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04-24-2018 CCM HUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, APRIL 24, 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 John Lofdahl, Steve Cook and Chad Czmowski and Mary Christensen. Others present were Matt Jaunich, City Administrator and Kent Exner, City Engineer. (a) Approve the Council agenda and any agenda additions and/or corrections Motion by Cook, second by Christensen, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION – Seventh Day Adventist Church Bethlehem United Methodist Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Proclamation - Random Acts of Kindness Day (b) Resolution No. 14880 – Resolution Accepting Cash Donation from Glen Kurth in the Amount of $3504.00 for a New Bench at Veterans’ Memorial Field Motion by Czmowski, second by Lofdahl, to approve Resolution No. 14880. Motion carried unanimously. 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 5 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) Workshop Meeting of April 10, 2018 (b) Regular Meeting of April 10, 2018 Motion by Lofdahl, second by Cook, 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 CITY COUNCIL MINUTES – APRIL 24, 2018 (a) Consideration for Approval of Issuing Parade Permit for Memorial Day Parade on May 28, 2018 (b) Consideration for Approval of Resolution No. 14877 – A Resolution Amending Resolution No. 14707 Establishing Income Guidelines and Asset Limitations for Senior Citizens 65 Years or Older, Disabled Citizens, Active Duty Military Reserves or National Guard Deferred Assessments and Senior Citizens Reduced Refuse Rate (c) Consideration for Approval of Issuing Short-Term Gambling License to Shady Lane Sportsmen Club on June 15 & 16, 2018, at McLeod County Fairgrounds (d) Consideration for Approval of Purchase Order No. 19757 – 2018 Street Repairs (e) Consideration for Approval of Purchase Order No. 19763 – Wastewater Treatment Facility HVAC System Upgrade (Boiler Replacement) (f) Consideration for Approval of Resolution No. 14885 – Resolution Allowing Historic Hutchinson to Apply for a Grant to Repair Stained Windows at the Historic Church on Behalf of the City of Hutchinson (g) Consideration for Approval of Resolution No. 14881 – Resolution Adopting Findings of Fact and Reasons for Approval of a Conditional Use Permit for an Electronic Recycling rd Facility and Storage Facility Located at 540 3 Avenue NW, Jeffrey Krueger, Applicant, with Favorable Planning Commission Recommendation (h) Consideration for Approval of Resolution No. 14882 – Resolution Adopting Findings of Fact and Reasons for Approval of a Conditional Use Permit to Amend the Planned Development District to Reduce the Minimum Front Yard Setbacks from 25 to 20-Feet on 11 Lots and Reduce the Interior Lot Line to Zero on 12 Lots; Also a Vacation of Easements Along Four Lot Lines to Allow for Twin Homes, Gus Wurdell, Applicant, with Favorable Planning Commission Recommendation (i) Consideration for Approval of Items for 2018 Street Seal Coating Project (Letting No. 6, Project No. 18-06) 1. Resolution No. 14878 – Resolution Ordering Preparation of Report on Improvement 2. Resolution No. 14879 – Resolution Receiving Report and Calling Hearing on Improvement (j) Consideration for Approval of Items for Trail and Parking Improvements Project (Letting No. 10, Project No. 18-10) 1. Resolution No. 14883 – Resolution Ordering Preparation of Report on Improvement 2. Resolution No. 14884 – Resolution Receiving Report and Calling Hearing on Improvement (k) Claims, Appropriations and Contract Payments Items 7(g) and 7(j) were pulled for separate discussion. Motion by Czmowski, second by Christensen, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(g) had further discussion. Dan Jochum, Planning Director, noted that the 2 CITY COUNCIL MINUTES – APRIL 24, 2018 Resolution approving the conditional use permit was revised adding a few more conditions. These include: mini-storage not permitted on site as it is not a permitted use in the I/C district; storage containers allowed for the purpose of the recycling business but not allowed to be used to rent to the public for storage; and storage containers for the recycling facility that are stored outside are required to be fully screened. Motion by Czmowski, second by Christensen, to approve Item 7(g) with the revised Resolution. Motion carried unanimously. Item 7(j) had further discussion. Council Member Cook noted that two projects are th included in this Letting – Elks Park areas and 5 Avenue SE bridge. Council Member th Cook asked if now is the right time for the 5 Avenue SE bridge project with the unknown of the Dakota Trail project and available funds. Kent Exner, City Engineer, explained the rationale for the project at this time and the needs of the Charter school in the area and requested that the Council at least set the public hearing as requested to further discuss the project, the design and the funding available. Council Member Cook asked if the pricing of the crosswalk flashing lights could be brought forward as part of this project as perhaps an alternative to a trail system. Council Member Cook also th suggested the extension of the 5 Avenue trail to Ranch Avenue be bid as an alternate bid. Motion by Cook, second by Lofdahl, to approve Item 7(j). 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.) UNFINISHED BUSINESS NEW BUSINESS 9. APPROVE/DENY ACCEPTANCE OF TWINS COMMUNITY FUND GRANT Matt Jaunich, City Administrator, explained that staff pursued a grant for improvements to Northwoods Park and was awarded a matching grant of $10,000. As part of acceptance of the grant, the City must enter into a grant agreement which requires the City to send a six month progress report, complete the project within 12 months and utilize the funds as outlined in the application. Motion by Christensen, second by Cook, to approve acceptance of Twins Community Fund Grant. Motion carried unanimously. 10. APPROVE/DENY ORDINANCE NO. 18-786 - AN ORDINANCE SUSPENDING ENFORCEMENT OF HUTCHINSON CITY ORDINANCES 92.018 AND 112.056 PERTAINING TO HOURS OF USE OF SOUND AMPLIFICATION EQUIPMENT AND CONSUMPTION OF ALCOHOLIC BEVERAGES IN CITY PARKS (WAIVE FIRST READING, SET SECOND READING AND ADOPTION FOR MAY 8, 2018) Matt Jaunich, City Administrator, explained that a private party has rented Masonic West River Park on May 18, 2018, and will include a live band. The party has requested that the band be allowed to play until 11:00 p.m. and that alcoholic beverages be allowed to be consumed until 11:00 p.m. Current ordinance allows for sound amplification and liquor 3 CITY COUNCIL MINUTES – APRIL 24, 2018 consumption until 10:00 p.m. Council Member Cook raised some concerns with the liquor consumption possibly being uncontrolled. Discussion was held that this is one of many multiple requests that have come forward to extend the hours for sound amplification at this specific park and perhaps the ordinance needs to be reviewed for possible revisions. Mr. Jaunich noted that realistically if the renter of the park was holding the event until 10:00 p.m. this request would not need to come before the Council. Council Member Czmowski noted that nearby campers may not appreciate bands being played until 11:00 p.m. on a regular basis. The Council noted that staff should establish guidelines/policy for rental of the stage. Council Member Lofdahl stated that Council should move forward with this request and take into consideration any camper complaints. Motion by Lofdahl, second by Forcier, to approve first reading and set second reading and adoption of Ordinance No. 18-786. Motion carried unanimously. 11. APPROVE/DENY SURPLUS EQUIPMENT AND DONATION TO NONPROFITS POLICY Matt Jaunich, City Administrator, explained that in 2016 the state legislature passed a law authorizing certain donations. The legislation provided that a local government may donate surplus equipment to a nonprofit organization. In order to comply with this law, staff has developed a policy, which is required by the law, that would allow city departments to donate surplus equipment to nonprofit agencies. The policy also addresses the obligations of the City to disclose to the nonprofits that the surplus equipment may be defective and cannot be relied upon for safety purposes. The policy came from a draft policy that was put together by the League of Minnesota Cities. The policy also addresses donations at the liquor store and deals with how the City handles “dealer loaders” that occur there. Motion by Cook, second by Christensen, to approve surplus equipment and donation to nonprofits policy. Motion carried unanimously. 12. APPROVE/DENY CITY FINANCIAL MANAGEMENT PLAN Matt Jaunich, City Administrator, reminded the Council that staff had provided a rough draft of this plan last March. The purpose of the plan is to serve as the framework upon which consistent operations may be built and sustained that guides responsible use of municipal resources and contributes to the City’s overall financial health. The plan serves three distinct purposes: 1.) It draws together in a single document the City’s major financial policies; 2.) The plan establishes principles to guide both staff and Council Members in making consistent and informed financial decisions; and 3.) The plan provides guidelines for ensuring and maintaining an appropriate level of funds, unreserved and reserved, to sustain the financial integrity of the city. Mr. Jaunich noted that several revisions were made to the plan today and distributed to the Council late this afternoon. Because of that, Mr. Jaunich noted that the Council could certainly table this item to allow more time for the Council to review the changes. Council Member Lofdahl spoke of PFA loans and GO bonds being paid off with the hospital payment. Andy Reid, Finance Director, spoke of general fund dollars being used for sewer/water fund debt. Mr. Reid spoke briefly on how and what the City can invest its funds in. Council Member Cook suggested looking at the general fund section under Governmental Funds as far as changing the fund balance percentage. It was suggested to hold a brief workshop to review specific sections of the plan or just include those discussions at the next Council meeting when the item is considered. Motion by Cook, second by Lofdahl, to table consideration of the City Financial Management Plan to May 8, 2018. Motion carried unanimously. 13. APPROVE/DENY SPECIAL ASSESSMENT AGREEMENT BETWEEN MINNESOTA 4 CITY COUNCIL MINUTES – APRIL 24, 2018 STATE COLLEGES AND UNIVERSITIES AND CITY OF HUTCHINSON – CENTURY AVENUE SE RECONSTRUCTION Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that Ridgewater College has drafted this special assessment agreement with the City of Hutchinson for the Century Avenue SE reconstruction project. As noted, a $64,311.00 project-related improvements assessment will be administered against the adjacent benefiting Ridgewater College property. Mr. Exner noted that a slight revision was made to Section 2 of the agreement and distributed this evening. No dollar amounts were changed, but just rather the wording of the section has been revised. Motion by Lofdahl, second by Christensen, to approve special assessment agreement as revised between Minnesota State Colleges and Universities and City of Hutchinson for the Century Avenue SE Reconstruction. Motion carried unanimously. 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.) 14. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Public Arts Commission Minutes from March 15, 2018 (b) Parks, Recreation, Community Education Minutes from April 2, 2018 (c) City of Hutchinson Financial Report and Investment Report for March 2018 (d) Hutchinson Housing & Redevelopment Authority Board Minutes from March 20, 2018 (e) Planning Commission Minutes from March 20, 2018 MISCELLANEOUS 15. STAFF UPDATES nd Kent Exner – Mr. Exner explained that work is being staged on 2 Avenue SE with pipe being fused and boring beginning next week. R&R Excavating will then connect the two ends nd following the boring. 2 Avenue may be closed as early as this Saturday. The Century Avenue project is still awaiting federal aid approval and there is currently some back up due to staffing issues. There potentially may be a need for a special meeting the end of May to order the assessment hearing for this project. Mr. Exner also noted that he had distributed some information on a Trunk Hwy 15 passing lane study and he spoke of potential improvements to portions of Hwy 15 from Hutchinson to St. Cloud. Matt Jaunich – Mr. Jaunich reminded the Council of the strategic planning session this Thursday th at 2:30 p.m. at the Fire Hall. He also noted that early bird registration ends May 20 for the League of Minnesota Cities annual conference in June. Lastly, he noted that filing for Council ndth seats opens May 22 and he will be holding an informational session on May 10 from 5:00 – 8:00 p.m. for those interested in perhaps running for a Council seat. 16. COUNCIL/MAYOR UPDATE Steve Cook – Council Member Cook thanked all staff involved with snow removal operations over the last week or more and other street improvements going on right now. Council Member Cook noted that staff will be working on affordable housing, but he also 5 CITY COUNCIL MINUTES – APRIL 24, 2018 noted there is a need for daycare in the area. He noted there is some state funding available for daycare facilities and expansions. There was a suggestion to perhaps include daycare needs in a community survey. Mary Christensen – Council Member Christensen thanked the Council for the action taken at the last meeting on the invocation. Gary Forcier – Mayor Forcier noted that there is an opening on the Police Commission and Kim Pierson has expressed interest in serving. Mayor Forcier shared Ms. Pierson’s prior experiences. Mayor Forcier intends to appoint her at the next Council meeting. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 6:55 p.m. Motion carried unanimously. ATTEST: ________________________________ __________________________________ Gary T. Forcier Matthew Jaunich Mayor City Administrator 6