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03-13-2018 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MARCH 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 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 Matt Jaunich asked that a Proclamation be read under Section 4 of the agenda and adding a discussion item under New Business related to the Hutchinson Health/Health Partners merger and the lease with the City of Hutchinson. Motion by Czmowski, second by Christensen, to approve the agenda with the additional items noted. Motion carried unanimously. 2. INVOCATION — Due to the absence of the 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. 14867 — Resolution Accepting Donation from John & Joan Bradley for Law Enforcement Memorial Park Fund Matt Jaunich noted that a $50 donation was given by John and Joan Bradley for the Law Enforcement Memorial Park. Motion by Czmowski, second by Lofdahl, to approve Resolution No. 14867. Motion carried unanimously. Mayor Forcier read a Proclamation proclaiming March 16, 2018, as a special day to show appreciation for Reagan Goldstein and her efforts to spread kindness throughout the world with Reagan's Kindness Campaign. Mr. Jaunich noted that a photograph will be taken on Friday at 4:00 p.m. in Library Square for the campaign. 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 27, 2018 CITY COUNCIL MINUTES MARCH 13, 2018 (b) Workshop of February 27, 2018 Motion by Christensen, second by Lofdahl, to approve the 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. 14865 - Resolution Closing Various City Funds (b) Consideration for Approval of Authorizing Crow River Winery to Dispense Wine at Minted Patina Market at McLeod County Fairgrounds on April 27 and 28, 2018 (c) Consideration for Approval of Letter of Support for State Trunk Highway 15 Downtown Reconstruction Project Geometric Layout (Letting No. 1, Project No. 20-01) (d) Consideration for Approval of Purchase Orders for Leaf Loader Units (e) Consideration for Approval of Resolution No. 14866 — Resolution Authorizing Agreement with MPCA to Host AmeriCorps Member (f) Consideration for Approval of Compost Fund Skidsteer Loader Purchase (g) Consideration for Approval of PRCE Concession Agreement with Bernick's Pepsi (h) Claims, Appropriations and Contract Payments Item 7(c) was pulled for separate discussion. Motion by Lofdahl, second by Cook, to approve consent agenda with the exception of the item noted above. Council Member Cook noted that he had received a call from a resident regarding the lane width and increased sidewalk widths and Cook explained the ADA requirements that have to be met. The caller was also concerned with lane width and truck traffic, however Cook explained the widths are above standard and MnDOT has compromised during the project design. Kent Exner noted that MnDOT has informed him and his staff that if any individuals call in or provide comments to the City on the design, they should be referred to the public liaison on the project, John Rodeberg of SEH, to collect the feedback and document it. Motion by Cook, second by Christensen, to approve Item 7(c). 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.) 2 CITY COUNCIL MINUTES MARCH 13, 2018 8. PARKS, RECREATION, COMMUNITY EDUCATION ANNUAL REPORT Dolf Moon, PRCE Director, presented before the Council. Mr. Moon provided an overview of projects that occurred in the department in the last year. They included the installation of the wayfinding signs, installation of new playground equipment at Rotary Park, aquatic center completion, upgrades to VFW Park, completion of dog park, youth sports/recreational/after school programs, and inclusive park at Elks Park. Future projects include a new playground at Roberts Park, Gateway Park development, and ballfield improvements. Mr. Jaunich noted the city has 38 parks all with ongoing maintenance and improvement needs so when outside organizations offer to contribute financially and manually, it is deeply appreciated by everyone with the City. Council Member Cook spoke about scholarships available for those who cannot afford to participate in youth programs. Moon mentioned that the Learn to Swim fee is waived for those who meet certain criteria and fees may be waived or reduced for other programs for those who meet certain criteria. In addition, the United Way provides funding to offset some costs for park and recreation programs. Community education programs do not have the ability to waive or reduce fees due to funding that they receive from their sources. Cook noted that free multigenerational opportunities are very beneficial. Moon noted that through PRCE and Heart of Hutch several opportunities have been made available. Cook noted that an idea of a free day/night at the pool has been suggested. Moon spoke about the cost of doing business and pros and cons to such an idea. Council Member Lofdahl noted that he liked the idea of a free day at the pool, somewhat similar to the State of Minnesota when they offer a free day at all state parks. 9. REVIEW OF PROPOSED EMERALD ASH BORER RESPONSE PLAN UPDATES John Olson, Public Works Manager, presented before the Council. Mr. Olson noted that this presentation is intended as a follow up discussion regarding forestry operations that took place in January. Since then, staff has provided copies of the City's Emerald Ash Borer response plan and urban forestry program documents to the University of Minnesota and to the Minnesota Department of Agriculture. Both of these agencies were asked to review the documents and provide any input regarding updates that should be made. Based upon feedback received from these agencies, a few changes are being suggested to the plan. In addition, staff has learned that emerald ash borer has been located in Fairmont and Eden Prairie. Changes to the plan were made in the following sections: Proactive management, Reactive management and Wood Disposal and Utilization. Council Member Christensen asked about preventative measures used through pesticides. Olson noted that pesticide applications for high value trees are beneficial and need to be done annually to be effective. UNFINISHED BUSINESS NEW BUSINESS 10. APPROVE/DENY ORDINANCE NO. 18-782 - AN ORDINANCE SUSPENDING ENFORCEMENT OF HUTCHINSON CITY ORDINANCE 92.018 PERTAINING TO HOURS OF USE OF SOUND AMPLIFICATION EQUIPMENT (SCHROEDER WEDDING) Chief Dan Hatten presented before the Council. Chief Hatten noted that Joshua Schroeder has requested to utilize Masonic West River Park for his wedding celebration on May 12, CITY COUNCIL MINUTES MARCH 13, 2018 2018. Part of the wedding celebration will include several bands playing amplified music ranging from polka, bluegrass and country. The amplified music is being proposed to be played until 11:00 p.m. and current ordinance allows for amplified music to be played until 10:00 p.m. Chief Hatten spoke about items related to the event such as campground reservations and parking. Joshua Schroeder, 215 4h Avenue NE, applicant, presented before the Council. Mr. Schroeder explained that a concern of his is weather conditions and road conditions. Mr. Schroeder noted that the majority of his guests are either camping or staying at the Days Inn and he has arranged to have a golf cart or other smaller type vehicle to shuttle guests back and forth if necessary. Mr. Schroeder also spoke about the plan he has in place for serving and consuming alcoholic beverages. Motion by Czmowski, second by Christensen, to set second reading and adoption of Ordinance No. 18-782 for March 27, 2018. Motion carried unanimously. 11. APPROVE/DENY ITEMS FOR 2018 AIRPORT IMPROVEMENT PROJECT (8 -UNIT T - HANGAR) John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that this project would be funded 90% by FAA, 5% by MnDOT Aeronautics and 5% by the City of Hutchinson. The project is scheduled to go out for bid on April 4, 2018, with approval of the bid at the April 10, 2018, Council meeting. The project is proposed to be awarded on June 3, 2018, assuming federal and state grant funding is approved. Mr. Olson requested that the Council approve bidding the project and approving the Disadvantaged Business Enterprise program update as included in the Council packet. Motion by Czmowski, second by Cook, to approve items for 2018 airport improvement project. Motion carried unanimously. 12. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR MARCH 27, 2018, AT 4:00 P.M. TO MEET WITH PUBLIC ARTS COMMISSION Matt Jaunich noted that Council Member Cook has mentioned that there is a conflict with the proposed date and therefore he is requesting that the workshop be held on April 10, 2018. Motion by Lofdahl, second by Cook, to set workshop for April 10, 2018, at 4:00 p.m. Motion carried unanimously. 12.5 DISCUSSION OF HUTCHINSON HEALTH/HEALTH PARTNERS MERGER — CITY OF HUTCHINSON LEASE AGREEMENT Matt Jaunich reminded the Council that Hutchinson Health and HealthPartners will be merging and hope to close on their transaction on April 1, 2018. Mr. Jaunich noted that as part of the transaction HealthPartners will become the sole corporate member of Hutchinson Health. Hutchinson Health will continue as a separate legal entity, but will ultimately be controlled by HealthPartners. Jaunich noted that Hutchinson Health and the City of 11 CITY COUNCIL MINUTES MARCH 13, 2018 Hutchinson have had a lease arrangement since 2007 where the City has been the landlord for most of the facilities that Hutchinson Health uses in providing its health care services. There is currently 20 years remaining in the current lease and under the terms Hutchinson Health was to acquire the leased property in the event of a change in control and would pay the City the present value of the lease payments for the remainder of the initial term. Hutchinson Health has approached the City and has determined that there would be economic advantage for it if the facilities used to provide health care services could remain in a lease structure. The City has agreed that it would be worthwhile to retain that structure rather than convey title to certain properties now. Therefore, it is being proposed to amend the lease to accomplish that. The City's financial advisor, Ehlers & Associates, has made a recommendation to the City regarding parameters for the present value payment called for under the lease and provided a range of values that they believe should be acceptable to the City. The City averaged the various approaches and Hutchinson Health has accepted the City's proposed value. Under the proposed amendment, Hutchinson Health will make the full prepayment of the lease amounts now, will reimburse the City for its costs in connection with the lease amendments, and reimburse future costs incurred when the City eventually conveys title to the health care properties to Hutchinson Health. Hutchinson Health will continue to indemnify the City against costs and liabilities associated with operation of the health care services and other facilities by Hutchinson Health. The city will convey title to Hutchinson Health for certain leased property that is not used to provide health care services as soon as practical and the remaining health care property will continue to be subject to the amended lease as of the April 1 closing date for the Hutchinson Health/HealthPartners transaction. Formal documents to accomplish this will be before the Council at the next meeting for more discussion or perhaps even approval. The first draft of a lease agreement was just provided to the City late last week. 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.) 13. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) City of Hutchinson December 2017 Preliminary Financial Statements & Local Sales Tax Update MISCELLANEOUS 14. STAFF UPDATES Kent Exner — Mr. Exner provided an update on a meeting held regarding the Dakota Rail Trail project. Exner noted that the project has received positive feedback with support for the project although some issues need to be worked through. The project will be going out for bids within the next month or so with completion optimistically set for September. Mr. Exner also noted that the City will be providing compensation for easements along Century Avenue with formal temporary construction easements being signed. Marc Sebora — Mr. Sebora commented on the proposed Charter revisions that were discussed at the last Council meeting. A public hearing had been discussed to be held this evening, however due to publication deadlines and statutory requirements, the public hearing will be held and has CITY COUNCIL MINUTES MARCH 13, 2018 been noticed for March 27, 2018. Matt Jaunich — Mr. Jaunich reminded the Council that the strategic planning session is being held this Friday and Saturday at the City Center. 15. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook spoke about the youth opportunity meeting he attended with members of the community, the county, the school district and others. Top topics were identified as multi -generational recreation center; activity bus for after school events; community data base housing information; free nights for activities; need for family resource liaison to help coordinate various groups; community network meeting with all nonprofits and service organizations to find out what organizations are doing John Lofdahl — Council Member Lofdahl spoke about the goals/objectives set in 2012 that can be discussed at the strategic planning session set for this weekend Gary Forcier — Mayor Forcier challenged council members or other community members to sponsor a youth sports team as he has been doing for the last several years. It is a $100 sponsor fee. He also encouraged those to step up as youth sports coaches. ADJOURNMENT Motion by Christensen, second by Cook, to adjourn at 7:10 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator