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10-23-2018 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, OCTOBER 23, 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, inputfirom 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 Steve Cook, Chad Czmowski, John Lofdahl, 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 Czmowski, to approve agenda as presented. Motion carried unanimously. 2. INVOCATION — Faith Lutheran Church (The invocation is a voluntary expression of the private citizen, to and for the City Council, and is not intended to affiliate the City Council with, or express the City Council's preference for, any religious/spiritual organization. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Council or stafj) 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14964 — Accepting a Property Donation (Rescue Equipment) David Larson, David Larson Financial and Insurance Services, Inc., presented before the Council. Mr. Larson explained that his company was able to donate a "Tube of Life" grain bin rescue equipment and four hours of training to the Hutchinson Fire Department. The value of this equipment and training was $5000. Motion by Czmowski, second by Cook, to approve Resolution No. 14964. 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. Ifyou 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 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 October 9, 2018 Motion by Czmowski, second by Christensen, 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 Small Business Saturday Event on November 24, 2018 CITY COUNCIL MINUTES OCTOBER 23, 2018 (b) Consideration for Approval of Invocation Schedule (c) Consideration for Approval of 2019 Preliminary Proposal to Small Cities Development Program (SCDP) (d) Consideration for Approval of Resolution No. 14960 - Resolution for Certification of Special Assessments from City of Hutchinson to McLeod County Auditor (e) Consideration for Approval of Resolution No. 14962 — Resolution Approving Conditional Use Permit for Dog Daycare Boarding Facility at 518 Hwy 7 East with Favorable Planning Commission Recommendation (f) Consideration for Approval of Resolution No. 14963 — Resolution Approving a Conditional Use Permit for a Cellular Tower Located at 1470 South Grade Road SW with Favorable Planning Commission Recommendation (g) Consideration for Approval of Out of State Travel for Kent Exner to attend the National Transportation Research Board Conference in Washington D.C. from January 13-17, 2019 (h) Claims, Appropriations and Contract Payments Items 7(a) and 7(b) were pulled for separate discussion. Motion by Czmowski, second by Lofdahl, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(a) had further discussion. Council Member Cook noted that as part of the Small Business Saturday event the group is requesting to sell liquor. As the request stands, the Council would need to deem the event a community festival. Because the event may not necessarily be a community festival, Council Member Cook is suggesting that the group move the event to Library Square and use the east side of Washington Avenue instead of the west side. According to city code, liquor may be sold in cultural facilities and the Council has deemed Library Square a cultural facility. The event is considered a social affair and simply requires approval by the Council for the liquor to be sold similar to the Arts in the Park event. The liquor provider will formally apply for the social affair license which will be on the next Council agenda. Motion by Cook, second by Lofdahl, to move the event to the east side of Washington Avenue by closing the block from Main Street to Hassan Street and utilizing the north side of Library Square for the social affair. Motion carried unanimously. Item 7(b) had further discussion. Council Member Cook noted that Riverside Church had called the city administrator today and requested to be placed on the invocation schedule. Because the invocation policy states that the religious organizations were to be located within the city, an invitation had not been extended to Riverside Church. Council Member Cook is requesting for them to be part of the invocation schedule and for the city administrator to work with them on getting them incorporated into the rotation. Motion by Cook, second by Christensen, to include Riverside Church on the upcoming invocation schedule. Council Member Cook noted that Riverside has provided invocations in the past and was part of the Hutchinson Ministerial Association. 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 OCTOBER 23, 2018 HUTCHINSON PUBLIC LIBRARY ANNUAL UPDATE Katy Hiltner, Hutchinson Public Library Head Librarian, presented before the Council. Ms. Hiltner provided data on a five-year history of total registered users, library circulations, computer sessions and program attendance. Ms. Hiltner also reviewed the various programs offered at the library. 9. DISCUSSION ON REQUEST FROM GOPHER CAMPFIRE SANCTUARY BOARD Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that last month Mayor Forcier had received a letter from the Gopher Campfire Sanctuary Board seeking assistance and requesting a meeting with the City on the Wildlife Sanctuary. Staff is seeking direction from the Council on how to respond to the request. The Board has requested assistance to address issues with funding to pay for improvements to their water supply/well and their need for an electrical source to the site. Although the City has incurred costs in the past related to the sanctuary, staff has concerns in its continued involvement with this facility. There is no statutory language that has been found that gives the City authority to financially contribute to this private organization. In addition, should the Sanctuary Board request a partnership be entered into, the attorney general and state auditor have found that donations/contributions are not authorized and are invalid. The Council concurred that two council members, Steve Cook and Gary Forcier, will meet with the Sanctuary Board to explain and discuss issues related to the sanctuary. UNFINISHED BUSINESS NEW BUSINESS 10. APPROVE/DENY SETTING A PUBLIC HEARING TO DECLARE EMERALD ASH BORER A NUISANCE IN THE CITY OF HUTCHINSON AND REVIEW OF EMERALD ASH BORER MANAGEMENT PLAN John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that emerald ash borer has been found in Wright County, a neighboring county to McLeod. Per the EAB Management Plan, this is a triggering event which requires that a public hearing be held to declare this a nuisance. The infestation was found approximately 49 miles from Hutchinson. Staff is requesting that the public hearing be held at the November 27 h City Council meeting at which time staff will review Chapter 92.02 of the city code — Tree Diseases. A presentation about emerald ash borer will be given at the public hearing. Motion by Lofdahl, second by Christensen, to set public hearing for November 27, 2018 to declare emerald ash borer a nuisance in the City of Hutchinson. Council Cook suggested that in the refuse fund of the CIP that only four compost bins get replaced per year instead of five over the next five years, which will free up about $40,000. This can be discussed more at the public hearing. Motion carried unanimously. 11. APPROVE/DENY RESOLUTION NO. 14961 - RESOLUTION ACCEPTING BID AND AWARDING CONTRACT FOR SOUTH CENTRAL DRAINAGE AREA IMPROVEMENTS PHASE 1 (LETTING NO. 5, PROJECT NO. 18-05) Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the low bid came in from Hjerpe Contracting in the amount of $697,689.60 which was approximately 3.4% higher than estimated. This project is being fully funded with the Stormwater Utility Fund bonding and there are no special assessments associated with this project. Hjerpe Contracting hopes to start the project soon with some pipework and all excavation being done by Christmas time. Motion by Lofdahl, second by Christensen, to approve Resolution No. 14961. Motion carried unanimously. 12. APPROVE/DENY ORDINANCE NO. 18-792 — AN ORDINANCE AUTHORIZING THE CITY COUNCIL MINUTES OCTOBER 23, 2018 SALE OF MUNICIPALLY -OWNED LAND TO HUTCHINSON HEALTH (WAIVE FIRST READING, SET SECOND READING AND ADOPTION FOR NOVEMBER 13, 2018) Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that earlier this year the City approved a lease agreement with Hutchinson Health/Health Partners as part of a merger between the two entities. As part of the transaction, the City agreed to convey title to Hutchinson Health for certain leased property that is not used to provide health care services — those being the hospital auxiliary property and the Freemont Avenue property. The remaining health care property continues to be subject to the amended lease. Motion by Cook, second by Czmowski, to waive first reading and set second reading and adoption of Ordinance No. 18-792 for November 13, 2018. Motion carried unanimously. 13. APPROVE/DENY SETTING BUDGET WORKSHOP FOR NOVEMBER 13, 2018, AT 4:00 P.M. Matt Jaunich, City Administrator, explained that staff is requesting to hold a budget workshop on enterprise funds and to provide an update on the 2019 proposed budget. Motion by Czmowski, second by Lofdahl, to set budget workshop for November 13, 2018, at 4:00 p.m. Motion carried unanimously. 14. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR NOVEMBER 27, 2018, AT 4:00 P.M. TO REVIEW STATE TRUNK HIGHWAY 15 DOWNTOWN RECONSTRUCTION PROJECT ITEMS Kent Exner, City Engineer, explained that this workshop will be to review a variety of topics including streetscaping, construction staging, and public arts on the State Trunk Hwy 15 Downtown Reconstruction Project. Motion by Cook, second by Czmowski, to set Council workshop for November 27, 2018, at 4:00 p.m. to review State Trunk Hwy 15 Downtown Reconstruction Project items. 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.) 15. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Hutchinson Housing & Redevelopment Authority Board Minutes from September 18, 2018 (b) City of Hutchinson Financial Report and Investment Report for September 2018 MISCELLANEOUS 16. STAFF UPDATES John Olson — Mr. Olson provided updates on leaf vacuuming, mosquito spraying and the fountain in the Crow River. Kent Exner — Mr. Exner explained that previously the TH 15/1\4ain Street project local gropu had spoken about business owners being part of discussions on streetscape and the like. Attendance has been low at meetings therefore direct mailings will go out to property owners along the project route to get input. Matt Jaunich — City recognition event is this Thursday at 5:30 p.m.; City offices will be closed on November 12'' in honor of Veterans' Day; CGMC Regional Meeting is November 15-16 in Alexandria 17. COUNCIL/MAYOR UPDATE 11 CITY COUNCIL MINUTES OCTOBER 23, 2018 Steve Cook — USA Today reported Hutchinson as one of the top 50 cities in the nation (No. 42). Work on the Luce Line Trail has begun. Mary Christensen — Election day is November 6 h John Lofdahl — McLeod County Historical Society building will be closed for the next 14 days due to new window installation going on; annual meeting is October 29 h at 7:00 p.m. at the Silver Lake Legion Gary Forcier — Mayor Forcier noted that the Lynn Hustlers are putting on a haunted house at the Fairgrounds on October 27 h and he asked that everyone pay attention on children throughout town on Halloween night. ADJOURNMENT Motion by Christensen, second by Czmowski, to adjourn at 6:45 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator