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06-27-2017 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, JUNE 27, 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 noted that Item 7(a) can be pulled from the agenda as the project needs to go out for bids. Mr. Jaunich would like to add a follow-up item under 16.5 on the HUC PILOT discussion and appoint members to a PILOT subcommittee. Motion by Czmowski, second by Christensen, to approve the agenda with the revisions noted. Motion carried unanimously. 2. INVOCATION — Faith Lutheran Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY Council Member Lofdahl thanked the community theater for putting on a great play and taking on a tough subject. Council Member Czmowski thanked everyone who helped with the Jaycee Water Carnival. (a) Recognition of City Awards Matt Jaunich, City Administrator, shared with the Council the various awards that the City has received in the past several months and the staff associated with achieving them. These awards will be displayed in the City's case in the City Center lobby. 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 June 13, 2017 (b) Council Workshop of June 13, 2017 Motion by Cook, 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 CITY COUNCIL MINUTES JUNE 27, 2017 a city staff member requests an item to be removed. Traditionally items are not discussed.) 7. APPROVAL OF CONSENT AGENDA I (b) Consideration for Approval of Authorizing Crow River Winery to Dispense Wine at Arts & Crafts Festival (c) Consideration for Approval of Resolution No. 14732 - Traffic Control Devices (Double Stop Sign at Intersection of Edmonton Avenue SE and Montreal Street SE) (d) Consideration for Approval of Change Order No. 1 — Letting No. 2, Project No. 17-02 (School Road & Roberts Road Reconstruction) (e) Appointment of Nikki Willemssen to Hutchinson Housing & Redevelopment Authority Board to August 2020 (Filling Pat Lembcke's Term) (f) Claims, Appropriations and Contract Payments — 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 — Register B Motion by Cook, second by Lofdahl, with Czmowski abstaining, to approve Consent Agenda IL Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. 9. CONSIDERATION OF COMMENTS AND INPUT ON THE STORM WATER POLLUTION PREVENTION PLAN FOR THE CITY OF HUTCHINSON John Paulson, Environmental Manager, presented before the Council. Mr. Paulson explained that pursuant to the requirements of the MPGA, whom administers the National Pollution Discharge Elimination System Phase II permit, the City must have a public meeting and consider comments prior to submitting the Storm Water Pollution Prevention Plan Annual Report for 2016. This regulation applies to all cities that are determined to have and maintain a Municipal Separate Storm Sewer System. Mr. Paulson reviewed requirements of the program including public education and outreach, illicit discharge detection and elimination, construction site stormwater runoff control, post -construction stormwater management, and pollution prevention/good housekeeping. Mr. Paulson also reviewed projects and activities of the program. Mr. Paulson also spoke about pond surveying that is being completed. Motion by Czmowski, second by Christensen, to open public hearing. Motion carried unanimously. No public comments were received. Motion by Czmowski, second by Cook, to close public hearing. Motion carried unanimously. 2 CITY COUNCIL MINUTES JUNE 27, 2017 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 10. APPROVE/DENY ORDINANCE NO. 17-773 — AN ORDINANCE AMENDING CHAPTER 54 STORMWATER MANAGEMENT (SECOND READING AND ADOPTION) John Paulson, Environmental Manager, presented before the Council. Mr. Paulson reminded the Council that this ordinance was reviewed at the last Council meeting. No comments have been received since that time and no changes have been made to the ordinance. Motion by Czmowski, second by Cook, to approve second reading and adoption and summary ordinance of Ordinance No. 17-773. Motion carried unanimously. 11. APPROVE/DENY ORDINANCE NO. 17-774 — AN ORDINANCE AUTHORIZING THE SALE OF MUNICIPALLY -OWNED REAL PROPERTY TO ERIC WANGEN (SECOND READING AND ADOPTION) Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that this item was also discussed at the last Council meeting and is part of the transaction for the development of the hotel project at the intersection of Hwy 7 and Hwy 15. The City is selling land to Eric Wangen in exchange for an easement to build the required retaining wall for the hotel project. Motion by Cook, second by Christensen, to approve second reading and adoption of Ordinance No. 17-774. Motion carried unanimously. 12. APPROVE/DENY SALE OF MUNICIPALLY -OWNED REAL PROPERTY TO MIDCOUNTRY BANK (a) Ordinance No. 17-775 — An Ordinance Authorizing the Sale of Municipally -Owned Land to MidCountry Bank (Second Reading and Adoption) (b) Purchase Agreement with MidCountry Bank Marc Sebora, City Attorney, presented before the Council. Mr. Sebora noted that this item was also discussed at the last Council meeting. MidCountry Bank is proposing to purchase land from the City of Hutchinson for the development of a bank drive-thru. A few years ago, the City had purchased land from MidCountry Bank. This purchase mirrors the purchase from that time and for the same purchase price of $57,000. Motion by Lofdahl, second by Czmowski, to approve second reading and adoption of Ordinance No. 17-775 and purchase agreement with MidCountry Bank. Motion carried unanimously. NEW BUSINESS 13. APPROVE/DENY DEVELOPMENT OF DOG PARK Matt Jaunich, City Administrator and Dolf Moon, PRCE Director, presented before the Council. Mr. Jaunich reminded the Council that a petition had been received by the Council last year for development of a dog park. At that time, the Council indicated that if the dog park supporters were able to raise $10,000 for fencing for a dog park, the Council would consider developing a dog park. The group did in fact raise $10,000 and therefore staff has CITY COUNCIL MINUTES JUNE 27, 2017 been putting together information for such a development. The estimated cost for a dog park project is approximately $41,000. Items for the park include fencing, water service, waste station/signage, two garbage cans and six benches. Two potential locations have been identified from staff. Location 41 is East River Park located at Erie Street and Second Avenue. Location 42 is the west side of Oddfellows Park. Mr. Jaunich reviewed amenities that each location provides. Other locations that have been discussed are the east side of Oddfellows Park as well as AFS Park. Staff is recommending East River Park. Mr. Jaunich also mentioned that he has been informed of a grant opportunity for a dog park project that could bring in $25,000 for a project. Staff intends on applying for the grant, which is due this Friday. Mr. Jaunich also spoke about "rules of the park" that have been discussed amongst staff. Amy Solinger, 525 Harvest Street SW, presented before the Council. Ms. Solinger has spear headed raising the funds for the dog park. Ms. Solinger spoke of other grant opportunities that might be available. Ms. Solinger shared photographs of a dog park she visited in the Coon Rapids area with amenities that she found favorable. Ms. Solinger also suggested a few other potential locations. Council Member Cook noted that with the East River Park location he asked that staff speak with the businesses in the area about on -street parking and making sure that there is ample parking for customers and deliveries. Kent Exner, City Engineer, noted that perhaps dog park user parking could be designated. Staff noted that the dog park area currently designated could be expanded to the east to make it larger and have a small dog/large dog designated area. Motion by Cook, second by Forcier, to approve development of dog park at East River Park including applying for the $25,000 grant. If the grant is not received, staff should come back to Council to designate funding sources. Mayor Forcier requested that staff put together costs on what it would be to expand the park area. Motion carried unanimously. 14. APPROVE/DENY PURCHASE OF TWO DEHUMIDIFYING UNITS FOR BURICH ARENA Mary Haugen, Facilities Manager, presented before the Council. Mr. Haugen explained that the Facilities Committee had originally suggested that the dehumidifying units at the arenas be replaced in 2018. These units were donated to the City by Hutchinson Technology Inc. in the mid-1990s. The units are failing and are no longer serviceable. Therefore, the Facilities Committee and staff are requesting that the replacements be moved up to 2017. Staff is requesting that the units be ordered now to receive them and install them prior to the scheduled Fall ice season. A number of suppliers have been spoken to and staff believes that the best choice will be a Minnesota company, Becker Arena Products of Savage. Many arenas throughout the state have worked with Becker on all types of arena improvements and they are known nationally as providing exceptional value and service. The purchase of the equipment is available through the City's membership in the National Joint Powers Alliance which allows the City to qualify for discounted pricing through this governmental agency. NJPA has pre -qualified and pre-bid this type of equipment and allows municipalities to use this process in lieu of formal bids. The funding source for this project comes from the Facilities/Capital Improvement Fund. The project cost is $81,787.03. Motion by Cook, second by Christensen, to purchase two dehumidifying units for Burich 11 CITY COUNCIL MINUTES JUNE 27, 2017 Arena. Motion carried unanimously. 15. APPROVE/DENY LETTER OF SUPPORT FOR DAKOTA TRAIL MAINTENANCE Matt Jaunich, City Administrator, noted that at the last Council meeting, Council Member Cook had asked the Council to consider submitting a letter of support for maintenance of the Dakota Trail. The proposed letter expresses the city's support with the continued development of the Dakota Rail Trail from the McLeod/Carver County Line to the City of Hutchinson. The letter indicates the City doing maintenance work all the way out to Highway 22 east of town provided that the trail is paved through McLeod County. Motion by Czmowski, second by Cook, to approve letter of support for Dakota Trail Maintenance. Motion carried unanimously. 16. APPROVE/DENY RESOLUTION NO. 14733 - RESOLUTION APPROVING AIRPORT MAINTENANCE GRANT John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that every three years, MnDOT Aeronautics hires a consultant to perform pavement management reviews of airports. During the last pavement management inspection, there were two areas identified at the airport as being in poor condition. The first is a paved area between two older hangars. To address future potential improvement projects, it was determined in the best interest of the airport to pursue a project to address pavement conditions. A couple of different options were reviewed and it was determined that the best thing to do would be to do a chip seal, followed by a fog seal on Taxilane 003. This process is the same as is done on city streets. After receiving price quotes, Bolton -Meek encouraged staff to apply for a state FY2017 grant which was done and awarded. The $11,837 project would be funded 80% with a MnDOT Aeronautics grant at $9407 with the remaining 20% of local funds of $2430.50 coming from budgeted Airport Contractual R&M. Motion by Christensen, second by Lofdahl, to approve Resolution No. 14733. Motion carried unanimously. 16.5 FOLLOW-UP PILOT DISCUSSION AND SUBCOMMITTEE APPOINTMENTS Matt Jaunich noted that as a follow-up from yesterday's workshop with HUC on the PILOT discussion, it was suggested that a subcommittee be formed to discuss reviewing the formula or number for the PILOT (payment in lieu of taxes) transfer from HUC to the City. At one time, the City had suggested perhaps the PILOT be 5% of gross revenue. Mayor Forcier suggested that Chad and Steve be appointed as they served the last time the subcommittee was formed. Motion by Christensen, second by Forcier, to appoint Czmowski and Cook to PILOT subcommittee. Motion carried unanimously. Council Member Cook asked that the Council provide a verbal consensus on a goal that should be set from the City's perspective. Mayor Forcier noted that is a balance between providing the City was it is fair, yet keeping HUC healthy. Council Member Cook noted that PILOT is very common in other cities and 5% is a very average transfer. 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, CITY COUNCIL MINUTES JUNE 27, 2017 policy development and governance process items.) 17. MINUTES FROM COMMITTEES, BOARDS OR COMMISSIONS a) Public Library Board Minutes from April 24, 2017 b) Hutchinson Housing & Redevelopment Authority Board Minutes from May 16, 2017 (c) City of Hutchinson Financial Report and Investment Report for May 2017 Council Member Lofdahl asked for clarification on the local option sales tax report. Matt Jaunich will follow up with the Finance Director. MISCELLANEOUS 18. STAFF UPDATES Kent Exner — School Road/Roberts Road project is moving along well and R&R Excavating was thanked for keeping on schedule; School Road/Roberts Road trail project bids were opened and came in 20% lower than estimated; hotel project access road bids were opened and came in 10% lower than estimated; state transportation improvement plan was approved that includes Century Avenue east of Hwy 15 in 2018; Hwy 15/1\4ain Street project public engagement process will begin the end of August, detailed survey efforts are currently being completed on Hwy 15/Main Street Matt Jaunich — CGMC Annual Conference is being held August 2-4, 2017; city offices closed July 4d'; family fun night at aquatic center on July 30d' 19. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook mentioned that the engineering work for the Dakota Trail improvements will be completed between city and county and are not out-of-pocket costs but rather in-kind costs by staff time. Repaving should not have to be done for 25+ years. Council Member Cook also spoke of work force diversity and migration that most likely will take place with the amount of jobs that will be available in the next few years. John Lofdahl — Council Member Lofdahl noted that at the LMC Annual Conference there was much talk about urban rural divide. Council Member Lofadhl spoke of a movie being put on by the McLeod County Historical Society on July 23rd at the State Theater. Proceeds go to the historical society. Mayor Forcier — Mayor Forcier asked for an update on the City's Facebook pages and also asked Dolf Moon to provide an update on the aquatic center. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 7:30 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator