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03-27-2018 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MARCH 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 — 5:32 P.M. Mayor Gary Forcier called the meeting to order. Members present were Mary Christensen, John Lofdahl, Steve Cook and Chad Czmowski. Other 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 Christensen, second by Cook, to approve the agenda as written. Motion carried unanimously. 2. INVOCATION — St. Anastasia Catholic Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY — 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 March 13, 2018 Motion by Lofdahl, second by Cook, 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 (a) Consideration for Approval of 44h Annual Arts & Crafts Festival to Be Held September 14 & 15, 2018, in Library Square (b) Consideration for Approval of Dairy Day Celebration on June 1, 2018 CITY COUNCIL MINUTES MARCH 27, 2018 (c) Consideration for Approval of Resolution No. 14869 — Resolution Approving Disposal of Information Technology Department Surplus Property (Phones) (d) Consideration for Approval of Resolution No. 14872 — Resolution Approving a Preliminary and Final Plat and Vacation of Easement for Garbers Addition to Fairway Estates Located at 1424 and 1428 Heritage Avenue NW with Favorable Planning Commission Recommendation (e) Consideration for Approval of Issuing Short -Term Gambling License to Saturday Night Cruisers from June — December 2018 at the Hutchinson Mall (f) Claims, Appropriations and Contract Payments — Register A Item 7(d) was pulled for separate discussion Motion by Czmowski, second by Christensen to approve the consent agenda with the exception of the item noted above. Motion carried unanimously. Item 7(d). Council Member Cook questioned the applicants about why they decided to combine the lots. Lynn and Mark Garbers, applicants, explained that the lots were too narrow and there was a fire hydrant in the front middle of the lot. They wanted to create a larger lot in this area. Council Member Cook commented on how these lots are smaller and is questioning if issues like this come forward in the future, how does the Council want to handle that. Dan Jochum, Planning/Zoning/Building Director, made comments about how it has been easy to handle these situations right now and they utilize the "variance tool" as needed. Motion by Cook, second by Christensen, to approve the Resolution No. 14872. Motion carried unanimously. 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B Motion by Lofdahl, second by Forcier to approve. Motion carried, Czmowski abstained. PUBLIC HEARINGS — 6:00 P.M. 9. APPROVE/DENY ORDINANCE NO. 18-781—AN ORDINANCE APPROVING REVISIONS TO SECTIONS OF THE HUTCHINSON CITY CHARTER AS RECOMMENDED BY THE CHARTER COMMISSION (SECOND READING AND ADOPTION) Marc Sebora, City Attorney, explained that the 2017 Legislature passed a law requiring that special election dates for all cities to be held on specific dates during each year. Currently the city's election dates are "fluid" and are not on specific dates. Mr. Sebora reviewed each section of the Charter that the Charter Commission is proposing to be revised to comply with the law changes. The revisions are encompassed in Ordinance No. 18-781. Motion by Lofdahl, second by Czmowski to close the public hearing. Motion carried unanimously. Motion by Cook, second by Gary to approve the change in this ordinance. Motion carried unanimously. 2 CITY COUNCIL MINUTES MARCH 27, 2018 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.) 10. PUBLIC WORKS GROUP ANNUAL REPORT Kent Exner, City Engineer, presented the Public Works group annual report. Mr. Exner reviewed staffing changes and provided an overview of the Core Services Identification. Mr. Exner noted that major accomplishments in 2017 included new trails, hotel access road, pavement management on many roads throughout the city, rehabilitation projects, infrastructure maintenance, grants for trees and airport pavement maintenance, study & planning documents/efforts, and capital improvement projects for 2018. There was a discussion about road projects and issues with current streets that are not in ideal shape for their age. Mr. Exner noted that these areas have poor soil and make it difficult to keep the roads in good shape. Mr. Exner also reviewed information pertaining to utility rates, urban forest, public works facilities, and infrastructure improvements. Discussion was held about road improvement plans and underground pipes and fluoride in the city water and filtration practices. 11. PRESENTATION OF THE PROPOSED FINANCIAL MANAGEMENT PLAN Matt Jaunich, City Administrator, noted that staff has drafted a document of all of the City's financial policies to make it easier for the City Council and City staff. These are encapsulated in the proposed Financial Management Plan and includes information on a new cash policy as well as a new purchasing policy that would replace the current policy. Andy Reid, Finance Director, talked about the importance of this document for the ease of the City staff on day to day operations. Council Member Cook mentioned when this document should be reviewed and how often it should be updated. This topic will be considered in upcoming meetings. UNFINISHED BUSINESS 12. 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) — SECOND READING AND ADOPTION Motion by Cook, second by Christensen, to approve Ordinance No. 18-782. Motion carried unanimously. NEW BUSINESS 13. APPROVE/DENY RESOLUTION NO. 14868 — RESOLUTION AMENDING THE 2018 GENERAL FUND BUDGET Andy Reid, Finance Director, noted that the proposed amendments include eliminating the operating expense and transferring funds of $25,000 of expense out of the streets department budget, as well as removing that $25,000 fund balance revenue that was showing the City using reserves to fund those expenses from the General Fund. The second component is to be budgeting for the transfer of $401,288 and transferring that out of the general fund and into a special revenue fund. CITY COUNCIL MINUTES MARCH 27, 2018 Discussion was held about scanning current files/documents, such as property documents, into the City's computer system. This would be done for the ease of staff, reduce the amount of paper being used, and save office space. Discussion was held about document retention and if electronic documents have the same retention as hard copy documents. Motion by Cook, second by Christensen, to approve Resolution No. 14868. Motion carried unanimously. 14. APPROVE/DENY RESOLUTION NO. 14870 — RESOLUTION AMENDING RESOLUTION NO. 13853 AUTHORIZING FUNDING OF AN EMERALD ASH BORER FUND Andy Reid, Finance Director, discussed the current Resolution and the amount of money in the tree disease mediation plan. Reid proposed to set up a new special revenue fund that would make it easier to track this program and its improvements and remove it from the general fund. Mr. Reid explained that moving it out of the general fund would make it easier to track the mediation of this program and it would generate its own balance sheet/income statement. Motion by Lofdahl, second by Cook, approve Resolution No. 14870, amending the previous resolution and to transfer the $401,288 for the Emerald Ash Borer Fund out of the general fund and into a new special revenue fund. Motion carried unanimously. 15. APPROVE/DENY RESOLUTION NO. 14871 — APPROVING LEASE AGREEMENT WITH HUTCHINSON HEALTH/HEALTH PARTNERS Matt Jaunich presented an overview of current lease agreement with Hutchinson Health. There is going to be a merger with Hutchinson Health and Health Partners. According to the City's current lease, the merger would result in termination of the lease. Hutchinson Health would then have to make a payment equal to the current net value, $6.2 million. It would be to the City's advantage as well as Hutchinson Health/Health partners to keep the lease, rather than terminate it, to continue the partnership. The City has the right to terminate and turn over the lease agreement to Hutchinson Health at any time and the hospital has this same right. Council Member Cook presented his interaction with Hutchinson Health and agrees that it is a great partnership for the City to have. Motion by Cook, second by Czmowski, to approve Resolution No. 14871 to continue lease agreement with Hutchinson Health/Health Partners. Motion carried unanimously. Dr. Steve Mulder, Hutchinson Health, talked to the Council about how this has been a great partnership and they want to continue moving this forward. 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.) 16. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS 11 CITY COUNCIL MINUTES MARCH 27, 2018 a Snow Removal and Ice Control Report for February 2018 b City of Hutchinson Financial Report and Investment Report for February 2018 c) Public Arts Commission Minutes from January 11 and February 8, 2018 d) Hutchinson Housing & Redevelopment Authority Board Minutes from February 20, 2018 (e) Planning Commission Minutes from January 16, 2018 MISCELLANEOUS 17. STAFF UPDATES Kent Exner — Mr. Exner made the request to limit traffic on alleys while the frost moves out in order to avoid beating them up too much. Matt Jaunich — Mr. Jaunich discussed an article that was in the newspaper about the ball field at New Century. He noted that as of right now the City is not involved with this project and he wanted to make sure this was made clear to the Council. He also noted that from March 30 — April 18 the City's legislators will be on break and staff is going to make an attempt to meet with them over this time. He also did a shout out to the 3rd grade class about the work he has been doing with them about learning about cities. He noted that the Chamber of Commerce will be having an event to inform the public about the Main Street 2020 road construction project. 18. COUNCIL/MAYOR UPDATE Mary Christensen — Council Member Christensen relayed a comment from a citizen about the Dog Park and that it is the "best thing that Hutchison ever did". Chad Czmowski — Council Member Czmowski talked about his interaction with a citizen that comes to Hutchinson to use our bike trails because Glencoe doesn't have them. They gave positive reviews! He also noted that on May 19d' the Jaycees are holding their annual bicycle check/safety event. Steve Cook — Council Member Cook proposed removing the Invocation/"moment of silence" from the Council agenda. He noted that he has conducted research and it is not a common thing. He suggested taking formal action at the next Council meeting to remove this from the agenda. Council Member Cook also presented a brochure about bicycling programs and was interested in getting the citizens of Hutchinson more involved and to get children educated on bicycle safety. He proposed the City Council purchase these brochures to hand out to 4d' and 5d' grade students. Council Member Cook also mentioned that he had a college student email him wondering if there will be any internship opportunities this summer. Gary Forcier — Mayor Forcier noted that alleys are meant for deliveries first and public transportation second. Mayor Forcier also brought up the flashing speed limit signs and that citizens would like to see them more around town. Mr. Exner talked about the importance about moving them around town so they don't lose their effectiveness. They cost about $2,000 each. Mayor Forcier also proposed appointing Steve Synstelien to the Police Civic Service Commission. Council Members were in agreement and this appointment will be on the next Council agenda. ADJOURNMENT Motion by Cook, second by Czmowski, to adjourn meeting at 7:25 p.m. Motion carried unanimously. ATTEST: CITY COUNCIL MINUTES MARCH 27, 2018 Gary T. Forcier Matthew Jaunich Mayor City Administrator