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07-25-2017 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, JULY 25, 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 he would like to add an item under 17.5. The City is holding a staff pool party on July 31, 2017, and that should be set as a public meeting in case there is a quorum of Council Members that would like to attend. Motion by Czmowski, second by Christensen, to approve the agenda with the addition noted. Motion carried unanimously. 2. INVOCATION — Oak Heights Covenant Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14742 — Donation of $35,000 from American Legion for Restroom Project at VFW Park and $2,500 from Disabled American Veterans for VFW Park Bathroom Project Mr. Jaunich noted that these donations were given to the City at its last Council meeting and tonight's action is formally accepting those donations. Motion by Lofdahl, second by Cook, to approve Resolution No. 14742. 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 (a) Workshop of July 11, 2017 (b) Regular Meeting of July 11, 2017 Motion by Christensen, second by Lofdahl, to approve 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.) CITY COUNCIL MINUTES JULY 25, 2017 7. APPROVAL OF CONSENT AGENDA I (a) Consideration for Approval of Street Closure for Gasholes Car Club on August 7, 2017 (b) Consideration for Approval of Board Appointments/Reappointments 1. Mary "Eileen" Henry to HRA Board to August 2022 2. Robert Hantge to Planning Commission to March 2022 3. Reappointment of Jo Piehl to Police Commission to May 2020 4. Reappointment of Marsha Anderson to PRCE Board to May 2020 (c) Consideration for Approval of Items for City Alley 436 Improvements Project (Letting No. 13, Project No. 17-13) 1. Resolution No. 14738 — Resolution Declaring Cost to be Assessed and Ordering Preparation of Proposed Assessment 2. Resolution No. 14739 — Resolution for Hearing on Proposed Assessment (d) Consideration for Approval of Items for City Alley 452 Improvements Project (Letting No. 14, Project No. 17-14) 1. Resolution No. 14740 — Resolution Ordering Preparation of Report on Improvement 2. Resolution No. 14741 — Resolution Receiving Report and Calling Hearing on Improvement (e) Consideration for Approval of Resolution No. 14746 —Resolution Calling for a Tax Abatement Hearing on a Proposed Tax Abatement Program and the Granting of a Business Subsidy (f) Consideration for Approval of Out -of -State Travel Request for Tim Gratke and Deb Paulson to Attend Wastewater Microbiology Training in Birnamwood, WI, at the NC Lab Headquarters on August 7 & 8, 2017 (g) Consideration for Approval of Lease Agreement with Laser Dynamics for Hutchinson Enterprise Center (h) Consideration for Approval of Paint the Town Purple Event July 31 — August 5, 2017 (i) Consideration for Approval of Resolution No. 14743 — Resolution Adopting Findings of Fact and Reasons for Approval of Preliminary and Final Plat for LJM Additional and a Conditional Use Permit to Allow a Post -Frame Addition to an Existing Building for a Construction Company at 579 2nd Avenue SE in an I -C Zoning District with Favorable Planning Commission Recommendation 0) Consideration for Approval of Resolution No. 14744 — Resolution Adopting Findings of Fact and Reasons for Denial of Variance Application to Reduce the Rear and Side Setback for an Accessory Structure by Three Feet on the Property Located at 436 Hassan Street SE with Favorable Planning Commission Recommendation (k) Consideration for Approval of Resolution No. 14745 — Resolution Adopting Findings of Fact and Reasons for Approval of Variance Application to Reduce the Corner Side Yard Setback for an Accessory Structure by 13.6 Feet on the Property Located at 605 Lynn Road SW with Favorable Planning Commission Recommendation (1) Consideration for Approval of Aggregate Crushing Services (m) Consideration for Approval of Issuing Short -Term Gambling License to Hutchinson Fire 2 CITY COUNCIL MINUTES JULY 25, 2017 Department Relief Association on September 9, 2017 (n) Consideration for Approval of Issuing Short -Term Gambling License to Minnesota Holstein Fresian Breeder's Association on November 18, 2017 (o) Consideration for Approval of Issuing Temporary Liquor License to St. Anastasia Catholic Church on September 9 & 10, 2017 (p) Claims, Appropriations and Contract Payments — Register A Items 7(a), 7(b), 7(d), and 70) were pulled for separate discussion. Motion by Czmowski, second by Lofdahl, to approve Consent Agenda with the exception of the items noted above. Motion carried unanimously. Item 7(a) had further discussion. Council Member Christensen mentioned that she is a member of the Gasholes Car Club and therefore will be abstaining from voting on this item. Motion by Lofdahl, second by Czmowski, with Christensen abstaining, to approve Item 7(a). Motion carried unanimously. Item 7(b) had further discussion. Council Member Cook noted that he was not familiar with one of the appointees, therefore he asked that, in the future, the mayor provide a memo with the background of his recommendations so that the council members would have more information about them. Mayor Forcier stated he would take that under consideration. Council Member Cook also noted that he had asked Mayor Forcier approximately five weeks ago about his recommendations for the Planning Commission appointment and he was informed that the mayor was considering Robert Hantge. The mayor had also indicated at that time that perhaps Mr. Hantge would only serve for one year and then Christie Hantge would be appointed to fill his spot. Mayor Forcier noted that that was contemplated, but that is not necessarily the plan at this time. The mayor noted that board and commission members are often unable to complete their terms due to work and personal reasons and their terms need to be completed by new appointees. Motion by Lofdahl, second by Forcier, to approve Item 7(b). Roll call vote was taken: Christensen — aye; Lofdahl — aye; Cook — nay; Czmowski — aye; Forcier — aye. Motion carried 4 to 1. Item 7(d) had further discussion. Council Member Cook asked for more information on the proposed alley improvements. Kent Exner, City Engineer, noted that this alleyway is in need of more improvements than expected. This alleyway runs on the east side of the ProAuto property. This alley is located south of 5h Avenue SE between Jefferson Street SE and Adams Street SE. The improvements include construction of grading, storm sewer, concrete curbing, bituminous pavement and appurtenances. The assessments will address surfacing costs. The alley actually runs onto private property and therefore staff is recommending that an easement be obtained from the property owner. Motion by Cook, second by Christensen, to approve Item 7(d). Motion carried unanimously. Item 70) had further discussion. Council Member Cook asked if the property owner was present and wanted to speak. The property owner was not present. Dan Jochum, Planning Director, presented before the Council. Mr. Jochum explained that the Planning Commission voted to deny the variance request as it does not meet the practical difficulties tests. It appears the applicant may be redesigning her garage. Motion by Cook, second by Lofdahl, to approve Item 70). Motion carried unanimously CITY COUNCIL MINUTES JULY 25, 2017 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B Motion by Lofdahl, second by Christensen, with Czmowski 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.) 9. UPDATE/PRESENTATION BY HUTCHINSON CENTER FOR THE ARTS Lisa Bergh, Hutchinson Center for the Arts, presented before the Council. Ms. Bergh provided an annual update for the Center for the Arts. Ms. Bergh noted that the CFA has 12 partner groups and has presented over 100 exhibits, performances, workshops & community events. The Hutchinson Photography Club is very active and led four field trips to locations around the state. Wheel & Cog, the children's museum, opened in July 2016 and has had 3100 visitors come through their doors by early 2017. Historic Hutchinson celebrated Hutchinson's Aeronautical history with a free community event that showcased a B52. Ms. Bergh reviewed the 2017 and 2018 visual arts exhibition series. 2000 people attended an event, exhibit or class at the CFA. Ms. Bergh also reviewed youth education that CFA provides, including eight summer classes, spring & fall after school art club sessions with 120 children served and 10% of participants benefitted from a youth scholarship/sibling discount program. Ms. Bergh also spoke of the group "HYPE 15". They are hosting an "Office Space" movie event and an October ESCAPE room. Ms. Bergh also spoke of the Creative Families Fund which is in partnership with Hutchinson Community Foundation and SWIF. The fund will provide free and reduced ticket/tuition vouchers for children and their families/caregivers to attend arts education and entertainment events hosted by the Art Center and their partner groups. Ms. Bergh also spoke of their aggressive presence through social media and updates to their web sites. Tom Wirt, CFA Board Member, presented before the Council. Mr. Wirt explained that the CFA's regional presence is in large part of Ms. Bergh. Mr. Wirt also noted that additional funding is being sought and thanked Ms. Bergh for all of her work. Council Member Cook noted that the City is a member of the CFA and has been financially supporting the CFA for the last six years. It was two three-year commitments and therefore the City needs to consider a renewal of their financial commitment. Council Member Cook asked that the consideration of renewal be placed on the next agenda. The commitment had previously been $15,000 annually as well as additional funds for specific projects. Council Member Cook suggested that perhaps the financial contribution could be increased. 10. PRESENTATION OF CITY OF HUTCHINSON FIVE-YEAR CAPITAL IMPROVEMENT PLAN ACCORDING TO CITY CHARTER SECTION 7.05 Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich noted that this is the official delivery of the City's five-year capital improvement plan as required by the City Charter. A workshop is intended to be held on this topic on August 22, 2017, and will be discussed in more detail. Major road projects include 2018 - Century Avenue SE (Hwy 15 to Jefferson), South Grade Road (School Road to Hwy 15), 2nd Avenue Bridge, Pond project in south central drainage area; 2019 - 5d' Avenue SW (Lynn Road to Ontario); 2020 - Main Street; 2021 - Dale Street. 11 CITY COUNCIL MINUTES JULY 25, 2017 If the Council would like additional projects to be considered, they should forward any suggestions to staff. Council Member Cook asked about energy-efficient projects that can be included. 11. DISCUSSION OF INVOCATION Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that in early June the Council had an informal discussion about the invocation that is included on the Council's agenda. At the end of that discussion, the Council had asked that this item be placed on a future agenda for a formal discussion. Council Member Lofdahl expressed that he would like time opened up for non-Christians to speak during the invocation period. He asked that the ministerial association open up two or three dates throughout the year for non-Christians to present the invocation. He wants all to feel welcome to provide the invocation and challenged the ministerial association to reach out to others. Council Member Cook reminded everyone that the intention of the invocation is to be directed to the Council. Other council members would like those giving invocations to have ties to the community. Council Member Cook provided a model statement of values that the League of Minnesota Cities had drafted. He suggested to the Council Members that they review that prior to council meetings to remind themselves of the values expected of council members. Mayor Forcier suggested that if someone is not present for the invocation, that perhaps a moment of silence can be held instead. 12. DISCUSSION OF TAX -FORFEITED PROPERTIES AVAILABLE IN HUTCHINSON Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that the McLeod County Auditor -Treasurer has contacted him about tax -forfeited land available in Hutchinson. The land is classified as non -conservation land, therefore the City can obtain this land one of two ways: 1) Pay the appraised value of the land and receive full, clear title to the land with no restrictions on the use of the land; 2) Receive the land for free for certain specified uses with an agreement that the lands may be used for a specified public use for a certain amount of time. Cities may obtain land for free for the following public purposes: a road or right-of-way for a road; a park that is both available to and accessible by the public; trails for walking, biking, snowmobiling or other recreational purposes; transit facilities for a variety of public transit purposes; public beaches or boat launches; public parking; civic recreation or conference facilities; public service facilities. Mr. Jaunich noted that the HRA may be interested in some of the properties and they will be considering them at their board meeting in August. Discussion was held about the benefits of the HRA considering purchasing some of the properties. The consensus of the Council was to see what the HRA determines. UNFINISHED BUSINESS 13. APPROVE/DENY PARTNERING ON MAINTENANCE EFFORTS RELATING TO THE LUCE LINE TRAIL Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich noted that at the last Council meeting a conversation was held about giving staff authorization to discuss options with the County on how the City can partner with the County in providing maintenance efforts to the Luce Line Trail for purposes of horse use. It was discussed at that time about potentially using City equipment to assist the County in its mowing efforts. The County's plan is to improve the horse trail from Hutchinson to Winsted and it is estimated that the work will take 40-60 hours. The plan would be to use a tracked skid steer loader with a brush cat mower. Both the City and the County own a track skid steer loader. One of the skid steer loaders does have after -market tracks that can be used in lieu of wheels, but it's not CITY COUNCIL MINUTES JULY 25, 2017 a true track machine. While the County would use their skid steer, the plan would be to use a brush cat mower (which the City owns). If the Council desires to provide a brush cat mower, staff is recommending that the City rent one to do this kind of work so the City doesn't put so many hours and incur maintenance costs for the one it already owns. Costs for renting a brush cat mower to mount on a tracked ski steer loader is $450/week. The County has estimated a minimum of two weeks of rental time. Staff is noting that it may be necessary to utilize a tracked skid steer with a forestry cutter. The equipment would need to be rented since the tracked ski steer loader with forestry cutter has additional operator safety features that aren't typically included with other tracked skid steer loaders, primarily a heavier plexi -glass cab door. Costs for that type of machine are $2400/weekly. Staff is recommending to rent the brush cat mower if the Council chooses to join in this partnership. Motion by Lofdahl, second by Christensen, to approve partnering on maintenance efforts relating to the Luce Line Trail including up to $2000 for rental of a brush cat mower. These funds could come out of the Council's budget. Council Member Cook noted he is looking at other options available for service work or fundraising efforts for ongoing maintenance. Motion carried unanimously. NEW BUSINESS 14. APPROVE/DENY CONSTRUCTION AND INSTALLATION OF SRT EQUIPMENT BOX Dan Hatten, Police Chief, presented before the Council. Chief Hatten explained that staff is requesting authorization for the construction and installation of the equipment box onto the 2017 Ram 5500 truck that the Council approved the purchase of earlier this year. The chassis will be sent to LDV who will complete the build by installing the equipment box on the chassis along with the emergency equipment. This equipment box will be custom built to the police department's specifications for the storage of SRT equipment, including the ability to transport additional personnel. The purchase price of the equipment box is $122,563.00. The purchase price of the Ram 5500 truck is $36,360.92 for a total purchase price for the completed vehicle being $158,923.92. Motion by Czmowski, second by Lofdahl, to approve construction and installation of SRT equipment box. Motion carried unanimously. 15. APPROVE/DENY RESOLUTION NO. 14737 — RESOLUTION ACCEPTING BID AND AWARDING CONTRACT (SCHOOL ROAD & ROBERTS ROAD TRAIL IMPROVEMENTS — LETTING NO. 3, PROJECT NO. 17-03) Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the City received three bids for the School Road/Roberts Road trail improvements. The apparent low bidder is Knife River Corporation with a bid of $197,548.75. The project's total cost and associated funding contributions are accounted for within the City's proposed 2017 Infrastructure Improvement Program. The trail will run on the west side of School Road from Roberts Road to the bridge and the north side of Roberts Road from the Roberts Park entrance to School Road. No assessment hearing is required. Motion by Cook, second by Christensen, to approve Resolution No. 14737. Motion carried unanimously. 16. APPROVE/DENY ITEMS FOR CITY PARKING LOT I IMPROVEMENT PROJECT LETTING NO. 12, PROJECT NO. 17-12) a) Award Grading & Utility Construction Work to Juul Contracting, Co. b) Change Order No. 5 (Pavement Management Program) Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that with MidCountry Bank's drive-thru facility development project, City staff has solicited quotes for the grading/utility work for improvements to City Parking Lot L The paving work is being done within the City's current pavement management program. A project change order 6 CITY COUNCIL MINUTES JULY 25, 2017 within Letting No.l/Project No. 16-01 has been prepared to administer the bituminous paving work. This approach is being used to allow for a proactive reaction to the fairly unknown construction timeframe associated with MidCountry's work. The work items are a natural separation due to the required coordination with the proposed development. This change order addresses the additional paving work on Parking Lot L The grading/utility quotation from Juul Contacting Co. is $73,182.50. Motion by Cook, second by Forcier, to approve items for City Parking Lot I improvement project. Motion carried unanimously. 17. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR AUGUST 9, 2017, AT 3:30 P.M. TO TOUR CREEKSIDE COMPOST FACILITY Matt Jaunich, City Administrator, noted that it has been discussed briefly in the past about the Council having a tour of Creekside and view various capital needs that will be coming up in the next couple of years. Motion by Lofdahl, second by Cook, to approve setting Council workshop for August 9, 2017, at 3:30 p.m. to tour Creekside Compost Facility. Motion carried unanimously. 17.5 SETTING SPECIAL MEETING/WORKSHOP FOR FORMAL GATHERING FOR POOL PARTY ON JULY 31, 2017 Although no City business will be discussed, Mr. Jaunich is asking that the staff pool party be set as a special meeting for a formal gathering. Motion by Christensen, second by Cook, to set special meeting for formal Council gathering for July 31, 2017, at 7:00 p.m. at the aquatic center. 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.) 18. MINUTES FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Tall Grass/Noxious Weed Monthly Report for June 2017 (b) Hutchinson Housing & Redevelopment Authority Board Minutes from June 20, 2017 (c) City of Hutchinson Financial Report and Investment Report for June 2017 (d) Planning, Zoning, Building Department Quarterly Report MISCELLANEOUS 19. STAFF UPDATES Kent Exner — School Road/Roberts Road project — Roberts Road West will be reclaimed this Saturday instead of next week; paving on School Road will begin August 4th instead of this Friday. High School project is going well, but has all site work yet to complete and isn't scheduled until next summer. Hwy 15/1\4ain Street — August 24th will be the first public meeting related to the reconstruction project. This will be a general meeting to cover what is going to be done and general time schedules. EDA Enterprise Center framework is up and sheeting is starting to go up. Matt Jaunich — 430 Water Street has been taken down as court-ordered; CGMC annual conference next week; HTI building has been purchased by a new company, UPONOR, and staff is working through issues on the lot split that was approved four years ago; UPONOR has invited Council and staff to visit their headquarters and provide a tour of their facility — August 21st at 10:00 a.m. has been scheduled — Mr. Jaunich applauded the EDA and Miles Seppelt, the executive director, on being so instrumental on closing the deal with UPONOR. 7 CITY COUNCIL MINUTES JULY 25, 2017 20. COUNCIL/MAYOR UPDATE Mary Christensen — Council Member Christensen asked about the Library Square fountain not functioning. Mr. Jaunich noted that there was an electrical shortage and is getting fixed. Gary Forcier — Mayor Forcier noted that Dave Skoog had contacted him and requested to place an anchor in Veterans Park to represent the Navy. Skoog has spoken to Dolf Moon about initial placement in the park. The Council stressed that Mr. Skoog work with parks staff on design layout and placement. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 7:35 p.m. Motion carried unanimously.