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05-08-2018 CCM HUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MAY 8, 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, Chad Czmowski and Mary Christensen. Others present were Matt Jaunich, City Administrator, Marc Sebora, City Attorney and Kent Exner, City Engineer. (a) Approve the Council agenda and any agenda additions and/or corrections Motion by Christensen, second by Lofdahl, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION – River of Hope Vineyard United Methodist Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Proclamation – Building Safety Month (b) Proclamation – Arbor Day Kyle Dimler, Building Official, presented before the Council. Mr. Dimler introduced two of the newest employees in the building department. They include Dave Halquist – Inspector and Ken Nelson – Building Inspector. Dave will focus on the rental registration program and Ken will focus on construction inspections. 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) Regular Meeting of April 24, 2018 Motion by Czmowski, second by Cook, to approve 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 I (a) Appointment of Kim Pearson to Police Commission to May 2020 (Completing Jo Piehl’s CITY COUNCIL MINUTES – MAY 8, 2018 Term) (b) Consideration for Approval of Non-Waiver of Tort Liability Limits for General Liability (c) Consideration for Approval of Renewing Food Vendor License to Rafael Jimenez (d) Consideration for Approval of Issuing Temporary Liquor License to Sustainable Farming Association for Minnesota Garlic Festival Being Held August 11, 2018, at McLeod County Fairgrounds (e) Consideration for Approval of Items for 2018 Pavement Management Program – Letting No. 4, Project No. 18-04 1. Resolution No. 14888 – Resolution Ordering Improvement and Preparation of Plans and Specifications Resolution Ordering Preparation of Report on Improvement 2. Resolution No. 14889 – Resolution Approving Plans and Specifications and Ordering Advertisement for Bids Resolution Receiving Report and Calling Hearing on Improvement (f) Claims, Appropriations and Contract Payments – Check Register A Item 7(e) was pulled for clarification. Motion by Czmowski, second by Christensen, to approve the consent agenda with the exception of the item noted above. Motion carried unanimously. Council Member Cook had clarified that Resolution No. 14888 is actually for ordering preparation of report on improvement and Resolution No. 14889 is actually for receiving report and calling hearing on improvement. The items listed on the agenda were inadvertent errors. Council Member Cook asked if the project is for complete reconstruction or mill and overlay. Kent Exner, City Engineer, noted that the approach is still being developed and will be better identified at an upcoming meeting. He noted that all four roadways most likely will not be addressed due to cost restraints. Motion by Cook, second by Lofdahl, to approve Item 7(e) with the corrections noted. Motion carried unanimously. 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments – Check Register B Motion by Lofdahl, second by Forcier, with Czmowski abstaining to approve Consent Agenda II. Motion carried unanimously. PUBLIC HEARINGS – 6:00 P.M. 9. APPROVE/DENY ISSUING BREWER/TAPROOM LICENSE TO BOBBING BOBBERS BREWING COMPANY, LLC Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that all required paperwork has been received for the brewer and taproom license submitted by Bobbing Bobbers Brewing Company, LLC. City ordinance requires that all licenses issued related to liquor have a public hearing. Dan Hart, 255 North High Drive #116 – Bobbing Bobbers Brewing Company, LLC, presented before the Council. Mr. Hart noted that he has been working on opening his brewery for the last three years. He did invite a neighbor of the brewery to come speak at the 2 CITY COUNCIL MINUTES – MAY 8, 2018 public hearing regarding a lighting issue she has concerns with. Mayor Forcier noted that a different neighbor to the brewery had approached him with concerns regarding noise from a condensing unit used for the brewing process. Mr. Hart explained that he plans on placing a fence around the unit to filter the noise. Mr. Hart noted that this mechanism is similar to an air conditioning unit but two-three times bigger. He plans to put the fence up within the next couple of weeks. The fence will divert the noise upward instead of outward. Mr. Hart noted that his hope is to open the brewery the Wednesday before Memorial Weekend. Council Member Cook suggested planting some hop plants in the backyard area of the brewery. Mr. Hart noted it is a good idea for aesthetic purposes, however growing hops takes a lot of time and work. Jessica Thorn, 115 Linden Avenue, presented before the Council. Ms. Thorn noted that she has some concerns with lighting in the back of the brewery that Mr. Hart has agreed to readjust and has alleviated the problem. She said that she had been told that perhaps more streetlights were being considered to be put in place in that area and she requested that no more streetlights be put up as the area is already very well lit and she lives directly across from the brewery. Mr. Exner noted that no streetlights are being considered, but most likely additional lighting on the site was being considered as it relates to the brewery’s conditional use permit. Matt Jaunich, City Administrator, noted that the feedback received from neighbors is more related to property use and the conditional use permit requirements, not necessarily related to the brewing/taproom license. Motion by Czmowski, second by Christensen, to close public hearing. Motion carried unanimously. Motion by Czmowski, second by Forcier, to approve issuing brewer and taproom license to Bobbing Bobbers Brewing Company, LLC. Motion carried unanimously. 10. 2018 STREETS SEAL COATING PROJECT (LETTING NO. 6, PROJECT NO. 18-06) (a) Resolution No. 14886 - Resolution Ordering Improvement and Preparation of Plans and Specifications (b) Resolution No. 14887 - Resolution Approving Plans and Specifications and Ordering Advertisement for Bids Kent Exner, City Engineer, presented before the Council. Mr. Exner reviewed the 2018 streets seal coating project. This project will be publicly bid and funded by the City’s infrastructure maintenance funds (no bonding or special assessments). The scheduled bid opening date is set for June 4, 2018. The planned construction window is June 18 – August 10. Motion by Czmowski, second by Lofdahl, to close public hearing. Motion carried unanimously. John Olson, Public Works Manager, noted that some repairs on streets, such as large cracks, will be completed prior to seal coating. Motion by Cook, second by Czmowski, to approve Resolution Nos. 14886 and 14887. Motion carried unanimously. 3 CITY COUNCIL MINUTES – MAY 8, 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.) 11. HUTCHINSON HEALTH REPORT TO THE CITY Dr. Mulder, Hutchinson Health, presented to the Council. Dr. Mulder reviewed the services provided by Hutchinson Health in 2017. These include inpatient admissions, inpatient surgical cases, same day surgery cases, emergency department visits, newborn deliveries, clinic visits, mental health clinic visits, Dassel Clinic visits, orthopedic clinic visits, outpatient imaging visits, rehab outpatient visits and lab outpatient visits. Dr. Mulder also reviewed the financial performance for 2017 and provided an overview of new providers to Hutchinson Health. Dr. Mulder explained the community benefit Hutchinson Health provides. Dr. Mulder then spoke about the affiliation with HealthPartners that Hutchinson Health entered into effective April 1, 2018. 12. PRESENTATION OF 2018 PAVEMENT MANAGEMENT REPORT John Olson, Public Works Manager, presented before the Council. Mr. Olson reviewed the 2018 Pavement Management Report document. Mr. Olson explained the pavement inventory and the reasons why pavement management is conducted. Mr. Olson reviewed results from pavement surveys, the pavement condition index and target PCI ratings. Mr. Olson reviewed capital project costs and maintenance projects costs. Kent Exner explained how the pavement management program is put together and projects that are selected. 13. DISCUSSION ON POLICY FOR USE OF MASONIC/WEST RIVER PARK STAGE Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich noted that at the last Council meeting the Council held a discussion on perhaps putting a policy together on use of the Mason West River stage. Staff is seeking direction from the Council on what they would like to see included related to hours of use, alcohol use, noise, etc. Council Member Cook noted that what really sat with him from the last meeting is that Council Member Czmowski reminded everyone that the stage is located in a park whose main use is for a campground and the Council should be cognizant of the campers in the area who have rented sites near the stage. Current policy of rental of the stage and park shelters is from 9:00 am – 9:00 pm and quiet time at the campground begins at 10:00 pm. Council Member Cook noted that he would like the policy to state that no extended hours of use of the stage will be allowed unless the renter rents out the entire campground. Council Member Czmowski stated at the PRCE Board last night the board voted to recommend that the City enforce what is currently in place, that being that the stage is for use until 9:00 p.m. and if hours wish to be extended the entire campground must be rented out. Council Member Czmowski also noted that the campground is really only open for an average of 16 weekends and if the stage continues to be rented for private use, the purpose of the campground is being eliminated. Council Member Lofdahl suggested that perhaps the quiet time of the campground be later, such as 11:00 p.m., due to it being lighter out later. Council Member Cook stated that he is open to use of the stage later than 9:00 p.m. if it is for a community event as opposed to a private party. Mr. Jaunich suggested staff put together a broad-scope policy for the Council to consider. UNFINISHED BUSINESS 14. 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 4 CITY COUNCIL MINUTES – MAY 8, 2018 CONSUMPTION OF ALCOHOLIC BEVERAGES IN CITY PARKS (SECOND READING AND ADOPTION) Mr. Jaunich reminded the Council that a request has come before the Council to extend the hours to the noise ordinance and liquor consumption ordinance for use of the Masonic West River Park stage for a private party on May 18, 2018. The party is requesting that the hours be extended to 11:00 p.m. Motion by Cook, second by Czmowski, to deny second reading and adoption of Ordinance No. 18-786 in respect of fellow campers in the area. Motion carried unanimously. 15. APPROVE/DENY FINANCIAL MANAGEMENT PLAN Mr. Jaunich noted that the financial management plan had been reviewed at the last Council meeting. Several revisions were made to the plan and the Council tabled it at the last meeting. The same plan is before the Council for their consideration. Council Member Cook stated he still has questions on the fund balance percentages in the General Fund as noted on page 16. Council Member Cook is suggesting changing the percentage to anything over 60%. Discussion was held regarding restricted and unrestricted funds. The main concern is that the fund balance does not fall below guidelines, however the City should not be sitting on too much money as well. Council Member Cook asked if 40% is a good number to include in the policy and Andy Reid, Finance Director, noted that that gets the City through the first tax payment in June. Items b and c under General Fund were added to the policy from last time and the Council suggested perhaps these subsections be removed. Council Member Cook also had concerns with “$2,600,000” on page 20 and had a suggestion related to it. Council Member Cook suggested having an annual compliance report or a monitoring report showing the Council how the Ccity is doing compared to what the City intended on doing. Motion by Czmowski, second by Christensen, to approve financial management plan with the two subsections struck from the General Fund section. Motion carried unanimously. NEW BUSINESS 16. APPROVE/DENY SETTING COUNCIL BUDGET WORKSHOP FOR MAY 22, 2018, AT 4:00 P.M. Motion by Czmowski, second by Lofdahl, to set Council budget workshop for May 22, 2018, at 4:00 p.m. Motion carried unanimously. 17. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR JUNE 12, 2018, AT 4:00 P.M. TO REVIEW STATE TRUNK HIGHWAY 15 DOWNTOWN RECONSTRUCTION PROJECT ITEMS Motion by Christensen, second by Czmowski, to set Council workshop for June 12, 2018, at 4:00 p.m. 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.) 18. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) 2017-2018 Snow Season Report (b) Library Board Minutes 5 CITY COUNCIL MINUTES – MAY 8, 2018 MISCELLANEOUS 19. STAFF UPDATES John Olson – Mr. Olson noted that street sweeping is occurring on streets and alleys along with patching. Les Kouba Parkway is closed off due to frost boiling occurring. Kent Exner – Mr. Exner explained that the Century Avenue project is still working through the federal aid process and hopefully authorization for bids will be approved soon. Most likely the project will begin in late June/early July. The Hwy 15/Main Street project ADA informational meeting is May 22, 2018, at 8:00 a.m. at the Event Center. This meeting is being sponsored by the Chamber of Commerce. A neighborhood meeting will be held May 15, 2018, at 7:00 p.m. nd for the pavement management program. Mr. Exner also noted that 2 Avenue SE is open as of yesterday and construction may begin on June 1, 2018. Matt Jaunich – Mr. Jaunich reminded the public that this Thursday night at 5:00 p.m. he is hosting a session entitled “So You Want to be a Council Member” for those who are interested in running for public office or who just want more information on the life of a council member. Interested persons can still register to attend. He also noted that work on the stop light at Hwy 15 South and South Grade Road will be worked on tomorrow. 20. COUNCIL/MAYOR UPDATE Mary Christensen – Council Member Christensen commented on the smoke detector project put on by the Red Cross last weekend. Christensen noted what a great program it was in that new, working smoke detectors were installed in homes by the Red Cross and volunteers. John Lofdahl – Council Member Lofdahl commented that with Memorial Day approaching he asked that those flying American flags to check them to make sure they are in good condition as he has seen some that are in rather poor condition. Steve Cook – Council Member Cook noted that he observed this weekend several fires in the campground most likely not using certified firewood and that raises concerns with emerald ash borer. He feels that needs to be enforced more and perhaps a camp host should be part of the campground to monitor that along with other concerns at the campground. Cook asked about the Linden Park ponds project. Ken Exner noted that the project is still on the radar but the focus has been Century Avenue SE and pavement management. Another project that has taken precedence is a roadway being considered to Uponor that will now be pushed out another year. The pond design has made good headway and the project will most likely be bid this Fall with excavation in November or December. Cook noted that someone th had approached him about better lighting/LED lighting on 5 Avenue SE/Adams Street west of 3M. Staff met recently with Ameresco and will be reviewing projects proposed by them. Cook also spoke of concerns of drivers heading north on Hwy 15 who want to turn into the brewery and using a UTurn function at Echo Drive. Exner noted that he has spoken to MnDOT about potential improvements to this area. Cook also mentioned that he believed someone had brought up potential Charter revisions to allow a person residing outside of city limits to serve on Hutchinson Utilities Commission. Mayor Forcier noted that he had made this suggestion for the Charter Commission to consider. Cook noted that he agrees with the suggestion and that the appointment not be limited to property ownership. Forcier is suggesting that perhaps an appointee needs to be a paying customer of HUC and not just live in city limits. Cook also mentioned that the “Dreams Take Flight” sculpture was voted the People’s Choice Award from the sculpture stroll. Deb Walkes, the pastor from Vineyard United Methodist, was still in the audience and Council Member Cook asked if she had anything to share with the Council. Mr. Walkes noted that she did not but did state that the Ministerial Association will be providing a letter to the Council. 6 CITY COUNCIL MINUTES – MAY 8, 2018 Gary Forcier – Mayor Forcier introduced Morgan Baum who has expressed interest in serving on the Public Arts Commission. Ms. Baum spoke before the Council and expressed why she is interested in serving on the PAC and her background and expertise that she can provide. Ms. Baum will be appointed at the next Council meeting. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 8:05 p.m. Motion carried unanimously. ATTEST: ________________________________ __________________________________ Gary T. Forcier Matthew Jaunich Mayor City Administrator 7