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01-08-2019 CCMHUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, JANUARY 8, 2019 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, Dave Sebesta, 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 the agenda as presented. Motion carried unanimously. 2. INVOCATION — Hunter's Ridge Community 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. 14994 — Resolution Accepting Cash Donation of $25.00 from Thomas Kennedy for Law Enforcement Memorial Park Fund (b) Resolution No. 14995 — Resolution Accepting Cash Donation of $2000.00 from Village Ranch, Inc. for the Hutchinson Fire Department Motion by Czmowski, second by Cook, to approve Resolution Nos. 14994 and 14995. Motion carried unanimously. (c) Proclamation — One Book, One Community Mayor Forcier read a proclamation proclaiming January as "One Book, One Community" month. Mary Henke presented before the Council. Ms. Henke noted that this is the sixth year of a community book read. A committee works on this project, as well as National Night Out and other events. Ms. Henke provided a brief overview of the book chosen, The Life We Bury and spoke briefly of the events associated with the community book read. 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 December 27, 2018 Motion by Christensen, second by Sebesta, to approve the minutes as presented. Motion carried CITY CO UNCIL MINUTES JANUARY 8, 2019 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) Consideration for Approval of Issuing Short -Term Gambling Licenses to 3M Club on April 9, 2019, and September 7, 2019 (b) Consideration for Approval of Change Order No. 2 — Letting No. 13, Project No. 18-13 (2019 Lift Station Improvements) (c) Claims, Appropriations and Contract Payments - Register A Motion by Czmowski, second by Sebesta, to approve Consent Agenda L Motion carried unanimously. 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments - Register B Motion by Cook, second by Christensen, with Forcier abstaining, to approve Consent Agenda II. 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.) 9. REVIEW OF CITY SNOW REMOVAL OPERATIONS John Olson, Public Works Manager, provided an overview of city snow removal operations. He spoke about how operations are initiated, the snow emergency program, methods of removal, personnel, equipment, priority routes, sidewalks/trails, overnight parking areas, snow disposal sites, snow removal on private property, snow removal contractors, damage to property, and services to private property. Mr. Olson spoke more about the emergency notification system and how residents can sign up for them. 10. DISCUSSION ON LEGISLATIVE PRIORITIES FOR 2019 Matt Jaunich, City Administrator, began a discussion on setting legislative priorities for 2019. Mr. Jaunich explained he would like the Council to consider adopting a set of legislative priorities for the upcoming year. This would be a document that would be used to communicate the City's legislative concerns/issues both to the public and to the City's local legislators and could be used when making trips to the State Capitol. Mr. Jaunich provided a copy of the legislative priorities set last year. He noted that many of them could be carried over to this year. Staff has also recommended some other priorities to include. Mr. Jaunich would like direction from the Council on what should be set aside as legislative priorities for 2019. The document would then come before the Council for approval at an upcoming meeting. Mayor Forcier noted that he would like legislators to look at more regulation of vaping as it is becoming a growing concern. Council Member Cook also suggested legislators look at the 2 CITY CO UNCIL MINUTES JANUARY 8, 2019 regulation of flavored tobacco products that are more appealing to youth. Mayor Forcier also mentioned having flushable wipes reviewed as well. Council Member Cook would like to include language pertaining to cities not having to take on excess burden when they are currently paying on debts for water/wastewater improvements. Council Member Cook would like input from the school district on the items pertaining to economic development. 11. DISCUSSION OF CREATING A MARKETING PLAN FOR THE CITY OF HUTCHINSON Council Member Steve Cook noted that with the high school project, Tiger Path and the new aquatic center being completed, along with the workforce needs and expanding rental housing availability, he feels that now might be a good time to start working on a marketing campaign for the City. The idea would be to target an audience of families and potential workforce employees that touts Hutchinson's quality of life, job opportunities, quality education, proximity to the Twin Cities, etc. This campaign could include a series of advertisements highlighting different aspects. Different venues could include MPR, billboards and others and could include an outreach around the state and possibly the upper Midwest. If the Council would like to move forward with this, Cook is recommending that a Request for Proposals be sent out to marketing firms. Mr. Jaunich noted that during the strategic planning session it was noted that the City's logo needs to be updated and a rebranding of the city could be part of the marketing campaign. Cook noted that Hallock was a community that had recently completed a marketing campaign. An RFP will give Council and staff an idea of the potential costs associated with a campaign. Jaunich will have an RFP put together for the Council to consider. UNFINISHED BUSINESS 12. APPROVE/DENY PROPOSED CHANGES TO THE AIRPORT HANGAR RENTAL POLICY John Olson, Public Works Manager, presented before the Council. Mr. Olson explained the changes that had been made to the airport hangar rental policy. Changes that were incorporated were discussed at the November 27, 2018, City Council meeting. The proposed amendments should make management of the City -owned hangars simpler, more efficient and the waiting list will be a more true indication of the need for additional hangar space in the future. Motion by Czmowski, second by Forcier, to approve changes to the airport hangar rental policy. Motion carried unanimously. NEW BUSINESS 13. APPROVE/DENY STREET SWEEPER ACQUISITION John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that a new street sweeper is needed and staff is recommending to trade in its 2011 Challenger street sweeper for a 2019 Elgin Broom Badger mechanical street sweeper. The City will retain its 2003 VacAll vacuum sweeper that is used for light, organic material in the summer and for leaves during the residential leaf vacuum service period. General discussion was held regarding use of this type of equipment and different machines. Motion by Cook, second by Sebesta, to approve acquisition of street sweeper. Motion carried unanimously. CITY CO UNCIL MINUTES JANUARY 8, 2019 14. APPROVE/DENY TRANSPORTATION ALTERNATIVES GRANT APPLICATION FOR TRUNK HWY 7/22 & MONTANA STREET PEDESTRIAN CROSSING Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that staff has submitted a letter of intent to apply for a Transportation Alternatives federal aid grant. The City has been selected to complete the application process and the application information was due and submitted on January 4 h. The Council did approve Resolutions at the November 27, 2018, Council meeting pertaining to support of and future maintenance responsibilities. If the grant is received, the project could be delivered in 2021. Motion by Czmowski, second by Christesen, to approve grant application for Trunk Hwy 7/22 & Montana Street pedestrian crossing. Motion carried unanimously. 15. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR JANUARY 22, 2019, AT 4:00 P.M. TO REVIEW LAKES AND RIVER BASIN IMPROVEMENTS PRELIMINARY DESIGN STUDY ITEMS Mr. Jaunich noted that the subcommittee created for this project would like to give an update to the Council. Motion by Czmowski, second by Cook, to set Council workshop for January 22, 2019, at 4:00 p.m. to review lakes and river basin improvements preliminary design study items. Motion carried unanimously. 16. APPROVE/DENY SETTING CITY ADMINISTRATOR'S PERFORMANCE REVIEW Marc Sebora, City Attorney, explained that the Council needs to set the city administrator's annual performance review. It was suggested to hold the review at the end of the agenda at the next Council meeting. Mr. Jaunich indicated that he would like his performance review to be conducted in a closed session. Motion by Cook, second by Christensen, to set City Administrator performance review for January 22, 2019, at the end of the regular meeting as a closed session. 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.) 17. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) EDA Board Minutes from November 28, 2018 (b) Hutchinson Utilities Commission minutes from November 28, 2018 MISCELLANEOUS 18. STAFF UPDATES Kent Exner — Mr. Exner spoke about items being discussed amongst the Public Works Association 11 CITY CO UNCIL MINUTES JANUARY 8, 2019 related to legislative discussion involving transportation topics. Matt Jaunich — Mr. Jaunich noted that City offices will be closed on January 2 1 " in observance of Dr. Martin Luther King, Jr. Day. He also noted that conferences being put on by the League of Minnesota Cities and legislative action days are scheduled so if any council members wish to attend, they should let him know. 19. COUNCIL/MAYOR UPDATE Mary Christensen — Council Member Christensen mentioned the plat maps hanging in the Council Chambers and that they should be preserved perhaps by the historical society with copies being given to the City. This topic has been brought up before and a decision needs to be made on the best way to take care of them. Matt Jaunich noted that staff is also looking into a storage vault area as well that would include the plat maps amongst other items the City wants to preserve. Steve Cook — Council Member Cook asked that wiring for electric vehicle charging stations be considered as part of the Hwy 15/1\4ain Street project. He suggested that wiring be installed near Library Square. Kent Exner noted that he will speak with Hutchinson Utilities Commission about this as part of the Hwy 15/Main Street project development. Council Member Cook also asked for an update on the graffiti project at the Depot. Gary Forcier — Mayor Forcier noted that a couple of doctors with businesses downtown approached him about having handicap parking stalls placed in front of their offices. Kent Exner stated that those requests should be submitted in writing and submitted to his department. Mayor Forcier also noted that Jonny Block's term is up on the EDA and he intends to reappoint him at the next Council meeting. He also expressed that the parking lot at the Rec Center/Civic Arena is rather dark and asked that staff look into more/upgraded lighting. Matt Jaunich noted that the parking lot is scheduled to be improved in the next few years and lighting upgrades will most likely be considered at that time. Lastly, Mayor Forcier asked staff to look at the current leash ordinance for animals noting that he would language included for electronic devices to control animals, such as a shock collar, when animals are on public property, as opposed to only being controlled by a leash. ADJOURNMENT Motion by Christensen, second by Czmowski, to adjourn at 7:15 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator