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02-27-2018 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, FEBRUARY 27, 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 Christensen, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Bethlehem United Methodist Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14857 — Resolution Accepting Donation from Russell and Lorraine Erickson for Law Enforcement Memorial Park Fund Motion by Czmowski, second by Lofdahl, to approve Resolution No. 14857. Motion carried unanimously. Mayor Forcier thanked the residents who have adopted a fire hydrant related to snow removal. Mayor Forcier also noted that the Council had received an email from John Arlt from 3M expressing his gratitude to the police department and fire department for their assistance in some training. PUBLIC COMMENTS (This is an opportunity for 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 a public 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 speakfor more than f ve minutes should askto be included on the agenda in advance of the meeting. All comments are appreciated, butplease refrain from personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of February 13, 2018 Motion by Czmowski, 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.) 7. APPROVAL OF CONSENT AGENDA CITY COUNCIL MINUTES FEBRUARY 27, 2018 (a) Consideration for Approval of Resolution No. 14858 — Resolution Approving Disposal of Park and Recreation Department Surplus Property (Small Equipment) (b) Consideration for Approval of Resolution No. 14859 — Resolution Authorizing Disabled Deferral of Special Assessments (c) Consideration for Approval of Resolution No. 14860 — Resolution Authorizing Transfers to Fund the Hutchinson Enterprise Center Construction Costs (d) Consideration for Approval of Resolution No. 14861 — Resolution Ratifying an Interfund Loan for Advance of Certain Costs in Connection with Tax Increment Financing District No. 4-18 (e) Consideration for Approval of Resolution No. 14862 - Resolution Relating to Parking Restrictions on Century Avenue SE (f) Consideration for Approval of Authorization for Inter -fund Loans for Construction of the Hutchinson Enterprise Center 1. Resolution No. 14863 — Resolution Authorizing An Interfund Loan for Advance of Certain Costs in Connection With Tax Increment Financing District No. 4-19 2. Resolution No. 14864 — Resolution Authorizing An Interfund Loan From the Economic Development Loan Fund to the Hutchinson Enterprise Center Fund (g) Consideration for Approval of Purchase Order for Topography Surveying and Global Positioning System Equipment (h) Consideration for Approval of Issuing Short Term Gambling License to Crow River Habitat for Humanity on April 13, 2018 (i) Consideration for Approval of Issuing Short Term Gambling License to Rotary Foundation on April 20, 2018 (j) Consideration for Approval of Premises Permit Renewal for Hutchinson Hockey Association at Crow River Golf Club (k) Appointment of Tinea Graham to Public Arts Commission to August 2020 (1) Claims, Appropriations and Contract Payments Item 7(e) was pulled for separate discussion. Motion by Czmowski, second by Christensen, to approve consent agenda with the exception of the item noted above. Motion carried unanimously. Council Member Cook clarified that this restriction is no different than the current parking restrictions. Kent Exner confirmed that is the case where there is no parking on both sides of the street from Bradford to Hwy 15 and no parking on Century from Bradford to Jefferson Street. Because federal aid dollars are being used for this improvement project, 2 CITY COUNCIL MINUTES FEBRUARY 27, 2018 the Resolution is required. Motion by Cook, second by Lofdahl, to approve Item 7(e). Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. 8. REVIEW OF STATE TRUNK HIGHWAY 15 DOWNTOWN RECONSTRUCTION PROJECT GEOMETRIC LAYOUT (LETTING NO. 1, PROJECT NO. 20-01) Kent Exner, City Engineer, presented before the Council. Mr. Exner reviewed the proposed State Trunk Hwy 15 Downtown Reconstruction project geometric layout. The project runs from 5h Avenue South to 2nd Avenue NW. Mr. Exner reviewed in general each intersection included. Mr. Exner also noted the proposed lane widths which includes 10 foot parking lanes, 11 foot driving lanes, and a 13 foot shared left turn lane. The walkways are proposed at 13 feet. Mr. Exner also noted improvements that will be made to stripings and turn lanes. Mr. Exner noted that a detailed analysis does not warrant a traffic signal at the Hwy 15/51' Avenue SE intersection as some have requested. Major underground utility work will be completed as well. Mr. Exner noted that per state statute municipal consent of the geometric layout is not required. Mr. Exner also noted that if significant right of way acquisition is required, municipal consent may be determined to be necessary at that point. A municipal cooperative agreement will be entered into which of course the City will have to agree to and sign off on. Larry Karg, former City employee, presented before the Council. Mr. Karg noted that he worked for the street department for 30 years. Mr. Karg noted he does not agree with the proposed lane widths. Mr. Karg inquired why the walkway had to be increased so dramatically and he suggested instead reduce the walkway and increase the driving lanes to 12 feet and perhaps reduce the parking lanes to 9 feet. He asked that if the plan has not been approved yet that perhaps the lane widths could be reconsidered. Mr. Exner spoke about ADA requirements and achieving appropriate standards. Mr. Exner also noted that a lot of analysis was done by consultants, MnDOT and others on the design layout and the proposed widths. A large part of this design was based on the feasibility study that was completed and approved by the City Council previously. Motion by Czmowski, second by Christensen, to close public hearing. Council Member Cook mentioned that although municipal consent isn't required, the Council could voice that they are in favor of the proposed layout. Motion by Cook, second by Forcier, to express support of the geometric layout as proposed. 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 PROPOSED SIDEWALK POLICY UPDATE John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the last update to the sidewalk policy was completed in 2010 and since then several additional sidewalk facilities have been added. The main updates are related to snow removal. Mr. Olson and Mr. Exner noted that previously there was some discussion regarding the potential requirement of sidewalks/trails in new developments. City staff has determined this discussion would be best started with the Planning Commission who could recommend any subsequent action regarding a related ordinance. Another discussion item was related to snow removal on routes serviced by the City. Snow removal services for selected sidewalks/trails are based CITY COUNCIL MINUTES FEBRUARY 27, 2018 on a 4 -tier priority system — 1. Downtown 2. High traffic/schools 3. North recreational and 4. South recreational. The priority system restarts after every snow event so it is possible that sidewalks serviced by the City may not be done within the period of 24 hours after snowfall as identified by City Code. Therefore, property owners/tenants abutting sidewalks serviced by the City may need to remove a minimum of four feet of snow on sidewalks adjacent to their property before the City is able to plow the sidewalk. This issue was addressed in the snow removal section of the proposed sidewalk policy. Council Member Cook spoke about items 6 and 7 in the policy and assessments to property owners. Council Member Cook spoke about differentiating trails from sidewalks related to assessing. Mr. Exner noted that this document reflects what is included in the assessment policy and the two should be uniform on procedure. Council Member Cook suggested that language should be included in Section 7 regarding City maintenance of trails. 10. REVIEW OF THE PROPOSED CENTURY AVENUE SE RECONSTRUCTION PROJECT CONSTRUCTION PHASING PLAN Kent Exner, City Engineer, presented before the Council. Mr. Exner reviewed the proposed project construction phasing plan on Century Avenue that has been developed in conjunction with specific adjacent property owners (Hutchinson Health, Ridgewater College, Greencastle Condominiums). Full roadway construction from Hwy 15 to east of the Ridgewater College entrance is scheduled to begin May 14, 2018 and last seven weeks. Water main work on this section will also begin on May 14, 2018 as well as all utility work. Roadway is scheduled to be open for traffic on or before June 29, 2018. Phase 2 of the project from the Ridgewater College entrance to Bradford Street will begin July 2, 2018, with the roadway scheduled to be open on or before July 27, 2018. Phase 3 of the project will begin July 30, 2018, from Bradford Street to Jefferson Street with the roadway scheduled to be open on or before August 24, 2018, with final completion of the entire project scheduled for October 12, 2018. 11. UPDATE ON RIVERSONG MUSIC FESTIVAL — PAT MAY Pat May, RiverSong Music Festival representative, presented before the Council. Mr. May informed the Council that RiverSong is July 14 and 15. All vendors and musical acts have been booked or are in the process of being booked. Mr. May thanked the City of Hutchinson for all of their support. The organization will be applying for their temporary liquor license soon and is working with the police department on security plans and layouts. 12. HUTCHINSON HOUSING AND REDEVELOPMENT AUTHORITY ANNUAL REPORT Jean Ward, HRA Executive Director, presented before the Council. Ms. Ward's report included data on the City's general occupancy vacancy rates which was at 1.76% for 2017; home sales which were at 333 and had a median sale price of $153,500; 216 residential lots are available; 27 new dwelling units construction; and foreclosures which were at 11 which is the lowest since 2004. Ms. Ward provided housing highlights which included the opening of the first phase of Highfield Apartments which consisted of 29 units. The second phase of this project is scheduled to open in April or May of 2018 with the third phase groundbreaking scheduled for winter of 2018. The SCDP Downtown Rental Rehab Project was closed out in 2017 with $668,271 reinvested into rental housing in the downtown target area. Ms. Ward spoke of other HRA housing highlights at Park Towers Apartments as well as other affordability options for homeowners. Ms. Ward spoke of 2018 priorities for the HRA which include continuing improvements at Park Towers Apartments, administering rehab/home improvement funds for owner occupies properties, researching the need for another SCDP Rental Rehab application, researching the need for Cooperatively Developed Plan for a growing workforce; and promoting housing affordable to a growing workforce. Ms. Ward also shared predictions from local realtors for 2018 trends. 11 CITY COUNCIL MINUTES FEBRUARY 27, 2018 13. PLANNING AND ZONING DEPARTMENT ANNUAL REPORT Dan Jochum, Planning Director, presented before the Council. Mr. Jochum provided an annual report for the planning, zoning and building department. Mr. Jochum provided data related to the number of building permits issued, which more than doubled from 2016. Other data presented included construction valuation, total inspections, new dwelling unit construction, as well as commercial and industrial additions and remodels. Activities of the department included work on the Facility Master Plan project, updating the City landscape ordinance and demolition of 430 Water Street, along with reviewing and processing of Planning Commission applications, land use applications, building permits, sign permits and predevelopment/application meetings. Mr. Jochum noted that initiatives for 2018 include a scanning project to update address files to digital files. 2018/2019 initiatives include updating the City zoning and subdivision ordinances by utilizing a consultant with expertise in these areas. Mr. Jochum noted that the outlook for 2018 includes a local economy that continues to be strong. Projects scheduled include the Cobblestone Hotel, Highfield Apartments, KFC Redevelopment, Century Court II, buildout of former Cub Foods and continued residential development. Lastly, Mr. Jochum provided an overview of the rental inspection program. UNFINISHED BUSINESS 14. APPROVE/DENY ACCEPTANCE OF MASTER FACILITIES PLAN REPORT Dan Jochum, Planning/Zoning/Building Department Director, presented before the Council. Mr. Jochum introduced John McNamara from Wold Architects who presented the final report on the Master Facilities Plan. Mr. McNamara explained that a study had been completed on the long-term space needs for the City and to address department service delivery for the next 20 years. The facilities that were part of this study included the police station, fire station and City Center. The study resulted in long-term solutions that would improve city operations, improve safety and security and determine appropriate space usage. This report and analysis is intended as a tool for the City to make long-term decisions regarding the buildings and potential reorganization of existing facilities. The recommendation of the Core Planning Group that best fits the long-range needs of the City includes: 1. Construct a new police facility on a site located near the downtown business community. 2. Expand the existing fire station at the current site by purchasing additional properties around the current facility for the expansion and parking. As call volumes increase, the City should explore options for a satellite station located in the southwest portion of the city on a site yet to be determined. As an alternative, the new police facility could be designed to allow for expansion for fire operations thereby creating a public safety facility that would include both police operations and fire operations. 3. Renovate the existing City Center to improve the customer experience by centralizing service counters, expanding the motor vehicle waiting area and modernizing the staff office areas to improve efficiency. Mr. McNamara reviewed the improvements to each facility in more detail and provided budgets for each facility. Council Member Cook asked about the additional parking at the new police facility and the necessity for so much additional parking compared to today at the current facility. Mr. McNamara spoke about the need for more indoor parking for police vehicles and the maintenance of the equipment contained in each police vehicle. Additional discussion was held regarding the final report and how the contents of it will be used as a tool in planning for the future. CITY COUNCIL MINUTES FEBRUARY 27, 2018 Motion by Lofdahl, second by Christensen, to approve acceptance of master facilities plan report. Motion carried unanimously. NEW BUSINESS 15. APPROVE/DENY ORDINANCE NO. 18-781 - AN ORDINANCE APPROVING CHARTER COMMISSION RECOMMENDATION FOR CITY CHARTER REVISIONS (FIRST READING, SET SECOND READING AND ADOPTION FOR MARCH 13, 2018) Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that the Charter Commission has submitted a recommendation to the City recommending that four sections of the City Charter be revised to incorporate law changes that have been made related to special elections. Mr. Sebora explained that a public hearing will be held along with the second reading and adoption of this ordinance. Motion by Cook, second by Czmowski, to approve first reading of Ordinance No. 18-781. Motion carried unanimously. 16. APPROVE/DENY HIRING GRANT WRITER FOR HISTORIC GRAFFITI PROJECT Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that Council Members Christensen and Lofdahl along with City staff met with representatives from Historic Hutchinson, the McLeod County Rail Authority and the McLeod County Historical Society to discuss the next phase of the graffiti preservation project at the Historic Depot. The group discussed and agreed to apply for a grant to bring someone in to do a condition/risk assessment report on the Graffiti at the Depot. The group agreed to hire a grant writer and split the costs between Historic Hutchinson, the City and the Rail Authority. The estimated cost of the grant writer is about $1500-$2000. The grant would be the Cooperative Grant/Historical and Cultural Heritage Grant which has a deadline of April 13, 2018. The group is proposing to hire Bayley Schluter and her proposal of $1500. It is proposed that Historic Hutchinson and the Rail Authority would be partners in this project. Motion by Cook, second by Christensen, to approve hiring grant writer for historic graffiti project. Motion carried unanimously. 17. APPROVE/DENY SETTING STRATEGIC PLANNING SESSION FOR MARCH 16 AND 17, 2018 Matt Jaunich spoke before the Council. Mr. Jaunich noted that it has been discussed in the past a desire to conduct a strategic planning session as a City Council. Mr. Jaunich has been working with Richard Fursman of HueLife to facilitate the session. The session is scheduled to take place on Friday March 16, 2018, from 3:00-8:00 p.m. and Saturday, March 17, 2018, from 9:00 a.m. — 3:00 p.m. at the City Center. Motion by Cook, second by Czmowski, to set strategic planning session for March 16 and 17, 2018, at Hutchinson City Center. Motion carried unanimously. GOVERNANCE (The purpose of this portion of the agenda is to deal with organizational development issues, including policies, 31 CITY COUNCIL MINUTES FEBRUARY 27, 2018 performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items.) 18. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS a) Snow Removal and Ice Control Report for October 2017 Thru January 2018 b) Motor Vehicle Department 2017 Year End Review (c) City of Hutchinson Financial Report and Investment Report for January 2018 (d) Hutchinson Housing & Redevelopment Authority Board Minutes from January 16, 2018 Council Member Cook about the low percentage of fees that actually come back to the City for the motor vehicle transactions. Discussion was held regarding frustrations related to the new DVS system. MISCELLANEOUS 19. STAFF UPDATES 20. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook commented that previously the Council had discussed holding a workshop with the Public Arts Commission. Council Member Cook suggested that the workshop with the Public Arts Commission be held after the strategic planning session. He also asked that a formal letter be put together affirming the Council's motion to support the Hwy 15 Geometric Layout and provided to MnDOT. John Lofdahl — Council Member Lofdahl commented on the proposed sign in Library Square that had been brought up by a group including Betsy Price. Ms. Price received information that a private sign is not allowed on public property so that idea may not be moving forward. Mary Christensen — Council Member Christensen commented on the new Enterprise Center and the great asset it is to the business community. ADJOURNMENT Motion by Christensen, second by Czmowski, to adjourn at 8:20 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor 7 Matthew Jaunich City Administrator