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01-10-2017 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, JANUARY 10, 2017 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, Steve Cook, Mary Christensen and John Lofdahl. Others present were Matt Jaunich, City Administrator, Kent Exner, City Engineer and Jody Winters, Assistant City Attorney. (a) Approve the Council agenda and any agenda additions and/or corrections Matt Jaunich noted four Resolutions need to be added to the agenda for consideration. Two are related to agenda item number 11 and the other two are related to the Roberts Road/School Road project. These are Resolution Nos. 14678 and 14679 which will be considered as item number 11.5 and Resolution Nos. 14680 and 14681 coincide with item number 11. Motion by Cook, second by Czmoswki, to approve the agenda with the Resolutions noted above added. Motion carried unanimously. 2. INVOCATION — Bethlehem United Methodist 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14677 — Resolution Accepting Cash Donation from the William Main Estate to Hutchinson Fire Department (b) Proclamation — "One Book, One Community" Mary Henke, Heart of Hutch, presented before the Council. Ms. Henke noted that this is the fourth year of "One Book, One Community". Ms. Henke spoke about the book that was selected, Under the Flaming Sky. Ms. Henke noted that three events are being held throughout the year pertaining to the book, which include a book discussion at the museum, a presentation at the fire station on the difference of fires from the past and the current which also includes a talk from a wild fire prevention specialist and lastly a speaker from the Hinckley Fire Museum. Motion by Lofdahl, second by Christensen, to approve Resolution No. 14677. Motion carried unanimously. Steve Cook recognized the service of retired county commissioner, Sheldon Nies. 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 JANUARY 10, 2017 (a) Regular Meeting of December 27, 2016 (b) Workshop Meeting of December 27, 2016 Motion by Czmowski, second by Lofdahl, 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. 14676 - Resolution In Support of Appleton Prison (b) Consideration for Approval of Letter of Support for McLeod County Historic Preservation Director Position (c) Consideration for Approval of Senior Advisory Board Appointments/Reappointments 1. Reappoint Curt Dahl to January 2020 2. Reappoint Darlene Kenning to January 2020 3. Appoint Jeanette Meyer to January 2020 (d) Consideration for Approval of Issuing Short -Term Gambling License to 3M Club on April 1, May 2, and September 23, 2017 (e) Consideration for Approval of Issuing Short -Term Gambling License to Minnesota Deer Hunters' Association on April 1, 2017 (f) Consideration for Approval of Issuing Short -Term Gambling License to Hutchinson Rotary Foundation on April 21, 2017 (g) Consideration for Approval of Issuing Caterer's Permit to Busties Inc. at Hutchinson Event Center on March 11, 2017 (h) Claims, Appropriations and Contract Payments — Check Register A Items 7(a) and 7(b) were pulled for separate discussion. Motion by Christensen, second by Lofdahl, to approve Consent Agenda I with the exception of the items noted above. Motion carried unanimously. Item 7(a) had further discussion. Council Member Lofdahl commented that the governor most likely will veto this matter in the legislature due to the costs to rehab the prison. The intent is to have the prison run by the State of Minnesota and it has been a contentious issue. Motion by Cook, second by Czmowski, to approve Item 7(a). Motion carried unanimously. 2 CITY COUNCIL MINUTES JANUARY 10, 2017 Item 7(b) had further discussion. Council Member Lofdahl noted he will be abstaining from this item due to him serving on the McLeod County Historical Society board. This is a request from the historical society that gets forwarded to the county board asking for their financial support of the position. Motion by Cook, second by Christensen, with Lofdahl abstaining, to approve Item 7(b). Motion carried unanimously. 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Check Register B Motion by Lofdahl, second by Cook, 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 9. APPROVE/DENY ORDINANCE NO. 16-767 — AN ORDINANCE AMENDING SECTION 154.115 REGARDING DEVELOPMENT STANDARDS WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (SECOND READING AND ADOPTION) Dan Jochum, Planning Director, presented before the Council. Mr. Jochum noted that the Planning Commission has recommended approval of this ordinance and it has been reviewed and discussed with the city arborist. It has been noted that perhaps the City is planting trees too densely in some areas and therefore it is being proposed to cut the tree planting rate as well as reducing the minimum size of planted trees from two inches to 1.5 inches caliper for deciduous trees and six feet in height for coniferous trees. Council Member Cook raised some concerns with the change in the tree planting rate from one tree per 800 square feet of landscaping area to one tree per 1750 square feet of area not hard -surfaced. Council Member Cook suggested language that could provide more flexibility and other alternatives. Kent Exner, City Engineer, noted that the city arborist feels that these revisions allow for better maturation of trees. Mr. Exner also expressed that in commercial development plans many developers don't want any trees at all. Discussion was held pertaining to green space. The arborist has also noted that the tree canopy would increase with the one tree per 1750 square feet of area. Mr. Exner feels that this is more of a commercial development issue as opposed to a tree issue. Mr. Cook suggested that the starting point is the ordinance as written, but then if trees are removed at the developer's request, the developer would have to pay a fee in to the City. Dan Jochum suggested that language could be incorporated into the ordinance adding a percentage of green space per lot as well as impervious surface that would be required to be mitigated. Mr. Jochum stated that a revised ordinance can be CITY COUNCIL MINUTES JANUARY 10, 2017 presented to the Planning Commission for their review and consideration. Motion by Czmowski, second by Christensen, to table this item. Motion carried unanimously. 10. APPROVE/DENY ORDINANCE NO. 16-768 — AN ORDINANCE VACATING DRAINAGE AND UTILITY EASEMENTS LOCATED IN ISLAND VIEW HEIGHTS SIXTH ADDITON WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (SECOND READING AND ADOPTION) Dan Jochum, Planning Director, presented before the Council. Mr. Jochum explained that the applicant had platted two lots into one and therefore has to vacate the easements between the two lots. Motion by Czmowski, second by Lofdahl, to approve second reading and adoption of Ordinance No. 16-768. Motion carried unanimously. NEW BUSINESS 11. APPROVE/DENY TRANSPORTATION ALTERNATIVES PROGRAM (TAP) FUND APPLICATION — TRUNK HWY 7/22 AND MONTANA STREET TRAIL CROSSING Kent Exner, City Engineer, presented before the Council. Mr. Exner distributed the grant application for the Trunk Hwy 7/22 and Montana Street trail crossing project. The application is for funding in 2021. Mr. Exner reviewed portions of the full application form. The application must be submitted by January 13, 2017. The application request includes installation of a HAWK signal system that would stop traffic on Hwy 7 for pedestrians in the crossing. Design features will be finalized by staff. Construction cost for the project is estimated at $160,000 in 2016 with an inflated estimate of $175,000 in 2021. City project engineering and administration has an estimated 2021 price of $36,750. The grant is an 80/20 split and therefore the City will be applying for $140,000 with the City contributing $35,000. Mr. Exner requested that the Council approve Resolution Nos. 14680 and 14681 as they related to this project: Resolution No. 14680 — Resolution of Sponsorship for the Transportation Alternatives Program Application for the State TH 7/22 & Montana Street Pedestrian Crossing and Resolution No. 14681 — Resolution Agreeing to Maintain the TH 7/22 & Montana Street Pedestrian Crossing Facility. Motion by Czmowski, second by Christensen, to approve transportation alternatives program fund application and Resolution Nos. 14680 and 14681. Motion carried unanimously. 11.5 APPROVE/DENY RESOLUTION NOS. 14678 14679 Resolution No. 14678 — Resolution Relating to Parking Restrictions S.P. 133-116-003 From Station 33+30 to Station 47+95 (Roberts Road SW) in the City of Hutchinson, Minnesota Resolution No. 14678 — Resolution Relating to Parking Restrictions S.P. 133-117-014 From Station 3+83 to Station 29+54 (School Road SW) in the City of Hutchinson, Minnesota 11 CITY COUNCIL MINUTES JANUARY 10, 2017 Kent Exner indicated that these Resolutions are required as part of the School Road/Roberts Road project that was approved at the last Council meeting. Motion by Lofdahl, second by Czmowksi to approve Resolution Nos. 14678 and 14679. Motion carried unanimously. 12. APPROVE/DENY SETTING PUBLIC HEARING FOR HUTCHINSON POLICE DEPARTMENT BODY CAMERA PROGRAM Dan Hatten, Police Chief, presented before the Council. Mr. Hatten noted that officers will begin to be trained on the equipment the beginning of March. Therefore, as part of the adoption of the program, a public hearing must be set to review the program. At the hearing, feedback will be considered to be put into the policy before the training begins. The public hearing will review statutory requirements as well as the police department's responsibility and where the cameras will be used in the field. Motion by Czmowski, second by Christensen, to set January 24, 2017, at 7:00 p.m. as public hearing for Hutchinson Police Department Body Camera Program. 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 Snow Removal and Ice Control Report — November/December 2016 (b) Sidewalk Snow Removal Monthly Report for December 2016 (c) Planning, Zoning, Building Department Quarterly Report MISCELLANEOUS 14. STAFF UPDATES Kent Exner — Mr. Exner spoke of signal lights at Hwy 15/5th Avenue SW which is a topic that comes up frequently. Mr. Exner noted that traffic warrants do not constitute a traffic signal at this intersection and Mn/DOT is very particular on where signal systems are installed. With the reconstruction of this area in 2020, the turn lane/driving lane configurations will be cleaned up which will improve this area. Matt Jaunich — Mr. Jaunich noted that the county commissioners would like to hold a joint meeting with the Council near the end of February. Mr. Jaunich also noted that City offices will be closed January 16, 2016, and he reminded council members of various meetings coming up. 15. COUNCIL/MAYOR UPDATE John Lofdahl — Council Member Lofdahl mentioned that Legislative Action Day is set for February 1st Gary Forcier — Mayor Forcier thanked residents for cleaning out fire hydrants ADJOURNMENT Motion by Christensen, second by Lofdahl, to adjourn at 7:15 p.m. Motion carried CITY COUNCIL MINUTES JANUARY 10, 2017 unanimously. ATTEST: Gary T. Forcier Matthew Jaunich Mayor City Administrator