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12-22-2015 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, DECEMBER 22, 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 No additions or corrections were made to the agenda. 2. INVOCATION — Congregational UCC 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY Council Member Christensen thanked the Hutchinson Downtown Association for the festivities held on December 12, 2015. Mayor Forcier acknowledged Marlyn and Laurie Bacon. Marlyn Bacon constructs candy canes that have spread throughout the city. Mr. Bacon constructs these candy canes for no profit for families to place in their yard. Mayor Forcier noted that there is a candy cane on almost every street in 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) Truth in Taxation Hearing Minutes of December 3, 2015 (b) Regular Meeting of December 8, 2015 Motion by Czmowski, second by Arndt, 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 (a) Consideration for Approval of a Conditional Use Permit to Build a Pole Type Building in a C-4 Zoning District Located at 1385 Hwy 7 West With Favorable Planning Commission Recommendation (Adopt Resolution No. 1450 1) (b) Consideration for Approval of a Vacation of a Portion of City Right -of -Way Near 470 High Street at Hwy 7 East With Favorable Planning Commission Recommendation (Adopt Resolution No. 14502) CITY COUNCIL MINUTES DECEMBER 22, 2015 (c) Resolution No. 14495 — Resolution Adopting 2016 Fee Schedule (d) Resolution No. 14496 — Resolution Transferring Funds to 2015 Construction Fund and General Fund (e) Resolution No. 14499 — Resolution to Sell at Auction Surplus Property from the Compost Facility (f) Resolution No. 14450 — Resolution Supporting the Designation of a Portion of Trunk Highway 7 with McLeod County as the Michael Alan Hogan Memorial Highway (g) Resolution No. 14503 - Resolution Establishing Location for Traffic Control Devices (h) Consideration for Approval of 2016 License Renewals (i) Appointments to Boards/Commissions - Haley Jacobsen to Public Arts Commission to August 2016 (Filling Tinea Graham's unexpired term) - Kay Voigt and Grego Jodzio to Public Arts Commission to August 2018 - Ronald Kalenberg to Planning Commission to March 2021 (Filling Dave Johnston's term) 0) Consideration for Approval of Items for Water Tower (Golf Course Road) Reconditioning Project — Letting No. 4, Project No. 16-04 - Resolution No. 14504 - Resolution Ordering Preparation of Report on Improvement - Resolution No. 14505 - Resolution Receiving Report and Calling Hearing on Improvement - Setting Public Hearing for January 12, 2016, at 6:00 p.m. (k) Claims, Appropriations and Contract Payments Items 7(h), 7(i), 70) and 7(c) were pulled for separate discussion. Matt Jaunich, City Administrator, noted that with the liquor license renewals, the VFW is listed as renewing a club license, however they are renewing an on -sale intoxicating liquor license. This was an inadvertent typographical error on the memo renewing the licenses. Motion by Czmowski, second by Christensen, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(c) had further discussion. Council Member Lofdahl noted some changes on the fee schedule. One of the more significant changes includes the rental inspection program fee. Motion by Lofdahl, second by Arndt, to approve Item 7(c). Motion carried unanimously. Item 7(f) had further discussion. Lt. Gifferson explained that Officer Michael Hogan was shot and killed in the line of duty on December 15, 1989. The City's state representatives are submitting a bill to designate a portion of Hwy 7 as Patrol Officer Michael Alan Hogan Memorial Highway. They are asking for the City's support in doing so. Motion by Arndt, second by Christensen, to approve Item 7(f). Motion carried unanimously. Item 7(i) had further discussion. Council Member Arndt wished to thank Dave Johnston for serving on the Planning Commission. Council Member Arndt requested that as new board members are appointed to boards and commissions that perhaps they be introduced at a Council meeting. Motion by Arndt, second by Lofdahl, to approve Item 7(i). Motion carried unanimously. Item 70) had further discussion. Council Member Christensen asked the last time the water tower was refurbished. Kent Exner, City Engineer, noted that the last coating was put on in 1988. The project is anticipated to take approximately nine weeks to be completed. 2 CITY COUNCIL MINUTES DECEMBER 22, 2015 Motion by Christensen, second by Forcier, to approve Item 70). Motion carried unanimously. 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) UNFINISHED BUSINESS 8. Approve/Deny Ordinance No. 15-748 - An Ordinance Approving the Codification ofthe Hutchinson City Code (Second Reading and Adoption) Marc Sebora, City Attorney, explained that this ordinance is to adopt the City's codification of ordinances. Nothing has changed from the first reading held at the last Council meeting. Motion by Lofdahl, second by Christensen, to approve second reading and adoption or Ordinance No. 15-748. Motion carried unanimously. NEW BUSINESS 9. Approve/Deny Resolution No. 14498 — Resolution Adopting 2016 Compensation Plan and Position Classification Table and Pay Grid Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing explained that the proposed pay grid includes a 2% annual market adjustment. In addition, the Plan includes a new section — Promotion, Position Reclassification and Demotion Pay Rate Adjustment. Ms. Ewing reviewed changes to the position classification table. The Building Inspector and Arborist positions have been classified as Grade 4 positions with the removal of the Planning and Building Specialist and the newly established Facilities Supervisor position has been classified as a Grade 8 position. Motion by Czmowski, second by Christensen, to approve Resolution No. 14498. Motion carried unanimously. 10. Approve/Deny Resolution Nos. 14485 — 14494 — Adopting 2016 City of Hutchinson Budgets and Tax Levies Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich provided to the Council a budget message he wrote providing a summary of the various city budgets. Mr. Jaunich reviewed all the city budgets and tax levies that the Council had reviewed previously. The budgets included the liquor fund, water, sewer, storm water utility, refuse, compost, and general fund. The levies included the City's, HRA and EDA. The general fund budget has a .9% increase from 2015. The tax levy has increased 2% from 2015 with the debt levy increasing 1% from 2015. Motion by Czmowski, second by Christensen, to adopt Resolution Nos. 14485 — 14494, adopting the City of Hutchinson budgets and tax levies. Motion carried unanimously. 11. Approve/Deny Adoption of Five -Year Capital Improvement Plan Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that this document is presented annually to the Council itemizing the capital projects that are planned for the next five years. This plan serves as a guide that lays out on-going capital expenditures and the potential funding sources for those expenditures. This plan is meant as a guide for the Council and management but does not give authorization for the projects until formally approved based on purchasing authorization thresholds. This is a fluid document that is updated annually with some projects getting pushed back to later years, or moving up to earlier years or dropping off the plan entirely. CITY COUNCIL MINUTES DECEMBER 22, 2015 Motion by Christensen, second by Lofdahl, to approve adoption of five-year capital improvement plan. Motion carried unanimously. 12. Approve/Deny City of Hutchinson Complete Streets Policy Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that staff has been working with staff from the Mid -Minnesota Development Commission to develop a Complete Streets Policy. The City's Resource Allocation Committee has reviewed the draft policy and Complete Streets Priority Corridors drawing and has voiced approval of these documents. Mr. Exner explained that "complete streets" are defined as streets and transportation corridors that are designed and operated to enable safe access for all users, including pedestrians, bicyclists, motorists and public transportation users of various ages and abilities. Safe access includes user ability to move along or across designated transportation corridors. The policy seeks to provide user accessible streets while taking into account appropriate land use and context of the street. The development of this policy was originally initiated in 2012. Motion by Lofdahl, second by Czmowski, to approve Complete Streets Policy. Motion carried unanimously. 13. Approve/Deny City Staff Involvement in the Development of the Dakota Rail Trail Master Plan Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that staff has started to review the potential of preparing a Dakota Rail Trail Master Plan (from the Carver/McLeod County boundary into the City of Hutchinson) without having to compensate a consulting firm to deliver a document. Such a document is necessary to satisfy requirements of the Greater Minnesota Regional Parks & Trails Commission and to allow public agencies to apply for grants from the Legacy Parks and Trails Fund. Mr. Exner noted that the McLeod County Board of Commissioners approved to proceed with development of a master plan for the Dakota Trail in McLeod County to be designated as a regional trail. It is being recommended that the City Council formally authorize the involvement of City staff in the development of a Dakota Rail Trail Master Plan. Motion by Christensen, second by Arndt, to approve City staff involvement in the development of the Dakota Rail Trail Master Plan. 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) 14. MINUTES FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Hutchinson Housing & Redevelopment Authority Board Minutes from November 17, 2015 (b) City of Hutchinson Financial Report and Investment Report for November 2015 (c) Planning Commission Minutes from November 17, 2015 MISCELLANEOUS 15. STAFF UPDATES Kent Exner — Mr. Exner noted that the trestle bridge project came in approximately $20,000 less than anticipated. Mr. Exner explained that letters will begin to be sent out to neighborhoods on the pavement management program and South Grade Road project. Matt Jaunich — Mr. Jaunich noted that the City Center will be closing at 12noon on Christmas Eve and will be closed Christmas Day and New Years' Day. Mr. Jaunich also noted that the Council is being invited to a meeting of the public arts commission on January 25, 2015. This will formally be set at the next Council meeting. Mr. Jaunich lastly noted that on January 11, 2015, he will have served in his 11 CITY COUNCIL MINUTES DECEMBER 22, 2015 position for one year. He suggested the Council set holding his performance review after the Council meeting on January 12, 2016. Mr. Jaunich touched on one last item regarding the budgets and tax levies. Mr. Jaunich pointed out that overall, the increase in the tax levy means a $51 increase on a home valued at $144,000 home. This increase is mainly due to the increases in property valuation. 16. COUNCIL/MAYOR UPDATE ADJOURNMENT Motion by Arndt, second by Christensen, to adjourn at 6:40 p.m.