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05-23-2017 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MAY 23, 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 Mary Christensen, John Lofdahl, Chad Czmowski and Steve Cook. Others present were Matt Jaunich, City Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney. (a) Approve the Council agenda and any agenda additions and/or corrections Matt Jaunich, City Administrator, noted that Item 7(d) will be pulled from the consent agenda. Motion by Czmowski, second by Lofdahl, to approve the agenda with the removal of Item 7(d). Motion carried unanimously. 2. INVOCATION — Due to the absence of a pastor, the invocation was dispensed. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY 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 (a) Regular Meeting of May 9, 2017 Motion by Christensen, second by Lofdahl, to approve the minutes as presented. Motion carried unanimously. CONSENT AGENDA (The items listedfor 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 Resolution No. 14722 — Resolution Adopting Findings of Fact and Reasons for Approval of Site Plan Review and Conditional Use Permit for a Multi -Unit Townhome Development in an R-4 Zoning District Located at 875 Century Avenue SW With Favorable Planning Commission Recommendation CITY COUNCIL MINUTES MAY 23, 2017 (b) Consideration for Approval of Resolution No. 14723 — Resolution Adopting Findings of Fact and Reasons for Approval of Shimpa Addition Preliminary and Final Plat With Favorable Planning Commission Recommendation (c) Consideration for Approval of Resolution No. 14724 — Resolution Adopting Findings of Fact and Reasons for Approval of a Conditional Use Permit To Operate a School at 950 School Road SW in an R-2 Zoning District, McLeod Properties, LLC, Applicant, With Favorable Planning Commission Recommendation (e) Consideration for Approval of Closing Portion of Hassan Street on July 22, 2017, for Saturday Night Cruisers Event (f) Consideration for Approval of Resolution No. 14721 — Resolution Establishing Location for Traffic Control Devices (Road Preservation Test Site) (g) Consideration for Approval of Issuing Parade Permit to VFW Post 906 on May 29, 2017 (h) Consideration for Approval of Issuing Temporary Liquor License to RiverSong Music Festival on July 14 & 15, 2017 (i) Consideration for Approval of Issuing Short Term 3.2 Malt Liquor License to Knights of Columbus St. Christopher Council on June 16 & 17, 2017, at McLeod County Fairgrounds 0) Consideration for Approval of License Agreement with Maplewood Academy (k) Consideration for Approval of Issuing Transient Merchant License to Virginia Daniel of TNT Fireworks from June 19 — July 6, 2017, in Walmart Parking Lot (1) Consideration for Approval of Issuing Short -Term Gambling License to St. Anastasia Catholic Church on September 9 & 10, 2017 (m) Consideration for Approval of Issuing Carnival Permit to Kimberly Pack of J&K Amusements for June 1 — 4, 2017, in Hutchinson Mall Parking Lot (n) Consideration for Approval of Setting Public Hearing for June 13, 2017, to Review Ordinance No. 17-773 — An Ordinance Amending Chapter 54 — Stormwater Management (o) Claims, Appropriations and Contract Payments Items 7(e), 7(f) and 7(n) were pulled for separate discussion. Motion by Czmowski, second by Cook, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(e) had further discussion. Sue Lambertson, Saturday Night Cruisers, presented 2 CITY COUNCIL MINUTES MAY 23, 2017 before the Council. Ms. Lambertson explained that a car cruise is happening on July 22nd that will end at Below Zero and had asked that that block of Hassan Street be blocked off in the afternoon. She invited that all come to view the classic cars. Motion by Cook, second by Czmowski, to approve Item 7(e). Motion carried unanimously. Item 7(f) had further discussion. Council Member Cook asked that these signs not be put on residential property. John Olson, Public Works Manager, noted that these signs will mainly be placed in the industrial areas or in a park, but not on residential properties. In addition, the size of the sign may be reduced. Mr. Olson explained that the signs will state "ROAD PRESERVATION TEST SITE" to be placed in areas selected for testing of soy - based roadway preservation projects. Motion by Cook, second by Christensen, to approve Item 7(f). Motion carried unanimously. Item 7(n) had further discussion. Council Member Lofdahl asked John Paulson, Environmental Manager, for an update on storm water pollution prevention during the construction season. Mr. Paulson explained that things are going well even with as busy as it currently is. Mr. Paulson touched briefly on the proposed changes to the ordinance that will have its first reading at the June 13, 2017, Council meeting. Motion by Lofdahl, second by Cook, to approve Item 7(n). Motion carried unanimously. Council Member Cook asked if the developer of the townhomes was present. A representative from SEH, representing the developer, presented before the Council. The representative provided an update on the number of units being proposed which will include upscale townhomes, nice landscaping, and lots of trees. 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 8. APPROVE/DENY ORDINANCE NO. 17-772 — AN ORDINANCE SUSPENDING ENFORCEMENT OF HUTCHINSON CITY ORDINANCE 92.018 PERTAINING TO HOURS OF CONSTRUCTION DURING THE SCHOOL ROAD/ROBERTS ROAD RECONSTRUCTION PROJECT (LETTING NO. 2, PROJECT NO. 17-02) — SECOND READING AND ADOPTION Kent Exner, City Engineer, explained that this is the second reading of the ordinance that was presented at the last Council meeting. No changes have been made. This ordinance extends the noise hours for the School Road/Roberts Road project from 7:00 am — 10:00 pm on weekends. Motion by Czmowski, second by Christensen, to approve second reading and adoption of Ordinance No. 17-772. Motion carried unanimously. NEW BUSINESS CITY COUNCIL MINUTES MAY 23, 2017 9. APPROVE/DENY AMENDMENTS TO CITY POLICY 3.27 — LEAVE DONATION Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that current City policy allows an employee to receive up to 20 days of donated leave time from other employees due to a catastrophic illness or serious health condition affecting them. Current policy allows the City Administrator to authorize additional donations only in situations where the employee is ill. It is proposed to amend the policy to allow the City Administrator to approve additional donations beyond the 20 days if an employee needs additional leave hours to care for an immediate family member, defined as a spouse or a dependent child, with a catastrophic illness or serious health condition. Motion by Cook, second by Christensen, to approve amendments to City Policy 3.27 — Leave Donation. Motion carried unanimously. 10. APPROVE/DENY PURCHASE OF ROTOCHOPPER GRINDER FOR CREEKSIDE SOILS Andy Kosek, Creekside Manager, presented before the Council. Mr. Kosek explained that the Compost Fund has budgeted to replace the Vermeer horizontal grinder that is currently in use. Bids were received for this piece of equipment with the lowest responsible bidder being Rotochopper with a bid amount of $416,277. The City has received confirmation from McLeod County that the City may retain the residual trade-in value of the current machine. The current machine was purchased by McLeod County in 2002 and it was ultimately turned over to the City immediately for operations, maintenance and repair. Mr. Kosek provided information comparing the current machine to the new proposed machine. The new machine will see higher production rates and higher efficiencies. Funding for this equipment will be financed for five years with Key Equipment Finance with a favorable interest rate of 2.75%. The equipment is able to be hauled to other sites to grind product. Motion by Czmowski, second by Christensen, to approve purchase of Rotochopper grinder for Creekside Soils. Motion carried unanimously. 11. APPROVE/DENY PRESENTATION OF PETITION FOR IMPROVEMENTS TO CITY ALLEY 436 John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that over the years, several homeowners whose properties abut Alley 436 located between Main Street South and Hassan Street SE between 6h Avenue SE and 5h Avenue SE have contacted him about improving the alley. On April 24, 2017, the City received a petition wherein 11 of 24 abutting property owners or 46% signed a petition to make improvements to the alley. Under state statute, initiation of a public improvement can be done with a petition by more than 35% of property owners. The petition needs to be validated and the City Council needs to declare the petition adequate under the statute. Upon validation of the petition, the next steps could begin with ordering preparation of a feasibility report regarding the improvement project's necessity, cost-effectiveness, and feasibility and then scheduling a public hearing to receive the report. Affected property owners would be invited to that hearing. Many years ago, this alley was paved with bituminous pavement. Drainage was addressed by a curb/gutter installed along the east side of the alley. Over the years, the condition of the bituminous pavement has deteriorated and there are areas where the pavement has settled which keeps water from running in the gutter. Some patching has been done but the alley is a candidate for milling the edges and putting down an overlay which would improve drainage and pavement conditions. Motion by Czmowski, second by Christensen, to validate petition for improvements to City Alley 436. Motion carried unanimously. 11 CITY COUNCIL MINUTES MAY 23, 2017 12. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR JUNE 13, 2017, AT 4:00 P.M. TO DISCUSS CITY'S MASTER FACILITY PLANNING PROCESS Matt Jaunich, City Administrator, explained that two months or so ago a meeting was held with the consultant on the City's master facility plan. The consultant would like to meet again with the Council to receive feedback on what has been formulated and to ensure they are continuing in the right direction. Motion by Cook, second by Lofdahl, to approve setting Council workshop for June 13, 2017, at 4:00 p.m. to discuss City's master facility planning process. Motion carried unanimously. Matt Jaunich also asked that the Council set a special meeting for June 3, 2017, at 11:00 a.m. to attend the grand opening of the aquatic center. Motion by Cook, second by Christensen, to set special meeting for June 3, 2017, at 11:00 a.m. for aquatic center grand opening. 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 April 2017 Steve Cook — Council Member Cook asked that an update be provided on sales tax collection. (b) Hutchinson Housing & Redevelopment Authority Board Minutes from April 18, 2017 (c) Planning Commission Minutes from April 18, 2017 MISCELLANEOUS 14. STAFF UPDATES Kent Exner — Mr. Exner explained that staff has been researching and working on the alleyway between Adams Street and Jefferson Street which has been discussed previously at the request of Doreen Smithers. Due to the conditions of the alley, it is being considered to have a more aggressive approach done to improve the alley from 5h Avenue SE to the Cenex gas station. Also, no mosquito control will be conducted tomorrow due to the overnight temperatures. Mr. Exner provided a project update: Denver Avenue moving along, EDA Enterprise Center foundation work progressing School Road/Roberts Road project underway, hotel access roadway bid opening is June 9 , south central drainage improvements funding isn't looking very favorable this year mainly due to the debt service so those improvements most likely will be delayed a year or so. Marc Sebora — Mr. Sebora noted that Jody Winters, local attorney who has served the Council on occasion, has been appointed as a district judge. She will be sworn in on June 9t'. Matt Jaunich — Mr. Jaunich noted that the aquatic center is progressing and a soft opening should take place next week. Also, a joint meeting would like to be scheduled with the EDA near the end of June. Mr. Jaunich is suggesting to hold the joint meeting on a Wednesday over the lunch hour. CITY COUNCIL MINUTES MAY 23, 2017 Mr. Jaunich also mentioned that Hutchinson was selected as a City of Excellence for their partnership on work force initiatives. An award presentation will be held on Wednesday during the LMC Annual Conference. 15. COUNCIL/MAYOR UPDATE Mary Christensen — Council Member Christensen commented on the long grass in yards that have not been mowed as well as the grass clippings that are blown into the street. Mr. Exner commented that typically staff has historically waited until after Memorial Day weekend to notify property owners if they are in violation of the weed ordinance. If the Council would like for that enforcement activity to begin sooner, staff can certainly do that. Steve Cook — Council Member Cook asked about the planning process for Main Street/Hwy 15 improvements. Kent Exner noted that he has been informed that MnDOT is days away from the design engineering contract. A management meeting will be held shortly thereafter and public input will begin this summer. Council Member Cook also followed up from the last Council meeting when he suggested more tree diversification. Matt Jaunich stated he will be holding a meeting on the topic and will be inviting Steve and another Council Member. Council Member Cook asked Mayor Forcier if he had any information on the public housing issue that is being discussed in the legislature. Mayor Forcier noted the item will need to be deferred to the HRA Executive Director. Gary Forcier — Mayor Forcier mentioned the Memorial Day Parade and program following on Monday. He also noted that school is out and reminded everyone to watch for kids that are out and about. ADJOURNMENT Motion by Czmowski, second by Lofdahl, to adjourn at 6:55 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator