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08-09-2016 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, AUGUST 9, 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 notyet been presented or discussed regarding an agenda item) 1. CALL MEETING TO ORDER — 4:00 P.M. Mayor Gary Forcier called the meeting to order. Members present were Chad Czmowski, Bill Arndt, John Lofdahl and Mary Christensen. Others present were Matt Jaunich, City Administrator, and Marc Sebora, City Attorney. (a) Approve the Council agenda and any agenda additions and/or corrections Motion by Czmowski, second by Arndt, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Hutchinson Evangelical Free Church PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY Council Member Arndt — Arndt recognized that a citizen had thanked him for the underground utility wires — especially with the recent storm. Arndt also thanked and recognized the McLeod County Fairgrounds with the events being held in August — Good Sam's Club, Minnesota Garlic Festival and McLeod County Fair. Council Member Christensen — Christensen noted that an outdoor movie was put on in Library Square last night. The event was sponsored by the Hutchinson Ambassadors and MidCountry Bank donated free popcorn. Christensen also thanked the city workers for picking up all the twigs and branches along boulevards from last week's storm. 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 speakfor more than five minutes should askto 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 July 26, 2016 (b) Joint Meeting With EDA from July 19, 2016 (c) Joint Meeting With County Board from July 21, 2016 Motion by Christensen, second by Lofdahl, to approve the minutes as presented. Arndt commented on the benefits of the meetings held with the County Board and the EDA. 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.) CITY COUNCIL MINUTES AUGUST 9, 2016 7. APPROVAL OF CONSENT AGENDA (a) Consideration for Approval of Resolution No. 14594 — Resolution to Sell at Auction Surplus Property (Office Chairs) (b) Consideration for Approval of CrossPoint Church Event on August 28, 2016 (c) Consideration for Approval of Renewing Food Vendor License for Hutchinson Downtown Association Popcorn Wagon Located in Library Square (d) Consideration for Approval of Change Order No. 1 — Letting No. 4, Project No. 16-04 (Water Tower Reconditioning — Golf Course Road) (e) Consideration for Approval of Resolution No. 14597 — Resolution Revising Resolution No. 14579 - Adopting Findings of Fact & Reasons for Approval of a Site Plan, Preliminary Plat & Final Plat - Highfield Addition for Construction of an Apartment Complex By Kuepers Architects & Builders (f) Consideration for Approval of Resolution No. 14598 - Resolution Revising Resolution No. 14580 - Resolution Adopting Findings of Fact & Reasons for Approval of Hutchinson Downtown Redevelopment Plat No. 3 (g) Claims, Appropriations and Contract Payments Items 7(b) and 7(g) were pulled for separate discussion. Motion by Czmowski, second by Christensen, to approve Consent Agenda with the exception of the items noted above. Motion carried unanimously. 7(b) — Council Member Arndt noted that CrossPoint Church recently held a youth sports camp and it was very well attended. Motion by Arndt, second by Czmowski, to approve Item 7(b). Motion carried unanimously. 7(g) — Council Member Lofdahl that the EDA wrote a $300,000 check for a Challenge Grant for the high school CTE project. Motion by Lofdahl, second by Christensen, to approve 7(g). Motion carried unanimously. PUBLIC HEARINGS (4:30 P.M.) 8. APPROVE/DENY ISSUING LIQUOR LICENSE TO SARA POLLMANN OF ZELLA' S COMPANY Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich noted that Zella's restaurant has had an ownership change. With that, the liquor license will need to be transferred to the new owner, Sara Pollman. The new owners introduced themselves. They noted some minor changes will be made to the restaurant. Motion by Czmowski, second by Arndt, to close public hearing. Motion carried unanimously. 2 CITY COUNCIL MINUTES AUGUST 9, 2016 Motion by Lofdahl, second by Christensen, to approve issuing intoxicating and Sunday liquor license to Sara Pollman. Motion carried unanimously. 9. APPROVE/DENY ORDINANCE NO. 16-762 - AN ORDINANCE ISSUING FRANCHISE TO CARIBOU COFFEE (SECOND READING AND ADOPTION) Marc Sebora, City Attorney, presented before the Council. Mr. Sebora reminded the Council that a public hearing must be held when a franchise is considered. The first reading of this ordinance was approved at the last meeting. The only change to the ordinance is the addition of the $50.00 franchise fee as suggested at the last meeting. Motion by Lofdahl, second by Arndt, to close public hearing. Motion carried unanimously. Motion by Lofdahl, second by Czmowski, to approve Ordinance No. 16-762. Lofdahl noted that a very similar franchise had been granted to Citizens Bank several years ago. Motion carried unanimously. 10. APPROVE/DENY ORDINANCE NO. 16-763 - AN ORDINANCE OPTING -OUT OF THE REQUIREMENTS OF MINNESOTA STATUTES, SECTION 462.3593 (WAIVE FIRST READING, SET SECOND READING AND ADOPTION FOR AUGUST 23, 2016) Dan Jochum, Planning Director, presented before the Council. Mr. Jochum explained that at the last Planning Commission meeting, the Planning Commission discussed the new law the State passed regarding Temporary Family Health Care Dwellings. These dwellings are accessory structures similar to "tiny homes" and are also known as "granny pods". These structures would be allowed as accessory structures on properties unless the City opts out of the law as was outlined in legislation. The Planning Commission felt that there were a lot of unanswered questions regarding the impact these dwellings could have on a neighborhood. Mr. Jochum noted that staff has received no inquiries from the public and has seen no demand for these types of structures. The Planning Commission did vote to recommend to the Council that the City pass an ordinance opting out of the temporary family health care dwelling provisions. Motion by Czmowski, second by Arndt, to close public hearing. Motion carried unanimously. Motion by Lofdahl, second by Christensen, to approve Ordinance No. 16-763 (first reading). Motion carried unanimously. 11. APPROVE/DENY ITEMS FOR DENVER AVENUE SE PROJECT — LETTING NO. 1, PROJECT NO. 17-01 (a) Resolution No. 14595 — Resolution Ordering Improvement and Preparation of Plans & Specifications (b) Resolution No. 14596 — Resolution Approving Plans and Specifications and Ordering Advertisement for Bids John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson explained that this project is scheduled to begin this Fall and completed by next Summer. This project is in strong correlation with the Highfield Apartments project. Bids are anticipated to be opened on September 7, 2016. This project includes extending Denver Avenue from Montreal Street SE to Bradford Street SE. Douglas Allen, Ridgewater College, presented before the Council. Ridgewater College does not intend to hook up to Denver Avenue however they request that the City grant the right for Ridgewater to reserve two curb cuts when they do cut into Denver Avenue. Matt Jaunich, City Administrator, noted that staff has no issues with reserving the right for future use but desire not to cut in at this time due to drainage issues it could create. CITY COUNCIL MINUTES AUGUST 9, 2016 Motion by Czmowski, second by Christensen, to close public hearing. Motion carried unanimously. Motion by Czmowski, second by Christensen, to approve Resolution Nos. 14595 and 14596. 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) UNFINISHED BUSINESS NEW BUSINESS 12. APPROVE/DENY RESOLUTION NO. 14599 — SALE OF THE 2016 GENERAL OBLIGATION IMPROVEMENT BONDS Andy Reid, Finance Director, noted that the only improvement project being bonded for this year is the pavement management program. In addition, the City is bonding for some equipment this year. Mr. Reid introduced Nick Anhut from the City's financial advisor, Ehlers & Associates. Mr. Anhut explained that $2,520,000 for pavement management program and $1,490,000 for equipment needs are being bonded. The pavement management program will have a 15 year debt service and the equipment needs will have a five year debt service. The future debt service payments for this bond issuance will be paid from the debt tax levy dollars and special assessments which meet the guidelines of the City's Debt Management Plan. Mr. Anhut is proposing that the Council consider proposals for and award the sale of the bonds at its September 13, 2016, Council meeting. Motion by Czmowski, second by Lofdahl, to approve Resolution No. 14599. Motion carried unanimously. 13. APPROVE/DENY RESOLUTION NO. 14600 — AMENDING SECTION 13 OF THE EMPLOYEE HANDBOOK -PERSONNEL POLICY Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich noted that staff is suggesting a policy change to the City's employee handbook. The proposed change is to allow new employees to use accrued vacation after being employed by the City for three months. Previously, employees had to wait one year until any vacation could be used. Motion by Czmowski, second by Christensen, to approve Resolution No. 14600. Motion carried unanimously. 14. APPROVE/DENY PUBLIC WORKS EQUIPMENT ACQUISITION — AERIAL BUCKET TRUCK John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that staff has received two quotes for an aerial bucket truck. This transaction is a 2-for-1 transaction for a new aerial boom truck, primarily utilized for Forestry operations in Streets and Parks and also used interdepartmentally for facility maintenance. Funding for the truck will come from within the updated debt management plan. The total cost is $110,068.39. 11 CITY COUNCIL MINUTES AUGUST 9, 2016 Motion by Lofdahl, second by Forcier, to approve purchase of aerial bucket truck. Motion carried unanimously. Mayor Forcier asked if mosquito spraying was conducted within Millers Woods, as he was asked by a resident. Olson noted that spraying is not conducted within Millers Woods. Olson noted that a large extra hatch of mosquitoes was recently recorded and therefore an extra application will be conducted. Three more applications are scheduled. 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.) 15. MINUTES FROM COMMITTEES, BOARDS OR COMMISSIONS a) Library Board Minutes from July 25, 2016 b) City of Hutchinson Weed/Tall Grass Report for June -July 2016 MISCELLANEOUS 16. STAFF UPDATES John Olson — Mr. Olson commented on the branches and twigs that are being picked up by City staff from the recent storm damage. Mr. Olson also noted that utility work on Linden Avenue west of Lynn Road is being conducted and paving/curbing is completed east of Lynn Road. John Paulson — Mr. Paulson spoke of work that some seasonal employees have started in regard to the basin study that was approved. The employees are collecting samples of areas that have sediment issues. Mr. Paulson also spoke of initiatives of organizations that are working on protecting and improving local water bodies. 17. COUNCIL/MAYOR UPDATE Matt Jaunich — Mr. Jaunich reminded the Council of upcoming meetings. The Council will canvass the election results at 9:00 a.m. August 12, 2016, and a budget workshop is set for 4:00 p.m. on August 23, 2016. ADJOURNMENT Motion by Arndt, second by Christensen, to adjourn at 5:10 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator