarding the City of Hutchinson Acting as Fiscal Host for Elks Inclusive Play Park
City Administrator Matt Jaunich presented before the council. Regarding improvements to Elks Park
and the City acting as a "fiscal host" for the project, the City is authorized by State law to accept
donations for public purposes by either individuals or entities. The difficulty arises in using those
funds for the completion of a project. Once the money has been deposited with the City it in effect
becomes "city money" and the City must abide by the rules and laws involving proper public
expenditures.
Tammy Lehn, representative from the Elks, presented before the Council. Lehn asked the Council to
table this topic to allow her to look at other options. She contacted McLeod County United Way and
is waiting for a response. Lehn will contact Jaunich when she has more information.
NEW BUSINESS
14. Approve/Deny Fire Relief Association Contribution Policy
City Administrator Matt Jaunich presented before the council. Jaunich explained the purpose is to
have a policy in place that states a purpose for the City's contribution ($2,500 per active firefighter)
to the Hutchinson Fire Relief Association and sets an annual amount that will assist the City with
budgeting. It also increases the monthly benefit amount from $15 a month per year of service to $17
a month per year of service. This would be the first increase since 2008. This will be paid by the
Hutchinson Fire Relief Association monies.
Jim Brodd, Fire Relief Association Board Member and retired firefighter, and Brandon Vik,
President of the Fire Relief Association and firefighter informed the Council there are 57 firefighters
drawing pension. Currently the Hutchinson Fire Department has 28 active firefighters and three
rookie firefighters.
Motion by Christensen, second by Czmowski to approve Fire Relief Association Contribution Policy.
Motion carried unanimously.
15. Approve/Deny Participating in the Voluntary Assessment for the CGMC Wastewater Legal and
CITY COUNCIL MINUTES DECEMBER 8, 2015
Regulatory Program
City Engineer Kent Exner presented before Council. Exner explained the Coalition of Greater
Minnesota Cities (CGMC) is requesting the consideration of its members to contribute, via voluntary
assessment, for the support of a CGMC Wastewater Legal and Regulatory Program. The amount
would be $1.00 for each wastewater hookup. Exner explained expensive and generally unfunded
mandates are being enforced to city water/wastewater facilities and this could be problematic for
communities
Motion by Lofdahl, second by Czmowski, to approve participating in the Voluntary Assessment for
the CGMC Wastewater Legal and Regulatory Program. 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) Resource Allocation Committee Minutes from December 1, 2015
(b) 2016 Residential Leaf Vacuum Service Report
MISCELLANEOUS
17. STAFF UPDATES
Kent Exner — City Engineer Exner thanked staff and Council for their work on the solar project. Mr.
Exner also informed the Council that MNDOT had a bike and pedestrian workshop last week and it
went well. Exner walked around with the pedestrian consultant expert and they were very
complimentary of the City's downtown. Exner also informed the Council of the 2016 Infrastructure
Improvement Program and identified the streets that are currently proposed to be addressed within the
2016 Pavement Management Program.
Mr. Exner also talked about upgrading the sidewalk on the north side of South Grade Road and
upgrading it to a trail from Dale Street to Hwy 15. This would make a current five-foot sidewalk a ten
foot trail. Exner said he would look into Safe Routes to School grants.
Marc Sebora — City Attorney Sebora announced the Charter Commission met and approved the Charter
revisions by way of ordinance. This will be on the agenda the first meeting in January.
18. COUNCIL/MAYOR UPDATE
Bill Arndt — Council Member Arndt asked what the reason was for cutting down the cedar trees on
Hwy 15. Olson explained it was for visibility reasons and the trees were initially planted in clumps of
three and were touching and became unhealthy. The healthy cedar trees were saved.
John Lofdahl — Council Member Lofdahl informed everyone that Council Members Mary Christensen,
Bill Arndt, and former Mayor Steve Cook went to the State Capitol Preservation Workshop.
Mary Christensen — Council Member Christensen had some citizens ask who is responsible for the
lights on top of buildings downtown; some are on and some are off. Through discussion it was learned
that the project has switched hands a few times and Sebora informed everyone some property owners
do not want lights on their building. Christensen also reminded everyone of the downtown activities on
Saturday, December 12th and encouraged everyone to attend. Activities include clip clop trolley, Santa
at the Historic Church, Farmers Market sales at the Depot, Center for the Arts has ornament making,
and all the downtown shops will be open.
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CITY COUNCIL MINUTES DECEMBER 8, 201 S
Gary Forcier — Mayor Forcier encouraged everyone to be safe in their travels.
ADJOURNMENT
Motion by Arndt, second by Lofdahl, to adjourn at 7:23 p.m. Motion carried unanimously.
ATTEST:
Gary T. Forcier
Mayor
Matthew Jaunich
City Administrator