cp08-11-20HUTCHINSON CITY COUNCIL
MEETING AGENDA
TUESDAY, AUGUST 11, 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 — 4:00 P.M.
(a) Approve the Council agenda and any agenda additions and/or corrections
2. INVOCATION —Christ the King Lutheran Church
(The invocation is a voluntary expression of the private citizen, to and for the City Council, and is not intended to ailiate 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
(a) Resolution No. 15196 — Resolution Accepting $379.59 Donation from the Otten Family for
Hutchinson Police Department
(b) Resolution No. 15201 — Resolution Accepting $6000 Donation from Hutchinson Elks Lodge for
Elks Park Improvements
PUBLIC COMMENTS
(T is 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 July 28, 2020
(b) Workshop Meeting of July 28, 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) Claims, Appropriations and Contract Payments
PUBLIC HEARINGS — 5:00 P.M.
SOUTH CENTRAL DRAINAGE AREA IMPROVEMENTS PROJECT (LETTING NO.3/PROJECT
NO. 20-03)
(a) Approve/Deny Resolution No. 15197 - Resolution Ordering Improvement and Preparation of Plans
and Specifications
CITY COUNCIL AGENDA August 11, 2020
(b) Approve/Deny Resolution No. 15198 - Resolution Approving Plans and Specifications and Ordering
Advertisement for Bids
9. APPROVE/DENY ISSUING ON -SALE INTOXICATING LIQUOR LICENSE TO
HUTCHCOBBLE LLC
COMMUNICATIONS RE UESTS AND PETITIONS
(Thep urpose oj this portion oj the agenda is to provide the ounci with information necessary to craft wise policy.
Includes items like monthly or annual reports and communications from other entities)
UNFINISHED BUSINESS
10. APPROVE/DENY ESTABLISHMENT OF THE CARES ACT FORGIVABLE LOAN
PROGRAM
11. APPROVE/DENY SECOND READING AND ADOPTION OF ORDINANCE NO. 20-819 —
AIRPORT ZONING UPDATES
NEW BUSINESS
12. APPROVE/DENY MNDOT AERONAUTICS GRANT AND BOLTON & MENK WORK ORDER
NO.2
13. APPROVE/DENY CITY ENERGY TREE PROGRAM DOCUMENT LANGUAGE CHANGES
14. APPROVE/DENY RESOLUTION NO. 15200 - RESOLUTION ACCEPTING BID AND
AWARDING CONTRACT FOR AIRPORT AREA UTILITY EXTENSIONS PROJECT (LETTING
NO. 4/PROJECT NO. 20-04)
15. APPROVE/DENY SETTING BUDGET WORKSHOP FOR AUGUST 25, 2020, AND SEPTEMBER
8, 2020, AT 4:00 P.M.
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)
16. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS
MISCELLANEOUS
17. STAFF UPDATES
18. COUNCIL/MAYOR UPDATE
ADJOURNMENT
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CITY OF HUTCHINSON
RESOLUTION NO. 15196
RESOLUTION ACCEPTING DONATIONS
WHEREAS, the City of Hutchinson is generally authorized to accept donations of real and
personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens,
and is specifically authorized to accept gifts and bequests for the benefit of recreational services
pursuant to Minnesota Statutes Section 471.17; and
WHEREAS, the following persons or entities have offered to contribute the cash amounts
set forth below to the city:
Name of Donor Amount
Donation Date
Otten Family $379.59 7/29/2020
WHEREAS, such donation has been contributed to the Hutchinson Police department
towards a TV, DVD player and DVD's for children in the care of the HPD.
WHEREAS, the City Council finds that it is appropriate to accept the donations offered.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
HUTCHINSON, MINNESOTA, AS FOLLOWS:
THAT, the donations described above are hereby accepted by the City of Hutchinson.
Adopted by the City Council this 11th day of August 2020.
ATTESTED:
Matthew Jaunich
City Administrator
APPROVED:
Gary T. Forcier
Mayor
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: Elks Donation
Department: Parks
LICENSE SECTION
Meeting Date: 8/11/2020
Application Complete N/A
Contact: Sara Witte
Agenda Item Type:
Presenter:
Reviewed by Staff ✓❑
Recognition of Gifts/Donations
Time Requested (Minutes): 1
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
The Hutchinson Elks Lodge #2427 has donated substantially to the City of Hutchinson and Hutchinson Parks
Department in the last four years. The purchase and installation of an inclusive playground at Elks Park, along with
the infrastructure for the new playground area was made possible by the three time donation of monies totaling
approximately $160,000 made by the Elks Lodge from 2016-2018.
The local Elks Lodge approached the Parks department this spring with the notion of donating funds to help improve
lighting, bike parking and picnicking at Elks Park off Sherwood St. SE. The addition of a new park light on the west
side of the playground will help with added security of the park patrons and help protect playground equipment from
vandalism. A large pad to be poured off the adjacent trail system (running along Sherwood) will house two bike racks
(that were recycling from the pool project) as a place for visitors to the park to place their bicycle in a secured and
safe area. Last put not least a family donated money to the Elks as part of the last phase of equipment for an ADA
picnic table. This table will now be place on a cement pad next to the playground and adjacent to the sidewalk to
make for easier accessibility for picnics for "ALL".
Funding source for these projects will come from Elk's Lodge #2427 August donation of $6,000 to the City of
Hutchinson. The remaining funds needed to see this project to completion will come out of the Parks 2020 Budget.
PRCE Staff recommends that the City Council accept and recognize the donation with the intent to use the funds
directly back into Elks park as listed above.
BOARD ACTION REQUESTED:
Approval to accept the donation from Elks Lodge #2427 for improvements to be made in Elks park.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost: $ 8,400.00
Total City Cost: $ 2,400.00 Funding Source: Parks Contract Maintenance
Remaining Cost: $ 6,000.00 Funding Source: Donation from Elks Lodge
Resolution No. 15201
RESOLUTION ACCEPTING DONATION
WHEREAS, The City of Hutchinson is generally authorized to accept donations
of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefit
of its citizens and is specifically authorized to accept gifts and bequests for the benefit of
recreational service pursuant to Minnesota Statutes Section 471.17; and,
WHEREAS, the following organization has offered to contribute the cash amount
set forth below to the City of Hutchinson:
Name of Donor
Hutchinson Elks Lodge
Amount
$6,000.00
WHEREAS, the donation is being made to assist the City in making improvements
to the lighting, bike parking, and picnicking at Elks Park; and
WHEREAS, The City Council hereby finds that it is appropriate to accept the
donation offered and assign its use to the park noted above; and
WHEREAS, the City Council would like to especially thank the Hutchinson Elks
for this gift.
NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF HUTCHINSON, NHNNESOTA:
THAT, the donation described above are hereby accepted by the City of
Hutchinson with the conditions as laid out in the resolution.
Adopted by the City Council this 11t' day of August 2020.
Gary T. Forcier, Mayor
Matthew Jaunich, City Administrator
HUTCHINSON CITY COUNCIL
MEETING MINUTES
TUESDAY, DULY 28, 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)
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. Members were present via electronic means.
Others present in the Council Chambers were Matt Jaunich, City Administrator, Marc Sebora, City
Attorney and Kent Exner, City Engineer
(a) Approve the Council agenda and any agenda additions and/or corrections
Motion by Christensen, second by Sebesta, to approve agenda as presented. Roll call vote was
taken: Cook — aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion
carried unanimously.
2. INVOCATION — The invocation was dispensed due to the absence of a pastor.
(The invocation is a voluntary expression oftheprivate citizen, to andfor 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
(a) Resolution No. 15191 — Resolution Accepting $150 Donation from Our Saviors Lutheran
Womens' Guild for Law Enforcement Memorial Park
(b) Resolution No. 15192 - Resolution Accepting $1000 Donation from Hospital Auxiliary for
Hutchinson Fire Department
Motion by Cook, second by Sebesta, to approve Resolution Nos. 15191 and 15192. Roll call
vote was taken: Cook — aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye.
Motion carried unanimously.
PUBLIC COMMENTS
(T is 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 be 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 July 14, 2020
Motion by Sebesta, second by Christensen, to approve minutes as presented. Roll call vote was
taken: Cook — aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion
carried unanimously.
CITY COUNCIL MINUTES July 28, 2020
CONSENT AGENDA
(The items listedor consi eration 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 Resolution No. 15190 - Resolution to Sell at Auction Surplus
Property (Compost Site Equipment)
(b) Consideration for Approval of Bituminous Repair Project at Creekside
(c) Consideration for Approval of Developers Agreement for WUHF, LLC - 7 East Business Park
(d) Consideration for Approval of Reaffirmation of City of Hutchinson Data Practices Policies
(e) Consideration for Approval of Issuing Short -Term Gambling License to Hutchinson Fire Relief
Association on September 12, 2020
(f) Consideration for Approval of Issuing Short -Term Gambling License to St. Anastasia Catholic
Church on September 12 & 13, 2020
(g) Consideration for Approval of Items for South Central Drainage Area Improvements Phase 2
(Letting No. 3/Project No. 20-03)
1. Resolution No. 15194 — Resolution Ordering Preparation of Report on Improvement
2. Resolution No. 15195 — Resolution Receiving Report and Calling Hearing on Improvement
(h) Claims, Appropriations and Contract Payments
Item 7(g) was pulled for separate discussion.
Motion by Czmowski, second by Forcier, to approve Consent Agenda with the exception of the
item noted above. Roll call vote was taken: Cook — aye; Czmowski — aye; Sebesta — aye;
Christensen — aye; Forcier — aye. Motion carried unanimously.
Item 7(g) had further discussion. Council Member Cook asked the extent of the project with the
funding sources (wastewater and stormwater funds) when aggregate is included in the project.
Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that last week
bids were received for the Civil Air Patrol project and the low bid came in approximately 35%
lower than estimated. There is an excess of bonding dollars in the stormwater fund and some
grading and pipework needs to be completed in the area as part of the South Central Drainage
Area Improvements project. This project will be completely funded by wastewater funds and
stormwater funds — no assessments or bonding dollars. The roadwork and pipework on the west
side of the area is scheduled for 2022.
Motion by Cook, second by Czmowski, to approve Item 7(g). Roll call vote was taken: Cook —
aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion carried
unanimously.
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CITY COUNCIL MINUTES July 28, 2020
PUBLIC HEARINGS — 6:00 P.M. - NONE
purpose of t is 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. ECONOMIC DEVELOPMENT AUTHORITY YEAR END REPORT
Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt reviewed items
accomplished in 2019 which included business retention and expansion visits. A new business was
recruited to Hutchinson and that was Zephyr Wind Services whom bought the NuCrane building.
This company currently has 11 jobs. Warrior Manufacturing also expanded by adding over 40,000
square feet. This was a $3.4 million project and they intend to add five new jobs over two years.
Grant writing is always a large task of the EDA and one grant was received in 2019 for Technology
Drive which is a city street that serves Uponor, TDK and MITGL The grant paid for almost half of
the project and the remainder was assessed to Uponor. Mr. Seppelt spoke about the Hutchinson
Enterprise Center and the start-up businesses it houses. There are currently three client companies
in
the center along with a satellite office for the Small Business Development Center. Another focus of
the EDA is skilled workforce development and supporting TigerPath. Other main emphases include
marketing, downtown grant & loan programs, and staffing support for the Hutchinson Downtown
Association.
2020 projects and goals include downtown redevelopment, pursuing a new company for Industrial
Park, cultivating a relationship with SCSU MBA program, continue support of TigerPath, updating
new EDA website, obtain at least $100,000 in grants, finalize EDA strategic plan, and continue work
on establishing McLeod County Economic Development.
9. REVIEW OF AMERESCO ENERGY SAVINGS INVESTMENT GRADE AUDIT REPORT
John Paulson, Environmental/Regulatory/Project Manager, presented before the Council. Mr.
Paulson provided a review of the Energy Savings Investment Grade Audit Report prepared by
Ameresco. The four major energy conservation measures identified include facility lighting, street
lighting, building envelope improvements and building automation upgrades. Staff intends to self
perform the improvements identified.
10. UPDATE ON CARES ACT FUNDING AND PROPOSED USE OF FUNDS
Matt Jaunich, City Administrator, noted that approximately $1 million will be received this week in
CARES funding. At the last Council meeting, the Council expressed a desire to see most of that
money spent to assist small businesses. Staff has been working on a plan that they will be
presenting to the Council tonight. The intention is to allocate the funding as follows: $750,000
Small Business Assistance; $200,000 to cover eligible City expenses; $124,352 to cover any
unforeseen city costs/consumer grant program/miscellaneous costs. The EDA has created a
CARES Act Business Assistance program and Miles Seppelt, EDA Director, presented the program
concept to the Council.
Mr. Seppelt explained the program would be a forgivable loan for six months with no interest. The
loan size would range from $5000-$20,000. Eligibility would include 1. small businesses (defined
as had a net profit in 2019, COVID-19 pandemic negatively affected the profits of the business,
annual gross revenue of $4,000,000 or less and employment of 30 full time employees or less); 2.
Non -profits; 3. Located within the city limits of Hutchinson; 4. Owner resides in the State of
Minnesota. The eligible use of funds would include mortgage or rent payments, payroll costs, utility
payments, inventory costs, PPE/masks/cleaners/public safety items, and costs to restart the business
after shutdown. The expenses would have had to have been incurred from March I — December 31,
2020. The conditions of the loan forgiveness would include the recipients providing documentation
of qualified costs and the applicant certifying that funds are not used for expenses covered by other
government pandemic aid programs. Scoring would be on a 100 point scale with a sliding scale to
determine award amount. Points would be awarded for annual gross revenue, number of FTE as of
February 1, 2020, and percent of decline in net profit from Q2 2019 to Q2 2020. Additional points
CITY COUNCIL MINUTES duly 28, 2020
would be given for a business deemed non -essential and ordered to close by Governor's Executive
Orders 20-04 and 20-08.
The EDA will provide assistance to applicants with the application process.
If this is a program that appears acceptable to the Council, a Resolution will be on the next Council
agenda for the Council to consider that will formally assign the funds.
Council Member Cook suggested capping the loan amount to $15,000 as opposed to $20,000 in
order to assist more businesses. And perhaps there could be a round two of the program at a later
date. Council Member Cook also suggested other items in the scoring criteria. Council Member
Cook also commented on being able to identify and target the very small businesses.
UNFINISHED BUSINESS
NEW BUSINESS
11. SUMMARY REVIEW AND APPROVAL OF 2019 AUDITED COMPREHENSIVE ANNUAL
FINANCIAL REPORT
Justin Juergensen, Assistant Finance Director, presented before the Council. Mr. Juergensen
introduced Andy Berg and Layne Kockelman of Abdo, Eick & Myers of the City's auditing firm.
Mr. Juergensen explained that a summary financial statement will be printed in the Hutchinson
Leader and an electronic copy of the audited financial report will be available on the City's website.
A hard copy will be available to the public at the Hutchinson Library and at the Hutchinson City
Center.
Layne Kockelman presented before the Council. Mr. Kockelman provided a summary review of the
information that was covered in detail at the workshop held prior to the Council meeting. Mr.
Kockelman noted that the City is in a very healthy financial condition. Mr. Kockelman explained
that total general fund balance was about $7.6 million which was an increase from 2018. The City
did increase its fund balance in 2019 by approximately $375,000. The general fund balance for
2020 will be at approximately 55% which is well above 40% which is the requirement in the City's
policy.
Motion by Czmowski, second by Christsensen, to approve 2019 audited comprehensive annual
financial report. Roll call vote was taken: Cook — aye; Czmowski — aye; Sebesta — aye; Christensen
— aye; Forcier — aye. Motion carried unanimously.
12. APPROVE/DENY RESOLUTION NO. 15193 — RESOLUTION REGARDING THE SUPPORT
OF A JOB CREATION FUND APPLICATION IN CONNECTION WITH 3M
Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt explained that 3M is
considering the addition of a new product line at its production plant in Hutchinson. The project is
estimated at $50,600,000 of new investment at the 3M facility for machinery and equipment,
renovations to the existing building and site improvements. The project will create 10 new jobs over
the next three years with pay ranging from $20-$29 per hour plus benefits. To aid with the project
3M is applying to the State of Minnesota's "Job Creation Fund" for $175,000 of assistance. As part
of the application, a Resolution of support from the community is required. There would be no cost
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CITY COUNCIL MINUTES July 28, 2020
to the City.
Motion by Christensen, second by Czmowski, to approve Resolution No. 15193. Roll call vote was
taken: Cook — aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion
carried unanimously.
13. APPROVE/DENY FIRST READING OF ORDINANCE NO. 20-819 — AIRPORT ZONING
UPDATES
Dan Jochum, Planning Director, presented before the Council. Mr. Jochum explained that the City
has been working with MnDOT to update the airport zoning ordinance. A public hearing was held
in front of the Planning Commission and the Planning Commission recommended approval of the
ordinance. The ordinance has been in front of MnDOT for review and the City received the
Commissioners Order of Approval.
Motion by Czmowski, second by Forcier, to approve first reading of Ordinance 20-819. Roll call
vote was taken: Cook — aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye.
Motion carried unanimously.
14. APPROVE/DENY PURCHASE OF NEW FIRE TANKER TRUCK
Fire Chief Mike Schumann presented before the Council. Chief Schumann noted that the fire
department is recommending purchase of a new 3000 gallon tanker truck from Midwest Fire out of
Luverne, Minnesota. The complete purchase price of this truck will be reimbursed from the rural
townships served by the Hutchinson Fire Department. The truck should be delivered in mid -late
2021. The total price of the truck is $261,869.
Motion by Cook, second by Sebesta, to approve purchase of new fire tanker truck. Roll call vote
was taken: Cook — aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion
carried unanimously.
15. APPROVE/DENY SETTING SPECIAL MEETING ON AUGUST 14, 2020, TO CANVASS
ELECTION RESULTS
Matt Jaunich noted that the primary election results must be canvassed within three days of the
primary election. The McLeod County Board is holding their canvassing board at 10:00 a.m. on
August 14, 2020, and has requested that the City canvass after their meeting.
Motion by Christensen, second by Forcier, to approve setting special meeting for August 14, 2020,
at 12:00 p.m. to canvass primary election results. Roll call vote was taken: Cook — aye; Czmowski
— aye; Sebesta — aye; Christensen — aye; Forcier — aye. 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)
16. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS
(a) CITY OF HUTCHINSON FINANCIAL REPORT AND INVESTMENT REPORT FOR JUNE
5
CITY COUNCIL MINUTES July 28, 2020
2020
(b) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM
JUNE 16, 2020
(c) ECONOMIC DEVELOPMENT AUTHORITY BOARD MINUTES FROM JUNE 24, 2020
NHSCELLANEOUS
17. STAFF UPDATES
Tom Gifferson — Council Member Cook asked if the Police Commission will be reviewing the
department's policy and procedures based on law changes that have been made. Chief Gifferson noted
that the Police Commission will be reviewing and revising as needed. The police department will be
receiving model policies from POST to coincide with recent legislation changes. Chief Gifferson
thanked the community and the Council for support received over the last few weeks.
Matt Jaunich - Mr. Jaunich noted that the Council meeting is at 4:00 p.m. on August 11, 2020, due b
the primary election being held that day. He also noted that staff is recommending that a construction
manager be hired for the police facility project. Interviews will be happening in the next week or two
and if any council members (up to two) are interested in being part of the interview panel they should
let Matt know.
18. COUNCIL/MAYOR UPDATE
Steve Cook — Council Member Cook asked with regard to the utility work on Main Street what the
quality of the infrastructure looks like when it is being removed. He asked if what is being put in
now is of better quality and will it last longer than 50 years. Kent Exner explained that the
materials put in today are much different than 50 years ago and is much more advanced than even
15 years ago. PVC piping is used and plastic lasts for a very long time.
Council Member Cook also mentioned that the south central pond in the Linden Avenue area looks
very nice with all of the plantings and benches being added, the area is very nice.
Council Member Cook also mentioned that awhile back it was noted that an analysis of the source
separated program at Creekside was going to be conducted. Mr. Jaunich noted that just today a
contract was signed for an evaluation that will be taking place in the next few months.
Council Member Cook lastly mentioned that Skyview Dairy may be expanding and asked if there
are any reviews in the works. Mr. Jaunich noted that he will ask Dan Jochum, Planning Director, to
follow up with the Council on that item.
ADJOURNMENT
Motion by Czmowski, second by Cook, to adjourn at 7:40 p.m. Roll call vote was taken:
Cook — aye; Czmowski — aye; Sebesta — aye; Christensen — aye; Forcier — aye. Motion carried
unanimously.
rel
HUTCHINSON CITY COUNCIL
REVIEW OF 2019 FINANCIAL REPORT WORKSHOP
MINUTES
TUESDAY, JULY 28, 2020, AT 4:30 PM
CITY CENTER — COUNCIL CHAMBERS
1. Call to Order
Mayor Forcier called the workshop to order at 4:30 p.m. Members present included Mary
Christensen, Steve Cook, Dave Sebesta and Chad Czmowski. Others present were Matt Jaunich,
City Administrator, Andy Reid, Finance Director, and Justin Juergensen, Assistant Finance
Director.
REVIEW OF 2019 FINANCIAL REPORT
2. 2019 Financial Report
Justin Juergensen, Assistant Finance Director, introduced Layne Kockelman and Andy Berg of
Abdo, Eick & Meyers who presented the City's 2019 audited financial report. Mr. Juergensen
noted that a copy of the audit report is on the City's web site, at the City Center office and at the
public library. In addition, a publication will be in the Hutchinson Leader.
Andy Berg presented before the Council. Mr. Berg explained that the auditing firm completes an
audit opinion which includes a testing of Minnesota legal compliance, internal controls over
financial reporting and other law provisions, regulations, contracts and grant agreements. The
audit opinion is clean and there were no findings. Mr. Berg noted that due to COVID-19, all
audits were completed remotely. There were no findings related to internal controls. With the
City having over $750,000 in federal expenditures, a single audit was required which tests a lot of
compliance with federal expenditures. A clean report was also given on the single audit.
Layne Kockelman presented before the Council. Mr. Kockelman reviewed general fund fund
balances. Items reviewed were unrestricted fund balance, budget and fund balance policy at 40%.
The unrestricted fund balance was at 54.9% for 2019. The general fund has a very healthy cash
reserve. He also reviewed the make-up of the general fund budget to actual which had an
increase of approximately $375,000. He also reviewed general fund revenues and expenditures
by type. Mr. Kockelman also reviewed the capital projects fund balances, special revenue fund
balances, and debt service funds. Most of the funds in the special revenue fund balances are
restricted. Mr. Kockelman then reviewed the enterprise funds and reviewed the cash flows from
operations and cash balances in the water fund, wastewater fund, composting fund, public utilities
commission fund, storm water fund, and the liquor fund. There are significant cash balances in
the water and sewer funds and that cash could be used for capital expenditures if needed instead
of bonding for items. Mr. Kockelman reminded the group that the purpose/main goal of the
liquor fund is to transfer out to the general fund, which has been consistently at $500,000. Mr.
Kockelman reviewed cash and investments balances by fund type which total just over
$7,000,000 for 2019. All funds have healthy cash balances. Mr. Kockelman reviewed
comparisons of key ratios with other class three cities and other cities in McLeod County related
to tax rates, taxes per capita, debt per capita, debt services expenditures as a percentage, current
expenditures per capita, capital expenditures per capita, revenues by source per capita, and
expenditures by program per capita. It was noted that with Hutchinson having a local sales tax, it
effects the data related to tax rate comparisons.
Andy Reid spoke to the various components that go into Cultural and Recreation expenditures.
Council Member Steve Cook commented on some areas included in the full CAFR — he noted
that it states that Marshall's is in the Hutchinson Mall, however it is not there yet, but rather soon
to open.
He also noted that on page 17 it lists the Council and appointed staff as well as some of the
directors but not all of them. He expressed that all of the directors should be listed, such as HR,
IT, EDA, HRA, Liquor Store, etc. The auditors noted that staff could work with the City Council
on those that should be listed on the principal city officials page.
Council Member Cook also asked if there is any guidance that can be provided on the CARES
funding that is being received. The auditors noted that there is formal guidance issued, such as
from GASB. Mr. Berg suggested that a CARES funding item be added into the City's project
accounting system. More detail can be provided to staff. Andy Reid shared some comments on
initial thoughts on administering CARES funds.
3. Adjournment
Motion by Czmowski, second by Christensen, to adjourn the workshop at 5:25 p.m. Roll call
vote taken: Christensen — aye; Cook — aye; Sebesta — aye; Czmowski — aye; Forcier — aye.
Motion carried unanimously.
ATTEST:
Gary T. Forcier
Mayor
Matthew Jaunich
City Administrator
CHECK REGISTER A FOR CITY OF HUTCHINSON
CHECK DATE FROM 7/29/20 - 08/11/20
Check Date
----------------
07/31/2020
Check
------------
EFT1266
Vendor Name
-----------------------------------------------------------
EFTPS
Description
-----------------------------------------------------------------------------
Payroll 7/12/20 - 7/25/20
Amount
---------------------------
70,983.60
07/31/2020
EFT1267
Child Support
Payroll 7/12/20 - 7/25/20
577.29
07/31/2020
EFT1268
MN Dept of Revenue
Payroll 7/12/20 - 7/25/20
13,746.30
07/31/2020
EFT1269
PERA
Payroll 7/12/20 - 7/25/20
53,651.12
07/31/2020
EFT1270
TASC-Flex
Payroll 7/12/20 - 7/25/20
1,684.00
07/31/2020
EFT1271
TASC-H S A
Payroll 7/12/20 - 7/25/20
13,651.05
07/31/2020
EFT1272
ICMA
Payroll 7/12/20 - 7/25/20
3,308.52
07/31/2020
EFT1273
VOYA
Payroll 7/12/20 - 7/25/20
330.00
07/31/2020
EFT1274
MNDCP
Payroll 7/12/20 - 7/25/20
350.00
07/31/2020
211819
HART
Payroll 7/12/20 - 7/25/20
602.54
08/11/2020
211820
A R ENGH HEATING & AIR CONDITIONING
IT ROOM AC UNIT- HATS
9,875.00
08/11/2020
211821
ACE HARDWARE- 1315
REPAIR & MAINTSUPPLIES- MULTIPLE DEPTS
1,845.30
08/11/2020
211822
VOID
VOIDEDCHECK
08/11/2020
211823
ACE HARDWARE- 1825
REPAIR & MAINTSUPPLIES- PD
92.56
08/11/2020
211824
ALPHA WIRELESS
AUGUST MAINTENANCE ON RADIO EQUIP - PD
794.75
08/11/2020
211825
AMERESCO, INC.
ENERGY EFFICIENCY PROJECT- STREETS
35,000.00
08/11/2020
211826
AMERICAN BOTTLING CO
COST OF GOODS SOLD - LIQUOR HUTCH
136.80
08/11/2020
211827
AMERIPRIDE SERVICES
7/27 CLEANING SERVICES - LIQUOR HUTCH
159.18
08/11/2020
211828
ARTHURJ GALLAGHER RISK
INSURANCE BROKER FEE 7/1- 9/30'20
3,500.00
08/11/2020
211829
ARTISAN BEER COMPANY
COST OF GOODS SOLD - LIQUOR HUTCH
881.22
08/11/2020
211830
AUTOVALUE- GLENCOE
EQUIP PARTS - HATS
456.90
08/11/2020
211831
B & C PLUMBING & HEATING INC
REPAIRS: EVAPORATOR COIL @ PD, A/C @ SR DINING
2,191.28
08/11/2020
211832
BELLBOY CORP
COST OF GOODS SOLD - LIQUOR HUTCH
6,322.72
08/11/2020
211833
BERNICK'S
COST OF GOODS SOLD - LIQUOR HUTCH
449.22
08/11/2020
211834
BETTER HALF EMBROIDERY
VARIOUS SHIRTS/SWEATSHIRTS - SEWER
795.56
08/11/2020
211835
BIOBAG AMERICAS INC
202000MPOSTABLEBAG PURCHASE -COMPOST
9,842.00
08/11/2020
211836
BLUE VALLEY SOD
PEAT DELIVERED - COMPOST
2,700.00
08/11/2020
211837
BRAUN INTERTECCORP
TH151MPROV: SERVICE THRU 7/17/20- STREETS
1,024.00
08/11/2020
211838
BREAKTHRU BEVERAGE
COST OF GOODS SOLD - LIQUOR HUTCH
23,054.75
08/11/2020
211839
BS&A SOFTWARE
AUG/2020 TO AUG/2021: ANIMAL LICENSE SYSTEM - PD
827.00
08/11/2020
211840
C & L DISTRIBUTING
COST OF GOODS SOLD - LIQUOR HUTCH
62,055.93
08/11/2020
211841
CARLOS CREEK WINERY
COST OF GOODS SOLD - LIQUOR HUTCH
756.00
08/11/2020
211842
CENTRAL HYDRAULICS
EQUIP PARTS- REFUSE/COMPOST
396.21
08/11/2020
211843
CHEMISOLV CORP
FERRIC CHLORIDE - SEWER
5,141.37
08/11/2020
211844
CINTAS CORPORATION
CLEANING/OFFICE SUPPLIES - MULTIPLEDEPTS
186.08
08/11/2020
211845
CLARKE ENVIRONMENTAL MOSQUITO MANAG
JULY MOSQUITO MGMT SERVICE - STREETS
18,994.50
08/11/2020
211846
CORNER POST EROSION CONTROL
HYDROSEEDING, TREE & SIDEWALK REPAIR- MULTIPLE DEPTS
276.50
08/11/2020
211847
COURTLAND WASTE HANDLING INC
CEMETERY EQUIP: TOEPLATES, FILTERS, STRAINERS
1,113.00
08/11/2020
211848
CROW RIVER AUTO & TRUCK REPAIR
VARIOUS EQUIPMENT REPAIRS - PARKS
377.05
08/11/2020
211849
CROW RIVER PRESS INC
SCULPTURE STROLL BROCHURES, SR NEWSLETTERS
423.67
08/11/2020
211850
DELL MARKETING L.P.
COMPUTERS- MULTIPLE DEPTS
2,367.19
08/11/2020
211851
DIRECT PLASTICS
CREEKSIDE TOPSOIL 40 LB FILM
5,252.55
08/11/2020
211852
DLT SOLUTIONS, LLC
ARCH ENG & CONST COLLECTION ANNUAL RENEWAL - ENG
2,865.52
08/11/2020
211853
DOG -ON -IT -PARKS
DOG PARK WASTE CAN LINERS
184.00
08/11/2020
211854
E2 ELECTRICAL SERVICES INC
VARIOUS ELECTRICAL REPAIRS - MULTIPLE DEPTS
408.65
08/11/2020
211855
FARM -RITE EQUIPMENT
EQUIPMENT PARTS - STREETS
233.76
08/11/2020
211856
FASTENALCOMPANY
REPAIR & MAINTSUPPLIES- MULTIPLE DEPTS
761.24
08/11/2020
211857
FIRST CHOICE FOOD & BEVERAGE SOLUTI
COFFEE - CITY CENTER
166.20
08/11/2020
211858
FITZGERALD, STEPHANIE
REFUND: ROOM CANCELLATION - EV CTR
240.00
08/11/2020
211859
FUZE LOGISTICS SERVICES USA INC
CREEKSIDE FREIGHT- MULTIPLE LOCATIONS
1,000.00
08/11/2020
211860
GRAINGER
REPAIR&MAINTSUPPLIES- MULTIPLEDEPTS
603.32
08/11/2020
211861
GREAT NORTHERN ENVIORNMENTAL LLC
LOW WATER ALARM REPAIR - WWTP
556.00
08/11/2020
211862
HACH COMPANY
AMMONIA, NITRATE - WWTP
390.60
08/11/2020
211863
HAGER JEWELRY INC.
EMPLOYEE PLATE ENGRAVING - FINANCE
19.50
08/11/2020
211864
HANSEN, GEOFF
REIMB: PREHIRE PHYSICAL - STREETS
31.00
08/11/2020
211865
HANSON & VASEK CONSTRUCTION
2020 CONCRETE REPAIRS
19,080.00
08/11/2020
211866
HCVN-TV
2ND QTR FRANCHISE FEES
23,647.99
08/11/2020
211867
HIGHFIELD APARTMENTS OF HUTCHINSON
1ST HALF 2020TIF PAYMENT
42,604.20
08/11/2020
211868
HOLT MOTORS INC
STREETS EQUIPMENT REPAIRS
306.27
08/11/2020
211869
HUTCHINSON CHAMBER & TOURISM
JUNE 2020 LODGING TAX
5,156.47
08/11/2020
211870
HUTCHINSON HEALTH CARE
AUGUST 2020 EVENT CENTER CAM
1,051.27
08/11/2020
211871
HUTCHINSON LEADER
JULYADVERTISING/PUBLISHING - MULTIPLE DEPTS
2,986.77
08/11/2020
211872
HUTCHINSON UTILITIES
LIGHT POLES FOR MAIN ST PROJECT
1,628.58
08/11/2020
211873
HUTCHINSON WHOLESALE #1550
REPAIR & MAINTSUPPLIES- MULTIPLE DEPTS
318.01
08/11/2020
211874
HUTCHINSON WHOLESALE #1552
REPAIR & MAINTSUPPLIES- PARKS
333.25
08/11/2020
211875
INGSTAD BROADCASTING
JULY ADVERTISING - LIQUOR HUTCH
665.00
CHECK REGISTER A FOR CITY OF HUTCHINSON
CHECK DATE FROM 7/29/20 - 08/11/20
Check Date
--------------------
08/11/2020
Check
---------
211876
Vendor Name
-----------------------------------------------------------
INTERSTATE BATTERY SYSTEM MINNEAPOL
Description
-----------------------------------------------------------------------------
BATTERIES - HATS
Amount
---------------------------
605.75
08/11/2020
211877
INTERSTATE POWER COMPANIES INC
BEARINGS -COMPOST
296.89
08/11/2020
211878
J & B PALLET, LLC
PALLETS - COMPOST
4,984.00
08/11/2020
211879
JOHNSON BROTHERS LIQUOR CO.
COST OF GOODS SOLD - LIQUOR HUTCH
25,049.95
08/11/2020
211880
JUUL CONTRACTING CO
DITCH, CURB, MANHOLE REPAIRS- MULTIPLE DEPTS
9,315.00
08/11/2020
211881
KAHNKE BROTHERS NURSERY
TREES- FORESTRY
1,342.80
08/11/2020
211882
KERI'S CLEANING & HANDYMAN SERVICES
JULY CLEANING SERVICES - MULTIPLE DEPTS
3,898.39
08/11/2020
211883
KLOCKMANN, JANET
REFUND: SHELTER RENTAL @ NORTHWOODS PARK
45.00
08/11/2020
211884
KOHLS SWEEPING SERVICE
DOZER WORK, CREEKSIDE FREIGHT - COMPOST
552.86
08/11/2020
211885
KRANZ LAWN & POWER
LAWN MOWER GRASSHOPPER PF DECK - STREETS
3,330.00
08/11/2020
211886
L & P SUPPLY CO
2 GATORS WITH TRADE-INS - COMPOST
1,561.20
08/11/2020
211887
LAKELAND BROADCASTING
KQIC: 7/22 - 7/27 ADV SPOTS - LIQUOR HUTCH
2O0.00
08/11/2020
211888
LINGL,JULIE
REFUND: SHELTER RENTAL @ RIVERSIDE PARK
45.00
08/11/2020
211889
LOCATORS & SUPPLIES
MARKING PAINT -STORM WATER
52.45
08/11/2020
211890
LOCHER BROTHERS INC
COST OF GOODS SOLD - LIQUOR HUTCH
57,398.20
08/11/2020
211891
M. MILLER TRUCKING
CREEKSIDE FREIGHT- MULTIPLE LOCATIONS
1,680.00
08/11/2020
211892
MARCO TECHNOLOGIES, LLC
PRINTER CONTRACTS- MULTIPLE LOCATIONS
1,724.95
08/11/2020
211893
MARSHALL CONCRETE PRODUCTS
GLOSS CURE/SEAL - PARKS
359.90
08/11/2020
211894
MATHESON TRI-GAS INC
HIGH PRESSURE - WWTP
23.72
08/11/2020
211895
MCCORMICK, TRACI
REIMB: PD STAFF FOOTWEAR
75.00
08/11/2020
211896
MCLEOD COU NTY COU RT ADMINISTRATOR
BAIL -PD
400.00
08/11/2020
211897
MENARDS HUTCHINSON
REPAIR& MAINTSUPPLIES- MULTIPLE DEPTS
648.19
08/11/2020
211898
MESERB
2020-2021 MEMBERSHIP ASSESSMENT- SEWER
4,365.00
08/11/2020
211899
MINI BIFF
RENTAL- MULTIPLE DEPTS
607.43
08/11/2020
211900
MINNESOTAASSNOFCEMETERIES
ANNUALDUES-CEMETERY
85.00
08/11/2020
211901
MINNESOTA DEPT OF MOTOR VEHICLE
TAXES & FEES - ENGINEERING JEEP
1,744.99
08/11/2020
211902
MINNESOTA VALLEY TESTING LAB
LAB SAMPLE TESTING - MULTIPLEDEPTS
1,677.80
08/11/2020
211903
MONS,JOHN
REFUND: SHELTER RENTAL @ RIVERSIDE PARK
45.00
08/11/2020
211904
MSA SAFETY SALES LLC
GAS SENSOR - STORM WATER
1,579.23
08/11/2020
211905
NORTHERN BUSINESS PRODUCTS
OFFICE SUPPLIES - LIQUOR HUTCH
221.62
08/11/2020
211906
NORTHERN GREEN EXPO
DEPOSIT FOR 2021 GREEN EXPO BOOTH - COMPOST
443.70
08/11/2020
211907
NORTHERN STATES SUPPLY INC
DUCTTAPE, CABLE TIES, WASHERS, CLAMPS- HATS
109.32
08/11/2020
211908
NUSS TRUCK & EQUIPMENT
STREETS EQUIPMENT REPAIRS
8,021.85
08/11/2020
211909
O'REILLYAUTO PARTS
EQUIP PARTS- PARKS
396.11
08/11/2020
211910
OFFICE DEPOT
OFFICE SUPPLIES - MULTIPLE DEPTS
389.42
08/11/2020
211911
OIL -AIR PRODUCTS LLC
COUPLERS - STREETS
681.53
08/11/2020
211912
OLSON,JOHN
REIMB: SAFETY GLASSES - STREETS
100.00
08/11/2020
211913
PAUSTIS WINE COMPANY
COST OF GOODS SOLD - LIQUOR HUTCH
9,199.33
08/11/2020
211914
PEOPLEREADY INC
CREEKSIDE TEMP STAFFING
1,657.60
08/11/2020
211915
PHILLIPS WINE & SPIRITS
COST OF GOODS SOLD - LIQUOR HUTCH
19,771.90
08/11/2020
211916
PIONEER MANUFACTURING CO
PAINT& CLEANER- PARKS
103.45
08/11/2020
211917
PIONEERLAND LIBRARY SYSTEM
2020 3RD QTR FU NDING REQU EST
44,197.50
08/11/2020
211918
PLUNKETTS PEST CONTROL
7/13 PEST CONTROL - ARENA
102.75
08/11/2020
211919
POSTMASTER
UTILITY BILLS POSTAGE
1,540.00
08/11/2020
211920
POSTMASTER
POSTAGE DUE - MULTIPLE DEPTS
50.00
08/11/2020
211921
PREMIUM WATERS
5GALLONS -PARKS
45.49
08/11/2020
211922
PRIDE SOLUTIONS INC
MISC EQUIPMENT PARTS - COMPOST/REFUSE
939.00
08/11/2020
211923
QUALITY FLOW SYSTEMS
REPAIRS TO REMOTE LIFT STATION PUMPS- SEWER
16,280.00
08/11/2020
211924
QUALITY FORKLIFT SALES & SERV INC
FORKLIFT REPAIRS & EQUIPMENT- COMPOST
4,737.50
08/11/2020
211925
QUILL CORP
OFFICE SUPPLIES -PD
269.58
08/11/2020
211926
RAHN PAINTING & CONTRACTING LLC
UPHOLSTER SEATS FOR CC FOYER
520.00
08/11/2020
211927
RDO EQUIPMENT CO.
REFUSE LOADER REPAIR
875.08
08/11/2020
211928
RED BULL DISTRIBUTION COMPANY, INC.
COST OF GOODS SOLD - LIQUOR HUTCH
144.00
08/11/2020
211929
REINER ENTERPRISES INC
CREEKSIDE FREIGHT- MULTIPLE LOCATIONS
1,029.00
08/11/2020
211930
RICK'SJ&R REPAIR & RADIATOR
A/C REPAIR FOR SEWER EQUIP
244.37
08/11/2020
211931
RODEBERG, JUSTIN
REIMB: SAFETY FOOTWEAR - PARKS
160.94
08/11/2020
211932
ROTOCHOPPER
COMPOST GRINDER EQUIPMENT PARTS
1,193.60
08/11/2020
211933
RUNNING'SSUPPLY
REPAIR & MAINTSUPPLIES- MULTIPLE DEPTS
128.47
08/11/2020
211934
RUTLEDGE, LENNY F
UB refund for account: 1-570-3330-4-00
8.35
08/11/2020
211935
SAWS TIRE SERVICE
TIRES FOR POLICE SQUAD CAR
592.00
08/11/2020
211936
SCOTTJASTER- JUNK-N-TREASURES
SIGN &AWNING GRANT -EDA
920.00
08/11/2020
211937
SHORT-ELLIOT-HENDRICKSON, INC
CONSULTING SERVICES FOR VARIOUS PROJECTS
13,554.54
08/11/2020
211938
SIMONSON LUMBER CO
DEADBOLTS & KEYING CHARGE - PARKS
384.10
08/11/2020
211939
SIR LINES -A -LOT
2020 LONG LINE STRIPING - STREETS
12,662.47
08/11/2020
211940
SITEONE LANDSCAPE SUPPLY
LANDSCAPING SUPPLIES- PARKS
2,027.74
08/11/2020
211941
SMITH, ALEX
UB refund for account: 3- 250-4550- 1-0 1
1 8.21
CHECK REGISTER A FOR CITY OF HUTCHINSON
CHECK DATE FROM 7/29/20 - 08/11/20
Check Date
--------------------
08/11/2020
Check
---------
211942
Vendor Name
-----------------------------------------------------------
SOUTHERN WINE & SPIRITS OF MN
Description
-----------------------------------------------------------------------------
COST OF GOODS SOLD -LIQUOR HUTCH
Amount
---------------------------
11,766.79
08/11/2020
211943
STANDARD PRINTING-N-MAILING
VARIOUS POSTAGE SERVICES - MULTIPLE DEPTS
48.45
08/11/2020
211944
STAPLES ADVANTAGE
OFFICE SUPPLIES- MULTIPLE DEPTS
541.35
08/11/2020
211945
STREICH TRUCKING
CREEKSIDE FREIGHT- MULTIPLE LOCATIONS
325.00
08/11/2020
211946
SUMMER LAKES BEVERAGE LLC
COST OF GOODS SOLD - LIQUOR HUTCH
690.00
08/11/2020
211947
SUN LIFE FINANCIAL
JULY DENTAL CLAIMS &ADMIN FEES
6,897.40
08/11/2020
211948
TASC
SEPTEMBER FLEX ADM. FEES
122.22
08/11/2020
211949
THISSEN, BETTY
REFUND: SHELTER RENTAL @ NORTHWOODS PARK
45.00
08/11/2020
211950
THOMPSON, DENEIL
REIMB: SAFETY FOOTWEAR - STREETS
164.99
08/11/2020
211951
THOMSON REUTERS-WEST
JUNE LIBRARY PLAN CHARGES- LEGAL
52.92
08/11/2020
211952
TITAN MACHINERY
EQUIP PARTS- MULTIPLE DEPTS
2,395.29
08/11/2020
211953
TRI COUNTY WATER
BOTTLE WATER DELIVERY- MULTIPLE DEPTS
260.65
08/11/2020
211954
TRUE BRANDS
COST OF GOODS SOLD - LIQUOR HUTCH
265.21
08/11/2020
211955
TRUGREEN AND ACTION PEST CONTROL
LAWN SERVICE - CEMETERY
5,857.00
08/11/2020
211956
TWO-WAY COMMUNICATIONS INC
12 EA PORT RADIOS TO MATCH EXISTING - STREETS
7,680.00
08/11/2020
211957
VALLEY SALES OF HUTCHINSON
VARIOUS REPAIRS TO PD VEHICLES
2,812.09
08/11/2020
211958
VERIZON WIRELESS
JUN 24-JUL 23, 2020 PHONE SERVICES
3,693.42
08/11/2020
211959
VIKING BEER
COST OF GOODS SOLD - LIQUOR HUTCH
16,377.80
08/11/2020
211960
VIKING COCA COLA
COST OF GOODS SOLD - LIQUOR HUTCH
393.55
08/11/2020
211961
VINOCOPIA INC
COST OF GOODS SOLD - LIQUOR HUTCH
3,295.21
08/11/2020
211962
VIVID IMAGE
WEBSITE SERVICES- MULTIPLE DEPTS
3,935.00
08/11/2020
211963
WASTE MANAGEMENT OF WI -MN
7/1- 7/15 RESIDENTIAL REFUSE
7,188.00
08/11/2020
211964
WATERVILLE FOOD & ICE
COST OF GOODS SOLD - LIQUOR HUTCH
1,060.55
08/11/2020
211965
WELCOME NEIGHBOR
HUTCH NEW RESIDENT VISITS - LIQUOR HUTCH
60.00
08/11/2020
211966
WEST CENTRAL SHREDDING
3 CONSOLES - VARIOUS DEPTS
50.00
08/11/2020
211967
WILSON'S NURSERY INC
TREES - FORESTRY
1,977.64
08/11/2020
211968
WINE COMPANY, THE
COST OF GOODS SOLD - LIQUOR HUTCH
541.20
08/11/2020
211969
WINE MERCHANTS INC
COST OF GOODS SOLD - LIQUOR HUTCH
1,103.43
08/11/2020
211970
WITT,JEAN
REFUND: DRIVERS EDUCATION - COMMED
399.00
08/11/2020
211971
WM MUELLER & SONS
ASPHALT FOR STREETS PROJECTS
1,517.04
08/11/2020
211972
WOOD & RUE, PLLP
6/2 - 7/28 LEGAL SERVICES
362.50
08/11/2020
211973
ZEP SALES AND SERVICE
CLEANING SUPPLIES - HATS
910.34
Total - Check Disbursements:
$ 811,603.57
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: Public Hearing -South Central Drainage Area Improvements Phase 2 (L3/P20-03)
Department: PW/Eng
LICENSE SECTION
Meeting Date: 8/11/2020
Application Complete N/A
Contact: Kent Exner
Agenda Item Type:
Presenter: Kent Exner
Reviewed by Staff ❑
Public Hearing
Time Requested (Minutes): 10
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
As mentioned to the City Council at their July 28th meeting, City staff has been recently working to potentially deliver
a storm sewer and sanitary sewer utility installation project this fall due to the currently competitive contracting cost
environment. At this point, City staff is working to bid this project in the very near future, so this hearing is being
administered as a formality prior to advertising for bids shortly after this meeting.
Please note that no special assessments are being implemented during this project (properties will be assessed
during the forthcoming 2021 street improvement project), so no property owners were notified in advance of this
particular hearing. However, once final design plans/specifications are further development, City staff plans to host a
neighborhood meeting (per State guidance) in late August to inform/educate adjacent property owners.
Following a brief project overview by City staff and potential public comments (none expected), staff will request that
the City Council move forward with the final preparation of project plans/specifications and future advertisement for
bids. The anticipated bid opening date is Wednesday, September 2nd (11:00 AM).
BOARD ACTION REQUESTED:
Approval of Resolutions
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:
RESOLUTION NO. 15197
RESOLUTION ORDERING IMPROVEMENT
AND PREPARATION OF PLANS AND SPECIFICATIONS
LETTING NO. 3/PROJECT NO. 20-03
WHEREAS, a resolution of the City Council adopted the 28th day of July 2020, fixed a date for a
Council Hearing on the following improvements:
South Central Drainage Area Improvements Phase 2: Harrington Street SW, Merrill Street
SW, Clinton Avenue SW & Lyndale Avenue SW; utility improvements by construction of
grading, aggregate base, storm sewer, sanitary sewer, restoration and appurtenances.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
1. Such improvement is necessary, cost-effective, and feasible as detailed in the feasibility report.
2. Such improvement is hereby ordered as proposed in the resolution adopted the 28th day of July 2020.
3. Such improvement has no relationship to the comprehensive municipal plan.
4. Kent Exner is hereby designated as the engineer for this improvement. The engineer shall prepare
plans and specifications for the making of such improvement.
5. The City Council declares its official intent to reimburse itself for the costs of the improvement from
the proceeds of tax exempt bonds.
Adopted by the Council this 11th day of August 2020.
Mayor: Gary Forcier
City Administrator: Matthew Jaunich
RESOLUTION NO. 15198
RESOLUTION APPROVING PLANS AND SPECIFICATIONS
AND ORDERING ADVERTISEMENT FOR BIDS
LETTING NO. 3/PROJECT NO. 20-03
WHEREAS, the Director of Engineering/Public Works has prepared plans and specifications forthe following
described improvement:
South Central Drainage Area Improvements Phase 2: Harrington Street SW, Merrill Street
SW, Clinton Avenue SW & Lyndale Avenue SW; utility improvements by construction of
grading, aggregate base, storm sewer, sanitary sewer, restoration and appurtenances.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
1. Such plans and specifications, a copy of which is attached hereto and made a part hereof, are hereby
approved.
2. The Director of Engineering/Public Works shall prepare and cause to be inserted in the official newspaper,
the City of Hutchinson Web -Site and in Finance and Commerce, an advertisement for bids upon the making of
such improvements under such approved plans and specifications. The advertisement shall be published for
three weeks, shall specify the work to be done, shall state that bids will be received by the Director of
Engineering/Public Works until 11:00 am on Wednesday, September 2nd, 2020, at which time they will be
publicly opened in the Council Chambers of the Hutchinson City Center by the City Administrator and Director
of Engineering/Public Works, will then be tabulated, and the responsibility of the bidders will be considered by
the Council at 6:00 pm on Tuesday, September 8th, 2020 in the Council Chambers of the Hutchinson City
Center, Hutchinson, Minnesota.
Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to
address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the
Director of Engineering/Public Works and accompanied by cash deposit, cashier's check, bid bond or certified
check payable to the City of Hutchinson for 5 percent of the amount of such bid.
Adopted by the Hutchinson City Council this 11th day of August 2020.
Mayor: Gary Forcier
City Administrator: Matt Jaunich
PUBLICATION NO. 8386
ADVERTISEMENT FOR BIDS
LETTING NO. 3/PROJECT NO. 20-03 (L3P20-03)
TO WHOM IT MAY CONCERN:
Hutchinson, Minnesota
Dated:08/11/2020
The City Council of the City of Hutchinson, Minnesota, will receive bids at the Hutchinson City Center, Engineering Office, 111 Hassan St SE,
Hutchinson MN, until 11:00 am on Wednesday, September 2, 2020, for the making of the following described local improvement:
South Central Drainage Area Improvements Phase 2: Harrington Street SW, Merrill StreetSW, Clinton AvenueSW & Lyndale
Avenue SW; utility improvements by construction of grading, aggregate base, storm sewer, sanitary sewer, restoration and
appurtenances,
all in accordance with the Plans and Specifications on file in the City of Hutchinson Engineering Office.
Immediately following expiration of the time for receiving bids, the City Administrator and/or Director of Public Works/City Engineer will publicly
open bids, in the Council Chambers of the Hutchinson City Center. The Council, will consider said bids and responsibility of the bidders during the
Council Meeting at 5:30 pm on Tuesday, September 8, 2020 in the Council Chambers of the Hutchinson City Center.
The approximate major quantities of work involved are:
ITEM
UNIT
QUANTITY
12" RC PIPE SEWER DESIGN 3006 CL V
LIN FT
462
42" RC PIPE SEWER DESIGN 3006 CL V
LIN FT
1672
CONNECT TO EXISTING STORM SEWER
EACH
8
WATER MAIN OFFSET 6"
EACH
3
CONNECT TO EXISTING WATERMAIN
EACH
12
HYDRANT
EACH
3
6" GATE VALVE
EACH
8
CONSTRUCT MANHOLE DESIGN 4007
EACH
9
CONSTRUCT CATCH BASIN TYPE A
EACH
15
CONSTRUCT DRAINAGE STRUCTURE DESIGN 48-4020
EACH
3
CONSTRUCT DRAINAGE STRUCTURE DESIGN 60-4020
EACH
2
CONSTRUCT DRAINAGE STRUCTURE DESIGN 72-4020
EACH
8
CONSTRUCT DRAINAGE STRUCTURE DESIGN 84-4020
EACH
2
CONSTRUCT DRAINAGE STRUCTURE DESIGN 96-4020
EACH
3
CONSTRUCT DRAINAGE STRUCTURE DESIGN 108-4020
EACH
1
All bids shall be made on the Proposal Forms of the City and shall be accompanied by a cashier's check, bid bond or certified check, payable to the
order of the City of Hutchinson, Minnesota, for not less than five percent (5%) of the amount bid.
Bids shall be directed to the City Engineer, securely sealed and endorsed upon the outside wrapper.
Plans and Specifications are expected to be available 08/21/2020. Complete digital project bidding documents are available at www.questcdn.com.
You may download the digital plan documents for $30.00 by inputting Quest project #7248329 on the website's Project Search page. Please contact
Quest CDN.com at 952-233-1632 or info@questcdn.com for assistance in free membership registration, downloading, and working with this digital
project information.
An optional paper set of project documents is available for a nonrefundable price of $80.00 perset, which includes applicable sales tax and shipping.
Please make your check payable to City of Hutchinson and send it to Hutchinson City Center, Attn: Plans & Specs, 111 Hassan St SE, Hutchinson MN
55350. Please contact us at 320-234-4209 if you have any questions.
In order to bid on this project, you must be a "registered" plan holder. To be a "registered" plan holder, you must purchase the digital bidding
documents from QuestCDN or purchase the paper set of the bidding documents from the City of Hutchinson. Any bids submitted by contractors not
on the Plan Holder List will not be considered at the time for opening of bids and will be returned to the contractor.
The City Council reserves the right to reject all bids and to waive any informalities and irregularities.
Matthew.launich
City Administrator
PUBLISH IN HUTCHINSON LEADER ON WEDNESDAY, AUGUST 12, 2020 & WEDNESDAY, AUGUST 19, 2020.
PUBLISH IN FINANCE & COMMERCE ON WEDNESDAY, AUGUST 12, 2020 & WEDNESDAY, AUGUST 19, 2020.
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: HutchCobble LLC - On -Sale Intoxicating Liquor License
Department: Administration
LICENSE SECTION
Meeting Date: 8/11/2020
Application Complete Yes
Contact: Matt Jaunich
Agenda Item Type:
Presenter: Matt Jaunich
Reviewed by Staff ✓❑
Public Hearing
Time Requested (Minutes): 5
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
HutchCobble LLC has submitted an on -sale liquor license application to provide liquor at their hotel located at 416
Prospect Street. HutchCobble LLC opened the hotel, Cobblestone Hotel & Suites, in 2018 and has been serving
3.2% malt liquor under an on -sale 3.2% malt liquor license. As you know, earlier this year, the City Council revised
the Hutchinson liquor code to allow on -sale intoxicating liquor licenses to be issued to hotels. City code requires that
a public hearing be held when a new liquor license is applied for. Since HutchCobble LLC formerly held an on -sale
3.2% malt liquor license, this application is considered new and a public hearing is required.
BOARD ACTION REQUESTED:
Approve issuing on -sale intoxicating liquor license to HutchCobble LLC located at 416 Prospect Street in Hutchinson,
Minnesota.
Fiscal Impact: $ 0.00 Funding Source: 0
FTE Impact: 0.00 Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost: $ 0.00
Total City Cost: $ 0.00 Funding Source:
Remaining Cost: $ 0.00 Funding Source:
Wexl-wh°
d .i � 0�2 •so
Investigation Fee: �r�)
$375.00#ll�yy
Annual License Fee:
$2000.00
111 Hassan St Southeast
Hutchinson, MN 55350
(320) 587-515]1Fax(320) 234-4240
Application for On -Sale Intoxicating/Wine Liquor License
In provision of the City of Hutchinson Municipal Code Chapter 112
Sunday Sale Fee:
$125.00
This form was prepared by the City of Hutchinson and the Minnesota Bureau of Criminal
Apprehension, Department of Public Safety, pursuant the Minnesota Statutes, 1976, Section 340.13,
for purposes of background investigation. It does not supersede any laws, rules or regulations of the
Division of Liquor. Control regarding the issuance of liquor licenses. Failure to provide information
requested may result in denial of the application.
Trade Name Date of Application
2.
Licensing Period
3. Type of Application: V�❑ NEW ❑ RENEWAL ❑❑ TRANSFER
4. Type of License: �6 INTOXICATING ❑ WINE
5. If WINE, will this establishment be selling Strong Beer? ❑ YES ❑ NO
( If YES, a 3.2 Malt Liquor Application must be filled out as well.)
6.
Name of Applicant Phone
7. -- S�—
� 1
Home Address State Zip Code
8.0s _ 9. _ YID
Citizenship PIace of(B�irth
1.
Street Address of Establishment
12. Does the establishment include a patio area? YES O NO
(if yes, please attach a schematic of patio area)
13. Will this establishment be selling on Sunday? DYES ❑ NO
10.
Date of Birth
14. List Owners of building or premises to be licensed:
15. List all partners, officers or directors, shareholders (and number of shares each member holds),
if corporation:
Name Address Date of Birth
31-11-70
16. Prior experience in this type of business:
17. Present ownership in any other liquor establishment:
18. Present ownership in any other restaurant or food business: TJ IF4 _ ..
19. Three Business References:
1. US S
2.
3. WkT-'� AVA
20.Lk
t �tCorporate or Partnership Title
21.
Corporate or Partnership Address
22. if this is a transfer application give name, address, of person(s), partnership or corporation
holding license for the past year:
10
Name Address
23. Who owns the bar/tavern fixtures?`Y�-k
24. Are you a Minnesota resident? I YES [ ❑ NO 1-7 �t-
From TO
25. Residential Address for the past five (5) years:,_ w tV�,i � %�w S%1I
26: Three personal references:
Name
Address
27. Employment for the past five years:
Phone
Name of E—mg1o� Phone
IQ
3.
28. Any convictions other than minor traffic: ❑ YES nXNO
(if yes, please explain in detail)
Offense:
Conviction Date: _
Offense: Conviction Date:
Offense: Conviction Date:
29. This application must be accompanied by detailed statement of net worth and last year's tax
return and statement of method of payment for business, fixtures and inventory.
30. This application must be accompanied by State of Minnesota Restaurant License.
31. This application must be accompanied by a certificate of insurance providing for liquor
liability coverage.
32. Applicant, and his associates in this application, will strictly comply with all the laws of the
State of Minnesota governing the taxation and the sale of intoxicating liquor; rules and
regulations promulgated by the Liquor Control Commissioner; and all ordinances of the
municipality; and I hereby certify that I have read the foregoing questions and that the answers
to said questions are true of my own knowledge. I further understand that an investigation fee
not to exceed$500.00 shall be charged an application by the city or county if the investigation is
required outside the state. 1 further understand the ordinances of the City of Hutchinson
regarding the operation of on -sale liquor licenses and agree to abide by them.
Signature of Applicant
Subscribed and sworn to before me this
to -day of ,20V.
Notary Public
My Commission expires:
KATHERINE A BOUSCHOR
NOTARY PUBLIC •MINNESOTA
ORM
My Commission.Expirea
January 31, 2026
) -3to lc;?-e)
Date
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HUTCHINSON CITY COUNCIL
Ci=y�f
Request for Board Action
79 =-W
Agenda Item: CONSIDERATION OF ESTABLISHMENT OF THE
CARES ACT FORGIVABLE
Department: EDA
LICENSE SECTION
Meeting Date: 8/11/2020
Application Complete N/A
Contact: Miles R. Seppelt
Agenda Item Type:
Presenter: Miles R. Seppelt
Reviewed by Staff ❑
Unfinished Business
Time Requested (Minutes): 10
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
As directed by the City Council, staff has developed a forgivable loan program utilizing CARES Act funding to assist local
BOARD ACTION REQUESTED:
Approval of resolution establishing the program.
Fiscal Impact: $ 0.00 Funding Source: CARES Act
FTE Impact: 0.00 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. 15199
RESOLUTION APPROVING THE
CARES ACT FORGIVABLE LOAN PROGRAM
WHEREAS, on March 11, 2020, the World Health Organization determined that the
COVID-19 outbreak constitutes a pandemic, and on March 13, 2020, President Trump
declared a national state of emergency as a result of the pandemic; and
WHEREAS, on March 13, 2020, the Governor of Minnesota issued Emergency Order 20-
01 declaring a Peacetime Emergency and Coordinating Minnesota's Strategy to Protect
Minnesotans from COVID-19; and
WHEREAS, the Governor subsequently issued additional Executive Orders to combat the
impacts of COVID-19 within the State of Minnesota, which included closures of schools,
bars, restaurants and other places of public accommodation, and directed Minnesotans to
stay at home (with exceptions for obtaining necessary supplies, healthcare and similar
needs) unless engaged in critical sector work; and
WHEREAS, The Coronavirus Aid, Relief, and Economic Security (CARES) Act, passed
on March 27, 2020, provides over $2 trillion in federal economic relief to provide
assistance for American workers, families, and small businesses; and
WHEREAS, Section 5001 of the CARES Act established the $150 billion Coronavirus
Relief Fund (CRF), providing payments to State, Local, and Tribal governments navigating
the impact of the COVID-19 outbreak; and
WHEREAS, the State of Minnesota has allocated $1,074,352 of CRF funds to the City of
Hutchinson; and
WHEREAS, the City of Hutchinson (City) may use CRF funds to cover necessary
expenditures related to the COVID-19 public health emergency not previously accounted
for in the City's most recently approved budget and incurred during the covered period of
March 1, 2020 through November 15, 2020; and
WHEREAS, the U.S. Department of Treasury Guidance provides that CRF dollars may
be used to provide economic support specifically for expenditures related to the provision
of small business assistance; and
WHEREAS, the Hutchinson Economic Development Authority (EDA) is an established
body pursuant to Minnesota Statute 469.107. The EDA is authorized to utilize economic
development powers and may provide forgivable loans to businesses for purposes of
preventing substantial and persistent unemployment; and
WHEREAS, the EDA has created a CARES Act Forgivable Loan Program to provide
economic support to qualifying businesses and non-profit organizations within
Hutchinson's city limits;
NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF HUTCHINSON:
THAT, the City determines that a CARES Act Forgivable Loan Program is necessary to
remedy the harm caused by the impact of COVID-19 pandemic and the Governor's
Emergency Executive Orders in response to the pandemic; and
THAT, the City has approved the CARES Act Forgivable Loan Program to be
administered by the EDA; and
THAT, the City has established a special revenue fund to separately account for the CRF
funds and eligible expenditures; and
THAT, the City has allocated $750,000 of its CRF funds to be distributed to qualifying
businesses through the CARES Act Forgivable Loan Program; and
THAT, the City will use the remaining $324,352 of CRF funds for eligible expenditures
incurred by the City within the covered period of March 1, 2020 through November 15,
2020.
Adopted by the City Council this 1 I' day of August 2020.
Gary Forcier
Mayor
ATTESTED:
Matthew Jaunich
City Administrator
_JiL__ CARES Act Forgivable
Hutchinson Loan Program
MINNESOTA'S MANUFACTURING CITY
Up to $15,000. 6 month term • 0% interest • Payments Deferred • Forgivable
The City of Hutchinson has allocated $750,000 in Federal CARES Act funding to assist small
businesses and certain non -profits that have been impacted by the Coronavirus pandemic.
Please review the program rules and qualifications below. Forgivable loans will be awarded on a
point system, in descending order, until available funds are exhausted. Points are awarded based
upon gross revenues, employment and the impact the pandemic has had on net profits /
donation revenue. Additional points are awarded if the applicant was mandated to close down
by an executive order of the Governor. Tied scores will be resolved by random drawing. The EDA
and City reserve the right to give partial awards.
The Hutchinson Economic Development Authority and the City of Hutchinson reserve the right to approve
or reject applications on a case -by -case basis ensuring compliance with established policies and criteria.
Meeting the criteria does not guarantee approval of an application to the CARES Act Forgivable Loan
Program. Approval or denial of an application is at the sole discretion of the EDA and the City.
TIMELINE
Applications due
Scoring completed
Forgivable Loan paperwork mailed
Forgivable loans disbursed
Loans forgiven
There are two options:
4:30 PM, September 11th
September 18th
September 25th
Two weeks from when paperwork is received by the
City (no later than November 13, 2020)
January— February 2021
(as soon as supporting documentation is provided)
Apply on-line at www.HutchCARESIoan.com
2. Complete a paper application and mail it, along with supporting documentation to:
Miles R. Seppelt, Economic Development Director
City of Hutchinson
1164 Benjamin Avenue SE
Hutchinson, MN 55350
NOTE: Applications must be received by 4:30 PM, Friday, September 11, 2020. Applications
received after the deadline will not be accepted.
ELIGIBLE APPLICANTS
■ Located within the city limits of the City of Hutchinson, Minnesota.
■ Owner resides in the State of Minnesota
■ Must be in Good Standing with the State of Minnesota and the City of Hutchinson.
■ For Small Businesses
o Had a net profit in 2019
o COVID-19 Pandemic has negatively affected the profits of the applicant business
o Annual gross revenue of $3,000,000 or less
o Employment of 25 FTE or less
■ Non -profits
o COVID-19 Pandemic has negatively affected donations / revenues.
o Must have at least one (1) full-time equivalent paid staff
NOT ELIGIBLE FOR THIS PROGRAM
■ Churches & religious organizations
■ Gambling activities or any business whose principal activity is gambling
■ Adult entertainment businesses
■ Multi -level marketing businesses
■ Lending institutions, law firms, accounting firms, insurance agencies, financial advisors,
residential rental properties
■ Chain convenience stores
■ Home -based businesses
■ Corporately owned franchises
■ Lobbying groups and political organizations
■ Businesses receiving the State Small Business Relief Grant.
AVAILABLE LOAN AMOUNT
■ Up to $15,000 (as determined by points awarded & requested loan amount)
CONDITIONS FOR LOAN FORGIVNESS
■ Recipients provide documentation of qualified costs by January 31, 2021.
■ Applicant must certify that funds are not used for expenses covered by other
government pandemic aid programs (such as PPP)
LOANS FAILING TO MEET CONDITIONS FOR FORGIVENESS
■ Loans failing to meet the conditions for forgiveness will be placed into payment status
as of March 1, 2021.
■ Loans will have a term of 24 months at 2% interest, with payments due on the 15t of
each month.
ELIGIBE USES OF FUNDS Expenses must be incurred from March 1 to December 31, 2020
■ Mortgage or rent payments
■ Payroll costs (wages & benefits)
■ Utility payments
■ Inventory costs
■ PPE, masks, cleaners, public safety items
■ Costs to restart the business after shutdown
INELIGIBLE USES
■ Eligible uses are strictly limited to what's listed under Eligible Uses of Funds. If it's not
listed, it's not eligible.
■ Loan proceeds cannot be used to cover expenses covered by PPP or EIDL loans.
REQUIRED DOCUMENTATIOM
■ Application Form
■ Certificate of Good Standing from the Minnesota Secretary of State.
■ 2019 Business Tax Return
■ 2nd Quarter 2019 Profit & Loss Statement
■ 2nd Quarter 2020 Profit & Loss Statement
APPLICANT SCORING (100-point scale)
■ Sliding scale to determine award amount
■ Points awarded for
o Annual Gross Revenue (25 points maximum)
o Number of FTE as of February 1, 2020 (25 points maximum)
o % decline in net profit from Q2, 2019 to Q2, 2020 (50 points maximum)
ADDITIONAL POINTS
■ 15 points For businesses ordered to close down by Governor's executive order 20
04, dated March 16, 2020 and executive order 20-08, dated March 18,
2020.
APPLICATION REVIEW
■ Incomplete applications will not be considered.
■ Applications submitted after the application deadline will not be considered.
■ Eligibility, loan approvals and loan amounts will be reviewed and considered for approval
by the EDA Board of Directors and the Hutchinson City Council.
■ All decisions are final and not reviewable.
QUESTIONS
If you have any questions about the CARES Act Business Assistance Forgivable Loan Program or
filling out this application, please email or call:
Miles R. Seppelt, Economic Development Director (320) 234-4223
mseppelt@ci.hutchinson.mn.us
Maddie Newcomb, EDA Program Manager (320) 234-5652
mnewcomb@ci.hutchinson.mn.us
1 '
L CARES Act Forgivable
Hutchinson g
MINNESOTA'S MANUFACTURING CITY Loan Program
Up to $15,000 • 6-month term • 0% interest • Payments Deferred • Forgivable
Application
Business / Organization Information
Legal Name:
Operating Name (if different)
Physical Street Address:
Primary Contact Information
Name:
Phone:
Federal EIN:
Email:
State Tax I D # :
Proposed Use of Funds Expenses must be incurred from March 1 to December 31, 2020
Mortgage or rent payments
Payroll costs
Utility payments
Inventory costs
PPE, masks, cleaners, public safety items
Costs to restart the business after shutdown
TOTAL Loan Request
(Up to $15,000)
Required Business Information
Full-time employees as of 2/1/2020
(Those working 2,080 hours per year)
Part-time employees as of 2/1/2020
(Anyone not full-time)
Gross Revenue (Sales) for 2019 (as of 12/31) $
2nd Quarter 2019 Net Profit $
2nd Quarter 2020 Net Profit $
Was your business ordered to close to close by Governor's executive order 20-04, dated
March 16, 2020 and /or executive order 20-08, dated March 18, 2020?
YES NO
Required Supporting Documentation Please attach the following:
1. 2019 Business Tax Return
2. Certificate of Good Standing from the Minnesota Secretary of State
3. 2nd Quarter 2019 Profit & Loss Statement
4. 2nd Quarter 2020 Profit & Loss Statement
Certification
By signing below, I/we acknowledge and certify that:
1. 1 have read the Hutchinson CARES Act Forgivable Loan Program Rules and agree to abide
by all program terms and conditions.
2. The information provided in this application and any supporting materials is true and
correct to the best of my knowledge and belief.
3. Loan Funds will not be used to for expenses that were covered by the Payroll Protection
Program (PPP) or any other Federal pandemic assistance program.
4. Applicant business did not receive a State Small Business Relief Grant.
5. The City of Hutchinson, the Hutchinson Economic Development Authority and their
respective Staff are authorized to verify any information contained in this application and
supporting documents.
6. Submitted financial information will be kept confidential to the extent allowed under
Minnesota State law. (See M.S. 13.591)
13.591 BUSINESS DATA.
Subdivision 1.Not public data when benefit requested.
The following data, that are submitted to a government entity by a business
requesting financial assistance or a benefit financed by public funds, are private or
nonpublic data: financial information about the business, including credit reports;
financial statements; net worth calculations; business plans; income and expense
projections; balance sheets; customer lists; income tax returns; and design, market, and
feasibility studies not paid for with public funds.
7. Applicant acknowledges that the names of loan applicants, loan recipients and loan
amounts provided is considered public information.
8. The Hutchinson Economic Development Authority and the City of Hutchinson reserve the right to
approve or reject applications on a case -by -case basis ensuring compliance with established
policies and criteria. Meeting the criteria does not guarantee approval of an application to the
CARES Act Forgivable Loan Program. Approval or denial of an application is at the sole discretion
of the EDA and the City. All decisions are final and not reviewable.
Signature:
Printed Name:
Questions
Date:
If you have any questions about the CARES Act Forgivable Loan Program or need assistance in
filling out this application, please email or call:
Miles R. Seppelt, Economic Development Director (320) 234-4223
mseppelt@ci.hutchinson.mn.us
Maddie Newcomb, EDA Program Manager (320) 234-5652
mnewcomb@ci.hutchinson.mn.us
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: 2nd Reading - Airport Zoning Ordinance Update and Approval Resolution
Department: Planning
LICENSE SECTION
Meeting Date: 8/11/2020
Application Complete N/A
Contact: Dan Jochum
Agenda Item Type:
Presenter: Dan Jochum
Reviewed by Staff ❑
Unfinished Business
Time Requested (Minutes): 5
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
As discussed at the July 28, 2020 Council Meeting, the City is in the process of updating the Airport Zoning
Ordinance. The first reading was approved on July 28th and this is the second reading and adoption.
MnDOT also requires the City to pass a resolution noting the ordinance was approved and that is attached as well.
Please let me know if there are any questions.
Thank you.
BOARD ACTION REQUESTED:
Approval of second reading of ordinance and adoption.
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:
FORM NO. 9
(CITY OF HUTCHINSON ADOPTS
ORDINANCE)
RESOLUTION OF THE
HUTCHINSON MUNICIPAL AIRPORT CITY OF
HUTCHINSON CITY COUNCIL AS TO FINAL
ADOPTION OF A ZONING ORDINANCE
At a meeting of the above Board held on
Member , seconded by Member ,
introduced the following Resolution and moved its adoption.
WHEREAS, A public hearing has been held on a proposed zoning ordinance pursuant to
Minnesota Statutes Section 360.065; and
WHEREAS, No changes in said proposed ordinance are necessary;
NOW, THEREFORE, It is hereby resolved as follows:
1. That the Zoning Ordinance and Map attached thereto are hereby adopted.
Members voting aye:
Members voting nay:
Resolution declared passed:
Attest:
ROLL CALL
Gary T. Forcier, Mayor
Matthew Jaunich, City Administrator
I hereby certify that the foregoing resolution is a true and correct copy of the original resolution.
SEAL OR
NOTARY STAMP
Title
Date
TITLE AND SUMMARY OF ORDINANCE NO. 20-819
The following Ordinance is hereby published by title and summary:
1. Title of Ordinance: Airport Zoning
An Ordinance to Create and Enact Title 15, Chapter 151 of the Hutchinson City Code of
Ordinances,
2. Summary of Ordinance:
This ordinance sets forth rules and regulations for Zoning for the Hutchinson Municipal Airport
and land within the designated airport zoning area.
This Ordinance shall take effect upon publication in accordance with Hutchinson City Charter.
3. Availability of Ordinance
A complete, printed copy of this Ordinance is available for inspection by any person during
regular business hours in the office of the City Clerk,
This ordinance was passed by the City Council of the City of Hutchinson on the 11th day of August, 2020.
ATTEST:
Matthew Jaunich, City Administrator
Date of Publication:
GaryT. Forcier, Mayor
CHAPTER 151: AIRPORT ZONING
Section
151.01
Purpose and authority
151.02
Jurisdiction
151.03
Definitions
151.04
Airport Zoning Map
151.15 Airspace zones
151.16 Height restrictions
151.17 Boundary limitations
General Provisions
Airspace Obstruction Zoning
Land Use Safety Zoning
151.30 Safety zone boundaries
151.31 Use restrictions
151.32 Boundary limitations
Non -Conforming Uses; Variances
151.45 Existing non -conforming uses; grandfather clause
151.46 Construction; certificate of compliance required
151.47 Non -conforming uses; abandonment or destruction
151.48 Variances
151.49 Hazard marking and lighting
Administration and Enforcement
151.60 Airport Zoning Compliance Administrator
151.61 Board of Adjustment
151.62 Appeals
151.63 Judicial review
151.64 Violations; remedies
151.65 Amendment procedure
Appendix A: Hutchinson Municipal Airport Zoning; Affected Land
GENERAL PROVISIONS
§ 151.01 PURPOSE AND AUTHORITY.
The City of Hutchinson and McLeod County acting as the authority for the Townships of Lynn
and Hassan Valley, under authority granted by MN Statute 360.063 hereby establishes an airport
zoning ordinance pursuant to the provisions and authority of M.S. § 360.063, as it may be
amended from time to time, hereby finds and declares that:
(A) An airport hazard endangers the lives and property of users of the Hutchinson Municipal
Airport, and property or occupants of land in its vicinity, and also if of the obstructive type, in
effect reduces the size of the area available for the landing, takeoff and maneuvering of aircraft,
thus tending to destroy or impair the utility of the Hutchinson Municipal Airport and the public
investment therein;
(B) The creation or establishment of an airport hazard is a public nuisance and an injury to the
region served by the Hutchinson Municipal Airport;
(C) For the protection of the public health, safety, order, convenience, prosperity and general
welfare, and for the promotion of the most appropriate use of land, it is necessary to prevent the
creation or establishment of airport hazards;
(D) The prevention of these airport hazards should be accomplished, to the extent legally
possible, by the exercise of the police power without compensation; and
(E) The prevention of the creation or establishment of airport hazards and the elimination,
removal, alteration, mitigation or marking and lighting of existing airport hazards are public
purposes for which political subdivisions may raise and expend public funds.
(F) The Hutchinson Municipal Airport is an essential public facility that serves an important
public transportation role and provides a public good.
(2004 Code, § 151.01) (Ord. passed 1-12-1984)
0 § 151.02 JURISDICTION.
The sections of land affected by this chapter are indicated in App. A to this chapter.
(2004 Code, § 151.02) (Ord. passed 1-12-1984)
P § 151.03 DEFINITIONS.
For the purpose of this chapter, the following definitions shall apply unless the context clearly
indicates or requires a different meaning.
AIRPORT. The Hutchinson Municipal Airport located in the City of Hutchinson and all or part
of Sections 12 and 13 of Lynn Township.
AIRPORT ELEVATION. The established elevation of the highest point on the usable landing
area which elevation is established to be 1,062 feet above the mean sea level.
AIRPORT HAZARD. Any structure, tree or use of land which obstructs the airspace required
for, or is otherwise hazardous to, the flight of aircraft in landing or taking off at the airport; and
any use of land which is hazardous to persons or property because of its proximity to the airport.
COMMISSIONER. The Commissioner of the Minnesota Department of Transportation.
CONFORMING USE. Any structure, tree, or object of natural growth, or use of land that
complies with all the applicable provisions of this Ordinance or any amendment to this
ordinance.
DWELLING. Any building or portion thereof designed or used as a residence or sleeping place
of one or more persons.
EXISTING LAND USE INA BUILT UP URBANAREA. An area which, if it existed on or
before January 1, 1978, shall be considered a conforming use that shall not be prohibited except
as provided below in Section 151.30 D, EXEMPTIONS — ESTABLISHED RESIDENTIAL
NEIGHBORHOODS.
HEIGHT. For the purpose of determining the HEIGHT limits in all zones set forth in this
chapter and shown on the Airport Zoning Map, the datum shall be mean sea level elevation
unless otherwise specified.
LANDING AREA. The area of the airport used for the landing, taking off or taxiing of aircraft.
NON -CONFORMING USE. Any pre-existing structure, tree, natural growth or use of land
which is inconsistent with the provisions of this chapter or an amendment hereto.
NON -PRECISION INSTRUMENT RUNWAY. A runway having an existing or planned
straight -in approach procedure utilizing air navigation facilities with only horizontal guidance,
and for which no precision approach facilities are planned or indicated on an approved planning
document.
PERSON. An individual, firm, partnership, corporation, company, association, joint stock
association, or body politic, and includes a trustee, receiver, assignee, administrator, executor,
guardian, or other representative.
PLANNED. Refers only to those proposed future airport developments that are so indicated on
a planning document having the approval of the Federal Aviation Administration, the
Department of Transportation, Office of Aeronautics, and the City of Hutchinson.
RUNWAY. Any existing or planned paved surface or turf -covered area of the airport which is
specifically designated and used or planned to be used for the landing or taking off of aircraft.
SLOPE. An incline from the horizontal expressed in an arithmetic ratio of horizontal
magnitude to vertical magnitude (e.g., SLOPE = 3:1 = three feet horizontal to one foot vertical).
STRUCTURE. An object constructed or installed by humans, including, but without
limitations, buildings, towers, smokestacks and overhead transmission lines.
TRAVERSE WAYS. For the purpose of determining height limits as set forth in this chapter,
the limit shall be increased in height by 17 feet for interstate highways; 15 feet for all other
public roadways; ten feet or the height of the highest mobile object that would normally traverse
the road, whichever is greater, for private roads; 23 feet for railroads; and for waterways and all
other TRAVERSE WAYS not previously mentioned, an amount equal to the height of the highest
mobile object that would normally traverse it.
TREE. Any object of natural growth.
UTILITY RUNWAY A runway that is constructed for and intended to be used by propeller -
driven aircraft of 12,500 pounds maximum gross weight and less; and is less than 4,900 feet in
length
VISUAL RUNWAY. A runway intended solely for the operation of aircraft using visual
approach procedures, with no straight -in instrument approach procedure and no instrument
designation indicated on an approved planning document.
WATER SURFACES. The same meaning as LAND for the establishment of protected zones
in this chapter.
(2004 Code, § 151.03) (Ord. passed 1-12-1984)
P § 151.04 AIRPORT ZONING MAP.
The several zones herein established are shown on the Hutchinson Municipal Airport Zoning
Map consisting of seven sheets, prepared by Bolton & Menk, Inc., and dated September 23,
2019, attached hereto and made a part hereof, which map, together with amendments thereto as
may from time to time be made, and all notations, references, elevations, data, zone boundaries
and other information thereon, shall be and the same is hereby adopted as part of this chapter.
(2004 Code, § 151.04) (Ord. passed 1-12-1984)
AIRSPACE OBSTRUCTION ZONING
§ 151.15 AIRSPACE ZONES.
(A) In order to carry out the purpose of this chapter, as set forth above, the following airspace
zones are hereby established: primary zone, horizontal zone, conical zone, approach zone,
precision instrument approach zone and transitional zone.
(B) The locations and dimensions of these zones are as follows:
(1) Primary zone. All that land which lies directly under an imaginary primary surface
longitudinally centered on the runway and extending 200 feet beyond each end of Runway 15-33
and coinciding with each end of Runway 8-26. The elevation of any point on the primary surface
is the same as the elevation of the nearest points on the runway centerline. The width of the
primary surface is 500 feet for Runway 15-33 and 250 feet for Runway 8-26;
(2) Horizontal zone. All that land which lies directly under an imaginary horizontal surface
150 feet above the established airport elevation, or a height of 1,212 feet above mean sea level,
the perimeter of which is constructed by swinging arcs of specified radii from the center of each
end of the primary surface of the runway and connecting the adjacent arcs by lines tangent to
those arcs. The radius of each arc is 5,000 feet for Runway 15-33 and Runway 8-26;
(3) Conical zone. All that land which lies directly under an imaginary conical surface
extending upward and outward from the periphery of the horizontal surface at a slope of 20:1 for
a horizontal distance of 4,000 feet as measured radially outward from the periphery of the
horizontal surface;
(4) Approach zone. All that land which lies directly under an imaginary approach surface
longitudinally centered on the extended centerline at each end of a runway. The inner edge of the
approach is at the same width and elevation as, and coincides with, the end of the primary
surface. The approach surface inclines upward and outward at a slope of 20:1 for Runway 15-33
and 8-26. The approach surface expands uniformly to a width of 2,000 feet for Runway 15-33 at
a distance of 5,000 feet to the periphery of the conical surface. The approach surface expands
uniformly to a width of 1,250 feet for Runway 8-26 at a distance of 5,000 feet to the periphery of
the conical surface; and
(5) Transitional zone. All that land which lies directly under an imaginary surface extending
upward and outward at right angles to the runway centerline and centerline extended at a slope of
7:1 from the sides of the primary surfaces and from the sides of the approach surfaces until they
intersect the horizontal surface or the conical surface.
(2004 Code, § 151.15) (Ord. passed 1-12-1984)
0 § 151.16 HEIGHT RESTRICTIONS.
(A) Except as otherwise provided in this chapter, and except as necessary and incidental to
airport operations, no structure or tree shall be constructed, altered, maintained or allowed to
grow in any airspace zone created in § 151.15 of this chapter, so as to project above any of the
imaginary airspace surfaces described in § 151.15 of this chapter.
(B) Where an area is covered by more than one height limitation, the more restrictive
limitations shall prevail.
(2004 Code, § 151.16) (Ord. passed 1-12-1984)
LAND USE SAFETY ZONING
§ 151.30 SAFETY ZONE BOUNDARIES.
In order to carry out the purpose of this chapter, as set forth above, and also in order to restrict
those uses which may be hazardous to the operational safety of aircraft operating to and from the
Hutchinson Municipal Airport and, furthermore, to limit population and building density in the
runway approach areas, thereby creating sufficient open space so as to protect life and property
in case of an accident, there are hereby created and established the following land use safety
zones:
(A) Safety zone A. All land in that portion of the approach zones of a runway, as defined in
§ 151.15 of this chapter, which extends outward from the end of the primary surface a distance
equal to two-thirds of the planned length of the runway, which distance shall be 2,667 feet for
Runway 15-33 and 1,667 feet for Runway 8-26;
(B) Safety zone B. All land in that portion of the approach zones of a runway, as defined in
§ 151.15 of this chapter, which extends outward from safety zone A for a distance equal to one-
third of the planned length of the runway, which distance shall be 1,333 feet for Runway 15-33
and 833 feet for Runway 8-26; and
(C) Safety zone C. All that land which is enclosed within the perimeter of the horizontal zone,
as defined in § 151.15 of this chapter, and which is not included in zone A or zone B above.
(2004 Code, § 151.30) (Ord. passed 1-12-1984)
(D) Exceptions Established Residential Neighborhoods. The following described lands are
designated as Established Residential Neighborhoods in Built -Up Urban Areas. Land uses which
were in existence in these areas on January 1, 1978, are exempt from the USE RESTRICTIONS
of Sections 151.31 B and C below and are submit to the provisions of Section 151.31 E below.
Runway 26
Parcel ID
Street Address
Acres
Year Built
60180100
16936 Highway 15 S
1.71
1962
Hutchinson MN 55350
60550010
16902 Highway 15 S
0.53
1967
Hutchinson MN 55350
60550020
16864 Highway 15 S
0.53
1968
Hutchinson MN 55350
60550030
16826 Highway 15 S
0.54
1968
Hutchinson MN 55350
60181000
20 Airport Road
0.50
1968
Hutchinson MN 55350
60180200
40 Airport Road
1.18
1962
Hutchinson MN 55350
60180500
60 Airport Road
1.18
1963
Hutchinson MN 55350
60560010
80 Airport Road
0.60
1976
Hutchinson MN 55350
P § 151.31 USE RESTRICTIONS.
(A) General. Subject at all times to the height restrictions set forth in § 151.16 of this chapter,
no use shall be made of any land in any of the safety zones defined in § 151.30 of this chapter,
which creates or causes interference with the operations of radio or electronic facilities on the
airport or with radio or electronic communications between airport and aircraft, makes it difficult
for pilots to distinguish between airport lights and other lights, results in glare in the eyes of
pilots using the airport, impairs visibility in the vicinity of the airport or otherwise endangers the
landing, taking off or maneuvering of aircraft.
(B) Zone A.
(1) Subject at all times to the height restrictions set forth in § 151.16 of this chapter, and to
the general restrictions contained in division (A) above, areas designated as zone A shall contain
no buildings, temporary structures, exposed transmission lines or other similar above -ground
land use structural hazards, and shall be restricted to those uses which will not create, attract or
bring together an assembly of persons thereon.
(2) Permitted uses may include, but are not limited to, such uses as agricultural (seasonal
crops), horticulture, animal husbandry, raising of livestock, wildlife habitat, light outdoor
recreation (non -spectator), cemeteries and auto parking.
(C) Zone B. Subject at all times to the height restrictions set forth in § 151.16 of this chapter,
and to the general restrictions contained in division (A) above, areas designated as zone B shall
be restricted in use as follows.
(1) Each use shall be on a site whose area shall not be less than three acres.
(2) Each use shall not create, attract or bring together a site population that would exceed 15
times that of the site acreage.
(3) Each site shall have no more than one building plot upon which any number of
structures may be erected.
(4) A building plot shall be a single, uniform and non -contrived area, whose shape is
uncomplicated and whose area shall not exceed the following minimum ratios with respect to the
total site area:
Site Area
Ratio of Site Area
Building Plot
Maximum Site
At Least
But Less
to Building Plot
Area (Square
Population (15 Persons
(Acres)
Than
Area
Feet)
per Acre)
(Acres)
3
4
12:1
10,900
45
4
6
10:1
17,400
60
6
10
8:1
32,600
90
10
20
6:1
72,500
150
20
And up
4:1
218,000
300
(5) The following uses are specifically prohibited in zone B: churches, hospitals, schools,
theaters, stadiums, hotels and motels, trailer courts, campgrounds and other places of frequent
public or semi-public assembly.
(D) Zone C. Zone C is subject only to height restrictions set forth in § 151.16 of this chapter,
and to the general restrictions contained in division (A) above.
(E) Exemptions Existing Land Use
a. Land uses which existed as of January 1, 1978, in the Existing Land Use set for in
Section 151.31 D above, and as shown on the zoning map, are subject to the height restrictions of
Section 151.15 and the general restrictions of Section 151.31 A. Land uses which come into
existence after January 1, 1978, are treated as though they were not in a designated Existing
Land Use and are subject to the zone A and zone B restrictions as the case may be.
b. Land uses in the Existing Land Use which violate any of the following restrictions are
prohibited as safety hazards and must be acquired, altered or removed at public expense. These
conditions are as follows:
(1) The following land uses if they exist in Safety Zones A or B and in an Existing Land
Use in a Built Up Urban Area are considered by the Commissioner to constitute airport safety
hazards so severe, either to persons on the ground or to the air -traveling public, or both, that they
must be prohibited under local airport zoning ordinances;
(a) Any structure which a person or persons customarily use as a principal residence
and which is located entirely inside safety zone A within 1,000 feet of the end of the primary
zone;
(b) Any structure which a person or persons customarily use as a principal residence
and which is located entirely within safety zone A or B and which penetrates an imaginary
approach surface as defined by Section 151.15 B 4;
(c) Any land use in Safety Zone A or B which violates any of the following
standards:
(i) the land use must not create or cause interference with the operation of
radio or electronic facilities on the airport or with radio or electronic communication between the
airport and aircraft;
(ii) the land use must not make it difficult for pilots to distinguish between
airport lights and other lights;
(iii) the land use must not result in glare in the eyes of pilots using the airport
or impair visibility in the vicinity of the airport.
(d) Any isolated residential building lot zoned for single-family or two-family
residences on which any structure, if built, would be prohibited by subparagraphs b.(1)(a), (b) or
(c) above. An "isolated" residential building lot is one located in an area in which the
predominant land use is single-family or two-family residential structures; and
(e) Any other land use which presents, in the opinion of the Commissioner, a
material danger to the landing, taking off, or maneuvering of aircraft or to the safety of persons
on the ground. In making such a determination, the Commissioner shall consider the following
factors:
(i) possibility that the land use may contribute to or cause a collision of two
or more aircraft or an aircraft and some other object;
(ii) possibility that the land use may, in case of an aircraft accident, cause an
explosion, fire, or the release of harmful or noxious fumes, gases, or substances;
(iii) tendency of the land use to increase the number of persons that would be
injured in case of an aircraft accident;
(iv) effect of the land use on availability of clear areas for emergency landings;
(v) flight patterns around the airport, the extent of use of the runway in
question, the type of aircraft using the airport, whether the runways are lighted, whether the
airport is controlled, and other similar factors.
(2004 Code, § 151.31) (Ord. passed 1-12-1984)
P § 151.32 BOUNDARY LIMITATIONS.
For the purpose of promoting health, safety, order, convenience, prosperity, general welfare
and for conserving property values and encouraging the most appropriate use of land, the City of
Hutchinson may regulate the location, size and use of buildings and the density of population in
that portion of an airport hazard area under the approach zones for a distance not to exceed two
miles from the airport boundary and in other portions of an airport hazard area not to exceed one
mile from the airport boundary.
(2004 Code, § 151.32) (Ord. passed 1-12-1984)
NON -CONFORMING USES; VARIANCES
W § 151.45 EXISTING NON -CONFORMING USES; GRANDFATHER CLAUSE.
The regulations prescribed by this chapter shall not be construed to require the removal,
lowering or other changes or alteration of any structure or tree not conforming to the regulations
as of the effective date of this chapter, or otherwise interfere with the continuance of any non-
conforming use. Nothing herein contained shall require any change in the construction, alteration
or intended use of any structure, the construction or alteration of which was begun prior to the
effective date of this chapter, and is diligently prosecuted and completed within two years
thereof.
(2004 Code, § 151.45) (Ord. passed 1-12-1984)
0 § 151.46 CONSTRUCTION;PERNUT REQUIRED.
(A) Future uses. Except as specifically provided in this division (A), no material change shall
be made in the use of land and no structure shall be erected, altered or otherwise established in
any zone hereby created unless a cpermit therefor shall have been issued by the Airport Zoning
Compliance Administrator. Each application for a permit shall indicate the purpose for which the
permit is desired, with sufficient particularity to permit it to conform to the regulations herein
prescribed. If that determination is in the affirmative, a certificate of compliance shall be issued.
1. However, a permit for a tree or structure of less than 75 feet of vertical height above the
ground shall not be required in the horizontal and conical zones or in any approach and
transitional zones beyond a horizontal distance of 4,200 feet from each end of the runway
except when such tree or structure, because of terrain, land contour, or topographic features,
would extend the height or land use limit prescribed for the respective zone.
(2) Nothing contained in this foregoing exception shall be construed as permitting or
intending to permit any construction, alteration or growth of any structure or tree in excess of
any of the height limitations established by this chapter as set forth in § 151.16 of this chapter
and the land use limitations set forth in § 151.31 of this chapter.
(B) Existing uses. Before any existing use or structure may be replaced, substantially altered
or repaired, or rebuilt, within any zone established herein, a permit must be secured authorizing
that replacement, change or repair. No permit shall be granted that would allow the establishment
or creation of an airport hazard or permit a non -conforming use, structure or tree to become a
greater hazard to air navigation than it was on the effective date of this chapter or any
amendments thereto, or than it was when the application for a permit is made. Except as
indicated, all applications for such a permit shall be granted.
(2004 Code, § 151.46) (Ord. passed 1-12-1984)
P § 151.47 NON-CONFORNIING USES; ABANDONMENT OR DESTRUCTION.
(A) Whenever the Airport Zoning Compliance Administrator determines that a non-
conforming structure or tree has been abandoned or more than 80% torn down, physically
deteriorated or decayed, no permit shall be granted that would allow that structure or tree to
exceed the applicable height limit or otherwise deviate from the zoning regulations. Whether
application is made for a permit under this section or not, the Airport Zoning Compliance
Administrator may order the owner of the abandoned or partially deteriorated non -conforming
structure, at his or her own expense, to lower, remove, reconstruct or equip the same in the
manner necessary to conform to the provisions of this chapter.
(B) In the event the owner of the non -conforming structure shall neglect or refuse to comply
with this order for ten days after receipt of written notice of the order, the Airport Zoning
Compliance Administrator may, by appropriate legal action, proceed to have the abandoned or
partially destroyed non -conforming structure lowered, removed, reconstructed or equipped and
assess the cost and expense thereof against the land on which the structure is or was located.
Unless this assessment is paid within 90 days from the service of notice thereof on the owner of
the land, the sum shall bear interest at the rate of 8% per annum from the date the cost and
expense is incurred until paid, and shall be collected in the same manner as are general taxes.
(C) All permit applications for the replacement of a destroyed non -conforming structure or
tree shall be granted; provided that, the replacement structure or tree is of no greater hazard to air
navigation, nor occupies a greater area than it did on the effective date of this chapter.
(2004 Code, § 151.47) (Ord. passed 1-12-1984)
R § 151.48 VARIANCES.
(A) Any person desiring to erect or increase the height of any structure, or permit the growth
of any trees or use his or her property not in accordance with the regulations prescribed in this
chapter, may apply to the Board of Adjustment for a variance from these regulations.
(B) If a person submits an application for a variance by certified mail to the members of the
Board and the Board fails to grant or deny the variance within four months after the last member
receives the application, the variance shall be deemed to be granted by the Board. When the
variance is granted by reason of the failure of the Board to act on the variance, the person
receiving the variance shall notify the Board and the Commissioner of Transportation by
certified mail that the variance has been granted. The applicant shall include a copy of the
original application for the variance with this notice to the Commissioner. The variance shall be
effective 60 days after this notice is received by the Commissioner, subject to any action taken
by the Commissioner pursuant to M.S. § 360.063(6), as it may be amended from time to time.
(C) This type of variance shall be allowed where it is duly found that a literal application or
enforcement of the regulations would result in practical difficulty or unnecessary hardship and
relief granted would not be contrary to the public interest, but do substantial justice and be in
accordance with the spirit of this chapter; provided, any variance so allowed may be subject to
any reasonable conditions that the Board of Adjustment or Commissioner may deem necessary
to effectuate the purpose of this chapter.
(D) The Board may request review of a variance application by the MnDOT Airport Zoning
Director prior to making a decision.
(2004 Code, § 151.48) (Ord. passed 1-12-1984)
Q § 151.49 HAZARD MARKING AND LIGHTING.
(A) Non -conforming uses. The owner of any non -conforming structure or tree is hereby
required to permit the installation, operation and maintenance thereon of markers and lights as
shall be deemed necessary by the Airport Zoning Compliance Administrator to indicate to the
operators of aircraft in the vicinity of the airport the presence of these airport hazards. These
markers and lights shall be installed, operated and maintained at the expense of the City of
Hutchinson.
(B) Permits and variances. Any permit or variance granted by the Airport Zoning
Compliance Administrator or Board of Adjustment, as the case may be, may, if that action is
deemed advisable to effectuate the purpose of this chapter and be reasonable in the
circumstances, so condition the permit or variance as to require the owner of the structure or tree
in question at his or her own expense, to install, operate and maintain thereon markers and lights
as may be necessary to indicate to pilots the presence of an airport hazard.
(2004 Code, § 151.49) (Ord. passed 1-12-1984)
ADMINISTRATION AND ENFORCEMENT
§ 151.60 AIRPORT ZONING COMPLIANCE ADMINISTRATOR.
It shall be the duty of the City of Hutchinson Director of Planning/Building/Zoning, as
designated by the Hutchinson City Council, to serve as the Airport Zoning Compliance
Administrator and enforce the regulations prescribed herein for airport zoning within City limits.
It shall be the duty of the McLeod County Environmental Services Director, as designated by the
McLeod County Board of Commissioners, to serve as the Airport Zoning Compliance
Administrator and enforce the regulations prescribed herein for airport zoning within the
Townships of Lynn and Hassan Valley. Applications for permits shall be made to the
governmental entity having permitting jurisdiction over the property, utilizing the procedures
currently in effect for the subject governmental entity. Permitting requirements set forth in
§ 151.46 of this chapter shall be referred to the Airport Zoning Compliance Administrator and
shall be promptly considered and permit issued or denied by this official in accordance with the
regulations prescribed herein. Airport zoning variance applications (relative to the regulations
described herein) shall be submitted directly to the Airport Zoning Compliance Administrator
and transmitted by him or her for action by the Board of Adjustment.
(2004 Code, § 151.60) (Ord. passed 1-12-1984)
W § 151.61 BOARD OF ADJUSTMENT.
(A) Establishment. The Board of Adjustment shall consist of five members appointed by the
City of Hutchinson and McLeod County. Each member shall be at least a two-year resident of
the four governmental areas pertaining to and affected by this chapter and each shall serve for a
term of three years and until his or her successor is duly appointed and qualified. Upon their
appointments, the members shall be removable by the City of Hutchinson and McLeod County
for cause, upon written charges, after a public hearing.
(B) Powers. The Board of Adjustment shall have and exercise the following powers:
(1) To hear and decide appeals from any order, requirement, decision or determination
made by the Airport Compliance Zoning Administrator in the enforcement of this chapter;
(2) To hear and decide special exceptions to the terms of this chapter upon which the Board
of Adjustment under these regulations may be required to pass; and
(3) To hear and decide specific variances
(C) Procedures.
(1) The Board of Adjustment shall adopt rules for its governance and procedures in
harmony with the provisions of this chapter. Meetings of the Board of Adjustment shall be held
at the call of the Chair and at other times as the Board of Adjustment may determine. The Chair,
or in his or her absence the Acting Chair, may administer oaths and compel the attendance of
witnesses. All hearings of the Board of Adjustment shall be public. The Board of Adjustment
shall keep minutes of its proceedings showing the vote of each member upon each question or, if
absent or failing to vote, indicating that fact, and shall keep records of its examinations and other
official actions, all of which shall immediately be filed in the office of the Airport Zoning
Compliance Administrator and shall be a public record.
(2) The Board of Adjustment shall make written findings of fact and conclusions of law
giving the facts upon which it acted and its legal conclusions from those facts in reversing,
affirming or modifying any order, requirement, decision or determination which comes before it
under the provisions of this chapter.
(3) The concurring vote of a majority of the members of the Board of Adjustment shall be
sufficient to reverse any order, requirement, decision or determination of the Airport Zoning
Compliance Administrator or to decide in favor of the applicant on any matter upon which it is
required to pass under this chapter, or to effect any variation from this chapter.
(2004 Code, § 151.61) (Ord. passed 1-12-1984)
Q § 151.62 APPEALS.
(A) Any person aggrieved or any taxpayer affected by any decision of the Zoning
Administrator made in the administration of this chapter may appeal to the Board of Adjustment.
These appeals may also be made by the Hutchinson City Council and the McLeod County Board,
which is of the opinion that a decision of the Airport Zoning Compliance Administrator is an
improper application of this chapter as it concerns that governing body or board.
(B) All appeals hereunder must be commenced within 30 days of the Airport Zoning
Compliance Administrator's decision, by filing with the Airport Zoning Compliance
Administrator a notice of appeal specifying the grounds thereof. The Airport Zoning Compliance
Administrator shall forthwith transmit to the Board of Adjustment all the papers constituting the
record upon which the action appealed from was taken. In addition, any person aggrieved or any
taxpayer affected by any decision of the Airport Zoning Compliance Administrator made in the
administration of this chapter who desires to appeal that decision shall submit an application for
a variance by certified mail to the members of the Board of Adjustment in the manner set forth in
M.S. § 360.067(2), as it may be amended from time to time.
(C) An appeal shall stay all proceedings in furtherance of the action appealed from, unless the
Airport Zoning Compliance Administrator certifies to the Board of Adjustment, after the notice
of appeal has been filed with it, that by reason of the facts stated in the certificate a stay would,
in his or her opinion, cause imminent peril to life or property. In that case, proceedings shall not
be stayed, except by order of the Board of Adjustment on notice to the Airport Zoning
Compliance Administrator and on due cause shown.
(D) The Board of Adjustment shall fix a reasonable time for hearing appeals, give public
notice and due notice to the parties in interest and decide the same within a reasonable time.
Upon the hearing, any party may appear in person or by agent or by attorney.
(E) The Board of Adjustment may, in conformity with the provisions of this chapter, reverse
or affirm, in whole or in part, or modify the order, requirement, decision or determination
appealed from and may make an order, requirement, decision or determination, as may be
appropriate under the circumstances and, to that end, shall have all the powers of the Airport
Zoning Compliance Administrator.
(2004 Code, § 151.62) (Ord. passed 1-12-1984)
P § 151.63 JUDICIAL REVIEW.
Any person aggrieved or any taxpayer affected by any decision of the Board of Adjustment, or
of any action of the commissioner taken under section 360.063, subdivisions 6 or 6a, or any
governing body of a municipality or county, which believes that a decision of board of
adjustment of the commissioner is illegal may appeal in accordance with Minnesota Statutes
Chapter 14.
(2004 Code, § 151.63) (Ord. passed 1-12-1984)
W § 151.64 VIOLATIONS; REMEDIES.
It is unlawful for any person to construct, establish, substantially change, alter or repair any
existing structure or use, or permit the growth of any tree, without having complied with the
provisions of this chapter, or for any person, having been granted a permit or variance under the
provisions of this chapter, to construct, establish, substantially change or substantially alter or
repair any existing growth or structure or permit the growth of any tree, except as permitted by
that permit or variance. Each day a violation continues to exist shall constitute a separate offense.
The Airport Zoning Compliance Administrator may enforce all provisions of this chapter
through proceedings for injunctive relief and other relief as may be proper under the laws of
M.S. § 360.073, as it may be amended from time to time, and other applicable law.
(2004 Code, § 151.64) (Ord. passed 1-12-1984) Penalty, see § 10.99
151.65 CONFLICTS
Where there exists a conflict between any of the regulations or limitations prescribed in
this Ordinance and any other regulations applicable to the same area, whether the conflict be
with respect to the height of structures or trees, the use of land, or any other matter, the more
stringent limitation or regulation shall govern and prevail.
151.66 SEVERABILITY
(A) In any case in which the provision of this Ordinance, although generally reasonable, is
held by a court to interfere with the use or enjoyment of a particular structure or parcel of land
to such an extent, or to be so onerous in their application to such a structure or parcel of land, as
to constitute a taking or deprivation of that property in violation of the constitution of this state
or the constitution of the United States, such holding shall not affect the application of this
Ordinance as to other structures and parcels of land, and to this end the provisions of this
Ordinance are declared to be severable.
(B) Should any section or provision of this Ordinance be declared by the courts to be
unconstitutional or invalid, such decision shall not affect the validity of the Ordinance as a whole
or any part thereof other than the parts so declared to be unconstitutional or invalid.
P § 151.67 AMENDMENT PROCEDURE.
The City of Hutchinson and McLeod County have the right and authority to amend this
chapter. No part of this chapter shall be amended or changed, except by action of the City of
Hutchinson and McLeod County as provided for in M.S. § 360.063(3) and (7), as they may be
amended from time to time, or by the Commissioner of Transportation as provided in M.S. §
360.063(6) and (8), as they may be amended from time to time, after public hearings, at which
parties in interest and citizens shall have an opportunity to be heard. A public hearing shall be
held on the proposed regulations before they are submitted for approval to the Commissioner,
and a second public hearing after that approval if required, but before final adoption, by the City
of Hutchinson and McLeod County.
(2004 Code, § 151.65) (Ord. passed 1-12-1984)
151.68 EFFECTIVE DATE
This ordinance shall take effect on the loth day of August, 2020. Copies thereof shall be filed
with the Commissioner through the Office of Aeronautics, State of Minnesota, and the Register
of Deeds, and McLeod County, Minnesota.
Passed and adopted after public hearing by the Hutchinson Planning Commission this 18th day of
February, 2020.
Mayor
Member
Member
Member
Member
APPENDIX A: HUTCHINSON MUNICIPAL AIRPORT ZONING; AFFECTED LAND
(A) This chapter affects all or a portion of the following quarter -sections of land within Hassan Valley
Township, T116N, R29W.
Section
Airspace Obstruction Zoning (151.15 - 151.17)
Land Use Safety Zoning (151.30 - 151.32)
NE
Quarter
SE
Quarter
SW
Quarter
NW
Quarter
NE
Quarter
SE
Quarter
SW
Quarter
NW
Quarter
5
X
6
X
X
X
7
X
X
X
X
X
X
X
8
X
X
17
X
X
X
X
18
X
X
X
X
X
X
X
X
19
X
X
X
X
X
X
X
20
X
X
X
30
X
X
(B) This chapter affects all or a portion of the following quarter -sections of land within Lynn
Township, T116N, R30W.
Section
Airspace Obstruction Zoning (151.15 - 151.17)
Land Use Safety Zoning (151.30 - 151.32)
NE
Quarter
SE
Quarter
SW
Quarter
NW
Quarter
NE
Quarter
SE
Quarter
SW
Quarter
NW
Quarter
1
X
X
X
X
X
X
2
X
X
X
X
3
X
10
X
X
11
X
X
X
X
X
X
X
12
X
X
X
X
X
X
X
X
13
X
X
X
X
X
X
X
X
14
X
X
X
X
X
X
X
X
15
X
X
23
X
X
X
X
X
24
X
X
X
X
X
X
X
25
X
X
(2004 Code, Ch. 151, App.)
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HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: MnDOT Aeronautics Grant; Bolton-Menk, Inc. work order
Department: PW/Eng
LICENSE SECTION
Meeting Date: 8/11/2020
Application Complete N/A
Contact: John Olson
Agenda Item Type:
Presenter: John Olson
Reviewed by Staff ❑
New Business
Time Requested (Minutes): 10
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
Public Works staff and other City staff have worked closely with Civil Air Patrol, Minnesota Wing (Mn CAP) on their
planned training facility development (Camp Craig) at the north end of the airport. Recently Mn CAP secured funding
and their planning process has begun. The Bolton-Menk, Inc. work order relates to engineering and construction of
the seal coat project.
Public Works and other City staff were charged with looking for potential funding sources to offset some of the City's
investment in extending water and sewer utilities to Mn CAP's site. Because off site utility extensions cannot be
reimbursed by the State, one potential source is via Mn CAP's grant. If an agreement with Mn CAP can be finalized
prior to construction, there is a potential for further reductions in costs to the City. There were very competitive bids
for this project, which led to savings of $130,447.82, compared to the previously approved Engineering Report.
Project costs = $277,941.33, less $60,000 assessments = $217,941.33 (compared to $348,389.15 identified in the
Engineering Report, a 37% reduction).
City staff is currently working with MnDOT and CAP on the following, which would lead to additional reductions:
1. Mn CAP would encumber $245,000 of cost for the project, prior to construction beginning
2. City would bill Mn CAP $245,000 (including the $60,000 assessments) once the project was done
3. Mn CAP would pay the City $245,000 and request reimbursement from the State in the amount of $171,500. This
would leave CAP with a net cost of $73,500.
4. City would reimburse CAP an additional $37,500. This would leave CAP with a net cost of $36,000, consisting of
$9,000 of local cost for both the water and sewer assessments of $18,000 plus $18,000 of local cost for the taxi lane
construction project.
BOARD ACTION REQUESTED:
Approval of grant offer by MnDOT Aeronautics. Approval of work order #2 with Bolton-Menk for $17,880. Designate
Mayor Forcier & City Administrator Jaunich as signatories to related documents.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost: $ 470,158.13
Total City Cost: $ 164,106.37 Funding Source: City ($128,106.37) & MnCAP (net $36,000.00)
Remaining Cost: $ 306,051.76 Funding Source: MnDOT Aeronautics grant
August 11, 2020
To:
From
Subject
City of Hutchinson
Hutchinson Municipal Airport — Butler Field
Operations & Maintenance
1400 Adams St SE
Hutchinson, MN 55350
Phone (320) 234-4219 Fax (320) 234-6971
Honorable Mayor and City Councilmembers
John Olson, Public Works Manager
Grant offer for $437,216.80 from the Minnesota Department of
Transportation, Aernonautics Division (MnDOT Aeronautics).
MnDOT Aeronautics has provided a grant offer for:
Protect Cost State Grant Local Share
1. Seal coat Runway 15/33 $132,216.80 $ 92,551.76 $ 39,665.04
2. Taxi lane construction $ 60,000.00 $ 42,000.00 $ 18,000.00
1. The airport has included a runway seal coating project in its CIP for several years. This
project will be similar to the seal coating done on the apron and taxiways a few years
ago. To maintain pavement condition, this project is a priority.
The total cost of the project is $132,216.80, with the State Grant covering 70%, or
$92,551.76 of the cost. The remaining $39,665.04 of local share will come from the
Infrastructure Maintenance account.
2. Taxi lane construction will help with necessary improvements that CAP will need to
connect their apron to the existing taxiway, providing for flow of aircraft to and from
CAP's hangar.
The contractor that CAP uses to extend the taxi lane will be billing the City of Hutchinson
for the project, up to a maximum of $60,000.00. The State Grant will cover 70%, or
$42,000.00. A reimbursement from CAP will cover the local share of $18,000.00 paid by
City.
The City Council, Airport Commission, and several City staff have continued to work with the
Minnesota Wing of the Civil Air Patrol (MnCAP) to bring their vision of constructing a training
facility (Camp Craig) in Hutchinson to fruition.
A site near the north end of the runway was chosen for Camp Craig. MnCAP has worked with
MnDOT Aeronautics, secured funding and have begun their planning process.
The City's primary role in this development is extension of water and sanitary sewer utilities to
the site. The estimated cost, based on very favorable bids received, for extending water and
sanitary sewer utilities is $277,941.33. The worst -case scenario is the City would be responsible
for $217,941.33 of the cost, after receiving $60,000 in assessments from CAP identified in the
developer agreement.
From the beginning, City staff has worked to secure outside funding sources to help offset the
cost of extending water and sanitary sewer utilities. City staff looked into economic
development grants and other programs, but no grants were available.
This grant offer extended by MnDOT Aeronautics for $171,500.00 for extending the water and
sanitary sewer utilities. State grants do not cover costs for utility extension off airport property,
which is the entirety of this project. However, after speaking with MnDOT Aeronautics, it may
be possible to fund the water/sewer project through CAP's grant. Project costs under their
grant are eligible for 70% reimbursement.
If we can come to an agreement to allocate costs related to the water/sewer projects to
maximize utilization of grant funds, it would look something like this:
Protect Cost
State Grant
Local Share
Water main extension
$215,000.00
$150,500.00
$ 64,500.00
Sanitary sewer extension
$ 30,000.00
$ 21,000.00
$ 9,000.00
Non -grant water & sewer
$ 32,941.33
$ 32,941.33
Overall Total
$277,941.33
$171,500.00
$106,441.33
• CAP would have to encumber $245,000 for the project prior to work commencing.
• The City of Hutchinson would bill CAP for $245,000 for the project upon completion, to
include the $60,000 of assessments identified in the developer agreement.
• CAP would apply for reimbursement from State Grant funds in the maximum amount of
$171,500.00, leaving a local share of $73,500.
• Upon completion of the project, the City would reimburse CAP an additional for
$37,500, leaving a total of $36,000* ultimately paid by CAP.
*The local share of assessments for water main extension and sanitary sewer extension equal
$18,000 plus $18,000 of local share for the taxi lane construction project.
Under this scenario, the City would have total costs of $70,441.33.
DEPARTMENT OF
TRANSPORTATION
July 7, 2020
222 E. Plato Blvd.
St. Paul, MN 55107-1618
Mr. John Olson
Public Works Manager
City of Hutchinson
1400 Adams Street SE
Hutchinson, MN 55350
Dear Mr. Olson:
The Minnesota Department of Transportation Aeronautics Office has completed its review and
prioritization of requests for State Fiscal Year 2021 funding from the State Airports Fund.
I am pleased to inform you that the projects Runway Seal Coat, Sanitary Sewer Extension,
Watermain Extension, and Taxiway Construction, for an estimated total cost $437,216, as
identified in your 2021 Capital Improvement Program (CIP), has been selected to receive a state grant
offer under the following conditions:
Reimbursements cannot be made for any work completed prior to the state grant contract being
fully executed. To ensure all work is eligible for reimbursement, do not authorize work to
begin prior to full contract execution.
These funds have been identified for the project identified in this offer and cannot be applied
toward another project on your airport.
The funds are available to execute the grant only during State Fiscal Year 2021 (July 1st 2020
to June 30th 2021). If you decide NOT to enter into an agreement during this time period, you
must resubmit the project in a future CIP request, where it will compete with all other airport
projects for funding.
Please notify me in writing of your acceptance of this grant offer no later than August 15, 2020.
If accepting the offer, you must also let me know by what date I can expect to receive a complete grant
request, including a sponsor request letter, bids/estimates, signed engineering agreements, etc. Contact
your Regional Development representative if you have any questions about the schedule and items
needed with your request.
If you are no longer pursuing funding for the identified project in State Fiscal Year 2021, please notify
me as soon as possible. If I do not hear back from you by August 15 this offer will be re-evaluated and
redirected to needs at another airport.
Let me know if any questions or concerns. If you would like to learn more about our Airport Grant
Process, see this eLearning module at: http://www.dot.state.mn.us/onlineleaming/aeronautics/grant/.
Sincerely,
Daniel P. Boerner, P.E.
Regional Airport Engineer
Phone: (651) 234-7244
dan.boernergstate. mn.us
HUTCHINSON PUBLIC WORKS/ENGINEERING DEPARTMENT
Hutchinson City Center/111 Hassan St SE/Hutchinson MN 55350-2522/320-234-4209/FAX 320-234-4240
ENGINEERING REPORT & FEASIBILITY STUDY
TO: Mayor & City Council
FROM: Kent Exner, DPW/City Engineer
DATE: April 28, 2020
SUBJECT: Airport Area Utility Extensions
I have studied the following proposed improvements and find that the proposed project is feasible and recommend it
be constructed:
1-4/P20-04 Airport Area Utility Extensions: Edmonton Avenue SW to Airport Road (CSAH 115); utility extensions
by construction of grading, water distribution, sanitary sewer, directional drilling, restoration and
appurtenances.
ESTIMATED COST
TOTAL
Construction Cost
$325,115.00
Engineering
$48,767.25
Administration
$19,506.90
Engineering Services - Geotechnical
$15,000.00
Street Lighting Materials
$0.00
ESTIMATED TOTAL
$408,389.15
ESTIMATED FUNDING
TOTAL
Assessable Costs CAP - $60,000 Total
$60,000.00
MnDOT Airport Funding (being explored)
$0.00
City - Bonding
$0.00
City -Water Funds
$224,049.60
City -Wastewater Funds
$124,339.55
City - Stormwater Funds
$0.00
ESTIMATED TOTAL
$408,389.15
LL
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IL
QBOLTON
& MENK
Real People. Real Solutions.
July 13, 2020
Mr. John Olson
Public Works Manager
City of Hutchinson
1400 Adams Street SE
Hutchinson, MN 55350
RE: Hutchinson Municipal Airport (HCD)
Runway 15/33 Pavement Maintenance
BM Work Order No.2
Proposal for Professional Services
Dear Mr. Olson,
7533 Sunwood Drive NW
Suite 206
Ramsey, MN 55303-5119
Ph: (763) 433-2851
Fax: (763) 427-0833
Bolton-Menk.com
Bolton & Menk is pleased to submit our proposal for Professional Services for the Runway 13/31
pavement maintenance project at the Hutchinson Municipal Airport. This will be Work Order No.2 to
the Professional Services Contract between the City and Bolton & Menk with an effective date of April
11, 2017
Our understanding of the project is the City desires to crack rout and seal random cracks and apply an
emulsified asphalt seal coat on Runway 15/33.
This proposal will include design, bid, and construction administration services.
SCOPE OF SERVICES:
TASK 1 DESIGN & BID ADMINISTRATION:
1.1 Field Investigation
Consultant shall field verity existing longitudinal and transverse cracks on all airfield pavements
to be repaired as part of the project. Consultant shall also review construction joints and
determine which would require more substantive repair than remove and replace sealant. Field
investigation will require one trip to the airport.
1.2 Construction Safety and Phasing Plan (CSPP)
Consultant will complete FAA Form 7460-1 and the Construction Safety and Phasing Plan (CSPP),
through FAA's Obstruction Evaluation / Airport Airspace Analysis (OE/AAA) website portal. The
7460 form and CSPP will be prepared according to current FAA Guidelines.
1.3 Prepare Preliminary Plans, Specifications, and Cost Estimate
U:\$H Drive Data\_Airports\_Airport CIP - Grant\HUTC\Hutchinson FY 2021\SFY_21\HCD_Work_Order _No.2_Rwy Pvmt_Maint_071320.docx
Bolton & Menk is an equal
Consultant will prepare preliminary plans. The plan sheets will be limited to those sheets
necessary to carry -out the construction of the proposed project.
Consultant will assemble the technical specifications necessary for the intended work. Standard
MnDOT and FAA specifications will be utilized where possible. Additional specifications will be
prepared to address work items or materials that are not covered by MnDOT and FAA
specifications.
Consultant will assemble preliminary contract documents including instruction to bidders,
proposal, equal opportunity clauses, construction clauses, construction contract agreement,
performance bond, payment bond, bid bond, State Requirements, bid schedule, wage rates, and
general provisions.
Consultant shall prepare a preliminary construction cost estimate.
1.4 Prepare Final Plans, Specifications, and Cost Estimate
Consultant shall submit 90% plans, specifications, and cost estimate to the Sponsor for review.
One (1) telecom design review meeting will be held to review the bidding documents and
discuss Sponsor comments.
A final set of plans, specifications, and cost estimate will be prepared which incorporates
revisions, modifications, and corrections determined during the Sponsors review.
1.5 Prepare Advertisement for Bids
Required advertisement dates, and bidding dates will be established. Consultant will submit a
copy to the Sponsor for distribution to local and selected publications of the project. The
Sponsor shall pay for the associated cost of advertising.
1.6 Furnish Bid Documents
Consultant shall prepare, reproduce, and distribute 10 sets of bidding documents for the
project. In addition, electronic copies of the bid documents will be made available for download
through the Quest Construction Document Network website (QuestCDN). The Consultant shall
keep a current list of plan holders and distribute this to interested parties upon request. This
task also includes coordination required to facilitate these requests.
1.7 Respond to Bidders Questions
During the bidding process, Consultant will be available to clarify bidding issues with contractors
and suppliers, and for consultation with the various entities associated with the project. This
item also includes contacting bidders to generate interest in the project.
1.8 Prepare and Distribute Addendums
Consultant shall issue addenda as appropriate to interpret, clarify, or change the bidding
documents as required by the Sponsor or the State. Addenda will be made available to the plan
holders either through mail, electronic mail, hand delivering or via facsimile transmission. Any
addenda that are generated as a sole result of the Sponsors error or omission will be considered
as extra services and Consultant shall be reimbursed for this effort as an amendment to this
contract.
U:\$H Drive Data\_Airports\_Airport CIP - Grant\HUTC\Hutchinson FY 2021\SFY_21\HCD_Work_ Order _No.2_Rwy_Pvmt_Maint_071320.docx
Bolton & Menk is an equal opportunity employer.
1.9 Pre -Bid and Bid Opening
No pre -bid meeting will be scheduled for this project.
Consultant will not attend the bid opening.
1.10 Bid Review and Bid Tabulation
Consultant shall advise the Sponsor as to the acceptability of any subcontractors, suppliers, and
other persons and organizations proposed by the bidders and as to the acceptability of
substitute materials and equipment proposed by bidders. Consultant shall prepare a
spreadsheet that includes all bid items for the purpose evaluating the lowest bidder. Consultant
shall input the as -bid unit prices into the spreadsheet and to verify mathematical computations
of the bids. Consultant will then provide recommendations to the Sponsor as to the name of the
apparent low bidder.
1.11 Prepare Grant Application
Consultant shall prepare the State Grant Application after project design has been completed
and the bids accepted. Consultant shall submit the Application to the Sponsor for approval and
signatures. After obtaining the necessary signatures, Consultant will forward copies to the
MnDOT for further processing.
TASK 2 CONSTRUCTION ADMINISTRATION:
2.1 Prepare Contract Manuals
The Consultant is required to check that the construction contracts are in order, verify Contractor
has met DBE goals (or made valid good faith effort), Contractor has provided proof of insurance,
the bonds have been completed, and the Owner, Contractor and applicable Agencies has been
provided with adequate copies of the executed Contract Manual to include the Agreement and
all addenda.
The Plans will be updated to include all addenda items issued during bidding as necessary and
adequate copies provided to the Contractor. Clerical will prepare the quantity sheets, field book,
testing sheets, construction report format, etc. for use by the RPR.
2.2 Construction Management
The Consultant and Sponsor agree that construction engineering services furnished shall be to
the extent necessary to determine compliance with plans and specifications, including necessary
general supervision of Resident Project Representative Services authorized by the Client.
Services shall include interpretation of the plans and specifications, review of pay applications,
explanation of bidding documents to contractor, review of field/change orders, and monitoring
of certified payroll reports.
2.3 Resident Project Representative Services
The Sponsor as part of this agreement authorizes Resident Engineering Services and the
Consultant agrees to provide a Resident Project Representative in the execution of the
Construction Engineering Services for the project work. The Sponsor and Consultant agree that
the Consultant may employ the Resident Project Representative on other work during periods of
temporary job shutdown when such services are not required by this project. Normally, the
Resident Project Representative will give intermittent part-time service on this project when
U:\$H Drive Data\_Airports\_Airport CIP - Grant\HUTC\Hutchinson FY 2021\SFY_21\HCD_Work_ Order _No.2_Rwy_Pvmt_Maint_071320.docx
Bolton & Menk is an equal opportunity employer.
construction is in progress to include temporary interruptions due to weather or mechanical
failure.
For this Project Full -Time Resident Project Representative services will be provided. It is
anticipated the Project will be completed within 4 Working Days. This will involve five (5) trips by
the RPR.
Resident Project Representative Services shall be completed in accordance with the following:
• Coordinate with Contractor regarding schedule, work progress, quality of work, and
notify contractor of equipment and methods which do not comply with the Contract
requirements. The Resident Project Representative shall notify the Client in the event
that the Contractor elects to continue the use of questioned equipment and methods.
Maintain daily records of the Contractor's progress and activities during the course of
construction, to include progress of all work. These records document work in
progress, quality and quantity of materials delivered, test locations and results,
instructions provided the Contractor, weather, equipment use, labor requirements,
safety problems, and changes required.
• Evaluate and discuss potential Field Orders and Change Orders with the Contractor as
necessary.
• Evaluate possible material substitutions as requested by the Contractor.
• Measure and compute as -built quantities of all materials incorporated in the work and
items of work completed and maintain an item record account.
• Prepare periodic Pay Requests for review by the Project Engineer and Contractor.
• Monitor the contractor's compliance with airport operations to include coordination
with airport manager, hangar owners and airport users and with the Construction
Safety Phasing Plan (CSPP).
• Attend and participate in construction progress meetings.
• Perform other services as reasonably required by the Client and as outlined in the
Contract Documents.
2.4 As -Built Plans
The project team will collaboratively assemble a set of as -built plans for the project. The as -built
plans will include field constructed conditions included as part of this Project including any field
surveying required to compute final quantities and the drawings will become record information.
The Consultant shall provide Owner with two (2) sets of reproducible "Record Drawings" in both
digital and hardcopy format.
U:\$H Drive Data\_Airports\_Airport CIP - Grant\HUTC\Hutchinson FY 2021\SFY_21\HCD_Work_ Order _No.2_Rwy_Pvmt_Maint_071320.docx
Bolton & Menk is an equal opportunity employer.
CONSIDERATION:
The services described above in this proposal shall be completed as follows.
• Task 1 Design & Bid Administration— LUMP SUM $ 8,950.00
• Task 2 Construction Administration — LUMP SUM $ 8,930.00
• TOTAL $ 17,880.00
The anticipated funding participation is as follows:
• State (70%): $ 12,516.00
• Local (30%): $ 5,364.00
SCHEDULE:
We anticipate the work can be performed according to the following schedule.
• Design: July —August 2020
• Bid Letting: August 2020
• Construction: September 2020 (Contingent upon State Grant)
• Project Closeout: February 2021
Bolton & Menk, Inc. puts a high priority on ensuring that our company's efforts are consistent with our
clients' needs. If you find this proposal acceptable, please return a signed and dated copy our proposal.
Sincerely,
Bolton & Menk, Inc.
+CJ V_*AP W4"
Silas Parmar, P.E.
Project Manager
*************************************************************************************
Authorization and acceptance of this letter proposal.
City of Hutchinson, Minnesota
08/11/2020
Name/Signature Gary Forcier, Mayor Date
08/11/2020
Name/Signature Matthew Jaunich, City Administrator Date
U:\$H Drive Data\_Airports\_Airport CIP - Grant\HUTC\Hutchinson FY 2021\SFY_21\HCD_Work_ Order _No.2_Rwy_Pvmt_Maint_071320.docx
Bolton & Menk is an equal opportunity employer.
PROJECT FEE ESTIMATE
CLIENT:
CITY OF HUTCHINSON, MINNESOTA
DATE:
7/13/2020
PROJECT:
HUTCHINSON MUNICIPAL AIRPORT (HCD); RUNWAY 15/33 PAVEMENT MAINTENANCE
PREPARED BY:
SP
Task
Task Description
Estimated Person Hours Required
Totals
Sr. Eng.
Sr. Eng.
Grad. Eng.
Eng. Tech.
Surveyor
Planner
Admin.
1
Design & Bid Administration
1.1
Field Investigation
0
2
4
0
0
0
0
6
1.2
Construction Safety and Phasing Plan (CSPP)
0
2
4
4
0
0
0
10
1.3
Prepare Prelim. Plans, Specs., and Cost Est.
0
4
8
8
0
0
8
28
1.4
Prepare Final Plans, Specs., and Cost Est.
0
2
4
4
0
0
4
14
1.5
Prepare Advertisement for Bids
0
1
0
0
0
0
2
3
1.6
Furnish Bid Documents
0
1
0
0
0
0
2
3
1.7
Respond to Bidders Questions
0
2
0
0
0
0
0
2
1.8
Prepare and Distribute Addendums
0
1
0
0
0
0
0
1
1.9
Pre -Bid and Bid Opening
0
0
0
0
0
0
0
0
1.10
Bid Review and Bid Tabulation
0
2
0
0
0
0
1
3
1.11
Prepare Grant Application
0
2
0
0
0
0
1
3
Total Person Hours
0
19
20
16
0
0
18
73
Direct Labor Rate
$62.00
$52.00
$34.00
$25.00
$34.00
$40.00
$23.00
Total Direct Labor Cost
$0.00
$988.00
$680.00
$400.00
$0.00
$0.00
$414.00
$2,482.00
Overhead Rate 2.1373
$0.00
$2,111.65
$1,453.36
$854.92
$0.00
$0.00
$884.84
$5,304.78
Subtotal Labor Cost
$7,786.78
Direct Expenses
$0.00
Total Expenses
$0.00
Fixed Fee 15%x Subtotal Labor Cost
$1,168.02
Total Task 1
$8,950.00
Task
Task Description
Estimated Person Hours Required
Totals
Sr. Eng.
Sr. Eng.
Grad. Eng.
Eng. Tech.
Surveyor
Planner
Admin.
2
Construction Administration
2.1
Prepare Contract Manual
0
1
0
0
0
0
4
5
2.2
Construction Management
0
12
4
0
0
0
4
20
2.3
lResident Project Representative Services
0
Number of Days
0
0
4
0
0
0
0
Hours Per Day
10
10
10
10
10
10
10
Total Hours
0
0
40
0
0
0
0
40
2.4 As -Built Plans
0
1
2
0
0
0
0
3
Total Person Hours
0
14
46
0
0
0
8
68
Direct Labor Rate
$62.00
$52.00
$34.00
$25.00
$34.00
$40.00
$23.00
Total Direct Labor Cost
$0.00
$728.00
$1,564.00
$0.00
$0.00
$0.00
$184.00
$2,476.00
Overhead Rate 2.1373
$0.00
$1,555.95
$3,342.74
$0.00
$0.00
$0.00
$393.26
$5,291.95
Subtotal Labor Cost
$7,767.95
Direct Expenses
$0.00
TotalExpensesi
$0.00
Fixed Fee 15%x Subtotal Labor Cost
$1,165.19
Total Task 2
$8,930.00
Total Project Fee
$17,880.00
U:\$H Drive Data\_Airports\_Airport CIP - Grant\HUTC\Hutchinson FY 2021\SFY_21\HCD_Work_Order_No.2_Fee_Analysis _071320.xlsx Page 1
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: Energy Tree Program, proposed language changes
Department: PW/Eng
LICENSE SECTION
Meeting Date: 8/11/2020
Application Complete N/A
Contact: John Olson
Agenda Item Type:
Presenter: John Olson
Reviewed by Staff ❑
New Business
Time Requested (Minutes): 10
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
Public Works staff worked closely with Hutchinson Utilities Commission (HUC) staff in previous years to provide an
Energy Tree Program.
In years past, up to $30,000 was received from HUC for the Energy Tree Program. For the last couple of years, the
$30,000 has been included in the Streets & Roadways budget, without reimbursement from HUC.
To maximize the program's benefits, Public Works staff is recommending supplying Energy Trees to applicants
instead of both supplying and planting trees. By doing this, we can reduce both input costs and efforts by Public
Works staff while increasing the number of trees that get planted under the program.
In years past, $250 per tree was allocated for the tree and planting, which allowed a maximum of 120 trees being
planted per year. To manage costs, bare root trees were often used in addition to potted trees.
Under the proposed program, costs of $170 per tree will include the tree, instructions and a kit for planting the trees,
which will allow for up to 176 trees per year. This is an increase of 56 trees, or 46%. To simplify the process, all trees
will be 10 gallon potted trees.
The attached document shows the changes in language proposed. Green underlined language represents proposed
additions. Red crossed language highlighted in yellow represents proposed deletions.
Public Works staff will be on hand to answer any questions that City Council members may have.
BOARD ACTION REQUESTED:
Approval/Denial of Energy Tree Program, proposed language changes
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:
ENERGY TREE PROGRAM
Objective
The program exists tTo provide trees to property owners served by Hutchinson Utilities electric and/or
gas services that will be as an investments resulting in reduced future energy consumption.
5[Benefits of the program will include reduced energy consumption, lower utility bills, increased
property values, increased community aesthetic benefits, and other aRr=611apY environmental and
economic benefits of having an adequate tree canopy.
Operations
Applications for energy trees are available through Public Works and on the City's website. Applicants
are able to apply for up to three 31 trees per lot for a single $15 fee. For eepti4ap larger industrial,
commercial, institutional or multi -family properties, more than three 31 trees may be applied for, teased
e4 considering specific site ems charac' e�c�.
Applications are taker; accepted year -round -ate . Applications are handled on a first -come, first -served
basis. The City Arborist makes appointments with applicants to determine the proper number of and
placement of trees pl@Rt matepi@' based on the following criteria:
o Trees must shade east or west facing windows/roof at maturity, and or
o Trees may @Ise be bised to must provide shade for air conditioning units, and/or
o Trees may form a wind break on north or northwest sides.
In all cases, tTrees must be placed in such a manner as to provide an overall positive impact on future
energy consumption.
Once the appropriate amebiRT numbers and typeW of trees pl@Rt matepia has been determined, the
City Arborist will
~ pleyees eF pFiy t eeptFaet Fs provide applicants necessary assistance, instructions and supplies to
ensure installation of trees by applicants is as successful as possible.
Program Costs
The cost of each ^^ m+^"^P' tree is estimated at $170 9249,a per tree, which includes plant material,
l-,"^.r ^d ^ Rt fep sell ^ .,d-;.4;ents (as Reee planting supplies. mulchiRg, . ateFiRg ^ft^.
__.. _ and administration costs.
Up to 17628 trees may be installed, based on per 170 tree costs and ;t $30,000 budget.
Depending upon the number of trees planted per lot, a-range-af between 5849 to 17629 homes
could receive these beneficial energy trees.
Program Review
Public Works will routinely review this program w epk d"Fer=tl kyit" the H„+^";^r^^ "tilities '^,^^,^^;;^^
At any time, related issues eitheF may be addressed and i^^,; modifications to this program
implemented, to best serve program objectives. Modifications may be made at any time, provided that
significant changes affecting budget include a specific starting or ending date.
The City Arborist serves as a technical resource, reviewing and presenting relevant information to
the "+;';t;^s; -, Public Works and other City personnel responsible for
implementing tl�W
Program Process
1. Applications can be made as early as January 1. Applications are accepted on a first -come, first -
served basis through Labor Day.
Once applications carried forward from the previous year, plus applications submitted in the
current year, meet a total of 55 applications, no further applications will be accepted and
applications will be closed.
If fewer than 176 trees are distributed within the year, the application process may reopen.
Notifications of open and closed application periods will be maintained on the City website.
2. Trees are ordered from nurseries to address plantings on approved applications. Trees are
ordered in early April to mid -May. The goal is to plant a maximum of 176 trees per year.
3. Beginning in April, Public Works staff will contact applicants to set up meetings with applicants.
Tree placement on the property and species selection will be discussed. Applicant visits are
prioritized based on the application date, starting with applications that rolled over from the
previous year.
4. During the applicant visit, Public Works will stake the tree location(s) and instruct the
application on how to call in a locate request. Public Works will provide written guidance to
successfully request location of onsite utilities. Once the delivery date of plant material is
known, applicants will be instructed to submit their locate request at least two (2) days before
digging.
5. Applicants plant the tree after making a Gopher State One -Call request and after utilities have
been marked. Depending upon weather conditions and tree delivery schedules, planting could
begin as early as mid -May. Trees are only ordered in 10-gallon pots, to facilitate applicant
planting. Vendors will first deliver trees to a storage area. Trees are delivered to applicants by
Public Works employees, along with an installation kit including:
• 2 bags of mulch per tree.
• 1 fiberglass stake per tree with tving material.
• A container of a pre -portioned amount of fertilizer.
• A complete written installation guide for planting potted trees, along with a link to a
video where City staff demonstrate installation of a 10-gallon potted tree.
• An aftercare guidance addressing watering. stake management, pruning. and mulch
maintenance
6. Trees will be delivered to applicants within two weeks of their delivery to the City and will
coincide with notice to applicants to have their utility locate requests submitted.
The City is capable of holding trees in irrigation for a limited time. As necessary, City staff can
work with applicants who are unable to plant on the date identified. City staff will also assist
homeowners who do not wish to plant the trees themselves. City staff will provide applicants
contact information for contractors able to plant the tree(s).
The goal is to have at least 75% of delivered trees out of the irrigation yard within two weeks, to
minimize the number of trees in the holding yard that would require ongoing maintenance.
7. After all trees in stock have been delivered, applications that could not be fulfilled will be
refunded or rolled into the following year, depending on the applicant's choice.
Receiving Applications:
8. People may fill out and drop off applications at locations listed on application. Applications are
incomplete without payment of $15 per application. Applications are available at the following
locations:
a. City of Hutchinson website
b. City Hall
c. Recreation Center
d. HATS
e. Utilities
Other:
• Applicants are allowed to submit one application (maximum 3 trees) per year. Exceptions to
these limitations may apply to those submitting applications on behalf of a homeowners'
association or multi -family, commercial, institutional, or public facility properties.
• For an application to be accepted and meet energy conservation goals, deciduous trees should
to be planted to shade the east and west windows of a home. The west side is the highest
Priority. Another option is to plant evergreens on the north or northwest side of home to block
prevailing winter winds. With very few exceptions, energy trees should not be planted on the
south side of homes.
• Public Works will discuss with applicants that tree inventories fluctuate and that species
varieties may not always be available. Public Works staff will make every attempt to find a
variety the applicant wants, but applicants must be aware there may be substitutions. If the
tree species that the applicant requested is not available, Public Works staff will suggest
alternatives. In all cases, Public Works staff shall keep species diversification in mind.
• Energy trees ordered from nurseries are to be only 10-gallon containerized pots.
• The goal is to plant 176 trees per year.
• Applicants whose trees died after planting can reapply the following year.
ENERGY TREE PROGRAM
Objective
The program exists to provide trees to property owners served by Hutchinson Utilities electric and/or
gas services that will be as an investment resulting in reduced future energy consumption.
Benefits of the program will include reduced energy consumption, lower utility bills, increased property
values, increased community aesthetic benefits, and other environmental and economic benefits of
having an adequate tree canopy.
Operations
Applications for energy trees are available through Public Works and on the City's website. Applicants
are able to apply for up to three (3) trees per lot for a single $15 fee. For larger industrial, commercial,
institutional or multi -family properties, more than three (3) trees may be applied for, considering
specific site characteristics.
Applications are accepted year-round. Applications are handled on a first -come, first -served basis. The
City Arborist makes appointments with applicants to determine the proper number of and placement of
trees based on the following criteria:
o Trees must shade east or west facing windows/roof at maturity, and/or
o Trees must provide shade for air conditioning units, and/or
o Trees may form a wind break on north or northwest sides.
In all cases, trees must be placed in such a manner as to provide an overall positive impact on future
energy consumption.
Once the appropriate number(s) and type(s) of tree(s) has been determined, the City Arborist will
provide applicants necessary assistance, instructions and supplies to ensure installation of trees by
applicants is as successful as possible.
Program Costs
The cost of each tree is estimated at $170 per tree, which includes plant material, planting supplies,
mulch and administration costs.
Up to 176 trees may be installed, based on per $170 tree costs and $30,000 budget. Depending upon
the number of trees planted per lot, between 58 to 176 homes could receive these beneficial energy
trees.
Program Review
Public Works will routinely review this program. At any time, related issues may be addressed and
modifications to this program implemented, to best serve program objectives. Modifications may be
made at any time, provided that significant changes affecting budget include a specific starting or ending
date.
The City Arborist serves as a technical resource, reviewing and presenting relevant information to Public
Works and other City personnel responsible for implementing this program.
Program Process
8. Applications can be made as early as January 1. Applications are accepted on a first -come, first -
served basis through Labor Day.
Once applications carried forward from the previous year, plus applications submitted in the
current year, meet a total of 58 applications, no further applications will be accepted and
applications will be closed.
If fewer than 176 trees are distributed within the year, the application process may reopen.
Notifications of open and closed application periods will be maintained on the City website.
9. Trees are ordered from nurseries to address plantings on approved applications. Trees are
ordered in early April to mid -May. The goal is to plant a maximum of 176 trees per year.
10. Beginning in April, Public Works staff will contact applicants to set up meetings with applicants.
Tree placement on the property and species selection will be discussed. Applicant visits are
prioritized based on the application date, starting with applications that rolled over from the
previous year.
11. During the applicant visit, Public Works will stake the tree location(s) and instruct the
application on how to call in a locate request. Public Works will provide written guidance to
successfully request location of onsite utilities. Once the delivery date of plant material is
known, applicants will be instructed to submit their locate request at least two (2) days before
digging.
12. Applicants plant the tree after making a Gopher State One -Call request and after utilities have
been marked. Depending upon weather conditions and tree delivery schedules, planting could
begin as early as mid -May. Trees are only ordered in 10-gallon pots, to facilitate applicant
planting. Vendors will first deliver trees to a storage area. Trees are delivered to applicants by
Public Works employees, along with an installation kit including:
• 2 bags of mulch per tree.
• 1 fiberglass stake per tree with tying material.
• A container of a pre -portioned amount of fertilizer.
• A complete written installation guide for planting potted trees, along with a link to a
video where City staff demonstrate installation of a 10-gallon potted tree.
• An aftercare guidance addressing watering, stake management, pruning, and mulch
maintenance
13. Trees will be delivered to applicants within two weeks of their delivery to the City and will
coincide with notice to applicants to have their utility locate requests submitted.
The City is capable of holding trees in irrigation for a limited time. As necessary, City staff can
work with applicants who are unable to plant on the date identified. City staff will also assist
homeowners who do not wish to plant the trees themselves. City staff will provide applicants
contact information for contractors able to plant the tree(s).
The goal is to have at least 75% of delivered trees out of the irrigation yard within two weeks, to
minimize the number of trees in the holding yard that would require ongoing maintenance.
14. After all trees in stock have been delivered, applications that could not be fulfilled will be
refunded or rolled into the following year, depending on the applicant's choice.
Receiving Applications:
9. People may fill out and drop off applications at locations listed on application. Applications are
incomplete without payment of $15 per application. Applications are available at the following
locations:
a. City of Hutchinson website
b. City Hall
c. Recreation Center
d. HATS
e. Utilities
Other:
Applicants are allowed to submit one application (maximum 3 trees) per year. Exceptions to
these limitations may apply to those submitting applications on behalf of a homeowners'
association or multi -family, commercial, institutional, or public facility properties.
• For an application to be accepted and meet energy conservation goals, deciduous trees should
to be planted to shade the east and west windows of a home. The west side is the highest
priority. Another option is to plant evergreens on the north or northwest side of home to block
prevailing winter winds. With very few exceptions, energy trees should not be planted on the
south side of homes.
• Public Works will discuss with applicants that tree inventories fluctuate and that species
varieties may not always be available. Public Works staff will make every attempt to find a
variety the applicant wants, but applicants must be aware there may be substitutions. If the
tree species that the applicant requested is not available, Public Works staff will suggest
alternatives. In all cases, Public Works staff shall keep species diversification in mind.
• Energy trees ordered from nurseries are to be only 10-gallon containerized pots.
• The goal is to plant 176 trees per year.
• Applicants whose trees died after planting can reapply the following year.
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: Project Award for Airport Area Utility Extensions Project (1-4/P20-04)
Department: PW/Eng
LICENSE SECTION
Meeting Date: 8/11/2020
Application Complete N/A
Contact: Kent Exner
Agenda Item Type:
Presenter: Kent Exner
Reviewed by Staff ❑
New Business
Time Requested (Minutes): 5
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
The City received eight (8) bids (see attached Bid Tabulation) for the Airport Area Utility Extensions project letting on
Wednesday, July 22nd. The apparent low bidder is R & R Excavating Inc. of Hutchinson, MN, with a bid of
$208,821.43 (approximately 29% lower than the final Engineer's Estimate). This project's total cost and associated
funding contributions will be incurred by the City's Water and Wastewater funds per the actual bid line item amounts.
The necessary Resolution to award this project is attached, and City staff recommends approving it accordingly.
BOARD ACTION REQUESTED:
Approval of Resolution
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:
RESOLUTION NO. 15200
RESOLUTION ACCEPTING BID AND AWARDING CONTRACT
LETTING NO. 4/PROJECT NO. 20-04
Whereas, pursuant to an advertisement for bids for the furnishing of all labor and material for the improvement of:
Airport Area Utility Extensions: Edmonton Avenue SW to Airport Road (CSAH 115); utility
extensions by construction of grading, water distribution, sanitary sewer, directional drilling,
restoration and appurtenances,
bids were received, opened and tabulated according to law, and the following bids were received complying with
the advertisement:
Bidder
Total Bid
R & R Excavating Inc of Hutchinson MN
$208,821.43
Hjerpe Contracting Inc of Hutchinson MN
$209,799.85
Kuechle Underground Inc of Kimball MN
$241,053.60
GM Contracting Inc of Lake Crystal MN
$247,142.87
Land Pride Construction of Paynesville MN
$248,460.50
J.R. Ferche Inc of Rice MN
$265,679.00
Widmer Construction LLC of Minnetrista MN
$296,819.15
Duininck Inc of Prinsburg MN
$296,924.90
and whereas, it appears that R & R Excavating Inc of Hutchinson MN is the lowest responsible bidder;
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
The mayor and city administrator are hereby authorized and directed to enter into a contract with
R & R Excavating Inc of Hutchinson MN in the amount of $208,821.43 in the name of the City of
Hutchinson, for the improvement contained herein, according to the plans and specifications therefor
approved by the City Council and on file in the office of the City Engineer.
The City Engineer is hereby authorized and directed to return forthwith to all bidders the deposits made
with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be
retained until a contract has been signed, and the deposit of the successful bidder shall be retained until
satisfactory completion of the contract.
Adopted by the Hutchinson City Council this 11th day of August 2020.
Mayor, Gary Forcier
City Administrator, Matthew Jaunich
LL
II�I�I�I�I�I�I�IOII�I�I�I
IL
HUTCHINSON CITY COUNCIL Ci=y�f
Request for Board Action 79 =-W
Agenda Item: Calling Budget Workshop Meetings for 4.00 pm on August 25 & September 8
Department: Administration
LICENSE SECTION
Meeting Date: 8/11/2020
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: No
BACKGROUND/EXPLANATION OFAGENDA ITEM:
Staff is looking to call our next two budget workshop meetings of the year in preparation for the 2021 budget.
The next workshop (2nd overall) will be at 4 p.m. on August 25 and will focus on our Capital Improvement Plan which
was distributed to you at the end of July.
The third budget workshop will focus on the preliminary budget and tax levy and will be held at 4 p.m. on September
8. A copy of the proposed budget and levy will be sent to you by September 1 st. The preliminary tax levy is expected
to go to the council for approval at your September 22 meeting.
Staff is asking the council to call these two budget workshop meetings.
BOARD ACTION REQUESTED:
Approval of calling two budget workshop meetings for 4:00 p.m. on August 25 and September 8
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:
Remaining Cost: $ 0.00 Funding Source: