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04-12-2016 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, APRIL 12, 2016 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 Chad Czmowski, Bill Arndt, Mary Christensen 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 Christensen, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Riverside Assembly of God Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14546 — Accepting Donation from Glen Kurth Matt Jaunich, City Administrator, reminded the Council that Glen Kurth agreed to donate funds for a new scoreboard at VMF Field. The Resolution accepts the second half payment from Mr. Kurth. Motion by Arndt, second by Lofdahl, to approve Resolution No. 14546. Motion carried unanimously. (b) Arbor Day Proclamation Mayor Forcier read a Proclamation proclaiming April 29, 2016, as Arbor Day. Matt Jaunich, City Administrator, recognized city staff on a food shelf drive held in the month of March. Staff donated over 3300 pounds of food/items to the food shelf. Mayor Forcier mentioned an event held at the event center as a fundraiser for the senior center that was very successful. 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 22, 2016 (b) Workshop of March 22, 2016 Motion by Christensen, second by Arndt, to approve the minutes as presented. Motion carried unanimously. CONSENT AGENDA CITY COUNCIL MINUTES APRIL 12, 2016 (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 Issuing Parade Permit to American Legion Post 906 for Memorial Day Parade on May 30, 2016 (b) Consideration for Approval of Supporting First Annual Law Enforcement Memorial Association Rod Run on September 24, 2016 (c) Consideration for Approval of Resolution No. 14547 — Resolution Establishing Location for Traffic Control Devices (Stop Sign at Echo Drive and Hwy 15 Service Road) (d) Consideration for Approval of Transfer of FAA Airport Funding Entitlements to City of Dodge Center (e) Claims, Appropriations and Contract Payments Motion by Lofdahl, second by Czmowski, to approve consent agenda. Motion carried unanimously. PUBLIC HEARINGS (6:00 P.M.) 8. ASSESSMENT HEARING AND PROJECT AWARD FOR 2016 PAVEMENT MANAGEMENT PROGRAM PROJECT — LETTING NO. 1, PROJECT NO. 16-01 a. Approve/Deny Resolution No. 14548 — Resolution Adopting Assessment b. Approve/Deny Resolution No. 14549 — Resolution Accepting Bid & Awarding Contract Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that this project includes portions of Linden Avenue, Madson Avenue, Milwaukee Avenue, Church Street, West Shore Drive and Grove Street. Mr. Exner explained that the bid included a base bid and three alternate bids. Wm Mueller & Sons Inc was the lowest bidder and all variations of the bid. Staff is recommending to award the contract including the base bid and alternate 1 (West Shore Drive) and alternate 3 (Madson Avenue). Alternate 2 (Grove Street) will not be completed as part of the project. The total project is estimated at $2.8 million. Grove Street is being eliminated mainly due to financing issues. Work is estimated to begin May 2, 2016, with work beginning on Milwaukee Avenue and the east end of Linden Avenue with a substantial completion date of the entire project by mid-September. Motion by Lofdahl, second by Christensen, to close public hearing. Motion carried unanimously. Motion by Lofdahl, second by Christensen, to approve Resolution Nos. 14548 and 14549. Motion carried unanimously. 9. CONSIDERATION OF ORDINANCE NO. 16-0757 - AN ORDINANCE AMENDING CHAPTER 54 (STORM WATER MANAGEMENT) OF THE CITY OF HUTCHINSON CODE OF ORDINANCES ADDING LANGUAGE IN SECTION 54.23 (FIRST READING, SET SECOND READING AND ADOPTION FOR APRIL 26, 2016) John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson explained that the City is permitted to discharge in accordance with requirements of the MPCA's Municipal Separate Storm Sewer System (MS4) permit. The requirements of this permit include specific ordinance language that must meet or exceed the MS4 requirements. Revisions are needed to the City's Stormwater Management section of the city code. The changes will be related to post -construction storm water treatment requirements that prohibit infiltration of storm water in areas where it is either not feasible or prohibited by state requirements. 2 CITY COUNCIL MINUTES APRIL 12, 2016 Motion by Arndt, second by Lofdahl, to close public hearing. Motion carried unanimously. Motion by Lofdahl, second by Czmowski, to set second reading and adoption of Ordinance No. 16- 757 for April 26, 2016. 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 POLICE SERVICES 2015 YEAR END REPORT Dan Hatten, Police Chief, presented before the Council. Chief Hatten provided a year-end report for the police department which encompassed information pertaining to staffing, response time, crime statistics, work load information, school liaison officer duties, child protection, special investigator with the drug task force, hospital security, and nuisance properties. Chief Hatten also reviewed the goals established for 2016. General discussion was held regarding telephone/mail scams, mental health issues and ambulance dispatching. UNFINISHED BUSINESS 11. APPROVE/DENY ORDINANCE NO. 16-756 — AN ORDINANCE TO REZONE PROPERTY AT 13 4TH AVENUE NE, 15 4TH AVENUE NE AND 17 4TH AVENUE NE FROM R-2 (MEDIUM DENSITY RESIDENTIAL) TO C-2 (AUTOMOTIVE SERVICE COMMERCIAL) AS REQUESTED BY CITY OF HUTCHINSON — PROPERTY OWNER (SECOND READING AND ADOPTION) Dan Jochum, Planning Director, explained that the first reading of this ordinance was held March 22, 2016. This request is to rezone the property as commercial in order to accommodate any future commercial development. Motion by Czmowski, second by Christensen, to approve second reading and adoption of Ordinance No. 16-756. Motion carried unanimously. NEW BUSINESS 12. APPROVE/DENY AWARDING BIDS AND THE PROJECT FOR AQUATIC CENTER Matt Jaunich, City Administrator, explained that seven bids were received and opened on April 5, 2016, for the aquatic center. The low bidder for the site work was Hjerpe Contracting in the amount of $194,000; for the pool/aquatic work was Global Specialty Contractors in the amount of $3,294,000; and for building renovation was Hasslen Construction in the amount of $1,407,700. The total package of the three lowest bidders is $4,895,700 which is approximately 5% lower than the City's estimate in February. These are "all -in" prices and do not include project deductions. On top of construction costs, there are costs for the consultant and owner direct costs which include dumpsters, building permits, furniture and equipment. These costs can be somewhat flexible by the end of the project. With these additional costs, the total project is estimated at $5.9 million which is 6.8% lower than estimated in February, however still higher than what was originally budgeted. Funding for this project comes from resources such as unspent hospital money from the community improvement fund, non -designated money from the community improvement fund, 2016 facilities money from the capital projects fund, non -designated money from the capital projects fund, 2018 & 2019 facilities money from capital projects fund and excess general fund balances reserves. Although the project is over budget, Mr. Jaunich noted that of the total construction costs, $733,400 is for repairs and upgrades to the Rec Center. This is work added to the project that originally not 3 CITY COUNCIL MINUTES APRIL 12, 2016 all was included in the May 2015 budget estimate. This additional work will take care of future capital needs at the rec center including a leaking roof, outdated fire panel and new air handler and boiler system. Also included in the project are contingency dollars and unexpected expenses. Mr. Jaunich also noted that the current budget for this project does not include any sponsorships or private funding to offset any of these costs including some of the potential bid deductions. Additional funding would be available to this project should other projects scheduled for 2017 be pushed back to 2018. This would allow $700,000 to be put towards the aquatic center project. The main improvements scheduled in 2017 were improvements to park and recreation facilities, mainly the ice arena. The Parks/Recreation Director and Facilities Manager have both noted they are willing to push these other projects back, shifting priorities and making the aquatic center project work. Dolf Moon, PRCE Director, noted that the Park/Rec Advisory Board is in favor of moving forward with the entire project as presented and bid. Now that bids have been received, unit pricing is better identified and private donations/sponsorships can begin to be solicited. Council Member Czmowski asked about the bids received on the site work and the large difference between the low bid and the other two bids. Mr. Jaunich explained that two bidders did not completely understand the project and the low bidder bid the project correctly. Motion by Czmowski, second by Christensen, with Forcier abstaining, to approve awarding the low bids and approving the project for the aquatic center. Council Member Lofdahl noted that other park/rec projects slated for 2017 will be pushed back one year to allow additional funding for this project. Motion carried unanimously. 13. APPROVE/DENY ACCEPTING PROPOSAL FROM KEYSTONE COMPENSATION GROUP TO PROVIDE JOB EVALUATION AND COMPENSATION STUDY CONSULTING SERVICES FOR THE CITY OF HUTCHINSON Matt Jaunich explained that a job evaluation and compensation study was budgeted for 2016. Jaunich noted that five proposals were received for this project. Jaunich and Human Resources Director Brenda Ewing reviewed and analyzed all of the proposals and are recommending that a contract be awarded to Keystone Compensation Group for this project. Keystone completed the initial study done for the City 15 years ago and still uses many practices as used in the original study. Jaunich noted he is recommending to delay the organizational study at this time mainly due to the cost of it and also to ensure that the job evaluation study is completed as that is essential to having an organizational study completed. Motion by Czmowski, second by Forcier, to approve accepting proposal from Keystone Compensation Group to provide job evaluation and compensation study consulting services. Council Member Arndt asked if this project is a necessity and funds be expended for it. Jaunich noted that job descriptions need to be reviewed to ensure they are accurate and having a third party conduct the review ensures they are accurate compared to the market. The project also includes taking the job descriptions and salaries and comparing them to the market and peers to see if employees are being paid appropriately compared to their peers and are competitive in the market. Jaunich explained that although this project could probably be done in-house, staff focusing on the project would not be able to complete any other aspects of their job. Mayor Forcier noted he does not necessarily favor spending funds for projects like this, however he feels it is important to have studies complete in order to be competitive and retain good employees. Motion carried unanimously. 11 CITY COUNCIL MINUTES APRIL 12, 2016 14. REVIEW AND CONSIDERATION OF SUSTAINABLE PURCHASING POLICY John Paulson, Environmental Specialist, introduced Jaime Johnson, Green Corps employee, who has worked on creating a sustainable purchasing policy. Ms. Johnson explained that the City is currently a Step 2 City in the Green Step Cities program. One of the required best practices to obtain a Step 3 designation is to adopt a sustainable purchasing policy. Sustainable purchasing shifts city purchasing to procurement of goods and services that have a reduced effect on the natural environment and human health when compared to competing products and services that serve the same purpose. The proposed policy would be a guide for making more sustainable purchasing decisions moving forward. Ms. Johnson noted that the City already currently makes purchases that are largely sustainable, but having an adopted policy would enhance these types of purchases. Ms. Johnson also spoke about an event being held April 21, 2016, at Faith Lutheran Church at 5:30 p.m. related to energy savings in buildings that are open to the public. Motion by Lofdahl, second by Christensen, to approve sustainable purchasing policy. Motion carried unanimously. 15. APPROVE/DENY PROJECT AWARD FOR 2016 STREET SEAL COATING PROJECT — LETTING NO. 3, PROJECT NO. 16-03 a. Approve/Deny Resolution No. 14550 - Resolution Accepting Bid and Awarding Contract Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the City has bid out street seal coating for several years to seal coat multiple street segments throughout the city. Three bids were received and the low bidder was Pearson Bros Inc. with a bid of $169,887.66 which was approximately 30% lower than the engineer's estimate. The project was included in the City's proposed 2016 infrastructure improvement program. Because the bid was extremely competitive, staff is currently working with the contractor to determine if additional work could potentially be included within this construction contract at the same unit price. Therefore, a project change order may be proposed to the City Council to act on if this opportunity takes shape. Motion by Arndt, second by Lofdahl, to approve project award for 2016 street seal coating project. Motion carried unanimously. 16. REVIEW OF 2016 PAVEMENT MANAGEMENT PROGRAM REPORT John Olson, Public Works Manager, presented before the Council. Mr. Olson provided an overview of the key findings of the 2016 pavement management report and summarized issues related to pavement management. The City currently has 90.6 miles of street inventory with 76 miles being city streets. This does not include other city -owned pavements at public facilities in alleys, trails or parking lots. Mr. Olson explained that rehabilitation of the City's streets would cost well over $100 million. These costs drive the necessity of pavement management. Mr. Olson explained the pavement condition index and how it is used, as well as how pavement condition ratings are used. The City utilizes pavement condition surveys which are used to establish standard decay rates and to help calculate expected changes in average pavement condition index ratings between physical condition surveys. Goodpointe Technology conducts the surveys and maintains the City's pavement management software. The City's current PCI is estimated at 70 on a 100 point 5 CITY COUNCIL MINUTES APRIL 12, 2016 scale. To maintain an average PCI of between 65-75, the pavement management report indicates the need to invest around $2.2 million per year in the pavement network. Mr. Olson explained that the survey shows that there was an increase in adequately rated streets and a drop in marginal/poor rated and good/excellent rated streets. The summary of the report indicated that pavement management goals should include protecting investment in pavements, maintaining a PCI of 65-75, adjusting the GO bond limit to $1.9 million and keeping close tabs on pavement conditions. 17. REVIEW OF HUTCHINSON SCHOOL DISTRICT NO. 423 SAFE ROUTES TO SCHOOL PLAN Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that a school district task force led this project plan along with the Mid -Minnesota Development Commission. The plan is a document that is now required to acquire federal aid dollars for enhancements. City staff worked with school district staff in creating the plan as well. The plan includes several references to the City's functions and potential participation in future activities/initiatives. 18. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR APRIL 26, 2016, AT 4:15 P.M. TO REVIEW DEBT MANAGEMENT PLAN Motion by Lofdahl, second by Christensen, to set Council workshop for April 26, 2016, at 4:15 p.m. to review debt management 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) 19. MINUTES FROM COMMITTEES, BOARDS OR COMMISSIONS a) Library Board Minutes from February 22, 2016 b) Resource Allocation Committee Meeting Minutes from February 3, 2016 (c) Liquor Hutch Quarterly Report for January — March 2016 MISCELLANEOUS 20. STAFF UPDATES Kent Exner — Mr. Exner that that an open house will be held on May 9, 2016, to review the Dakota Master Plan. The open house will begin at 5:30 p.m. and will be held at the Depot. The Dakota Master Plan may then be considered at the county board meeting on May 17, 2016, at 9:00 a.m. being held in Lester Prairie. Also, a county trails plan public hearing has been set for Tuesday, May 3, 2016, at 9:30 a.m. at the county board meeting being held at the Glencoe City Center. Matt Jaunich — Mr. Jaunich noted that a field representative from Senator Al Franken's office is coming to Hutchinson tomorrow at 10:00 a.m. in order for City officials to provide economic information to him as well as provide him a short tour of the community. Mr. Jaunich also mentioned that council members should inform him if they have interest in attending the League of Minnesota Cities Annual Conference being held June 14-17, 2016, in St. Paul. Mr. Jaunich reminded the Council of the Board of Review/Equalization hearing that is set for April 20, 2016, at 5:30 p.m. at the City Center. Mr. Jaunich noted that the Facilities Manager starts tomorrow. He also noted that he has received several calls regarding the parking lot area behind Cash Wise and the mall near the car wash. He reminded residents that that property is privately owned and not City property. This parking lot area is in poor condition and many have contacted Jaunich about it. 21. COUNCIL/MAYOR UPDATE I CITY COUNCIL MINUTES APRIL 12, 2016 ADJOURNMENT Motion by Lofdahl, second by Christensen, to adjourn at 8:10 p.m. Motion carried unanimously.