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01-09-2018 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, JANUARY 9, 2018 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, Steve Cook and Chad Czmowski. 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 Lofdahl, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Hunter's Ridge Community Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14836 — Resolution Accepting Cash Donation from Theresa Gubrud for Hutchinson Dog Park - $100 (b) Resolution No. 14838 — Resolution Accepting Cash Donation from Village Ranch to Hutchinson Fire Department - $2000 (c) Proclamation — Heart of Hutch "One Book, One Community" Month Motion by Cook, second by Christensen, to approve Resolution Nos. 14836 and 14838. Motion carried unanimously. Mary Henke, Heart of Hutch — One Book, One Community, presented before the Council. Ms. Henke spoke about three events being held for the community book discussion. Ms. Henke also briefly reviewed the book and provided a copy to the Council. 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 December 26, 2017 Motion by Lofdahl, second by Christensen, 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 CO UNCIL MINUTES JANUARY 9, 2018 7. APPROVAL OF CONSENT AGENDA (a) Resolution No. 14839 - Appointing Matthew Jaunich as City Administrator for 2018 (b) Resolution No. 14840 - Designating Official Newspaper as Hutchinson Leader (c) Resolution No. 14837 - Designating Depositories of City Funds in Commercial Banks and Institutions (d) Selection of Council's Vice President — Chad Czmowski (e) Designation of Council Representatives to Boards & Commissions: 1. AIRPORT COMMISSION — Gary Forcier 2. HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY (EDA) — Chad Czmowski and Mary Christensen 3. HUTCHINSON HOUSING AND REDEVELOPMENT AUTHORITY (HRA) — Gary Forcier 5. JOINT PLANNING BOARD — John Lofdahl 6. LIBRARY BOARD — Mary Christensen 7. MID -MINNESOTA COMMISSION — John Lofdahl 8. PARKS, RECREATION, COMMUNITY EDUCATION ADVISORY BOARD — Chad Czmowski 9. PLANNING COMMISSION — John Lofdahl 10. PUBLIC ARTS COMMISSION — Steve Cook 11. BICYCLE -PEDESTRIAN ADVISORY COMMITTEE — Steve Cook (f) Designation of Council Representatives to Other Committees: 1. HUTCHINSON DOWNTOWN ASSOCIATION — Gary Forcier 2. JOINT PLANNING BOARD — John Lofdahl 3. FIRE RELIEF ASSOCIATION — Fire Chief Mike Schumann, City Administrator Matthew Jaunich, Mayor Gary Forcier 4. RESOURCE ALLOCATION COMMITTEE — Gary Forcier and Chad Czmowski 5. WAGE COMMITTEE — Steve Cook and John Lofdahl 6. REGIONAL RADIO BOARD — Mary Christensen 7. LABOR UNION NEGOTIATION COMMITTEE — Gary Forcier and Mary Christensen (g) Consideration for Approval of 2018 City Calendar (h) Consideration for Approval of Purchasing Sensus Software As A Service For Meter Reading System (i) Consideration for Approval of Issuing Short -Term Gambling License to 3M Club on April 19, 2018, and September 29, 2018 2 CITY CO UNCIL MINUTES JANUARY 9, 2018 (j) Claims, Appropriations and Contract Payments Items 7(h) and 70) were pulled. Motion by Czmowski, second by Lofdahl, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(h) had further discussion. Council Member Cook noted that annual fees for years 3, 4, and 5 were not addressed in the board action form but were on the quote. Tom Kloss, IT Director, clarified that there will be fees they just weren't included on the board action form. Motion by Christensen, second by Cook, to approve Item 7(h). Motion carried unanimously. Item 70) had further discussion. Council Member Cook asked for clarification on the SEH Sanitary Sewer Collection System Analysis. Kent Exner explained that this is for the inflow study approved by the Council last Fall. The study was for Wastewater lift station data to see where problematic areas are for inflow and infiltration. The results should be complete in March or April. Motion by Cook, second by Lofdahl, to approve Item 70). Motion carried unanimously PUBLIC HEARINGS — 6:00 P.M. 8. SECOND AVENUE SE WATER MAIN RELOCATION PROJECT (LETTING NO. 3, PROJECT NO. 18-03) (a) Approve/Deny Resolution No. 14841 - Resolution Ordering Improvement and Preparation of Plans and Specifications (b) Approve/Deny Resolution No. 14842 - Resolution Approving Plans and Specifications and Ordering Advertisement for Bids Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that it has been determined by the Minnesota Department of Natural Resources that directional boring is the preferred installation method for the City to relocate a water main from the existing bridge structure to beneath the South Fork of the Crow River stream bed. It is anticipated that this project will exceed $100,000 therefore will require the public bid process. This project will be funded by the City's water utility and will not be funded by any amount of bonding proceeds or special assessments. Mr. Exner explained the project as relocation of existing watermain from bridge structure to subsurface installation (river crossing). The boring process will take approximately 3-4 weeks in February, therefore 2nd Avenue will be closed during that time. If the boring process fails for some reason, negotiations will need to be made with the contractor for open -cut work. No public comments were received. Motion by Cook, second by Christensen, to close public hearing. Motion carried unanimously. Motion by Lofdahl, second by Czmowski, to approve Resolution Nos. 14841 and 14842. Motion carried unanimously. 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 HUTCHINSON HEALTH/HEALTH PARTNERS MERGER CITY CO UNCIL MINUTES JANUARY 9, 2018 Dr. Steve Mulder, Hutchinson Health, presented before the Council. Dr. Mulder explained that a workshop was held prior to the Council meeting on the merger between Hutchinson Health and HealthPartners. Dr. Mulder explained that a rigorous process was followed when determining what would be needed to best fit the health needs of the community. Process and analysis determined that a merger with HealthPartners would bring the most benefit. Hutchinson Health will remain a sole member, corporate entity governed by a local board. Employees will remain employed by Hutchinson Health and Hutchinson Health will retain its own balance sheet — assets are not transferred. This new partnership will bring enhanced services to the community with an expansion of clinical services and support. 10. HISTORIC HUTCHINSON ANNUAL REPORT Jim Fahey, Historic Hutchinson, presented before the Council. Mr. Fahey provided an update on the activities of Historic Hutchinson over the last year. Projects included Harrington - Merrill House carriage house upgrades, historical church national registry research and other upgrades to the church, and Depot historical graffiti project. Tours of the history of Hutchinson are ongoing, living history tours, popcorn sales for Music in the Park, partnered with RiverSong to host Music in the Park in Library Square no longer hosted by the Chamber of Commerce, member of the Center for the Arts, member of the McLeod County Historical Partnership, updated disaster plan. Mr. Fahey also presented a check in the amount of $3500 to the City of Hutchinson for their contribution to the historical church. Looking for new space for the Center for the Arts effective this summer. Encouraged City to apply for legacy grant to research whether or not the City should apply for a historic district. Provide for consistent venues amongst the various organizations. 11. REVIEW OF CITY FORESTRY OPERATIONS John Olson, Public Works Manager, presented before the Council. Mr. Olson provided a review of City forestry operations. The goal for the forestry diversification program increased from 20 trees to 40 trees. There were 30 forestry diversification program trees identified in 2017. Although this is below the goal, considering additional efforts required to complete the recent DNR planting grant, this represented 10 additional trees than had been planned for early last year. Since April, staff has learned that emerald ash borer is as close to Hutchinson as Eden Prairie. In 2018, there will be no planting grant, so additional focus can be placed on forestry diversification program trees. Mr. Olson reviewed the goal of urban forest maintenance, and the urban forest maintenance program. Mr. Olson also reviewed forestry operations in general as well as the City's tree inventory and species. Mr. Olson also spoke about tree disease/infestation, planting, pruning, removals, storm damage/emergencies, the emerald ash borer response plan and finances. Further review was done on the emerald ash borer management plan. Council Member Cook provided some suggestions to the emerald ash borer management plan. Questions were raised as to Creekside being identified as the county's disposal site for infested trees. Council Member Cook suggested that signs be posted at the City campground that no firewood is to be brought in from an outside source. Other general discussion was held regarding funding and other operations. 12. INTRODUCTION OF PROPOSED SIDEWALK POLICY UPDATE John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that staff is recommending proposed changes to the sidewalk policy. The last update of the sidewalk policy was done in 2010. Because of additional sidewalk facilities, the additional maintenance required, and because of other factors, especially those affecting snow removal 11 CITY CO UNCIL MINUTES JANUARY 9, 2018 on sidewalks, staff is proposing an update to the policy. Mr. Olson provided a priority map of snow removal routes. Council Member Cook expressed that it would be beneficial to have a section in the policy related to trails. Council Member Cook felt that property owners along trails should be asked to clear a path through the snow to make the trails more passable until the city gets there to do the normal cleaning. Council Member Cook also suggested perhaps that new development subdivision agreements should require one sidewalk and/or trail. Kent Exner felt that that would be better addressed within the subdivision ordinance. 13. UPDATE ON PILOT DISCUSSION Matt Jaunich, City Administrator, provided an update to the Council on PILOT discussions held with the Hutchinson Utilities Commission. Mr. Jaunich explained that the Council's subcommittee which includes Council Members Czmowski and Cook has been meeting with HUC's subcommittee. An agreement has been reached on a new arrangement for the PILOT. Included in the packet is a proposed resolution that the HUC board is expected to officially act on later this month. The new arrangement adjusts the PILOT payment from 2.75% of the total operating revenue to 4.5% of each divisions' revenue over a three year period. The agreement also includes a floor and ceiling for future years and phases out the energy tree and street lighting payments. The resolution will come before the Council for formal action at a future meeting. UNFINISHED BUSINESS NEW BUSINESS 14. APPROVE/DENY POETRY PLAZA PROJECT Matt Jaunich noted that the Public Arts Commission is recommending that the Council approve a public art project proposed by the Center for the Arts. This project was presented to the Council at a November 28, 2017, Council workshop. The public art project is a "Poetry Plaza" project. The PAC is requesting that the Council approve the following: provide up to $5000 of existing public art funds in 2018 to Poetry Plaza project; permit city staff to install up to six permanent "street signs" in-kind to ensure that they are installed safely and in appropriate locations; require that any murals installed as part of the project meet certain conditions proposed by PAC. Motion by Lofdahl, second by Cook, to approve Poetry Plaza project. Roll call vote was taken: Christensen — nay; Lofdahl — aye; Cook — aye; Czmowski — nay; Forcier — nay. Motion failed 3 to 2. Council Member Cook asked for an explanation for the reasons opposing the project. Council Member Czmowski expressed that he does not feel that the community will support this project. Mayor Forcier expressed that he would prefer funds be expended on public art in the form of a mural or some other art. Czmowski felt that there could be more of an impactful project when using city funds. He was not opposed to the CFA using their own funds raised for this project, just not use of city funds. 15. APPROVE/DENY EXECUTION OF SMALL CITIES DEVELOPMENT PROGRAM GRANT ADJUSTMENT 42 Jean Ward, HRA Executive Director, presented before the Council. Ms. Ward provided a report on the conclusion of the Small Cities Development Program Rental Rehab Program for the downtown area. Ms. Ward explained that this program began in 2014. DEED approved funding in the amount of $364,359. Other funds totaled $212,142; MIF -Program income totaled $175,000; and SCDP Program income totaled $20,000 for a total project cost of $771,501. Ms. Ward noted that the original project goals were for rehab of three single CITY CO UNCIL MINUTES JANUARY 9, 2018 family units, eight units in duplex properties and 24 units in multi -family 3+ unit properties with an estimated of 35 total rental units. 39 total rental units were rehabilitated in the downtown target area, surpassing the 35 unit goal. This grant adjustment will close out the project and finalize the budget numbers for submission to DEED. The total project cost and rental housing re -investment in the downtown target area was $668,271.54. Judy Flemming, HRA Program Coordinator, presented on the specific properties included in this project. Motion by Cook, second by Christensen, to approve execution of Small Cities Development Program Grant Adjustment 42. Motion carried unanimously. Council Member Cook asked whether or not staff feels confident that all of the rental properties in the city are part of the rental registration program. Matt Jaunich noted that 100% of the rental properties may not be included, but staff does try to be diligent in monitoring rental properties to ensure they are registered. 16. APPROVE/DENY RESOLUTION NO. 14843 — AUTHORIZATION TO EXECUTE MNDOT GRANT AGREEMENT FOR AIRPORT IMPROVEMENT EXCLUDING LAND ACQUISITION John Olson, Public Works Manager, explained that this is for updating the airport zoning ordinance. The airport zoning ordinance has not been updated since 1984. Updates would be based on results of the 2015 Airport Master Plan and changes in state law regarding airport zoning. Last spring MNDOT Aeronautics staff had contacted Mr. Olson to indicate the possibility of using a State FY2017 grant for zoning updates. Unfortunately a State FY2017 grant was not available so instead they have provided a State FY2018 grant. Staff has determined that due to complicated airport zoning issues, it is in the City's best interest to engage an airport consultant for this detailed work. The project would be funded 70% with a MnDOT Aeronautics grant, with 30% of local funds that will come from planning money set aside as part of project fees. Primary components of the project include: joint zoning board meetings to discuss, outline zoning requirements and receive feedback; revise, amend and update airport zoning ordinance with maps; conduct/lead two public hearings; and coordinate with MnDOT Aeronautics on draft and final ordinance. Motion by Cook, second by Czmowski, to approve Resolution No. 14843. Motion carried unanimously. 17. APPROVE/DENY SETTING DATE FOR CITY ADMINISTRATOR ANNUAL PERFORMANCE REVIEW Motion by Cook, second by Christensen, to set city administrator annual performance review for January 23, 2018, at 4:00 p.m. Motion carried unanimously. 18. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR JANUARY 17, 2018, AT 3:30 P.M. TO REVIEW HUTCHINSON UTILITIES COMMISSION COST OF SERVICE STUDY Matt Jaunich noted that the HUC Board has extended an invitation to the City Council to be a part of their final on-site Cost of Service presentation by Utility Financial Solutions. This will be a presentation with the consultant providing some recommendations on a five-year rate track. No decisions will be made by the HUC Board at the workshop. Motion by Christensen, second by Forcier, to set Council workshop for January 17, 2018, at 3:30 p.m. to review Hutchinson Utilities Commission cost of service study. Motion carried unanimously. GOVERNANCE 31 CITY CO UNCIL MINUTES JANUARY 9, 2018 (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.) 19. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS a) Bicycle -Pedestrian Advisory Committee Minutes from September 20, 2017 b) Residential Leaf Vacuum Service 2017 Annual Report (c) Meeker -McLeod -Sibley Community Health Assessment and Improvement Plan Council Member Lofdahl asked about the purchase of new leaf vacuums. John Olson explained that two older leaf vacuums will be replaced early in 2018. These replacements were included in the CIP Plan. Mr. Olson provided detailed information on the models being considered for purchase. MISCELLANEOUS 20. STAFF UPDATES Kent Exner — Mr. Exner explained that a utility service survey will be sent out to residents in reference to the Hwy 15/1\4ain Street project. Also, the majority of the geometric layout of the project may be approved in early February. Mr. Exner noted that staff is considering holding a workshop on February 13, 2018, to review the layout. In addition, MnDOT has interpreted that municipal consent is not required for the geometric layout, however staff is recommending that the Council review the layout and provide comments to provide back to MnDOT. Discussion was held regarding the ease of tractor -trailers maneuvering through the roundabouts and an exercise that was conducted with a hauler. Discussion was held on legislation related to large trucks on roadways. 21. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook noted that he has learned of opportunities to learn more about race — one being on MPR via a podcast; a Science Museum exhibit; and Justice Page's display at the Minneapolis Central Library. Gary Forcier — Mayor Forcier mentioned persons interested in serving on various City boards. These individuals will be appointed at the next Council meeting. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 8:30 p.m. Motion carried unanimously. 7