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09-12-2017 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, SEPTEMBER 12, 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) CALL MEETING TO ORDER — 5:30 P.M. Mayor Gary Forcier called the meeting to order. Members present were John Lofdahl, Chad Czmowski, Mary Christensen 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 Motion by Czmowski, second by Christensen, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Due to the absence of a pastor, the invocation was dispensed and a moment of silence was observed. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14765 - Acceptance of Cash Donation from Hutchinson Rotary Foundation Matt Jaunich noted that the Hutchinson Rotary Foundation initially provided a $40,000 donation to the City and has committed to donating $5000 annually to the Rotary Park improvements. This Resolution formally accepts the $5000 donation. Motion by Czmowski, second by Cook, to approve Resolution No. 14765. 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 Steve Bruhn, 924 Merrill Street SW, presented before the Council. Mr. Bruhn noted that he would like to talk about the Linden Park ballfield replacement with the ponding system. Mr. Bruhn noted that several years ago he attended a meeting noting that the Linden Park area was one of the lowest in the city. Mr. Bruhn questioned the necessity of the ponding system due to the topography of the land in the area and the fact that several homes do not have gutters on them. Mr. Bruhn feels that other things could be done to stop basement flooding and street flooding rather than building a ponding system. Darlene Westphal, 322 School Road SW, presented before the Council. Ms. Westphal noted that she attended the last Council meeting noting her concerns about the lack of access points on School Road now due to the new road construction. Driveway accesses were removed as part of the new construction and Ms. Westphal no longer has a proper driveway as she used to. She noted that she has trouble getting into and out of her garage due to the lack of access from School Road. Mr. Exner began to explain engineering factors that went into the removal of access points along School Road, however the Council determined that an agenda item would be set at the next Council meeting to discuss this matter. CITY COUNCIL MINUTES SEPTEMBER 12, 2017 6. APPROVAL OF MINUTES (a) Regular Meeting of August 22, 2017 (b) Workshop Meeting of August 22, 2017 Motion by Christensen, second by Czmowski, 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. 14754 — Resolution Establishing Authorization to Execute MnDOT Airport Maintenance and Operation Grant Contract (b) Consideration for Approval of Change Order No. 1 — Letting No. 6, Project No. 17-06 (Hotel Site Access Improvements) (c) Reappoint Marsha Anderson to PRCE Board to August 2020 (d) Consideration for Approval of Authorizing Landy Lodge Bar & Grill to Dispense Liquor at Arts & Crafts Festival (e) Consideration for Approval of Issuing Parade Permit to Hutchinson High School Student Council on September 29, 2017 (f) Claims, Appropriations and Contract Payments Motion by Cook, second by Czmowski, to approve Consent Agenda. Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. 8. 2ND AVENUE BRIDGE REPLACEMENT (LETTING NO. 2, PROJECT NO. 18-02) (a) Resolution No. 14767 - Resolution Ordering Improvement and Preparation of Plans and Specifications (b) Resolution No. 14768 - Resolution Approving Plans and Specifications and Ordering Advertisement for Bids Kent Exner, City Engineer, presented before the Council. Mr. Exner noted that in 2014 a feasibility study was completed which found that the 2nd Avenue Bridge SE was in overall poor condition. Mr. Exner noted that $400,000 has been dedicated from the State Bridge Bonding grant funding to the City. Therefore, staff would like to start the project delivery process associated with the 2nd Avenue SE Bridge Replacement project. This public hearing is to initiate the final design process and ultimately solicit construction bids. As a result of the feasibility study that was completed, two options were identified - either replacement with 4'x4" sidewalk or replacement with 12' multi -use trail. The estimated construction costs associated with these two options are $849,732 and $988,429, respectively. Staff is looking for the Council's input regarding the administering of this project's bidding process and the preferred option. This project is included within the currently proposed Capital Improvement Plan and will be reviewed by the Resource Allocation Committee as the project delivery/funding process proceeds in the future. Also, this project will require the relocation of an existing watermain by open -cutting the nearby river bid. 2 CITY COUNCIL MINUTES SEPTEMBER 12, 2017 Motion by Cook, second by Christensen, to open the public hearing. Motion carried unanimously. No public comments were received. Motion by Lofdahl, second by Czmowski, to close public hearing. Motion carried unanimously. Mr. Exner asked of the Council their preferred option of the sidewalk or trail. Motion by Cook, second by Christensen, to approve Resolution Nos. 14767 and 14768, which is the base bid including a 12' multi -use trail. Roll call vote was taken: Christensen — aye; Lofdahl — aye; Cook — aye; Czmowski — aye; Forcier - nay. Motion carried 4 to 1. 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. REVIEW OF TRUNK HWY 15/1\4AIN STREET RECONSTRUCTION PROJECT RECENT PUBLIC MEETINGS AND FUTURE PROJECT ACTIVITIES Kent Exner, City Engineer, presented before the Council. Mr. Exner provided an overview of the information that was provided at the public meetings on the Hwy 15/Main Street reconstruction project. The project includes full reconstruction of Hwy 15 and underground utilities between 2nd Avenue North and 5d' Avenue South. Pavement resurfacing will take place between 5d' Avenue South and just south of Denver Avenue. Complete reconstruction will be done on Main Street/Hwy 15 through downtown. The sidewalks and pedestrian crossings will be updated along the project area to meet ADA standards. The City will also be replacing, updating and modernizing underground utilities. The benefits of the project will include smoother road surface, modernize sanitary sewer, water main and storm sewer, help ensure city and state infrastructure serves their purpose for many years and the City reviews this project as an opportunity to enhance downtown and improve livability in the central district. Mr. Exner provided details on the proposed section widths of the roadway. Mr. Exner noted that the truck detour utilizes Hwy 22 to the east between Hwy 7 and Airport Road (County Road 115). Construction is scheduled to begin in Spring 2020. The project will take an entire construction season with final work occurring in 2021. Construction will be from building face to building face. All street, sidewalk and utilities will be replaced. Multiple excavations will be required. Work will be phased to limit time of disturbance. Close coordination with the Chamber of Commerce and others will be required. With regard to ADA improvements, extensive survey, design and construction efforts are required. Close coordination with building owners will be required. The project includes inspection of building basements that will be completed in September 2017. Public involvement and outreach will be held over the next couple of years. The design process will include preliminary design, traffic and environmental studies being completed in 2017 with final detailed design starting in 2018 and projecting letting proposed for November 2019. Steve Bruhn, 924 Merrill Street, presented before the Council. Mr. Bruhn stated that the newspaper reported that the redesign of Main Street is proposed to help reduce accidents on Main Street. Mr. Bruhn asked how many accidents there were in 2016. Mr. Exner noted he did not have the data at hand but the accidents are mainly rear -end crashes along with a few pedestrian accidents. Mr. Bruhn also had concerns with the width of the parking lanes and driving lanes. Mr. Exner explained that a project engagement group is being formed to provide input and feedback throughout the extensive project development and delivery process. The group will act as a conduit to engage multiple organizations, stakeholders, interests and perspectives. The group will also develop a consistent project -related public message and approach and participate in the various steps of the formal design review process required of the city prior CITY COUNCIL MINUTES SEPTEMBER 12, 2017 to MnDOT's approvals. The participant roster will consistent of about 12 invitees ideally and will meet the first Thursday of the month at the Chamber offices. The participant roster will include one or two council members. Council Member Cook suggested adding a consultant in the arts area and use planning dollars for their costs. It was suggested that this consultant be added after the group has been in place for a while. At the next Council meeting, a council member or two will be appointed to this group as well as identify a representative from the Public Arts Commission and Historic Hutchinson. Council Members will also seek downtown business owners to serve on the group. UNFINISHED BUSINESS 10. APPROVE/DENY ORDINANCE NO. 17-776 — AN ORDINANCE AMENDING SECTION 154.141(0) — DYNAMIC SIGNS (SECOND READING AND ADOPTION) Matt Jaunich, City Administrator, noted that this is the second reading and adoption of the ordinance. No changes have been made to it since its first reading at the last meeting. Motion by Cook, second by Czmowski, to approve second reading and adoption of Ordinance No. 17-776. Motion carried unanimously. NEW BUSINESS 11. APPROVE/DENY DOG PARK PROJECT PLANS Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich noted that in late June, at the Council's direction, staff began working on plans for a dog park. As part of the planning, staff applied for a grant but has been informed that they were not awarded the grant. The total cost of the dog park is estimated at $57,100. A private donation in the area of $10,000-$11,000 has been designated toward the park and the remaining costs will be coming out of the Community Improvement Fund. The park will include fencing, water service, waste station/signage, garbage cans and benches. Mr. Jaunich presented four options to the park, which could be constructed in phases. Option 41 would be the initial project which would be approximately 1.3 acres, 1.230 L.F. of chain link fence with swing gates, water service line, animal waste stations/signage, garbage cans and benches. Option 2 to the project would include an additional .5 acres and additional 145 L.F. of chain link fence. Option 3 to the project would include an additional .7 acres and additional 480 L.F. of chain link fence. Option 4 to the project would include a 70'x66' paved parking lot which would include 12 regular parking stalls and one handicap stall. None of the options include provisions for lighting within the park, restrooms, additional play features, water fountain, hardscape or additional benches/garbage cans/pet waste stations, etc. Amy Solinger, 525 Harvest Street SW, presented before the Council. Ms. Solinger noted she has some concerns over only a 4' fence because she feels large dogs may be able to jump over them. Ms. Solinger also noted that she does not feel a bench is a necessity at this time and she also expressed that perhaps the blue trash cans used in other parks be used instead of the steel garbage cans proposed. Ms. Solinger suggested that the waste stations and benches be sponsored or donated down the road. She then suggested using those savings to have fencing for all three options of the proposed areas. 11 CITY COUNCIL MINUTES SEPTEMBER 12, 2017 Cynthia (unknown last name) presented before the Council. Cynthia noted that this dog park is very important to dog owners. Cynthia suggested doing both Options 1 and 2 right away and have a small dog park designated and a large dog park designated. Cynthia expressed that she feels spending the additional $3500 for Option 2 is well worth it from the start of the project. Motion by Czmowski, to approve Option 1 of the dog park project plans. Amended motion by Czmowski, second by Lofdahl, to approve Option 1 and 2, eliminating two benches and replacing steel garbage cans with blue plastic garbage cans. Cary Prosser, 375 1st Avenue NW, presented before the Council. Mr. Prosser asked that none of the waste cans be removed permanently. Motion carried unanimously. 12. APPROVE/DENY REQUEST FOR FUNDING FROM MCLEOD COUNTY HISTORICAL SOCIETY Lori Pickell-Stangel, McLeod County Historical Society, presented before the Council. Ms. Pickell-Stangel noted that a goal of the historical society is to allow tours of the museum at no cost. The current cost is $3/adult; $2/senior and $1/student. Many in the public see this fee as a barrier to touring the historical and art galleries at the museum. The Museum is proposing a community contribution of $.50 per person, based on the most recent government census for each community in McLeod County. This means that based on the Hutchinson 2016 population of 13,888 x $.50 per person, the City of Hutchinson would have a 2018 contribution of $6944. The Museum feels that by making tours free, local visitor participation will increase each year. Mr. Jaunich noted that although state statute allows cities to appropriate funds to historical societies and for historical work, staff questions if the funds can be used for admissions for tours. Ms. Pickell-Stangel noted that funds can be appropriated for preserving, distributing and exhibiting materials which is really what she feels the funds would be allocated for. Motion by Czmowski, second by Forcier, to deny funding request to McLeod County Historical Society. Discussion was held on different ways the City could make a contribution to the historical society. Council Member Czmowski expressed that he feels McLeod County should be funding the museum. Roll call vote was taken: Christensen — nay; Cook — nay; Czmowski — aye; Forcier — aye. Lofdahl abstained due to him being on the McLeod County Historical Society board. Mr. Jaunich noted that a 2-2 vote is essentially a no vote or that the motion did not pass. The City Attorney and City Administrator suggested looking further into what sort of contribution is allowable by law to the historical society. Council Members Cook and Christensen suggested Ms. Pickell-Stangel keep the Council updated on the position of other communities that she is making this same request to. 13. APPROVE/DENY RESOLUTION NO. 14769 — RESOLUTION PROVIDING FOR THE CITY COUNCIL MINUTES SEPTEMBER 12, 2017 SALE OF $17,455,000 PUBLIC UTILITY REVENUE BONDS, SERIES 2017B Jeremy Carter, HUC General Manger, presented before the Council. Mr. Carter noted that the HUC is requesting of the Council to authorize the pre -sale of the 2017B bonds to finance the acquisition and installation of two new Caterpillar Generator units in the downtown generation facility and early redemption of the outstanding 2003B bonds. HUC estimates the new generating units will be operational by the end of 2018. HUC is estimating total project costs of $16.6 million. Based on the proposed debt structure and interest rates, HUC is projecting $1,246,000 annually in principal and interest. A capacity contract with Rice Lake Utilities to supply 20 MW of capacity off the new units will generate $1,176,000 annually in revenue leaving a deficit of $70,000 to be offset collectively by HUC's operating revenues, additional market or energy sales from the new units or future capacity contracts. HUC authorized redeeming the outstanding balance on the 2003B bonds in anticipation of issuing 2017B bonds. Redeeming the 2003B bonds will result in an approximate savings of $50,000 in interest costs and reduce the number of outstanding debt issuances moving forward. HUC is currently in a sound cash position to take advantage of redeeming the bonds early. With the current interest rates, it is advantageous since HUC is unable to invest that amount of money over a 4 -year timeframe to generate interest earnings comparable to the debt interest rates costs. Nick Anhut, Ehlers & Associates, presented before the Council. Mr. Anhut explained the details of the pre -sale report that he put together. Motion by Czmowski, second by Christensen, to approve Resolution No. 14769. Motion carried unanimously. 14. APPROVE DENY RESOLUTION NO. 14766 — RESOLUTION PROVIDING FOR THE SALE OF 2017 GENERAL OBLIGATION IMPROVEMENT BONDS Andy Reid, Finance Director, presented before the Council. Mr. Reid noted that annually the City issues 429 general obligation improvement bonds to finance major infrastructure capital expenditure projects. The 2017 bonding includes financing for the following projects: Denver Avenue extension; School Road and Roberts Road reconstruction; School Road and Roberts Road trail; Hwy 7 & Hwy 15 hotel site access roadway; and City Alleys 436 & 452 improvements. Upon approval, the City's financial advisor will initiate the process. Nick Anhut, Ehlers & Associates, presented before the Council. Mr. Anhut explained the details of the pre -sale report that he put together for the $2,535,000 General Obligation Improvement Bonds, Series 2017A. The bonds are being issued for a 15.5 -year term. Motion by Cook, second by Czmowski, to approve Resolution No. 14766. Motion carried unanimously. 15. APPROVE/DENY SALE OF FIRE TRUCK Mike Schumann, Fire Chief, presented before the Council. Chief Schumann explained that the fire department is finalizing the fleet reduction process with the sale of "Engine -3", a 1992 General fire truck. Engine -3, and recently sold Engine 5, have been replaced by a 2016 CITY COUNCIL MINUTES SEPTEMBER 12, 2017 Rosenbauer rescue/pumper, "Engine 2" multipurpose fire truck. The Silver Lake Fire Department is the primary mutual aid partner for the HFD and has expressed an interest in acquiring this truck to replace a much older engine/pumper currently in their fleet. Based on similar sales, the HFD is recommending to sell this truck to SLFD for $10,000. Motion by Christensen, second by Czmowski, to approve sale of fire truck. Motion carried unanimously. 16. APPROVE/DENY ASSISTING IN COST OF ENGINEERING STUDY FOR DAKOTA RAIL TRAIL Council Member Cook explained that at one of the last McLeod County trails meetings, it was suggested that an engineering study be completed of the Dakota Rail Trail. It is estimated that the study will cost approximately $50,000. Generally, the City has expressed an interest in this project since the beginning and have agreed to partner in other ways regarding the paving of the Dakota Rail Trail. The City has also noted in its annual goals/objectives its desire to continue to support the efforts to improve trail corridors of value/benefit to the City. The initial thought is a contribution from the City of $10,000-$15,000. Funding would likely come out of the Community Improvement Fund or planning dollars. The County Board did approve the study at their last board meeting on a 3-2 vote. The study entails a comprehensive engineering evaluation of the trail corridor. Motion by Cook, second by Lofdahl, to approve assisting in cost of engineering study for Dakota Rail Trail in the amount of $15,000. Motion carried unanimously. 17. APPROVE/DENY VOLUNTARY ASSESSMENT TO THE COALITION OF GREATER MINNESOTA CITIES ENVIRONMENTAL ACTION FUND Mr. Jaunich noted that the Coalition of Greater Minnesota Cities has requested of the City to make a voluntary payment to the environmental action fund as it did in 2015. At that time, the City did make a voluntary payment in the amount of $4740, however it was done with a direct purpose to assist the CGMC in their fight to seek an amendment to or a repeal of the state's new riverine standards and to pursue a federal lawsuit challenging the EPA's approval of those standards. Last year the City did not participate because it did not feel there was a specific purpose and the request was very broad in nature. The City noted at that time that the CGMC already represents its members' interest on issues related to the environment and that those costs were covered through the City's regular annual dues. Staff has reviewed the current request and is recommending not to participate in the voluntary assessment solicitation. Staff believes that CGMC should or could account for the "environmental action" within the City's general assessment. The City's general assessment in 2018 is $28,620. The general assessment does include a 3% surcharge to help fund the Environmental Action Fund. The voluntary assessment would be over and above this 3% surcharge. Council Member Cook noted that he had spoken with Daniel Marx of CGMC who provided much more detail on the use of the funds from the voluntary assessment. A large part of this assessment will be used towards CGMC's work regarding the Minnesota Pollution Control Agency's (MPCA) unlawful implementation of new water quality standards. With this information, and more detailed information that Mr. Marx has provided, staff expressed that they are comfortable with the voluntary assessment. Motion by Lofdahl, second by Cook, to approve voluntary assessment to the Coalition of Greater Minnesota Cities Environmental Action Fund. Motion carried unanimously. 7 CITY COUNCIL MINUTES SEPTEMBER 12, 2017 18. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR OCTOBER 10, 2017, TO REVIEW FACILITIES MASTER PLAN Mr. Jaunich noted that the final report should be received and presented with recommendations at this workshop. Motion by Lofdahl, second by Christensen, to set Council workshop for October 10, 2017, at 4:00 p.m. to review facilities master plan. Motion carried unanimously. 19. APPROVE/DENY SETTING ANNUAL CITY RECOGNITION EVENT/PUBLIC MEETING FOR OCTOBER 26, 2017 Mr. Jaunich explained that this is the annual recognition event that is held each Fall. Motion by Cook, second by Forcier, to set annual City recognition event for October 26, 2017, at Hutchinson Event 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.) 20. MINUTES FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Resource Allocation Committee Meeting Minutes from August 1, 2017 & September 2017 MISCELLANEOUS 21. STAFF UPDATES Kent Exner — School Road/Roberts Road project is going well with the trail work on Roberts Road recently starting. Hotel access road improvements have begun and are going well. Parking Lot I work is ongoing and the alley is now closed in this area. 22. COUNCIL/MAYOR UPDATE Mary Christensen — Council Member Christensen asked if mosquito spraying is complete. Kent Exner noted that the spraying applications are completed for the season. ADJOURNMENT Motion by Christensen, second by Cook, to adjourn at 8:40 p.m.. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator