10-25-2016 CCMHUTCHINSON CITY COUNCIL
MEETING MINUTES
TUESDAY, OCTOBER 25, 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 andpractices, 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, and Mary Christensen. Member absent was John Lofdahl. 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 Council agenda as presented. Motion
carried unanimously.
2. INVOCATION — Bethlehem United Methodist
3. PLEDGE OF ALLEGIANCE
4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY
(a) Approve/Deny Accepting $40,000 from City of Hutchinson Local Rotary Group and
Proceeding with Installation of Play Structure at Rotary Park
Jim Wendling, Hutchinson Rotary, presented before the Council. Mr. Wendling explained
that the local rotary group has sponsored Rotary Park since the 1990s. Playground
equipment was installed in 1993 and other amenities have been put in place over the years
which include a shelter, sand volleyball court, walking path, and a ballfield. In addition,
Heart of Hutch installed a fitness park within Rotary Park. Mr. Wendling explained that
for the last five years Hutchinson Rotary has been fundraising for new playground
equipment. The Rotary Group is ready to purchase the equipment and is donating
$40,000 to the City of Hutchinson for the purchase. The Rotary group's intention is to
give at least $5000 to the City for four more years to pay for the entire cost of this new
playground project which totals $59,888. The difference of the $19,888 will come from
the Public Sites fund with Rotary's yearly donation going back into that account. The
Parks Department will be removing the existing unit in November with an intended
community build project of the new play structure in early May 2017.
Motion by Arndt, second by Christensen, to approve accepting $40,000 from City of
Hutchinson Local Rotary Group and proceeding with installation of play structure at
Rotary Park. Motion carried unanimously.
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 S 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
CITY COUNCIL MINUTES OCTOBER 25, 2016
(a) Regular Meeting of October 11, 2016
Motion by Christensen, second by Arndt, to approve 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 Resolution No. 14627 — Resolution for Certification of
Special Assessments From the City of Hutchinson to McLeod County Auditor
(b) Consideration for Approval of Resolution No. 14628 — Resolution Amending the
Established Income Guidelines & Asset Limitations for Senior and Disabled Citizens,
Active Duty Military Reserves or National Guard Deferred Assessments and/or Seniors
Reduced Refuse Rate
(c) Consideration of a Conditional Use Permit for the Operation of an Assisted Living Facility
in an R-2 Zoning District Located at 225 Shady Ridge Road NW with Favorable Planning
Commission Recommendation (Adopt Resolution No. 14630)
(d) Consideration of a Conditional Use Permit for Construction of a Drive Through
Automatic Teller Machine (ATM) in a C-4 Zoning District Located at 1060 Highway 15
South with Favorable Planning Commission Recommendation (Adopt Resolution No.
14631)
(e) Claims, Appropriations and Contract Payments — Check Register A
Motion by Czmowski, second by Christensen, to approve Consent Agenda L Motion
carried unanimously.
8. APPROVAL OF CONSENT AGENDA II
(a) Claims, Appropriations and Contract Payments — Check Register B
Motion by Czmowski, second by Arndt, with Forcier abstaining, to approve Consent
Agenda IL 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
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CITY COUNCIL MINUTES OCTOBER 25, 2016
NEW BUSINESS
9. APPROVE/DENY PROCUREMENT CARD POLICY
Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that the
environment of company purchasing has migrated to an overwhelming amount of credit card
purchases. More and more vendors require online purchases be paid with a credit card and/or
lower costs are found online or some purchases can only be found online. Staff is
recommending that department procurement cards be distributed. The finance department has
maintained one "City" credit card since 2012 for all departments to use in those instances
where a check disbursement is not possible. The card's usage has increased substantially in
the past year. Wells Fargo has recommended that procurement cards offer more controls and
benefits than standard credit cards. Mr. Reid reviewed the advantages of procurement cards
which include cardholders having online access to review and approve purchases; monthly
purchasing card billing statement is paid electronically from the City's Wells Fargo bank
account; the online feature allows for a direct upload to the City's accounting software with
vendor names, expense accounts and descriptions of purchase information being automatically
populated; vendor purchases will be reflected in the City's accounting system as paid to the
actual vendor; the City can place restrictions on the purchasing cards to prevent unauthorized
purchases; the finance department has administrative access to the online program and can
change restrictions and credit limits as needed; Wells Fargo will dedicate a representative to
the City for assistance with all issues related to the purchasing card program and the City will
receive cash -back rewards if procurement card purchases reach an annual threshold. Staff has
established proposed departmental cards along with monthly limits which range from $5000 to
$10,000.
Motion by Czmowski, second by Christensen, to approve procurement card policy. Motion
carried unanimously.
10. APPROVE/DENY ITEMS FOR SUBMISSION OF AN APPLICATION TO THE
MINNESOTA DEPARTMENT OF EMPLOYMENT AND ECONOMIC DEVELOPMENT
CONTAMINATION CLEANUP GRANT PROGRAM
(a) Resolution No. 14629 — Resolution Approving Submission of an Application to the
Minnesota Department of Employment and Economic Development Contamination
Cleanup Grant Program
(b) Resolution No. 14632 — Resolution Committing to Provide the Required 25% Local
Match For a Contamination Cleanup Grant and Authorizing Contract Signature
Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt explained that
the resolutions before the Council are required for a grant application Mr. Seppelt is
submitting a grant application for the hotel project that is proposed on the northeast
corner of Hwy 7/Hwy 15. The proposed grant would cover up to 75% of the costs of the
environmental investigation and cleanup of the site. This site was once a gas station, so
much environmental and soil corrections will be necessary.
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CITY COUNCIL MINUTES OCTOBER 25, 2016
Motion by Czmowski, second by Arndt, to approve Resolution Nos. 14629 and 14632.
Motion carried unanimously.
11. APPROVE/DENY AWARDING BID FOR HUTCHINSON ENTERPRISE CENTER
Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that
bids were opened yesterday and the low bid came in approximately 20% higher than the
project estimate. Because of this, the EDA Board is requesting that the Council table this
item to November 22, 2016, to allow time for the EDA Board to review the project needs.
Motion by Arndt, second by Czmowski, to table this item to November 22, 2016. Motion
carried unanimously.
12. APPROVE/DENY SETTING COUNCIL BUDGET WORKSHOP FOR NOVEMBER 7,
2016, AT 4:00 P.M.
Mr. Jaunich noted that a budget workshop should be held to review the enterprise fund budgets.
Motion by Czmowski, second by Christensen, to set budget workshop for November 7, 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.)
13. MINUTES FROM COMMITTEES, BOARDS OR COMMISSIONS
(a) City of Hutchinson Financial Report and Investment Report for September 2016
(b) Bicycle -Pedestrian Advisory Committee Minutes from April, May and July 2016
c) Hutchinson Housing & Redevelopment Authority Board Minutes from September 20, 2016
d) Library Board Minutes from September 26, 2016
e) Planning, Zoning, Building Department Third Quarter Report
f) Planning Commission Minutes from July 19 and September 20, 2016
(g) City of Hutchinson Weed Report for September 2016
MISCELLANEOUS
14. STAFF UPDATES
Matt Jaunich — Mr. Jaunich noted that on November 10, 2016, at the Science Museum, the City
will be receiving its Clean Energy Community Award. Mr. Jaunich asked that if any council
members are interested in attending they should let him know.
15. COUNCIL/MAYOR UPDATE
ADJOURNMENT
Motion by Arndt, second by Christensen, to adjourn at 6:10 p.m. Motion carried
unanimously.
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