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cp03-24-20HUTCHINSON CITY COUNCIL
MEETING AGENDA
TUESDAY, MARCH 24, 2020
CITY CENTER — COUNCIL CHAMBERS
(The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many
decisions regarding agenda items are based upon this information as well as: Citypolicy andpractices, inputfrom constituents,
and other questions or information that has not yet been presented or discussed regarding an agenda item)
1. CALL MEETING TO ORDER— 5:30 P.M.
(a) Approve the Council agenda and any agenda additions and/or corrections
2. INVOCATION — River of Hope
(The invocation is a voluntary expression of the private citizen, to and for the City Council, and is not intended to affiliate the
City Council with, or express the City Council's preference for, any religious/spiritual organization. The views or beliefs
expressed by the invocation speaker have not been previously reviewed or approved by the Council or staff)
3. PLEDGE OF ALLEGIANCE
4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY
PUBLIC COMMENTS
(This is an opportunity or members of the public to address the City Council. If the topic you would like to discuss is on the
agenda, please ask the Mayor ifhe will be acceptingpublic comments during the agenda item ifnot apublic hearing. Ifyou have
a question, concern or comment, please ask to e recognized by the mayor— state your name and address for the record. Please
keep comments under S minutes. Individuals wishing to speakfor more than five minutes should ask to be included on the agenda
in advance of the meeting. All comments are appreciated, but please refrain from personal or derogatory attacks on individuals)
5. CITIZENS ADDRESSING THE CITY COUNCIL
6. APPROVAL OF MINUTES
(a) Regular Meeting of March 10, 2020
(b) Emergency Meeting of March 17, 2020
CONSENT AGENDA
(The items listedjor consideration will be enacted by one motion unless the Mayor, a member of the City Council or
a city staff member requests an item to be removed. Traditionally items are not discussed.)
7. APPROVAL OF CONSENT AGENDA
(a) Consideration for Approval of Backhoe Acquisition
(b) Consideration for Approval of Pavement Replay Application
(c) Consideration for Approval of Resolution No. 15154 — Resolution Closing of the 2017
Construction Fund to the 2017 Debt Service Fund
(d) Consideration for Approval of Non -Waiver of Tort Liability Limits for General Liability
(e) Claims, Appropriations and Contract Payments
CITY COUNCIL AGENDA —March 24, 2020
PUBLIC HEARINGS — NONE
purpose of this portion of the agenda is to provide the ounci with information necessary to craft wise policy.
ides items like monthly or annual reports and communications from other entities.)
8. PUBLIC WORKS ANNUAL REPORT
9. UPDATE ON HUTCHINSON PILLAR STREETSCAPE PROJECT
UNFINISHED BUSINESS
NEW BUSINESS
10. APPROVE/DENY PURCHASE OF COMPOST SCREENER
11. APPROVE/DENY RESOLUTION NO. 14450 - RESOLUTION AFFIRMING THE PURCHASE OF
REAL ESTATE AND AUTHORIZING MATTHEW MUNICH, CITY ADMINISTRATOR, TO
EXECUTE DOCUMENTS REQUIRED FOR REAL ESTATE PURCHASE (ECONO FOODS
PROPERTY)
12. APPROVE/DENY ITEMS RELATED TO COVID-19 PANDEMIC
a. Revisions to Policy 3.27 — Pandemic Response
b. Resolution No. 15155 — Resolution Implementing Temporary Utility Billing Procedure
c. Consideration of Declaring City of Hutchinson State of Emergency
d Discussion Items
GOVERNANCE
e purpose o t is portion of the agenda is to deal with organizational development issues, includingpolicies,
performances, and other matters that manage the logistics of the organization. May include monitoring reports,
policy development and governance process items)
13. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS
�a) Snow & Ice Control Report for February 2020
b) City of Hutchinson Financial and Investment Reports for February 2020
�c) Public Arts Commission Minutes from February 12, 2020
d) Hutchinson Housing & Redevelopment Authority Board Minutes from February 18, 2020
MISCELLANEOUS
14. STAFF UPDATES
15. COUNCIL/MAYOR UPDATE
ADJOURNMENT
2
HUTCHINSON CITY COUNCIL
MEETING MINUTES
TUESDAY, MARCH 10, 2020
CITY CENTER — COUNCIL CHAMBERS
(The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many
decisions regarding agenda items are based upon this information as well as: Citypolicy andpractices, inputfrom constituents,
and other questions or information that has not yet been presented or discussed regarding an agenda item)
1. CALL MEETING TO ORDER— 5:30 P.M.
Mayor Gary Forcier called the meeting to order. Members present were Steve Cook, Chad Czmowski,
Mary Christensen and Dave Sebesta. Others present were Marc Sebora, City Attorney and Kent Exner,
City Engineer
(a) Approve the Council agenda and any agenda additions and/or corrections
Matt Jaunich, City Administrator, asked that Item 7(a) under the Consent Agenda be moved to the
first item under New Business.
Motion by Czmowski, second by Christensen, to approve the agenda with the revision noted.
Motion carried unanimously.
2. INVOCATION — Faith Lutheran Church was not present. Mayor Forcier asked for a moment of silence.
(The invocation is a voluntary expression of the private citizen, to and for the City Council, and is not intended to affiliate the
City Council with, or express the City Council's preference for, any religious/spiritual organization. The views or beliefs
expressed by the invocation speaker have not been previously reviewed or approved by the Council or staff)
3. PLEDGE OF ALLEGIANCE
4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY
PUBLIC COMMENTS
(This is an opportunity or members of the public to address the City Council. If the topic you would like to discuss is on the
agenda, please ask the Mayor ifhe will be acceptingpublic comments during the agenda item ifnot apublic hearing. Ifyou have
a question, concern or comment, please ask to e recognized by the mayor— state your name and address for the record. Please
keep comments under 5 minutes. Individuals wishing to speakfor more than five minutes should ask to be included on the agenda
in advance of the meeting. All comments are appreciated, but please refrain from personal or derogatory attacks on individuals)
5. CITIZENS ADDRESSING THE CITY COUNCIL
6. APPROVAL OF MINUTES
(a) Regular Meeting of February 25, 2020
Motion by Christensen, second by Sebesta, to approve minutes as presented. Motion carried
unanimously.
CONSENT AGENDA
(The items listedjor consideration will be enacted by one motion unless the Mayor, a member of the City Council or
a city staff member requests an item to be removed. Traditionally items are not discussed.)
7. APPROVAL OF CONSENT AGENDA I
CITY COUNCIL MINUTES March 10, 2020
(b) Consideration for Approval of Resolution No. 15153 — Resolution Supporting Infrastructure
Accountability
(c) Consideration for Approval of FAA Entitlement Transfer
(d) Claims, Appropriations and Contract Payments — Register A
Item 7(b) was pulled for separate discussion.
Motion by Czmowski, second by Sebesta, with the exception of Items 7(a) and 7(b), to approve
Consent Agenda L Motion carried unanimously.
Item 7(b) had further discussion. Councilmember Cook asked Dan Jochum, Director of Planning
and Zoning, if he would be sending a copy of Resolution No. 15153 and the League of Minnesota
Cities City Issue Fact Sheet to the local legislators. Mr. Jochum noted that he would be sending
everything to local legislators as well as to the Governor's office.
Motion by Cook, second by Christensen, to approve item 7(b). Motion carried unanimously.
8. APPROVAL OF CONSENT AGENDA II
(a) Claims, Appropriations and Contract Payments — Register B
Motion by Sebesta, second by Cook, with Czmowski abstaining, to approve Consent Agenda II.
Motion carried unanimously.
PUBLIC HEARINGS — NONE
COMMUNICATIONS REQUESTS AND PETITIONS
(T e purpose oj this portion oj the agenda is to provide the Council with information necessary to craft wise policy.
Includes items like monthly or annual reports and communications from other entities)
9. PARKS/RECREATION COMMUNITY EDUCATION ANNUAL REPORT
Dolf Moon, Parks, Recreation Community Education Director, presented before the Council. Mr.
Moon provided the Council the PRCE Hutchinson's Annual Report for 2019. Moon emphasized his
presentation on volunteerism. Moon recognized some volunteers, such as various churches, real
estate agencies, schools, sports teams, health professionals, and other organized groups and
businesses and what they do to help make Hutchinson a better place to live by helping the
departments of the City of Hutchinson. Moon also mentioned the time city staff plans, supports and
arranges the volunteer events and how much they appreciate the volunteers. Volunteers come back
year after year and the Parks, Recreation and Community Education tracks the hours. In 2019,
64,438 volunteer labor hours were tracked and saved the city $1,736,784. Moon also mentioned the
2
CITY COUNCIL MINUTES March 10, 2020
community financial support without volunteering such as team sponsors.
In addition to volunteerism, Moon commented on the ball fields. Hutchinson Public Schools will be
building two fields, which will be completed by this summer. The two mini fields at Linden Park
will take the burden from the other ballparks. Moon mentioned that Hutchinson Public Schools and
City of Hutchinson's partnership since 1993 has helped with moving, weed control, snow removal,
and field marking and overlapping on equipment.
UNFINISHED BUSINESS
NEW BUSINESS
10. CONSIDERATION FOR APPROVAL OF ITEMS FOR TH15/MAIN STREET RECONSTRUCTION
PROJECT (LETTING NO. 1, PROJECT NO. 20-01)
a. Resolution No. 15151 — Resolution Declaring Cost to be Assessed & Ordering Preparation of
Proposed Assessment
b. Resolution No. 15152 — Resolution for Hearing on Proposed Assessment
Kent Exner, City Engineer presented before Council. Mr. Exner explained that MNDOT received
bids a couple of weeks ago. The City has since received a revised cost per participation agreement
that shows what the City will be responsible. Because of this revision, the resolution, assessment
rule and utility charges and notification of the assessment hearing will be presented at a special City
Council meeting on March 31, 2020. Mr. Exner recommended approving the Resolutions as they
are formalities to order the assessment hearing for March 31, 2020.
Motion by Cook, second by Czmowski, to approve Resolution No. 15151 and Resolution No. 15152.
Motion carried unanimously.
11. APPROVE/DENY "ADOPT A PARK" AGREEMENT WITH THE HUTCHINSON HUSKIES
City Administrator Matt Jaunich presented before council. Mr. Jaunich explained that the City has
worked with the Hutchinson Huskies for many years at the VMF baseball field and the maintenance
and care of it. The Huskies have expressed the desire to take over more control of the field. Jaunich
and PRCE Director, Dolf Moon, have met with Huskies representatives and put together an
agreement that will have the Huskies organization assume maintenance responsibilities April —
October. This is a volunteer agreement; Huskies will not be paid for their time. In the past, the City
has charged the Huskies $4200 for the use of the field; the City will no longer be collecting that fee.
This agreement will shift about $30,000 of wages, benefits and equipment to other parks. The
Huskies will not be using any of the City's equipment. The City will contribute $4500 for supplies;
anything above $4500 will be negotiated. The City will still have an arrangement with the school
district and will make sure the field is ready and available for the high school games. Insurance
liability is not required, but the City recommends that the Huskies get their own insurance, as the
City does not cover volunteers. Council Member Cook requested that Jaunich run this agreement by
the League of Minnesota Cities. The City has recreational immunity so the City does not have
liability for anyone that gets hurt on a playground or ball field. Mayor Forcier added he felt that
CITY COUNCIL MINUTES March 10, 2020
allowing the Huskies to take care of the field was a good step. They have offered a lot of advice in
the past and he sees this as being beneficial to both the City and the Huskies.
Motion by Czmowski, second by Sebesta, to approve "Adopt a Park" Agreement with the Hutchinson
Huskies. Motion carried unanimously.
12. APPROVE/DENY SKATE PARK EQUIPMENT REMOVAL AND REPLACEMENT
Dolf Moon, PRCE Director, presented before the Council. Moon has outlined skate park issues in
the past and since then, he requested that a representative from the League of Minnesota Cities,
who deals with insurance and issues related to park infrastructure, come out to meet with city staff.
Staff met with the LMC representative and evaluated the skate park equipment. The representative
made a determination that the commercially -produced items could be repaired; the fabricated,
donated property would need to be removed and replaced. The replacement equipment would
match the existing, repaired equipment and cost $20,000. Moon assured the Council that more
commercially produced equipment could be added in the future, as there would still be room after
the new equipment is installed. Moon also mentioned that if there are any skate park enthusiasts
that would like to donate in the future, he would like to hear from them.
Motion by Cook, second by Christensen, to approve Skate Park Equipment Removal and
Replacement. Motion Carried unanimously.
13. APPROVE/DENY SETTING SPECIAL CITY COUNCIL MEETING FOR MARCH 31, 2020,
FOR TRUNK HWY 15/MAIN STREET PROJECT ITEMS
Motion by Czmowski, second by Cook, to approve setting Special Meeting for March 31, 2020, at
5:30 pm. Motion carried unanimously.
GOVERNANCE
(T epurpose o t is portion of the agenda is to deal with organizational development issues, includingpolicies,
performances, and other matters that manage the logistics of the organization. May include monitoring reports,
policy development and governance process items)
14. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS
�a) Hutchinson Economic Development Authority Board Minutes from January 22, 2020
b) Hutchinson Library Board Minutes from January 27, 2020
�c) Hutchinson Utilities Commission Minutes from January 29, 2020
d) City of Hutchinson December 2019 Preliminary Financial Statements & Local Sales Tax Update
NHSCELLANEOUS
15. STAFF UPDATES
Kent Exner - Mr. Exner commented that the public has been notifying staff of various potholes
throughout the community. Mr. Exner noted that Public Works is aware of the areas. Public Works is
trying to avoid cold mix so they are hoping for hot mix plants to open soon. The frost is almost out and
Exner does not foresee significant boils. Exner noted the intersection of Second Avenue and Dale
.19
CITY COUNCIL MINUTES March 10, 2020
Street is a significant issue. Staff plans to clean out the potholes, use hot mix and spray sealant over the
patch.
Matt Jaunich — Mr. Jaunich mentioned that staff is reviewing current policies regarding pandemics in
regards to the Coronavirus. The League of MN Cities is putting on a webinar to make sure the City is
taking the right steps to be ready. Jaunich will be sitting in on the webinar along with Human Resource
Director, Brenda Ewing. Jaunich also mentioned the Finance Department received notice that they
received a Certificate of Achievement for the 2018 financial audit. This is the 23rd straight year they
have received the recognition for outstanding reporting.
12. COUNCIL/MAYOR UPDATE
Mary Christensen — Council Member Christensen congratulated girls' high school hockey on their win
over South St. Paul.
Dave Sebesta — Council Member Sebesta requested Mayor Forcier to do a proclamation for March 29,
as the Disabled American Veterans (DAV) will be 100 years old. There will be a program at the VFW
on March 29 as well.
Steve Cook — Council Member Cook asked Kent Exner if he will be working on the franchise Cook
mentioned a while back. Exner agreed he would be working on it. Cook also had questions regarding
bills related to Econo Foods. City Administrator Matt Jaunich explained they were for testing on the
facility. City Attorney Marc Sebora added all tests conducted have come back fine and he is working
with the title company on a few questions regarding encroachment. He is still anticipating closing in
April.
Chad Czmowski — Council Member Czmowski commented that the revised food truck ordinance has
been positive. He also mentioned the skate boarders will appreciate the improvements being made to
the skate park.
Gary Forcier — Mayor Forcier congratulated the girls & boys hockey team on a great season and state
appearance. He also congratulated the wrestling team for taking 5t' at state individual wrestlers, Cale
Luthens and Alex Nelson for placing 5t' & Grant Peirce for placing 6'. He also congratulated
swimmers, Matthew Olberg for placing 8t' for the 500 freestyle and Connor Hogan for placing 7t' for
the backstroke and 11' for freestyle. Great job representing Hutchinson as a team and individually.
Mayor Forcier also mentioned the passing of Jerry Carlson. He was a special person, coach, teacher
and mentor. He will be missed.
ADJOURNMENT
Motion by Czmowski, second by Christensen, to adjourn at 6:40 p.m. Motion carried unanimously.
HUTCHINSON CITY COUNCIL
SPECIAL EMERGENCY MEETING
MINUTES
TUESDAY, MARCH 17, 2020 @ 5:30 P.M.
CITY CENTER — COUNCIL CHAMBERS
1. Call to Order
Mayor Gary Forcier called the meeting to order. Members present were Steve Cook, Chad
Czmowski, Mary Christensen and Dave Sebesta. Others present were Matt Jaunich, City
Administrator and Marc Sebora, City Attorney.
DISCUSSION/REVIEW ITEMS
2. Review/Background on COVID-19
Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich provided an update
on Minnesota case information related to COVID-19. There are no confirmed cases in McLeod
County as of today. The fatality rate for COVID-19 is 2.3%. Mr. Jaunich noted that the purpose
of pandemic intervention is to flatten the curve of spreading the virus.
3. Update on the City's Preparedness
a. Chief Gifferson & Chief Schumann
Police Chief Tom Gifferson presented before the Council. Chief Gifferson noted that
new protocols have been put in place for the police department related to medical
responses and calls for response. In addition, law enforcement officers will be wearing
gloves, eye protection and masks.
Fire Chief Mike Schumann presented before the Council. Chief Schumann explained
that the fire department will be filtering calls and screening on the front end before
responding on officer only calls and medical calls. Chief Schumann noted that the fire
department has an adequate supply of PPE and will be limiting exposure as much as
possible. In addition, all law enforcement/fire/EMS agencies have submitted inventory
lists so all are aware of what is available.
Chief Gifferson noted that the Governor's Order on mandatory closing of certain
businesses will be addressed accordingly should violations occur. Chief Gifferson also
explained the type of calls that should come in to 911 and those that should come into the
administrative lines for those needing services.
b. City's Pandemic Response Plan
Mr. Jaunich noted that the City's current Pandemic Response Plan was distributed this
evening and was last updated in 2007. Admittedly, the plan needs to be updated again,
but nevertheless is what the city has on record.
4. Governor's State of the Emergency and How that Impacts Us
a. Discussion on the City Declaring a State of Emergency
Mr. Jaunich explained that at this point he and his staff do not feel there is a need for the
City to declare a state of emergency. Chief Gifferson explained that when a city declares
a state of emergency it allows a city to access FEMA aid, make large purchases outside
the normal parameters, etc. Both Chief Gifferson and Mr. Jaunich do not feel that the
city needs these additional resources at this time and therefore do not need to declare a
city emergency. The mayor does have the authority to declare a city emergency at any
time and if the Council wishes to do so at this time, they obviously have the authority to
do so.
5. Current City Services Impacted
Mr. Jaunich reviewed what current city services have been impacted to date due to the COVID-19
pandemic. The Senior Center is closed; Senior Dining is closed; Event Center is closed; Rec
Center is closed; Public Library will be closing today at 6:00 p.m.; Driver Exam/Testing that
occurs at City Center on Thursdays is cancelled for the rest of the month; and rental inspections
have been halted.
Water/wastewater, Creekside, Liquor Hutch, DMV and City Center are all still open. Mr. Jaunich
did note that many agencies surrounding the City are closing, such as McLeod County offices.
6. Essential Services
Mr. Jaunich reviewed what essential services are identified in the Pandemic Response Plan: keep
power on; keep water running; maintain law and order; provide information to the public; care for
the sick; remove/house deceased; and maintain sanitation/remove garbage.
7. City Utilities
HUC has announced that they will not be disconnecting any utilities for nonpayment/late
payment at this time and deadlines will be extended for payments. The City utilities
(water/sewer/garbage) will implement the same practices during this time. The Council noted
that they agree with these measures. Mr. Jaunich noted that formal actions on items addressed
this evening will be included on next week's regular City Council agenda. Mr. Jaunich noted that
staff is requesting of the public that if they do not need to be at City Center, to simply not come.
There are several ways to pay utility bills and he is encouraging residents to take advantage of
alternative methods rather than coming in person to pay bills.
8. City Operations and Staffing
a. Pandemic Response Policy 3.27
Mr. Jaunich noted that he is comfortable with the City Center remaining open, however direction
of the Council is what will be honored. Mr. Jaunich distributed Policy 3.27, Pandemic Response.
Staff has revised the policy to fit today's situation. Mr. Jaunich noted that should the City Center
and other areas close and employees are sent home, he is suggesting two options for the Council
to consider to compensate employees that are included in the revised policy: either granting three
weeks of temporary pandemic leave to regular full time and part time employees or just simply
continuing to pay employees at their normal rate of pay during the pandemic event. This policy
will be considered at the March 24, 2020, regular City Council meeting.
9. Future Council Meetings
Mr. Jaunich explained that other cities are considering alternative methods to conduct future
Council meetings — such as an alternative location with more space, telephonic/conference calls,
interactive television, etc. These things can be considered by Hutchinson as well.
Council Member Czmowski suggested that the Council still meet as a body in person, but perhaps
at the Event Center where there is more space. He also suggested only putting completely
necessary items on the agenda to keep the meetings short. Mr. Jaunich also noted that he will be
indicating to staff that if they are not required to be at a Council meeting, to not attend.
10. Future/Immediate Considerations
11. Directions to City Staff
Mr. Jaunich noted that staff s intentions at this time is to continue operating as normal unless
directed otherwise. He noted that precautions and sanitary measures are in place. Discussion was
held regarding the positives and negatives of closing Liquor Hutch as it is the only liquor store in
the city. The liquor store manager currently feels comfortable remaining open.
12. Questions/Anything Else?
Mr. Jaunich noted that all information is on the City's Facebook page and web page. He is
directly sending communications to staff members. He also noted that the City is following
direction from the CDC and the Minnesota Department of Health.
Council Member Cook noted that the federal government is considering a bill to provide
compensation to citizens as a result of this pandemic and he asked if that will be taken into
consideration when the City determines how to compensate employees if they are asked not to
work.
13. Adjournment
Motion by Christensen, second by Sebesta, to adjourn at 6:45 p.m. Motion carried unanimously.
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: Backhoe acquisition, Purchase Order #020000
Department: PW/Eng
LICENSE SECTION
Meeting Date: 3/24/2020
Application Complete N/A
Contact: John Olson
Agenda Item Type:
Presenter: John Olson
Reviewed by Staff ❑
Consent Agenda
Time Requested (Minutes): 0
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
The City currently owns a 1987 John Deere 210C backhoe. It is used primarily at the Cemetery, but is also used for
street maintenance and work at various municipal facilities. The current backhoe has approximately 3,625 hours on it.
Public Works staff committed to looking for a good used backhoe. New backhoes this size cost between $90,000 -
$95,000 new. A used unit no more than 5-7 years old with 1,000 or fewer hours is adequate.
Public Works staff looked for features to improve operations in the cramped quarters experienced at the cemetery.
The model that best fit our situation was the JCB 3CX, and especially the compact version.
We found a used 2014 with 50-60 hours on it for $63,000 from a private party, but another person bid several
thousand dollars over the asking price, so they ended up with it. Pete Dehn, the Cemetery Lead, found another
machine down in Zumbrota, MN.
While there was one customer ahead of us, we found out on March 6, that deal wasn't going to happen. Public Works
staff went to Zumbrota on March 9 to inspect and operate the machine. It is a 2016 with 30-40 hours on it for
$64,500. The Public Works staff that inspected and operated the backhoe agreed it would be a good fit for the City.
In addition to the backhoe, we are planning to acquire a new quick attach cemetery bucket and put turf tires on the
tractor to protect the landscaping at the cemetery.
Public Works staff recommends acquiring this backhoe, that will serve the City well for many years to come.
$64,500 - USED - 2016 JCB 3CX Compact backhoe
$ 4,900 - NEW - Turf tires
$ 1,800 - NEW - Cemetery bucket
$ 1,080 - NEW - Manual quick attach
$ 450 - Delivery Total = $72,730 Budgeted: $79,500
BOARD ACTION REQUESTED:
Approve purchase order #020000 to J&S Repair for acquisition of a 2016 JCB C3X Compact backhoe for $72,730.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost:
Total City Cost: $ 72,730.00 Funding Source:
Remaining Cost: -$ 72,730.00 Funding Source: Vehicle/Equipment replacement fund
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HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: Replay Application 2020, Purchase Order #020001
Department: PW/Eng
LICENSE SECTION
Meeting Date: 3/24/2020
Application Complete N/A
Contact: John Olson
Agenda Item Type:
Presenter: John Olson
Reviewed by Staff ❑
Consent Agenda
Time Requested (Minutes): 0
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
Keeping good streets in as good of condition as possible for as long as possible is much less expensive than making
repairs to or rebuilding streets.
In a study using Hutchinson's data, done by the Agricultural Utilization Research Institute, it has been clearly identified
that the practice the City has had in place since 2012 for treating roadways with Replay agricultural oil and
preservation agent has resulted in streets with significantly fewer distresses, compared to untreated streets.
When we first started this program, the hope was to apply a treatment and seal coat the road 6-8 years later.
However, it is possible to apply a second treatment instead, It appears feasible that certainly two treatments will be
effective, and perhaps three or more treatments every 6-8 years will be possible before higher level maintenance will
be needed.
Replay penetrates into the top inch or so of the pavement, rejuvenating oxidized polymers and adding polymers to the
bituminous, in essence "gluing" the top inch of the pavement together.
Replay is made up of agricultural products, primarily soybean oil. The material is not toxic, nor does it have to be
applied at a high temperature. Replay has a distinct citrus odor when it is first applied. The odor dissipates quickly,
but may be smelt for a few days, depending upon weather conditions. It stays 'wet -looking' for about two weeks.
After that, there's little evidence that anything has taken place. Replay does not harm roadside vegetation or create
messes on vehicles or property, which is an advantage over seal coating with oil and rock.
The price of Replay is slightly less than seal coating. The plan is to treat 72,498 square yards at $1.69 =
$122,521.62. The budget in the Infrastructure Maintenance fund for this was identified at $128,199, 4.4% under
budget.
BOARD ACTION REQUESTED:
Approve purchase order #020001 to Bargen, Inc for 2020 Replay application for $122,521.61.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost:
Total City Cost: $ 72,730.00 Funding Source:
Remaining Cost: -$ 72,730.00 Funding Source: Vehicle/Equipment replacement fund
ARGE
INCORPORATED
606 County Road 1
Phone (507) 427-2924
Mountain Lake, MN 56159
March 9, 2020
City of Hutchinson
Attn: John Olson
1400 Adams Street SE
Hutchinson, MN 55350
Dear John,
Thank you for the opportunity to explain the asphalt pavement maintenance services our firm offers and to
provide you with a quote for your project. I am confident that you will find the services beneficial for your roads. I
would like to explain the procedures our service crew uses.
RePlay Procedure (clear seal coat
We will clean the area in preparation for the Seal Coat. The RePlay Agricultural Oil Seal and
Preservation Agent will be spray applied in one coat. RePlay is designed to extend the life of
new and existing asphalt surfaces. (Note: will cure In less than 3 hours
Project Prices - Our price includes all materials, applicable taxes and labor to complete the project as explained.
Please note: The Customer is responsible for notifying the public that we will be working in your area.
Pavement maintenance can be extremely dusty and dirty work and we strongly encourage the public to keep their
Personal property at a strong distance away from our work zone. This will ovoid any possible concerns for dust
debris or damage. A recommended distance would be 75 —150 feet away from the work zone. An Insurance
Certlflcate is available upon request.
The price to apply RePlay on the streets selected by John (on the enclosed list) will be $1.69 per
square yard sprayed. The total estimated price will be 72,498 sy @ 1.69/sy = $122,521.62. The total
project price is subject to the actual amount of square yards sprayed.
The_price_statgct above is whit vue_need _.ta. complete the, project. If there are any_l3id Bonds, or_Ppvrnent_ i nd/or � A
Performance Bonds needed for this_project the it cost will need to be ADDED to_the prices listed above. (� `'
TERMS: Owner agrees that all payments required under this Contract shall be due and payable within 30 days of
date of invoice. Owner further agrees that Bargen Inc. may charge interest at the annual rate of eighteen percent
(18%), unless a lesser percentage is required by law on any sum due under this Contract which is not paid within 30
days of invoice date. If payments are not made when due, interest, costs incidental to collection and attorney's fees
(if any attorney is retained for collection) shall be added to the unpaid balance. Bargen Inc. reserves the right,
without penalty from Owner, to stop work on the project if Owner does not make payments to Bargen Inc. when
due.
This Proposal/Contract may be withdrawn by Bargen Inc. if not accepted within 30 days, or at anytime, subject to
increases related to material prices as noted above.
Acceptance of proposal — The above prices, specifications and conditions are satisfactory and are hereby accepted,
You are authorized to do the work as specified. This proposal may be withdrawn if not accepted within 30 days.
Date of acceptance Purchase Order #
Signature
Signature
Thank you for the opportunity to provide you with information on 0e asphalt pavement maintenance needs in
your community. I am confident that you will find the products used and the workmanship of our crew of the
highest quality. I look forward to working with you in the near future.
Sincerely,
terry Van tyke
BARGEN. INC.
JVD/mq
Project for City of Hutchinson — RePlay
Our Mission
Bargee, Inc. is commit-
ted to eacellencc and,
because of this, we take
pride in our team of
proressional a-aftsmcn.
Our primary purpose is
to provide knowledge-
able recommendations,
quality worlunauship
and exccptioralscrvic.e.
Our goal is satisfied
L'iltilUfnerS 1Vlto have,
rercived the most tialuc
lei (hen-inveslmcnt,
WCkitC: WIAIA,I)argcnnic.curo
f=.mail bargerJnbait;cninccim�
City of Hutchinson
Pavement Network Summary
Map
ID Street
From
To
Length
Width
Area
Add'I area SF
SY
559 2nd Ave NW
Franklin St NW
Main St N
314.4
31
9,748
9,748
1,083
567 2nd Ave SE
Bridge
Arch St SE
297.5
28
8,329
8,329
925
568 2nd Ave SE
Arch St SE
Michigan St SE
679.6
28
19,029
19,079
2,114
196 4th Ave NE
Cul de Sac
Adams St NE
276.3
44
12,155
12,155
1,351
820 5th Ave NW
Montana St NW
Texas Ave NW
290.1
46
13,346
13,346
1,483
830SthAve NW
Texas Ave NW
KouweStNW
272.5
38
10,355
10,355
1,151
132 11th Ave NE
Elm St NE
Maole St NE
628.4
36
22,621
22,621
2,513
849 Alaska Ct NW
Carolina Ave NW
Cul-De-Sac
279.3
32
8,937
(0) 8,937
993
44 Carolina Ave NW
Alaska Ct NW
California St NW
300.4
32
9,614
- 9,614
1,068
48 Century Ave SE
Highway 15 S
Bradford St SE
1,731.0
36
62,316
62,316
6,924
49 Century Ave SE
Bradford St SE
Randall Rd SE
400.3
36
14,412
14,412
1,601
50 Century Ave SE
Randall Rd SE
Sherwood St SE
384.9
36
13,857
13,857
1,540
51 Century Ave SE
Sherwood 5t SE
Jorgenson St 5E
427.5
36
15,389
15,389
1,710
52 Century Ave SE
Jorgenson St SE
Jefferson St SE
488.7
36
17,592
17,592
1,955
229 Gauger St NE
Highway 7 E
Dead End
125.0
24
3,000
3,000
333
273 Hanson Dr SW
Dead End
Lyndale Ave SW
159.8
29
4,634
4,634
515
744 Jefferson Ct SE
Cul-De-Sac
Jefferson St SE
307.2
29
8,908
8,908
990
Jefferson St SE
Toronto Blvd SE
Edmonton Ave SE
812.4
32
25,997
25,997
2,989
326 Jefferson St SE
Edmonton Ave SE
Southfork Dr SE
409,2
32
13,093
13,093
1,455
834 Jefferson St SE
Southfork Dr SE
Jefferson Ct SE
656.2
32
20,999
20,999
2,333
809 Jefferson St SE
Jefferson Ct SF.
Century Ave SE
1,735.6
32
55,539
5S,539
6,171
484 Northwoods Ave NE
Main St N
Service Rd - 3
57.6
36
2,074
2,074
230
693 Northwoods Ave NE
Service Rd-3
Oak St NE
327.8
36
11,801
11,801
1,311
485 Northwoods Ave NE
Oak St NE
Elm St NE
338.0
36
12,168
12,168
1,352
486 Northwoods Ave NE
Elm 5t NE
Ash St NE
329.4
36
11,857
11,857
1,317
487 Northwoods Ave NE
Ash St NE
Maple St NE
382A
36
13,766
13,766
1,530
542 School Rd NW
Highway 7 W
Rolling Oaks Lri NW
529.5
40
21,180
21,180
2,353
543 School Rd NW
Rolling Oaks to NW
7th Ave NW
1,626.6
40
65,064
65,064
7,229
544 School Rd NW
7thAve NW
Carolina Ave NW
329.5
40
13,179
13,179
1,464
545 School Rd NW
Carolina Ave NW
8th Ave NW
251.8
40
10,071
10,071
1,119
546 School Rd NW
8th Ave NW
Arizona St NW
401.5
40
16,060
16,060
1,784
547 School Rd NW
Arizona St NW
California St NW
900,8
40
36,033
36,033
4,004
548 School Rd NW
California St NW
Golf Course Rd NW
259.9
40
10,397
10,397
1,15S
621 Spruce Ct NE
6th Ave NE
C,ul•De•Sac
210.9
28
5;907
5,901
656
622 Spruce St NE
College Ave NE
Noithwoods Ave NE
1,006.2
35
35,218
35,218
3,913
City of Hutchinson
Pavement Network Summary
Map
ID Street From To Length Width Area Add'larea SF SY
872 Texas Or NW Texas Ave NW Cul-De-Sac 3003 30 9,021 9,021 1,002
873 Texas Ct NW Texas Ave NW cul-De-Sac 293.7 30 8,812 8,812 979
TOTAL
72,498
First Application of Replay on newly constructed street 26,822
Second Application of Replay on existing street 45,675
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HUTCHINSON CITY COUNCIL
ci=y�fAa�
Request for Board Action
7AL =-W
Resolution #15154 Closing Various City Funds
Agenda Item:
Department: Finance
LICENSE SECTION
Meeting Date: 3/24/2020
Application Complete N/A
Contact: Andy Reid
Agenda Item Type:
Presenter: Andy Reid
Reviewed by Staff
Consent Agenda
Time Requested (Minutes): 1
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
The construction projects accounted for within the 2017 Construction Fund where finalized in 2019 with no further
obligations. This fund will be closed into the 2017 Debt Service fund to be used towards future debt tax levies. The
transfer amount of $74,121 has been made in fiscal year 2019.
BOARD ACTION REQUESTED:
Approve Resolution #14154, closing the 2017 Construction fund.
Fiscal Impact: $ 0.00 Funding Source:
FTE Impact: Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source: N/A
Remaining Cost: $ 0.00 Funding Source: N/A
CITY OF HUTCHINSON
RESOLUTION NO. 15154
CLOSING OF THE 2017 CONSTRUCTION FUND
TO THE
2017 DEBT SERVICE FUND
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA:
THAT, the following funds are hereby closed,
Closed Fund Receiving Fund
2017 Construction Fund 2017 Debt Service Fund
THAT, any remaining fund balances, including cash, are hereby transferred into the fund
designated as the Receiving Fund.
THAT, said transfers are hereby effective and apply to the 2019 fiscal year.
Adopted by the City Council this 24th day of March 2020.
Gary Forcier
Mayor
ATTESTED:
Matthew Jaunich
City Administrator
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: Consideration of Non -Waiver of Tort Liability Limits for General Liability
Department: Finance
LICENSE SECTION
Meeting Date: 3/24/2020
Application Complete N/A
Contact: Andy Reid
Agenda Item Type:
Presenter: Andy Reid
Reviewed by Staff ❑
Consent Agenda
Time Requested (Minutes): 3
License Contingency N/A
Attachments: No
BACKGROUND/EXPLANATION OFAGENDA ITEM:
As part of the City's renewal of its general liability insurance policy for the period July 2020 through June 202, the City
must decide whether or not to waive the statutory municipal tort liability limits of $500,000 per claimant and
$1,500,000 per occurrence. If the City does waive the limit, then the City must purchase excess liability coverage.
Historically the City has not waived the municipal tort, because by doing so, the City exposes itself to potential claims
and payments above the statutory limit.
This is an annual city council decision that the League of MN Cities Insurance Trust requires. This decision also
applies to the separate policy for the HATS Facility. Staff recommendation is to not waive the tort liability limits.
BOARD ACTION REQUESTED:
The Council is requested to not waive the tort liability limits for the policy period of July 2020 through June 2021.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
CHECK REGISTER A FOR CITY OF HUTCHINSON
CHECK DATE FROM 3/6/20 - 3/24/20
Check Date
--------------------
03/06/2020
Check
-----------------
209648
Vendor Name
---------------------------------------------------------------
GREG NADEAU
Description
---------------------------------------------------------------------------------------------------
TIME/PAY
Amount
--------------------------
496.81
03/13/2020
209649
Payroll Check
Payroll 2/23/20 - 3/7/20
205.00
03/13/2020
209650
NCPERS
Payroll 2/23/20 - 3/7/20
320.00
03/13/2020
209651
HART
Payrol 12/23/20 - 3/7/20
585.47
03/13/2020
EFT1166
EFTPS
Payrol 12/23/20 - 3/7/20
61,716.26
03/13/2020
EFT1167
Child Support
Payrol 12/23/20 - 3/7/20
559.78
03/13/2020
EFT1168
MN Dept of Revenue
Payrol 12/23/20 - 3/7/20
11,583.03
03/13/2020
EFT1169
Provident Life Insurance
Payroll 2/23/20 - 3/7/20
640.51
03/13/2020
EFT1170
PERA
Payrol 12/23/20 - 3/7/20
52,137.49
03/13/2020
EFT1171
TASC-Flex
Payrol 12/23/20 - 3/7/20
1,679.56
03/13/2020
EFT1172
TASC-H S A
Payrol 12/23/20 - 3/7/20
13,583.04
03/13/2020
EFT1173
ICMA
Payrol 12/23/20 - 3/7/20
3,235.00
03/13/2020
EFT1174
VOYA
Payrol 12/23/20 - 3/7/20
330.00
03/13/2020
EFT1175
MNDCP
Payrol 12/23/20 - 3/7/20
350.00
03/24/2020
209652
48FORTY SOLUTIONS, LLC
PALLETS FOR CREEKSIDE PRODUCTION
7,448.23
03/24/2020
209653
A TO Z CHEMICAL SUPPLY
GREEN FIRE SUPPLIES -AIRPORT
695.93
03/24/2020
209654
AARP
MARCH INSTRUCTION - SR CENTER
345.00
03/24/2020
209655
ABEL REALTY ADVISORS, LLC
FEB 2020 RETAILER BILLING: ECONO FOODS
3,500.00
03/24/2020
209656
ACE HARDWARE - 1315
REPAIR & MAINT SUPPLIES - VARIOUS DEPTS
519.93
03/24/2020
209657
ACE HARDWARE - 1825
REPAIR & MAINT SUPPLIES - POLICE
19.45
03/24/2020
209658
AEM MECHANICAL SERVICES INC
IGNITION MODULE FOR CARWASH - HATS
408.16
03/24/2020
209659
ALTERNATIVE BUSINESS FURNITURE
MONITOR & KEYBOARD ARMS - DMV
1,341.91
03/24/2020
209660
AMERICAN BOTTLING CO
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
2O5.68
03/24/2020
209661
AMERIPRIDE SERVICES
3/9 CLEANING SERVICES- LIQUOR HUTCH
125.49
03/24/2020
209662
ANIMAL MEDICAL CENTER ON CROW RIVER
PROCESSING/BOARDING FEES - POLICE
479.00
03/24/2020
209663
ANN ULRICH
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209664
ARCTIC GLACI ER USA INC.
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
219.67
03/24/2020
209665
ARROWHEAD FORENSICS
EVIDENCE SUPPLIES -POLICE
23.15
03/24/2020
209666
ARTISAN BEER COMPANY
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
1,168.40
03/24/2020
209667
ASHLEY MCLAIN
REFUND: ECFE CLASS CANCELLED
16.00
03/24/2020
209668
AUTO VALUE - GLENCOE
REPAIR & MAINT SUPPLIES - HATS
818.86
03/24/2020
209669
B & C PLUMBING & HEATING INC
REPLACED MIXING VALVE FOR BOILER - POLICE
338.39
03/24/2020
209670
BARB HENKE
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209671
BASF CORPORATION
MULCH FOR CREEKSIDE INVENTORY
18,876.00
03/24/2020
209672
BELLBOY CORP
FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH
6,832.37
03/24/2020
209673
BETTY BRANDT
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209674
BOB & DIANNE TEPLEY
REFUND: BRANSON SR TOUR CANCELLATION
120.00
03/24/2020
209675
BODY LAB USA
REFUND: EVENT CENTER CANCELLATION DUE TO COVID-19
270.00
03/24/2020
209676
BREAKTHRU BEVERAGE
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
11,921.26
03/24/2020
209677
BRUCE & SANDY BIERKLUND
REFUND: BRANSON SR TOUR CANCELLATION
120.00
03/24/2020
209678
BW WELDING
FABRICATE 1" 1018 SHAFT - WWTP
130.68
03/24/2020
209679
C & L DISTRIBUTING
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
30,012.12
03/24/2020
209680
CARD SERVICES
SR CENTER SUPPLIES
109.79
03/24/2020
209681
CAROL NEMITZ
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209682
CAROL NOTCH
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209683
CAROL OLSON
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209684
CAROL OTTO
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209685
CARS ON PATROL SHOP LLC
TOWING FOR POLICE DEPT
125.00
03/24/2020
209686
CENTRAL HYDRAULICS
REPAIR & PARTS - VARIOUS DEPTS
180.46
03/24/2020
209687
CENTRAL INSULATION
HRA LOAN FEUERBORN
5,000.00
03/24/2020
209688
CENTRAL MCGOWAN
MISC SUPPLIES - VARIOUS DEPTS
150.80
03/24/2020
209689
CHANDLERTHINKS, LLC
BRANDING INVOICE #5
8,937.50
03/24/2020
209690
CINTAS CORPORATION
MONTHLY CLEANING SERVICES - VARIOUS DEPTS
264.47
03/24/2020
209691
CREEKSIDE SOILS
TOPSOIL - GATEWAY PARK
73.80
03/24/2020
209692
CROW RIVER AUTO & TRUCK REPAIR
VEHICLE REPAIR- STREETS
294.14
03/24/2020
209693
CROW RIVER FLORAL & GIFTS
FLOWER BASKET: A PALUBESKIE
42.50
03/24/2020
209694
CROW RIVER WINERY
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
898.80
03/24/2020
209695
CZECH, RANDY
REIMB: EXAM FEE & REFRESHER EXPENSES
305.42
03/24/2020
209696
D & S TROPHIES & EMBROIDERY
ENGRAVING - PLANNING DEPT
10.00
03/24/2020
209697
DARLENE KENNING
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209698
DELEGARD TOOL CO
SMALL TOOLS & EQUI PMENT - HATS
466.09
03/24/2020
209699
DIANE NEUBARTH
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209700
DOMINO'S PIZZA
PIZZA FOR SAFETYTRAINING
249.10
03/24/2020
209701
DONNA GEHRKE
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209702
DUNDEE
BASKET: R LOEHRER & J CARLSON
69.99
03/24/2020
209703
DYNA SYSTEMS
SCREWS, WASHERS- WWTP
185.02
03/24/2020
209704
E2 ELECTRICAL SERVICES INC
REPAIR & MAINT SERVICE - VARIOUS DEPTS
7,377.69
03/24/2020
209705
EL DONNA HARBARTH
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209706
ELVERA LANG
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209707
FARM -RITE EQUIPMENT
SKIDLOADER CLAMP - REFUSE
69.87
03/24/2020
209708
FASTENAL COMPANY
REPAIR & MAINT SUPPLIES - VARIOUS DEPTS
590.48
03/24/2020
209709
FENSKE, BRUCE
REIMB: SAFETY FOOTWEAR - STREETS
149.95
03/24/2020
209710
FERGUSON WATERWORKS #2516
COUPLINGS FOR METERS - WATER
16.19
CHECK REGISTER A FOR CITY OF HUTCHINSON
CHECK DATE FROM 3/6/20 - 3/24/20
Check Date
--------------------
03/24/2020
Check
-----------------
209711
Vendor Name
---------------------------------------------------------------
FIRSTADVANTAGE LNS OCC HEALTH SOLU
Description
---------------------------------------------------------------------------------------------------
EMPLOYEE DRUG TESTING
Amount
--------------------------
333.24
03/24/2020
209712
FORCE AMERICA
REPAIR CHARGE FOR MODULAR JOYSTICK - STREETS
763.64
03/24/2020
209713
FOSTER MECHANICAL
REPAIRS & INSPECTIONS- VARIOUS DEPTS
830.20
03/24/2020
209714
FOSTER'S INC.
FOS CATALOG FOR ADVERTISING - CREEKSIDE
127.13
03/24/2020
209715
FRONTIER PRECISION INC
ROBOTIC TOTAL STATION CLEAN & CALI BRATION - IT
810.00
03/24/2020
209716
GARY & SHERRI KNUDSEN
REFUND: SR FUNDRAISING CONCERT CANCELLED
40.00
03/24/2020
209717
GAVIN, JANSSEN & STABENOW, LTD
FEBRUARY SERVICES - LEGAL
3,300.00
03/24/2020
209718
GLORIA JANICKE
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209719
GRAINGER
REPAIR & MAINT SUPPLIES - VARIOUS DEPTS
1,504.04
03/24/2020
209720
GRANDVIEW VALLEY WINERY
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
672.00
03/24/2020
209721
GRATKE, TIM
REIMB: INNOVATIVE CONF, LEGISLATIVE HOUSE HEARING
158.93
03/24/2020
209722
HACH COMPANY
LAB SUPPLIES -WWTP
48.69
03/24/2020
209723
HARLOW & WILLMA KARG
REFUND: BRANSON SR TOUR CANCELLATION
120.00
03/24/2020
209724
HARPER BROOMS
BRUSHES, BROOMS, SHOVELS - CREEKSIDE
449.36
03/24/2020
209725
HARRIET STURGES
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209726
HAZEL SITZ
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209727
HILLYARD / HUTCHINSON
CLEANING SUPPLIES - WATER
56.98
03/24/2020
209728
HOMETOWN SPORTS & APPAREL
LOGO'D SHIRTS - EDA
100.00
03/24/2020
209729
HOWK, DAN
REIMB: MRPA PLAYGROUND CLASS
25.18
03/24/2020
209730
HULS, MARJORIE
UB refund for account: 2-470-7140-4-00
6.09
03/24/2020
209731
HUTCH AUTO BODY
VEHICLE REPAIR - IT
2,678.40
03/24/2020
209732
HUTCHFIELD SERVICES INC
MARCH JANITORIAL SERVICES - HATS
1,415.00
03/24/2020
209733
HUTCHINSON CO-OP
FUEL - VARIOUS DEPTS
8,856.92
03/24/2020
209734
HUTCHINSON HEALTH
EMPLOYEE DRUG TESTING
688.00
03/24/2020
209735
HUTCHINSON HRA
HRA LOAN FEUERBORN
500.00
03/24/2020
209736
HUTCHINSON LEADER
FEBRUARY ADVERTISING - LIQUOR HUTCH
1,481.00
03/24/2020
209737
HUTCHINSON UTILITIES
Jan Utilities 2/1 - 3/1'20
94,199.17
03/24/2020
209738
HUTCHINSON UTILITIES
DAMAGE PREVENTION MTG / ONE CALL SERVICE - WATER
200.00
03/24/2020
209739
HUTCHINSON WHOLESALE #1550
MISC SUPPLIES - VARIOUS DEPTS
305.52
03/24/2020
209740
HUTCHINSON WHOLESALE #1552
OIL - PARKS
23.90
03/24/2020
209741
HUTTON, CHRIS
REIMB: JURY DUTY MILEAGE
31.32
03/24/2020
209742
INGSTAD BROADCASTING
ADVERTISING - LIQUOR HUTCH
98.00
03/24/2020
209743
INTEGRATED POWER SERVICES LLC
PUMP MOTOR - WWTP
2,352.56
03/24/2020
209744
INTEPLASTGROUP
WONDERBLEND'" BAG FILM
12,660.38
03/24/2020
209745
INTERSTATE BATTERY SYSTEM MINNEAPOLIS
EQUIPMENT PARTS - HATS
399.89
03/24/2020
209746
ISD #423
COMMUNITY EDUCATION JANUARY CLASSES
6,410.00
03/24/2020
209747
JACK'S UNIFORMS & EQUIPMENT
POLICE UNIFORMS
1,039.16
03/24/2020
209748
JANE ORVIS
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209749
JEANNE LANGAN
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209750
JEFF MEEHAN SALES INC.
JAN & FEB 2020 CREEKSIDE COMMISSIONS
11,019.21
03/24/2020
209751
JILL ENGELMANN
REFUND: HUSA SOCCER
115.00
03/24/2020
209752
JOHNSON BROTHERS LIQUOR CO.
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
19,248.99
03/24/2020
209753
JOHNSON CONTROLS FIRE PROTECTION LP
6/1/19 - 5/31/20 FIRE PROTECTION CONTRACT- EVENT CENTER
216.27
03/24/2020
209754
KAREN GUSTAFSON
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209755
KAREN SHAW
REFUND: SR FUNDRAISING CONCERT CANCELLED
20.00
03/24/2020
209756
KATHY LUDOWESE
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209757
KATLYN POKORNOWSKI
REFUND: CLASS CANCELLED - COMM ED
60.00
03/24/2020
209758
KEITH ANDERSON
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209759
KERI'S CLEANING & HANDYMAN SERVICES
2/16 - 2/29 CLEANING SERVICES CC, LIB, SR DIN
1,947.03
03/24/2020
209760
KOHLS SWEEPING SERVICE
DOZER, PILE CONCRETE @ CREEKSIDE
585.00
03/24/2020
209761
L & P SUPPLY CO
EQUIPMENT, PARTS, REPAIR -VARIOUS DEPTS
2,915.88
03/24/2020
209762
LEAGUE OF MN CITIES
2020 MCMA CONFERENCE: MATT JAUNICH
520.00
03/24/2020
209763
LEAGUE OF MN CITIES -INS TRUST
2ND QTR INSURANCE PREMIUMS
133,557.00
03/24/2020
209764
LOCHER BROTHERS INC
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
35,758.25
03/24/2020
209765
LOGIS
MAR APPL SUP-GIS BASE & DATA SERVICES
9,280.08
03/24/2020
209766
LORRAINE DAHLBERG
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209767
LUBE-TECH & PARTNERS, LLC
LIFT REPAIR - HATS
430.00
03/24/2020
209768
MACQUEEN EQUIP LLC
EQUIPMENT PARTS - VARIOUS DEPTS
6,529.27
03/24/2020
209769
MADDEN GALANTER HANSEN LLP
JANUARY SERVICES - LEGAL
51.00
03/24/2020
209770
MARCO TECHNOLOGIES, LLC
BARRACUDA ANNUAL RENEWAL4/24/20-4/23/21
3,541.44
03/24/2020
209771
MARCO TECHNOLOGIES, LLC
2/20 - 3/20'20 Contract - VARIOUS DEPTS
1,584.23
03/24/2020
209772
MARK BETKER CONSTRUCTION LLC
INSTALL OFFICE PARTITIONS @ CREEKSIDE
1,932.76
03/24/2020
209773
MAYTAG LAUNDRY & CAR WASH
2/21 CLEANING SERVICES - EVENT CENTER
67.01
03/24/2020
1209774
MCLEOD COUNTY HISTORIC PARTNERSHIP
CITY PLAT MAP PRESERVATION
455.60
03/24/2020
209775
MCLEOD COUNTY RECORDER
PERMITS - PLANNING & ZONING
112.00
03/24/2020
209776
MCLEOD PUBLISHING INC
HEARING AIRPORT ZONING
144.00
03/24/2020
209777
MEDICA
APRIL MEDICAL INSURANCE
149,039.59
03/24/2020
209778
MEEKER WASHED SAND & GRAVEL
SAND FOR STREET MAINTENANCE
5,038.80
03/24/2020
209779
MEGAN WICKENHAUSER
REFUND: CLASS CANCELLED - ECFE
30.00
03/24/2020
209780
MENARDS HUTCHINSON
REPAIR & MAINT SUPPLIES - VARIOUS DEPTS
800.26
03/24/2020
209781
MIDWEST PLAYSCAPES INC.
SWING HANGERS - PARKS
88.97
03/24/2020
209782
MINNESOTA CHIEFS OF POLICE
ETI REGISTRATION - POLICE
485.00
03/24/2020
209783
MINNESOTA CONTINUING LEGAL EDUCATION
2020UPDATE: MIN JUDGES CRIMBENCHBOOK-LEGAL
49.50
CHECK REGISTER A FOR CITY OF HUTCHINSON
CHECK DATE FROM 3/6/20 - 3/24/20
Check Date
,6_WZii0__2__0 --------
Check
2-0-9-7--8-4- ---------------
Vendor Name
M--I-N--N--E-S--O--T--A--D--E-P--T--O--F--H--E--A-L--T-H -------------------------
2tKdaim ------------------------------------------------------------------------------
Ql 2020 STATE FEE - WATER CONNECTIONS
Amount
------------------------ -
11,766.00
03/24/2020
209785
MINNESOTA VALLEY TESTING LAB
LAB SAMPLE TESTING - WWTP
459.40
03/24/2020
MOLECULAR REPAIR CONCEPTS INC
ELASTOMER, CONDITIONER - WWTP
252.35
_209786
03/24/2020
MPCA
WASTEWATER ANNUAL PERMIT FEE
14,350.00
_209787
03/24/2020
NERO ENGINEERING LLC
FEB ENGINEERING SERVICES - VARIOUS DEPTS
2,849.00
_209788
03/24/2020
NORTH AMERICAN SAFETY INC
SAFETY SUPPLIES - WWTP
93.90
_209789
03/24/2020
NORTH CENTRAL UTILITY
EQUIPMENT PARTS - HATS
77.70
_209790
03/24/2020
209791
NORTHERN BUSINESS PRODUCTS
CLEANING SUPPLIES- VARIOUS DEPTS
199.04
03/24/2020
209792
NUVERA
MAR PHONE SERVICES - VARIOUS DEPTS
5,915.58
03/24/2020
209793
O'REILLY AUTO PARTS
REPAIR & MAINT SUPPLIES - PARKS
443.52
03/24/2020
209794
OFFICE DEPOT
OFFICE SUPPLIES - MULTIPLE DEPTS
300.93
03/24/2020
209795
PAKOR INC
PASSPORT MEDIA KITS - DMV
169.00
03/24/2020
209796
PAUSTIS WINE COMPANY
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
629.40
03/24/2020
PENMAC STAFFING SERVICES, INC.
CREEKSIDE TEMPORARY STAFFING: 2/23 - 3/13
5,666.15
_209797
03/24/2020
209798
PEOPLEREADY INC
CREEKSIDE TEMPORARY STAFFING: 2/17 - 3/1
2,393.16
03/24/2020
PHILLIPS WINE & SPIRITS
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
8,300.60
_209799
03/24/2020
209800
PIONEERLAND LIBRARY SYSTEM
1ST QTR 2020 FUNDING REQUEST
44,197.50
03/24/2020
209801
PLUNKETTS PEST CONTROL
3/2 PEST CONTROL - ARENA
31.20
03/24/2020
209802
PREMIUM WATERS
MARCH SERVICES- PARKS
8.00
03/24/2020
209803
QUADE ELECTRIC
LAMPS -AIRPORT
109.11
03/24/2020
QUILLCORP
OFFICE SUPPLIES -POLICE
125.11
_209804
03/24/2020
209805
RAMAKER &ASSOCIATES INC
1/13/20 - 1/13/21 ANNUAL SUPPORT- CEMETERY
1,450.00
03/24/2020
RED BULL DISTRIBUTION COMPANY, INC.
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
180.00
_209806
03/24/2020
209807
RENA PEARSON
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
RESCUE PHONE INC
RESCUE PHONE QUAD CRISIS RESPONSE MODULE
6,495.00
_209808
03/24/2020
209809
RHONDASCHWARZE
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209810
RNL TRANSPORT LLC
CREEKSIDE FREIGHT TO MULTIPLE LOCATIONS
7,790.00
03/24/2020
209811
ROTOCHOPPER
REPAIR PARTS FOR CREEKSIDE GRINDER
824.56
03/24/2020
209812
RUNNING'S SUPPLY
REPAIR & MAINT SUPPLIES - VARIOUS DEPTS
651.99
03/24/2020
209813
RUTH SCHWARZE
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209814
SANDY ANDERSON
REFUND: BRANSON SR TOUR CANCELLATION
60.00
03/24/2020
209815
SANDYTRAXLER
REFUND: BRANSON SR TOUR CANCELLATION
80.00
03/24/2020
209816
SCH LAUDERAFF I M PLEMENT CO.
TRACTOR REPAIR -AIRPORT
2,149.09
03/24/2020
209817
SEPPELT, MILES
REIMB: IVITG WITH NORTHFIELD ED DIR
107.53
03/24/2020
209818
SHARON MUMM
REFUND: SR FUNDRAISING CONCERT CANCELLED
20.00
03/24/2020
209819
SHI INTERNATIONAL CORP
MULTIPLE WINDOWS SOFTWARE - VARIOUS DEPTS
29,878.00
03/24/2020
SIMONSON LUMBER CO
DEADBOLTS, LATCHES, KEYING CHARGE- PARKS
1,705.60
_209820
03/24/2020
209821
SOUTHERN WINE & SPIRITS OF MIN
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
13,214.85
03/24/2020
STANDARD PRINTING-N-MAILING
MISC PRINTINGS & POSTAGE - VARIOUS DEPTS
1,612.52
_209822
03/24/2020
209823
STAPLES ADVANTAGE
SOAP, TRASH BAGS - EVENT CENTER
95.87
03/24/2020
209824
STATE OF MINNESOTA
DOT INSPECTION STICKERS - STREETS
36.00
03/24/2020
209825
STENBERG, SHANE
UB refund for account: 3-443-8330-2-02
60.93
03/24/2020
SUN LIFE FINANCIAL
MARCH DENTAL CLAIMS& ADMIN FEES
8,306.80
_209826
03/24/2020
209827
TAPS-LYLE SCHROEDER
3/11 CLEANING SERVICES - EVENT CENTER
25.00
03/24/2020
TERRY& DEBBIE NICKEL
REFUND: BRANSON SR TOUR CANCELLATION
120.00
_209828
03/24/2020
209829
THOMSON REUTERS-WEST
FEB WEST INFO CHARGES - LEGAL
1,202.82
03/24/2020
TRI COUNTY WATER
BOTTLE WATER DELIVERY - CREEKSIDE
81.40
_209830
03/24/2020
209831
VER-TECH SOLUTIONS & SERVICES
MARCH RENTAL - SR DINING
69.95
03/24/2020
VERIZON WIRELESS
Jan 24 - Feb 23, 2020 PHONE SERVICES
3,540.83
_209832
03/24/2020
209833
VESSCO INC
EQUIPMENT PARTS - WWTP
971.15
03/24/2020
VIKING BEER
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
10,426.80
_209834
03/24/2020
209835
VIKING COCA COLA
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
342.30
03/24/2020
VIKING SIGNS& GRAPHICS INC
LETTERS FOR ZAMBONI - ARENA
260.00
_209836
03/24/2020
209837
VINOCOPIA INC
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
4,583.03
03/24/2020
VIVID IMAGE
ANNUAL WEBSITE HOSTING - CREEKSIDE
780.00
_209838
03/24/2020
209839
WASTE MANAGEMENT OF WI -MN
2/16 - 2/29 RESIDENTIAL REFUSE
4,754.38
03/24/2020
WEST CENTRAL SANITATION INC.
FEBRUARY REFUSE HAULING
47,102.66
_209840
03/24/2020
209841
WINE COMPANY, THE
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
1,377.73
03/24/2020
WINE MERCHANTS INC
MARCH COST OF GOODS SOLD - LIQUOR HUTCH
137.61
_209842
03/24/2020
209843
ZEP SALES AND SERVICE
CHEMICALS - HATS
207.59
Total -Check Disbursements:
1
Department Purchasing Card Activity- February 2020
Date
Dept
Vendor Name
Description
Amount
02/20/2020
PLANNING
SENSIBLE LAND USE COALITION
Training for dan jochum
58.00
02/26/2020
PLANNING
AMAZON
Desk for davehalquist
164.99
02/28/2020
PLANNING
AMAZON
Door security hardware
60.17
02/05/2020
PARKAND REC
AMAZON
Lumbar Cushion
37.91
02/06/2020
PARKAND REC
AMAZON
I -phone protector/case
30.88
02/06/2020
PARKAND REC
EPIC SPORTS, INC.
Football Pants
502.79
02/06/2020
PARKAND REC
TICKETS TO THE CITY
45 Dinner Show Tickets
1,845.00
02/10/2020
PARKAND REC
AMAZON
Office Chair
100.46
02/10/2020
PARK AND REC
AMAZON
Office Chair
124.88
02/11/2020
PARKAND REC
WHENIWORK.COM
When I Work Software
84.00
02/17/2020
PARKAND REC
ALL SPORTS AMERICA
Football Jerseys
420.00
02/24/2020
PARKAND REC
AMAZON
Security Box
29.33
02/24/2020
PARKAND REC
AMAZON
Security Box
29.33
02/24/2020
PARKAND REC
AMAZON
Desk Riser
89.99
02/24/2020
PARKAND REC
AMAZON
Desk Riser
89.99
02/27/2020
PARKAND REC
GIH GLOBALINDUSTRIALEQ
Office Chairs
327.80
02/28/2020
PARKAND REC
AMAZON
Desk Riser
89.99
02/28/2020
PARK AND REC
CHANHASSEN DINNER THEATRES
Tickets -Deposit
300.00
02/14/2020
CREEKSIDE
SPS COMMERCE
Jan 2020 SPS fees for Bomgaars and United Hardware
253.00
02/20/2020
CREEKSIDE
SAMSCREEN, INC
Freight credit for McCloskey screens
(250.00)
02/20/2020
CREEKSIDE
DOLLAR TREE
Painting supplies for office
4.32
02/20/2020
CREEKSIDE
SAMSCREEN, INC
Freight for McCloskey screens
828.94
02/03/2020
FINANCE
ALDI
Desserts for City Holiday Party
94.59
02/03/2020
FINANCE
WM SUPERCENTER
Supplies for City Holiday Party
7.86
02/04/2020
FINANCE
AMAZON
Various office supplies - City Center
56.31
02/06/2020
FINANCE
FMCSA D&A CLEARINGHOUSE
Query forms for Employee drug testing
125.00
02/10/2020
FINANCE
AMAZON
Easy peel address labels - City Center
19.99
02/10/2020
FINANCE
EMBASSY SUITES MINNEAPOLIS
J.Juergensen-Ehlers Annual Conference
148.72
02/10/2020
FINANCE
EMBASSY SUITES MINNEAPOLIS
D.Sebesta-Ehlers Annual Conference
148.72
02/10/2020
FINANCE
EMBASSY SUITES MINNEAPOLIS
A.Reid-Ehlers Annual Conference
148.72
02/14/2020
FINANCE
AMAZON
DMV-calculator ribbon
23.56
02/17/2020
FINANCE
AMAZON
DMV-envelopes, folders, staples
42.95
02/20/2020
FINANCE
MINNESOTAGFOA
J.Juergensen-2020MNGFOAdues
70.00
02/20/2020
FINANCE
MINNESOTAGFOA
A.Reid-MNGFOADues
70.00
02/05/2020
LIQUOR HUTCH
MENARDS HUTCHINSON
Misc cleaning supplies
30.70
02/06/2020
LIQUOR HUTCH
CASH WISE FOODS
Lunch for meeting and wine dept reset
17.98
02/17/2020
LIQUOR HUTCH
MENARDS HUTCHINSON
Misc store supplies
45.18
02/17/2020
LIQUOR HUTCH
RETAIL INFORMATION TEC
Monthly Cloud Retailer fee
213.75
02/24/2020
LIQUOR HUTCH
EIG CONSTANTCONTACT.COM
Email blast advertising
70.00
02/26/2020
LIQUOR HUTCH
ACE HARDWARE - 1325
Repair supplies for mens room
4.99
02/03/2020
PUBLIC WORKS
WATER ENVIRONMENT FEDERATION
WEF CSWEAAnnual Membership
105.00
02/05/2020
PUBLIC WORKS
INT'L SOCIETY OF ARBORICULTURE
ISA Annual Membership
300.00
02/05/2020
PUBLIC WORKS
U OF M CONTLEARNING
Shade Tree Short Course - Donovan S.
225.00
02/05/2020
PUBLIC WORKS
U OF M CONTLEARNING
Shade Tree Short Course - Chris H.
225.00
02/06/2020
PUBLIC WORKS
VP MINNESOTA TRANSPORTATION
MN Transportation Day at Capital - Kent E.
90.00
02/06/2020
PUBLIC WORKS
AMERICAN PUBLIC WORKS ASSN -APWA
APWA Poster Padfolio
34.34
02/10/2020
PUBLIC WORKS
PAYPAL
Ethernet to Fiber Optic Mgd Switch for SCADA Cabinet
307.44
02/14/2020
PUBLIC WORKS
PAYPAL
Spare parts for Main L.S. Controls
20.00
02/14/2020
PUBLIC WORKS
PAYPAL
Spare parts for Main L.S. Controls
14.14
02/14/2020
PUBLIC WORKS
PAYPAL
Spare parts for Main L.S. Controls
21.24
02/17/2020
PUBLIC WORKS
OSI UNITEDSTATESFLAG
2 American Flags
105.06
02/17/2020
PUBLIC WORKS
HOMELECTRICAL
Replacement LED pole lights
359.98
02/21/2020
PUBLIC WORKS
SQUEAKY'S GRILL & BAR
Biosolids Program Luncheon
290.00
02/25/2020
PUBLIC WORKS
MINNESOTA POLLUTION CONTROL AGENCY
Class A WW License Renewal - Tim Gratke
23.00
02/28/2020
PUBLIC WORKS
PAYPAL
VFD Bypass Motor Starter- Main L.S. Pump #4
3,049.72
02/19/2020
ADMIN
WAL-MART
Beverages and Food for Strategic Planning Session with Council
35.15
02/05/2020
EDA
MIDAMERICA EDC
Membership dues for Mid -America Economic Development Council
150.00
02/10/2020
EDA
SECRETARY OF STATE
UCC release from MN Secretary of State
20.00
02/10/2020
EDA
SECRETARY OF STATE
UCC release from MN Secretary of State
20.00
02/10/2020
EDA
SECRETARY OF STATE
UCC release from MN Secretary of State
20.00
02/11/2020
EDA
WAL-MART
Operating supplies for Enterprise Center
3.22
02/12/2020
EDA
WAL-MART
Hanging file folders
6.44
02/20/2020
EDA
MCLEOD COUNTY RECORDER
Recording fees for mortgage satisfactions for downtown loans paid off
190.00
02/28/2020
EDA
JIMMYS PIZZA
Lunches for EDA Board meeting
60.65
02/06/2020
POLICE
AMAZON
Batteries
8.30
02/07/2020
POLICE
SHAKEN BABY ALLIANCE
Training registration - P Mielke
250.00
02/14/2020
POLICE
AMERICAN BLAST SYSTEM
Tactical armor ballistic plate
351.90
02/03/2020
FIRE
MCCORMICKS FAMILY RESTAURANT
City Holiday party gift card
20.00
02/03/2020
FIRE
DUNN BROTHERS COFFEE
City Holiday party gift card
20.00
02/03/2020
FIRE
TOKYO GRILL
City Holiday party gift card
20.00
02/03/2020
FIRE
SQUEAKY'S GRILL & BAR
City Holiday party gift card
20.00
02/03/2020
FIRE
MAIN STREET SPORTS BAR
City Holiday party gift card
20.00
02/03/2020
FIRE
CARIBOU COFFEE CO
City Holiday party gift card
20.00
02/04/2020
FIRE
MINNESOTA STATE COLLEGES
Firefighter state school registration
770.00
Department Purchasing Card Activity- February 2020
Date
Dept
Vendor Name
Description
Amount
02/06/2020
FIRE
HOTELSCOM
MSFCA room at Alexandria for Tim Peterson
262.70
02/07/2020
FIRE
CASH WISE FOODS
Misc. kitchen supplies for township mtg
53.11
02/10/2020
FIRE
MINNESOTA STATE COLLEGES
Firefighter state school registration
160.00
02/17/2020
FIRE
WM SUPERCENTER
Misc. supplies for station
79.67
02/26/2020
FIRE
PIER B RESORT
MSFCA officer school LT -Rath
147.36
02/26/2020
FIRE
PIER B RESORT
MSFCA officer school LT -Schulte
147.36
02/04/2020
IT
AMAZON
Fans for Switch Cabinet
28.99
02/07/2020
IT
AMAZON
Display Port Adapters
48.54
02/07/2020
IT
AMAZON
Mouse for Amy
8.56
02/10/2020
IT
AMAZON
Ipad Cases for City Council
300.60
02/19/2020
IT
AMAZON
USB Hubs for Motor Vehicle
33.96
02/20/2020
IT
AMAZON
Portable Hard Drive for Investigations
44.99
02/21/2020
IT
BLUEBEAM INC
Software for Plan Review
954.09
02/24/2020
IT
AMAZON
Laptop Case for letter Truck Ipad
77.98
02/24/2020
IT
WEB NETWORKSOLUTIONS
URL Renewals
299.86
02/24/2020
IT
INTUIT QBOOKS/PROLINE
Quickbooks Support
2,093.64
Total - P-Card Disbursements:
$ 18,477.78
GRANDTOTAL
$ 1,056,207.95
2019 Annual Report
Public Works (Engineering, Operations & Maintenance, Water, Wastewater)
C
Public Works Budgetary Departments
Engineering
Streets & Roadways
Cemetery
Airport
HATS Facility
Water
Wastewater
Storm Water
Core Services
Public Works
(Engineering, Operations & Maintenance, Water, Wastewater)
Essential Services
(Programs, services and infrastructure without
which the city would not survive)
• Snow removal & ice control
• Street maintenance
• Emergency management
• Sanitary sewer collection
• Storm water/flood management
• Wastewater treatment
• Water treatment & distribution
Critical Services
(Programs, services, and infrastructure critical
to maintaining essential services or necessary to
support essential services)
• Bridge maintenance
• Engineering services
• Forestry operations
• Environmental services
• Equipment maintenance/Fleet
management
• Facility maintenance/management
• Planning & Development services
• Right -of -Way management
• Risk management/legal review
• Biosolids management
• Dam maintenance
• Lift stations/wastewater systems
maintenance
• Meter reading
• NPDES regulations
• Street sweeping & cleaning
• Utility coordination
• Utility locating
The majority of Public Works services are classified
as Essential or Critical services. Many of the
services classified as Basic Services and Targeted
services either support higher level services or
improve the quality of life within the City.
Basic Services
(Programs, services and infrastructure that
significantly improve the quality of life or meet
basic needs of the majority of citizens)
• Cemetery
• Mosquito control
• Traffic operations
• Trail/sidewalk maintenance
• Assessment administration
• Infrastructure planning
• GIS mapping
• Property data management
• Transportation planning
• Residential leaf vacuum service
• Sump pump/drainage
Targeted Services
(Programs, services and infrastructure that
significantly improve the quality of life or meets
special needs of a specific subgroup of citizens)
• Airport
• Alley maintenance
• Parking Lots
• Public Event support
• General customer service
Special Services
(Programs, services and infrastructure that, if
removed, would not significantly reduce the
quality of life of citizens)
• Crow River fountain (not in service)
2019 Public Works
Total Expenditures
(all departments, CIP)
$20,100,433
Engineering
Public Works
Primary services
(Engineering, Operations & Maintenance, Water, Wastewater)
Under the leadership of the Public Works
Director/City Engineer, the engineering division
provides the following primary services:
• Develop, design and deliver public
infrastructure projects.
• Prepare and administer the Capital
Improvement Plan (CIP) and associated
financing.
• Oversee public improvement
construction contracts and funding from
outside sources.
• Calculate special assessments associated
with improvements and administer
assessment process/records/searches.
• Correspond and coordinate with other
agencies regarding infrastructure
improvements that affect the City.
• Review and provide support to
development proposals relating to
private entities and the City's EDA.
• Oversee and ensure compliance with
water, wastewater and storm water
environmental and regulatory
requirements.
Staff ng:
• Kent Exner, DPW/City Engineer
• John Paulson, Proj/Env/Reg Mgr
• Keith Messner, Sr Engr Tech
• Chad Muchow, Sr Engr Tech
• Patrice VanderVeen, Engr Secretary
2019 Engineering Budget
General Fund: $ 470,518
Capital Improvements: $6,994,595
All Funds: $7,465,113
Engineering
expenditures
Personnel,
$386,338
Supplies,
$12,300 Services & Charges,
M isc.,
$67,080 $4,800
Engineering under the guidance of the Director of Public Works/City Engineer in cooperation with
other departments, facilitates cost-effective management of the City's physical infrastructure to
meet the City's visioning, goals, policies, ordinances and standards. Specifically, this department
works to plan and implement improvements that provide a multi -use transportation system and
quality utility (water, sanitary sewer, storm water collection) services while striving to create a
functional, connected, clean, healthy environment.
Operations & Maintenance: Streets & Roadways, Cemetery, Airport,
Storm Water and HATS Facility
Public Works (Engineering, Operations & Maintenance, Water, Wastewater)
Primary services
2019 0 & M Budgets
Streets & Roadways: $1,536,699
Under the leadership of the Public Works
Cemetery:
$ 142,447
Manager, the operations and maintenance
Airport:
120,293
division provides the following services:
General Fund:
$1,799,439
• Roadway maintenance
Storm Water:
$1,076,605
• Snow removal & ice control
HATS Facility:
569,250
• Distribution system maintenance
All funds:
$3,445,294
• Collection system maintenance
• Vehicle & equipment maintenance
Operations & Maintenance
• Forestry operations
• Facility maintenance
expenditures
• Cemetery operations
• Traffic operations
• Street sweeping & cleaning
Other
• General services
Services &
• Administration & training
Charges,
$1,037,650
Staffing:
• John Olson Public Works Manager
Salaries &
Fringe Debt
• Donovan Schuette Arborist
Capital
Benefits, Service,
• Bruce Fenske Maint. Lead Operator
Outlays,
$1,025,121 $220,582
• Eric Inselmann Equipment Mechanic
$276,121
• Jerome Burmeister Sr Pub Wks Maint Operator
Depreciation
Supplies, Repairs
pp p
• Pete Dehn Sr Pub Wks Maint Operator
&
& Maintenance, Transfers
• Matt Maiers Sr Pub Wks Maint Operator
Amortization,
$553,100 Out,
• DeNeil Thompson Sr Pub Wks Maint Operator
$195,000
$101,970
• Josh Schulte Pub Wks Maint Operator
• Mitchell Thompson Pub Wks Maint Operator
,
$35,750
• James Trnka Pub Wks Maint Operator
• VACANT* Pub Wks Maint Operator
• Sonja Muellerleile PW Secretary
2124120 — Geoffrey Hansen filled the vacant position*
Public Works operations and maintenance is interdisciplinary and Public Works staff across all of the
divisions work together on a regular basis. The Director of Public Works/City Engineer and the Public
Works Manager are the two senior management positions. The Management Team consists of them,
along with the Water Supervisor, Wastewater Supervisor, and Proj/Environ/Regulatory Manager.
The Public Works Manager oversees operators, mechanics and technicians involved in day-to-day
service provision and operations/maintenance of infrastructure, equipment, and facilities.
Water
Public Works
Primary services
(Engineering, Operations & Maintenance, Water, Wastewater)
2019 Water Budget
Under the leadership of the Water Supervisor, Water:
the Water division provides operations and
maintenance services in the following areas:
• Water treatment plant operations
• Water towers and storage
• Water meters
• Distribution system maintenance
• Response to service interruptions
• Coordination with improvement projects
• Utility locates
• Facility maintenance
Staffing:
• Eric Levine
• Mike Lien
• Jim Navratil
Water Supervisor
Sr Water Plant Operator
Water Maint Operator
$4,137,578
Water
expenditures
Debt
Service,
$1,485,523
Depr &
Amort,
$1,100,000
Services & Charges,
950
Capital, $522,_ Supplies,
$300,00� Wages & Benefits, $137,250
\ $516,855
Misc, Transfers,
$15,000 $60,000
A half -cent sales tax provides approximately
$665,000 per year to pay a portion of the
budgeted debt service.
The Water Supervisor oversees and coordinates the staff involved in day-to-day
operations/maintenance of the water treatment plant, distribution system infrastructure, water
meters, and related equipment and facilities. The Water and Wastewater divisions work together on
a daily basis to assist one another and to ensure both plants are functioning as designed.
Wastewater
Public Works (Engineering, Operations & Maintenance, Water, Wastewater)
Primary services 2019 Wastewater Budget
Under the leadership of the Wastewater
Wastewater:
$5,052,448
Supervisor, the Wastewater division provides
operations and maintenance services in the
Wastewater
following areas:
expenditures
• Wastewater treatment facility operations
• Collection system maintenance
• Response to service interruptions
Debt
• Coordination with improvement projects
Service,1,403,676
• Utility locates
• Facility maintenance
Depr & Amort,
Staff ng:
1,250,000
• Tim Gratke Wastewater Supervisor
• Randy Czech Sr Wastewater Operator
Services & Charges,
• Eric Moore Sr WW Maint Operator
P* 803,000
• Deb Paulson Lab Tech/WW Operator
Supplies,
210,700 Wages &Benefits,
• John Kent Wastewater Maint Operator
688,572
• Matt Keller W/WW Technician
M5
Transfers,
Capital, 600,000 60,000
36,00 �
—
A half -cent sales tax provides approximately
$665,000 per year to pay a portion of the
budgeted debt service.
The Wastewater Supervisor oversees and coordinates the staff involved in day-to-day
operations/maintenance of the wastewater treatment facility, collection system infrastructure, and
related equipment and facilities. The Water and Wastewater divisions work together on a daily basis
to assist one another and to ensure both plants are functioning as designed.
2019 Significant Accomplishments
Public Works
Major Improvements
(Engineering, Operations & Maintenance, Water, Wastewater)
5t" Ave SW/SE (Lynn Rd to Crow River Bridge)
• Reconstruction, sidewalk, trail
South Grade Rd SW (Dale St SW to Hwy 15 S)
• Intersection safety, trail, overlay
Technology Dr NE/West Highland Park Dr NE
• TDK/Uponor roadway (TH 7 to site on
former private entrance)
South Central Drainage Phase 1
• Finish pond grading, trail, vegetation
Infrastructure Maintenance
• Street repairs, frost damage
• Trail repairs (Dale, South Grade)
• Replay pavement preservation
• Alleys & Parking Lots
• Storm sewer installation
• Sanitary sewer repair
• Manhole improvements
Facility Projects
Airport
• T-hangar completed
Treatment Plant Protects
Cemetery
• Columbaria niches added
Water
• Perimeter fencing
•
Membrane replacement
•
Well rehabilitation
Vehicles & Equipment
•
Well 5 & 6 recovery treatment
•
Water supply plan
Tractor & towed mower
Operations
Mechanical street sweeper
Operations
Wastewater
1 ton flatbed truck
Operations
•
MBR aeration blower
% ton work truck
Water
•
Oxidation ditch cleaning
% ton work truck
Wastewater
•
Oxidation ditch aeration
Scissors lift
HATS
•
Lift station repairs/upgrades
•
Chemical piping modifications
511 Ave was the largest project in 2019. The South Central Drainage and Technology Dr projects occurred
concurrently with 511 Ave. The South Grade project was completed late in the fall.
Water RO membrane replacement is scheduled every 6 or 7 years. Wastewater MBR aeration blower reduced
from 200 hp to 75 hp. Cost savings anticipated at around $5,000/month. 4 of the 11 lift station rehab projects
have been completed.
Infrastructure maintenance related primarily to frost damage, the worst in collective memory. Council
authorized $200,000 to fund frost damage repairs. April -August operators repaired frost damage. 372 tons of
bituminous placed (three times atypical year) cost $32, 000. The worst streets had repair costs of $167,220.
2020 Major Goals & Objectives
Public Works
Major Improvements
(Engineering, Operations & Maintenance, Water, Wastewater)
TH15/Main (5t" Ave S to 2nd Ave N)
• Reconstruction, utilities, sidewalk
TH15/Main (Airport Rd to 5t" Ave S)
• Pedestrian safety, overlay
Alley #57 Construction
• Bituminous surfacing
Airport CAP Site Utility Extensions
• Water, sanitary sewer
Century Ave SE Water Main
• Reconfigure existing mains
Treatment Plant Projects
Water
• High bay lighting
• Well 8 recovery treatment
• Concentrate vent tee removal
Wastewater
• Storage building construction
• Overhaul & upsize MBR scour air blower
• Remove/dispose of grit/debris (W ditch)
• Replace HVAC RTU (admin bldg)
Distribution/Collection
• Emergency response trailer
Infrastructure Maintenance
• Street repairs, patching &
maintenance overlays
• Trail repairs (Denver/School Rd)
• Replay pavement preservation
• Alleys & Parking Lots
• Storm water pond, pipe repair
• Sanitary sewer repair (School Rd,
Shady Ridge)
• Gate valves (Main St project)
• Misc. distribution/collection
maintenance
Facility Projects
Airport
• Seal coat, crack repair (Runway)
• Concrete repairs
Cemetery
• Perimeter fencing
HATS Facility
• Fuel system & wheel hoists
Vehicles & Equipment
Tractor/loader/backhoe
Cemetery
Mower
Cemetery
SUV/Crossover
Engineering
Wheel loader
Operations
Pneumatic roller
Operations
ton work truck
Wastewater
ton work truck
Wastewater
Mower/garden tractor
Wastewater
Utility vehicle
Wastewater
Media blasting equip
Consider
Asphalt hot box
Consider
2020 will be very busy with the reconstruction of Main St/TH 15 in the downtown area. This is a very large
project. The project is expected to take the entire construction season. Due to the costs of a project of this size,
other improvements will be very limited.
2020 Major Goals & Objectives
Public Works (Engineering, Operations & Maintenance, Water, Wastewater)
Fundine. Studies. Plannine & Initiatives
Water/Wastewater
• Long-term CIP documents
• Utility rate study finalization
• SCADA feasibility study
Street Corridor Project Initiatives
• Finalize outside (State, Federal, LBRP, LRIP, etc.) funding allocations/documentation
• TH 7 & Montana Street crossing design, bidding & Federal Aid process
• 2021/22 Pavement Management Program (SC Drainage Area) development
• MnDOT Local Partnership Program process & project development
• ADA compliance transition plan
• Future intersection improvements studies
• Construction costs analysis
• Assessment policy review
Lakes and River Basin Improvements
• State bonding request
• Pursue other funding sources
• Coordinate improvements with MnDNR and McLeod SWCD
Northeast Ring Road
• Per McLeod County, participate in planning for an alternative route from TH15 N to TH 7/22
North High Dr NE
• Coordinate potential utility improvements with McLeod County
Water Distribution System
• Water Supply Plan finalization with MnDNR
• Mains, service lines, curb stop specifications/installation
• Tracer wire specifications/installation
• Cross -con nection/backflow program
• Locate & survey water/sewer services 41" Ave NE/Gauger St NE
Wastewater Collection/Treatment System
• MPCA effluent permit development
City Sustainability Committee
• Initial formulation and administration
On an ongoing basis, Public Works staff works closely with McLeod County Public Works, MnDOT, MnDNR,
MPCA, and other government agencies to identify, develop and/or coordinate improvements/initiatives.
Community Survey
Public Works (Engineering, Operations & Maintenance, Water, Wastewater)
In 2019, the City conducted the National Community Survey. In that survey, citizens identified Safety
and the Economy as the two most important factors. Several of the survey categories related to
Public Works, including:
Category
Overall ease of travel
Paths & walking trails
Ease of walking
Travel by bicycle
Travel by public transportation
Travel by car
Public parking
Traffic flow
Street repair
Street cleaning
Street lighting
Snow removal
Sidewalk maintenance
Traffic signal timing
Storm drainage
Sewer services
Score Comparison to national benchmark
83% Similar
84% Higher
85% Higher
75% Higher
41% Similar
78% Similar
68% Similar
52% Similar
26% Lower
58% Similar
78% Higher
76% Similar
66% Similar
57% Similar
78% Similar
89% Similar
increase from 2015
decrease from 2015
increase from 2015
increase from 2015
increase from 2015
increase from 2015
About 8 in 10 residents positively assessed the overall ease of travel in Hutchinson. Ratings for ease
of travel by bicycle and by walking, the availability of paths and walking trails, and street lighting
were strong and higher than the national benchmarks, with at least % of respondents giving these
high marks. More residents gave high scores to public parking, street lighting, snow removal,
sidewalk maintenance and traffic signal timing in 2019 than in 2015.
City streets continue to be viewed less favorably by residents in Hutchinson compared to
communities nationwide. Assessments of street repair were rated positively by % of residents and
declined from 2015 to 2019. About 8 in 10 residents felt it was essential or very important for the
City to put additional funding toward street repair and maintenance. Additionally, about % of
residents supported a $250,000 property tax increase dedicated to fixing, repairing and upgrading
city streets and related infrastructure, while 6 in 10 supported a $500,000 tax increase for the same
improvements.
Specifically regarding street repair, discussion took place regarding to the need to understand
perceptions within the community. Additional work may be necessary to identify specific concerns
that citizens have. The possibility that conditions of some private roadways may have affected the
score should be confirmed or refuted.
Pavement Management
Public Works
(Engineering, Operations & Maintenance, Water, Wastewater)
PCI - Mileage (74.8 mi. rated streets)
change from previous year
EXCELLENT
40.0
32.1
-7 %
35.0
2019
network PCI = 74
30.0
2017
network PCI = 76
25.0
GOOD
16.6
20.0
ADEQUATE -5%
15.0
12.3
POOR
+9%
10.0
8.0
MARGINAL
+19%
5.8
5.0
■
+22%
F-1
o.o
00-35
36-50 51-70 71-85
86-100
The City uses a pavement management system to manage pavement conditions. Since 1996, this
system has helped the City manage its significant investment in pavements (+ $100 million).
Pavement condition index (PCI) is determined by periodically conducting physical surveys of each
pavement section, usually every three years (next survey — 2020). Pavement distresses are
identified and assigned deduction values. PCI is based on a 100-point scale (100 = no distress; 0 =
fully deteriorated street). Further categories are: Excellent, Good, Adequate, Marginal and Poor.
The City's stated goal is to maintain network PCI of 65 to 75. In 2017, the last physical survey,
network PCI was 76. Between physical surveys, pavement sections are assigned predetermined
deterioration curves and the PCI is calculated. The calculated network PCI for 2019 was 74.
Using average costs of various maintenance options, a budget is calculated. The budget is
calculated to increase PCI, decrease PCI or keep PCI scores the same. Projects identified in all three
scenarios represent the best value, so they are usually added to the Capital Improvement Plan
(CIP). Obviously, other considerations affect which projects are selected, such as traffic safety, the
condition of other infrastructure, provision for pedestrian and bicycle facilities, etc.
The pavement management system indicated use of more maintenance overlays and less seal
coating. This is likely because the City has done seal coating projects every other year for the last
several years, so remaining untreated streets are in poorer condition than those typically seal
coated.
Utility Rates
Public Works (Engineering, Operations & Maintenance, Water, Wastewater)
Typical Monthly Residential Utility Bill
(All Services) 2012 & 2018
$160.00 2012
Average for outstate Minnesota = $61.56 per month.
$140.00 HUTCHINSON = $82.28 per month
2018
$120.00
Average for outstate Minnesota = $76.00 per month.
$100.00
$80.00
$60.00
$40.00
$ 20.00
HUTCHINSON = $83.78 per month
C
O
+' O -O ra C O O
(D DO J ++ > N O N
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Between 2012 and 2018, a typical utility bill in outstate Minnesota increased from $61.56 to
$76.00/mo. (23.5%).
In that same period, a typical Hutchinson ratepayer saw an increase from $82.28 to $83.78 per
month (1.8%). All of the increase was to Storm Water utility rates.
In the period 2008 (when the plants were upgraded) to 2012 (when the sales tax was implemented)
Hutchinson's utility rates were among the highest in outstate Minnesota. Plant upgrades had
resulted in higher utility rates. Water and wastewater revenues also dropped during the 2008
recession, putting additional stress on the ability to service debt.
In 2012, voters approved a 0.5% local option sales tax. In 2019, sales tax revenue was $1,511,458.
This revenue is used to pay down debt related to improvements at the two plants. The sales tax,
along with a long, slow stabilization in water and wastewater revenue over the years, has made it
possible to maintain water and sewer rates since 2011.
Public Works and Finance Department staff are currently working on a rate study to understand
future needs at the water and wastewater plants, regulatory issues, and debt service needs.
Understanding these issues will help guide future changes to water and sewer rates.
Utility Rates
Public Works (Engineering, Operations & Maintenance, Water, Wastewater)
Typical Monthly Residential Water Bill
2018
Average for outstate Minnesota = $32.62 per month.
HUTCHINSON = $34.42 per month
$50.00
$40.00
--------------------------------- — — — — — — — — —
$30.00
$20.00
$10.00
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Hutchinson's water rates are only slightly above average for outstate Minnesota cities.
One issue that will be addressed in the rate study relates to the City's current rate structure not
being a conservation rate structure as identified by the State.
Utility Rates
Public Works (Engineering, Operations & Maintenance, Water, Wastewater)
Typical Monthly Residential Sewer Bill
$90.00
$80.00
$70.00
$60.00
$50.00
2018
Average for outstate Minnesota = $39.63 per month.
HUTCHINSON = $44.93 per month
$40.00--------------------
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$10.00
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Hutchinson's sewer rates are a little higher than the average for outstate Minnesota cities.
Of particular note for wastewater operations are future needs at the facility. Much of the plant is
over 30 years old. This aging infrastructure will require future upgrades and capital investment to
ensure ongoing capability to treat wastewater.
In addition, Public Works staff continues to work with consultants and the MnPCA to consider what,
if any, changes to permit requirements may mean for future infrastructure, costs and/or operations.
Utility Rates
Public Works (Engineering, Operations & Maintenance, Water, Wastewater)
Typical Monthly Residential Storm
Water Bill
$14.00
$12.00 2018
Average for outstate Minnesota = $5.12 PE
$10.00 HUTCHINSON = $4.43 per month
$8.00
$6.00
----------------------------------
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The goal since inception of the Storm Water Utility has been to keep Hutchinson's rates roughly in
the middle of the pack for outstate cities.
Recognizing there are capital improvement needs, Public Works and Finance Department staff
regularly review the fund to determine reasonable rate increases, while accounting for those needs.
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: Compost Screener Acquisition - Consideration of Approval to Purchase
Department: Compost
LICENSE SECTION
Meeting Date: 3/24/2020
Application Complete N/A
Contact: Andy Kosek
Agenda Item Type:
Presenter: Andy Kosek
Reviewed by Staff ❑
New Business
Time Requested (Minutes): 5
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
The Compost Fund has budgeted $350,000 to replace its 2000 AEI Bivitech deck screener that it employs, as
approved by the Fleet Committee in 2019. In January of this year, Council authorized staff to seek bids. Staff utilized
the public bid process (Publication #8632) and received five eligible bids with two of the five bids meeting all
specifications, please see attached documents for all bids received. The two bids received that met all specifications
were both from Titan Machinery, both being for a McCloskey 628RE trommel screener. One bid is for a new 2019
machine and the other for a new 2020 machine, both with less than 15 hours on them at the time of delivery.
The Request For Bid included alternate bids. Alternate Bid #1 is for an additional set of smaller screens to be installed
on the machine by staff when needed. Alternate Bid #2 is for an additional screening drum with the smaller screens
already installed on it. Alt #1 requires a quite lengthy process to change screens on the drum, 1-2 days with 2-3 staff.
Alt Bid #2 requires 4 staff for approx two hours to complete. Over the 20 year expected useful life of the machine, Alt
#2 would more than pay for itself in labor savings as screens would be changed up to 3-4 times per year.
The replacement of the 2000 AEI Bivitech with a trommel screener would undoubtedly prove to be beneficial to
operations with regards to efficiencies and production rates. The Bivitech has been problematic over the years with
electrical issues as it is diesel over electric, the McCloskey trommel is diesel over hydraulic. From a production rate
standpoint, the Bivitech is a 40-50 yard per hour machine on soils and is not built for mulch screening with its hopper
configuration. The McCloskey is a 90-100+ yard per hour machine in soils and 150-200+ yards per hour in mulches.
It is staffs recommendation to purchase the new 2019 unit with Alternate Bid #2 for $330,376.00, coming in just under
$20,000 below budget and reflecting a savings of $31,274 on the net purchase price versus the new 2020 unit. There
are no major differences between the 2019 machine and the 2020 machine. Both machines are Final Tier IV
compliant and are to the most recent EPA standards with regards to engine emissions.
Upon approval, staff will be considering whether to purchase solely with Compost Fund's cash on hand, or finance
with an interfund loan from the Refuse fund.
BOARD ACTION REQUESTED:
Consideration of approving requisition #20013 for the purchase of a 2019 McCloskey 628RE trommel screener from
Titan Machinery for the amount of $330,376.00
Fiscal Impact: $ 330,376.00 Funding Source: Compost Fund
FTE Impact: 0.00 Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
03/17/2020
Purchase Requisition 03:23 PM
Purchase Requisition No 020013
Requested Date
Required Date
Requested By
03/17/2020
akosek
Department 4942
Compost Fund
Preferred Vendor 130629
TITAN MACHINERY
Address 6340 COUNTY ROAD 101 E
SHAKOPEE, MN 55379-9052
Req. Description 2019 MCCLOSKEY 628RE TROMMEL SCREENER
Qty.
Description
GL Number 1
Unit Price
Amount
1
2019 MCCLOSKEY 628RE TROMME]
651-4942-90540
298,426.00
298,426.00
PER SPECS LISTED Il
651-4942-90540
1
ALT. BID #2 - SPARE DRUM W/
651-4942-90540
31,950.00
31,950.00
Total:
330,376.00
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Make McCloskey Model
2019
Production
11 1
New machine or Demo Unit? NEW If Demo Unit, how many hours on the machine?
BASE BID PURCHASE PRICE, DELIVERED: $298,426. 01
ALTERNATE BID #1 PURCHASE PRICE: $ 69800.00
ALTERNATE BID #2 PURCHASE PRICE: $ 31,950.0.0
06/01 /2020
MACHINE DELIVERY DATE, AFTER RECEIVING P.O.:
Please list a specific date
Tim Pittman
BIDDER'S NAME (print):
BIDDER'S SIGNATU DATE: 02119/2020
By signing this form, you agree to and acknowledge all requirements and conditions listed herein of this Request for Bid.
REP SENTING: Titan machinery
41 County rd 101
Page 15 of 15
FdkjF'!Tjk"�
MACHINERY
6340 Hwy 101
Shakopee Mn 55379
Creekside Soils
Attn Andy Kosek
Hutchinson MN
Reference:
Quotation
DATE 3/16/2020
Tim Pittman
Field Marketer
Tim othy.Dittman(a)titanmachinerv.com
612-708-4578 - Mobile
952-445-5400 - Office
952-445-0365 - Fax
Quantity
Description
Total
1
NEW 2019 McCloskey 628RE Wheeled Rotary Trommel
$ 298,426.00
Cat Tier 4 Final 175hp Engine
6 yd feed Hopper
42" belt
28' long Drum 2 panels 5/8 stainless square hole 1/2 remainder
Trommel Brushes double sided
Tri Axle w/ duals
Fifth wheel King Pin Connections w/ hyd landing gear
Spare Drum
Alternate #2 3/8" square hole steel
$ 31,950.00
TOTAL
$330,376.00
PLUS TAX
If you have any questions concerning this quotation, please contact me at the number noted above.
Approved By: Tim Pittman
THANK YOU FOR YOUR BUSINESS!
HIGH PERFORMANCE TROMMEL
The McCloskey 628 Trommel Screener is suited for large
heavy-duty applications where production rates can reach
200+ TPH in topsoil and sticky material or 300+ TPH in sand
and gravel.
With a 6' diameter screen, the 628 Trommel generates a
powerful screening action while the 28' long drum ensures
loger time on the screen and the highest quality end product.
McCloskey International is the world's leading trommel
manufacturer in pioneering trommel design and innovation.
All McCloskey trommels undergo extensive field testing and
are continuously improved through customer feedback.
Available as a wheeled mobile unit or hydraulic raise/lower
track bogie system and McCloskey provides numerous
custom drum and feeder options that are offered to meet
each customer's unique requirements.
I N T E R N A T 1 0 N A L
OVERSIZE CONVEYOR r
Heavy duty oversize 36" conveyor at
the end of the trommel offers adjustable
speed and stockpile height.
�- TEDD PANEL UNIVERSAL DISPLAY
The control panel provides an
intuitive, icon -based user interface,
which allows all functions to be
controlled and monitored.
CHASSIS
Designed complete with tandem or
tri-axle running gear and mounts a
larger 320 US gallon diesel fuel tank.
LARGE DRUM
6 feet in diameter and 28 feet long,
with numerous drum and screen
options available.
ADJUSTABLE BRUSHES
User-friendly ground level adjustable
brushes for minimal downtime and
maximum efficiency.
Engine
Transport Height
Transport Length
Transport Width
Weight
Radial Stockpile Height
Oversize Stockpile Height
Drum
RADIAL FINES CONVEYOR
Features a remote controlled
radial conveyor with 1600 swing
and variable discharge height for
maximum stockpiling flexibility.
174 hp (130 kW) Diesel
13' 6" (4.11 m)
65' 3" (19.88m)
8' 6" (2.59m)
59,750 Ib (27,100kg)
16' 10" (5.13m)
11' 51/2" (3.08m)
6'x28' (1.83mx8.53m)
BID D c rr DOCUMENT
McCloskey 628RE 2020
MakeModelProduction Year
New machine or Demo Unit,, NEW If Demo Unit, how many hours on the machine?
MACHINE DELIVERY DATE, AFTER RECEIVING P.O.: 06/30/2020
Please list a specific date
Tim Pittman
BIDDER'S NAME (print):
BIDDER'S SIGNATURE: DATE: 02/19/2020
By signing this form, you agree to and acknow edge all requirements and conditions listed herein of this Request for Bid.
REPRESENTING: Titan machinery
CITY: Shakopee
TELEPHONE:
STATE: MN ZIP:55379
FAX: (952) 445-0365
E-MAIL ADDRESS, timothy.pittman@titanmachinery.com
Page 15 of 15
BID SUMMARY DOCUMENT
SELF CONTAINED, MOBILE, DIESEL POWERED TROMMEL SCREENER
MACHINE
Vermeer TR626 2020
Make Model Production Year
New machine or Demo Unit? New If Demo Unit, how many hours on the machine?
BASE BID PURCHASE PRICE, DELIVERED: $ 295,416.00
ALTERNATE BID #1 PURCHASE PRICE: $ 8,280.00
ALTERNATE BID #2 PURCHASE PRICE:
$ 33,104.00
MACHINE DELIVERY DATE, AFTER RECEIVING P.O.: 06/01 /2020
Please list a specific date
BIDDER'S NAME (print): Richard Lilla
BIDDER'S SIGNATURE: DATE: 02/19/2020
By signing this form, you agree nd Wowle�dg,quirements and conditions listed herein of this Request for Bid.
REPRESENTING. -
ADDRESS:
1675 126th St W
CITY: Burnsville STATE: MN
TELEPHONE: (952) 890-6144 FAX: (952) 882-2980
E-MAIL ADDRESS: RLILLA@RDOEQUIPMENT.COM
Page 15 of 15
ZIP: 55337
'VV¢rm¢¢r
Proposal for.
CITY OF HUTCHINSON
111 HASSAN ST SE
HUTCHINSON, MN, 55350
MCLEOD
Comments
BASE BID DELIVERED:
Equipment Information
Investment Proposal (Quote)
RDO Equipment Co.
1675 126th Street West
Burnsville (VM) MN, 55337
Phone: (952) 890-6144 - Fax: (952) 882-2980
Investment Proposal Date:
Pricing Valid Until:
Deal Number.
Customer Account#:
Account Manager.
Phone:
Fax:
Emall:
2/18/2020
3/19/2020
1219712
5151008
Richard Lilla
(952)890-6144
(952)882-2980
RLilla@rdoequipment.com
Quantity Serial Number Hours Status / Year / Make / Model Cash Price
Stock Number (approx.) Additional Items
1 TBD 0 New 2020 VERMEER TR626 $295,416.00
TBD
Purchase Order Totals
TR626004 TR626 SELF-CONTAINED TROMMEL SCREEN
TR626011 JD 134 HP TIER 4F ENGINE
TR626085 TR626 STANDARD DRUM
TR626180 SELF -SUPPORTED RADIAL STACKING CONVEYOR
TR626221 TR626,STD,HEAD,PULLEY,OVERS,CNVR
TR626240 TR626 EXTENDED OVERS - 28' LONG
TR626290 CONTINUOUS SMOOTH RADIAL CONVEYOR BELT
TR626295 STANDARD HEAD PULLEY RADIAL CONVEYOR
TR626298 R2 SPLICE CHEVRON EXTENDED OVERS BELT
TR626650 SINGLE ROW DRUM BRUSHES
TR626VCB VULCANIZED SMOOTH RADIAL COLLECTOR BELT
Other 112" and 5/8" stainless steel screens installed in drum
Warranty -Vermeer Confidence Plus-24 Months, 2000
Hours,Deductible: 0, Exp Date: 2/19/2022
Equipment Subtotal: $295,416.00
Balance:
$295,416.00
Tax Rate 3: (0%)
$0.00
Sales Tax Total:
$0.00
Sub Total:
$295,416.00
Cash with Order.
$0.00
Balance Due:
$295,416.00
D1219712 Page 1 of 1
Proposal for.
CITY OF HUTCHINSON
111 HASSAN ST SE
HUTCHINSON, MN, 55350
MCLEOD
Comments
ALTERNATE BID #1:
Equipment Information
Quantity Serial Number
Stock Number
1 TBD
TBD
Purchase Order Totals
Investment Proposal (Quote)
RDO Equipment Co.
1675 126th Street West
Burnsville (VM) MN, 55337
Phone: (952) 890-6144 - Fax: (952) 882-2980
Inyestment Proposal Date:
Pricing Valid Until:
Deal Number.
Customer Account#:
Account Manager.
Phone:
Fax
Email:
Hours
N
Status / Year / Make / Model
Additional Items
New 2020 VERMEER SCREENS
2/19/2020
3/20/2020
1219712
5151008
Richard Lilla
(952)890-6144
(952)882-2980
RLilla@rdoequipment.com
TR626SCREENS complete set of 3/8" (.375") square hole screen panels
constructed of mild steel woven wire cloth/mesh with a wire diameter of
.162"
Equipment Subtotal:
Balance:
Tax Rate 3: (0%)
Sales Tax Total:
Sub Total:
Cash wHh Order:
Balanoe Due:
Cash Price
$8,280.00
$8,280.D0
$8,280.00
$0.00
$0.00
$8,280.00
So.00
$8,280.00
D1219712 / Q1287522 Page 1 of 1
'VV¢rm¢¢r
Proposal for.
CITY OF HUTCHINSON
111 HASSAN ST SE
HUTCHINSON, MN, 55350
MCLEOD
Comments
ALTERNATE BID #2:
Equipment Information
Quantity Serial Number
Stock Number
1 TBD
TBD
Purchase Order Totals
Investment Proposal (Quote)
RDO Equipment Co.
1675 126th Street West
Burnsville (VM) MN, 55337
Phone: (952) 890-6144 - Fax: (952) 882-2980
Inyestment Proposal Date:
Pricing Valid Until:
Deal Number.
Customer Acwunt#:
Account Manager
Phone:
Fax:
Email:
Hours
0
Status / Year / Make / Model
Additional Items
New 2020 VERMEER TR626 DRUM
TR626085 TR626 STANDARD DRUM
Other Screens installed with 3/8" opening .162" diameter wire
2/19/2020
3/20/2020
1219712
5151008
Richard Lilla
(952)890-6144
(952)882-2980
RLilla@rdoequipment.com
Equipment Subtotal:
Balance:
Tax Rate 3: (0%)
Sales Tax Total:
Sub Total:
Cash with Order.
Balance Due:
Cash Price
$33,104.00
$33,104.00
$33,104.00
$0.00
$0.00
$33,104.00
So.00
$33,104.00
D1219712 / Q1287505 Page 1 of 1
BID SUMMARY DOCUMENT
SELF CONTAINED, MOBILE, DIESEL POWERED TROMMEL SCREENER
MACHINE
Make Terex Ecotec
New machine or Demo Unit?
Phoenix 2100 2020
Model Production Year
New If Demo Unit, how many hours on the machine?
BASE BID PURCHASE PRICE, DELIVERED:
ALTERNATE BID #1 PURCHASE PRICE:
ALTERNATE BID #2 PURCHASE PRICE:
MACHINE DELIVERY DATE, AFTER RECEIVING P.O.: _
Mike Gunderson
BIDDER'S NAME (print):
BIDDERS SIGNATURE:
�` DATE: 02/19/2020
By signing this form, you agree to and acknowledge al equirements and conditions listed herein of this Request for Bid.
REPRESENTING: T"PCO Inc.
ADDRESS: 14833 164th Ave S.E.
$ 279,950.00
$ 7,500.00
$ 32,500.00
06/15/2020
Please list a specific date
CITY: Big Lake STATE: MN
TELEPHONE: (763) 263-0505 FAX:
E-MAIL ADDRESS: mikeg@thecoinc.com
Page 15 of 15
ZIP: 55309
BID SUMMARY DOCUMENT
SELF CONTAINED, MOBILE, DIESEL POWERED TROMMEL SCREENER
MACHINE
Make EDGE Model
TRM622
2020
Production Yea
New machine or Demo Unit? NeW If Demo Unit, how many hours on the machine?
BASE BID PURCHASE PRICE, DELIVERED:
ALTERNATE BID #1 PURCHASE PRICE:
ALTERNATE BID #2 PURCHASE PRICE:
MACHINE DELIVERY DATE, AFTER RECEIVING P.O.: _
Mike Gunderson
BIDDER'S NAME (print): __
$ 279,950.00
$ 7,500.00
$ 32,500.00
07/31 /2020
Please list a specific date
17 02/19/2020
BIDDER'S SIGNATURE: `v DATE:
By signing this form, you agree to and acknowledge all requirements and conditions listed herein of this Request for Bid.
REPRESENTING: -r"- 7CO Inc.
ADDRESS: 14833 164th Ave S.E.
CITY: Big Lake STATE: MN
TELEPHONE: (763) 263-0505 FAX:
E-MAIL ADDRESS: mikeg@thecoinc.com
Page 15 of 15
ZIP: 55309
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: Authorization for the city administrator to sign Econo Foods closing documents
Department: Administration
LICENSE SECTION
Meeting Date: 3/24/2020
Application Complete N/A
Contact: Marc Sebora
Agenda Item Type:
Presenter: Marc Sebora
Reviewed by Staff ❑
New Business
Time Requested (Minutes): 0
License Contingency N/A
Attachments: No
BACKGROUND/EXPLANATION OFAGENDA ITEM:
The closing for the Econo foods transaction is set take place on April 15, 2020. The city recently received the title
insurance commitment from the closing company and the title to commitment requires the city to submit a resolution
demonstrating that the purchase of the property was authorized along with authorization for someone to sign the
closing and other documents in order to complete the sale of the property.
For your consideration is the attached resolution which affirms the city council's permission to enter into the
transaction and which gives Matt Jaunich, the city administrator, permission to sign all closing related documents.
BOARD ACTION REQUESTED:
The Council is requested to not waive the tort liability limits.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
Resolution No. 14450
A RESOLUTION AFFIRMING THE PURCHASE OF REAL ESTATE AND
AUTHORIZING MATTHEW JAUNICH, CITY ADMINISTRATOR, TO
EXECUTE DOCUMENTS REQUIRED FOR REAL ESTATE PURCHASE
WHEREAS, on November 12t', 2019, the City Council of the City of Hutchinson
authorized the property acquisition of the real property at 205 Washington Ave. NE,
Hutchinson, Minnesota 55350 property legally described as:
Parcel 1 (Fee): Unit No. 1, Building No. 1, Erickson's Downtown Redevelopment
Condominium, Condominium No. 5, McLeod County, Minnesota, as amended by First
Amendment to Declaration of Common Interest Community No. 5, Condominium, Erickson's
Downtown Redevelopment Condominium, dated October 28, 2012, recorded December 27, 2012,
as Document No. A400129.
(Abstract property)
Parcel 2 (Easement): Non— exclusive easement for ingress and egress as contained in the
Easement Agreement dated May 16, 2006, recorded May 26, 2006 as Document No. A36 2198, as
amended by First Amendment to Declaration of Common Interest Community No. 5,
Condominium, Erickson's Downtown Redevelopment Condominium, dated October 28, 2012,
recorded December 27, 2012, as Document No. A400129.
WHEREAS, all property owned by the City of Hutchinson or its various entities
must be titled in the name of the City of Hutchinson; and,
WHEREAS, the City Charter gives the City Administrator, or his designee, the
ability to execute contracts on the City's behalf,
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF HUTCHINSON:
1. That the City Council of the City of Hutchinson does hereby affirm the action
for the purchase of the above described real estate in the City of Hutchinson as
taken at its November 12t'° 2019 meeting.
2. That Matthew Jaunich, City Administrator, or his designee, is hereby
empowered to execute any and all documents required to effectuate the
purchase of the above -described property or at the real estate closing for the
purchase of this parcel.
Adopted by the City Council this I Ith day of August, 2015.
Gary T. Forcier
Mayor
ATTEST:
Matthew Jaunich
City Administrator
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: Approve/Deny Updated City Policy 3.27 - Pandemic Response
Department: Administration
LICENSE SECTION
Meeting Date: 3/24/2020
Application Complete N/A
Contact: Matt Jaunich
Agenda Item Type:
Presenter: Matt Jaunich
Reviewed by Staff ✓❑
New Business
Time Requested (Minutes): 1
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
With the COVID-19 Pandemic now in full mode affecting the City, I'm looking to the City Council to updated City Policy
3.27, relating to a policy and procedure for city staff response during a Pandemic Event. This policy mainly relates to
our own employees, in particular, how they will be paid. We have provided a couple of options under Section 5 for
your consideration that will have to be discussed. My recommendation would be option 1 at this time.
Please note that on Thursday, the Federal Government released an updated Policy regarding leave for public
employees. We will be reviewing that Policy and will be providing you with an updated in advance of the meeting on
Tuesday. It is possible that these changes could impact this policy.
BOARD ACTION REQUESTED:
Approve/Deny updated City Policy 3.27 - Pandemic Response
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost: $ 0.00
Total City Cost: $ 0.00 Funding Source:
Remaining Cost: $ 0.00 Funding Source:
MEMORANDUM
TO: Matt Jaunich, City Administrator
FROM: Brenda Ewing, Human Resources Director
RE: Families First Coronavirus Response Act Information
DATE: March 23, 2020
As you are aware, President Trump signed the Families First Coronavirus Response Act (FFCRA) on
March 18. Two divisions of the Act — one temporarily expanding the Family and Medical Leave Act
(FMLA) and another providing emergency paid sick leave apply to Minnesota cities, including the City of
Hutchinson.
Each provision of the law goes into effect sometime on or before April 2 and will sunset on Dec. 31, as
the law is meant to specifically address concerns around COVID-19. We are currently working on the
assumption that the effective date is April 2.
Generally, the Act provides that employees of covered employers are eligible for:
+ Two weeks (up to 80 hours) of expanded family and medical leave at the employee's regular
rate of pay where the employee is unable to work because the employee is quarantined
(pursuant to Federal, State, or local government order or advice of a health care provider),
and/or experiencing COVID-19 symptoms and seeking a medical diagnosis; or
• Two weeks (up to 80 hours) of expanded family and medical leave at two-thirds the employee'
regular rate of pay because the employee is unable to work because of a bona fide need to care
for an individual subject to quarantine (pursuant to Federal, State, or local government order or
advice of a health care provider), or to care for a child (under 18 years of age) whose school or
child care provider is closed or unavailable for reasons related to COVID-19, and/or the
employee is experiencing a substantially similar condition as specified by the Secretary of Health
and Human Services, in consultation with the Secretaries of the Treasury and Labor; and
Lip to an additional 10 weeks of expanded family and medical leave at two-thirds the
employee's regular rate of pay where an employee, who has been employed for at least 30
calendar days, is unable to work due to a bona fide need for leave to care for a child whose
school or child care provider is closed or unavailable for reasons related to COVID-19.
Eligible Employees: All employees of covered employers are eligible for two weeks of expanded family
and medical leave for specified reasons related to COVID-19. Employees employed for at least 30 days
are eligible for up to an additional 10 weeks of paid family leave to care for a child under certain
circumstances related to COVID-19. For the City of Hutchinson, this includes all of our regular full time
and regular part time employees and possibly a number of seasonal/temporary employees.
Qualifying Reasons for Leave:
Under the FFCRA, an employee qualifies for expanded family and medical leave if the employee is
unable to work (or unable to telework) due to a need for leave because the employee:
1. is subject to a Federal, State, or local quarantine or isolation order related to COVID-19;
2. has been advised by a health care provider to self -quarantine related to COVID-19;
3. is experiencing COVI❑-19 symptoms and is seeking a medical diagnosis;
4. is caring for an individual subject to an order described in (1) or self -quarantine as described in (2);
5. is caring for a child whose school or place of care is closed (or child tare provider is unavailable) for
reasons related to COVID-19; or
6. is experiencing any other substantially -similar condition specified by the Secretary of Health and
Human Services, in consultation with the Secretaries of Labor and Treasury.
Under the FFCRA, an employee qualifies for expanded family and medical leave if the employee is caring
for a child whose school or place of care is closed (or child care provider is unavailable) for reasons
related to COVID-19.
Duration of Leave:
For reasons (1)-(4) and (6): A full-time employee is eligible for 80 hours of leave, and a part-time
employee is eligible for the number of hours of leave that the employee works on average over a two -
week period.
For reason (5): A full-time employee is eligible for up to 12 weeks of leave (two weeks of paid sick leave
followed by up to 10 weeks of paid expanded family & medical leave) at 40 hours a week, and a part-
time employee is eligible for leave for the number of hours that the employee is normally scheduled to
work over that period.
Calculation of Pay:
For leave reasons (1), (2), or (3): employees taking leave are entitled to pay at either their regular rate
or the applicable minimum wage, whichever is higher, up to $511 per day and $5,110 in the aggregate
(over a 2-week period).
For leave reasons (4) or (6); employees taking leave are entitled to pay at 2/3 their regular rate or 2/3
the applicable minimum wage, whichever is higher, up to $200 per day and $2,000 in the aggregate
(over a 2-week period).
For leave reason (5): employees taking leave are entitled to pay at 2/3 their regular rate or 2/3 the
applicable minimum wage, whichever is higher, up to $200 per day and $12,000 in the aggregate (over a
12-week period).
Paid sick time provided under this Act does not carryover from one year to the next. Employees
are not entitled to reimbursement for unused leave upon termination, resignation, retirement,
or Other separation from employment.
An employee may elect to substitute any accrued vacation leave, personal leave, or medical or
sick leave for the first two weeks of partial paid leave under this section.
Other items to be noted:
This leave is considered over and above any leave already offered by an employer, and this leave is to be
used first, if applicable, before an employee is required to use the employer provided leave.
We are of the understanding that the City may take action to choose to allow employees to use City
accrued leave to supplement the 2/3 rate of pay and/or to reach their regular rate of pay that may be
above the per day and aggregate pay amounts noted previously, however, we cannot force them to do
this.
This leave is not available to an employee who is sent home from work or furloughed due to shutting
down of City functions or only operating with essential employees due to the COVID-19 virus. The
proposed Paid Pandemic Leave would be available for regular full and part time City employees to use
in this situation.
This information will be updated as needed and as we receive more information.
City of
Policy No. 3.27 WL
POLICY
-PERSONNEL-
PANDEMIC RESPONSE
DATE ^^ 414M March 2020 SOURCE
ADMINISTRATION
NO. 3.27
4
Pages
PURPOSE: To establish policy and procedure for city staff response during a
Pandemic Event.
STATEMENT OF POLICY:
In the event of a pandemic, a-pd Sp8Gif�ya-piRfIQenzza--paRG1en� in the City of
Hutchinson, the city would declare an "Emergency Declaration" to ensure that all available
appropriate resources would be at their disposal during that situation and to document all
expenses should the city be eligible for state and federal assistance.
..
there._
According to the Centers for Disease Control and Prevention, a pandemic is a global
disease outbreak. A 46 pandemic occurs under the following conditions:
a. A new inf1, ion__ „iri disease emerges, against which there is little or no
immunity in humans.
b. It spreads easily from human to human; and,
c. It infects humans and causes severe illness and even death.
2. Maintaining City Government
City officials are committed to maintaining a working government should an influ
pandemic occur. Plans and strategies are being developed to ensure continuous
operation of City services.
City employees (regular full time and regular part time) may be especially concerned
about how a pandemic infI a outbreak could affect their jobs and livelihood. The
following information is designed to provide general information on leave and pay
options during a pandemic.
3. Work Options
Essential/Emergency Employees
City employees in the Essential/Emergency service departments that include police, fire,
water, wastewater, and other public works departments such as cemetery and streets
will be expected to report to work as directed. Absences will only be allowed per the
following: 1) the employee's personal illness that may affect other employees, 2)
circumstances that will be considered on a case -by -case basis and justify excusing an
employee from duty because of an individual hardship or circumstance unique to the
employee, and, 3) brief family emergencies. Employees refusing to follow orders may
be subject to appropriate discipline, up to and including termination.
The City is working to have measures in place to assist these employees to ensure that
their families' needs are being adequately addressed to allow them to report to work and
to perform their work efficiently and effectively.
City employees not normally employed in an essential position but who may have skills
and abilities to do so may be required to work in or be assigned to an essential position.
Other Employees
Pandemic inflia may cause non -essential employees to be unable to work from
their regular location, or they may have obligations outside the office because of a
pandemic which might prevent them from reporting to their regular work location.
Employees may also be unable to work because they or close family members are ill or
contagious, or a decision may be made by City officials to reduce the potential for
contact by recommending or directing employees remain at home.
One way to slow the spread of disease is to minimize person -to -person contact, known
as "social distancing". Workplaces may provide opportunities for OPQ iepiza a diseasc to
spread, so in the event of a severe pandemic, City employees who are able to do so
may be directed to work from an alternate location, afforded the opportunity to work an
alternative schedule, or possibly telecommute (work from home).
Alternative work schedules include, but may not be limited to, the following:
a. Establishing different start and stop times for regularly scheduled work days
b. Establishing different work days in the established work week
c. Compressing work schedules( i.e. allowing an employee who normally works five
8-hour days to work four 10-hour days in the established workweek)
d. Reducing hours
Telecommuting opportunities will be considered on a case by case basis and allowed
only as determined by the City.
4. Absences and Accrued Time
If an employee or a dese family member (spouse, dependent child, parent, adult child,
sibling, mother-in-law, father-in-law, grandchild, grandparent, or stepparent) becomes ill,
the City Personnel Policy — Employee Handbook provides the following options:
Sick Leave — The current City sick leave policy as included in the City Personnel
Policy — Employee Handbook remains in place in the event of a pandemic
influenza. Employees may request to use their accrued sick leave for their own
illness or to care for a .iependent child who is ill or receiving
medical treatment.yp to a maximum of 160 hours of sick leave may be used for
caring for the employee's adult child, spouse, sibling, parent, mother-in-law,
father-in-law, grandchild, grandparent, or stepparent.
b. Sick leave may also be used if health authorities or a health care provider
determine that an employee's exposure to a pandemic influenza virus
jeopardizes the health of others by their presence on the job, even if he
employee has not fallen ill.
c. Vacation Leave/Compensatory Time — Employees have the option of
requesting the use of accrued vacation leave and/or compensatory time during a
pandemic influenza. This option would most likely be used when an employee
anticipates that their available sick leave hours will not cover the anticipated
absence due to their own personal illness or that of a close family member.
Vacation and compensatory time use will not be granted to employees who are
needed at work and who are not ill or caring for a sick close family member. Like
sick leave, vacation leave may also be used if health authorities or a health care
provider determine that an employee's exposure to a pandemic influenza virus
jeopardizes the health of others by their presence on the job, even if he
employee has not fallen ill.
d. Donated Leave — The current City leave donation policy will remain in place
during a pandemic influenza.
e. Family Medical Leave Act — The Family Medical Leave Act gives eligible
employees the right to take up to 12 weeks of leave without pay for a serious
health condition or to care for a spouse, dependent child, or parent with a serious
health condition. City policy requires that employees substitute accrued sick
leave and/or vacation leave for the unpaid time.
5. Paid Pandemic Leave
Option 1 — The City Council may consider qrantinq Temporary Pandemic Leave to
regular full time and regular part time employees in the event of a declared state of
emergency that results in the closinq of City facilities. The leave is available to essential
employees who are not able to work due to personal illness, quarantine, exposure to the
pandemic illness, or other eligible absence, and to non -essential employees who are
directed not to report to work, not working remotely, or not able to work due to illness, to
care for an ill immediate family member, quarantine, child care issue, or other allowable
absence.
Paid Pandemic Leave may be granted as follows.
• Regular Full Time Employees — Regular full time employees will be eligible for up
to 120 hours of paid pandemic leave.
• Regular Part Time Employees — Regular part time employees will be eligible for
up to three (3) weeks of paid pandemic leave that is based on their average
scheduled work hours per week (i.e. 25 average hours/week equates to a total of
75 hours of leave).
The Paid Pandemic leave is used prior to the use of any accrued sick leave, vacation
leave, or compensatory time. When the paid pandemic leave is exhausted, employees
may use any other accrued leave for absences related to a pandemic event.
The temporary pandemic leave ceases when it is exhausted and/or when the
Emer. ec�ncy Declaration by the City allowinq for the leave is lifted, whichever occurs first.
Option 2 — Durinq a pandemic, paid leave is available to all regular full time and regular
part time employees for a period of up to three weeks at their normal rate of pay. Paid
pandemic leave may not exceed the standard scheduled hours per week for full-time
employees and the average scheduled work hours per week for part-time employees.
Leave may not result in an overtime situation.
The leave is available to essential employees who are not able to work due to personal
illness, quarantine, exposure to the pandemic illness, or other eligible absence, and to
non -essential employees who are directed not to report to work, not working remotely,
or not able to work due to illness, to care for an ill immediate family member, quarantine,
child care issue, or other allowable absence.
The City Council reserves the right to lengthen the available paid pandemic leave period
provided by this policy depending on the pandemic situation and advisories issued by
the Minnesota Department of Health (MDH) and the Centers for Disease Control (CDC).
The temporary pandemic leave ceases when it is exhausted and/or when the
Emergency Declaration by the City allowing for the leave is lifted, whichever occurs first.
Option 3 - In the event of a pandemic, the City Council may considering temporarily
continuinq to pay all regular full time and regular part time employees at their normal
rate of pay. Paid Pandemic leave may not exceed the standard scheduled hours per
week and may not result in an overtime situation.
6. Personal Leave Without Pav
If an employee has exhausted his or her available annual or sick leave or other forms of
paid time off, he or she may request leave without pay. The City Administrator may
grant any regular employee a leave of absence without pay for a period not exceeding
90 days except that the City Administrator may extend such leaves to a maximum
period of one year in case the employee is disabled or where extraordinary
circumstances, in the City Administrator's judgment, such as a pandemic flu event,
warrant such extension. No vacation, holiday, sick leave or other benefits, except group
insurance coverage, shall accrue during a leave of absence without pay. The eligibility
for group insurance during such leave shall be governed by the terms of the policy in
force at the time. The City shall not pay any costs of insurance premiums for an
employee taking a (personal) leave of absence without pay.
7. Lay -Off
The City may need to lay-off non -essential employees. These employees may
substitute accrued time (vacation/compensatory time) in lieu of unpaid lay-off.
8. Employee Pav
The City is taking steps to ensure there will be no disruptions to the regular issuance of
employee pay during a pandemic inf'a. Mandatory direct deposit will remain in
effect.
In the event of a fI4 pandemic disease outbreak, the City will adhere to the Fair Labor
Standards Act regarding overtime compensation. Employees may be required to
perform overtime work and the City may discipline an employee for failure to report for
scheduled overtime work.
9. Insurance Coverage and Other Benefits
a. Insurance - It is the City's understanding and intention that health, dental, life,
and long term disability insurance benefits will continue regardless of the severity
of a health crisis. In the event of unpaid €IV4LA personal leave without pay or a
lay-off, insurance coverage ceases per the existing City plan. Employees may
purchase coverage at their own expense per COBRA regulations.
b. Flexible Spending Accounts (Health Care and Dependent Care) — The City
does not see a need for special procedures for the Flexible Spending Account
program at this time. Claims will continue to be submitted to TASC, the City's
Flex plan administrator for processing and payment.
Due to a pandemic event, there may be a significantly increased number of
claims. This may increase the time it takes for claims to be processed and
reimbursements to be received.
10. Family Plan
City employees are encouraged to have a "family emergency plan" for their residence to
ensure their family has provisions when the employee reports to work during the
emergency.
HUTCHINSON CITY COUNCIL ci=y�fAa�
Request for Board Action 7AL =-W
Resolution 15155 Temporary Utility Billing Procedure in Response to the COVID-19
Agenda Item: Pandemic
Department: Finance
LICENSE SECTION
Meeting Date: 3/24/2020
Application Complete N/A
Contact: Andy Reid
Agenda Item Type:
Presenter:
Reviewed by Staff
New Business
Time Requested (Minutes): 1
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
The COVID-19 pandemic has caused a tremendous economic impact that will affect many families and businesses
within Hutchinson. City staff has proposed temporary actions we can take to help our utility customers through this
trying time, which includes waiving late fees and not disconnecting water service on delinquent accounts.
Many businesses are discontinuing direct customer contact in response to COVID-19. While City Center will remain
open, at least for the foreseeable future, staff is hoping to minimize the number of customers coming into City Center
in an effort to protect the health of our customers and city staff. Staff is also hoping to minimize the exchange of cash
by requesting that customers make credit card payments either online or by phone, or by dropping check payments in
the drop box outside of City Center. Cash payments will be accepted, but we are requesting those payments to be
placed in a drop box located next to the Administration window. Staff will accommodate the customer if change is
needed back on cash payment, but that process may be reevaluated based on the volume of cash payers.
This process will be evaluated and we will return to business as usual at a future date when this pandemic slows and
Federal and State restrictions are eased. Staff is prepared to work with customers on payment plans even after we
return to business as usual.
BOARD ACTION REQUESTED:
Approve resolution 15155
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source: N/A
Remaining Cost: $ 0.00 Funding Source: N/A
CITY OF HUTCHINSON
RESOLUTION NO. 15155
TEMPORARY UTILITY BILLING PROCEDURE IN RESPONSE
TO THE COVID-19 PANDEMIC
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA
WHEREAS, the COVID-19 pandemic has resulted in the closure of many businesses in
Hutchinson, and around the nation, and that the Federal and State governments have asked
citizens to self -distance themselves from others and to not gather in groups of more than ten
individuals; and
WHEREAS, the City recognizes the economic challenges facing families and businesses
due to COVID-19; and
WHEREAS, COVID-19 has been determined to pose a greater health risk for the elderly
and those with underlying health issues; and
WHEREAS, the City is striving to reduce the need for its Utility customers to travel to
City Center to make payments.
NOW, THEREFORE BE IT RESOLVED that, until further notice, the Hutchinson City
hereby agree to make the following temporary policy changes to its Utility Billing process, which
consists of Water, Sewer, Refuse and Storm Water services:
1) Late payment penalties will be waived for the current billing cycle due March 27.
2) Customer water service will not be disconnected due to non-payment.
3) City staff will work with customers to create payment plans, if necessary, due to
the COVID-19 challenges.
BE IT ALSO RESOLVED, that during this pandemic, the City encourages customers to
payments by credit card, either online or by calling the City's Utility Billing department at (320) 234-
5672. For payments by check, we ask that customers simply drop it off, along with the proper
remittance information, in the City's box located outside of City Center. If a customer must pay with
cash, we request that the cash is sealed in the provided envelope with the remittance information,
and placed in the drop box located inside of City Center, just in front of the Administration counter.
Any customer questions can be directed to the Utility Billing department at the number listed above.
Adopted by the City Council this 24th day of March.
ATTESTED:
Matthew Jaunich
City Administrator
Gary T. Forcier
Mayor
CITY OF HUTCHINSON, MINNESOTA
Declaration NO. 2020 — 1
WHEREAS, the Mayor of the City of Hutchinson, Minnesota (" Mayor") finds that the following
local emergency (" Emergency") exists in the City of Hutchinson, Minnesota ("City"):
1. The Governor of Minnesota issued Emergency Executive Order 20 — 01 declaring a
peacetime emergency and coordinating Minnesota Strategy to Protect Minnesotans from
COVID — 19 on March 13, 2020 (attached); and
2. The City faces an imminent threat to public health resulting from the novel coronavirus
and the resulting COVID — 19 disease; and
3. Asa result of the pandemic situation caused by Covid-19, the City needs the ability to
take timely action to contain and mitigate the risk to public health.
WHEREAS, Minnesota Statute Section 12.29 authorizes the Mayor to declare the existence of
the Emergency, invoke necessary portions of the Emergency Operations Plans and the Pandemic
Response Plan, and authorize aid and services in accordance with interjurisdictional agreements;
and
WHEREAS, Minnesota Statute Section 12.37 authorizes the City, acting through its governing
body, to
(1) enter into contracts and incur obligations necessary to combat the disaster by
protecting the health and safety of persons and property and by providing emergency
assistance to the victims of the disaster; and
(2) exercise the powers vested by this subdivision in light of the exigencies of the disaster
without compliance with time — consuming procedures and formalities prescribed by
law pertaining to:
0) the performance of public works;
(ii) entering into contracts;
(iii) incurring of obligations;
(iv) employment of temporary workers;
(v) rental of equipment;
(vi) purchase of supplies and materials;
(vii) limitations upon tax levy; and
(viii) the appropriation and expenditure of public funds, for example, but not
limited to, publication of ordinances and resolutions, publication of calls for
bids, provisions of civil service laws and rules, provisions relating to low bids,
and requirements for budgets.
; and
WHEREAS, the Mayor finds that the Emergency is sudden and unforeseen and could not have
been anticipated; and
WHEREAS, the Mayor finds that the situation threatens the health, safety, and welfare of the
citizens of the community and threatens the provision and delivery of City services as a result of
the Emergency; and
WHEREAS, the Mayor finds that traditional sources of relief are not able to repair or prevent the
injury and loss.
Now, therefore, the Mayor of the City of Hutchinson, Minnesota declares a local emergency
effective at
f' C �'-' p.m. on March 24, 2020, in the City of Hutchinson, Minnesota and hereby calls
for a meeting of the City Council of the City of Hutchinson at 5:30 p.m. on March 24, 2020, in
the City Council Chambers, 111 Hassan St. SE. in the City and by other electronic means as
permitted by Minnesota statutes, section 13D .021 for purposes of receiving COVID — 19
updates and considering formal action to consent to this declaration and related actions.
This declaration a local emergency will invoke the City's Emergency Operation Plans and the
Pandemic Response Plan. The portions that are necessary for response to and recovery from the
Emergency are hereby authorized, including but not limited to all appropriate community
containment and mitigation strategies. To the extent the normal state laws and City policies and
procedures impede an efficient response or compliance with federal and state directives and
recommendations, the City Administrator, Emergency Manager, and their designees are hereby
authorized to suspend compliance with those laws, policies, and procedures as authorized by the
Governor's Emergency Executive Order 20 — 01 and Minnesota statute, section 12.32 and to take
those actions necessary to protect the public health, safety, and welfare.
Mayor -
City Administrator
Date and Time
jvu
CITY OF HUTCHINSON, MINNESOTA
Declaration NO. 2020 — I
WHEREAS, the Mayor of the City of Hutchinson, Minnesota (" Mayor") finds that the following
local emergency (" Emergency") exists in the City of Hutchinson, Minnesota ("City"):
I . The Governor of Minnesota issued Emergency Executive Order 20 — 01 declaring a
peacetime emergency and coordinating Minnesota Strategy to Protect Minnesotans from
COVID — 19 on March 13, 2020 (attached); and
2. The City faces an imminent threat to life and public health resulting from the novel
coronavirus and the resulting COVID — 19 disease; and
3. The City is confronted with a worldwide pandemic creating threat of disaster of major
proportions, which the safety and welfare of the guests and the inhabitants of the City are
jeopardized and placed at extreme peril, in which timely action to contain and mitigate
the risk to human life.
WHEREAS, Minnesota Statute Section 12.29 authorizes the Mayor to declare the existence of
the Emergency, invoke necessary portions of the Emergency Operations Plans and the Pandemic
Response Plan, and authorize aid and services in accordance with interjurisdictional agreements;
and
WHEREAS, Minnesota Statute Section 12.37 authorizes the City, acting through its governing
body, to
(1) enter into contracts and incur obligations necessary to combat the disaster by
protecting the health and safety of persons and property and by providing emergency
assistance to the victims of the disaster; and
(2) exercise the powers vested by this subdivision in light of the exigencies of the disaster
without compliance with time — consuming procedures and formalities prescribed by
law pertaining to:
(i) the performance of public works;
(ii) entering into contracts;
(iii) incurring of obligations;
(iv) employment of temporary workers;
(v) rental of equipment;
(vi) purchase of supplies and materials;
(vii) limitations upon tax levy; and
(viii) the appropriation and expenditure of public funds, for example, but not
limited to, publication of ordinances and resolutions, publication of calls for
bids, provisions of civil service laws and rules, provisions relating to low bids,
and requirements for budgets.
; and
WHEREAS, the Mayor finds that the Emergency is sudden and unforeseen and could not have
been anticipated; and
WHEREAS, the Mayor finds that the conditions in Minnesota and the threat to the visitors and to
the inhabitants of the City has worsened considerably as a result of the Emergency; and
WHEREAS, the Mayor finds that the situation threatens the health, safety, and welfare of the
citizens of the community and threatens the provision and delivery of City services as a result of
the Emergency; and
WHEREAS, the Mayor finds that the Emergency poses the risk of an may cause catastrophic
loss of public health, safety, and welfare if not immediately address; and
WHEREAS, the Mayor finds that traditional sources of relief are not able to repair or prevent the
injury and loss.
Now, therefore, the Mayor of the City of Hutchinson, Minnesota declares a local emergency
effective at
(time and date) in the City of Hutchinson, Minnesota and hereby calls for
emergency meeting of the City Council of the City of Hutchinson at
(date and time) in the City Council Chambers, I I 1 Hassan St. SE, in the City and by other
electronic means as permitted by Minnesota statutes, section 13D .021 for purposes of receiving
COVID — 19 updates and considering formal action to consent to this declaration and related
actions.
This declaration a local emergency will invoke the City's Emergency Operation Plans and the
Pandemic Response Plan. The portions that are necessary for response to and recovery from the
Emergency are hereby authorized, including but not limited to all appropriate community
containment and mitigation strategies. To the extent the normal state laws and City policies and
procedures impede an efficient response or compliance with federal and state directives and
recommendations, the City Administrator, Emergency Manager, and their designees are hereby
authorized to suspend compliance with those laws, policies, and procedures as authorized by the
Governor's Emergency Executive Order 20 --- 01 and Minnesota statute, section 12.32 and to take
those actions necessary to protect the public health, safety, and welfare.
Mayor
City Administrator
Date and Time
STATE OF MI N N ESOTA
Executive department
Governor Tim Walz
Emergency Executive Order 20--01
Declaring a Peacetime Emergency and Coordinating Minnesota's Strategy to
Protect Minnesotans from COVID-19
1, Tim Walz, Governor of the State of Minnesota, by the authority vested in ine by the
Constitution and applicable statutes, issue the following Executive Order:
The infectious disease known as COVID-19, an act of nature, has now been detected in 1 18
countries and territories, including the United States. COVID-19 has been reported in 42 states.
There are over 1,600 confirmed cases nationwide, including fourteen in Minnesota.
The U.S. Department of Health and Human Services Secretary has declared a public health
emergency for the United States to aid the nation's healthcare community in responding to
COVID-19. The World Health Organization has recently assessed that this outbreak can be
characterized as a pandemic.
In coordination with other state agencies, local governments, and partners in the private sector,
the Minnesota Department of Health ("MDH") has been preparing for and responding to the
COVID- 19 pandemic in Minnesota,
On April 4, 2019, I issued Executive Order 19-22, which assigned emergency responsibilities to
state agencies to respond to and assist in recovery from the effects of natural or technological
emergencies, including responsibility to engage in emergency preparedness effc}arts. On April 4,
2019, 1 also issued Executive Order 19-23, which directed state agencies to engage incontinuity
of government and continuity of operations planning. That Executive Order established the
Continuity Policy Coordination Sub -Cabinet to develop and maintain a framework for a
continuity of government plan, and to oversee agency continuity of operations planning, led by
Minnesota Management and Budget ("MMB").
Minnesota has talcen proactive steps to ensure that we are ahead of the curve on COVID-19
prevention and response. Our State has been actively conducting continuity planning for state
agency operations. MMB activated its Statewide Contingency Response Team ("SCRT"), which
meets regularly to coordinate and direct state agencies to ensure priority government services
continue. State agency emergency managers and continuity coordinators from the agencies have
5
been meeting together and sharing information related to emergency management and continuity
of operations plaiming activities.
The State also has activated our Joint Information Center ("JIC"), led by the Department of
Public Safety ("DPS") and MDH. The JI.0 is responsible for sharing operational updates and
keeping the public informed on COVID-19.This group convenes daily to provide consistent,
coordinated, and timely information.
Agencies have activated their internal command or continuity teams and have been reviewing
their emergency response and continuity plans, which are plans in place that outline how
agencies will provide priority services during an emergency. Agencies have been reviewing their
priority services and preparing their employees with the goal of providing uninterrupted priority
services throughout an emergency.
On January 29, 2020, MDH instituted its Incident Command System ("ICS"), The ICS provides
a standardized approach to the command, control, and coordination of emergency response.
MDI--I convened a state agency COVID-19 coordinating group an March 3, 2020. DPS's
Division of Homeland Security and Emergency Management ("HSEM") activated the State
Emergency Operations Center on March 6, 2020.
MDH remains in close contact with federal, state, and local partners, and the Commissioner of
Health recently convened a group of experts, including healthcare professionals (doctors, nurses,
administrators, insurers), government partners (cities, counties, tribal nations), business and labor
leaders, educators (child care, K-12, higher ed), public health experts, and authorities on long
term care and Minnesota's aging population. This cross -sector group provides guidance to the
Commissioner on MI)F1's strategies for responding to COVID-19.
As hart of the response, MDH experts have been providing timely information and education to
the public and stakeholders through up-to-date website information, regular press briefings, and
calls for stakeholders such as schools, long-term care facilities, healthcare providers, and the
business community. MDH's COVID-19 website, with materials available in 16 languages, has
been accessed by thousands of Minnesotans.
Local resources are inadequate to fully address the COVID-19 pandemic_ We must continue to
take this pandemic seriously, and there are sensible steps that Minnesotans and our state
government can take to protect all Minnesotans by slowing the spread of COVID-19, prioritizing
our healthcare resources, and safeguarding at -risk communities.
For these reasons, I declare a peacetime emergency in Minnesota and order as follows.
In consultation with federal, state, and local partners, tribal nations, relevant experts,
and stakeholders, MDH will continue to lead the coordination of the State's response
to COVID-19.
2. HSEM will continue to assist MDH and coordinate support through the State
.Emergency Operations Center and in accordance with the Minnesota emergency
Operations Plan.
2
A
3. All state agencies, in cooperation with appropriate federal agencies, -will work to
support healthcare providers, tribal and local governments, and public health
organizations as they respond to COVTD-19.
4. The Minnesota National Guard will ensure that it is ready to assist as needed during
this peacetime emergency,
In consultation with the Centers for Disease Control and Prevention, as well as public
health, medical, and other experts, MDH will continue to provide guidance that is
accessible and transparent to all Minnesotans, including guidance on how to best
prevent and reduce community spread of COVI❑-19 within Minnesota and manage
critical healthcare resources.
b. l encourage individual Minnesotans to help protect all Minnesotans by continuing
their individual prevention efforts such as staying home when feeling sick, frequently
washing their bands, and monitoring information about COVID-T 9.
7. 1 urge and advise Minnesotans to follow MDH guidance regarding hygiene, public
gatherings, social distancing, and healthcare use. Minnesotans should regularly check
MDH's COVI❑-19 webpage: ltttps:llwww.licaltli.state.trrn.us/diseaseslccirotiayirLisi
8, As circumstances require, and pursuant to relevant law, I will issue orders and rules to
protect public health and safety. All state agencies are directed to submit proposals
for such orders and Miles to my office.
'I'his Executive Order and declaration of peacetime emergency is effective immediately under
Minnesota Statutes 2019, section 4.035, subdivision 2, and its duration is governed by Minnesota
Statutes 2019, section 12.3 1, subdivision 2.
Signed on March 13, 2020.
LOOP
o
Tim a1z
Go -nor
Filed According to Law:
Steve Simon
Secretary of State
10
VAk 2020
ARV. + '
7
ORDINANCE NUMBER 20-811
CITY COUNCIL CONSENT TO MAYORAL DECLARATION 2020 —1,
DECLARING A LOCAL EMERGENCY
CITY OF HUTCHINSON, MINNESOTA
:9:11_VA I.t111
WHEREAS, the Mayor of the City of Hutchinson, Minnesota ("Mayor") declared an Emergency
to exist in the City of Hutchinson, Minnesota ("City") effective March 24, 2020, at
time upon signing declaration 2020 — 1 (attached and incorporated by
reference) ("Declaration"); and
WHEREAS, Minnesota Statute Section 12.29 authorizes the Mayor to declare the existence of
the Emergency, invoke necessary portions of the Emergency Operation Plans and the Pandemic
Response Plan, and authorize aid and services in accordance with inter -jurisdictional
agreements. In order for the declaration of the Emergency to continue beyond three days the
City Council of the City of Hutchinson, Minnesota ("City Council") must consent to the
Declaration; and
WHEREAS, the City Attorney sent the declaration to the City Administrator on March 24, 2020,
at _ time) and the City Administrator confirmed receipt on March 24, 2020, at time); and
WHEREAS, the City Council convened at a regular meeting of the City Council of the City of
Hutchinson an March 24, 2020, at 5:30 p.m. in the City Council Chambers of the Hutchinson
City Center 111 Hassan St. SE. in the City and by other electronic means as permitted by
Minnesota Statutes, Section 13 ❑ .021, for purposes of receiving emergency COVID-19 updates
and considering formal action to consent to the Declaration and related actions; and
WHEREAS, the City Council is the official governing body of the City; and
WHEREAS, City Charter Section 2.06 allows the Mayor, with the consent of the City Council, to
take command of the police, maintain order, and enforce the law; and
WHEREAS, City Charter Section 3.06 allows the immediate adoption of an ordinance when
necessary for the immediate preservation of the public peace, health, morals, safety or welfare
of the City; and
WHEREAS City Charter Section 3.05 waives the notice requirements prior to adopting an
emergency ordinance; and
vw��J � D_(C)
WHEREAS, Minnesota Statute Section 12.37 authorizes the City, acting through its governing
body, to:
"(1) enter into contracts and incur obligations necessary to combat the disaster by
protecting the health and safety of persons and property and by providing emergency
assistance to the victims of the disaster; and
t2j exercise the powers vested by this subdivision in the light of the exigencies of the
disaster without compliance with time — consuming procedures and formalities prescribed by
law pertaining to:
(i) the performance of public works;
(ii) entering into contracts;
(iii) incurring of obligations;
(iv) employment of temporary workers;
(v) rental of equipment;
(vi) purchase of supplies and materials;
(vii) limitations upon tax levy;
(viii) the appropriation and expenditure of public funds, for example, but not
limited to, publication of ordinances and resolutions, publications of calls for
bids, provisions of civil service laws and rules, provisions relating to low bids, and
requirements for budgets"
; and
WHEREAS, the Hutchinson City Code of Ordinances, Chapter 33 provides for emergency
management and defines an emergency as "an unforeseen combination of circumstances which
calls for immediate action to prevent a disaster from developing or occurring" and provides for
planning and management of such emergency, including the creation of a civil defense agency
known as emergency management, which is under the supervision and control of the City
Emergency Management Director; and
WHEREAS, the Hutchinson City Code of Ordinances, Section 33.05 provides for the declaration
of a local emergency:
(A) A local emergency may be declared only by the Mayor or his or her legal successor.
It shall not be continued for a period in excess of 3 days, except by or with the
consent of the Council. Any order or proclamation declaring, continuing or
terminating a local emergency shall be given prompt and general publicity and shall
be filed in the office of the City Administrator.
(B) A declaration of a local emergency shall invoke necessary portions of the response
and recovery aspects of applicable local or inter -jurisdictional disaster plans, and
may authorize aid and assistance thereunder.
(C) No jurisdictional agency or official may declare a local emergency unless expressly
authorized by the agreement under which the agency functions. However an inter -
jurisdictional disaster agency shall provide aid and services in accordance with the
agreement under which it functions.
WHEREAS the Hutchinson City Code of Ordinances, Section 33.06 provides for emergency
regulations:
"(A) whenever necessary, to meet a declared emergency or to prepare for an
emergency, for which adequate regulations have not been adopted by the Governor or the
Council, the Council may by resolution promulgate regulations, consistent with applicable
federal or state law or regulation, respecting: the conduct of persons in the use of property
during emergencies; the repair, maintenance and safeguarding of essential public services;
emergency health, fire and safety regulation; drills or practice periods required for preliminary
training; and in all other matters which are required to protect the public safety, health and
welfare in declared emergencies.
(B) (1) every resolution of emergency regulation shall be in writing; shall be dated, shall
refer to particular emergency to which it pertains, if so limited, and shall be filed in the office of
the City Administrator.
(2) A copy shall be kept posted and available for public inspection during business
hours. Notice of the existence of these regulations and their availability for inspection at the
City Administrator's office shall be conspicuously posted at the front of the City Hall or other
headquarters of the City or at other places in the affected area as the Council shall designate in
the resolution.
(3) By resolution, the Council may modify or rescind a regulation.
(C) The Council may rescind any regulation by resolution at anytime. If not sooner
rescinded, every regulation shall expire at the end of 30 days after its effective date or at the
end of the emergency to which it relates, whichever comes first. Any resolution, rule or
regulation inconsistent with an emergency regulation promulgated by the Council shall be
suspended during the period of time and to the extent conflict exists.
;and
WHEREAS the City Council finds that the emergency is sudden and unforeseen and could not
have been anticipated; and
WHEREAS the City Council finds that the situation threatens the health, safety, and welfare of
the citizens of the community and threatens the provision in delivery of City services as a result
of the emergency; and
WHEREAS, the City Council finds that traditional sources of relief are not able to repair or
prevent the injury and loss.
Now, therefore, the City Council of the City of Hutchinson, Minnesota does hereby ordain:
Section 1. The foregoing recitals of the preamble are incorporated herein by reference.
Section 2. The Governor of Minnesota issued Emergency Executive Order 20 — 01 declaring a
Peacetime Emergency and Coordinating Minnesota Strategy Protect Minnesotans from COVID —
19 on March 13, 2020
Section 3. The City faces an imminent threat to public health resulting from the novel
coronavirus and the resulting COVID —19 disease.
Section 4. The City is confronted with a worldwide pandemic creating a threat to public health
which the safety and welfare of the guests and inhabitants of the City are jeopardized in which
timely action to contain and mitigate the risk to human life is required.
Section 5. This ordinance hereby invokes the City's Emergency Operation Plans and Pandemic
Response Plan. Portions that are necessary for the response to and recovery from the
Emergency are hereby authorized, including but not limited to all appropriate community
containment and mitigation strategies.
Section 6. To the extent normal state laws and city policies and procedures impede an efficient
response or compliance with federal and state directives and recommendations, the City
Administrator, Emergency Management Director, and their designees are hereby authorized to
suspend compliance with those laws, policies, and procedures as authorized by emergency
Executive Order 20 — 01 and by Minnesota Statute Sections 12.32 and 12.37, and take those
actions necessary to protect the public health, safety, and welfare.
Section 7. The City Administrator is hereby authorized:
(A) To amend personnel policies, hire temporary employees, adjust work schedules,
shift position responsibilities and to administer personnel leaves as he deems
necessary.
(B) To close City facilities and restrict public access as necessary.
Section 8. This ordinance was adopted by at least four members of the City Council as required
by Hutchinson City Charter Section 3.06
Section 9. This ordinance shall take effect immediately upon passage as permitted by Section
3.09 of the Hutchinson City Charter
Section 10. This ordinance shall be in effect for 30 days (until (date and
time))
Section 11. The City Administrator is authorized and directed to file and depose notice of this
ordinance and any emergency regulation is authorized and required by state law, City Charter,
and City Code.
Adopted this of March, 2020 at am/pm
Attest:
City Administrator
Mayor
Approved:
City Attorney
ORDINANCE NUMBER 20-811
CITY COUNCIL CONSENT TO MAYORAL DECLARATION 2020 — 1,
DECLARING A LOCAL EMERGENCY
CITY OF HUTCHINSON, MINNESOTA
PREAMBLE
WHEREAS, the Mayor of the City of Hutchinson, Minnesota ("Mayor") declared an Emergency
to exist in the City of Hutchinson, Minnesota ("City") effective March 24, 2020, at
time upon signing declaration 2020—1(attached and incorporated by
reference) ("Declaration"); and
WHEREAS, Minnesota Statute Section 12.29 authorizes the Mayor to declare the existence of
the Emergency, invoke necessary portions of the Emergency Operation Plans and the Pandemic
Response Plan, and authorize aid and services in accordance with inter -jurisdictional
agreements. In order for the declaration of the Emergency to continue beyond three days the
City Council of the City of Hutchinson, Minnesota ("City Council") must consent to the
Declaration; and
WHEREAS, the City Attorney sent the declaration to the City Administrator on March 24, 2020,
at _ time) and the City Administrator confirmed receipt on March 24, 2020, at time); and
WHEREAS, the City Council convened at a regular meeting of the City Council of the City of
Hutchinson on March 24, 2020, at 5:30 p.m. in the City Council Chambers of the Hutchinson
City Center 111 Hassan St. SE. in the City and by other electronic means as permitted by
Minnesota Statutes, Section 13 D .021, for purposes of receiving emergency COVID-19 updates
and considering formal action to consent to the Declaration and related actions; and
WHEREAS, the City Council is the official governing body of the City; and
WHEREAS, City Charter Section 2.06 allows the Mayor, with the consent of the City Council, to
take command of the police, maintain order, and enforce the law; and
WHEREAS, City Charter Section 3.06 allows the immediate adoption of an ordinance when
necessary for the immediate preservation of the public peace, health, morals, safety or welfare
of the City; and
WHEREAS City Charter Section 3.05 waives the notice requirements prior to adopting an
emergency ordinance; and
WHEREAS, Minnesota Statute Section 12.37 authorizes the City, acting through its governing
body, to:
"(1) enter into contracts and incur obligations necessary to combat the disaster by
protecting the health and safety of persons and property and by providing emergency
assistance to the victims of the disaster; and
(2) exercise the powers vested by this subdivision in the light of the exigencies of the
disaster without compliance with time — consuming procedures and formalities prescribed by
law pertaining to:
(i) the performance of public works;
(ii) entering into contracts;
(iii) incurring of obligations;
(iv) employment of temporary workers;
(v) rental of equipment;
(vi) purchase of supplies and materials;
(vii) limitations upon tax levy;
(viii) the appropriation and expenditure of public funds, for example, but not
limited to, publication of ordinances and resolutions, publications of calls for
bids, provisions of civil service laws and rules, provisions relating to low bids, and
requirements for budgets"
; and
WHEREAS, the Hutchinson City Code of Ordinances, Chapter 33 provides for emergency
management and defines an emergency as "an unforeseen combination of circumstances which
calls for immediate action to prevent a disaster from developing or occurring" and provides for
planning and management of such emergency, including the creation of a civil defense agency
known as emergency management, which is under the supervision and control of the City
Emergency Management Director; and
WHEREAS, the Hutchinson City Code of Ordinances, Section 33.05 provides for the declaration
of a local emergency:
(A) A local emergency may be declared only by the Mayor or his or her legal successor.
It shall not be continued for a period in excess of 3 days, except by or with the
consent of the Council. Any order or proclamation declaring, continuing or
terminating a local emergency shall be given prompt and general publicity and shall
be filed in the office of the City Administrator.
(B) A declaration of a local emergency shall invoke necessary portions of the response
and recovery aspects of applicable local or inter -jurisdictional disaster plans, and
may authorize aid and assistance thereunder.
(C) No jurisdictional agency or official may declare a local emergency unless expressly
authorized by the agreement under which the agency functions. However an inter -
jurisdictional disaster agency shall provide aid and services in accordance with the
agreement under which it functions.
WHEREAS the Hutchinson City Code of Ordinances, Section 33.06 provides for emergency
regulations:
"(A) whenever necessary, to meet a declared emergency or to prepare for an
emergency, for which adequate regulations have not been adopted by the Governor or the
Council, the Council may by resolution promulgate regulations, consistent with applicable
federal or state law or regulation, respecting: the conduct of persons in the use of property
during emergencies; the repair, maintenance and safeguarding of essential public services;
emergency health, fire and safety regulation; drills or practice periods required for preliminary
training; and in all other matters which are required to protect the public safety, health and
welfare in declared emergencies.
(B) (1) every resolution of emergency regulation shall be in writing; shall be dated, shall
refer to particular emergency to which it pertains, if so limited, and shall be filed in the office of
the City Administrator.
(2) A copy shall be kept posted and available for public inspection during business
hours. Notice of the existence of these regulations and their availability for inspection at the
City Administrator's office shall be conspicuously posted at the front of the City Hall or other
headquarters of the City or at other places in the affected area as the Council shall designate in
the resolution.
(3) By resolution, the Council may modify or rescind a regulation.
(C) The Council may rescind any regulation by resolution at any time. If not sooner
rescinded, every regulation shall expire at the end of 30 days after its effective date or at the
end of the emergency to which it relates, whichever comes first. Any resolution, rule or
regulation inconsistent with an emergency regulation promulgated by the Council shall be
suspended during the period of time and to the extent conflict exists.
;and
WHEREAS the City Council finds that the emergency is sudden and unforeseen and could not
have been anticipated; and
WHEREAS, the City Council finds that conditions in Minnesota and the threat to the visitors and
inhabitants of the City has worsened considerably as a result of the emergency; and
WHEREAS the City Council finds that the situation threatens the health, safety, and welfare of
the citizens of the community and threatens the provision in delivery of City services as a result
of the emergency; and
WHEREAS, the City Council finds that the emergency poses the risk of an may cause
catastrophic loss of public health, safety, and welfare if not immediately addressed; and
WHEREAS, the City Council finds that traditional sources of relief are not able to repair or
prevent the injury and loss.
Now, therefore, the City Council of the City of Hutchinson, Minnesota does hereby ordain:
Section 1. The foregoing recitals of the preamble are incorporated herein by reference.
Section 2. The Governor of Minnesota issued Emergency Executive Order 20 — 01 declaring a
Peacetime Emergency and Coordinating Minnesota Strategy Protect Minnesotans from COVID —
19 on March 13, 2020
Section 3. The City faces an imminent threat to life and public health resulting from the novel
coronavirus and the resulting COVID —19 disease.
Section 4. The City is confronted with a worldwide pandemic treating threat of disaster of major
proportions, which the safety and welfare of the guests and inhabitants of the City are
jeopardized and placed at extreme peril, in which timely action to contain and mitigate the risk
to human life is required.
Section 5. This ordinance hereby invokes the City's Emergency Operation Plans and Pandemic
Response Plan. Portions that are necessary for the response to and recovery from the
Emergency are hereby authorized, including but not limited to all appropriate community
containment and mitigation strategies.
Section 6. To the extent normal state laws and city policies and procedures impede an efficient
response or compliance with federal and state directives and recommendations, the City
Administrator, Emergency Management Director, and their designees are hereby authorized to
suspend compliance with those laws, policies, and procedures as authorized by emergency
Executive Order 20 — 01 and by Minnesota Statute Sections 12.32 and 12.37, and take those
actions necessary to protect the public health, safety, and welfare.
Section 7. The City Administrator is hereby authorized:
(A) To amend personnel policies, hire temporary employees, adjust work schedules,
shift position responsibilities and to administer personnel leaves as he deems
necessary.
(B) To close City facilities and restrict public access as necessary.
Section 8. This ordinance was adopted by at least four members of the City Council as required
by Hutchinson City Charter Section 3.06
Section 9. This ordinance shall take effect immediately upon passage as permitted by Section
3.09 of the Hutchinson City Charter
Section 10. This ordinance shall be in effect for 30 days (until (date and
time))
Section 11. The City Administrator is authorized and directed to file and depose notice of this
ordinance and any emergency regulation is authorized and required by state law, City Charter,
and City Code.
Adopted this of March, 2020 at am/pm
Attest:
City Administrator
Mayor
Approved:
City Attorney
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: 2019-2020 (thru Feb 2020) Snow & Ice Report
Department: PW/Eng
LICENSE SECTION
Meeting Date: 3/24/2020
Application Complete N/A
Contact: John Olson
Agenda Item Type:
Presenter: John Olson
Reviewed by Staff ❑
Governance
Time Requested (Minutes): 0
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
This snow/ice season has been relatively light compared to the last several winters.
We had a couple of larger snowfalls in late November that pushed us over average for October/November.
December saw slightly less than normal snowfall.
In January we had a 12-day run in the middle of the month and ended January with snowfall 1.10" above normal.
February was over an inch below normal.
Overall, we're just slightly over average seasonal snowfall through the end of February.
Beautiful weather at the end of February into March has allowed crews to concentrate more on tree pruning. Most
days this year, we have been able to operate two bucket trucks for tree pruning, allowing staff to prune hundreds of
trees this year, more than in any year in that last five years.
BOARD ACTION REQUESTED:
No action requested
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
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HUTCHINSON CITY COUNCIL
Ci=y�f
Request for Board Action
79 =-W
Agenda Item: February 2020 Financial and Investment Reports
Department: Finance
LICENSE SECTION
Meeting Date: 3/24/2020
Application Complete N/A
Contact: Andy Reid
Agenda Item Type:
Presenter:
Reviewed by Staff ❑
Governance
Time Requested (Minutes): 0
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
For Council review, attached are the February Financial Reports for the general fund
and enterprise funds. Also
attached is the February Investment Report.
I will present another set of preliminary December 2019 financial reports for the March 10 council meeting.
Feel free to contact me with any questions. Thank you.
BOARD ACTION REQUESTED:
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
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Public Arts Commission Minutes
February 12th, 2020
5:00 City Hall
1. Approved minutes from January 8th:
2. Sculpture Stroll:
a. 55 pieces from 26 artists submitted for consideration
b. City Selections
i. Picked selections for 6 city pads
1. Left ShopKo pad open because of Main St. 2020 project
a. Decided to offer that stipend to Biker for another year (7th piece).
c. Ridgewater— Andrew Nordin was present and helped pick a piece.
d. Recommendations for Citizens Bank Park
i. Selected 5 pieces to pass on.
e. Steve will notify all artists
f. Brochures
i. Andrew suggested talking to Amy Maher, multi media design instructor at Ridgewater,
to see if a student may want to design something. Steve will contact
ii. Greg said that Jon Otteson volunteered to help again if needed.
3. Pillars
a. Bids Open February 28tn
i. Will take a couple weeks after that to know actual cost.
b. Morgan suggested with the projected increased Main St costs that perhaps we just install the
footings now and do the Pillars later. Steve explained how the art funding and other
streetscaping (benches, planters, etc) is separate from the other Main St costs so that really
doesn't have any bearing. Discussion then shifted to using the Pillar locations for additional
sculpture stroll pads and how that would help us add some of the smaller pieces that don't
"fit" as well in the open areas along the trail. Downtown pads would also provide increased
year round accessibility. Rotating art may also be appreciated more by everyone. Steve will
check with Kent about this option.
4. Next Meeting: March 11th, 5:30 at Library
HRA
HUTCHINSON HOUSING AND
REDEVELOPMENT AUTHORI It
Regular Board Meeting Tuesday, February 18, 2020, 7:00 AM
Minutes
1. CALL TO ORDER: Chair Renee Lynn Johnson Kotlarz called the meeting to order.
Members Present: Gary Forcier, and Steve Jensen. Staff Present: Jean Ward and Judy
Flemming.
a. Approve the Hutchinson HRA Regular Board Meeting agenda and any agenda additions
and/or corrections. The Board approved the agenda as presented.
2. CONSIDERATION OF MINUTES OF THE REGULAR BOARD MEETING ON
JANUARY 21, 2020
Steve Jensen moved to approve the Minutes of the regular board meeting as written. Gary
Forcier seconded and the motion carried unanimously.
3. FINANCIAL REPORTS
a. Steve Jensen moved to approve City Center General Fund payments of $20,104.98 for
checks 9098 to 9102. Gary Forcier seconded and the motion carried unanimous.
b. Steve Jensen moved to approve City Center December, 2019 Financial Reports after
accruals and January 2020 Financial Statements. Gary Forcier seconded and the motion
carried unanimously.
c. Gary Forcier moved to approve the Park Towers Operating Account payments of
$38,780.30 for checks 14879 to 14903. Steve Jensen seconded and the motion carried
unanimous.
d. Steve Jensen moved to approve the December 2019 after accruals Park Towers financial
statements. Gary Forcier seconded and the motion carried unanimously.
4. PARK TOWERS UPDATE
a. Occupancy Report for February 2020: 1 filled & working through the waiting list of
applicants for the other 2; seeing issues with landlord references.
b. February Newsletter - FYI
c. Insurance Log - FYI
d. Tenant Informational Meeting January 29, 2020: Jean Ward reviewed with the Board the
tenant comments from the meeting.
5. RAD UPDATE
Jean Ward reviewed with the Board:
• Timeline: Concept call 5/20/20, Financing Plan 7/19/20, Closing 11/16/20
• Update Explanation of Units and Property in PIC Removal Application
• Environmental Report from December 3, 2019 inspection found two apartments requiring
radon retesting scheduled for January 29th. Results from retesting.
• 3rd Tenant Informational Meeting Held January 29, 2020
• Submitted samples to City Attorney for PILOT opinion letter.
• Blueprint Housing Solutions drafting Section 8 Tenant Selection Plan
• One -Site Software Demo set for February 19, 2020
• Financing Plan Checklist Update (screenshot)
February 18, 2020 Minutes Page 1 of 2
6. CONSIDERATION OF APPROVAL OF THE CITY OF HUTCHINSON RENTAL
REHAB SCDP 907 DALE STREET APARTMENTS (SOUTHDALE APARTMENTS)
PROJECT AND AWARD OF CONSTRUCTION CONTRACT
Steve Jensen moved to approve the City of Hutchinson Rental Rehab SCDP 907 Dale Street
Apartments (South Dale Apartments) Project and award the construction contract. Renee
Lynn Johnson Kodarz seconded and the motion carried unanimously.
7. DRAFT HRA YEAR END REPORT
The Board brainstormed on 2020 Priorities.
8. COMMUNICATIONS
a. Audit Field Day March 50' & 6th
9. ADJOURNMENT
There being no other business, Chair Renee Lynn Johnson Kotlarz declared the meeting
adjourned.
PERFORMANCE REVIEW FOR EXECUTIVE DIRECTOR FEBRUARY 18, 2020
Recorded by Jean Ward, HRA Executive Director
Gary F/orcier, Secretary/Treasurer
February 18, 2020 Minutes Page 2 of 2
