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05-10-2016 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MAY 10, 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 Matt Jaunich, City Administrator, requested that Item 7(e) be removed from the agenda. Motion by Lofdahl, second by Christensen, to remove Item 7(e) from Consent Agenda I. Motion carried unanimously. Motion by Lofdahl, second by Arndt, to approve the agenda with the revision noted. Motion carried unanimously. 2. INVOCATION — Christ the King Lutheran Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY Bill Arndt — Council Member Arndt spoke of the beauty throughout the community. He noted he is honored to serve the City as an elected official. John Lofdahl — Council Member Lofdahl recognized Common Cup and the important service they provide to the community. 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 Jessica Zabrowski, 19895 210th Street, presented before the Council. Ms. Zabrowski explained that she has been working on bringing a children's museum to the City. The group Ms. Zabrowski has formed has located a temporary location in the Hutchinson Mall to start up the museum. Ms. Zabrowski provided information on the inception of this new feature to the community. 6. APPROVAL OF MINUTES (a) Regular Meeting of April 26, 2016 (b) Council Workshop of April 26, 2016 (c) Board of Appeal and Equalization of April 20, 2016 Motion by Christensen, second by Lofdahl, to approve the minutes as presented. Motion carried unanimously. CITY COUNCIL MINUTES MAY 10, 2016 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 Letter of Support for McLeod County Historic Partnership Community Outreach Director Position (b) Consideration for Approval of Resolution No. 14555 — Resolution Authorizing Hutchinson Police Department to Sell at Auction Unclaimed Property (c) Consideration for Approval of Resolution No. 14556 — Resolution Authorizing Hutchinson Police Department to Donate Found Property (d) Consideration for Approval of Resolution No. 14557 - Resolution for Hutchinson Police Department Special Response Team to Donate Equipment to Somali Police Force (f) Consideration for Approval Resolution No. 14561 — Resolution Calling for a Public Hearing on the Proposed Adoption of Modification to the Development Program for Development District No. 4 and the Proposed Establishment of Tax Increment Financing District No. 4-17 (g) Consideration for Approval of Issuing Transient Merchant License to Virginia Daniel of TNT Fireworks in Walmart Parking Lot from June 22 — July 5, 2016 (h) Consideration for Approval of Renewing Food Vendor License for Rafael Jimenez (i) Consideration for Approval of Issuing Short -Term 3.2 Malt Liquor License to Knights of Columbus St. Christopher Council on June 17 & 18, 2016, at McLeod County Fairgrounds 0) Consideration for Approval of Improvement Project Change Orders and Supplemental Agreements i. Letting No. 1/Project No. 16-01 — Pavement Management Program — Change Order No. 2 ii. Letting No. 3/Project No. 16-03 — Street Seal Coating — Change Order No. 1 (k) Claims, Appropriations and Contract Payments — Register A Items 7(d) and 7(i) were pulled for separate discussion. Motion by Lofdahl, second by Christensen, to approve Consent Agenda I with the exception of the items noted above. Motion carried unanimously. Item 7(d) had further discussion. Council Member Lofdahl commented on the importance of the donating of equipment from HPD to the Somali Police Force and discussions held at the Regional Radio Board that he serves on. The regional radio board encourages communities to donate equipment to other agencies because of their lack of resources. Motion by Lofdahl, second by Forcier, to approve Item 7(d). Motion carried unanimously. Item 7(i) had further discussion. Council Member Arndt questioned whether or not obtaining a 3.2 malt liquor is still an option for organizations. Staff clarified that non-profit organizations are eligible to apply for either a 3.2 malt liquor license or a temporary liquor license. Motion by Arndt, second by Lofdahl, to approve Item 7(d). Motion carried unanimously. 2 CITY COUNCIL MINUTES MAY 10, 2016 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B Motion by Czmowski, second by Lofdahl, with Forcier abstaining, to approve Consent Agenda II. 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) 9. PRESENTATION OF CITY AIRPORT PROJECT AWARD John Olson, Public Works Manager, presented before the Council. Mr. Olson noted that the Hutchinson Airport was awarded project of the year for intermediate airports in Minnesota at the annual Minnesota Council of Airports conference. The project included rehabilitating the runway, taxiways and apron in a two-month time frame and in a manner that allowed traffic for the agricultural operations season. Mr. Olson publicly introduced and thanked Silas Parmer of Bolton Menk, Inc. and Justin Zylstra of Duininck Inc. who worked so diligently on this project. 10. UPDATE ON RIVERSONG MUSIC FESTIVAL — JOHN RODEBERG John Rodeberg, Riversong Music Festival, presented before the Council. Mr. Rodeberg explained that the first music festival was held in 2009. Mr. Rodeberg mentioned that last year was a tough year for the festival in that the organization lost money. This year the festival is being held July 15 & 16, 2016. Mr. Rodeberg thanked the City for their partnership in the services they provide such as mosquito spraying, security lighting, set up assistance, etc. Mr. Rodeberg also introduced other steering committee members in attendance. Mr. Rodeberg noted that the festival is held at Masonic West River Park along the Luce Line Trail. 16 bands will be performing. 11. REVIEW OF CITY FACILITY ANNUAL ENERGY USE INFORMATION AND ANALYSIS John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson explained that staff provides an annual update to the Council on city-wide energy usage. This data is compiled from 2015 and is relative to specific City departments and ongoing energy conservation efforts. Mr. Paulson provided data that compared 2015 to baselines for wastewater, water, public works, emergency services, parks, building, compost and the Liquor Hutch. The baseline data is primarily using 2006 data. Mr. Paulson noted that the City has seen a savings of over $1 million in energy costs since conservation efforts went into effect. Jamie Johnson, GreenCorps Member, presented before the Council. Ms. Johnson noted that $1,115,791.16 in energy savings has been seen since for the City since 2006. The majority of the savings have been seen at the wastewater department. Ms. Johnson provided an update on the GreenSteps Cities program. Ms. Johnson noted that the City has received Step 3 recognition in the GreenSteps Cities program. This is mainly due to the Complete Streets policy, Sustainable Purchasing policy, Creekside organics and 36 consecutive years as a Tree City USA. Ms. Johnson is working on achieving Step 4 in the program. The areas where metric criteria must be met include buildings and lighting, transportation, land use, environmental management, economic and community development. Ms. Johnson reviewed each of these areas and specific project metrics for the city. UNFINISHED BUSINESS CITY COUNCIL MINUTES MAY 10, 2016 NEW BUSINESS 12. APPROVE/DENY ITEMS FOR CITY OF HUTCHINSON AND MCLEOD COUNTY ROADWAY TURNBACK AGREEMENT (SOUTH GRADE ROAD & ADAMS STREET NE) (a) Resolution No. 14559 — Resolution Revoking Portions of Municipal State Aid Street 104 (Adams Street NE) (b) Resolution No. 14560 — Resolution Establishing Municipal State Aid Street 130 (South Grade Road SW) Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that a cooperative agreement was entered into in 2011 between McLeod County and the City of Hutchinson related to municipal state aid streets. Based on that agreement, City staff requests the approval of revoking a portion of Municipal State Aid Street 104 (Adams Street NE ) and establishing a new segment Municipal State Aid Street 130 (South Grade Road SW). The agreed upon improvements to the South Grade Road bridge and pavement surfacing have been completed. The proposed changes to the City's Municipal State Aid system mileage have been accounted for and will be formalized during next year's system revision implementation period. The McLeod County Board has approved the Resolutions for this turnback agreement. Motion by Lofdahl, second by Christensen, to approve Resolution No. 14559 and 14560. Motion carried unanimously. 13. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR MAY 24, 2016, AT 4:00 P.M. FOR 2017 BUDGET KICK OFF Matt Jaunich, City Administrator, noted that staff will be developing the 2017 budget in June and he would like to kick it off with a workshop with the Council prior to that to address any specific items or projects. Motion by Christensen, second by Lofdahl, to set Council workshop for May 24, 2016, at 4:00 p.m. 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 Public Library Board Minutes from March 28, 2016 b) Snow & Ice Removal Annual Report (2015-2016) MISCELLANEOUS 15. STAFF UPDATES Kent Exner — Mr. Exner noted that Xcel has accepted the City's final report on the solar project and the City should be receiving its final grant payment in the near future. Mr. Exner also provided an update on the Hwy 212 improvements. McLeod County Trail Plan was approved by the McLeod County Board. 11 CITY COUNCIL MINUTES MAY 10, 2016 Dakota Trail Master Plan Open House was held last night with generally very positive feedback. Mr. Exner also provided clarification on miles of trails within the City of Hutchinson. Mr. Exner also noted that he has received feedback from City project contractors on project schedules, project timelines and project delivery. Mr. Exner explained that he is sensitive to property owner's needs, bussing issues and community events and that is why specific timelines are established. John Olson — Mr. Olson noted that mosquito spraying is scheduled to begin the last Wednesday of May. Matt Jaunich — Mr. Jaunich reminded the Council of the bid opening and special meeting on Thursday May 12, 2016, for Building A of the pool project. "So You Want to be a Council Member" session is also being held May 12, 2016, at 5:00 p.m. in the Council Chamber. Mr. Jaunich noted he received notice that the City was rejected as a passport agency because of its close proximity to Glencoe. Filing opens for council member and mayor seats on May 17 and closes May 31. 16. COUNCIL/MAYOR UPDATE Mary Christensen — Council Member Christensen noted she has received inquiries on the City building a dog park. Matt Jaunich noted that staff previously ran numbers on establishing a park and the cost is approximately $60,000. Gary Forcier — Mayor Forcier noted that if any citizens want to get a hold of him, he does not email, but rather takes phone calls or visits at his home or business. ADJOURNMENT Motion by Christensen, second by Arndt, to adjourn at 6:50 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator