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11-27-2018 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, NOVEMBER 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 and practices, 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 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 Cook, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Christ the King 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) 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 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 Morgan Baum, 925 2nd Avenue SW, noted that today is Giving Tuesday where nonprofit organizations across the nation are asking for people to give — time or money. Ms. Baum noted that a Community Blood Drive is taking place on November 30, 2018, sponsored by CenBank. Those interested can call 651-332-7164 to make an appointment from 1:00 — 5:00 pm. The first 50 people who donate get abag full of goodies. 6. APPROVAL OF MINUTES (a) Hearing Minutes of November 13, 2018 (b) Workshop Minutes of November 13, 2018 (c) Regular Meeting of November 13, 2018 Council Member Cook noted a correction to be made in the workshop minutes. He noted that the minutes stated that in the refuse fund sees an increase due to a $55,000 transfer to the tree mitigation fund, but the increase was really due to capital outlay expenses. Motion by Cook, second by Forcier, to approve the minutes as presented with the correction noted above. 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 I CITY COUNCIL MINUTES NOVEMBER 27, 2018 (a) Consideration for Approval of Resolution No. 14970 — Resolution Sell at Auction Forfeited Vehicles (b) Consideration for Approval of Resolution No. 14971 — Resolution Authorizing Senior Deferral of Special Assessment (c) Consideration for Approval of Renewal of Airport Agricultural Property Lease (d) Consideration for Approval of Resolution No. 14972 — Resolution Establishing Location for Traffic Control Devices 1. "ROAD CLOSED" Signs to be placed on Les Kouba Pkwy NW, from the end of the pavement at the parking lot for the wildlife sanctuary to the boat landing located south of Hutchinson Coop 2. Removal of "NO PARKING SCHOOL DAYS 7-3" signs on Kay Street SW from Roberts Road to Lea Ave SW (e) Claims, Appropriations and Contract Payments — Register A Item 7(d)2 was pulled for separate discussion. Motion by Czmowski, second by Christensen, to approve Consent Agenda I with the exception of the item noted above. Motion carried unanimously. Item 7(d)2 had further discussion. Council Member Cook noted that a petition was received by residents on Kay Street to remove the "No Parking During School Days" signs and he has no issue with the request. Council Member Cook noted that he feels there needs to be a way to allow residents to allow to park on the street in front of their homes and suggested issuing permits to those residents to give them permission to park on the streets. Staff and council members expressed that this is more of an enforcement issue. Patty Roach, 444 Kay Street, presented before the Council. Ms. Roach stated that she had started the petition to allow parking on Kay Street. Ms. Roach explained that there were no parking issues three years ago before the school construction. However, now that the school reconstruction is completed, the parking issues have dwindled. Ms. Roach feels that the parking issues will resolve themselves over time. Matt Jaunich, City Administrator, suggested having the Police Chief at the next Council meeting to discuss options. Patrick Kohn, 434 Kay Street, noted that he would be open to parking permits if there were no other options. John Olson, Public Works Manager, noted that it will take several weeks for Public Works to get the signs installed, however certain streets will receive higher priority. Motion by Cook, second by Czmowski, to table Item 7(d)2 to December 11, 2018, to allow for more discussion. Motion carried unanimously. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B 2 CITY COUNCIL MINUTES NOVEMBER 27, 2018 Motion by Czmowski, second by Christensen, IL Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. with Forcier abstaining, to approve Consent Agenda 9. DECLARATION OF EMERALD ASH BORER AS A PUBLIC NUISANCE IN THE CITY OF HUTCHINSON (a) Approve/Deny Resolution No. 14973 - Resolution Declaring Emerald Ash Borer a Public Nuisance Under Hutchinson City Code 92.02 Council Member Cook stated that he understands the current policy states that the trigger to EAB being declared a public nuisance is because EAB has been found in an adjoining county, however Cook noted that EAB has been located in the City of Eden Prairie which is closer in proximity than in the location of the adjoining county. Therefore, Cook suggested that perhaps the triggering effect should be a certain mileage distance instead. John Olson explained that the concept behind the adjoining county theory is that the entire county is then quarantined and the likelihood of it traveling to the next county is lessened. Mr. Olson explained that EAB has been located in Clearwater located in Wright County. The EAB is a non-native beetle that causes the widespread decline and death of green ash trees. Mr. Olson explained that city ordinance indicates that private property owners are responsible to abate nuisances and the hearing tonight intends to consider declaring EAB as a nuisance in the City. If the City Council takes action to declare EAB a nuisance, provisions of the ordinance would apply to infested trees. Mr. Olson explained the abatement process. Arborist inspections will take place in June -August when beetles are the most active. This will be coupled with leaf -off surveys with an eye toward woodpecker activity. Once a privately -owned tree is identified as being infested, the City will send "Order to Remove" letters to the property owners. Upon receiving notice, the property owner will either have to remove the tree between October 1 and March 1 and take to Creekside or chemically treat the tree. Mr. Olson explained that the City will respond to EAB by public education, inspection and strategic management. Mr. Olson reminded the public that the City's EAB Management Plan indicates that reactive measures will begin once a there is a verified infestation in a neighboring county. Mr. Olson explained that the City's proactive measures to EAB have included maintaining tree inventory, rating tree conditions, 800-meter grid to determine sites for chemical treatment, identifying triggering events, initiating removals of ash trees in poor to moderate health and implementing forestry diversification. Reactive measures include initiating and continuing chemical treatments at selected sites, continuing removal of ash trees in poor to moderate health, regularly monitor condition of infested trees, remove infested trees during winter months and replace trees as resources permit. The EAB Management Plan identifies triggering events as a verified EAB infestation in any adjoining county or anywhere in McLeod County. Mr. Olson reviewed the short-term plan to address EAB which will include inspections, training, and education. Publicly -owned ash trees will be surveyed and removal of low quality ash trees. Aggressive removal will occur in parks and actively pursue boulevard ash removal. Staff will communicate with property owners to identify low quality ash on adjacent boulevards and identify cost-effective replacement trees. In the Spring -Summer of 2019 staff intends to inject 30-40 high quality trees in the 800-meter grid, determine time/labor/material necessary for chemical treatments, help property owners identify appropriate chemicals for treating privately -owned trees, focus public education efforts in conjunction with 40'' years as a Tree City USA and closely review removal/replacement costs. The estimated inventory of publicly -owned ash trees totals 2160 and privately -owned is estimated at 3500. Bill Baum, Country Club Estates Homeowners Association, presented before the Council. Mr. Baum explained that the Association contracts lawn care removal and tree trimming. He asked what the protocol is if they need the contractor to remove the trees. Ted Beatty, Rolling Greens Association and Crow River Golf Club, presented before the Council. Mr. Beatty clarified that green ash trees are the only trees effected, not black or white. The other trees are susceptible but have not had issues. Motion by Cook, second by Czmowski, to close public hearing. Motion carried unanimously. Cook noted that he is comfortable doing what we're doing now and maybe utilizing more funds for CITY COUNCIL MINUTES NOVEMBER 27, 2018 tree diversification and not necessarily declaring a nuisance at this time. Motion by Lofdahl, second by Christensen, to approve Resolution No. 14973. Cook reminded that the Council had requested annual reports from the forestry department and he asked that next year EAB reactiveness/proactiveness be reviewed. Cook also noted that a plan should be developed for Creekside. Staff will also see how Clearwater is responding to their EAB infestation. Motion carried unanimously. 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 10. APPROVE/DENY AIRPORT HANGAR RENTAL POLICY UPDATES John Olson, Public Works Manager, presented before the Council. Mr. Olson noted that the airport will be having available hangar space for the first time in a long time. In order to be ready when the new 8-unit T-Hangar becomes available, the Airport Commissioners evaluated the existing policy and are suggesting language changes to clarify special use hangars; identify how and where advertisements for available hangars would be posted; continuation of one waiting list for all parties interested in obtaining hangar space regardless of whether hangar space is open or enclosed and more clearly communicating policy provisions relating to sale/purchase of aircraft hangered at the airport. Mr. Olson spoke about seniority/priority lists for hangars. Council Member Cook had a few suggestions to tweak the updates. Motion by Cook, second by Christensen, to table airport hangar rental policy updates until additional changes can be incorporated. Motion carried unanimously. 11. APPROVE/DENY RESOLUTION NO. 14974 — RESOLUTION AUTHORIZING THE CITY TO ENTER INTO A JOINT POWERS AGREEMENT WITH THE STATE OF MINNESOTA FOR THE ROBERTS PARK BOAT LAUNCH CONSTRUCTION AND MAINTENANCE Matt Jaunich explained that City Parks staff has been working with the DNR to make improvements to the boat lunch at Roberts Park. To make those improvements, the City needs to enter into a Joint Powers Agreement with the State. A revised agreement, along with the Resolution, was distributed to the Council. The original agreement had a minor typographical error. Motion by Czmowski, second by Cook, to approve Resolution No. 14974 and revised agreement. Motion carried unanimously. 12. APPROVE/DENY TRANSPORTATION ALTERNATIVES PROGRAM FUNDING APPLICATION RESOLUTIONS — TRUNK HWY 7/22 & MONTANA STREET TRAIL CROSSING (a) Resolution No. 14975 - Resolution of Sponsorship for the Transportation Alternatives Program — Application for the State Trunk Hwy 7/22 & Montana Street Pedestrian Crossing (b) Resolution No. 14976 - Resolution Agreeing to Maintain the Trunk Hwy 7/22 & Montana Street Pedestrian Crossing Facility in the City of Hutchinson Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that staff is preparing an application for a Transportation Alternatives grant to address multi -use trail mobility issues and safety concerns at the intersection of State Trunk Hwy 7/22 and Montana Street NW in 2022 or 2023. There is a possibility to advance the construction to 2019 with upfront City funding. The proposed Resolutions are necessary to satisfy the application submittal requirements. Mr. Exner noted that the exact project scope and estimated costs are being finalized. The final application and supporting materials will be submitted to MnDOT in the near future prior to their established deadline in early January. Mr. Exner reminded the Council that the trail crossing is the HAWK system consisting of a 11 CITY COUNCIL MINUTES NOVEMBER 27, 2018 red -yellow -red signal format for motorists. If awarded, this grant would offset 80% of the cost of the system. Motion by Cook, second by Czmowski, to approve Resolution Nos. 14975 and 14976. 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.) 13. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) City of Hutchinson Financial Report and Investment Report for October 2018 (b) Hutchinson Housing & Redevelopment Authority Board Minutes from October 16, 2018 MISCELLANEOUS 14. STAFF UPDATES Kent Exner — Mr. Exner noted that the pond project at Linden Park is underway. Snow emergency information will be going out very soon through utility billing, the City's web site and Facebook page. Mr. Exner noted that the snow emergency is used as minimally as possible. Mr. Exner also spoke about the proposed roundabout on South Grade Road and noted that the consultant will begin preliminary design work after the holidays. Staff will then be speaking with adjoining property owners and will then come back to Council with a preliminary design. Matt Jaunich — Mr. Jaunich reminded the Council of the Truth in Taxation hearing set for December 4, 2018, at 6:00 p.m. in the Council Chambers. He also noted that he met with representatives from the Gopher Campfire Sanctuary and he will be following up with the council representatives who agreed to meet with the Sanctuary representatives. 15. COUNCIL/MAYOR UPDATE John Lofdahl — Council Member Lofdahl spoke of wastewater treatment funding that the Coalition of Greater Minnesota Cities is monitoring. Steve Cook — Council Member Cook provided updates on topics discussed at the Coalition of Greater Minnesota Cities annual conference. Gary Forcier — Mayor Forcier asked about the fishing area underneath the bridge on South Grade Road. He stated that an individual had asked him about leveling the area out. Kent Exner noted that this had been brought up a couple of months ago and staff had brought in river rock to try to level the area out that had been knocked away by foot traffic. Mr. Exner noted that there are not a lot of options in this area and the intention of the area needs to be kept in mind by users. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 7:20 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Matthew Jaunich Mayor City Administrator