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cp02-24-2009 cAGENDA
REGULAR MEETING — HUTCHINSON CITY COUNCIL
TUESDAY, FEBRUARY 24, 2009
1. CALL TO ORDER — 5:30 P.M.
2. INVOCATION — Word of Life Church
3. PLEDGE OF ALLEGIANCE
4. PUBLIC COMMENTS
5. MINUTES
(a) REGULAR MEETING OF FEBRUARY 10, 2009
Action - Motion to approve as presented
6. CONSENT AGENDA ( Purpose: onlyfor items requiri ngCouncil approval byexternalentities that would otherwise
ave Fee a egate tote City Administrator. Traditionally, items are not discussed.)
(a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS
I. HUTCHINSON PUBLIC LIBRARY BOARD MINUTES FROM DECEMBER 15, 2008
1 PARKS, RECREATION, COMMUNITY EDUCATION BOARD MINUTES FROM DECEMBER 1,
2008
3. HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM
JANUARY 20, 2009
4. PLANNING COMMISSION MINUTES FROM JANUARY 20, 2009
(b) RESOLUTIONS AND ORDINANCES - NONE
(c) PLANNING COMMISSION ITEMS
1. CONSIDERATION OF CONDITIONAL USE PERMIT TO ALLOW KIDZ JUNCVON, A CHILD
CARE CENTER, AT CONGREGATIONAL UCC CHURCH LOCATED AT 31— 4 AVENUE SW
WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION
NO. 13534)
(d) CONSIDERATION FOR APPROVAL OF FEDERAL AVIATION ADMINISTRATION GRANT —
HANGARIMPROVEMENT
(e) CONSIDERATION FOR APPROVAL OF ITEMS FOR ENERGY PARK IMPROVEMENTS PHASE 1
PROJECT (LETTING NO. 1, PROJECT NO. 09 -01 & 09 -02)
(f) CONSIDERATION FOR APPROVAL OF ENGINEERING SERVICES AGREEMENT WITH SEH INC.
FOR ENERGY PARK IMPROVEMENTS PHASE 1 PROJECT
(g) CONSIDERATION FOR APPROVAL OF SHORT -TERM GAMBLING LICENSE FOR ADULT
TRAINING AND HABILITATION CENTER ON JUNE 26, 2009, AT CROW RIVER GOLF CLUB
(h) CONSIDERATION FOR APPROVAL OF DELETION OF ASSESSMENTS ON PROPERTIES OUTSIDE
CITY LIMITS (JEFFERSON STREET)
CITY COUNCIL AGENDA — FEBRUARY 24, 2009
(i) APPOINTMENT OF RICK REINER AND HARRIET STURGES TO THE SENIOR ADVISORY BOARD
TO JANUARY 2012
0) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS
Action — Motion to approve consent agenda
7. PUBLIC HEARINGS — 6:00 P.M.
(a) ANNEXATION AND SKETCH PLAN FOR THE 68 -ACRE HACKBARTH PROPERTY, LOCATED
NORTH OF WARRIOR MANUFACTURING AND SOUTH OF LUCE LINE TRAIL, REQUESTED BY
THE HACKBARTHS AND HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY WITH
FAVORABLE PLANNING COMMISSION RECOMMENDATION (WAIVE FIRSTREADING AND SET
SECOND READING AND ADOPTION OF ORDINANCE NO. 09 -0522 FOR MARCH 10, 2009)
Action — Motion to reject — Motion to approve
8. COMMUNICATIONS RE UESTS AND PETITIONS (Purpose: to provide Council with information
necessary to cra t wise po icy. ways oo ing towara t e uture, not monitoring past)
(a) PRESENTATION ON ECONOMIC IMPACT OF HUTCHINSON AIRPORT
Action —
(b) PRESENTATION ON AUTOMATED STRETCH FILM SEALER AND LABELING SYSTEM FOR
PALLETS — CREEKSIDE STAFF
Action -
(c) CONSIDERATION FOR APPROVAL OF SETTING MARCH 26, 2009, AS THE 2010 CENSUS KICK-
OFF MEETING AND ROUNDTABLE MEETING
Action — Motion to reject — Motion to approve
(d) REVIEW OF CHANGE IN HOURS OF MOTOR VEHICLE OFFICE
No action.
(e) UPDATE ON WATER METER READING — KENT EXNER
Action -
9. UNFINISHED BUSINESS
10. NEW BUSINESS
(a) CONSIDERATION OF PRELIMINARY AND FINAL PLAT OF "WAL -MART 1738 ADDITION" AND
VARIANCES REQUESTED BY CORNERSTONE LAND SURVEYING INC. ON BEHALF OF
WALMART WITH UNANIMOUS UNFAVORABLE PLANNING COMMISSION
RECOMMENDATION (ADOPT RESOLUTION NO. 13528)
Action — Motion to reject — Motion to approve
(b) CONSIDERATION FOR APPROVAL OF SCHEDULING CITY COUNCIL WORKSHOPS FOR THE
WATER/WASTEWATER RATE STUDY PROCESS AND VACANT/NUISANCE HOUSING POLICY
Action — Motion to reject — Motion to approve
CITY COUNCIL AGENDA — FEBRUARY 24, 2009
(c) FURTHER DISCUSSION ON USING WASTEWATER FOR MICROALGAE MASS PRODUCTION
SYSTEM GRANT APPLICATION
Action —
11. GOVERNANCE (Purpose: to assesspast organizationalperformance, developpol %that guides the organization and
ounci an manage the logistics of the Council. May include monitoring reports, policy development and governance
process items.)
(a) - CITY OF HUTCHINSON FINANCIAL REPORTFOR JANUARY 2009
- CITY OF HUTCHINSON INVESTMENT REPORT FOR JANUARY 2009
- PLANNING /ZONING /BUILDING DEPARTMENT MONTHLY REPORT FOR JANUARY 2009
- LIQUOR HUTCH FINANCIAL REPORT FOR JANUARY 2009
No action required.
(b) DISCUSSION ON PROCESS FOR PUBLIC INPUT ON END STATEMENTS
Action —
(c) DISCUSSION OF CITY BOARDS TERM LIMITS
Action —
(d) DISCUSSION OF MONITORING REPORTS (I.E. ASSET PROTECTION (EXECUTIVE LIMITATIONS
POLICY NO. 2.6); EXTERNAL COMPENSATION & BENEFITS (EXECUTIVE LIMITATIONS
POLICY NO. 2.7); TREATMENT OF STAFF (EXECUTIVE LIMITATIONS POLICY NO. 2.2)
Action — Motion to reject — Motion to approve
12. MISCELLANEOUS
13. ADJOURN
MINUTES
REGULAR MEETING — HUTCHINSON CITY COUNCIL
TUESDAY, FEBRUARY 10, 2009
1. CALL TO ORDER — 5:30 P.M.
Mayor oo ca e t e meeting to order. Members present were Jim Haugen, Bill Arndt, Eric Yost and Chad
Czmowski. Others present were Gary Plotz, City Administrator, Kent Exner, City Engineer, and Marc Sebora,
City Attorney.
2. INVOCATION — Due to the absence of the pastor from Word of Life Church, the invocation was dispensed.
3. PLEDGE OF ALLEGIANCE
4. PUBLIC COMMENTS
5. MINUTES
(a) REGULAR MEETING OF JANUARY 27, 2009
Motion by Haugen, second by Arndt, to approve the minutes as presented. Motion carried unanimously.
6. CONSENT AGENDA (Purpose: onlyfor items requiring Council approval by external entities that would otherwise
ave een delegated tote C&y Administrator. Traditionally, items are not discussed.)
(a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS
1. HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM
DECEMBER 16, 2008
2. FIRE DEPARTMENT MONTHLY REPORT FOR JANUARY 2009
(b) RESOLUTIONS AND ORDINANCES - NONE
(c) CONSIDERATION FOR APPROVAL OF TECHNICAL SERVICES AGREEMENT WITH SEH INC.
FOR TELECOMMUNICATIONS SITE MANAGEMENT PLAN
(d) CONSIDERATION FOR APPROVAL OF SHORT -TERM GAMBLING LICENSE FOR ST. JOHN'S
KNIGHTS OF COLUMBUS AUXILIARY 4797 ON FEBRAURY 27, 2009, AT MCLEOD COUNTY
FAIRGROUNDS
(e) CONSIDERATION FOR APPROVAL OF SETTING BOARD OF REVIEW HEARING FOR APRIL 29,
2009, AT 4:30 P.M.
(f) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS
Items 6(c) and 6(e) were pulled for separate discussion.
Motion by Arndt, second by Haugen, to approve consent agenda with the exception of the items noted above.
Motion carried unanimously.
Item 6(c) had further discussion. Kent Exner, City Engineer, presented before the Council. Mr. Exner
explained that much of the work related to this project will be completed in- house. However, a food portion
of the work is being proposed to be completed by SEH Inc. to complete a telecommunications site
management plan for each of the three water tower facilities. The completed study will result in the City
havin* an improved process and ability to recover appropriate compensation for the utilization of the City's
facilities for communication purposes. SEH Inc. has the necessary expertise to complete this study, which
5 ()
CITY COUNCIL MINUTES — FEBRUARY 10, 2009
does not currently exist in -house with staff. The proposal is at an amount not to exceed $23,400.
Rebecca Bowers, Planning /Zoning /Building Director, presented before the Council. Ms. Bowers explained
that the City receives a fair amount of requests from companies to place communication equipment on city -
owned facilities (water towers, high buildings, etc.). To date, the City does not have a good process in place
to protect itself from nationwide communication providers and to ensure that fair compensation is received
for the utilization of the property. Having an ordinance in place, which will be part of this study, will aid in
the renewal process with the communication providers as well.
Council Member Haugen questioned the feasibility of conducting such a study during these economic and
budget- constraining times. Council Members had concerns about the return on investment of conducting
this project.
Motion by Czmowski, second by Cook, to approve Item 6(c). Motion carried unanimously.
Item 6(e) had further information. Mayor Cook noted that the Board of Review is the time when residents
can challenge the valuation of their home. Mayor Cook asked that Gary Plotz, City Administrator, contact
the County Assessor and ask her to submit a Letter to the Editor explaining the process and the numbers
used in determining valuations. In addition, Mayor Cook asked that Mr. Plotz request of the Assessor to
provide a power point presentation at the review hearing to better explain the process.
Motion by Arndt, second by Yost, to approve Item 6(e). Motion carried unanimously
7. PUBLIC HEARINGS — 6:00 P.M.
(a) 2008 PAVEMENT MANAGEMENT PROGRAM PHASE 1 (LETTING NO. 3, PROJECT NO. 09 -03)
Kent Exner, City Engineer, presented before tie Council. Mr. Exner explained that this project includes
street rehabilitation on McLeod Avenue NE, 6` Avenue NE and sidewalk extensions along TH 15 and Bluff
Street. Also included is a proposed sidewalk construction on the north side of Northwoods Avenue leading
to Northwoods Park. This proposal is only a consideration at this time. The estimated project cost is just
over $1 million. The City pays for 50% of the street rehabilitation, partial street reconstruction, full street
reconstruction, mill & overlay and alley reconstruction. The City pays for 100% of sanitary sewer & water
main improvements. The property owner will pay for 50% of the street rehabilitation and new water and
sanitary sewer services in the areas of new main construction. The estimated total assessment for a typical
city lot is proposed to be $2970.00. The sidewalk extensions being proposed on Hwy 15 could be bid out as
an alternative bid. Discussion was held regarding the timeline of the project and making contractors adhere
to it.
Council Member Czmowski asked about installing a bike lane on Northwoods Avenue to Northwoods Park
and have no parking instead of installing a sidewalk.
Darrel Ondracek, 5 9 Avenue NE, presented before the Council. Mr. Ondracek asked what would happen
to the ditch if a sidewalk is installed along Hwy 15. Mr. Exner explained that tiling would be installed in the
ditch, as well as softening of the slopes and grades. Mr. Ondracek asked about snow removal on the
proposed sidewalk.
Mike Christianson, 65 Northwoods Avenue, presented before the Council. Mr. Christianson explained that
his neighborhood is against the proposed sidewalk on Northwoods Avenue. Mr. Christianson explained that
he would lose green space and gain snow pile up on his yard if a sidewalk was installed. Mr. Christianson
also noted that there are little to no sidewalks in the neighborhood and a sidewalk on this stretch of
Northwoods wouldn't prove to be of much use. Mr. Christianson noted he was in favor of installing a bike
lane instead of a sidewalk.
Kent Glessin &, 45 Northwoods Avenue, presented before the Council. Mr. Glessing spoke in opposition to
installing a sidewalk on Northwoods Avenue. Mr. Glessing did not necessarily see a necessity for a
sidewalk or a bike lane on the stretch of Northwoods Avenue.
5 to-)
CITYCOUNCIL MINUTES —FEBRUARY 10, 2009
Ryan Powell, 204 Northwoods Avenue, presented before the Council. Mr. Powell asked about parking on
Northwoods Avenue during the summer time when the street is more heavily utilized. Mr. Powell suggested
turning the unused ice rink area into a parking lot or perhaps putting in a four -way stop at Elm
Street/Northwoods Avenue.
Jan Conner, 95 McLeod AvenuF, presented before the Council. Ms. Conner noted that she would like to
request that McLeod Avenue /6` Avenue not be a truck route any longer. Mr. Exner noted that McLeod
Avenue /6 Avenue has been designated as a Municipal State Aid Street which allows the city to collect
funds. Mr. Exner noted that perhaps the route would not need to be designated as a truck route any longer.
There would be a loss in mileage as a Municipal State Aid Street which would be a decrease in dollars to the
city. However, those miles could possibly be transferred to another state aid street.
Peg Christianson, 65 Northwoods Avenue, presented before the Council. Ms. Christianson spoke in
opposition to the proposed trail on Northwoods Avenue.
Tim Hagen, 85 McLeod Avenue, presented before the Council. Mr. Ha &en asked about street parking
allowance with anew sidewalk installed. Mr. Exner explained how parking is configured compared to street
width.
Susan Noyes, 3 Northwoods Avenue, presented before the Council. Ms. Noyes noted that she is not opposed
to the trail on Hwy 15. Ms. Noyes asked if the culvert near her property would be improved with the
installation of the trail. Mr. Exner noted that it would.
Larry Hlavka, 815 North Main Street, presented before the Council. Mr. Hlavka asked about the median in
correlation to the sidewalk. Mr. Exner noted that the sidewalk would be part of the median. Mr. Exner also
explained the curbing in relation to the proposed sidewalks. Mr. Hlavka questioned the necessity of the
proposed sidewalk on Hwy 15. Mayor Cook reminded him that it would be considered as an option.
Motion by Arndt, second by Haugen, to close public hearing. Motion carried unanimously.
Motion by Arndt, second by Haugen, to approve phase 2 of the 2008 pavement management program,
omitting the trail on Northwoods Avenue and accepting the trail proposal on Hwy 15 as an alternate bid.
Mayor Cook suggested only constructing the trail from Northwoods Avenue to North High Drive since a
sidewalk currently exists from Hwy 7 to Northwoods Avenue in order to scale back the cost of the project.
Mayor Cook asked staff to conduct an analysis on how many dollars are slated per project. Motion carried
unanimously.
8. COMMUNICATIONS RE UESTS AND PETITIONS (Purpose: to provide Council with information
necessary to cra t wise po icy. A ways oo ing toward t e uture, no monitoring past)
(a) REVIEW OF ORDINANCE NO. 09 -0523 — AN ORDINANCE AMENDING SECTION 31.20
PERTAINING TO ORGANIZATIONS AND APPOINTMENTS
Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that at the last meeting
Council Member Czmowski suggested revising the current ordinance to allow Council Member approval of
all board appointments that are not regulated by state statute or City Charter. This would change the process
currently whereby the mayor recommends appointment with ratification by the Council. Council Member
Czmowski noted that he would suggest tabling this item and simply review the process of appointments.
General discussion was held on how consideration of appointments are determined and the process used.
No action was necessary.
a
(a) DISCUSSION OF COALITION OF GREATER MINNESOTA CITIES MEMBERSHIP
5 ��
CITY COUNCIL MINUTES — FEBRUARY 10, 2009
Mayor Cook introduced Tim Flaherty of the Coalition of Greater Minnesota Cities and Mayor Les Heitke of
the City of Willmar. Mayor Heitke explained the importance of being a member to the Coalition of Greater
Minnesota Cities and the operation of the City of Willmar. Mayor Heitke explained the reasons that Willmar
is maintaining their membership to the Coalition, one of the main reasons being the strong voice the
Coalition has. Mayor Heitke expressed that the Coalition is a very strong voice related to local government
aid as well as other things. Tim Flaherty presented before the Council. Mr. Flaherty explained the
importance of a strong, organized voice of out -state cities. Mr. Flaherty further explained the work the
CGMC is doing this year related to local government aid and the importance of out -state cities keeping a
presence at the Capitol. Mr. Flaherty noted that the CGMC submits revised proposals to the legislature for
consideration as compared to simply protesting issues. Mr. Flaherty stressed the importance of Hutchinson
remaining a member of the Coalition, especially during the state's budget crisis.
Mayor Heitke explained Willmar's response to the unallotment in late 2008. Mayor Heitke explained that
Willmar has a brand new municipal airport and have not been able to fill the airport manager position due to
the unallotment.
Mayor Cook reiterated the importance of remaining members in the CGMC.
Motion by Yost, second by Cook, to approve maintaining membership in the Coalition of Greater Minnesota
Cities. Council Member Arndt noted his opinion on the importance of having a good lobbyist. Roll call
vote was taken: Haugen — nay; Arndt — aye; Yost — aye; Czmowski — nay; Cook — aye. Motion carried 3 to
2.
(b) CONSIDERATION FOR APPROVAL OF MOSQUITO MANAGEMENT CONTRACT
John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that two quotes
were received to provide mosquito control. Both quotes were competitive in price and offer a very similar
method of service. Mayor Cook suggested providing the contract to Clarke mainly due to the established
relationship and the fact that they are Minnesota- based, with their proceeds mainly remaining in Minnesota.
Mr. Olson noted that he has surveyed communities that have used the services of Mosquito Control of Iowa,
all of whom provided favorable responses.
Motion by Czmowski, second by Arndt, to approve mosquito management contract with Clarke
Environmental Mosquito Control for their originally proposed quote amount. Motion carried unanimously.
(c) DESIGNATION OF COUNCIL REPRESENTATIVES TO HUTCHINSON COMMUNITY
DEVELOPMENT CORPORATION BOARD (EDA)
Mayor Cook noted that this item has been discussed for several weeks and the EDA Board has expressed an
interest in having Chad Czmowski serve on the board. Mayor Cook recommended that Jim Haugen and
Chad Czmowski be appointed as Council representatives to the EDA Board.
Motion by Arndt, second by Haugen, to ratify mayor's appointments of Council representatives to the EDA
Board. Motion carried unanimously.
(d) APPOINTMENT TO PARKS, RECREATION, COMMUNITY EDUCATION BOARD TO AUGUST 2012
Mayor Cook noted that he had received an interest form from an individual through the Chamber Leadership
group — Jay Bartholomew. Mr. Bartholomew has served on other committees and has young children who
participate in the PRCE programs. Mayor Cook recommended Jay Bartholomew be appointed to the PRCE
Board.
Motion by Czmowski, second by Yost, to ratify Mayor Cook's appointment. Roll call vote was taken:
Haugen — aye; Arndt — nay; Yost — aye; Czmowski — aye; Cook — aye. Motion carried 4 to 1.
10. NEW BUSINESS
5��
CITY COUNCIL MINUTES — FEBRUARY 10, 2009
(a) CONSIDERATION FOR APPROVAL OF USING WASTEWATER FOR MICROALGAE MASS
PRODUCTION SYSTEM GRANT APPLICATION
John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson explained that this study
project entails working with the University of Minnesota. The study will allow the City to gain knowledge
of whether mass production of specific types of algae is possible using differing mixtures of the City's
wastewater and other media sources. The amount of the grant available through the MPCA is $40,000
which requires a monetary match of $35,000. The potential of mass producing algae can be considered as a
renewable energy for the City. Potential reduction of phosphorous at the wastewater plant was discussed.
Council Member Yost suggested utilizing HUC's funds that have been set aside for renewable energy
resources. There is no presumption that the HUC will be in favor of using these funds for this project.
Council Member Haugen suggested holding off on this project until another entity has mastered it since the
City could utilize the same process established by another entity. Kent Exner noted that the City can gain
much knowledge that is specific to the City by being a part of this project. Mayor Cook noted that the
opportunity with the University of Minnesota could lead to many other ventures, as well as possible
economic development opportunities.
No motion was made.
(b) CONSIDERATION FOR APPROVAL OF REDUCING HOURS OF OPERATION FOR MOTOR
VEHICLE SERVICES AND PLANNING /ZONING /BUILDING
Gary Plotz, City Administrator, presented before the Council. Mr. Plotz explained that trends in motor
vehicle sales and transactions have declined or transitioned which have resulted in a drop in revenue in the
local motor vehicle services station. Due to this, management is recommending that the hours of operation
be reduced from 40 to 32 hours per week The proposal is to have the motor vehicle station open from 9:00
a.m. — 4:30 p.m. on Tuesday, Wednesday and Friday and from 9:00 a.m. — 6:30 p.m. on Thursday. In order
to make this adjustment, a variance must be approved by the Minnesota Department of Public Safety. This
variance has been approved by the Department on a trial basis from March 1 — May 31, 2009. This reduction
will see a savings of $22,000.00
Additionally, a reduction of revenues has been seen in the Planning /Zoning /Building department. Planning
& Zoning applications and new residential housing have decreased. Due to this, management is
recommending that two administrative positions be reduced from 40 to 32 hours per week. This will see a
savings of approximately $16,000. Should revenues ramp up again, the employees could be reinstated to 40
hours per week.
Council Member Arndt suggested contracting the City's building inspector to other smaller cities in the
surrounding area. Mr. Plotz mentioned that last week he and the mayor met with the City of Glencoe and
brainstormed possible partnerships. Some items considered were the sharing of equipment and personnel,
such as building inspection. Rebecca Bowers spoke about the changes in the Planning/Zoning/Building
Department.
Motion by Arndt, second by Haugen, to approve reducing hours of operation for Motor Vehicle Services
approving Resolution No. 13533. Motion carried unanimously.
Motion by Czmowski, second by Yost, to approve reducing hours in the Planning /Zoning/Building
Department. Motion carried unanimously.
(c) CONSIDERATION FOR APPROVAL OF AUTHORIZING RELOCATION OF JOBZ ACRES
Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt requested that the Council consider
authorizing relocation of JOBZ acres from their current location on the Stritesky property to the new
industrial park and a lot fronting Hwy 7. The JOBZ acres need to be repositioned so that they can be used by
potential economic development projects, if needed. The State Department of Employment & Economic
Development must authorize all transfers of JOBZ acres with the requirement of a City Council Resolution
approving the transfer.
5 (r�
CITY COUNCIL MINUTES — FEBRUARY 10, 2009
Motion by Arndt, second by Haugen, to approve authorizing relocation of JOBZ acres. Motion carried
unanimously.
11. GOVERNANCE (Purpose: to assesspast organizational performance, develop policy that guides the organization and
Council the logistics of the Council. May include monitoring reports, policy development and governance
process items.)
12. MISCELLANEOUS
Eric Yost — Mr. Yost passed on his condolences to Steve Cook and his family on the death of his father -
in -law.
Steve Cook — Mayor Cook noted that the Hutchinson Safety Council passed on a note to the Council
thanking the city crews on their snow removal work completed over the season. Mayor Cook asked how
meter reading will be changing for the city. Kent Exner explained that HUC has terminated their contract
with their meter reader, whom also read the City's water meters. Because of this, City staff will have to be
utilized to read water meters.
13. ADJOURN
Motion by Arndt, second by Cook, to adjourn at 8:30 p.m. Motion carried unanimously.
Motion by Arndt, second by Cook, to re -open the meeting at 8:33 p.m. Motion carried unanimously.
Mayor Cook asked to discuss using wastewater for microalgae mass production system grant application
again. Mayor Cook suggested granting tentative approval to submit the application if the HUC would go
along with the funding source. John Paulson noted that a Resolution of Approval would need to be acquired
from HUC as well to submit with the application. HUC doesn't meet until March 2, 2009. Other ideas were
discussed on the regulations of the grant agreement.
Council Member Haugen expressed that he feels Hutchinson does not need to be the front runner on this
project. Marc Sebora will approach Mike Kumm, HUC General Manager, to see if a special meeting could
be set for HUC to consider funding this grant match. If the HUC approves, the Council can then set a
special meeting to consider prior to the February 23, 2009, grant application deadline.
Motion by Arndt, second by Yost, to adjourn at 8:38 p.m. Motion carried unanimously.
6
5)
Hutchinson Public Library Board Minutes
Monday, December 15, 2008
Members present: Roger Vacek, John Paulsen, Guy Stone, Janet Vacek, Abby Dahlquist, and
Mary Henke, Ex- Officio.
Members absent: Yvonne Johnson, Kay Peterson
John called the meeting to order. A motion to approve the minutes from Oct. 27, 2008 as
submitted was made by Guy and seconded by Roger. Carried.
Report: John Sandberg, our Pioneerland Library System (PLS) representative, gave Mary
summary notes from the Nov. 13, 2008 PIS full board meeting to share. Notes are attached.
Old Business
1. Senior Programming Mary bought a $250 digital camera with Friends of the
Library funds to take pictures of different areas of the library to display to seniors. PLS
is purchasing leasing rights for group performances of movies in libraries Interested in
participating. Mary would like to show movies as part of library programming for
seniors, children and other groups such as an armchair travel series. Seniors
suggested we wart until after Christmas to plan any events.
2. Budget for 2009 Mary reviewed the process and the 2008 and 2009
budgets. In Jan. and Feb., the PLS director pulls together figures and in
spring, a preliminary budget will be set for 2010. By June, we need a figure
to request city and county funding.
New Business:
1. Hutchinson Community Foundation Grant The library received notification
that their grant request for $3,000 for the computer replacement project has
been approved. The Foundation suggested applying again next year if
more funds are needed. Mary will also ask the Friends of the Library and the
Burich Foundation for funds. In 2009, we will be collecting funds and in 2010,
the library will replace their 14 computers and add more if possible.
2. McLeod Republic Women's reauest This group would like to host a program
about the Franken /Coleman vote recount process with Barry Anderson, state
Supreme Court judge and member of the canvassing board as speaker. They
would like to hold the program in the upper level of the library as we do when we
host author visits to accommodate a larger group._ Mary
is concerned that the event is non - partisan and would be open to the public. After
discussion, a motion to allow this event to be held in the library's lower level meeting
room but not the upstairs level was made by Guy and seconded by Roger. Motion
carried. If more room is needed, the group will need to locate a larger space. The
upstairs library area will be limited to spring and fall library events.
The next meeting will be on Monday, Jan. 26, 2009 at 4:30 pm.
Abby made a motion to adjourn the meeting with Guy seconding the motion. The
meeting was adjourned.
Respectfully submitted,
Janet Vacek, Co- Secretary
&C4_) 4
Page 1 of 1
Pioneerland Library System Meeting Nov 13, 2008
Summary Notes
Jack Sandberg
12 14 08
` PLS Contract with Union Employees
Motion to approve 2009 & 2010 Contract with AFSCME, LOCAL 1826 Passed
Details can be obtained from PLS office.
` PIS Decision with regard to Non -Union Employees
Motion to approve changes for non -union employees that correspond to changes in the union contract. Passed
* Flex Plan Administrator
Motion to approve changes in Flex Plan Administrator to "Select Accounts" Passed
` PIS Decision with regard to Benson Library Had Librarian Position
Motion to proceed with search for replacement for Kimberly Ross (res Nov 28). Passed
According to PLS polity, whenever a Head Librarian position becomes vacant, PLS will attempt to fill the
position by combining the position with another Head Librarian position. However, in this case it is apparent that
the City of Benson and/or Swift County would have an entirely sound challenge to a decision for combining
positions, in the judgement of the PLS Director. So, in anticipation of such a challenge, it was deemed
appropriate to not delay in beginning the search for a replacement.
* Gates Grants for new PC
Gates Foundation has announced that up to 9 PLS libraries may qualify for the next round of matching grants for
new PCs. Fall of `09 and 10.
* Policy revisions
Patron Code of Conduct Passed
Access to PLS Public Data Passed
Details from PLS office.
* Heritage Searchers
Motion to renew contract with Heritage Searchers of Willmar to store their materials and Passed
to use designated space in the Willmar Library to conduct genealogy research
` Joint Powers Agreement
Board's approved JPA amendments have been sent to its 27 signatories (18 cities and 9 counties).
As of November 4, 2008; 17 signatories (9 cities and 8 counties) have approved them.
This is in regard to legalities of "stacked liabfilites" for Joint Powers situations.
(061 1
MINUTES
Parks, Recreation & Community Education Advisory Board
December 1, 2008
Members present were: Bill Arndt, Lenore Flinn, Beth Hepola, Lora Muilenburg, Mike
Retterath and Deane Dietel. Also present were Dolf Moon and Karen McKay.
The meeting was called to order at 5:17 pm.
A motion was made by Bill Arndt and seconded by Lenore Flinn to approve the minutes dated
November 3, 2008. The board unanimously agreed.
OLD BUSINESS
2009 Buda et — The City's 2009 preliminary budget will be presented to the City Council at an
upcoming meeting. City staff are waiting to see if /or how much city budgets will be cut in Local
Government Aid. The school district's budget is in good shape. The part-time position at the
Event Center will not be filled at this time. It was advertised, but interviews were not held.
September has been able to spend more time taking care of those duties as some meetings and
events have been cancelled at the Event Center for the upcoming year.
Girls Softball Survey — The majority of parents that completed the survey believed that if you're
on the team, you should get to play. The City will be involved in the Girls Softball Association
program for registration and scheduling if the program is based on everyone plays, at the 12 year
old level, rather than their ability to play.
NEW BUSINESS
Central Garane — The City has operated a central garage for vehicle repair and maintenance.
From now on, individual departments will be responsible for repair and maintenance of their
equipment. In Parks, the budget is $60,000 to $70,000 for new equipment and $30,000 for repair
and maintenance. Some of the equipment is leased. This method of vehicle management may
reduce the number of vehicles the City owns.
Public Arts Funding — The Public Arts Commission has requested up to $50,000 from the City of
Hutchinson for a start-up budget to get the group off the ground. State funds are available, but
require a match from the City. The group consists of eight citizens and four elected officials.
One upcoming project the group has is putting the Little Crow statue back in place now that the
Highway 15/22 project is complete.
Brochure Fundine — The long -time corporate sponsor of the PRCE brochure is no longer
donating $3,000 annually for the brochure; the total cost is $16,000 a year. An alternative to
consider is an on -line only brochure and/or e-mail direct to current participants. Something to
consider is that not everyone has access to the internet. St. Cloud is experimenting with an on-
line only brochure right now. Currently, fliers are printed of age- appropriate programming and
taken to the schools for the children's Friday folder. It's very effective in getting children
registered for programs. Deane suggested a stuffer in the Utility billing.
Minutes
PRCE Advisory Board
December 1, 2008
Page two
ABE /GED — Julie Mischke has been the instructor of Adult Basic Education (ABE) in
Hutchinson since 1996. Classes are held at Ridgewater College. The number of participants
using the services has flourished. Students consist of individuals from over 21 countries in
addition to High School drop -outs. 90 to 95% of the participants receive a General Educational
Development (GED) diploma.
ADJOURNMENT
The meeting was adjourned at 6:05 pm by a motion made by Bill Arndt and seconded by Mike
Retterath. The board unanimously agreed.
klm
& La)�,
Hutchinson Housing & RedevelopmentAuthority
Regular Board Meeting Tuesday, January 20, 2009, 7:00 AM
Minutes
CALL TO ORDER: Chairman Joel Kraft called the meeting to order. Members Present: LaVonne Hansen,
and Ruth Kimball. Staff Present: Jean Ward and Judy Flemming.
Welcome to Bill Arndt —HRA Board member City Council representative replacing Casey Stotts.
2. MINUTES OF THE HRA BOARD MEETING ON DECEMBER 16, 2008
LaVonne Hansen moved to approve the Minutes as written. Ruth Kimball seconded and the motion carried
unanimously.
3. FINANCIAL REPORTS
Ruth Kimball moved to approve the City Center and Park Towers Financial Reports and Authorization for
Joel Kraft, HRA Board Chairman and Jean Ward, Executive Director to act as signatories on Hutchinson
Housing & Redevelopment Authority Accounts according to HRA Bylaws. LaVonne Hansen seconded
and the motion carried unanimously.
4. CONSIDERATION OF RESOLUTION #09 -01, 2009 MILEAGE REIMBURSEMENT RATE
LaVonne Hansen moved to approve Resolution #09 -01, 2009 Mileage reimbursement Rate. Ruth Kimball
seconded and the motion carried unanimously.
5. PARK TOWERS
a. Jean Ward updated the Board on the year end vacancy rates, on the apartment renovation project and
the ventilation cleaning project.
b. Ruth Kimball moved to approve the execution of the Preservation of Affordable Investment Fund -
Public Housing Grant Agreement. LaVonne Hansen seconded and the motion carried unanimously.
c. LaVonne Hansen moved to approve the SimplexGrinnell proposal to install CO detectors according to
code requirements in the laundry room and the boiler room. Ruth Kimball seconded and the motion
carried unanimously.
6. LOAN ADMINISTRATION
Ruth Kimball moved to approve the Solis CFUF & Green Deferred Loans. LaVonne Hansen seconded and
the motion carried unanimously.
7. FRANKLIN GROVE EXPANDED REHAB PROJECT UPDATE
Ruth Kimball moved to approve the EFG Otto Loan 986992 and the EFG French Loan #86993 contingent
to Loan Review Committee's approval. LaVonne Hansen seconded and the motion carried unanimously.
HOME RENTAL REHAB UPDATE
Jean Ward informed the Board of the request by MHFA to act as administrator of Westgate Home Rental
Rehab project. Preliminary administrative charge estimated at around $6,000 - contract to follow with
MHFA.
9. FORECLOSURE UPDATE
a. Jean Ward reviewed with the Board the Foreclose Prevention and Remediation Plan dated January 6,
2009.
b. FYI — January 14, 2009 Star Tribune New Article, "Metro best sellers: foreclosures"
January 20, 2009 Minutes Page I of 2 ���
10. OTHER
a. Judy Flemming updated the Board on the purchase of HRA logo shirts.
b. FYI - Planning Staff Information
11. ADJOURNMENT
There being no other business, Chairman Joel Kraft declared the meeting adjourned.
Recorded by Jean Ward, HRA Executive Director
Secretary /Treasurer
E
b�-_ 3
January 20, 2009 Minutes vaoP ? ne')
MINUTES
HUTCHINSON PLANNING COMMISSION
Tuesday, January 20, 2009
Hutchinson City Council Chambers
1. CALL TO ORDER 5:30 P.M.
The meeting was called to order by Chairman Lynn Otteson at 5:30 p.m. with the
following members present: Chris Kovacic, Christie Rock, John Lofdahl, Chad
Czmowski, Farid Currimbhoy and Chairman Otteson. Absent: Mike Flaata Also present:
Rebecca Bowers, Planning Director, Kent Exner, City Engineer, Marc Sebora, City
Attorney and Bonnie Baumetz, Planning Coordinator
2. PLEDGE OF ALLEGIANCE
3. OATH OF OFFICE OF NEW PLANNING COMMISSION MEMBER CHAD CZMOWSKI
Atty. Sebora administered the oath to the new Planning Commission member
Councilman Chad Czmowski.
4. CONSENT AGENDA
a) Consideration of Minutes dated December 16, 2008
Mr. Currimbhoy moved to approve the consent agenda as submitted. Seconded by
Ms. Rock, the consent agenda was approved unanimously
S. PUBLIC HEARINGS
a) CONDITIONAL USE PERMIT TO ALLOW A THRIFT SHOP AT WEST CENTRAL
INDUSTRIES AT 900 HWY 15 SOUTH
Chairman Otteson opened the hearing at 5:35 p.m. with the reading of publication
#7731 as published in the Hutchinson Leader on January 8, 2009.
Ms. Bowers explained West Central Industries is requesting a conditional use permit
to allow the addition of a thrift shop to their existing job training site, which is located
in the I/C zoning district. The training opportunities had been mostly industrial
packaging and assembly, however orders have been very slow recently due to the
economic conditions. She commented on the floor plan and the minor modifications
to the building. They are proposing to operate a thrift shop to provide more work
opportunities for disabled adults. Hours of operation would be Monday — Friday, 8:00
a.m. — 5:00 p.m. There is paved parking in the front and a large gravel lot to the rear
of the building. She commented on the parking needs and current parking.
Ms. Bowers commented on the zoning history of the property. She reported their
property is made up of 3 lots and staff recommended the property be platted into one
lot in the future. Staff reviewed the site drainage and recommended that the rear lot
not be hard surfaced at this time. The request meets the conditions of granting a
conditional use permit.
Staff supports the request with the following recommendations:
6(-4)(A
Minutes
Planning Commission — January 20, 2009
Page 2
1. The proposal would meet the standards for granting a conditional use permit,
including providing a desirable service to the community and would not have
an undue adverse affect upon adjacent property, neighborhood, traffic
conditions, utility facilities and other matters affecting the public health, safety
and general welfare; and, would not interfere with use of neighboring
property.
2. The applicant shall maintain unobstructed aisles and exits for fire and
emergency purposes.
3. The applicant shall replat the three lots into one lot prior to any paving of the
rear parking area. A drainage and stormwater plan is required to be reviewed
prior to any future paving of the parking areas.
There was discussion of future paving and stormwater ponding. Mr. Exner stated
technically gravel is impervious surface and there are no known nuisance drainage
problems to the neighboring property owners. Most of the drainage flows toward the
building. Staff noted that the private drive along the east property line is WCI's
property, it is not a public alley.
Charles Oakes, Exec Director of WCI, Willmar, stated they have owned the building
since 1994. The number of clients has doubled since the beginning. He provided
additional information on their programs and plans for the building, noting the thrift
store would be similar to the Goodwill model. There were no comments received
from the public.
The Commission recommended that new signage highlight the entrance from Linden
Avenue. Southbound traffic on Highway 15 has good access, however the divided
highway median limits access to the property for northbound traffic. Staff stated
signage would need to meet sign requirements, which would be checked with the
required sign permit.
Mr. Lofdahl made a motion to close the hearing. Seconded by Mr. Kovacic the
hearing closed at 5:54 p.m. Mr. Lofdahl made a motion to recommend approval of
the request with staff recommendations 1 -3. Seconded by Ms. Rock, the motion
carried unanimously. Ms. Bowers stated this item will be placed on the City Council
consent agenda at their meeting held January 27, 2008 in the Council Chambers at
5:30 p.m.
b) PRELIMINARY AND FINAL PLAT OF "WAL -MART 1738 ADDITION AND
VARIANCE FOR LOT AREA, LOT WIDTH AND PARKING REDUCTION,
REQUESTED BY CORNERSTONE LAND SURVEYING INC., ON BEHALF OF
WAL -MART.
Chairman Otteson opened the hearing at 5:55 p.m. with the reading of publication
#7731 as published in the Hutchinson Leader on January 8, 2009.
Ms. Bowers commented on the request for a two lot preliminary and final plat to
replat a portion of Wal -Mart 2n Subdivision. Wal -Mart has been leasing the gas
station property to Murphy USA and is preparing to sell the property to Murphy USA.
She explained that in order to approve the plat, a variance is needed to allow a lot
area and lot width that would not comply with the C -4 district standards. She reported
that the parking variance is no longer needed as there are parking spaces along the
Minutes
Planning Commission — January 20, 2009
Page 3
westerly property line that were not identified on the survey due to snow cover. Staff
is in the process of reviewing the draft covenants and shared access and parking
agreement, which was provided by the applicant and used for other Wal -Mart and
Murphy gas station. Ms. Bowers commented on the uniqueness of the property as
operationally it would function the same as the current arrangement, however the
proposal would create a separate lot for the gas station.
Staff reviewed the feedback received from planning staff and reviewed the drafted
conditions for approval of the request with the following conditions:
1. The standards for granting a variance would be met for the lot area and lot
width. The finding of undue hardship and uniqueness is due to the need to
keep the same amount of land in the same description as the current lease
area and that shared parking would be available for the gas station
customers and employees. Additionally, the properties would function the
same as the current circumstance, except the new lot would be carved out of
the existing Wal -Mart lot.
2. The final "Easements with Covenants and Restrictions Affecting Land"
agreement shall be approved by the City Engineer and City Attorney before
the final plat and agreement may be recorded. The agreement shall address
the shared access and parking and shall address the southwest comer of lot
1, which overlaps the shared access point from Denver Avenue on lot 2.
3. The applicant shall record the final plat and agreement at McLeod County.
The Commission discussed the shared access and parking arrangements. Ms.
Bowers explained access to the property is addressed in the covenants and that
shared parking agreements are becoming more common to reduce the amount of
paving and to allow shared parking by adjacent businesses.
The Commission discussed the hardship requirement regarding lot size and stated
that the hardship requirement would not be met as the lot could be one acre and
would meet requirements. The Commissioners questioned why Wal -Mart couldn't
divide out a larger lot that would meet requirements, especially with the shared
parking arrangements. The Commission also discussed the parking requirements in
relation to the variance request.
Connie Villari, Cornerstone Land Surveying, commented on the other cases such as
this each have received variances for area. She explained the history of Wal -Mart
developing properties with gas stations, with Murphy gas leasing the area and then
purchasing the properties. She explained Murphy only purchases the leased area.
Wal -Mart wants to keep the parking according to their standards. She stated some of
the gas stations have been closed. The Hutchinson station will remain open. Ms.
Villari explained Wal -Mart access and shared parking agreements are very detailed.
Mr. Lofdahl stated he has an issue with the hardship and does not think the hardship
standard is met. Also discussed was that if there is a hardship, it would be a self -
created hardship as the lot standards could be met by creating a larger lot for the gas
station. Discussion followed on creating a nonconforming lot and the possibility of the
gas station closing in the future.
Ms. Villari commented on the agreements Wal -Mart has been using and how they
take care of their lots. Ms. Bowers stated staff did discuss the hardship and
1019,(4
Minutes
Planning Commission — January 20, 2009
Page 4
determined the property can be put to use in a reasonable manner. Staff also noted
the property is unique due to the use as a gas station with a 180 sq. ft. building,
which requires one parking space.
Ms. Villari again explained only the current leased area is in the Wal -Mart plan and
Wal -Mart does have the "first right of refusal'. She stated that other areas where the
Murphy stores closed, Wal -Mart re- plated the area. There was discussion on the
definition of the hardship. Mr. Lofdahl suggested that Wal -Mart plat a legal lot and if
necessary apply for a parking variance or revised agreement with Murphy. Ms.
Villari stated they are requesting to use the property as presently used.
Mr. Currimbhoy made a motion to close the hearing. Seconded by Ms. Rock the
hearing closed at 6:16 p.m. Ms. Bowers gave direction to the Commissioners to be
specific to their reasons why the variance standards would or would not be met in
their recommendation to the City Council. Mr. Lofdahl made a motion to deny the
request as the conditions for granting a variance would not be met, including the lack
of hardship, the circumstances are created by the landowner, and the property could
be platted to a regular legal lot and lease parking back to Wal -Mart. Seconded by
Ms. Rock. Atty. Sebora stated he does believe Wal -Mart could make the lot a legal
size and it would be a self- created hardship. He stated he has reviewed the
"Covenants and Restrictions" document, which is very thorough. The motion to deny
the preliminary plat, final plat, and variance failed on a 2 (aye) -4 (nay) vote as
follows: Mr. Lofdahl and Ms. Rock voting, aye, Mr. Czmowski, Chairman Otteson,
Mr. Kovacic and Mr. Currimbhoy voting nay. Mr. Kovacic made a motion to table the
request to the next planning commission meeting to allow the applicant time to
reconsider revising the plan and come back with a legally conforming lot. Seconded
by Mr. Currimbhoy, the motion carried unanimously.
A motion was made for a short recess for staff to confer with applicant
6. NEW BUSINESS
a) DISCUSSION OF 2009 PLANNING COMMISSION WORK PLAN
Ms. Bowers commented on the 2009 Work Plan draft. She explained there are
also Ordinance amendments staff is working on that would only go through the
City Council, such as a vacant housing ordinance and nuisance housing
ordinance. The items on the work plan would be done as staff time allows. The
Commission and staff reviewed the items listed on the draft work plan. As time
allows staff would like to update the Comprehensive Plan. The Shoreland district
ordinance is outdated and needs an overhaul. Staff asked for feedback on the
soil amendment ordinance recently proposed by the City Forester. Ms. Rock
suggested that the City should consider design guidelines for Hwy 15. There
was also a request to move Hwy 7 study recommendations earlier on the
schedule. Ms. Bowers suggested that building standards could be added to
certain districts, such as the C4 district. Also to look into changing the lot size
requirements and shared parking possibilities. She will bring back the 2009 Work
Plan next meeting.
cP tjH
Minutes
Planning Commission — January 20, 2009
Page 5
7. OLD BUSINESS
The Commission asked for an update on the Gopher Campfire variance. Staff
responded that the variance was granted by the City Council and the applicant plans
to building slab on grade to address accessibility to the building and can eliminate
the handicapped ramp previously proposed along the front of the building.
8. COMMUNICATION FROM STAFF
Staff noted that there will be election of officers in February.
9. ADJOURNMENT
There being no further business the meeting adjourned at 6:58 p.m.
(D 1-0,)-
MEMORANDUM
DATE: February 18, 2009 for the February 24, 2009 City Council meeting
TO: Hutchinson City Council
FROM: Rebecca Bowers, AICP, Planning Director
SUBJECT: CONDITIONAL USE PERMIT FOR A CHILD CARE CENTER AT
CONGREGATIONAL UCC CHURCH AT 31 — 4' AVE. S.W.
Background:
Kris Otte, Kidz Junction, Inc., is requesting a conditional use permit (CUP) for a child care
center in the Congregational Church at 31 —4"' Ave. S.W. The childcare center recently
began operation, without the required CUP, after moving from Park Elementary. Kidz
Junction, Inc. is the new name for the child care center, which previously operated under
the Beans Plus name. The City became aware of the new location and name change by a
letter from the MN Dept. of Human Services dated January 7, 2009, which was sent to the
City to provide notice of a new license and to request zoning compliance information. In
the R -2 district, a conditional use permit is required for a child care center. After the
applicants were informed, they quickly applied for the required conditional use permit.
Additional information is contained in the attached staff report and attachments.
Plannina Commission Meetina:
The Planning Commission held a public hearing and considered the conditional use permit
request at their February 17"', meeting. There was no one from the public who spoke on the
item. Staff reviewed parking at the site noting drop off will be from on- street parking on 4"'
Avenue and staff will park in the rear parking lot between the church and the bank. Staff
recommended the applicant to provide a parking plan for special family events at the
center. Staff noted that we are not aware of any issues or complaints raised during their
operation since August. After concluding discussion, the Commission unanimously
recommended approval.
Recommendation:
The Planning Commission unanimously recommended approval of the conditional use permit
with the findings and conditions in the attached resolution.
(0 60I
RESOLUTION NO. 13534
RESOLUTION APPROVING A CONDITIONAL USE PERMIT TO ALLOW KIDZ JUNCTION
A CHILD CARE CENTER AT CONGREGATIONAL UCC CHURCH LOCATED AT 31— fli
AVE. S.W.
Whereas, Kris Otte, Kidz Junction Inc., applicant, has requested approval of a conditional use permit to
allow a child care center at Congregational UCC Church, 314' Ave. S.W. which is located in the R -2
zoning district with the following legal description:
Legal Description: East % of Lots 6 and 7, Block 32
South Half City of Hutchinson
Whereas, the Planning Commission met on February 17, 2009, and held a public hearing on the request
and considered the requirements of the Zoning Ordinance and effects of the proposal on the health, safety,
and welfare of the occupants of the surrounding lands, existing and anticipated traffic conditions, and the
effect on values of properties in the surrounding area and consistency with the Comprehensive Plan, and
hereby recommends approval of the request.
The City Council has considered the recommendation and findings of the Planning Commission and
hereby does recommend approval of the conditional use permit, subject to the following findings and
conditions:
1. The proposal would meet the standards for granting a conditional use permit, including providing
a desirable service to the community and would not have an undue adverse affect upon adjacent
property, neighborhood, traffic conditions, utility facilities and other matters affecting the public
health, safety and general welfare; and, would not interfere with use of neighboring property.
2. The applicant should develop a plan for parking during special family events held by Kidz
Junction and provide a copy to the City.
Adopted by the City Council this 24th day of February, 2009.
ATTEST:
Gary D. Plotz
City Administrator
Steven W. Cook
Mayor
1,0(<)I
a....as.---- - - ---�. ...rr.... ... ....... •'0
DIRECTORS REPORT - PLANNING DEPARTMENT
To: Hutchinson Planning Commission
From: Brad Emans, Dolf Moon, Dave 1lunstad, Miles Seppelt, Melissa Reichl, Jean
Ward, Judy Flemming, John Webster, John Olson, Lenny Rutledge, Kyle
Dimler, Kent Exner, John Paulson, Mark Schnobrich, Marc Sebora, Gary Plotz,
Jeremy Carter, Jim Popp, Dan Hatten, Dick Nagy, Rebecca Bowers and
Bonnie Baumetz (Persons in attendance at Planning Staff Meeting (in hold)
Date: February 5, 2009, for February 17, 2009, Planning Commission Meeting
Application: CONDITIONAL USE PERMIT FOR A CHILD CARE CENTER AT
CONGREGATIONAL UCC CHURCH AT 31 — 4 T AVE. S.W.
Applicant: Kris Otte, Kidz Junction, Inc.
Congregational UCC, property owner
CONDITIONAL USE PERMIT
Kris Otte, Kidz Junction, Inc., is requesting a conditional use permit (CUP) for a child care
center in the Congregational Church at 31— 4` Ave. S.W. The childcare center recently began
operation, without the required CUP, after moving from Park Elementary. Kidz Junction, Inc. is
the new name for the child care center, which previously operated under the Beans Plus name.
The City became aware of the new location and name change by a letter from the MN Dept.of
Human Services dated January 7, 2009, which was sent to the City to provide notice of new
license and to request zoning compliance information. In the R -2 district, a conditional use
permit is required to allow a child care center. After the applicants were informed, they quickly
applied for the required conditional use permit.
lD UL)
Conditional use permit
Planning Commission — 2 -17 -09
IGdz Junction Inc.
314 Ave. S.W.
Page 2
GENERAL INFORMATION
Existing Zoning: The education building (31 — 0 1 Ave. S.W.) is located in the R -2
(Medium Density Residential) district. The church is located in the C -3
(Central Commercial) district.
Property Location:
Lot Size:
Existing Land Use:
Adjacent Land Use
And Zoning:
Comprehensive
Land Use Plan:
Zoning History:
31— 4 "' Ave. N.W.
66'X 132'
Church Uses
The surrounding properties are R -2 or C -3 zoned properties, with a mix
of commercial, residential, and other church uses.
Traditional Residential Neighborhood
In 1966, a setback variance was granted for construction of the church education building.
Kidz Junction, Inc. is the new name for this child care center, which previously operated under
the Beans Plus name. The applicant operated a before and after child care program in the Park
Elementary School. Beans Plus moved to the Congregational UCC church at 31 -0 Ave. S.W. in
August of 2008, without the required CUP. As noted, the City received a letter from the MN
Dept.o£ Human Services dated January 7, 2009, informing us of their license for Kidz Junction
Inc. being moved from the school to 31 — 4` Ave. S.W.
There is another Beans Plus child care center location at 267 -4` Ave. N.W., for which a CUP
was approved in.November, 2007.
Applicable Regulations: Sections 154.057 and 154.170, City Code
Analysis:
Kidz Junction, Inc. and the Congregational UCC Church have applied for a conditional use
permit for the child care center serving school age children in the education building. Churches,
day care facilities and schools are conditionally permitted in the R -2 District. The center is a
school program which focuses on children in grades K — 5. The program is for children before
and after school, during the summer, and other non - school days. The center would be open from
6:00 a.m. to 6:30 p.m. They will be utilizing up to 6 classrooms in the education building and are
licensed for 67 children. Parents will drop off and pick up children at the front entrance of the
education building on 4` Avenue. Staff will park in the rear parking lot between the church and
the bank. Two spaces will be utilized September thm June and approximately 10 spaces through
the summer months.
(0 cc) I
Conditional use permit
Planning Commission — 1 -17 -09
Kidz Junction Inc.
314" Ave. S.W.
Page 3
In reviewing the CUP, the Commission shall consider if the request meets the following
standards:
(a) The proposed building or use at the particular location requested is necessary or desirable
to provide a service or a facility which is in the interest of the public convenience and
will contribute to the general welfare of the neighborhood or community;
(b) The proposed building or use will not have a substantial or undue adverse effect upon
adjacent property, the character of the neighborhood, traffic conditions, utility facilities
and other matters affecting the public health, safety and general welfare; and
(c) The proposed building or use will be designed, arranged and operated so as to permit the
development and use of neighboring property in accordance with the applicable district
regulations.
Staff Recommendation:
Staff reviewed the proposal at the planning staff meeting and did not have any objections to the
proposed use. Staff noted that the childcare center has been operating since August without any
known complaints. Staff discussed parking requirements and stated that there should be a
parking plan for special events that may require extra parking spaces beyond typical operation.
There is adequate parking in the Church parking lot and also on street parking for the proposed
operation. The Fire Dept. inspection was completed as required by the State of MN prior to the
child care center moving to the building. Staff recommends approval of the CUP, with the
following findings and conditions:
The proposal would meet the standards for granting a conditional use permit, including
providing a service to the community and would not have an undue adverse affect upon
adjacent property, neighborhood, traffic conditions, utility facilities and other matters
affecting the public health, safety and general welfare; and, would not interfere with use
of neighboring property.
The applicant should develop a plan for parking during special family events held by
Kidz Junction and provide a copy to the City.
Cc: Kris Otte, Kidz Junction Inc., 267 -4` Ave. N.W.
l0 t L J
1 &99'Vpo
Kidz Junction Inc JAN 2 0 ?109
267 4 Ave NW City of FiLe.r- ;nso
®
Hutchinson MN 55350 Dsot -a P.Z.$
320- 234 -7212
To Whom It May Concern:
This is a request to use the First Congregation United Church of Christ Education Building located at 31
0 Ave SW in Hutchinson for a before and after school program. Also to be utilized during the summer
months and non school days.
We have operated our before and after school program out of Park Elementary for the past 5 years. In
August of 2008 we were asked to leave for spacing issues with Park Elementary. For several months we
have searched to find an adequate location that is close to Park Elementary, the down town area, and
walking distance to nearby parks. We have found that location with the UCC church.
We operate a before and after school program from 6:00 am to 6:30 pm. This is a place for the children
ages K thru 5` grade to go to while their parents attend work, school or whatever it may be. We assist
the children with homework and study time. We have board games, card games, art activities,
exploration activities for the children to do while they are in attendance with us. We are currently
licensed for 67 children; we operate out of 5 rooms in the building divided out into age categories.
Parents are able to drop and pick up their children using the front entrance of the building on 0 Ave,
they assist their children into the building to make sure they have arrived safely. Staff utilize the back
parking lot between the UCC church and First Minnesota Bank, during the months of September thru
June we are only in need of 2 parking spots and during the summer months of June thru August we will
utilize approx. 10 thru out the day.
Thank you for your time and consideration in this matter
Sin r
Kris and Cory Otte
Owner of Kidz Junction Inc
(4(c)(
5
February 24, 2009
City of Hutchinson
Hutchinson Municipal Airport — Butler Field
Operations & Maintenance
1400 Adams St SE
Hutchinson, MN 55350
Phone (320) 234 -4219 Fax(320)234-6971
To: Honorable Mayor and City Council members
From: John Olson, Public Works Manager
CC: Kent Exner, City Engineer
Subject: Federal Aviation Administration (FAA) Grant — Hangar Improvement
Last October, the City entered into an agreement with TKDA for developing plans and
specifications for a proposed commercial hangar project.
At that time, we did not know whether the project development costs would need to be
separated from construction costs or be included with construction costs. Application for a
grant was left open- ended; depending upon what would best fit current FAA funding.
Since last October, it was decided that it would be in the City's best interest to apply for a
grant for the project development costs. The grant was accepted and grant documents were
faxed to the City on Friday February 20.
Action tonight should include acceptance of the FAA grant and authorize Mayor Cook and
City Administrator Plotz to execute the grant on behalf of the City.
Staff will be present to address any questions you may have.
TO: Mayor & City Council
FROM: Kent Exner, City Engineer
RE: Consideration of Items for Energy Park Improvements Phase I Project
(Letting No. I/Project No. 09 -01)
DATE: February 24, 2009
City staff requests that the City Council approve the appropriate Resolutions to set a Public Hearing for the above
referenced project at the March 24th City Council meeting. City staff will be reviewing potential assessments with
property owners that are adjacent to this project prior to the Public Hearing. This project includes the roadway, drainage,
water main, and sanitary sewer infrastructure improvements necessary to serve the Energy Park North development plat.
We recommend that the attached Resolutions and Notices be approved as described above.
cc; Gary Plotz, City Administrator
CP (-R-)
RESOLUTION NO. 13537
RESOLUTION ORDERING PREPARATION OF REPORT ON IMPROVEMENT
LETTING NO. 1
PROJECT NO. 09 -01
WHEREAS, it is proposed to improve:
Energy Park Improvements Phase 1 by new roadway construction and utility infrastructure
installations including construction of trunk and lateral storm sewer and treatment/drainage
improvements, trunk and lateral sanitary sewer and services, trunk and lateral watermain
and services, grading, aggregate base, concrete curb and gutter, bituminous base,
bituminous surfacing, lighting, landscaping, restoration and appurtenances; and
WHEREAS, it is proposed to assess the benefited property for all or a portion of the cost of the improvement,
pursuant to Minnesota Statutes, Chapter 429,
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
THAT, the proposed improvement, called Letting No. 1 /Project No. 09 -01, be referred to the Engineer for
study and that that person is instructed to report to the Council with all convenient speed advising the Council
in a preliminary way as to whether the proposed improvement is necessary, cost- effective, and feasible;
whether it should best be made as proposed or in connection with some other improvement; the estimated
cost of the improvement as recommended; and a description of the methodology used to calculate individual
assessments for affected parcels.
Adopted by the Council this 24th day of February 2009.
Mayor: Steven W. Cook
City Administrator: Gary D. Plotz
L, to-)
TO:
FROM: Kent Exner, City Engineer
DATE: February 24, 2009
SUBJECT: Letting No. 1 /Project No. 09 -01
I have studied the following proposed improvements and find that the proposed project is feasible and recommend it
be constructed:
1-1/P09 -01 Energy Park Improvements Phase 1 by new roadway construction and utility infrastructure
installations including construction of trunk and lateral storm sewer and treatment/drainage
improvements, trunk and lateral sanitary sewer and services, trunk and lateral watermain and
services, grading, aggregate base, concrete curb and gutter, bituminous base, bituminous surfacing,
lighting, landscaping, restoration and appurtenances.
co Ce-�
RESOLUTION NO. 13538
RESOLUTION RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT
LETTING NO. 1
PROJECT NO. 09-01
WHEREAS, pursuant to a resolution of the Council adopted February 24"', 2009, a report has been
prepared by Kent Exner, Public Works Director /City Engineerwith reference to proposed Letting No. 1 /Project
No. 09 -01, the improvement of:
Energy Park Improvements Phase 1 by new roadway construction and utility infrastructure
installations including construction of trunk and lateral storm sewer and treatment/drainage
improvements, trunk and lateral sanitary sewer and services, trunk and lateral watermain
and services, grading, aggregate base, concrete curb and gutter, bituminous base,
bituminous surfacing, lighting, landscaping, restoration and appurtenances; and
said report was received by the Council on February 24th, 2009
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
1. The Council will consider the improvement of such street(s)s in accordance with the report and the
assessment of benefited property for all or a portion of the cost of the improvement pursuant to Minnesota
Statutes, Chapter 429, at an estimated total cost of the improvement of $1,895,200.00.
2. A public hearing shall be held on such proposed improvements on the 24th day of March, 2009, in
the Council Chambers of the Hutchinson City Center at 6:00 P.M., and the Clerk shall give mailed and
published notice of such hearing and improvements as required by law.
Adopted by the Hutchinson City Council this 24th day of February, 2009.
Mayor: Steven W. Cook
City Administrator: Gary D. Plotz
c, (4e-)
C
r I j'. M fl R At N D U N
TO: Mayor & City Council
FROM: Kent Exner, City Engineer
Miles Seppelt, EDA Executive Director
RE: Consideration of Engineering Services Agreement with SEH Inc. for Energy Park
Improvements Phase 1 Project
DATE: February 24, 2009
City staff requests that the City Council approve an Engineering Services Agreement with SEH Inc. to complete the
design of the roadway and drainage infrastructure within the Energy Park Improvements Phase 1 project. Due to
other project needs and the need to accelerate the schedule for this project, City staff will address the utility plans,
project administration/coordination, specifications writing, bidding process, assessments and document preparation
while utilizing a consultant to develop the roadway and drainage plans. Thus, SEH has submitted a proposal for the
requested services. SHE administered the Feasibility Study of this project for the EDA, thus they are best prepared
to most cost - effectively complete the necessary engineering services.
We recommend that the Engineering Services Agreement with SEH Inc. be approved in the not -to- exceed amount
of $58,700.
cc: Gary Plotz, City Administrator
6(-(-)
/..A
SEH
February 19, 2009
Kent Exner
City Engineer
111 Hassan Street SE
Hutchinson, Minnesota 55350
Dear Mr. Exner:
We are pleased to submit this proposal for specialty services on the Energy Park North project related to
the final design of storm sewer, storm water ponds, and the utility crossings at the high pressure gas main.
We have recently completed the Preliminary Plat and Feasibility Report for the Energy Park North
Project. Our local presence and familiarity with the details of this project, along with our experienced
team, will allow us to provide efficient and cost - effective service to help make this project a success.
We have based our proposal on the scope of services previously discussed. The proposal would include
specific final design tasks as outlined below for a fee of $58,700.
The tasks would encompass preparation of final design and construction plans for the storm sewer and
storm water ponding. Services would also include preparing final design plans and details for crossing the
12 -inch diameter high pressure gas main with street and public utilities. Finally, statement of estimated
quantities and the associated cost estimates would be prepared for the design portions outlined above.
The work related to these design tasks would be completed in close coordination with city staff as they
prepare the other final design components for the project. The plan sheets and design details would be
submitted to the City of Hutchinson and included as a part of the overall plan setfbid package for the
project.
The final design would take into consideration the following items:
• Utilize sustainable low impact design where applicable.
• Provide final design, construction notes, and details on proposed storm sewer and storm water
pond improvements.
• Prepare storm water pollution prevention plan.
• Prepare final design and details for high pressure gas main crossing.
• Provide statement of estimated quantities along with estimated construction costs for design
components outlined above.
We anticipate coordination with City of Hutchinson Public Works, Hutchinson Economic Development
Authority, and Hutchinson Utilities Commission will be part of our services.
Short Elliott Hendrickson Inc., 310 Main Avenue West. P.O. Box 776. Gaylord. MN SS334.0776
SCH 1s an equal opportunity emplayer I www.sehinc.com 1 507.237.2924 1 800.838.8666 1 507237.5516 tax
Kent Exner
February 19, 2009
Page 2
The proposed project team would consist of:
John Rodeberg, Professional Engineer /Client Service Manager
Justin Black, Professional Engineer /Project Manager
Sandra Pomplun, CADD Technician
Jeremy Walgrave, Professional Engineer/Water Resources
Ai Schwidder, Professional Engineer /Geotechnical
Chris Behringer, Landscape Architect/Sustainable Design
Justin would serve to design and manage the day -to -day activities of the project. John, who had
previously led the engineering and public works departments at the City of Hutchinson for 17 years,
would provide coordination and project review. John offices in Hutchinson and would be able to provide
a high level of project insight and knowledge of city functions. Individual resumes can be provided upon
request.
We look forward to the opportunity to discuss your project and our proposal with you. Our proposal is
based on our understanding and expectations of the project scope. We would be willing to negotiate a
revised cost based on a variation in the scope. If we are to proceed, we would prepare a contract
agreement that SEH and you would sign.
If you need any additional information about the capabilities of SEH or the details of our proposal, please
contact John Rodeberg at 320.587.7341. Thank you for your consideration.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
John Rodeberg, PE
Client Service Manager
du
0.: �CwnmuoiWimOLVlSUbmiuelsll009V11TfOi1NSgNE�uryy Puk P,opOUMMIO SWAM
Justin L. Black, PE
Project Manager
(P(-0
111 Hassan Stmt Southeast
Hutchinson, MN 55350
(320) 587-5 1 5 11Fm: (320) 234 -4240
City of Hutchinson
APPLICATION FOR GAMBLING DEVICES LICENSE
In provisions of the City of Hutchinson Ordinance No. 655 and Minnesota Statutes Chapter 349
All applications must be received at least 30 days before event in order to be considered
Application T ype
Short Term Date(s) =-1 ( O 12.06 q - .�— Fee: $30.00
Mon" /Year - Mont /Year
organization Information
ArLkkt Tvaih�,v.nar�A c }a }car. C- 6VA - cr.
37- Z.S97. Say Z
Name
Phone Number
COA 'S wva is !9r.
J_ S6'34Fo
-HIS
Address where regular meeting are held City
State Zip
Day and time of meetings? 5 :00 e m 3v kk-�M
Is this organization organized under the laws of the State of Minnesota? liCyes
❑ no
How long has the organization been in existence? How may members in the organization? ISO
What is the purpose of the organization? ye r r 1✓ a�u�. �i Ana x
A �U t CaFV SW1
In whose custody will organization records be kept?
S' osotn CAa' -44
31o.t185.
Name
Phone Number
31 Ylo Wir�s�r l
MN S'S34S'
Address city
Stare zi
LTM
:SalS o-� T&Aa,A<.tr ul- 2•40 • S54 (I.
True Name Phone Number
_ 2 t S5 et CA. Rd ck Wyt.•ea M N.�_ S,S399'
Residence Address City Stale Zip
Date of Birth: 61 / 2S / 14 PlaceofBirth: EYU.Isrer MN
Month /day/year City State
Have you ever been convicted of any crime other than a traffic offense? ❑ yes O no
If yes, explain:
to C�
GryofHulchmson
Application for Bingo Gambling Devices Limme
Page 1 of 3
Designated Gamblin Manag (Qualified under Minnesota Statute 329
.Fd ha Teav� De CKe,^ Sao - , V B� -4119/
Tree Name Phone Number
a Nau)Ord taK _AfAl 563AI
Residence Address City — /Q T State Zip
Date of Birth: f l rr / 7,R Place of Birth: le– ©rT s[
Month/day/year City Stare
Have you ever been convicted of any crime other than a traffic offense? ❑ yes A no
If yes, explain:
How long have you been a member of the organization? / `/ � r
Game Information
Location 41 1
Cro..► ,Jcar crs 'kv clk.b 32,0 5a ?3070
Name of location vOhere game will be played Phone Number
915 Co(era.A. ems NW fkk"i^Sd% Pna SS3SO
Address of location where game will be played City State Zip
Date(s) and/or day(s) gambling devices will be used: (s lat. X00 0 , through �^
AM
Hours of the day gambling devices will he used: From 10%66 pM To (p :C90
Maximum number of player: `00
Will prizes be paid in money or merchandise? 19 money ;§ merchandise
Will refreshments be saved during the time the gambling devices will be used? 0 yes ❑ no
If yes, will a charge be made for such refreshments? ❑ yes id no
Game Information
Location 42
Name of location where game will be played Phone Number
Address of location where game will be played City State Zip
Date(s) and/or day(s) gambling devices will be used: through
tllvi AM
Hours of the day gambling devices will be used: From pM To PM
Maximum number of playa:
Will prizes be paid in money or merchandise? ❑ money ❑ merchandise
Will refreshments be served during the time the gambling devices will be used? ❑ yes ❑ no
If yes, will a charge be made for such refreshments? ❑ yes ❑ no
Officers of the Or aaization QfnecemaM list additional names on separ sheet
SCt �' _ a - We � u h n
Name
Residence Address
City
State
Pip
Title
Name
State
Residence Address
City
Zip
■
City of Hulcbimon
dpplicaBon for Bingo Gambling Device Limme
Page 3 of 3
Name
Title
,State
Name
City State
zip
City State zip
Title
Have you (Gambling Manager and Authorized Officer) read, and do you thoroughly understand the provisions of all laws,
ordinances, and regulations governing the operation and use of gambling devices (as outlined in City of Hutchinson
Ordinance 114.20 and Minnesota Statutes Chapter 349)7
Gambling Manager Q yes 17 no Authorized Officer Byes ❑ no
Initial Initial
I declare that the information I have provided on this application is truthful, and I authorize the City of Hutchinson to
investigate the information submitted. Also, I have received from the City of Hutchinson a copy of the City Ordinance No.
114.20 relating to gambling and I will familiarize myself with the contents thereof
autnorizea q(licer of
Signature ofgambling manager oforganization
2 (Aoo 9.
—� I Date
Internal Use Onl
City Council U approved ❑ denied Notes:
2
Adult Training & Habilitation Center Winste& West
BOARD OF DIRECTORS
Appointed
Name /Address
1) 5/08 -5/11
CHERYL BEILKE CHAIR
(3 Term)
20485 Lake Hook Road
Hutchinson, MN 55350
H 320 -587 -5469
Fax 320 - 234 -1039 Finance/Personnel/Fundraising
W 320- 234 -1772
beilke4Qln9chtelaet
2) 5/08 — 5111
CHRISTINE DAVIS VICE CHAIR
(2n Term)
9692 Co. Rd 2
Glencoe, MN 55336
320 - 864 -5644 PersonneUFinance/Fundraising
chris(a7etudeks com
3) 10 /00 -10/09
JAMES FAHEY TREASURER
(3r Term)
904 Hwy 15 South
Hutchinson, MN 55350
320 - 234 -3510 (work) 320-234-0937(fax)
320 - 587 -6691 (home) (cell) 320 -583 -8559
iimfahewWahevsales com Finance/Fundraising/Personnel
4) 4/0213/10
(3r Term)
RICHARD SCHIMMEL
SECRETARY
5) 1/03 -1/09
(2n Term)
6)5108-5111
(2nd Term)
7) 5/08-5/11
(2 Tom)
8) 1/09 -1 /12
1109 (3 year terms)
2110 Upland Avenue
Mayer, MN 55360
952 - 955- 1177(home) 952- 994- 6603(cell)
gchimmelQhughes net Finance/Fundraising/Personnel
CHARLOTTE KNICK
10374 Tagus Ave
Brownton, MN 55312
320 - 328 -5573 PersonelUFinance/Fundraising
CHRISTINE DAVIS
9692 Co. Rd 2
Glencoe, MN 55336
320- 864 -5644
ctuiaa.etudeks.com
NANCY KRCIL
16535 Garden Ave
Glencoe, MN 55336
320 - 864 -4637
deer(alwildbluecoou com
GERARD STIFTER
362 South Shore Drive
Winsted, MN 55395
Personell/Finance/Fundraising
Personnel/Finance/Fundraising
Personnel/Finance/Fundraising
E.
Internal Revenue Service
Date: June 19, 2007
ADULT TRAINING & HABILITATION
CENTERINC
311 FAIRLAWN AVE W
WINSTED MN 55395 -7839
Department of the Treasury
P. O. Box 2508
Cincinnati, OH 45201
Person to Contact:
Miss Csinsi 17 -56980
Customer Service Representative
Toll Free Telephone Number:
877 - 829 -5500
Federal Identification Number:
41- 6052785
JUA � 5 Ar
Dear Sir or Madam:
PA
H '
This is in response to your request of June 19, 2007, regarding your organization's tax -
exempt status.
In August 1966 we issued a determination letter that recognized your organization as
exempt from federal income tax. Our records indicate that your organization is currently
exempt under section 501(c)(3) of the Internal Revenue Code.
Our records indicate that your organization is also classified as a public charity under
sections 509(a)(1) and 170(b)(1)(A)(vi) of the Internal Revenue Code.
Our records indicate that contributions to your organization are deductible under section
170 of the Code, and that you are qualified to receive tax deductible bequests, devises,
transfers or gifts under section 2055, 2106 or 2522 of the Internal Revenue Code.
If you have any questions, please call us at the telephone number shown in the heading of
this letter.
Sincerely,
Michele M. Sullivan, Oper. Mgr.
Accounts Management Operations 1
E
C
TO: Mayor & City Council
FROM: Kent Exner, City Engineer
RE: Consideration of Deleting Deferred Assessments
(SA5059A)
DATE: February 24, 2009
City staffrequests that the Council approve the appropriate Resolutions to delete assessments on
certain parcels ofproperty that are presently outside the city limits:
Acct# 12 City PID# 07- 116 -29 -09 -0001 County PID# 06.064.0010 $10,082.00
Acct# 13 City PID# 07- 116 -29 -09 -0002 County PID# 06.064.0020 $ 6,037.00
Acct #14 City PID# 07- 116 -29 -09 -0003 County PID# 06.052.0130 $ 6,037.00
These parcels will be reassessed for the improvements related to the deleted assessments when the
parcels are annexed into the city limits and/or development is initiated.
We recommend that the attached Resolutions be approved as described above.
cc: Gary Plotz, City Administrator
RESOLUTION NO. 13535
RESOLUTION DELETING ASSESSMENTS AND
ADOPTING REVISED ASSESSMENT
ASSESSMENT ROLL NO. 5059A
LETTING NO. 91PROJECT NO. 02 -18
WHEREAS, pursuant to resolution and notice of hearing the Council has met and reviewed the
proposed assessment for improvement of Jefferson Street SE from Jefferson Court SE to Toronto Avenue by
construction of storm sewer, sanitary sewer and services, watermain and services, grading, gravel base,
concrete curb and gutter, bituminous base, bituminous surfacing, sidewalk, trail, street lighting and
appurtenances and
WHEREAS, the following parcels are presently outside the city limits and are therefore not assessable
at this time. It is proposed to delete the following parcels from the assessment roll and reassess said parcels
when they are annexed into the city limits and/or development is initiated:
Acct# 12
City PID# 07- 116 -29 -09 -0001
County PID# 06.064.0010
$10,082.00
Acct# 13
City PID# 07- 116 -29 -09 -0002
County PID# 06.064.0020
$ 6,037.00
Acct #14
City PID# 07- 116 -29 -09 -0003
County PID# 06.052.0130
$ 6,037.00
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
1. Such proposed assessment, a copy of which is attached hereto and made a part hereof,
is hereby accepted, and shall constitute the special assessment against the lands named therein,
and each tract of land therein included is hereby found to be benefited by the proposed
improvement in the amount of the assessment levied against it.
2. Such assessment shall be payable in equal annual installments extending over a period
of ten (10) years, the first of the installments to be payable on or before the first Monday in January,
2003, and shall bear interest at the rate of 4.38 percent per annum as set down by the adoption of
this assessment resolution. To the first installment shall be added interest on the entire assessment
from November 1, 2002, until the 31st day of December, 2003. To each subsequent installment
when due, shall be added interest for one year on all unpaid installments.
3. The owner of any property so assessed may, at any time prior to certification of the
assessment to the County Auditor, pay the whole of the assessment on such property, with interest
accrued to the date of payment, to the City Treasurer, except that no interest shall be charged if the
entire assessment is paid by the 15th day of November, 2002; and he may, at any time thereafter,
pay to the City Treasurer the entire amount of the assessment remaining unpaid, with interest
accrued to the 31 st day of December, of the year in which such payment is made. Such payment
must be made before November 15, or interest will be charged through December 31, of the next
succeeding year.
4. The Administrator shall forthwith transmit a certified duplicate of this assessment to the
County Auditor to be extended on the property tax lists of the County, and such assessment shall be
collected and paid over in the same manner as other municipal taxes.
Adopted by the Council this 24th day of February 2009.
City Administrator
('«)
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MEMORANDUM
DATE: February 18, 2009 for the February 24, 2009 City Council meeting
TO: Hutchinson City Council
FROM: Rebecca Bowers, AICP, Planning Director
SUBJECT: ANNEXATION AND SKETCH PLAN FOR THE 68 -ACRE HACKBARTH
PROPERTY, LOCATED NORTH OF WARRIOR MANUFACTURING AND
SOUTH OF LUCE LINE TRAIL
Backaround:
The Hutchinson EDA has secured a contract for deed on the 68 -acre Hackbarth property
for the development of an industrial park. The EDA has hired SEH to prepare the sketch
plan (attached) and feasibility study for development of the site. Additional information on
the proposed sketch plan and staff review comments are included in the attached Planning
Commission staff report and attachments.
Annexation and Public Hearin
A petition for annexation has been submitted by the Hackbarth's and the required 30 day
notice period to the township, County, and adjacent property owners has been initiated. A
public hearing for annexation is required to be held by the City Council. A second reading
by the Council and approval by the State Municipal Boundary Adjustments Board is also
required before the annexation is complete.
Plannina Commission Meetina:
The Planning Commission discussed the proposed annexation and sketch plan under new
business at their February 17"', meeting. The Commission discussed the nearby homes
and the need for benning to the north and west. Commissioner Rock asked why the lots
were so large and what the planned square footage of the buildings would be. Miles
Seppelt, EDA Director, stated the EDA does not have planned building sizes and that most
of the interest expressed is for larger lots. The lots could be subdivided in the future if
smaller lots are desired. John Rodeberg, consulting Engineer with SEH, added that the
easement along the east lot boundary would contain the trunk sanitary sewer and water
lines that would extend services closer toward the Highway 7 and 22 future development
area. After concluding discussion, the Commission unanimously recommended forwarding
the proposal to the City Council with positive feedback. Additional review will be required
after the rezoning, preliminary plat, and final plat applications and plans are submitted.
Recommendation:
The Planning Commission unanimously recommended forwarding the annexation and sketch
plan proposal to the City Council with positive feedback.
q( )
PUBLICATION NO.
ORDINANCE NO. 09 -0522
AN ORDINANCE EXTENDING THE CORPORATE LIMITS OF THE CITY OF
HUTCHINSON TO INCLUDE CERTAIN LAND THAT ABUTS THE MUNICIPALITY
AND IS LESS THAN 120 ACRES PURSUANT TO MINNESOTA STATUES
414.033, SUBDIVISION 2 (3) AND 2b
WHEREAS, Marvin Hackbarth and Rebecca Moehrle, property owners, are requesting that
certain land be annexed to the City of Hutchinson, as legally described below, and:
That part of the West Half of the Northeast Quarter and that part of the East Half of the Northwest
Quarter, all in Section 5, Township 116 North, Range 29 West, McLeod County, Minnesota described
as:
"The West half of the Northeast Quarter except the North 50 feet thereof; also excepting that part of
the West Half of the Northeast Quarter of Section 5 lying south of Township Road;
And, that part of the East half of the Northwest Quarter described as beginning at the Northeast comer
of the said East half of the Northwest Quarter; thence south 2,220 feet to the center line of the Glencoe
and Hutchinson Road; thence along the center of said road North 66 degrees West 114 feet; thence
North 724.2 feet; thence West 495 feet; thence North 1,443 feet to the North line of said East Half of
the Northwest Quarter; thence East 600 feet to the point of beginning, except the North 50 feet thereof,
all in Section 5, Township 116 North, Range 29 West, subject to existing railroad right of way and
existing highways and easements of record. Also excepting therefrom the following described tract of
land: That part of the West Half of the Northeast Quarter of Section 5, Township 116, Range 29
McLeod County, Minnesota, and that part of Lot 7 of the Auditor's Plat of the West half of and Section
5 described as beginning at the Northeast comer of Lot 8 of said Auditor's Plat; thence on an assumed
bearing of South along the East line of said Lot 8 a distance of 719.75 feet to the centerline of a
township road; thence South 64 degrees 04 minutes East along said centerline a distance of 944.21 feet;
thence North a distance of 1142.40 feet to a point bearing east from the point of beginning; thence
West a distance of 849.13 feet to the point of beginning, all located in McLeod County, Minnesota.
AND EXCEPTING
That part of the West Half of the Northeast Quarter of Section 5, Township 116, Range 29 McLeod
County, Minnesota described as commencing at the Northeast comer of Lot 8 of the Auditor's Plat of
the West half of Section 5, Township 116, Range 29; thence on an assumed bearing of South along the
East line of said Lot 8 to the centerline of a township road; thence South 64 degrees 04 minutes East
along said centerline a distance of 944.21 feet to the point of beginning of the parcel herein described;
thence continuing South 64 degrees 04 minutes East along said centerline a distance of 8 1. 18 feet;
thence North a distance of 1177.90 feet to a point bearing East from the Northeast corner of said Lot 8;
thence West a distance of 73.00 feet to a point bearing North from the point of beginning; thence South
a distance of 1142.40 feet to the point of beginning."
Lying north of the northerly line of McLeod County Highway Right of Way Plat No. 47, according to
the recorded plat thereof.
1 la)
Ordinance No. 09 -0522
City of Hutchinson/Marvin Hackbarth Annexation
March 10, 2009
Page 2
WHEREAS, said property is unincorporated and abuts the City of Hutchinson on its eastern
boundary, is approximately 68 acres in size, and is not presently served by public water or sewer
facilities; and
WHEREAS, Marvin Hackbarth and Rebecca Moehrle are the sole owners of the property, the
property is not included within any other municipality, and is not included in any area that has already
been designated for orderly annexation pursuant to Minnesota Statues 414.0325, and
WHEREAS, the City of Hutchinson held a public hearing on February 24, 2009, and
NOW, THEREFORE, the City Council of Hutchinson, Minnesota does hereby ordain:
SECTION 1. The City Council hereby determines and finds that the property abuts the
municipality and is less than 120 acres, that the area to be annexed is approximately 68 acres, that the
property is not included in any area that has already been designated for orderly annexation pursuant to
Minnesota Statues 414.0325, and that the request complies with all of the provisions of Minnesota
Statutes 414.033 Subd. 2 (3) and 2b and
SECTION 2. The property abuts the city limits and is about to become urban or suburban in
nature and that the property is about to be developed by the City of Hutchinson Economic
Development Authority for the purpose of industrial development with municipal services, and
SECTION 3. The corporate limits of the City of Hutchinson are hereby extended to include
the Property and the same is hereby annexed to and included within the City of Hutchinson as if the
property had originally been part thereof.
SECTION 4. The population of the area legally described within and hereby annexed is zero.
SECTION 5. The City of Hutchinson, pursuant to Minn. Stat. 414.036, that with respect to the
property taxes payable on the area legally described herein, hereby annexed, shall make a cash payment to
Hassan Valley Township in accordance with the following schedule:
a. In the first year following the year in which the City of Hutchinson could first levy on
the annexed area, an amount equal to 361.39
b. In the second and final year, an amount equal to 361.39
SECTION 6. That pursuant to Minn. Stat. 414.036 with respect to any special assessments
assigned by the township to the annexed property and any portion of debt incurred by the township
prior to the annexation and attributable to the property to be annexed, but for which no special
assessments are outstanding, for the property legally described herein, there are no special assessments
or debt incurred by the township on the subject area for which reimbursement is required.
SECTION 7. The City Administrator is directed to file copies of this ordinance with the Office
of Administrative Hearings - Municipal Boundary Adjustments, Hutchinson Township, the McLeod
County Auditor, and the Minnesota Secretary of State.
Ordinance No. 09 -0522
City of Hutchinson/Marvin Hackbarth Annexation
March 10, 2009
Page 2
SECTION 8. This ordinance takes effect upon its passage and publication and the filing of the
copies as directed in Section 7 and approval of the Ordinance by the Office of Administrative Hearings
- Municipal Boundary Adjustments.
First Reading: February 24, 2009
Final Reading and Passed: March 10, 2009
Adopted by the City Council thisl0` day of March, 2009.
ATTEST:
Gary D. Plotz
City Administrator
Steven W. Cook
Mayor
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DIRECTORS REPORT - PLANNING DEPARTMENT
To: Hutchinson Planning Commission
From: Brad Emans, Dolf Moon, Dave Hunstad, Miles Seppelt, Melissa Reich[, Jean Ward,
Judy Flemming, Jobe Webster, John Olson, Lenny Rutledge, Kyle Dimler, Kent
Esher, John Paulson, Mark Schnobrich, Marc Sebora, Gary Plotz, Jeremy Carter,
Jim Popp, Dan Hatten, Dick Nagy, Rebecca Bowers and Bonnie Baometz
(Persons in attendance at Planning Staff Meeting (in bold)
Date: February 9, 2009, for February 17, 2009, Planning Commission Meeting
Application: ANNEXATION AND SKETCH PLAN FOR THE 6 8-ACRE HACKBARTH
PROPERTY, LOCATED NORTH OF WARRIOR MANUFACTURING AND
SOUTH OF LUCE LINE TRAIL
Applicants: Hutchinson EDA and Marvin Hackbarth, Property Owner
Annexation and Sketch Plan
The Hutchinson EDA has secured a contract for deed on the 68 -acre Hackbarth property for the
development of an industrial park. A petition for annexation has been submitted by the
Hackbarth's and the required 30 day notice period to the township, County, and adjacent property
owners has been initiated. The EDA has hired SEH to prepare a sketch plan (attached) and
feasibility study for development of the site. The public hearing for the annexation is scheduled for
the February 24, 2009 City Council meeting. A second reading by the Council and approval by the
State Municipal Boundary Adjustments Board is also required.
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Annexation and Sketch Plan
Planning Commission — 2 -17 -09
Hackbarth property — 68 acres
Page 2
GENERAL INFORMATION
Existing Zoning: Agriculture
Property Location: North of Warrior Manufacturing and South of the Luce Line Trail
Lot Size: 68 Acres
Existing Land Use: Agriculture
Adjacent Land Use
And Zoning: The properties to the north are a mix of commercial/industrial uses outside
of city limits and residential to the northwest. The property is bordered by
agricultural uses to the east and Industrial to the west and south.
Comprehensive Land Use Plan: Industrial
Zoning History; The property is located in the Joint Planning Area and is zoned agricultural.
Analysis:
The following comments are provided as guidance to the applicant and Planning Commission on
the sketch plan review. The Commission should provide feedback to the applicant on the overall
development proposal so that the applicant can address any issues. Planning staff reviewed the
sketch plan and provided comments, which are incorporated into the review categories below.
Comprehensive Plan:
The 2002 Comprehensive Plan identifies the timing and density for development on the staging
plan. The Hackbarth property is identified on the Staging Plan as having the potential for utility
extension and development between 2000 — 2005. The property is designated for industrial land
use category, which could include manufacturing, warehousing, assembly, truck terminals, and
other businesses that provide goods and services, but not directly to the public.
Zoning and Land Use:
The property will be zoned R -I (Single Family Residential) upon annexation into the City, as
required by the Zoning Ordinance. A rezoning to I -1 (Light Industrial) would be required for
development of the planned industrial park and would be consistent with the City's long term plans.
As the property to the northwest is residential, sensitivity to the neighbors should be accommodated
in the development planning. Staff notes that there will be a need to provide a visual and sound
buffer from the residential neighborhood on the northwest of the property to minimize land use
conflicts between industrial uses and the homes.
Lot Arrangement
The sketch plan on the 68 acre site identifies 6 developable lots ranging from 7 acres to 13.5 acres.
Two other lots shown on the sketch plan have issues due to the location of the high pressure natural
gas line, which cannot have any improvements over the 50 -foot wide easement area. Lot 1, Block
I is a 3.3 acre lot east of the Hutchinson Utilities property, which is bisected by the gas line. The
area identified as Lot 1, Block 3 is a 1.6 acre parcel between the gas line and Warrior that is an
unusable strip. The 1.6 acre lot cannot be platted as shown as it does not meet lot dimension
standards and would be better utilized by platted into Warrior Manufacturing's lot. The EDA is
working on this proposal. Regarding lot lines, the side lot line for the two northwesterly lots should
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Annexation and Sketch Plan
Planning Commission — 2 -17 -09
Hackbarth property — 68 acres
Page 3
be revised to avoid the irregular lot line and comply with the subdivision ordinance requirement for
side lot lines at approximately right angles to the right of way line of the street on which the lot
fronts.
Roadways and Access:
The sketch plan identifies access to the property through the extension of Industrial Boulevard and a
new road from 5` Ave. S.E. along the west side property line of Warrior Manufacturing to serve the
industrial park. The proposed roadway design would be consistent with the Comprehensive Plan's
transportation plan, which identifies the extension of Industrial Blvd. and a future roadway looped
to 5` Avenue. Staff notes the following preliminary comments related to roadways:
a) Development plans shall identify emergency access and a turnaround to be constructed at
the end of the east/west road. The turnaround shall be maintained until future extension of
the roadway is connected to 5` Avenue SE.
b) The street names will be determined by the Zoning Administrator, in consultation with the
City Engineer, Police Chief, and Postmaster, as required by City Code. There has been
discussion about naming the streets after the property owner, however this would not
conform with street naming convention and existing street names.
c) No access will be allowed from the residential properties to the northwest.
d) No road crossing shall be constructed over the Luce Line trail on the north side of the
property.
e) Soil borings must be completed as the project moves forward to determine roadway section
Stormwater Management:
The sketch plan identifies conceptual locations and sizes for the stormwater ponds. The pond
location and sizing will be reviewed as part of SEH's feasibility study, which will include analysis
for stormwater management. At this point, a specific drainage runoff coefficient must be
determined to establish pond sizing and address potential development limitations. There will be
soil borings completed as the project moves forward. Although the development is planned with a
regional pond concept, additional ponding may be required upon individual sites as they are
developed if the coverage is high.
Utilities and Easements:
Water and sewer are available to the property from Industrial Boulevard. There are overhead and
underground electric lines along the west side of the subject property. The overhead transmission
lines cannot be moved or relocated. The buried lines currently serve the existing industrial area and
are able to serve the new Energy Park and any future development to the East. There is also a
transmission line running east and west on the DNR State Trail property to the north. The Northern
natural gas pipeline, which crosses north/south over Industrial Blvd., should be added to the plans to
show all utilities. The future trail/utility easement along the easterly lot lines should be extended to
5ch Avenue.
Recommendation: Staff supports the proposal and recommend it move through the development
review process. Additional review will be conducted after submittal of the applications for
rezoning, preliminary and final plats.
Cc: Miles Seppelt, EDA Director
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HUTCHINSON ENERGY PARK
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February 6, 2009
City of Hutchinson
Public Works Department
Operations & Maintenance
1400 Adams St SE
Hutchinson, MN 55350
Phone(320)234 -4219 Fax(320)234 -6971
To: Honorable Mayor and City Council members
Gary Plotz, City Administrator
From: John Olson, Public Works Manager
CC: Airport Commission members
Kent Exner, City Engineer
Miles Seppelt, EDA Director
Subject: Airport Economic Impact
I would like to formally recognize Andy Nissen for his work in preparing an economic impact
report for the Hutchinson Airport. Andy volunteered and spent many hours working on this
project. His efforts are much appreciated
Area of economic impact
Public ownership of the airport
Fixed Base Operator
General aviation pilots and other visitors
Business use of the airport
Non - profit, other government agencies
Total Economic Impact
Economic Impact
$154,421
$160,468
$ 42, 198
$151,164
$732,049
$1,240,300
($� # of Jobs
1.42
4.43
1.18
8.35
20.54
35.92
The Mn/DOT Aeronautics worked with the U of M's Dept. of Applied Economics and the North
Central Research and Outreach Center to create an economic impact calculator for airports. They
describe the calculator in the following terms:
"Economic Impact is a measure of how much money and how many jobs are generated as result of a
particular economic activity. In this case the economic activity is related to owning and operating an airport.
Economic Impact is not a measure of an airports worth nor does it measure profit.
Once public (i.e. City) and private (e.g. Fixed Base Operator, Business Services, etc.) activity is known, these
figures are subjected to formulas generated by the U of M, which they determined through data collection and
analysis. These formulas estimate how much extra money is generated by the economic activity taking place
and also the number of additional jobs created as a result of these initial expenditures. This additional
economic activity is sometimes called the "multiplier effect ". The size of the multiplier is determined by the
economic activity existing in the county in which the airport in question is located."
As you can see, the airport has a significant impact on the City and the region. We welcome
business services at the airport and hope to see continuing development at the airport to
strengthen the impact it has on our community.
0
International Packaging Expo 2008:
First stop on my three day trip to the Int'l Packaging Expo was Packaging
Personified, which is a film producing company. It was very interesting to see how bag film is
being made in all of it steps from grinding the plastic pellets to the finale product. I was able to
ask many questions about the problems we have seen in the past with film and what causes
those problems. So after seeing this plant I had a better understanding of how and why problems
can occur when running at a high speed, but that does not mean this should happen all the time
since they do monitor the printing with a computer, which gives off warning light when problems
occur.
Now at the Packaging Expo there was allot to see, but I limited myself to what pertained
to our operations at Creekside. One thing I have heard from many of the bag film production
companies is that they are getting better at bio -bags for bagging. The above company I toured
said they are on the break on having film last up to 3 -5 years before breakdown, which is allowing
for less waste for the land fills. Was told they would hold up to products we produce without early
breakdown.
"Many companies are using more and more renewable resources. More companies are finding
ways of using waste for heat and other things of this nature.
Looking for a low cost hooded system for our operations was one key item we wanted to
look at. This would allow the bagging operator to monitor the bagging equipment without taking
eyes off it. Some interesting key point I was told on hooded systems are:
'Low operating costs
"Just one piece of equipment (We currently throw blacks socks over pallets then run
them into wrapper) this would do it all.
'Stability, you can tip a pallet over 45 degrees without bags falling off.
`Shrink film can be labeled (which means we would not have to use a labeling system.
"Can be perforated to allow moisture to escape.
`No need to 2 sizes of black poly bags
'UVI treated and can use black like we do now
I am still working on numbers to make sure this would be cost efficient for our operation at this
point in time. I am also working on a machine that may throw the black sock, but cost wise they
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are not much different. Since the hooded system is something we may need to go to if we keep
growing at the rate we are.
One thing that did catch my eye was robotic arms, which premier tech makes one as
well. Something like this would work great if we ever had a palletizer breakdown, because it can
hand stack pallets with little effort at a pretty high speed of rate. This would be something to
consider with bagging sand bags, corn and things of this nature. Sand bags tend to be pretty
heavy (45- 50lbs) and take a toll on the wrists of people having to do these by hand, when doing
several thousands in a day. Our palletizer currently can not handle these bags at this weight and
amount to a pallet. Less mess for corn, we would not have to send in through the palletizer were
most of the mess occurs. It takes a good day to clean up afterwards. We could even produce
more with running this arm and palletizer at the same time. Costs are currently $100,000 +. 1 am
working on total costs for our operation.
"This is something I feel our operation could benefit from. Allowing less man hours and
work related injuries due to lifting and twisting heavy weight for a long period of time.
Some of the future trends are:
'Water Proofing slip sheets
*Automated forklifts, which run on a GPS so no need for operators. But one person has
to man the computer which operates the lifts. (Big up front costs)
*Suction systems like mentioned with the robotic arm.
*Robotics
I am trying to keep this short as possible, since there was allot of information and I am working on
allot more details as to what would work best to increase our production times and lower costs.
gtb)
Automated stretch film sealer and labeling system for pallets
Benefits:
• Seals tails of stretch film so film does not unwrap
• Less plastic on site, because film will stay in place
• Can use cheaper film without the worry of it unwrapping
• Will allow us to convert to black stretch film to help eliminate the black bags and
that cost
• Costs are much cheaper for materials used during wrapping process and can led
up to a $0.70 savings during soil products
• Forklift operator does not need to get in and out of forklift up to 180 times per
day, which can be a safety issue
• Bagger operator will have more time to over see the bagging process to help
eliminate any add extra down time, this may also help keep maintenance costs
down.
• Forklift operator will have more time for placement of pallets, which may help
eliminate added costs due damaged bags
• Will allow for a safer work environment because both operators will not have to
stand near moving pallet chains or wrapper. No need for standing on pallets to
throw over black poly bags during mulch
Costs of equipment:
Sealer system Wulftec add on- $5,590.00
Install costs- $1000.00 - $1400.00 (Jesco install)
$4285.00 (Wulftec install)
Total cost for sealer with install: $6990.00 (Jesco) - $9875 (Wulftec)
(Costs will be on low end if Jesco does the install versus Wulftec, which Jesco is
wulftec certified)
Label system through Abetech with mounting stand- $14,622.00
Labeler positive air system- $3,428.00 (This helps keep dust away from printing
device) We might be able to make something ourselves for allot less, waiting to see a
system work to confirm this is possible.
Freight- $300.00
Install costs- $1,200.00 /Day
Total with install and air system- $19,550.00 ( Abetech without some extra's) or
$21406.43 (Jesco they had added extra versus other set up)
Maximum overall costs for sealer and labeler systems installed —
Sealer- $6,990.00
Labeler- $21,000.00 (With stronger supports, extra arm reach and warning lights)
as
Price comparisons between what we pay currently and what we would pay after new
system is in place. Costs savings will be included as well.
Clear UVI stretch film current- $70.00 per roll (7250')
Black UVI stretch film- $70.61 per roll (6500') 70 gauge
Black UVI stretch film- $71.20 per roll (5500') 80 gauge
*We use about 40' per pallet of soil
(Remember black film and top sheets are being used in place of black poly bags)
Black UVI Top sheet- $58.00 per roll (1400')
The current white like we have- $65.00 (1400')
*We used about 6' per pallet for both mulch or soil
Black poly bags 65 "- $1.00 avg.
Black poly bags 90 "- $1.35 avg.
Costs on a pallet basis the current way we do it is:
$0.386 Stretch film soil
$1.00 Black poly bag
$1.39 Total
Costs on a pallet basis using Black top sheet and Black film 70 gauge film:
$0.433 70 gauge stretch film
$0.248 Black Top Sheet
$0.68 Total
Saving of. $0.71 per pallet
Costs on a pallet basis using Black top sheet and Black film 80 gauge film:
$0.515 80 gauge stretch film
$0.248 Black top sheet
$0.76 Total
Saving of $0.63 per pallet
*The mulch saving per pallet will be close to the same because of the price of
longer black bags. Price may be even a little better.
So even if you went between the two prices you are looking at a $0.67 savings on a
per pallet basis.
Figured out at current projections of this year or 2,376,720.
* *You would pay the sealer cost off in less than 1/2 year's time with savings (if
purchased with labeler and Jesco install)
* *You would pay the labelers (with air housing) cost off in 3/4 year's time with
savings
* *Both paid off with savings in i year's time
0
MEMORANDUM
DATE: February 18, 2009 for the February 24, 2009 City Council meeting
TO: Hutchinson City Council
FROM: Rebecca Bowers, AICP, Planning Director
SUBJECT: Requested 2010 Census Presentation and Roundtable Meeting for
March 26, 2009, at 6:30 p.m.
We have been contacted by the State Demographer's office with a request to hold a
roundtable meeting on the 2010 Census for the greater Hutchinson area and surrounding
communities. The requested date for the meeting is March 26, 2009 at 6:30 p.m. in the
Council Chambers. The purpose of the meeting is to promote participation in the 2010
Census and encourage local officials and community leaders to participate in "complete
count" activities. The attached brochure explains the importance of the complete count
activities and committees.
The meeting would be open to the public and local government officials from communities
in McLeod County and local leaders would be invited. Representatives from the State
Demographer's office will contact government officials to encourage participation and will
lead the presentation. Background will be provided on the 2010 Census and on the
importance of getting local community leaders involved to facilitate a complete count.
April 1, 2010 is Census Day, however communities are encourage to begin developing
plans to promote complete census counts. Local committees have an important role in
promoting the census and in encouraging hiring local residents for temporary census jobs.
The attachments provide additional information on the 2010 Census.
Requested Action:
Approve the setting March 26, 2009, as the 2010 Census kick off meeting and roundtable
meeting.
S(C)
°N��yy We Need Your Help
UJ 0
?4 V ... To make Census 2010 a Success!
LF "SUS 2
Census 2010 is just around the cornert
Every ten years, the number of elected representatives we send to Congress is
M Recruit for the 8,000 Census Job Openings!
For more Information, please contact:
Ryan S. Dolan
Census 2010 Campaign Coord.
(651) 201 -2479
ryan.dolan@state.mn.us
Barbara J. Ronningen
Demographer
(651) 201 -2473
barbara.ronningen@state.mn.us
State Demographic Center • 300 Centennial Building • 658 Cedar Street • Saint Paul, MN 55155
www.mn2010census.org
recalculated using the results of the Census. Current population projections
indicate that Minnesota could lose a seat in the US House of Representatives -
O
something you can help prevent.
In addition, approximately $300 billion in federal dollars are distributed to the
states annually based on the results of the Census. Over a decade, this means
our state loses $10,000 per person missed in the 2010 Census. If just 100
people aren't counted, our state misses out on $1 Million in federal funding -
O
money needed for things like roads, healthcare, transit, and housing.
Census 2010 can be a great tool for economic recovery. In order for
Minnesota to take full advantage of this opportunity, we need your helpl
C*4
Here are just some of the things you can do:
ik
Invite Us to Your Meetings, Conferences and Events.
Initiate Complete Count Committees
M Join the Census 2010 Roundtable
-
• Include Articles on Census 2010 In Your Newsletters
' -
M Post Information on Your Website
N Publicize Census 2010 in Your Mailings, Speeches, Presentations
Advertisements.
and
M Spread the Word
■ Help us Translate Materials (esp. Hmong, Somali and other
languages)
M Recruit for the 8,000 Census Job Openings!
For more Information, please contact:
Ryan S. Dolan
Census 2010 Campaign Coord.
(651) 201 -2479
ryan.dolan@state.mn.us
Barbara J. Ronningen
Demographer
(651) 201 -2473
barbara.ronningen@state.mn.us
State Demographic Center • 300 Centennial Building • 658 Cedar Street • Saint Paul, MN 55155
www.mn2010census.org
2010 Census Timeline
2008
• local census offices open
• Community leaders organize
Complete Count Committees (CCC)
2009
• CCC is established
• CCC receives census training
• CCC develops strategy attt) work plan
• CCC spreads word about census Jobs
2010
• CCC begins community organization
• CCC launches 2010 Census publicity
campaign
• Questionnaires are delivered to every
address
April 1, 2010 CENSUS DAY
• Households return compietcd
census questionnaires
• CCC urges nonresporwding households
to cooperate with census takers
• CCC thanks the community for their
participation in the 2010 Census
December 31, 2010
Census delivers population. counts to
the President
�
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u cF NSUS 2�
"We know that the face of rural Minnesota,
especially, is changing. Everyday this change
presents both enormous opportunities and
challenges for our communities. And if we don't
account for every person through the census, we
will not be prepared to help our newest residents
to be successful."
Jim Hoolthan, President,
Blandin Foundation, Grand Rapids
An accurate census count is the fundamental
building block of every community. Census data
provides guidance for communities to determine
the current and future needs of its citizens and is
an integral tool forgovernments, businesses,
schools and many others."
Mark Voxiand, Mayor, Moorhead
"rhe American Indian population is near the
numbers when Europeans arrived here on Turde
Island over 500 years ago. Our numbers dwindled
to a mere 250,000 by 1900, it is important that
we be counted in 2010 to show that we are
resilient and strong for our children."
Kay Sha Bow Osay (Walking Around) Anishinabe.
Joseph B. Day
"Policymakers and economists relyon data to
drive their analysis and to shape their proposals.
More complete and accurate data mean better
analysis and policymaking, which outweigh the
cost of collection. Minnesotans should take
advantage of this important opportunity."
ArthurJ. Rolnick, Director of Research,
Federal Reserve Bank of Minneapolis
Contact Information
This document can be made available in altematim formats,
such as large prin4 Braille, or audio tape or disk by calling
651 -201 -2558. Consumers with a hearing orspeech disability
may contact us through the Minnesota Relay Service at 711
or 800-627 -3529, or Wa ema8 (admin.inly @state.mn.us).
www.mn20lOcensus.org
www.census.gov /2010
Minnesota
Complete Count
Committee
USCENSUSBUREAU
Decision making at all levels of government.
w- Drawing federal, state, and local legislative districts.
s�- Attracting new businesses to state and local areas.
Distributing over $300 billion in federal funds and even
more in state funds.
Forecasting future transportation needs for all segments
of the population.
s� Planning for hospitals, nursing homes, clinics, and the
location of other health services.
Forecasting future housing needs for all segments of the
population.
s'* Directing funds for services for people in poverty.
Designing public safety strategies.
s* Development of rural areas.
w- Analyzing local trends.
u� Estimating the number of people displaced by natural
disasters.
Developing assistance programs for American Indians
and Alaska Natives.
s�- Creating maps to speed emergency services to house-
holds in need of assistance.
Delivering goods and services to local markets.
Designing facilities for people with disabilities, the elderly,
or children.
w- Planning products.
s^ Planning investments and evaluating financial risk.
Publishing economic and statistical reports about the
United States and its people.
s+- Scientific research.
s� Developing "intelligent" maps for government and
business.
Proofing of age, relationship, or residence certificates
provided by the Census Bureau.
s� Medical research.
Reapportioning seats in House of Representatives.
Planning and research for media as backup for news
stories.
s- Providing evidence in litigation involving land use, voting
rights, and equal opportunity.
w- Drawing school district boundaries.
sM Planning budgets for government at all levels.
,,- Spotting trends in the economic well -being of the nation.
w- Planning for public transportation services.
�- Planning health and educational services for people with
disabilities.
s� Establishing fair market rents and enforcing fair lending
practices.
Directing services to children and adults with limited
English language proficiency.
�- Planning urban areas.
Planning land use.
�- Understanding labor supply.
s� Assessing the potential for spread of communicable
diseases.
Analyzing military potential.
Making business decisions.
Understanding consumer needs.
e- Planning for congregations.
Locating factory sites and distribution centers.
�- Distributing catalogs and developing direct mail pieces.
Setting a standard for creating both public and private
sector surveys.
Evaluating programs in different geographic areas.
sA Providing genealogical research.
sA Planning for school projects.
Developing adult education programs.
j Researching historical subject areas.
s�- Determining areas eligible for housing assistance and
rehabilitation loans.
S (C)
ANNOUNCING
LA
�
MOTOR VEHICLE OFFICE HOURS
Effective March 2, 2009, the City of Hutchinson Motor Vehicle Office located in City
Center will be changing our hours of operation as follows:
Monday CLOSED
Tuesday /Wednesday / Friday 9:00 a.m. to 4:30 p.m.
Thursday" 9:00 a.m. to 6:30 p.m.
Licensing examinations will continue to be offered on Thursdays.
These hours will continue on a trial basis through May 29, 2009, or until further notice.
With the current City budget constraints and the general economic conditions, we feel
this solution will have the least impact on our residents and customers. We will
continue to provide our customers the most convenience at the lowest cost,
For those customers who require services on Mondays, the following options are
available:
McLeod County License Bureau
2385 Hennepin Avenue N
Glencoe, Minnesota
Minnesota Driver Vehicle Services
www.mndriveinfo.org
We welcome your comments regarding the change in the hours of operation. Surveys
are available at City Center and on the City website at www.ci.hutchinson.mn.us
Thank you to our customers for your past and continuing support that allows us to retain
a portion of the licensing fees on the local level to provide these services. We look
forward to serving you in the future.
Hutchinson Motor Vehicle Office, City Center, 111 Hassan St. SE, tel: 320 - 234 -2599
ME
MEMORANDUM
DATE: February 18, 2009 for the February 24, 2009 City Council meeting
TO: Hutchinson City Council
FROM: Rebecca Bowers, AICP, Planning Director
SUBJECT: PRELIMINARY AND FINAL PLAT OF "WAL -MART 1738 ADDITION" AND
VARIANCES FOR LOT AREA, LOT WIDTH AND PARKING
REVIEW DEADLINE: March 23, 2009 (30 day extension provided by applicant)
Background:
Cornerstone Land Surveying, on behalf of Wal -Mart, has submitted application for a two lot
preliminary and final plat to replat a portion of Wal -Mart Subdivision 2" Addition. Wal -Mart
has been leasing the gas station property to Murphy USA and is preparing to sell the
property to Murphy USA. A subdivision of the property is required before selling the
property. Wal -Mart is in the process of selling many gas stations nationally. Variances
were requested for the proposed gas station lot for lot area, lot width, and parking
requirements. Additional information is contained in the attached Planning Commission
staff report, aftachments, and the January 20, 2009 meeting minutes in the Council packet.
Planning Commission Meetings:
The Planning Commission held a public hearing at their January 20"' meeting. There was
no one from the public who spoke on the item, other than the applicant. At the meeting,
the Commissioners expressed concerns regarding the proposed lot size and that the
request would not meet the standards for granting a variance. After considerable
discussion, action was tabled until the February 17"' meeting to allow the applicant an
opportunity to revise the request to conform to zoning ordinance requirements. Refer to
the attached staff report and minutes for additional information.
At the February 17 meeting, the applicant addressed the Planning Commission and stated
that Wal -Mart considered the feedback from the Commission, however respectfully
requests reconsideration of their subdivision and variance request as originally proposed.
The applicant provided background on similar proposals in other cities, Wal -Mart's concern
over losing any parking, and how gas station closures have been handled.
After concluding discussion on the variance standards, the Commission recommended
denial of the variances, preliminary plat, and final plat, with the findings specified in the
attached resolution.
Recommendation:
The Planning Commission unanimously recommended denial of the request with the findings
and conditions in the attached resolution.
l bb l
RESOLUTION NO. 13528
RESOLUTION DENYING A PRELIMINARY AND FINAL PLAT OF "WAL -MART 1738
ADDITION" AND VARIANCES FOR LOT AREA, LOT WIDTH AND PARKING,
REQUESTED BY CORNERSTONE LAND SURVEYING INC., ON BEHALF OF WAL MART
Whereas, Cornerstone land Surveying hic., applicant, on behalf of Wal -Mart, property owner, has
requested approval of a two lot preliminary and final plat of "Wal -Mart 1738 Addition" and variances for
lot area, lot width and parking reduction on December 18, 2008, with the following legal description:
Legal Description: Lot 1 and Lot 2, Block 1, Wal -Mart 1738 Addition
Whereas, the applicant submitted revised plans dated January 9, January 14, and January 27, 2009, and
Whereas, the Planning Commission met on January 20, 2009, and held a public hearing on the request
and considered the requirements of the Zoning Ordinance and effects of the proposal on the health, safety,
and welfare of the occupants of the surrounding lands, existing and anticipated traffic conditions, and the
effect on values of properties in the surrounding area and consistency with the Comprehensive Plan, and
hereby recommended denial of the request based upon the findings noted below;
The City Council has considered the recommendation and findings of fact of the Planning Commission
and hereby does recommend denial of the preliminary and final plat and variances, subject to the
following findings and conditions:
1. The standards for granting a variance have not been met, according to the following findings:
A. The finding of "undue hardship" has not been met. The property could be put to a reasonable
use without the variance and that the applicant could plat a lot that would meet the 1 -acre
minimum lot area and 200 -foot lot width requirements. There is sufficient property to the
north of the proposed gas station tot that could be included within the lot to meet both the lot
area and lot width requirements. The desire to sell a smaller lot to Murphy USA is an
economic condition that alone would not constitute an undue hardship.
B. The finding of "undue hardship" has not been met and the plight of the landowner must be
due to circumstances unique to the property and not created by the landowner. Although
there are some unique characteristics of the property, such as the current lease arrangement
with Murphy USA and the small gas station building, these conditions are self- created by the
applicant. Additionally, the proposed lot area of .5 acre and lot width of 100 -feet would be
self-created by the landowner.
2. The variance for parking on the gas station lot is no longer required as the one parking space
required for the gas station building is available west of the gas station building.
3. The preliminary plat and final plat are denied based upon the lot area and lot width, which do not
meet the standards in the Cpl (Fringe Commercial) zoning district, with the variance.
Adopted by the City Council this 24th day of February, 2009.
ATTEST:
Gary D. Plotz
City Administrator
Steven W. Cook
Mayor
l u-0)
--------- -------- - -_ . . ............,....._
DIRECTORS REPORT - PLANNING DEPARTMENT
To: Hutchinson Planning Commission
From: Brad Emans, Dolf Moon, Dave Hunstad, Miles Seppelt, Melissa Reicbl, Jean
Ward, Judy Flemming, John Webster, John Olson, Lenny Rutledge, Kyle
Dimler, Kent Exuer, John Paulson, Mark Schnobrich, Marc Sebora, Gary Plotz,
Jeremy Carter, Jim Popp, Dan Hatten, Dick Nagy, Rebecca Bowers and
Bonnie Baumetz (Persons in attendance at Planning Staff Meeting (in bold)
Date: February 2, 2009, for February 17, 2009, Planning Commission Meeting
Application: PRELIMINARY AND FINAL PLAT OF "WAL -MART 1738 ADDITION"
AND VARIANCE FOR LOT AREA, LOT WIDTH AND PARKING
REDUCTION, REQUESTED BY CORNERSTONE LAND SURVEYING INC.,
ON BEHALF OF WAL -MART. (Tabled from the January 20`" Planning
Commission meeting)
Applicant: Cornerstone Land Surveying Inc., on behalf of Wal-Mart.
Review Deadline: March 23, 2009 (30 day extension provided)
Preliminary Plat, Final Plat and Variance
Cornerstone Land Surveying has submitted an application, on behalf of Wal -Mart, for a two lot
preliminary and final plat to replat a portion of Wal -Mart Subdivision 2 Addition. Wal -Mart
has been leasing the gas station property to Murphy USA and is preparing the sell the property to
Murphy USA. Wal -Mart is in the process of selling many gas stations nationally. The
Planning Commission held a public hearing and considered the request at their January 20
meeting. The proposal was tabled due to concerns on the lot size and feedback from the
Commission that the variance standards were not met. The Commission tabled action to allow
the applicant an opportunity to revise the request. Refer to attached minutes for details. After
considering their options, the applicant decided to pursue the variance, without revision.
ti () L�)
Preliminary plat, Final plat and Variance
Wal -Mart 1738 Addition
1300 Hwy 15 S
Planning Commission — 2/17/09
Page 2
GENERAL INFORMATION
Existing Zoning: C -4 (Fringe Commercial)
Property Location: 1300 Hwy 15 South
Existing Lot Size: 8.47 acres
Existing Land Use: Commercial
Adjacent Land Use and Zoning:
Comprehensive Land Use Plan:
Commercial, C -4 (Fringe Commercial)
Urban Commercial Design Zone
Zoning History: The Wal -Mart Subdivision plat was approved in 1990. The property was
rezoned from R -2 to C -4 in 1990. In 1999 -2000 Wal -Mart platted the
Wal -Mart Subdivision Second Addition along with vacating portions of
Boston and Baltimore Streets and drainage and utility easements in the
original plat. New easements were platted in the second addition plat.
A conditional use permit was granted in 2000 for the addition of an
automotive service center to the Wal -Mart store. In January, 2001, a
conditional use permit was granted to allow a gas station on the lot Wal-
Mart leases to Murphy Oil. A sign variance was denied in 2001 to allow
Murphy Oil to exceed allowable sq. ft, of signage at the gas station.
There have been permits granted since 2005 for tent sales of fireworks
permits for the northeasterly parking area of the Wal -Mart property.
Applicable
Regulations: Section 153 (regarding preliminary and final platting) and Section 154.167
(variances), Municipal Code
Analysis:
Preliminary and Final Plat
The request is for a two -lot preliminary plat and final plat for Wal -Mart 1738 Addition. Wal-
Mart has been leasing a portion of their property to Murphy USA since 2001 and plans to sell the
gas station to them. In order to sell the gas station, the lot must be subdivided. The proposed
plat differs from a typical subdivision as the businesses are existing and no new streets, utilities,
or improvements would be needed. The following table shows the proposed lots versus the C -4
zoning district requirements.
C4 Standards
Requirement
Proposed
Complies?
Lot Area
1 acre
Gas station (lot 1):.52 acres
No
Wal -Mart lot 2): 7.94 acres
Yes
Lot Width
200 feet
Gas station (lot 1): 100'
No
Wal -Mart lot 2): 1,256.98'
Yes
Lot Depth
180 feet
Gas station (lot 1): 227.57'
Yes
Wal -Mart (lot 2 1,256.98'
Yes
b�Q�
Preliminary plat, Final plat and Variance
Wal -Mart 1738 Addition
1300 Hwy 15 5
Planning Commission — 2/17/09
Page 3
As shown, the Wal -Mart lot would exceed requirements, however a variance is needed for the
proposed gas station lot for lot area and lot width. The variances are covered below. The
proposed lot lines would meet building and parking setback requirements.
The leased area does not have its own access and uses a shared drive with Wal -Mart. A sample
"Easement with Covenants and Restrictions Affecting Land Agreement" between Wal -Mart and
Murphy Oil which has been used for similar situations has been provided and is under review by
staff and the City Attorney.
Variance:
The Planning Commission and City Council must review the variance request with the standards
outlined in Section 154.167 of the Zoning Ordinance (attached). In order to grant a variance, the
request must meet the standards for granting a variance, including a finding of undue hardship.
Undue hardship is a legal standard set forth in MN Statute that means that the property cannot be
put to a reasonable use without the variance. This factor means the landowner would like to use
the property in a particular reasonable manner but cannot do so under the rules of the ordinance.
It does not mean the land cannot be put to any reasonable use whatsoever without the variance.
The second undue hardship factor is the plight of the landowners is due to circumstances unique
to the property not created by the landowner. The uniqueness generally applies to physical
characteristics of the property and not to personal considerations of the landowner. Economic
considerations alone shall not constitute an undue hardship if reasonable use for the property
exists under the terms of the ordinance. Thirdly, the variance, if granted, will not alter the
essential character of the locality.
At the Planning Commission meeting, the Commissioners discussed if the request met the
standards for granting a variance. The following findings were drafted based upon the Planning
Commission discussion that the request did not meet the standards for a granting a variance,
Please refer to attached minutes for details. In order to approve a variance, the City Council
must find the request meets all the standards for granting a variance. In order to deny a
variance, the City Council must find that the request does not meet at least one of the
conditions for granting a variance.
1. A finding of "undue hardship" must be found, finding the property cannot be put to
a reasonable use if used under conditions allowed by the official controls.
The finding of "undue hardship" has not been met. The property could be put to a
reasonable use without the variance and that the applicant could plat a lot that would
meet the 1 -acre minimum lot area and 200 -foot lot width requirements. There is
sufficient property to the north of the proposed gas station lot that could be included
within the lot to meet both the lot area and lot width requirements. The desire to sell a
smaller lot to Murphy USA is an economic condition that alone would not constitute an
undue hardship.
�r) CC)
Preliminary plat, Final plat and Variance
Wal -Mart 1738 Addition
1300 Hwy 15 S
Planning Commission - 2/17/09
Page 4
2. If a finding of "undue hardship" is found, the plight of the landowner must be due
to circumstances unique to the property and not created by the landowner.
The finding of "undue hardship" has not been met and the plight of the landowner must
be due to circumstances unique to the property and not created by the landowner.
Although there are some unique characteristics of the property, such as the current lease
arrangement with Murphy USA and the small gas station building, these conditions are
self - created by the applicant. Additionally, the proposed lot area of .5 acre and lot width
of 100 -feet would be created by the landowner.
3. The variance, if granted, will not alter the essential character of the locality.
If granted, the variance would alter the essential character of the locality. The creation of
a half -acre lot with a 100 -foot lot width would alter the character of the locality as the
proposed Iot would be half the size of the requirements in the C-4 zoning district.
Recommendation:
Based upon the findings of fact stated, the Planning Commission is recommending denial of the
variance, preliminary plat, and final plat. As the plat cannot be approved without the variance,
the preliminary and final plats must also be denied, as stated in the attached resolution for denial.
Cc: Connie Villari, Cornerstone Land Surveying, 200 E.Chestnut Str. ##B10Q, Stillwater, MN 55082
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Ed
TO: Mayor & City Council
FROM: Kent Exner, City Engineer
Randy DeVries, Water/Wastewater Manager
RE: Consideration of Scheduling City Council Workshops for the Water/Wastewater Rate
Study Process
DATE: February 24, 2009
City staff has worked with Donohue & Associates to develop an aggressive yet structured schedule for the administration
of the Water /Wastewater Rate Studies. At this point, we would like to set City Council workshops for April 14 May
26" and August 25 (all dates concur with scheduled City Council meetings) for review /feedback throughout the
development of these studies.
We recommend that the City Council workshops be scheduled as described above.
cc: Gary Plotz, City Administrator
,bc�)
TO: Mayor & City Council
FROM: Kent Exner, City Engineer
Randy DeVries, Water/Wastewater Manager
John Paulson, Environmental Specialist
RE: Discussion of Using Wastewater for Microalgae Mass Production System Grant
Application
DATE: February 24, 2009
As requested, City staff has compiled further information and a submittal status update regarding the "Using
Wastewater for Microalgae Mass Production System Grant Application" item. Please consider the below points:
• The Minnesota Pollution Control Agency has stated that our initial application was well received and that
they believe that our chances of receiving the grant are favorable. Thus, the MPCA has agreed to extend
their deadline (originally Monday 2/23) to allow for the City Council to reconsider the necessary Resolution
at their February 24th meeting.
• City wastewater treatment costs could potentially be reduced if algae that efficiently consume phosphorus
within our sewage can be identified.
• Based on initial discussions, Hutchinson Utilities Commission apparently isn't interested in funding this
"research and development" study at this time. However, HUC recognizes that the information gained from
this work could result in potential benefits to the City within future public and/or private partnerships.
• Depending on the outcome of this study, Creekside could potentially benefit if specific types of algae could
be harvested for composting and/or fuel product uses. The heating efficiency of one pound of algae is
comparable to one gallon of ethyl alcohol. Creekside has offered to provide 50% of the $35,000 matching
amount for the $40,000 grant.
• Knowledge gained from this study would be specific to the City's wastewater streams and potential mixtures
of wastewater with river water could also be reviewed. Due to the unique nature of our industries, the City
will not learn what is feasible without a comprehensive study of our wastewater. Thus, the City would need
this study to explore this technology at some point in the future, so the City is fortunate to have a potential
funding partnership at this time. Please see the attached e-mail from Donohue & Associated regarding the
potential results of this study.
• Processes and facilities to refine specific algae into bio -crude are being examined and established.
• The City's issue with the water treatment plant effluent contributing to the overall wastewater stream could
be a positive in regards to there being more nutrients within the wastewater to support algae growth at the
W WTF. However, producing algae solely on WTP effluent at the "old bass pond" site would most likely
not be feasible, but combining the WTP effluent with river flows and/or nearby industrial flows may have
potential.
At the City Council meeting, City staff will be available to provide additional information or answer questions regarding
the proposed final application for the Fiscal Year 2009 (FY09) Environmental Assistance (EA) Grant Program. As
mentioned above, the MPCA is willing to accept the City's final application and Resolution shortly after the established
submittal date.
We request further guidance regarding the potential final application for the above described grant,
_ . I U-C-)
Page 1 of 1
Kent Exner
From: Young, Scott [syoung @ donohue - associates.com]
Sent: Thursday, February 19, 2009 1:51 PM
To: Brian Mehr
Cc: Randy Devries; Kent Exner
Subject: Algae Fuel Program
Brian-
You asked about the different food sources for algae, which we discussed with Dr. Ruan at the U last summer.
As I mentioned to Dr Ruan last summer, Hutchinson offers several benefits to the algae fuel program since you
have multiple sources of potential food stock for growing different types of algae. This list includes:
1. Two separate wastewater streams, including both liquid & solids, from the oxidation ditch and the MBR.
2. Three separate waste streams from the WTP, including biofilter backwashes (iron and
ammonia /manganese) and the RO concentrate.
3. The potential use of the Bass Pond for algae development in concert with WTP waste streams.
These unique offerings provided by Hutchinson, as well as others not yet identified, were a key reason Dr. Ruan
invited the City to join the U's program. Under the program, if the City decides to pursue it after receiving the
grant from MPCA, each of these food stocks would be tested for the benefit of algae development. Until those
tests are conducted under the U's program, we won't know which food stocks provide the best outcome —
either for energy development, energy conservation and /or pollution prevention.
I strongly recommend that the City apply for the MPCA grant and choose to proceed with the U's program only
after the MPCA grant awards are announced.
Scott L. Young, P.E.
Donohue & Associates, Inc.
4500 Park Glen Road, Suite 125
St. Louis Park, MN 55416 -4888
syoun donohue- associates.com
Telephone: 952 - 920 -1800
Fax: 952- 920 -1803
Mobile: 612- 280 -6796
2/20/2009 1 ���
RESOLUTION NO. 13532
Minnesota Pollution Control Agency
FY 2009 GRANT ROUND
Authorization Resolution
WHEREAS, the City of Hutchinson, has applied for a grant from the Minnesota
Pollution Control Agency (MPCA), under its FY09 Environmental Assistance Grant
Program; and
WHEREAS, if MPCA funding is received, the City of Hutchinson is committed
to implementing the proposed project as described in the final grant application; and
WHEREAS, MPCA requires that the City of Hutchinson enter into a grant
agreement with MPCA that identifies the terms and conditions of the funding award;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF HUTCHINSON, MINNESOTA
Hereby agrees to enter into and sign a grant agreement with the MPCA to carry
out the project specified therein and to comply with all of the terms, conditions, and
matching provisions of the grant agreement and authorizes and directs the City
Administrator to sign the grant agreement on its behalf.
Adopted by the City Council this 24'' day of February, 2009
Steven W. Cook, Mayor
ATTEST:
Gary D. Plotz, City Administrator
(3<<)
Minnesota Pollution Control Agency
Prevention and Assistance Division
Fiscal Year 2009
Environmental Assistance Grant Program
Final Application
Final Application Forms
• Part 1. Application Page (formatted, fill -in)
• Part 2. Clarity and Completeness of Application and Project Description (provide narrative)
• Part 3. Experience and Qualifications (provide narrative)
• Part 4. Cost Effectiveness and Economic Feasibility
• Part 4a: Secured Matching Funds (provide narrative /documentation)
• Part 4b: Need for State Funding (provide narrative)
• Part 4c: Work Plan, Budget and Expenditures
• 4c.1) Project Scope and Work Plan
• Focus Area (Applicant selected)
• Preferred Project (Applicant selected if applicable)
• Goal Statement (provide narrative)
• Project Evaluation Plan (provide narrative)
• Objectives/Tasks (follow format for listing each Objective/Task)
• 4c.2) Budget and Expenditures (fill -in format to follow)
• 4c.3) Gantt Chart (fill -in format to follow)
} oC�)
Minnesota Pollution Control Agency - FINAL APPLICATION - FY09 Grant Round
Pa rt 1: Final Application Page
Applicant: City of Hutchinson
Mailing address: 111 Hassan Street SE
City: Hutchinson State: MN Zip code: 55350
Contact name: John Paulson Title: Environmental Specialist
E -mail: jpaulson @ci.hutchinson.mn.us Applicant's Web Site: http: / /www.ci.hutchinson.mn.us
Telephone: (320)234 -5682 Fax: (320)234 -4240 Legislative House District: 18A
ID #/Project Title: Using Wastewater for Microalgae Mass Production System
Project Summary ( 250 words or less) Wastewater treatment and the development of renewable fuels are faced with
many difficult challenges. Our strategy to address these challenges is to develop an innovative process that can be
installed not just here but anywhere wastewater is generated. With the increasing wastewater treatment costs,
reductions in discharge limits, and growing demand for renewable energy we started looking for different solutions.
We will be utilizing technology in the development of growing microalgae with wastewater as a medium and source of
nutrients. Some varieties of algae can contain up to 50% oil that can be extracted and converted into Bio- diesel. The
algae would consume nutrients from the wastewater feed stock which would reduce the cost for the treatment of the
water. By introducing different varieties of algae to our different wastewater streams we will determine the most
economical and viable algae to produce fuel. The algae growth rates and their oil contents will be evaluated to
establish the most economical combination. There is potentially a global impact this program could have on the
production of an easily renewable fuel source that does not displace agricultural land. Once fully developed the
process could potentially be retrofitted to almost any wastewater stream to produce algae that could then be converted
to Bio - diesel. The proposed project is highly relevant to multiple objectives of your focus areas for 2009.
Grant requested: $ 40,000 ' Matching funds/value of In -Kind: $ 35,000 total Project Cost: $ 75,000
1. Applicant submitted necessary State/Federal tax identificati information? (x)Yes ( ) No
2.
Applicant is the sole source of Matching Funds for the proposed project?
(x) Yes
O No
If no, does this submittal include proof of secured matching funds?
( ) Yes
() No
3.
Applicant is governed by a Board?
(x) Yes
( ) No
If
yes, does this submittal include necessary board resolution(s)?
(x) Yes
O No
4.
Applicant is able to complete the final application process & execute grant agreement
by 4/28/09? (x) Yes
(1 No
The proposed project is reflective of the following FY 2009 preferred project proposal identified in the RFP:
( )A.1 O A.Other (x) B.1 ( ) B.3 ( )C.1 ( ) C.3 O C.Other
( ) A.2 ( ) B.2 O B.Other O C.2 O CA
� o(_C�
Minnesota's tax and/or environmental regulatory requirements? If yes, provide details under Part 3.
To complete this section, refer to your Preliminary Application and/or Invite Letter
The proposed project is most representative of the following FY09 Focus Area (select one):
( ) A. Climate Change ( a ) B. Emerging Issues ( ) C. Behavioral Change
Part 2: Clarity and Completeness of Application and Project Description
(eligibility and completeness ofproposed project)
2a) Clearly state the purpose of /environmental need for this project.
Wastewater contains large amount of nitrogen, phosphorus and other nutrients that can be used by
microalgae. The benefits of coupling an algae biomass production system with wastewater treatment
are tremendous. Management of wastewater and associated gaseous emission is very costly and
technically challenging. With increasingly stringent regulations and limits on wastewater discharge
and gaseous emission, modification of current conventional processes must be made to meet these
new limits. These process modifications will require substantial capital investment and would also
likely substantially increase operating costs.
Reducing nutrient concentrations and producing a renewable biofuel have both environmental and
economic benefits. Coupled together they can; reduce loading to public waters, reduce chemical
usage in treatment operations, increase a treatment plants longevity by increasing its flow capacity,
generate a clean renewable fuel source, reduce carbon dioxide emissions, and potentially aid in
removing excess nutrients from impaired water bodies.
2b) Will this project result in the transference of waste /toxics from one medium to another or result in
the generation of new waste stream(s)?
No. All materials that are generated would be used. Algae that are produced would have multiple
uses including but not limited to: fertilizer, energy source as biomass and biofuel, and a feed stock.
2c) What innovative technologies and/or methods will be utilized in this project?
Wastewater can be used as a medium and source of nutrients for algae production. Experimental
results indicate that effluent water quality decreases with increasing nutrient concentrations and algae
cultures can remove excess nitrogen and phosphorus. The present proposed project takes a creative
approach in which microalgae are grown on nutrients supplied from wastewater and gaseous emission
from wastewater treatment plants, harvested and extracted for oil that is converted to biodiesel fuel.
The 40 -60 residue after oil extraction can be further converted to bio -oil and burnable gas using
microwave pyrolysis and hydrothermal treatment. This would create a win -win situation where water
and air conditions are preserved while renewable energy is generated.
2d) Clearly state the anticipated environmental outcomes/benefits associated with this project and the
likelihood of achieving them.
The uptake of excess nutrients by algae will improve water quality prior to being discharged to a
public water body. The by- product of improved water quality will be a 100 percent renewable fuel
that can be converted into a bio -fuel The remaining biomass may be further utilized in multiple
different ways.
This will be the first step of a process to determine the most effective medium for growing algae
using wastewater. Algae and other forms of biomass are already being used to produce bio- fuels.
Growth rates of algae are exponentially greater when compared to other forms of biomass. It also
does not compete with food crops which removes it from the food versus fuel debate.
So(()
Expanding knowledge of algae growth and the appropriate mediums to be used will transform how
fuels are produced in the future. The outcome of this project will determine which strains of algae are
most productive with multiple growth mediums.
2e) What procedures (criteria, methods, and controls) will be used to identify, record, and compile
pertinent information to measure the success of the project?
Objective 1 : Screen and select microalgae strains that have fast growth rate in the wastewater
environment.
Method Wastewaters from different treatment stages have their own characteristics. The nutrients
components will be identified first. Then various algae species will be screened on these wastewaters.
Criteria The species that survive and have fast growth rate will be selected as the candidate. The algae
biomass and oil production will be evaluated.
Objective 2 : Improve and optimize photobioreactor design and operational and control strategies to
improve the desired total algal biomass production and maximize nitrogen and phosphorus removal rate
for the wastewater.
Method Since nitrogen and phosphorus are the fundamental nutrition elements of algae, higher algal
biomass production results in higher nitrogen and phosphorus removal rates. Algae growth rate is affected
by nutrients, temperature, CO light, and mixing. However controlling more factors in desired ranges
may increase operational cost of the system. In any given condition, the nutrients and CO2 consumption
rate, temperature will be monitored on daily basis. Biomass production and nutrients removal rates will be
tested with different harvesting rates.
Criteria: An optimized operational strategy will be developed to obtain high biomass production while
keeping the cost low.
Objective 3 : Conduct energy balance and techno- economical feasibility analysis of the algae production
system.
Method Based on the developed operational strategy, the energy balance and economical analysis will be
conducted. The energy consumed on producing one pound of algae biomass will be calculated.
2f) What is the potential for future dissemination of project results and/or the potential to apply project
concepts elsewhere in Minnesota (including outreach and education)?
This program is unique because we will be utilizing a variety of different wastewater feed stocks in
our research. By researching multiple wastewater streams we can increase the possibility of the
technology being used in other sectors. If successful this process has the potential to be used at any
facility that produces wastewater. Upon project completion our results could be shared with other
entities to develop their own processes. This technology may also serve as a means to remove excess
nutrients from lakes and rivers in the future while generating revenue through the production of Bio-
diesel.
Some city staff members involved with the project are active members in many different
organizations such as, MWOA, MESERB, MRWA, AW WA that could be used as outlets to share the
project results.
I aCC)
Part 3. Experience and Qualifications (applicant, significant participants, support,
authorization)
3a) Applicant's experience and qualifications related to implementing and completing this type of
project
The City of Hutchinson and its staff have always supported innovative technologies. The City has
been involved with designing and implementing multiple unique projects in its operations including:
Creekside Source Seperated Organics and Composting Facility, Membrane Bioreactors at the
Wastewater Treatment Facility, Class A pelletized Biosolids at the Wastewater Treatment Facility,
Reverse Osmosis and Biological Filtration treatment technologies at the Water Treatment Facility.
Being part of these innovative practices has provided the experience to think with an open mind and
to make informed decisions on these cutting edge project types that are not typically applied to
municipal operations. The selection, implementation, and operation of these innovative systems show
that City staff is capable of not only thinking but also operating outside of the box.
3b) Significant participants (provide contact information) and their experience and qualifications
Dr. Roger Ruan
University of Minnesota
Department of Bioproducts and Biosystems Engineering
1390 Eckles Avenue
St. Paul, MN 55108 -6005
(612)625 -1710
email: ruanx001 @umn.edu
B.S., 1983, Beijing Agricultural Engineering University
M.S., 1988 Oklahoma State University
Ph.D., 1991 University of Illinois at Urbana - Champaign
Holds faculty appointments in the:
UofM Department of Food Science
UofM Department of Bio -Based Products
Conducting research on the conversion of Biomass to Energy
Dr. Yi -feng Chen, Research Associate, Department of Bioproducts and Biosystems Engineering,
University of Minnesota, focusing on biodiesel production from microalgae grown in wastewaters
1390 Eckles Avenue
St. Paul, MN 55108 -6005
(612)625 -1264
email: yifchen @hotmail.com
Ph.D., 1996, Plant Physiology, Nanjing Agricultural University, China
Dr. Wenguang Zhou, Research Associate, Department of Biological Science and Technology,
Tshinghua University, focusing on efficient lipid production with microalgae and their use for
biodiesel preparation
email: zhouwenguang@tsinghua.edu.cn
Ph.D., 2004, Biological Science and Technology, Zhongshan University, China
John Paulson
City of Hutchinson
Environmental Specialist
I °Cc)
111 Hassan St SE
Hutchinson, MN 55350
(320)234 -5682
email: jpaulson @ci.hutchinson.mn.us
A.S., Vermilion Community College
Brian Mehr
City of Hutchinson
Wastewater Superintendent
111 Hassan St SE
Hutchinson, MN 55350
(320)234 -4233
email: bmehr @ci.hutchinson.mn.us
B.S., St. Cloud State University
A.A.S., Water Environment Technologies, St. Cloud Technical College
3c) Letter(s) of Support
See attachment
3d) Board Resolution(s)
See attachment
Part 4. Cost Effectiveness and Economic Feasibility of Project (realistic budget;
secured matching funds)
4a) Secured Matching funds (submit documentation as necessary if the applicant is not the sole source of
the matching funds)
Matching funds are currently budgeted in our 2009 Wastewater Department budget. The council
resolution approving the use of the budgeted funds is attached
4b) Need for State funding
Matching funds are currently budgeted in our 2009 Wastewater Department budget. During this slow
economy our municipal budget has tightened significantly. The likelihood of this project being
initiated without an additional funding source is minimal. While the initial cost in advancing this
technology is marginal the potential economical benefits could have a profound impact on many
public and private sectors.
4c) Work Plan, Budget and Expenditures
• 4c.1) Project Scope and Work Plan:
• Focus Area
Emerging Issues
+ ()C`-)
• Preferred Project
Clean Technology/Best Practices Demonstration Sites
Goal Statement
The goal of this project is to evaluate the economical and practical feasibility of producing algae
biomass by using wastewater. The specific objectives and tasks are to:
(1) Screen and select microalgae strains that have fast growth rates in the wastewater environment,
(2) Improve and optimize photobioreactor design and operational and control strategies to improve
the desired total algal biomass production and maximize nitrogen and phosphorus removal rate for the
wastewater,
(3) conduct energy balance and techno- economical feasibility analysis of the algae production
system.
■ Project Evaluation Plan
The scope of the project allows for ongoing evaluation throughout the duration of the project.
Objectives 2 and 3 are focused on evaluating the researched results and economic feasibility
or producing biomass with the wastewater at our Wastewater Treatment Facility. The results
from the project will be thoroughly evaluated and compiled to determine the success of the
overall project. Even if project results do not support the projects feasibility at this time the
results will be valuable for future reference as economic conditions and utility costs change.
Obiectives/Tasks (follow format for listing of each Objective/Task):
Objective 1.
Screen and select microalgae strains that have fast growth rate in the wastewater
environment.
Task IA: Collecting algae cultures
Timeframe: Two months
Person(s) Responsible: Research Associate A & B
Estimated Cost: Grant: $6216.00 Match: $4690.00
Total: $10906.00
Task 1 B: Screen algae species on wastewater environment
Timeframe: Two months
Person(s) Responsible: _ Research Associate A
_ Estimated Cost: Grant: $4144.00 Match $2440.00
Total: $6584.00
Obiective 2.
Improve and optimize photobioreactor design and operational and control strategies to
improve the desired total algal biomass production and maximize nitrogen and phosphors
removal rate for the wastewater.
ion)
Task 2A: Evaluate aigae biomass production at different operational strategies
Timeframe: 4 months
Person(s) Responsible: Research Associate A & B
Estimated Cost: Grant: $23828,0 0 Match: $12252.00
Total: $36080.00
Task 2B: Evaluate nitrogen and phosphors removal rate.
Timeframe: ___ - months
Person(s) Responsible: Research Associate B
Estimated Cost: Grant: $5811.60 Match: $8884.40
Total: $14696.00
Objective 3.
Based on the developed operational strategy, the energy balance and economical analysis will
be conducted. The energy consumed on producing one pound of algae biomass will be
calculated.
Task 3: Conduct energy balance and techno- economical feasibility analysis of the algae
production system.
Timeframe: 2 months
Person( &) Responsible: Research Associate B
Estimated Cost: Grant: $0 Match: 6734
Total: 6734
4c.2) Budget and Expenditures — An expenditure budget should be generated for each
Objective/Task identified in the project Work Plan, then the total of all the Objectives are to be
reflected on a separate budget page. You may choose to:
• use the word document Example provided in the Instructions, or
• use the formulated sample spreadsheet provided as Appendix C, or
• create your own formulated excel spreadsheet
� °c�)
Part 4c.2: Budget & Expenditures (non - formulated table; see Appendix C for formulated spreadsheet; complete shaded areas)
(Insert information specific to your project, Create a separate table for each Objective identified in your Work Plan. ]
d'
Project Budget and Expenditure Report
Period Ending June 30. 2011
I. II. III. IV. V. VI. VII. VIII.
Cost Category Unit Cost Quantity Grant Match Match Total Expended Expended Cumulative Budget
(Hours/Amount) Funds Cash In -kind Budget Previous This Expenditure Balance
Exp./Budget Periods Period + VI IV - VII
OBJECTIVE 1 of 3: Screen and select microalgas strains that have fast growth rate in the wmtewater environment
Task
to Collectim slow
cultures
Colliding algae
culture
25.9
/hr.
80
firs
2072
0
Separating unialgal
Wain
25.9
/hr.
160
lint
41144
0
Lab Supplies
0
2440
Lab Ma
0
1000
Travel
0
1250
SUBTOTAL
5215
4690
10906
Task
I B Screen a
on wastewater
environment
screen aigas on
wastewater
25.9
/hr.
80
We
2072
0
study growth
characteristics
26.9
/hr.
80
firs
2072
0
Lab Su iss
Lab M ro
0
0
1440
1000
SUBTOTAL
1 4144
1 Y440
6584
OBJECTIVE 1 -TOTAL 10980 7130
OBJECTIVE 2 of 3: improve and optimize photobioreactor design and operational and control streagies to Improve the desired total algal
biomass Production and maximize nitrogen and phosphors removal rata for the wasewater.
Task 2A) Evaluate alga• biomass production at different
t
el at ies
Design a PER
25.9 1
/hr.
F 240
hM
6216
0
Testing operation
methods
25.9
/hr.
680
his
17612
0
Lab S
Lab is
0
0
5752
2000
V
Greenhouse Rental
0
2000
Travel
0
2500
SUBTOTAL
1
1 23828
12252
36080
Task
26 Evaluate nifr n
and Phosph
ors removal
rate.
Evalulas nitrogen
removal
25.9
/hr.
120
bra
3108
0
Evalutae phosphors
renoval
25.9
/hr.
104
Iva
2893.6
0
Other elements test
25.9
/hr.
116
hB
0
3004.4
Lab Supplies
0
3880
Lab Analysis
10
2000
SUBTOTAL
I
5811,8
8884.4
14696
OBJECTIVE 2 -TOTAL 29639.8 1 21136A 50778
OBJECTIVE 3 of 3: Based on the developed operational strategy, the srw "balance and economical analyst w ll be conducted The
energy consumed on producing one pound of algae biomass will be calculated.
Task 2A) Energy balance and tachnoaconomical
fasability analysis of the slow produ dion system
1
Feasibft anaivsis
Final report
25.9
25.9
/hr.
/tu.
160
100
hre
hrs
0
0
4144
2590
SUBTOTAL
0
8734
6734
OBJECTIVE 3 -TOTAL 0 8734 8734
V
Project Budget and Expenditure Report (Totals)
Period Ending June 30, 2011
III.
IV.
V.
VI.
VII.
VIII.
Expended
Expended
Cumulative
Budget
Grant
Match Match
Total
Previous
This
Expend.
Balance
Funds
Cash In -kind
Budget
Periods
Period
(V + VI)
(IV - VII)
ITEMIZED OBJECTIVES
BUDGET
OBJECTIVE 1 -TOTAL
10360
7130
17490
OBJECTIVE 2 - TOTAL
29639.8
1 21136.4
50776
OBJECTIVE 3 - TOTAL
01
6734
6734
GRAND TOTAL
$40,000
1 $35,000 1
$75 000
a
u
• 40) Gantt Chart (Project timeline by Objectives/Tasks)
Objective
2009
Jul
Aug
Se
Oct
Nov
2009
Dec
Objective 1:
Task A
x
x
Task B
x
x
Task C
Objective 2:
Task A
x
x
x
x
Task B
x
x
x
x
Objective 3:
Task A x x
Q
UNIVERSITY OF MINNESOTA
Twin Cities Campus Centerfor Biorefining Bioproducis and Biosystems
Engineering Building
1390 Eckles Avenue
St. Paul, MN 55108 -6005
Phone: 612 - 625 -1710
Fax: 612- 624 -3005
E -mail: ruanv001 umnedu
Web: biorefining.cfans.umnedu
February 6, 2009
John Paulson
City of Hutchinson
Environmental Specialist
111 Hassan St SE
Hutchinson, MN 55350
(320) 234 -5682, email: ioauls n&i.hutchinson.mmus
Re: The proposal entitled "Using Wastewater for Microalgae Mass Production System ".
Dear Mr. Paulson,
This letter is to confirm my participation and support for your proposal, entitled "Using Wastewater for
Microalgae Mass Production System ", in response to the Minnesota Pollution Control Agency
Prevention and Assistance Division FY09 EA Grant Round.
My group in Bioproducts and Biosystems Engineering Department and Center for Biorefining at
University of Minnesota will participate and conduct the following tasks as proposed:
Screen and select microalgae strains that have fast growth rate in the wastewater environment.
Improve and optimize photobioreactor design and operational and control strategies to improve the
desired total algal biomass production and maximize nitrogen and phosphors removal rate for the
wastewater
Based on the developed operational strategy, the preliminary energy balance and economical
analysis will be conducted.
I hope that you are successful in this endeavor, and look forward to a successful and productive
collaborative research.
Sincerely,
R. Roger Ruan, Ph.D.
Director, Center for Biorefining
Professor, Bioproducts and Biosystems Engineering
Our mission is to conduct fundamental and applied research, provide education
on bioenergy, biochemicals and biomaterials, and support the biobased industry.
) otr-)
CITY OF HUTCHINSON FINANCIAL REPORTS (JANUARY 2009 AS OF 02/20/2009)
EXPENDITURES BY
DEPTARTMENT:
MAYOR & CITY COUNCIL
ADMINISTRATION
ELECTIONS
FINANCE DEPARTMENT
MOTOR VEHICLE
ASSESSING
LEGAL
PLANNING
INFORMATION SERVICES
POLICE DEPARTMENT
EMERGENCY MANAGEMENT
SAFETY COMMITTEE
FIRE DEPARTMENT
PROTECTIVE SERVICES
ENGINEERING
STREETS & ALLEYS
CITY HALL BUILDING
PARKIREC ADMINISTRATION
RECREATION
SENIOR CITIZEN CENTER
CIVIC ARENA
PARK DEPARTMENT
RECREATION BLDG & POLL
EVENT CENTER
EVERGREEN BUILDING
LIBRARY
CEMETERY
AIRPORT
UNALLOCATED GENERAL EXP
TOTAL EXPENDITURES
2008
2008
2009
2009
2009
2009
JANUARY
MONTH OF
JANUARY
MONTH OF
JANUARY
ADOPTED
BALANCE
PERCENT
DESCRIPTION:
YTD
JANUARY
YTD
BUDGET
REMAINING
USED
TAXES
-
-
-
4,196,810.00
4,196,810.00
0%
LICENSES
15,716.00
180.00
180.00
57,989.00
57,809.00
0%
PERMITS
5,484.14
5,357.88
5,357.88
304,696.00
299,338.12
2%
INTERGOVERNMENTAL REVENUE
13,860.00
871.90
871.90
2,584,224.00
2,583,352.10
0%
CHARGES FOR SERVICES
76,101.28
84,151.08
84,151.08
1,757,664.00
1,673,512.92
5%
FINES & FORFEITS
-
-
-
45,000.00
45,000.00
0%
INTEREST ON INVESTMENTS
(48,869.86)
218.31
218.31
70,000.00
69,781.69
0%
REIMBURSEMENTS
68,894.34
(1,106.39)
(1,106.39)
408,632.00
409,738.39
0%
TRANSFERS
5,212.75
4,342.08
4,342.08
2,012,140.00
2,007,797.92
0%
SURCHARGES
76.85
121.25
121.25
1,000.00
878.75
12%
FUND BALANCE
64,687.65
-
-
47,168.00
47,168.00
0%
TOTAL REVENUES
$ 136,475.50
$ 94,136.11 $
94,136.11
$ 11,485,323.00
$ 11,391,186.89
1%
EXPENDITURES BY
DEPTARTMENT:
MAYOR & CITY COUNCIL
ADMINISTRATION
ELECTIONS
FINANCE DEPARTMENT
MOTOR VEHICLE
ASSESSING
LEGAL
PLANNING
INFORMATION SERVICES
POLICE DEPARTMENT
EMERGENCY MANAGEMENT
SAFETY COMMITTEE
FIRE DEPARTMENT
PROTECTIVE SERVICES
ENGINEERING
STREETS & ALLEYS
CITY HALL BUILDING
PARKIREC ADMINISTRATION
RECREATION
SENIOR CITIZEN CENTER
CIVIC ARENA
PARK DEPARTMENT
RECREATION BLDG & POLL
EVENT CENTER
EVERGREEN BUILDING
LIBRARY
CEMETERY
AIRPORT
UNALLOCATED GENERAL EXP
TOTAL EXPENDITURES
2008
2009
2009
2009
2009
JANUARY
JANUARY
MONTH OF
JANUARY
ADOPTED
BALANCE
PERCENT
YTD
JANUARY
YTD
BUDGET
REMAINING
USED
6,477.92
4,342.25
4,342.25
56,310.00
51,967.75
8%
32,586.40
29,614.98
29,614.98
411,883.00
382,268.02
7%
-
-
-
10,128.00
10,128.00
0%
40,770.58
40,556.99
40,556.99
638,174.00
597,617.01
6%
18,955.44
21,312.35
21,312.35
231,500.00
210,187.65
9%
-
-
-
57,940.00
57,940.00
0%
13,968.22
10,702.68
10,702.68
200,194.00
189,491.32
5%
13,227.57
11,387.09
11,387.09
173,215.00
161,827.91
7%
21,197.15
20,416.83
20,416.83
286,127.00
265,710.17
7%
212,909.64
190,693.38
190,693.38
3,168,196.00
2,977,502.62
6%
552.81
2,612.46
2,612.46
18,000.00
15,387.54
15%
4,600.00
2,787.50
2,787.50
13,450.00
10,662.50
21%
24,402.08
22,782.53
22,782.53
438,677.00
415,694.47
5%
18,659.24
16,556.53
16,556.53
285,596.00
269,039.47
6%
43,212.84
37,936.85
37,936.85
487,287.00
449,350.15
8%
86,883.00
64,687.65
64,687.65
1,463,999.00
1,399,311.35
4%
10,607.37
10,109.66
10,109.66
148,477.00
138,367.34
7%
17,571.91
16,923.15
16,923.15
221,451.00
204,527.85
8%
15,342.87
17,801.14
17,801.14
225,665.00
207,863.86
8%
6,547.21
4,436.37
4,436.37
71,856.00
67,419.63
6%
39,708.88
37,932.99
37,932.99
324,827.00
286,894.01
12%
62,135.98
50,100.46
50,100.46
866,975.00
816,874.54
6%
13,226.38
13,827.19
13,827.19
142,254.00
128,426.81
10%
23,634.24
21,722.47
21,722.47
253,036.00
231,313.53
9%
1,569.32
1,279.53
1,279.53
15,450.00
14,170.47
8%
3,742.22
3,333.51
3,333.51
189,792.00
186,458.49
2%
7,712.87
6,810.86
6,810.86
146,459.00
139,648.14
5%
10,198.61
5,671.24
5,671.24
101,570.00
95,898.76
6%
57,761.66
47,392.84
47,392.84
836,835.00
789,442.16
6%
$ 808,162.41
$ 713,731.48 $
713,731.48
$ 11,485,323.00
$ 10,771,591.52
6%
k,LCA-)
2008
2009
2009
2009
2009
DECEMBER
EXPENDITURES BY
JANUARY
MONTH OF
JANUARY
ADOPTED
BALANCE
PERCENT
FUNCTION OF GOVERNMENT:
YTD
JANUARY
YTD
BUDGET
REMAINING
USED
GENERAL GOVERNMENT
157,790.65
148,442.83
148,442.83
2,213,948.00
2,065,505.17
7%
PUBLIC SAFETY
261,123.77
235,432.40
235,432.40
3,923,919.00
3,688,486.60
6%
STREETS & ALLEYS
130,095.84
102,624.50
102,624.50
1,951,286.00
1,848,661.50
5%
PARKS & RECREATION
183,479.01
167,356.81
167,356.61
2,311,306.00
2,143,949.19
7%
MISCELLANEOUS
75,673.14
59,874.94
59,874.94
1,084,864.00
1,024,989.06
6%
$ 808,162.41
$ 713,73 $
713,731.48
$ 11,485,323.00
$ 10,771,591.52
6%
k,LCA-)
CITY OF HUTCHINSON
INVESTMENT REPORT
January 31, 2009
�I La)
Date
Date
Interest
of
of
Institution
Description
Rate
Purchase
Maturity
Amount
Smith Barney
FNMA - Step
4.125%
613/2008
6/3/2013
300,000.00
Smith Barney
FHLB
4.750%
1/3012008
1/30/2015
365,000.00
Smith Barney
FHLB
5.200%
10/15/2008
10/15/2015
300,000.00
Smith Barney
FHLM - Step
4.000%
12/11/2008
12/15/2015
500,000.00
Smith Barney
FFCB
3.875%
12/29/2008
12/29/2015
750,000.00
Edward Jones
FHLB
3.500%
3/26/2008
3/26/2012
500,000.00
Wachovia
FHLM - Step
5.250%
11/26/2007
11/26/2014
625,000.00
Wachovia
FHLM - Step
4.250%
3/3/2008
3/3/2015
300,000.00
Wachovia
FHLM - Step
5.000%
12/19/2007
12/19/2017
200,000.00
Wachovia
FHLM - Step
2.000%
1/29/2009
1/29/2014
200,000.00
Wachovia
FNMA - Step
1.750%
1/13/2009
1113/2012
900,000.00
Wachovia
FNMA - Step
4.000%
3/27/2008
3127/2015
400,000.00
Wachovia
FNMA - Step
5.000%
12/12/2007
12112/2017
300,000.00
First Minnesota
CD's
2.650%
1/16/2009
10/16/2009
500,000.00
First Minnesota
CD's
2.550%
12/16/2008
6/18/2009
500,000.00
MidCountry
CD's
3.050%
3/24/2008
3/26/2009
750,000.00
MidCountry
CD's
3.250%
3/14/2008
3/13/2009
400,000.00
$ 7,790,000.00
�I La)
Page 1 of 1
Gary Plotz
From:
Rebecca Bowers
Sent:
Wednesday, February 18, 2009 2:14 PM
To:
Gary Plotz
Cc:
Lenny Rutledge; Kyle Dimler; Debra Crooks; Bonnie Baumetz
Subject: January 2009 dept report
Attachments: PBZ -1 2009- RB.doc
Gary,
Attached is our January 2009 monthly department report that will be in the Council packet.
We had a slightly better January than last year for number of inspections and construction
valuation. We are starting to see an increase in customers coming in for applications, so I
think spring is on the way.
Thanks,
Rebecca Bowers, AICP
Planning, Zoning, and Building Director
111 Hassan Street S.E.
Hutchinson, MN 55350
Office: (320) 234 -4258
City Hall: (320) 587 -5151
Fax: (320) 234 -4240
www.ci.hutchinson.mn.us
If your actions inspire others to dream more, learn more, do more and become more, you are a leader.
-John Quincy Adams
2/19/2009 1 � La)
Planning, Zoning, and Building Dept. Monthly Report
January 2009
Building Department Permit Activities
Planning. Zoning, and Building Department — Other Activities
Facilities Management/Maintenance Activities:
Evergreen Meals served in Janua
Park Silver
Week Of Hutchinson Towers Lake Glencoe Brownton Stewart
1/2008
66
34
18
Total Number Inspections
115
126
126
Building Permits Issued by Type
Compared to Same
Month 2008
Number of Permits
& Valuation
Number of
Permits &
Valuation
Year to Date
Number Permits
& Valuation
Commercial new
0
0
0
Commercial Additions/ Remodels
3-$65,000
1 — $18,500
1—$18,500
Industrial new
0
0
0
Industrial Additions /Remodels
0
0
0
Fire Sp rinkling
0
1-$1,000
1 - $1,000
Total New Residential Units (Single Family, twins, townhomes
0
0
0
Residential misc. additions, repairs, remodels, etc
3-$12,000
3 - $31,000
3-$31,000
Set fee permits reside, reroof, window replacement, misc. *
21
12
12
Subtotal Building Permits:
$77,000
$49,500
$49,500
Mechanical
7-$27,284
7 - $170,000
7-$170,000
Plumbing*
4
5
5
Signs*
5
6
6
Total Permits issued and valuation
43 - $104,284
35 - $220,500
35 - $220,500
* Set fees not included in valuation
Planning. Zoning, and Building Department — Other Activities
Facilities Management/Maintenance Activities:
Evergreen Meals served in Janua
Park Silver
Week Of Hutchinson Towers Lake Glencoe Brownton Stewart
1/2/2009
66
34
18
21
11
75
1/5 -1/9
306
186
101
151
57
86
1112 -1/16
303
180
96
140
59
57
1/20 -1/23
237
149
81
133
48
47
1/26 -1/30
285
182
102
139
62
32
Total
1197
731
398
584
237
297
Total Meals Served in January - 3,408
Educational Activities. Lenny Rutledge and Kyle Dimler attended the Southwest Minnesota Chapter of the International Code
(� Council (ICC) on January 21 Deb Crooks attended Basic Residential Plan Review Class on January 15
.f
Planning, Zoning, and Building Dept.
Monthly Report for January 2009
Page 2
Planning and Zoning Monthly Activities
Month/Year: January 2009
Activity
Number
Additional Info.
Zoning Review of Building Permits
9
Zoning Review of Sin permits
7
Planning /Zoning Applications Provided
3
Variance - Hutch Utilities, Annexation -
McLeod Cty,
Cond. Use - Dick Lennes
Industrial park preliminary plat
Predevelopment Meetings/
Runnings site development, Industrial park
Potential Applicants Assisted
6
platting, McLeod County Solid Waste
property annexation, CUP to amend PDD
to build new home, draft retail development
Ian along Hwy 15, HUC variance
Planning Commission Applications
4
CUP West Central Industries,
Reviewed and Processed
Preliminary Plat, Final Plat and variances
Wal-Mart/Murphy gas
Joint Planning Applications
0
Reviewed and Processed
Zoning Enforcement Letters and
4
Sign ordinance compliance letters and
Other Code Compliance Issues
nuisance complaint
Misc. Meetings Attended
25
SPECIAL ACTIVITIES:
Staff sent out a short survey to local real estate offices, mortgage companies, and banks to obtain feedback on vacant housing
issues in the community. Surveys will be compiled and information presented to the City Council at the workshop on vacant
housing. Completed and submitted final grant report for Evergreen Dining grant from Mardag Foundation. Staff increased
marketing efforts for the rental of Evergreen Dining Rental and distributed brochures to several locations, such as the Chamber
of Commerce and city facilities. Rebecca attended a seminar on Reducing Energy Cost in Local Government on 1/22/09.
Staff met with several mechanical service contractors to discuss equipment and service contract savings.
I
CITY OF HUTCHINSON
_
YTD-
Jan 2009
..
LIQUOR STOR
rna
COMPARI SI_
29,683
2009 -
29,683
2006 -
28,848
2008-
JA
JA NUARY 2008
---
SALES +
__ ________
CHANGE
_ ___
__ _ --
_____
__ .
_ - - - - -_
____ __
_ __
TOTAL
I_____
DATE - - j
TOTAL
U IOIICR
DATE
-----------
iTQWR
_ _
REAR
_ _
WINE
___ __
MISC
__
IOTA( '..
__
Ry WP4R
_ ________
tOUNI'
__ _
1 �._.
2 li
1,924
- -_
2,692 I
743
120
:),419
7,722 1
Y41
3
3,022
3,976_
1,278
106
7,981
7,522
423
4
5,286
7,781
2,623
428
16,119
. 1
784
5.
5,508
7 555
2 1 261
305
15,629
3,506
716
09
6,917
329
6
2,05
45,208
1,175
"I
2,712
3,269
1,040
64
'I, 085
3,711
418
8
2,340
3
785
87
6, 3.i2
5,275
400
9
2,882
3,522 1
1,334
116
'1,854
8,890
428
10
3,876
1,9 "12
1,915
206
1U, 169
9,630
53U
11
7,261
9,492'.
2,685_
293
19,731
880
12
b,490
8,D53 I
2,946
283
16, I lm
4,175
807
302
8,763
-�
486
13 j
2 243
68,171
1,038
14
2,825
3,232 I
1,306
242
7,605,,
3,890
198
15
2,689
3,064
1,187 1
144
7,004
5,022
388
16
3 389
5 070_'_
1,296
_ _ 143
9,898
9,869
4"1 1
17 I
3 474
5 655 !.
1 654
155
10,938
9,285
1,34
IB
6, 813
10 100
3,976
381
21,210
917
19
_'
5,728
tl 581__
2,622 �..
330
17,164
4,179
808
1391
9_139
45'11
20
2 Bfi9
1
74,059',
1,168
21
2,284
2,862
1,011
9' j
6,262
4,900
367
22
2,513
3,365 1
1,171
85
7,134
6,005
395
_
23
2,618
3,856 --
1 068_'. .
. 133
1,815
9,868
414
24
4,014
6,174_
1 850
76
12,11.4
8,682
546
25
7 509
9,705
3,200
362 1
20,796
930
26
5 674
9 457
2 853
320
i8, 1(14
-
1130
_ 77 I
6,030
384
27 ',
2-321 l
72,475
1, 378 �
28
3,248
3,768
_ 1 573
68 I
8,857
4: 56
46
29
1,938
2,552
844
55
5,309
6,646 1
12.7
_
30 1__
3,174
__3,100 I
1 747
111
8,131
11,255
399
31
4,245
5,802
_ 2183
-
_ _. 185
12, 415
19 903
5T1
614
28,442
I
1,160
34,593
2008 'TOTAL
102,649 - i
140,398
46,551
4,913
121,633:
294,506
14, 500
2007 TOTAL �'�
102,932 I
130,999
i
43,357
4,690
102
281,978
14,292
, '(.OF SALE...
__- - 35
48 I
16
__. 2
35
InU
15
SALES INC OR
DEC
I
i
12,528 :
i
4
%
208
UNITS SOLD:
Mm-
YTD-
Jan 2009
COMPARISON
01131109
2009-
29,683
2009 -
29,683
2006 -
28,848
2008-
28,846
CHANGE
+10.6%
CHANGE
+10.6%
AVERAGE SALE 2009 - $21.57
PER 2008 - $20,31
CUSTOMER
CHANGE +$ 1.26
CITY OF HUTCHI NSON
1
LIQUOR STORE
COMPARISON
JANUARY 2009
NET SALES
__ _ --
---------
______
________
____ __
_ __
TOTAL
_____I
1 'USTOMER
DATE - - j
LIQUOR I
BEER
WTNE
MISC. i
TOTAL BY WEEK I
COUNT
1
HOLIDAY
- _ -
--
-- 2
5
7,722 1
2,776
200
16,193
3
51184
7,522
X 193
346
15,245
705
. 1
31,438
S
2,490
3,506
832
09
6,917
329
6
2,05
3
1,175
96
7,695
922
I
3 O BO
3,711
1,063
96
8,010
434
8
3 955
5,275
1,727
130
11,087
530
9 1
6,764
8,890
2,767
272
I
18,699
1
815
30 I
7,206
9,630
3,151
357
20,3
873
-_.
___
72.702
' 12
3,362 �
4,175
1,124
302
8,763
-�
486
13 j
2 243
3,576
1,038
160
7,017
393
14
3 621
3,890
1,894
12_7
9
1
457
15
3,921
5,022
1,345 1
101
10,389 I
503
76
6 514
9,869
3,180
313
19 871
880
1
5 779
9,285
2,496
320 I
17 800
828
73402'
19
3
4,179
1,594_
1391
9_139
45'11
20
2 Bfi9
1
3,196
1,168
90
7
398
?1
3,677
4,900
1,671
159
9 907
_
_ 472
22
4 918
6,005
2,443
164
13 530
519
21
7,542
9,868
3,076
362
20 8
914
29
7,058
8,682
3,051
357 I
19,142
820
-
- 2,493
79,895
3,110
1
_ 77 I
6,030
384
27 ',
2-321 l
3,830 I
1, 378 �
69
7,593 I
404
18
3 479
4: 56
1,273 I
135
9,450 i
451.
29
5,198 I
6,646 1
1,975
215
14,034
581
30
7,509
11,255
2,994
_ 445
22,278
955
31
_8,483
19 903
4,362
614
28,442
1,160
88 627
2009 TOTAL i
121,633:
166,049
52,846
_ 5,536 f
346,064
346 064
16,047
2008 TOTAL
102
140,398
46,551
4,913
1
294,506
14,500
::OF ;ALE
35
48
15
._ _._. ,
2
it
100
- - 1547
❑A1,E1 INC on
DEC
51,558
18 %
NOTE: Jan 2009 = 5 weel - Jan 2008 = 4 weekends
February sales will also reflect the change!
Month to Date Sales Report
Liquor Hutch
Sorts: Department Description
2r2/2009 9:13:42
AM
Fitters: Department Description is between 01 - LIQUOR and 94 -
MISC NO TAX
Page 1
Desciption I DaKdpdm 2
CIMDM
Item a
Style
Avg Cost Price I QoH
E)d Cost
MID Oty
MID Cost
MID Mkdn
MID Sales
MID Profit MID GP%
Dept Desc: 01 . LIQUOR
Subtotal 1647 Dept Deac: 01 - LIQUOR
211490.00
209275.62
- -------------
892200
-------------------
93873.49
- -----------
972.49
----------------
121631.68
--------- -------------
27758.39
-- --------
2282
- -----------
---- ------------ - ---------------- -----------------------------------------------
Dept Desc: 02 - BEER
Subtotal 964 Dept Desc: 02 - BEER
11448.00
9800219
13248.00
129963.57
1618.34
166047A9
--------------
36094.23
21.74
---- ------------- -------------------------------- -- ------- ---------------------------------------------------------------
Dept Dose: 03- WINE
--- ------------------------
-------
----------
-- -
Subtotal 1077 Dept Desc: 03 - WINE
27267.00
1185403.71
5583.00
33339.75
87019
- - --------------------
5211143.93
-- ----
119504.38
- -------
36.91
------- - - - ------------- - ----- ---- - ----------- - ------------------
Dept Desc: 04 - MISC 6.5%
------ - -------------------
- ------------------------------------
-----------------
Subtotal 298 Dept Desc: 04 MISC 6.5%
3328.00
9651.72
121116.00
2441.25
33.75
3584.47
1143.30
31.89
..... ..... ---- - ------ -- - ---------------
Dept Desc: 06 -ICE
------- ------
-------------
----- --- -------------------
------
......
Subtotal 2 Dept Dese: 05 -ICE
20200
370.95
344.00
295.60
0.38
53248
236.88
44.49
------------------ ------------ - -----------------------------------------
Dept Deac: 09 - RENTAL
---------------------------------------
- I -------
- -----------------------------------
- - ---- ------ - --------------
Subtotal 2 Dept Desc: 09 - RENTAL
0.00
0.00
3.00
0.00
0.00
16.00
15.00
100.00
---------- - --- ----------------- ------- - ---------------------------------
Dept Desc: 89 - MISC NO TAX
--- -----
- - - --- - - -------------
------------------------------------------------
Subtotal I Dept Desc: 89 - MISC NO TAX
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
------------------------------------ - -------------- - ------------------------
Dept Desc: 90 - NIISC BEER
--------------------
--------------
- - ----------
------------------------------------------
-- - - - -----------
------
Subtotal I Dept Desc: 90 - MISC BEER
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
---------- - --- - --------------------------------
Dept Dome: 91 - MISC LIQUOR
1 __
------------
-----------
- ----------- --------
------ ---- --- __
........................
------
Subtotal I Dept Dow: 91 - MISC LIQUOR
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
------------------- ------------------------------------- - ---------------------
Dept Dose: 92 - MISC WINE
- --------------------
- - -
-------- ------- ----
----------------------------
- -- - -----------
---
- - - --
Subtotal I Dept Desc: 92 - MISC WINE
0.00
- ----- - --------------------
0.00
0.00
0.00
0.00
0.00
0.00
0.00
------- ----------------------------- ---------------------------
Dept Desc: 94 - MISC NO TAX
--- -----------
----------------
----- ---- ----------------
--- ----
---- ---
Sub 109 Dept Desc: MISC NO TAX
986.00
3199.05
297.00
932.71
4.62
11404.07
471.41
33.67
Total 4803 54810.00 508103.24 29693.00 200936.37 3499.77 348056.92 85223.59 24.63
K'Tb II T , ir -T I -S 7 *S
VA � IBA ar f3 ; 5 D. H 7
ov
19.3 sb of g zT, b11 ltn
1.1. w A 6 3 19. a3
1 1 Lo)-- - - -
Month to Data Sales Report
Liquor Hutch
Sorts: Department Description
2/1/2008 8:00:27 AM
Filters: Department Description Is between 01 - LIQUOR and 94 - MISC NO TAX
Page t
Description 1 Description 2
Class case
tism #
Style
Avg Cost Price 1 am
Ext Cost
MID Qty
MID Cost
MtD Mkdn
MID Sales
MID Profit MID GP%
Dept Desc: 01 -LIQUOR
-
Subtotal 1544 Dept Dear 01 - LIQUOR
25083.08
267679,04
8024,00
79190.08
97218
102842.08
23482.39
22.88
----- -- Dept Dose: 02 -BEER
Subtotal 902 Dept Desc: 02 - BEER
17158.00
146572,31
12212,00
110506,98
1891.38
140420.33
29914.88
21.30
-- - - Dept Desc, 03 -WINE
Subtotal 1825 Dept Dese: 03-WINE
29719.00
196168.63
4979.00
29841.07
1062.36
46524.80
16064,10
35.86
Dept Desc: 04 - MISC 6.5%
Subtotal 298 Dept Dew: -04 - MISC 8.6%
2560.00
9288,98
1125.00
2138,64
47.94
3135,73
WAS
31.80
.,` Dept Dew: 05 -ICE _ ,- .,,a,., ,
Subtotal 2 Dept Deco: 05 -ICE
346,00
421.08
311.00
2W-28
0.45
444.94
162.66
34.31
-- -- - Dept Dew: 09 -RENTAL
Subtotal 2 Dept Dew: 09 - RENTAL
0.00
0.00
11.00
0.00
0.00
... _
38.00
.... _
38.00
_.
100.00
_... - - --
Oese: 89 - MISC NO TAX
Subtotal 1 Dept Desc: 89 - MISC NO TAX
0.00
0,00
0.00
0.00
0.00
0.00
0.00
0.00
__ _ _
Dept Desc: 90 - MISC BEER
Subtotal 1 Dept Desc: 90 - MISC BEER
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Dept Desc: 91 - MISC LIQUOR
Subtotal 1 Dept Dew: 91 - MISC LIQUOR
0.00
0.00
0.00
0.00
0.00
0,00
0.00
0.00
-- Dept Do= 92 - MISC WINE
Subtotal 1 Dept Dew: 92 - MISC WINE
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
------------ -
Dept Dew: 94 - MISC NO TAX
Subtotal 104 Dept Dear: 94 - MISC NO TAX
1173.00
3569.23
287.00
571.69
4.00
1295.59
423.94
37-72
Total 4681 76036 OD 821677.27 28846.00 222809.74 3977.90 294501.47 71693.12 24,34
\ �Lq-)
Year to Date Sales Report
Liquor Hutch
Sorts: Department Description
2=2009 9:14:51
AM
Fitters: Department Description Is between 01 - LIQUOR and 94 -
MISC NO TAX
Page 1
DesclipUon 1 Desa"M 2
Class Desc
Item o
SW
Avg Cost Price 1 QoH
E)d Cost
YtD Oty
YtD Cost
YtD Mkdn
YtD Sales
YtD Profit YID GP%
Dept Desc: 01 - LIQUOR
Subtotal 1547 Dept Desc: 01 - LIQUOR
21490.00
209275.62
892200
93673.49
972.49
121631.58
-- -- ---------------------------------------
27758.39
22-82
------- - --- - ------------------------------------------------------------------------------------------------
Dept Dosc. 02 - BEER
---- - ------
--- ------ ------------
----
Subtotal 964 Dept Dose: 02 - BEER
11448.00
98002.19
13248.00
129953.57
1618.34
166047.49
36094.23
21.74
------------------------------------- ------ - --------------------
Dept Dose: 03 - WINE
- ------------------------------------
---- ----- ---------
---- -- ---------------------------------------
- ---------------
Subtotal 1877 Dept Desc: 03 - WINE
27297.00
185403.71
5583.00
33339.76
870.29
62843.83
19504.38
- -----
36.91
---- - -- - ---------------------------- - -- -- - - - -- - --- - ----- - -------------------
Dept Dose: 04 - MISC 6.5%
---------
- ----------------------------------------------------------------------------
Subtotal 298 Dept Desc: 04 - MISC 6.6%
3328.00
9951.72
1286.00
2441.25
33.75
3584A7
1143.30
31.89
---------- --- --------- ---------- --------------------
Dept Desc- 05 -ICE
=
-- ---- --------
--------------
------------ - ---------
--------- ----
----
------
Subtotal 2 Dept Desc: 05 -ICE
282.00
370.95
344.00
------------------
295.60
-- ----- ------
0.38
- --------------
MALI
- - - -------------------------------------
23648
44.49
-----
---- - ----------- ---------------------------------- - -----------------------------------
Dept Desc: 09 -RENTAL
Subtotal 2 Dept Desc: 09 -RENTAL
0.00
0.00
3.00
0.00
0.00
16.00
16.00
100.00
-- ----------------------------------------------- ------ - --------------------
Dept Desc: 89 - MISC NO TAX
------ ----- -----------------------------------------------------
- ----------------------------
-------
Subtotal I Dept Dow: 89 - MISC NO TAX
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
-------------------------- - ----------------- ------ ------ ---- - -- --
Dept Desc: 90 - MISC BEER
- - ---------- -
----------------------------------
--------------
---------------------
------------------
-----------------
---
Subtotal 1 Dept Desc: 90 - MISC BEER
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
-- •---- _------ - - - - -- ---- ----- ------------- ------- --- --------------------------
Dept Dose: 91 - MISC LIQUOR
---- -- ------
----------------------------
.--...,-....
------- -----------
Sub total 1 Dept Dow: 91 - MtSC LIQUOR
0.00
-------
0.00
0.00
-- ---- --------------
0.00
----- -----
0.00
-----------------
0.00
-------- - ---- - ---------------------
0.00
koo
--------------- --------- - - - -------------------------------------------------
Dept Deaw. 92 - MISC WINE
- --------------
Subtotal I Dept Desc: 92 - MISC WINE
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
-- --------- -- --- --- - - -------- I ------------- -- -----------
Dept Desc: 94 - MISC NO TAX
---
------ I -------------
-----------
-------------------------
-------
. -----------------------------
Subtotal 109 Dept Desc: 94 - MISC NO TAX
996.00
3199.05
297.00
93271
4.52
1404.07
471A1
33.57
Total 4803 64810.00 506103.24 29883.00 280836.37 3499.77 346058.92 85223.59 24.63
:5 am -e 6L5 1-1 'lJ I
l i L-q-)-
Year to Date 3aMs Kepon
3135.73
WAS
31.80
Liquor Hutch
444.94
10-66
-
34.31
---- -------
Sods: Department Description
38.00
38.00
21112008 8:01:29 AM
Filters: Department Description Is between 01 - LIQUOR and 94 - MISC NO TAX
Pap I
0050"m 2
Cross Desc
awn a
SW
Avg Cost Prim 1 QoHl
E)d Cost YtD Oty YtD Cost
YtD Mkdn YtD Sales
YtD Profit YtD GP%
Dept Dose- 01- LIQUOR
-- -------- - -- - - ----------------- __ ---------------------------- ---
Dept Desc: 90 - MtSC BEER
---------------------------
------
SubbDW 16" Dept Desc* 01 - LIQUOR
--------
---
25083.00
267679.04 9024.00 79180.0111
972.18 102642.08
23482.36
----------------------------------------------------------------------------------------------
Dept Dow: 02 -BEER
-- I --------- - --- ---------
_____.__.-_...-
Subtotal 902 Dept Desc: 02 -BEER
0.00
0.00
0.00
17158.00
- ---------------- - -- -- ----------- ----------------------------------------------------------------------------
146672.31 1221200 1110606.98
1891.38 140420.33
29914.88 21.30
---- - -
Dept Dose: 03-WINE
SubtoW 1825 Dept Desc: 03 - VANE
29719.00 195168.63 4978.90
------------- - - ---- --------- ---------------------------------------------------------
Dept Desc'. 04 - MISC 8.9%
Subtotal 298 Dept Ossw 04 - MISC 63%
2560.00 9266.98 112111,00
--- - ---------- I ----- --------
Dept Desc: 05 -ICE
Subtotal! 2 Dept Dose: 05 - ICE
345.00 421AS 311.00
--------- --- -- ----- ----- ----------------- ---------------------------------------------
Dept Desc: 09 -RENTAL
Subtotal 2 Dept Deso: 09 -RENTAL
211111141.07 1062.35 46524.80 16604,10 35.86
- - ------ --------
2113B."
29220
0.00 0.00 11.00 0.00
---------- - - -- ------ --------------------------- ------------- --- ---------------- ---- -
47.54
3135.73
WAS
31.80
0.46
444.94
10-66
-
34.31
---- -------
0.00
38.00
38.00
100.00
Dept Desc: 89 - WSC NO TAX
Subtotal I Dept Desc: 89 - MISC NO TAX
0.00
0.90
0.00
0.00
0.00
0.00
0.00
0.00
-- -------- - -- - - ----------------- __ ---------------------------- ---
Dept Desc: 90 - MtSC BEER
---------------------------
------
- - -- ----- -- --
--------
---
- - -----
Subtotal I Do" Oase. 90 - MISC BEER
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
------------------------ --------
Dept Do= 91 - MISC LIQUOR
... ..........
--- ------
--------
Sub total I Dept Dow- 91 - MISC LIQUOR
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
--------------- - --- - - -- ------ ----------------------- ----------------------------------
Dept Dose: 92 - MISC WINE
-----
-- --
-------
Subtotal 1 Dept Dose: 92 - MISC VANE
0.00
0.00
0.00
0.00
0.00
0.00
0.00
OAO
-------- ------ - --------- - --- ---- - -------- ----------- -----------
Dept Desc: 94 - MISC NO TAX
-------
------ --- -----------
--
Subtotal 104 Dept Desc: 94 - MISC NO TAX
1173.00
3698.23
287.00
871.69
4.00
1296.59
423.94
32.72
Total AIM 76038.00
62167727
26946.00
222609-74
3977.90
294501.47
71693.12
24.34
I k Lp)
Quantirty on nano report
Liquor Hutch
Sorts: Department Description
Filters: Department Description is between 01 - LIQUOR and 94 - MISC NO TAX
r1parAntinn 1 Item # Ext Cost Ext L Cost
Ext Price GP
Price I
202009 9:15:03 AM
Page 1
On Order GoH
Min Qty
Dept Dose: 01 - LIQUOR
Subtotal 1547 Dept Dose: 01 - LIQUOR
209275.62
-------- --
210041.67
282635.93
------- -----
25.9
------ --- - -----------
0.00
--- ------------
21490.00
---------
- ----- --- ---- ---- 11 ---------- ------------------------ ----------------
Dept Dose: 02 -BEER
Subtotal 964 Dept Dose: 02 -BEER
98002.19
-----------------------------------
98140.67
----------------------------------
130021.73
24.6
- - ----------
0.00
- -----------
11448.00
- -----
--- ------------------ - ----- ------------------------------------------- - ----------
Dept Dose: 03- WINE
Subtotal 1877 Dept Dose: 03 -WINE
I85403.71
--------------------------------------------------------------
180288.52
296691.42
37.5
-------- - - --- -----
0.00
--- - ---------------
27267.00
-- --
---- --------------------------- - ------------------------------- ----------------
Dept Dose: 04 - MISC 6.5%
-
Subtotal 298 Dept Dose: 04 - MISC 6.5%
98611.72
-- ----- ----
911011.68
15049.93
34.5
---- - -----
0.00
3328.00
Dept Deem 05 -ICE
Subtotal 2 090 Deac 05 -ICE
370.95
3711.38
679.68
45A
0.00
262.00
_- -- --- -- - - --
Dept Desc: 09 -RENTAL
Subt 2 Dept Dose: 09 -RENTAL
0.00
- - - --------------
0.00
---------------
0.00
------------ - -------------
0.0
-----------------------------------------------
0.00
0.00
- ---------------------------------------- ---- ----- --------- - ----------------------
Dept Dose: 89 - MISC NO TAX
Subtotal 1 Dept Dese: 89 - MISC NO TAX
0.00
---------- -
0.00
-- --- -----
0.00
--- ------ -- ----------
0.0
- --- -----
0.00
---- -- ---- --------
0.00
- -- - - --
-- -- - --
Dept --------- --------------- ---- - -- ---- --- --------- ----------
Dept Desc: 90 - MISC BEER
--------
Subtotal 1 Dept Desc: 90 - MISC BEER
0.00
0.00
0.00
0.0
0.00
0.00
Dept Dose: 91 - MISC LIQUOR
Subtotal I Dept Dose: 91 - MISC LIQUOR
0.00
0.00
0.00
-- --- ------- ------
0.0
--- ---_--------------------
0.00
--
0.00
-- - ---- -----
--- - - -------- ---- ------------ ----- - ------------- ------------------- -----
Dept Dose: 92 - MISC WINE
--- --- - ---- --- ----
------------------
Subtotal I Dept Dec: 92 - MISC VANE
0.00
0.00
-- --- -----------
0.00
----------------------------
0.0
----- -- --------------------
0.00
0.00
---------
--------------- - ---------------------------- ----------------
Dept Dose: 94 - MISC NO TAX
-----------------------
Subtotal 109 Dept Dose: 94 - MISC NO TAX
3199.05
3206.11
4861.53
34.2
0.00
995.00
Total 4803
606103.24
607937.03
729840.22
30.7
0.00
64810.00
*Negative QoH extended valued is zero.
\ k LO-)
Quantity on Hand Report
liquor Hutch
'
Sorts: Deparment Description
211/2008 8:01:53 AM
Fifters: Department Description is between 01 - LIQUOR and 94 - MISC NO TAX
_
Page 1
Desay�0on 1 item #
Ext Cost
E)d L Cost
6d Price
GP %
Kit Qty On Order
QoH
Description 2 Cross Ref #
Avg Cost
Last Coat
Price 1
Tmfr Qty Min Oty
Dept Dose: 01 - LIQUOR
Subtotal 1544 Dept Desc: 01 - LIQUOR
--- - -_. ---- -- -.._._ --- -..._- -- - --- - -- --- - - -- -
267579.04
- - - -
26809&98
366097.72
25.3
0.00
25083.00
Dept Deac: 02 - BEER
-- ---- --
.-- -_. _._
_ -- - -.- -
Subtotal 902 Dept Desc: 02 - BEER
._
146572.31
145980.35
191532.49
24.0
0.00
17168.00
Dept Desc: 03 - WINE
- -- - - - - - -.
_ ---
Subtotal 1626 Dept Desc: 03 - WINE
- - -- - - ---- ---
195168.63
-
196066.43
312621.80
37.6
0.00
29719.00
---
Dept Dose: 04 - MISC 6.5%
- - -- - ' - -.
-.
Subtotal 298 Dept Desm 04 - MISC &5%
9288.98
9292.50
14218.47
34.8
0.00
2660.00
Dept Dose: 05 - ICE -
Subtotal 2 Dept Dose: 05 , ICE
421.06
418A6
666.55
36.8
0.00
345.00
Dept Desc: 09 RENTAL
Subtotal 2 Dept Desc: 09 - RENTAL
- -- -
0.00
- -- - - --
0.00
0.00
0.0
0.00
0.00
DeptDesc: 89 -MISC NO TAX
-
- __.__._.
Subtotal 1 Dept Desc: 89 • MISC NO TAX
0.00
0.00
0.00
0.0
0.00
0.00
Dept Dose: 90 - MISC BEER
Subtotal 1 Dept Dose: 90 , MISC BEER
,._
0.00
0.00
0.00
0.0
0.00
0.00
Dept Desc: 91 - MISC LIQUOR
Subtotal 1 Dapt Deae: 91 - MISC LIQUOR
-- - -- -_ -. _. _-- -'-- -- - --- - --- -- -- - -- -- -
0.00
- ----
0.00
0.00
0.0
0.00
0.00
-
Dept Desc: 92 - MISC WINE
-
Sub�l 1 Dept Desc: 92 - MISC WINE
. _ .. - - -- - --- -- - - --- ----- ___.__-
0.00
0.00
0.00
0A
0.00
0.00
Dept Dose: 94 - MISC NO TAX
Subtotal 104 Dept Dose 94 - MISC NO TAX
3569.23
3686.79
5262.27
32.2
0.00
1173.00
Total 4681
621577.27
023405.49
882397,30
29.6
0.00
76038.00
'Negative QoH extended valued is zero.
iii)
February 18, 2009
Dear City Council Members,
While doing some recent research into board and commission appointments I came
across a couple of items that I believe are in the City's best interest to get rectified. City
ordinance 31.20, says that "no board or commission member shall be appointed to more
than two full consecutive terms or for a period to exceed ten years, whichever is lesser ".
However, two issues came to mind. First, by state law the terms of the EDA are required
to be six years in length. Therefore the maximum length of service in our ordinance
should be changed to twelve years to allow for two full terms of service on that board.
Second, the current language does not take into account that some board members start
their service by initially filling out an unexpired term. This, in conjunction with the ten
year limit, can become an issue because of the length of some board terms. Looking at
the city charter in the section on the utilities commission, it says that "no member shall
serve more that two consecutive (five years in the utilities case) terms, exclusive of the
fulfillment of an unexpired term, but shall again be eligible for such service following a
break in service of not less than one year ". The same language was present in the section
on the hospital board
To address the issues of filling unexpired terms and rectify the discrepancy between state
law and our ordinance in regards to the EDA, and to keep things consistent for all boards
and commissions, I would like to suggest that the wording in ordinance 31.20 be changed
to something similar to what is in the city charter for the utilities commission. Length of
terms for each board would not change. This is being offered for discussion at the
February 20 council meeting. If agreeable we could start the process at our first
meeting in March.
Sincerely,
Mayor Steve Cook
�(,c-)
• Current lan2uaee
§ 31.20 ORGANIZATION AND APPOINTMENT.
(A) All board and commission appointments authorized by ordinance or resolution shall be
made by the Mayor, and each appointment confirmed by the Council. The term of each
appointee shall be established and stated at the time of his or her appointment. No board
or commission member shall be appointed to more than two full
consecutive terms or for a period to exceed ten years, whichever is lesser.
New appointees shall assume office on the first day of the first month following their
appointment and qualification, or on the first day of the first month following the
expiration of the prior term and qualification, whichever shall occur last. Provided,
however, that all appointees to boards and commissions shall hold office until their
successor is appointed and qualified. All vacancies shall be filled in the same manner as for
an expired term, but the appointment shall be only for the unexpired term.
Proposed Lanivaze:
§ 31.20 ORGANIZATION AND APPOINTMENT.
(A) All board and commission appointments authorized by ordinance or resolution shall be
• made by the Mayor, and each appointment confirmed by the Council. The term of each
appointee shall be established and stated at the time of his or her appointment. No board
or commission member shall be appointed to more than two consecutive
full terms, exclusive of the fulfillment of an unexpired term or partial
term previously served, but shall again be eligible for service following a
break in service of not less than one year. New appointees shall assume office
on the first day of the first month following their appointment and qualification, or on the
first day of the first month following the expiration of the prior term and qualification,
whichever shall occur last. Provided, however, that all appointees to boards and
commissions shall hold office until their successor is appointed and qualified. All vacancies
shall be filled in the same manner as for an expired term, but the appointment shall be only
for the unexpired term.
(� �G�
Policy Type: Executive Limitations
Policy Title: 2.6 Asset Protection
The City Administrator shall not cause or allow City assets to be unprotected,
inadequately maintained, unaccounted for, or unnecessarily risked. Further,
without limiting the scope of the foregoing by this enumeration, the City
Administrator shall not:
2.6.1. Fail to insure against theft and casualty losses to at least 80 percent of
replacement value (when available and not cost prohibitive) and against
liability losses to Council members, staff, and the organization itself in an
amount greater than the average for comparable cities.
The City of Hutchinson through yearly insurance premiums maintains adequate
municipal property and casualty coverage through the Leauge of Minnestoa Cities
Insurance Trust (LMCIT). Additional details and asset schedules are available in the
annual insurance policy renewal documents provided by the Arthur J Gallagher Risk
Management.
2.6.2. Allow unbonded personnel access to material amounts of funds.
All city employees are classified into one of three categories ( Employee A, B, C) based
on the level of authority to handle city funds and on the potential amount of city funds
handled. Based on the number of employees under each category determines the
annual premium charged by the LMCIT for bond coverage. Ail employees with access
to funds are bonded for under the Cities insurance policy. A detailed schedule is kept
on file.
2.6.3. Subject facilities and equipment to improper wear and tear or insufficient
maintenance.
In order to have insurance coverage through the League of Minnesota Cities adequate
maintenance and proper care of the City's assets must be maintained. An annual
capital improvement plan must be adopted each year by council addressing capital
improvement needs as well as funding mechanisms. Additional capital projects are
continuously considered as a cost effective approach to maintaining and /or improving
existing facilities and equipment. The City also has an Internal vehicle maintenance
policy.
2.6.4. Unnecessarily expose the City, its Council, or its staff to claims of
liability.
The City maintains municipal general liability insurance through the LMCIT to limit
liability expose to the council, staff and city in general. The City maintains a Risk
Management Company "Arthur J Gallagher Risk Management Services inc." to provide
expertise in minimizing claims of liability through seminars, educational materials,
training ... etc
I l (d)
2.6.5. Make any purchase
(a) wherein normally prudent protection has not been given against
conflict of interest;
Policy No. 3. 11, Section 30.30 of the the City Code prohibits employees of the city
including elected officials from purchases that present an appearance of
impropriety, potential conflict of interest, or private gain.
(b) of over $25,000 without having obtained comparative prices and
quality except as provided by state statute.
City ordinance No. 96 -173, policy number 1.11 addresses purchases must be
made in the most efficient and effective manner possible. It is city practice to get a
minimum of two quotes where possible regardless of the dollar amount to ensure
the best possible purchase price is achieved.
2.6.6. Fail to protect intellectual property, information, and files from loss or
significant damage.
The City where applicable follows all trademark laws, state record retention schedules,
LOGIS network policies, internal network policies, HIPPA regulations, and security level
access to physical rooms where data is stored.
2.6.7. Receive, process, or disburse funds under controls that are insufficient to
meet the Council- appointed auditor's standards.
Proper accounting procedures and strict internal controls are in place and reviewed
annually by external auditors for compliance and risk mitigation during the annual year-
end audit. Segregation of duties are put in place to limit the risk of fraud based on
auditing standards.
2.6.8. Compromise the independence of the Council's audit or other external
monitoring or advice, such as by engaging parties already chosen by the
Council as consultants or advisers.
2.6.9. Invest or hold operating capital in insecure instruments, including
uninsured checking accounts and bonds of less than AAA rating at any
time, or in non- interest bearing accounts except where necessary to
facilitate ease in operational transactions. Reference MN state statute
118.8.
The City of Hutchinson per MN Statutue 118.8 can only invest in the highest rated
investment instruments and all investments must be insured and secured by pledged
collateral of 110% of market value of the city's investments. All public fund deposits in
checking and savings accounts must also be insured and collateralized either by FDIC
insurance and /or other investment securities of 110% of the deposit value.
11 Ld)
2.6.10. Endanger the City's public image, its credibility, or its ability to
accomplish ends.
2.6.11 Fail to prepare and submit to the Council a recommended 5 year capital
impovement program no later than June 1 each year.
Charter Section 7.05 states a 5 year Capital Improvement plan is to be prepared and
authorized by council annually.
The City of Hutchinson is in compliance with the Asset Protection policies mentioned.
The City of Hutchinson must follow all Federal and State laws, statutes and best practices
in the area of asset protection with regard to safe - guarding public funds and city assets.
Adequate insurance coverage is in place to protect assets from loss, fraud or liability of
potential claims. In additional, proper internal controls are in place to minimize risk
where possible. At least annually, external auditors and government agencies audit the
City of Hutchinson to ensure compliance in regards to local and federal laws as well as
accounting and auditing standards.
11 w)
Policy Monitoring
Policy Type: Executive Limitations
Policy Title: 2.7 Compensation and Benefits
With the respect to employment, compensation, and benefits to employees, consultants,
contract workers and volunteers, the City Administrator shall not cause or allow
jeopardy to financial integrity or to public image. Further, without limiting the scope of
the foregoing by this enumeration, the City Administrator shall not:
2.7.1 Promise or imply permanent or guaranteed employment.
Per Section 1 of City of Hutchinson Resolution No. 13133, the City of Hutchinson
Employee Handbook, Personnel Policy, except as otherwise prohibited by law, the
City of Hutchinson has the right to terminate any employee at any time for any or no
reason. Employees may similarly terminate employment at any time for any reason.
Positions are not referred to as "permanent ". Positions are categorized as Regular
Full Time, Regular Part Time, Temporary, and or Seasonal. No promises of
permanent or guaranteed employment have been made nor implied during this
review period.
2.7.2 Establish current compensation and benefits that deviate materially from the
geographical or professional market for the skills employed.
The City of Hutchinson regularly conducts a formal position and compensation
study utilizing the services of an independent consultant. The most recent study
last completed in 2005 and a subsequent study was planned for the 2008 budget
year. Due to budgetary constraints, this project was deferred again for 2009 but
is planned for inclusion in a future year budget, possibly 2010, as funds allow.
The City utilizes other sources of information to confirm the accuracy of our
compensation and benefits structure, including the League of Minnesota Cities
annual wage and benefits survey and City conducted surveys of the
municipalities included in our identified market ( i.e. annual market adjustment).
Additionally, the City is currently compliant in regards to the State pay equity
requirements with the most recent report filed in 2008.
2.7.3 Create obligations over a longer term than revenues can be reasonably
projected, in no event longer than prudent and in all events subject to losses in
revenue.
The 2009 budgets were established in 2008 per the customary budget
process. With the LGA unallotment in 2008 and the projected LGA
shortfalls anticipated in 2009 and beyond, 2009 wages were frozen and the
2009 market adjustment and employee performance increases will not be
implemented until and unless the Council takes future action to remove the
u c�)
freeze. Additionally, as of March 2009, two City departments have been
downsized in an effort to maintain a 2009 balanced budget.
2.7.4 Fail to annually present to the Council a performance pay plan for approval.
The 2009 City of Hutchinson 2009 Compensation Plan, Resolution No.
13508, effective January 1, 2009, was approved by the Hutchinson City
Council on December 9, 2008. As part of the approval of the plan, the City
Council also took action to freeze salaries (market adjustment and
performance increases) in 2009 until such time as the Council would
decide otherwise.
The City of Hutchinson Apprenticeship Program, originally approved in
September 26, 2006, continued in 2008. The apprenticeship pay modifiers
to be awarded in 2009 based on the 2008 achievements have not been
implemented, and are considered frozen at this time.
I i (a)
Policy Monitoring
Policy Type: Executive Limitations
Policy Title: 2.2Treatment of Staff
With the respect to the treatment of paid and volunteer staff, the City Administrator shall
not cause or allow conditions that are unfair, undignified, disrespectful, disorganized, or
unclear. Further, without limiting the scope of the foregoing by this enumeration, the
City Administrator shall not:
2.2.1 Operate without written personnel rules that
(a) clarify rules for staff,
(b) provide for effective handling of grievances, and
(c) protect against wrongful conditions and grossly preferential treatment
for personal reasons.
(a) The City has adopted several employment related policies, including the
City of Hutchinson Employee Handbook/Personnel Policy, Drug and
Alcohol Testing Policy, Seasonal Employee Handbook, and the Employee
Safety Program to identify and inform personnel and clarify the staff
employment rules. (b) Section 28 of the Employee Handbook/Personnel
Policy (Grievance Policy) identifies the adopted City process to address
grievances presented by City employees. (c) Section 30 of the Employee
Handbook/Personnel Policy (Discipline) specifically prohibits against
placing employees in wrongful conditions and against preferential
treatment. During the current review period, the written personnel rules
were adhered to properly.
2.2.2 Discriminate against any staff member for non - disruptive expressions of dissent.
Section 30 of City of Hutchinson Resolution No. 13133, the City of
Hutchinson Employee Handbook, Personnel Policy states that freedom of
speech protected by the First Amendment shall not be a basis for
discipline. During the current review period, this provision has not been
violated.
2.2.3 Fail to acquaint staff with the City Administrator's interpretation of their
protections under this policy.
All new hires are required to attend an orientation session with Human
Resources that includes be provided with and discussing the specific
provisions of the City of Hutchinson Employment Policy documents.
Employees are required to sign an affidavit of receipt for each of the
various policies provided. Amendments to policies are distributed to all
active employees to which the amendment apply. Amendments to the City
of Hutchinson Employee Handbook/Personnel Policy regarding sick leave
use/bereavement leave/workers compensation and use of sick leave were
adopted by the Council in November 2008 and subsequently distributed to
all affected employees.
2.2.4 Allow staff to be unprepared to deal with emergency situations.
All management level staff employed by the City attended National Incident
Management System (NIMS) training in May 2006 in an effort to prepare for
emergency situations. The Employee Safety Committee has informed
departments of the requirement to establish a departmental emergency
response policy, and several departments have completed written plans.
2.2.5 Shall not fail to have appropriate protections against nepotism in the hiring
process.
Per Section 5 of City of Hutchinson Resolution No. 13133, the City of
Hutchinson Employee Handbook, Personnel Policy, no member of a
department head's immediate family shall be appointed as a subordinate
employee within thit department. in no case shall an immediate relative of
an incumbent councilman be appointed to the municipal service. During
the current reporting period, no violations to these policies have occurred.
2.2.6 Shall not fail to implement regular, comprehensive performance reviews for all
employees.
Performance reviews are completed for all regular full time and regular part
time employees as well as the paid, on -call firefighters. All of the 2008
reviews were completed as required. As part of the review process,
Council indicated that goals and objectives tied to the governance ends
statements should be incorporated into the goals and objectives section of
the employee reviews. The implementation of this will start with the 2009
reviews currently in progress.
2.2.7 Fail to create a management culture that fosters continual individual and
departmental improvement, personal accountability, employee input and team
work.
In 2006, the City distributed an employee satisfaction survey to all regular
City employees. This process has begun, again, in 2009. Questions
regarding departmental management are included in the survey. Areas of
concern identified under this category by the survey will be addressed by
the City Administrator and the Human Resources Director with the affected
employees and the management in the identified department.
2.2.8 Fail to provide a succession plan for key employee positions.
For the first year of governance, if a situation arises, staff will utilize crisis
planning to address required succession planning for most key positions if
such a position is vacated. Over the next 12 -month period, non - crisis
succession planning will be addressed for key positions. W)
DRAFT AGENDA PROVIDED BY STACY SJOGREN_ OUT OF THE WOODS CONSULTING
0 1/8/09
Envisioning the Hutchinson of Tomorrow
Community Input Session on the "Results" Policies Draft
Planning Assumptions:
• 20 + people in attendance
• A two hour block of time
• Participants would have received a draft of the policies prior to the meeting with a direction to
read the draft prior to the session.
• Room is set up with "stations" for each section of ends (e.g. public safety, health /recreation).
Participants are grouped into the same number of "teams"
1. Welcome
a. Thank people for attending
b. Housekeeping
2. Explain PG in 2 minutes flat:
i. Council has been enhancing its governance process over the past year
ii. 3 key actions for which the council is responsible: listening to all citizens,
• crafting policies that guide the city's administration, and making sure the
administration behaves according to those policies.
iii. 4 types of policies (list, briefly explain)
b. We don't want to turn the "results" policies over to the staff until we hear from the
community that we got them as right.
3. Our purpose tonight
The purpose of this meeting is to provide citizens with an opportunity to examine,
comment on and help prioritize this draft of results we expect the city to achieve. The
result of this series of community input sessions is to end up with a set of directives that
truly reflects the values of the citizens and, because of your expertise and demonstrated
commitment to Hutchinson, we value your input. Are you willing to do this?
4. Important to know:
a. These results statements have everything to do with the good things you want to
happen OUTSIDE of the city administration. The council handles concerns about
internal issues through a separate set of policies. E.g. how staff is treated and how
budgets are established.
b. These policies do not include specific timelines, budgets, or other such specifics.
They are meant to create a word picture of what the community believes to be an
aggressive, yet attainable future for this community. Once this step is done, the staff,
with their special skills, tools, and perspective, will take over and interpret each one of
• these policy provisions and produce a long term strategic plan that they believe is
workable given all available resources.
c. You will be most valuable to the process if you think like an owner, not a customer
• or single issue advocate. Think big picture! Think long term! Think about what "floats
all boats" and challenge others to do the same.
d. Understand some basic terminology. Policy /provision, results /ends,
5. Directions
Your work will be broken up into the three segments I mentioned earlier; a general
examination of the document to familiarize yourself with its format and the council's
thinking, a comment opportunity so you can point out the things you like, would add, or
are concerned about, and a prioritizing period that help the council indicate which
results are critical even when economic times are tough.
a. Examine document for general understanding. (7 min.)
i. A council member does a brie walk through of global statement, categories, and
short/long term items. Quickly answers CLARIFYING questions.
Get participants into assigned teams and seated at various stations, appoint a
facilitator and a recorder, for each group and directed to move clockwise to the next
station when directed to do so.
b. Comment opportunity (55 min.)
i. Teams will have 10 minutes at each station to record their comments on the
input forms THAT STAY AT THE STATION
• ii. Teams designate three minutes to each input topic (the "what do you like" form,
the "what would you add" form and the "what are you most concerned about"
form). A bell will ring announcing each three minute segment and when it is
time to pick up and move to the next station.
c. Help prioritize and opportunity for individual comments (30 min.)
i. Teams move back to their starting point.
ii. Recorder quickly reviews comments from other teams.
iii. Group is asked to prioritize the provisions within that section and recorder
captures the group's decision on a special form THAT STAYS AT THE
STATION. The bell signals when it is time to move to the next station.
d. Individual comments and general ranking
i. Teams move back to their starting point.
ii. Each participant receives a final comment form asking them to:
1. Personally prioritize each of the (5 categories) most critical to least
critical.
3. Provide any additional comments on any specifics of the policy
provisions — alternative phrasing is always welcome.
3. Include any helpful reflections on this process or words of
encouragement for the council.
4. Please sign.
• 6. Wrap up
