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02-13-2018 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, FEBRUARY 13, 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 and practices, input from 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 and Marc Sebora, City Attorney. (a) Approve the Council agenda and any agenda additions and/or corrections Matt Jaunich noted that it has been requested to have a discussion on public art and a request by the Public Arts Commission. Council Member Cook suggested discussing this item under Communications or New Business or at a time after Greg Jodzio, a Public Arts Commission member, arrives. Motion by Christensen, second by Cook, to approve the agenda with the additional item noted. Motion carried unanimously. 2. INVOCATION — Due to the absence of a pastor, Mayor Forcier held a moment of silence. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY PUBLIC COMMENTS (This is an opportunity or members of the public to address the City Council. If the topic you would like to discuss is on the agenda, please ask the Mayor if he will be accepting public comments during the agenda item if not apublic hearing. 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 speak for more than five minutes should ask to 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 January 23, 2018 (b) Summary of City Administrator Performance Review of January 23, 2018 Council Member Cook noted that under Item 13 from the last regular meeting, a correction needs to be made that the grant for the 2nd Avenue SE Bridge is state dollars and not federal dollars. Motion by Cook, second by Lofdahl, to approve the minutes with the correction noted. 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 CITY COUNCIL MINUTES FEBRUARY 13, 2018 (a) Consideration for Approval of Supplemental Agreement No. 1 —Letting No. 3, Project No. 18-03(2 d Avenue SE Water Main Relocation) (b) Claims, Appropriations and Contract Payments Motion by Czmowski, second by Christensen, to approve consent agenda. Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. 8. 2018 LIFT STATION IMPROVEMENTS PROJECT (LETTING NO. 13, PROJECT NO. 18-13) (a) Resolution No. 14854 - Resolution Ordering Improvement and Preparation of Plans and Specifications (b) Resolution No. 14855 - Resolution Approving Plans and Specifications and Ordering Advertisement for Bids John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that this project is for wastewater lift station improvements at the Otter Lake area location. This project will be publicly bid and funded by the City's wastewater utility so no bonding proceeds or special assessments will be required. The improvements will include rehabilitation and upgrades to the lift station by construction of controls equipment/panel, wastewater pipe installation, structural modifications, site improvements and appurtenances. Tim Gratke, Wastewater Supervisor, presented before the Council. Mr. Gratke provided more details on the project. The project is estimated at approximately $200,000. Motion by Cook, second by Czmowski, to close public hearing. Motion carried unanimously. Motion by Czmowski, second by Christensen, to approve Resolution Nos. 14854 and 14855. Council Member Cook noted that on Resolution No. 14854 Item No. 5 needs to be revised regarding reimbursement. Staff noted that the Resolution will be revised before signing. Motion carried unanimously. COMMUNICATIONS REQUESTS AND PETITIONS (The purpose of this portion o 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. FIRE DEPARTMENT ANNUAL REPORT Fire Chief Mike Schumann presented before the Council. Chief Schumann provided an annual report for 2017. Contents of the report included, among other things, goals and objectives, officers, roster, activities and events, ceremonies, operational data, emergency coals, safety, training update and events, equipment and staffing issues. Council Member Cook suggested adding the department's insurance rating to the report as well as the percentage of fires that are confined to the room of origin. 10. REVIEW OF HUTCHINSON LAKES/RIVER BASIN IMPROVEMENT STUDY John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson noted that staff has been working with BARR Engineering to analyze and assess the existing conditions of Hutchinson's public waters. The efforts include surveying the entire water body above the dam to where the river discharges to the lake west of the city. Data collected included depths, extent of vegetation growth and types, depth of sediment and its chemistry 2 CITY COUNCIL MINUTES FEBRUARY 13, 2018 and a historical review of information related to the water bodies. The collection of the information along with the results and recommendations were assembled to produce the report "Hutchinson Lakes/River Basin Improvement Study". Mr. Paulson provided an overview of the study. The water bodies included in the study were Campbell and Otter Lakes, South Fork Crow River, and Rock Riffle Dam. Mr. Paulson reviewed the investigation/evaluation information of the dam, bathymetry/vegetation and sediment sampling. Mr. Paulson then provided an overview from the report of the results from the dam, bathymetry/vegetation and sediment. Recommendations from the report included the following: 1. Dam — continue to monitor dam and pool elevations — no modifications to dam needed; 2. Sediment Removal & Management — removal by dredging with mechanical or hydraulic; 3. Habitat/Water Quality Improvements — sediment & nutrient source reduction, public education, implementing BMPs including land use BMPs, implementing shoreline restoration projects, disconnecting drainage and runoff from impervious; financial support may be available for implementing these protective measures and water quality tools. lOB. PUBLIC ARTS DISCUSSION Council Member Cook noted that at previous meetings the Public Arts Commission discussed adding a sculpture stroll at Ridgewater College. Cook noted that at the January meeting a partner had come forward that had indicated that they would join with the Public Arts Commission on this project and install the pads for the sculptures. Since the stroll would not be on city -owned property a written agreement will be needed and there are also some issues with the Century Avenue project scheduled for this year. Council Member Cook noted that the recommendation is to add a pad this year along the trail somewhere in the Ridgewater College area. Matt Jaunich noted concerns with no agreement in place with Ridgewater College at this point and that would need to be done before anything progresses. The stroll is proposed to be placed along Century Avenue along the trail. Mayor Forcier noted he would like to see the agreement completed with Ridgewater College first before things are considered further. Council Member Cook suggested holding a workshop with the Public Arts Commission to discuss the sculpture stroll program and other projects. Perhaps a discussion of the Main Street/Franklin Street mural description could be included in a workshop. Mr. Jaunich noted that perhaps a workshop could be scheduled in March. He will bring that forth at the next Council meeting. Greg Jodzio, Public Arts Commission, 540 Main Street, presented before the Council. Mr. Jodzio noted that there is not much art on the south end of Hutchinson and he proposes that discussions be held to consider where more art can be added. He thinks a workshop between the PAC and the Council would be very beneficial. 11. DISCUSSION OF CHARTER COMMISSION RECOMMENDATION FOR CITY CHARTER REVISIONS Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that the Charter Commission met in November and January to discussion potential Charter revisions. Revisions were discussed due to a legislative change related to when special elections can be held. The Charter Commission voted in favor of Charter revisions to various sections of the Charter which basically allow for special elections to be held on the earliest date allowed under Minnesota law and in compliance with the dates established by the legislature. The Charter Commission is recommending that these Charter revisions be adopted by ordinance, however because there are multiple sections of the Charter Mr. Sebora is inquiring whether CITY COUNCIL MINUTES FEBRUARY 13, 2018 or not these changes can be considered with one ordinance or an ordinance for each section. The Council noted that they have no issues with the proposed revisions and one ordinance to consider them would be fine. Council Member Cook suggested that the next time the Charter Commission meets perhaps they could consider changes to the sections of the Charter that only require two weeks' notice of elections especially since the Council vacancy section requires a 30 day notice for an election. Mr. Sebora noted he will add that as an agenda for a future Charter Commission meeting. He then noted that the Charter Commission will forward to the Council a formal recommendation and an ordinance will be drafted with the proposed revisions. UNFINISHED BUSINESS NEW BUSINESS 12. APPROVE/DENY RESOLUTION NO. 14853 — A RESOLUTION DEFINING THE HUTCHINSON UTILITIES COMMISSION'S ANNUAL CONTRIBUTION TO THE CITY OF HUTCHINSON IN LIEU OF TAXES Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich noted that a subcommittee met late last year and again early this year regarding the Payment in Lieu of Taxes from HUC to the City. The proposed budgetary impact, approximately $200,000 in 2018, has already been included in the 2018 budget. 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 presented tonight was approved by the HUC Board at their January 31, 2018, board meeting. Motion by Czmowski, second by Lofdahl, to approve Resolution No. 14853. Motion carried unanimously. 13. APPROVE/DENY RESOLUTION NO. 14856 - RESOLUTION ACCEPTING BID AND AWARDING CONTRACT FOR 2ND AVENUE SE BRIDGE REPLACEMENT PROJECT (LETTING NO. 2, PROJECT NO. 18-02) John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that two bids were received for this project with the low bid coming in the amount of $999,789.00 from Structural Specialties Inc. This project's total cost and associated funding contributions were reviewed by the Resource Allocation Committee and are accounted for within the City's proposed 2018 Infrastructure Improvement Program. Also, the City is currently finalizing the Local Bridge Replacement Program funding agreement (approximately $400,000 grant) and anticipates bringing that to the Council in the near future. This project's construction is scheduled to occur between June 4 and August 31, 2018. Motion by Czmowski, second by Christensen, to approve Resolution No. 14856. Motion carried unanimously. 14. APPROVE/DENY RESETTING COUNCIL WORKSHOP FOR FEBRUARY 27, 2018, AT 4:30 P.M. TO REVIEW STATE TRUNK HIGHWAY 15 DOWNTOWN RECONSTRUCTION PROJECT GEOMETRIC LAYOUT Matt Jaunich noted that originally this workshop had been scheduled for tonight, but due to an unscheduled surgery of the City Engineer, staff is proposing to reset this to February 27, 2018. The public hearing for this project has also been re -set to February 27, 2018. 11 CITY COUNCIL MINUTES FEBRUARY 13, 2018 Motion by Cook, second by Lofdahl, to reset Council workshop for February 27, 2018, at 4:30 p.m. to review State Trunk Highway 15 Downtown Reconstruction Project Geometric Layout. Motion carried unanimously. GOVERNANCE (The purpose o t is 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.) 15. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS �a) Library Board Minutes from November 27, 2017 b) Parks, Recreation, Community Education Board Minutes from December 4, 2017, and February 5, 2018 MISCELLANEOUS 16. STAFF UPDATES John Olson — Mr. Olson noted that last week he received a phone call from a gentleman that landed at the municipal airport when a tire on his airplane blew. The gentleman also called ASI and Tim Miller, a tenant of the airport. The next morning when the gentleman arrived at the airport the airplane was in the hangar warming up and the tire had been replaced. The gentleman is an airport commissioner in Hawley and sent a very complimentary letter to the Hutchinson Airport Commission on the service he received at the municipal airport. Matt Jaunich — Mr. Jaunich noted that City offices will be closed February 19th for Presidents' Day; He mentioned that a strategic planning session is being considered for a Friday/Saturday; He also noted that February 22. the Chamber's Business After Hours will be held at the new enterprise center from 4:00-6:00 pm. Motion by Cook, second by Christensen, to set public meeting for February 22, 2018, from 4:00 — 6:00 p.m. to attend Business After Hours at Hutchinson Enterprise Center. He also noted that a meeting is scheduled for March 8, 2018, from 5:00-6:30 p.m. at the Lester Prairie City Hall to discuss paving of the Dakota Trail. 17. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook spoke about a community build project this spring for playground equipment installation at Roberts Park. In addition, discussions are being held about improvements to the tennis courts at Park Elementary and the high school. Cook spoke about putting a policy in place for acceptance of gifts from vendors. Mr. Jaunich noted that legislative changes were made this past session that will make this an easier task. Cook also spoke about a LMC Conference that he and Council Member Lofdahl attended in January. Crisis communication plans were discussed and the necessity of them for cities. Council Member Cook also spoke about the importance of workforce housing and affordable housing. Mr. Jaunich noted that the HRA is giving their annual update at the next Council meeting and hopefully Jean Ward, the executive director, will be able to provide more information on this topic. John Lofdahl — Council Member Lofdahl provided an update from the Friends of Luce Line Trail. He noted that the final connection will be paved by Winsted Airport; Council Member Lofdahl also noted that a follow up meeting was held on the Depot Graffiti project and it was decided that a grant will be applied for to conduct a study on preserving/saving the graffiti — the Ciill requested to partner with some funding and this item will be before the Council Zrfoconsideration Council Member Lofdahl also noted that the CGMC Legislative Action Day is March 14th which he plans on attending and the LMC Legislative CITY COUNCIL MINUTES FEBRUARY 13, 2018 Action Day is March 21 sf & 22nd Mary Christensen — Council Member Christensen noted that the Council attended the Skilled Workforce Development Summit at the Hutchinson High School last week. Council Member Christensen commented on how impressive the new academic wing and technology area of the school are. Gary Forcier — Mayor Forcier noted that Tinea Graham is interested in serving on the Public Arts Commission. Ms. Graham has served previously and would like to serve again. She will be appointed at the next meeting. Mayor Forcier complimented the public works department on snow removal services this season. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 7:20 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator