The URL can be used to link to this page

cp05-14-24HUTCHINSON CITY COUNCIL MEETING AGENDA TUESDAY, MAY 14, 2024 CITY CENTER — COUNCIL CHAMBERS ('The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many decisions regarding agenda items are based upon this information as well as: City policy and practices, inputfrom constituents, and other questions or information that has not yet been presented or discussed regarding an agenda item) 1. CALL MEETING TO ORDER — 5:30 P.M. (a) Approve the Council agenda and any agenda additions and/or corrections 2. INVOCATION — Harvest Mission (The invocation is a voluntary expression of the private citizen, to and for the City Council, and is not intended to affiliate the City Council with, or express the City Council's preference for, any religious/spiritual organization. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Council or staff) 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 15733 — Resolution Accepting $40.00 Donation from Thomas & Gwen Dahl to Hutchinson Police Department Towards Law Enforcement Memorial Park Fund in Memory of Bill Wegener 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 if not a public hearing. Ifyou have a question, concerti 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, butplease refrain from personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of April 23, 2024 (b) Strategic Planning Session of April 23, 2024 CONSENT AGENDA (The items listedfor consideration will be enacted by one motion unless the Mayor, a member of the City Council or a city staff member requests an item to be removed. Traditionally items are not discussed) 7. APPROVAL OF CONSENT AGENDA I (a) Consideration for Approval of Grant Contract Agreement With State of Minnesota for Hotel Jorgensen Project (b) Consideration for Approval of Issuing Temporary Liquor License to Hutchinson Jaycee Water Carnival from June 13-16, 2024, at Masonic West River Park CITY COUNCIL AGENDA —May 14, 2024 (c) Consideration for Approval of Issuing Temporary Liquor License to Bobbing Bobber Brewing Company from June 13-15, 2024, at Masonic West River Park (d) Consideration for Approval of Issuing Short -Term Gambling License to McLeod County Pheasants Forever on September 18, 2024, at Bobbing Bobber Brewing Company (e) Consideration for Approval of RiverSong Music Festival on July 12 & 13, 2024, in Masonic West River Park (f) Consideration for Approval of Minnesota Pottery Festival on July 27 & 28, 2024, in Masonic West River Park (g) Consideration for Approval of Non -Waiver of Tort Liability Limits for General Liability (h) Consideration for Approval of Resolution No. 15731 — Resolution Adopting Revised Assessment Roll (SA 5133) (i) Consideration for Approval of Resolution No. 15732 — Resolution Accepting Bid and Awarding Contract for Water Meter Replacement Project Phase 1 (j) Consideration for Approval of Resolution No. 15735 - Resolution Approving Disposal of Streets Department Surplus Property (k) Consideration for Approval of Crack Sealing (1) Consideration for Approval to Purchase S66T4 Bobcat Skidster Loader with Gold Package for PRCE Department (m) Consideration for Approval of Stormwater, Wastewater, and Community Resilience Grant Agreement (n) Consideration for Approval of SEH Supplemental Agreement for Stormwater Resiliency Plan — South (o) Consideration for Approval of Out of State Travel for Creekside Employees to Attend Site Visits in Northern Illinois May 21-22, 2024 (p) Claims, Appropriations and Contract Payments — Register A 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B PUBLIC HEARINGS — 6:00 P.M. - NONE COMMUNICATIONS, REQUESTS AND PETITIONS 2 CITY COUNCIL AGENDA —May 14, 2024 (The purpose of this portion of the agenda is to provide the Council with information necessary to craft wise policy. Includes items like monthly or annual reports and communications from other entities) 9. REQUEST FROM GOPHER CAMPFIRE WILDLIFE SANCTUARY 10. HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY YEAR END REPORT UNFINISHED BUSINESS NEW BUSINESS 11. APPROVE/DENY RESOLUTION NO. 15730 — RESOLUTION DECLARING THE OFFICIAL INTENT OF THE CITY OF HUTCHINSON TO REIMBURSE CERTAIN EXPENDITURES FROM THE PROCEEDS OF BONDS TO BE ISSUED BY THE CITY 12. APROVE/DENY RESOLUTION NO. 15734 — RESOLUTION FOR AUTHORIZATION TO PARTICIPATE IN MN-LESO PROGRAM (MINNESOTA LAW ENFROCEMENT SUPPORT OFFICER) 13. APPROVE/DENY SETTING BUDGET WORKSHOP FOR MAY 28, 2024, AT 4:00 P.M. GOVERNANCE (The purpose of this portion of the agenda is to deal with organizational development issues, including policies, performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items) 14. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Sustainability Advisory Board Minutes from March 18, 2024 �b) Hutchinson Library Board Minutes from March 25, 2024 c) Hutchinson Utilities Commission Minutes from March 27, 2024 (d) Parks, Recreation, Community Education Board Minutes from April 1, 2024 MISCELLANEOUS 15. STAFF UPDATES 16. COUNCIL/MAYOR UPDATE ADJOURNMENT CITY OF HUTCHINSON RESOLUTION NO. 15733 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 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 Thomas & Gwen Dahl $40.00 4/23/2024 WHEREAS, such a donation has been contributed to the City of Hutchinson Police Department towards the Law Enforcement Memorial Park fund, in memory of Bill Wegener. WHEREAS, the City Council finds that it is appropriate to accept the donation offered. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA, AS FOLLOWS: THAT, the donation described above is hereby accepted by the City of Hutchinson. Adopted by the City Council this 14th day of May 2024. ATTESTED: Matthew Jaunich City Administrator APPROVED: Gary T. Forcier Mayor HUTCHINSON CITY COUNCIL MEETING AGENDA TUESDAY, APRIL 23, 2024 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: Cityty policy and practices, input from constituents, and other questions or information that has not yet been presented or discussedregarding an agenda item) 1. CALL MEETING TO ORDER - 5:30 P.M. Mayor Gary Forcier called the meeting to order. Members present were Tim Burley, Pat May, Dave Sebesta and Chad Czmowski. Also present were Matt Jaunich, City Administrator and Marc Sebora, City Attorney. (a) Approve the Council agenda and any agenda additions and/or corrections Matt Jaunich, City Administrator, noted that an item will need to be added as Item 13(a). A short- term 3.2% malt liquor license application came in after the Council packet had been published and the event date is May 2, 2024, therefore consideration of the application needs to be taken at this Council meeting. He also noted that items 7(k) and 7(1) need to be pulled as the agreements have not been received. Motion by Czmowski, second by May, to approve the agenda with the revisions noted. Motion carried unanimously. 2. INVOCATION - River of Hope (The invocation is a voluntaryexpresslon oftheprivate citizen, to and for the City Council, and isnotintended 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) Proclamation - World NF Awareness Day - May 17, 2024 (b) Resolution No. 15724 - Resolution Accepting $23,001.50 Donation from VFW Post 906 for VFW Baseball Field Improvements Matt Jaunich noted this is a donation from the VFW Post 906 to place a fence at the VFW Baseball Field. Motion by Czmowski, second by May, to approve Resolution No. 15724. Motion carried unanimously. PUBLIC COMMENTS 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 Mayorifhe will be acceptingpublic comments during the agenda item ifnot a public hearing. If you have a question, concern or comment, please ask to be recognized by the mayor - state yourname and address for the record. Please keep comments under 5 minutes. Individuals wishing to speak for more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, but please refrain from personal or derogatoryattacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of April 9, 2024 CITY COUNCIL MINUTES - April 23, 2024 Motion by Czmowski, second by Sebesta, to approve the minutes as presented. Motion carried unanimously. CONSENT AGENDA (The Items listedtor consideration will be enacted by one motion unless the Mayor, a member of the City Council or a city staff member requests an item to be removed. Traditionally items are not discussed) 7. APPROVAL OF CONSENT AGENDA (a) Consideration for Approval of Resolution No. 15722 — Resolution Amending Resolution No. 15604 Establishing Income Guidelines & Asset Limitations for Senior Citizens 65 Years or Older, Disabled Citizens, Active Duty Military Reserves or National Guard Deferred Assessments and Senior Citizens Reduced Refuse Rate (b) Consideration for Approval of Resolution No. 15723 — Resolution Closing the 2008 Debt Service and the Central Garage Funds to the Community Improvement and Equipment Replacement Funds (c) Consideration for Approval of Resolution No. 15725 — Resolution Adopting Findings of Fact and Reasons for Approval of a Final Plat for Top 10 Options of Hutchinson With Favorable Planning Commission Recommendation (d) Consideration for Approval of Resolution No. 15726 — Resolution Adopting Findings of Fact and Reasons for Approval of a Preliminary Plat for Second Addition to The Meadows With Favorable Planning Commission Recommendation (e) Consideration for Approval of Resolution No. 15728 — Resolution Designating a New Official Newspaper (f) Consideration for Approval of Update to Exhibit A of Employee Uniform & Clothing Policy (g) Consideration for Approval of Memorandum of Agreement with LELS Representing the Sergeants Unit (h) Consideration for Approval of 5' Avenue NE Industrial Park Pond Project (i) Consideration for Approval of Out of State Travel for Wastewater Staff to Attend Central States Water Environment Association Conference in Schaumburg, IL on May 14-15, 2024 0) Consideration for Approval of Purchase of RePlay Clear Totes 2 CITY COUNCIL MINUTES - April 23, 2024 (m)Consideration for Approval of Gopher Campfire "Dinner With the Deer" Event on May 2, 2024 (n) Consideration for Approval of Issuing Parade Permit for Memorial Day Parade on May 27, 2024 (o) Consideration for Approval of Hutchinson Jaycee Water Carnival Requests (p) Consideration for Approval of Stroll for Hope (Formerly Relay for Life) Event Being Held August 2, 2024, at West River Park (q) Claims, Appropriations and Contract Payments Motion by May, second by Czmowski, to approve the consent agenda. Motion carried unanimously. PUBLIC HEARINGS - 6:00 P.M. - NONE purpose o is portion o t ea a is to provi e e ounci with information necessary to craft wise policy. !des items like monthly or annual reports and communications from other entities.) 8. UPDATE FROM RIVERSONG MUSIC FESTIVAL COMMITTEE Ryan Williams, representing the Riversong Music Festival Committee, presented before the Council. Mr. Williams provided an update to the Council on the Riversong Music Festival being held July 12 & 13, 2024, at West River Park. Mr. Williams noted that a $2000 payment was made to the City towards the Masonic West River stage and just over $8000 remains left to be paid. Mr. Williams provided detailed information on the Festival such as ticket prices, security, parking and vendors. 9. ECONOMIC DEVELOPMENT AUTHORITY YEAR END REPORT Miles Seppelt, EDA Director, presented the EDA's year end report to the Council. Mr. Seppelt provided an overview of business retention & expansion, local manufacturing employment trends, business incubation, business attraction, downtown redevelopment, 2024 downtown redevelopment plan, talent development, childcare business development, workforce housing development, grant writing, and manufacturing expansion. 10. DISCUSSION ON SIGN/BANNER ORDINANCE Matt Jaunich, City Administrator, noted that at the last meeting, the Council had requested that staff review the City's sign/banner ordinance for possible revisions. The banner ordinance went into effect in 2011 and was an initiative of two council members at the time. It appears that there were concerns at the time on the amount of banner signs going up throughout the community and what they were being used for. Banner signs are intended to be temporary in nature to promote a sale, event, special occurrence, etc. They are not intended to be used as a permanent sign. Dan Jochum, Planning Director, noted that the idea of a banner sign is to promote something temporary and not permanent. Back in 2011 the temporary banner signs were habitually being used as permanent in nature and were not being maintained. CITY COUNCIL MINUTES - April 23, 2024 Council Members Czmowski and May expressed that they do not feel the current ordinance is very prohibitive and feels that the intention of it is good. Mr. Jochum stated that banner sign use has improved since 2011 after the ordinance went into effect. Council Member Burley expressed that he would support putting a moratorium in place for a timeframe to see if there are any issues not enforcing the banner sign ordinance. He also suggested perhaps discussing this issue at an upcoming City branding meeting. Burleyy feels that if banner signs are serviceable and pertinent to the business's information, he would be comfortable with allowing them to be up. However, if they are in poor shape and outdated, they should be taken down. Council Member Czmowski expressed that would like to keep the ordinance in place as written. Mr. Jochum also suggested having this discussion be part of the downtown master plan discussions and open houses to get business owners/community input. In the meantime, he will have staff ensure that banner sign users are in compliance with the current ordinance. UNFINISHED BUSINESS NEW BUSINESS 11. APPROVE/DENY AWARDING BID FOR CITY CENTER ROOF REPLACEMENT PROJECT JJ Verhey, Facilities Manager, presented before the Council. Mr. Verhey explained that the city center roof replacement is 20+ years old and is in need of repair. The project has been included on the capital improvement plan. Mr. Verhey noted that the responsible bidder (second lowest bidder) came from Gag Sheet Metal, Inc. in the amount of $231,500. Motion by Czmowski, second by May, to award bid to Gag Sheet Metal, Inc. for City Center roof replacement project. Motion carried unanimously. 12. APPROVE/DENY RESOLUTION NO. 15727 — RESOLUTION AMENDING 2024 POSITION CLASSIFICATION TABLE AND PAY GRID Kellie Wendland, Human Resources Director, presented before the Council. Ms. Wendland explained that administration is requesting additional changes to the position classification table and pay grid to account for further adjustments in the police department. Administration is requesting that the police sergeant, lieutenant and chief positions have their grades adjusted based on review of market data, work environment and discussion with the City's compensation consultant from Keystone Compensation. The effective date of these changes would be retroactive to January 1, 2024. Motion by May, second by Burley, to approve Resolution No. 15727. Motion carried unanimously. 13. APPROVE/DENY RESOLUTION NO. 15729 — RESOLUTION ASSIGNING PUBLIC SAFETY AID AND REMAINING ARPA FUNDS 0 CITY COUNCIL MINUTES - April 23, 2024 Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that late last year the City received $643,408 in one-time public safety aid monies from the Minnesota State Legislature. Staff has prepared a proposed project list to use those funds. In addition, the City received $107,586 remaining in ARPA funds from 2021. The public safety projects have been identified and are attached to Resolution No. 15729. They include items related to police and fire training, equipment, squad cars, AEDs and property improvements. Motion by Czmowski, second by May, to approve Resolution No. 15729. Motion carried unanimously. 13A.APPROVE/DENY ISSUING 3.2% MALT LIQUOR LICENSE TO MCLEOD COUNTY HISTORICAL SOCIETY ON MAY 2, 2024 Melissa Starke, City Clerk, explained that the McLeod County Historical Society is holding an event at the museum on May 2, 2024. At prior events, the McLeod County Historical Society has had a liquor caterer dispense alcoholic beverages. The applicant just recently learned that the previous liquor caterer no longer holds a caterer's license, therefore the McLeod County Historical Society is applying for a short-term 3.2% malt liquor license. Motion by Czmowski, second by May, to approve issuing short-term 3.2% malt liquor license to McLeod County Historical Society on May 2, 2024. Motion carried unanimously. GOVERNANCE e purpose o is portion of the agenda is to deal with organizational development issues, including policies, performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items.) 14. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) City of Hutchinson Financial Report and Investment Report for March 2024 (b) Planning Commission Minutes from March 19, 2024 MISCELLANEOUS 15. STAFF UPDATES Matt Jaunich - Mr. Jaunich asked the Council if they are comfortable with the process being used for the strategic planning sessions which was answered in the affirmative. He also noted that on May 22, 2024, he will be holding his "So You Want to be a Council Member Session" as candidate filing opens May 21, 2024. 16. COUNCIL/MAYOR UPDATE Tim Burley - Council Member Burley provided updates from the Library Board and the Sustainability Advisory Board. Gary Forcier - Mayor Forcier noted that there are vacancies at Park Towers for interested potential tenants. CITY COUNCIL MINUTES - April 23, 2024 17. CLOSED SESSION PURSUANT TO MINNESOTA STATUTE §13D.05, Subd. 3(c) TO DETERMINE ASKING PRICE OF REAL PROPERTY FOR THE PROPERTIES WITH PID NUMBERS 23561965 AND 2351975 (PROPERTIES BEHIND SORENSON RENTAL) Motion by May, second by Burley, to convene into closed session at 6:42 p.m. Motion carried unanimously. Motion by May, second by Burley, to reconvene into open session at 6:57 p.m. Motion carried unanimously. ADJOURNMENT Motion by Czmowski, second by May, to adjourn at 6:58 p.m. Motion carried unanimously. STRATEGIC PLANNING SESSION HEALTH & RECREATION AND THE ENVIRONMENT APRIL 23, 2024 - 3:45 P.M. MINUTES Members present: Mayor Gary Forcier called the session to order. Members present were Tim Burley, Pat May, Dave Sebesta and Chad Czmowski. Others present were Matt Jaunich, City Administrator and other city directors and staff 1) Introduction to the Topic Matt Jaunich, City Administrator, presented before the group. The items of discussion today are related to the City's Core Value Focus #2 (Health and Recreation) and Core Value #5 (The Environment). A summary of these core values include providing safe water and appropriate wastewater treatment; protecting the public from hazardous situations, both manmade and from the environment; providing the appropriate programs and facilities to provide a variety of cultural, recreational, educational, historical, and social opportunities for the community; providing the appropriate programs and facilities and green space, in partnership with the community, to assist the community in maintaining a healthy, balanced life, both physically and mentally; protecting all aspects of the environment so everyone can enjoy a clean, healthy and beautiful city; protecting and enhancing the Crow River; and doing these things for all types of people of all ages, year-round, to attract and retain families. Feedback from the recently completed community survey noted the following: 84% rated the overall quality of the natural environment within the City as excellent or good; 85% rated the overall quality of parks and recreation opportunities as good to excellent; 68% rated the overall health and wellness opportunities as good to excellent; 76% rated recreational centers/facilities and programs/classes as good to excellent; 84% rated the availability of paths and walking trails as good to excellent; 84% rated the City's drinking water services as good to excellent; 88% rated the City's sewer services as good to excellent; 86% rated the City's storm water management as good to excellent; and 83% rated the City's yard waste pick-up services as good to excellent. Resources the City has had completed related to Health and Recreation and The Environment include the 2017 Lakes/River Basin Improvement Study, the 2019 PRCE Master Plan, the 2023 PRCE Annual Report and the 2023 Public Works Annual Report. Mayor Forcier noted that citizens typically communicate to him that taxes are high in the city but residents receive great services for the taxes they pay and they don't wish for anything to be reduced. Council Member Czmowski expressed that he feels the City is doing outstanding on the environment side of things. However, he feels improvements could be made to the parks/recreation facilities compared to west metro facilities, but the parks/recreation facilities are great compared to the local region. Council Member Burley expressed that struggles relate to rural mental/physical health care facilities as well and he feels that should be addressed as part of the City's strategic planning process. 2) State of Health & the Environment in Hutchinson a. Water, Wastewater, Stormwater Systems Mike Stifter, Public Works Director, explained that the City's water and wastewater facilities are class "A" facilities. The water plant was put into service in 2007 with a cost of $14 million. The facility combines biological filtration and reverse osmosis technologies. The plant's capacity is 5.2 to 6.5 million gallons per day and a storage capacity of 3.15 million gallons. The plant contains 100 miles of water pipe and runs at about 50% capacity. Regulations pertaining to the plant include watering restrictions, lead -copper, PFAS, sulfate reduction and wellhead protection. The wastewater facility was put into service in 1988, expanded in 2008 and was upgraded in 2022. The facility is designed to treat an average of 3.67 million gallons per day which is a capacity for a population of 21,000. The plant includes 91 miles of pipe. Regulations pertaining to the wastewater plant include nutrient reductions such as phosphorous, nitrogen and sulfates, PFAS and delegated pretreatment program. The plant utilizes biological and membrane bioreactor processes that reach purity levels that exceed those mandated by the Minnesota Pollution Control Agency. John Paulson, Environmental/Project/Regulatory Manager, spoke on the stormwater system. The system includes 57 treatment best management practices which includes ponds, rain gardens, etc., thousands of catch basins and manholes, along with 94 miles of storm sewer and 76 outlets from the system to the environment. Operations of the stormwater system include maintenance of the infrastructure, street sweeping, fall leaf collections, surface conveyances such as curb and gutter and a variety of public education and outreach activities intended to reduce pollutants entering the storm sewers. A resiliency study is planned which will produce multiple capital improvement concepts to improve drainage/water quality and pond maintenance is ongoing. Regulations pertaining to the stormwater system include MS4 City, chloride, bacteria and nutrient TMDLs and dredged sediment management. b. Environment, Renewables, EAB and the Crow River Mr. Paulson also spoke about other items which included the City's urban forestry which includes over 13,500 trees; emerald ash borer treatment; mosquito treatment; increased interest from the community about alternative landscapes; electric vehicles; energy efficiency improvement; tracking renewable energy market trends and new funding opportunities; and Lakes and River improvements. c. Creekside and keeping the community clean Andy Kosek, Creekside Manager, presented on the Creekside Compost Facility which is only one of seven food waste composting facilities in Minnesota currently permitted by the MPCA. The facility currently processes approximately 1400 tons per yard (TPY) of residential curbside organics (food waste). A new CASP system is being built for 1500 TPY and can be expanded to 3000 TPY. Plans are to expand into accepting pre -consumer and commercial food waste/organics. The facility also transfers $55,000 annually to the diseased tree infestation mitigation fund. Mr. Kosek noted that the facility receives and processes approximately 13,000 TPY yard and wood waste — 5000 TPY comes from Hutchinson with the remaining coming from other communities. The facility is at processing capacity space -wise for yard and wood waste. The facility also is a bagging facility for packaged soils and mulch and brings in $2.6 million in sales revenue. The facility transfers $120,000 annually to the City's general fund. 3) State of Health & Recreation in Hutchinson a. Systems, Programing, Open/Green Space and Facilities Lynn Neumann, PRCE Director, provided an overview of the Health and Recreation System in the city which includes: 41 city parks, 21 park playgrounds, 4 shared school -park sites, 237.5 acres of park, 138 acres of natural areas/open space, 35 miles of paved trails, 3 miles of unpaved trails, 16 miles of bike friendly streets, 33.5 miles of sidewalks, 3 miles of bike lanes, Hutchinson Aquatic Center, Recreation Center, Burich Ice Arena with two sheets of ice, Event Center/Senior Center, municipal campground, Farmers' Market — Depot, terrain park and skate park, dog park, disc golf course, various athletic fields, multi -use tennis courts/pickleball courts and archery range. Ms. Neumann spoke about the PRCE Master Plan that was completed in 2019. The City has a very strong parks system, strong partnership with school district/community education, strong partnerships with community groups/associations/organizations/volunteers, strong playground replacement plan/fund and strong arts and historical culture throughout the community. Facility needs include placing staff in new roles for new expectations of facilities, long-term maintenance plans and funds to keep facilities running at high levels of operation standards, software to track maintenance and facility upgrades that were overlooked in the past. 4) Vision for Health & Recreation and the Environment in the Years to Come Matt Jaunich, City Administrator, provided a list of facilities/programs/improvements that have been identified as community "wants" over the years. These include: increased security at parks (more cameras in areas of concern), rebrand the parks system, prairie maintenance/management plan, more green space that allows for more fields, expansion of the campground, splash pad, indoor pool space with more swim lessons, trail head with a welcome center, stand along pickleball courts, ice arena improvements and connection for rinks and meeting spaces, more special/community events, more inclusive play features and adaptive recreation opportunities, gymnastics program, more enclosed shelter space within parks for rentals, multi -generational community center, historical preservation within the parks system, increased arts culture within the parks system, new park on the south end of town due to new developments and future growth and Roberts Park improvements. Concept plans were distributed for a splash pad park, a campground expansion, pickleball courts, Burich Arena improvements, Linden Park/Rec Center and athletic field site at the former Bernhagen property. Mayor Forcier has heard the need/desire for pickleball courts and a splash pad and asked that perhaps they be listed as higher priority. Council Member May noted he understands the need for a campground expansion and the desire for a splash pad. Council Member Czmowski noted that he can see there are projects that can be completed in a five-year plan. He does have a desire for a splash pad. He feels some of the larger ticket items (Bernhagen athletic field, Burich Arena improvements, Linden Park/Rec Center) should potentially be completed with a sales tax. Additional stand- alone pickleball courts could be placed on a five-year plan but if users want it done sooner fundraising efforts will need to be made. Discussion was held on good practices on accepting organization donations. Council Member Burley also spoke about unfunded mandates and the importance of being mindful of them. Mayor Forcier noted that the water and wastewater plants were very well -planned for capacity. Council Member Burley also spoke about the additional recreational opportunities the Crow River could potentially provide. General discussion was held pertaining to Creekside and materials it can possibly take such as EAB materials, dredged river materials, excess food waste, etc. and how that would affect the facility. 5) What City Sales Tax Options may look like in the Future Matt Jaunich spoke about a state Local Taxes Advisory Task Force that was put in place to review use of local sales tax. The Task Force has put together nine recommendations for the municipality's use of a local sales tax. The recommendations were: 1. The local sales tax should be limited to capital projects that serve a regional population, provide economic development benefits and opportunities or draw individuals to the regions. 2. Cities do not need legislative approval if it meets one of the following projects: - library (as long as it is a part of a regional system); - regional sports complex (no similar facility can be within 15 miles and support from two surrounding communities); - convention center (minimum 50,000 sq. ft.); - airport (regional by function and use); - park (meets three of five criteria of the Trails and Legacy Plan for a regional park); - trail (meets three of five criteria of the Trails and Legacy Plan for a regional trail); - criminal justice facilities (correctional facilities, district court offices and law enforcement centers). 3. Capital projects not regional — need legislative approval. 4. The State Auditor's Office should determine whether or not legislative approval is needed. 5. The cost of the project must total up to a maximum dollar amount or up to a maximum 30-year collection period, whichever comes first. 6. The approval process and timelines must meet the needs of the State Auditor and meet legislative deadlines if needed. 7. Must be approved by the voters at a general or special election on the first Tuesday after the first Monday in November. 8. Money needs to be set aside to defray administration costs of revenue, the state auditor, and small business filers. 9. Limit to 1% in total for each government entity. Mr. Jaunich then reviewed a 2024 bill that was recently heard in the House. 6) Current Challenges/Barriers to Health & Recreation and the Environment Health and Recreation barriers include funding/tax appetite for new projects/facility improvements; full-time staffing/short-staffed in Parks and Recreation; equipment needs to stay current with trends and efficiencies for staff; need to fill the Recreation and Aquatics Programmer position to meet the needs of the department; seasonal staffing continues to get more difficult. Health and Environment barriers include state/federal regulations; appetite for rate increases; potential lack of sales tax option; and full-time staffing. 7) Questions/Conversations/Developing Ideas and/or Directions 8) Next Steps/Action Items/Developing a Plan Council Member May suggested perhaps some of the large projects could be privately - sponsored and have naming rights. Mayor Forcier stressed the importance of maintaining what we have and he feels the city and staff does a very good job at maintenance. The Council feels comfortable with where the city is environmentally, however maybe some ideas could be explored related to Creekside. Ms. Neumann reminded the group the senior center needs to stay high on the priority list as well. Project priority lists will need to be made by the Council. Council Member Burley encouraged the Council to continue to engage the community in discussions on project priorities. Motion by Sebesta, second by Czmowski, to adjourn at 5:20 p.m. Motion carried unanimously. Fa s: HUTCHINSON CITY COUNCIL HUTCHI NSON Request for Board Action A CITY ON PURPOSE. APPROVAL OF STATE OF MINNESOTA REDEVELOPMENT GRANT Agenda Item: AGREEMENT AND AUTHORIZATION FOR MAYOR AND STAFF TO SIGN Department: EDA LICENSE SECTION Meeting Date: 5/14/2024 Application Complete N/A Contact: Miles R. Seppelt Agenda Item Type: Presenter: none Reviewed by Staff Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The City of Hutchinson was awarded a grant from the Minnesota Department of Employment & Economic Development (DEED) in the amount of $150,000 to assist with the demolition of the Jorgensen Hotel. If everything goes according to plan, demolition could take place in late summer / early fall. In its place, plans call for the construction of a new upscale hotel, approximately 50 rooms in size. Enclosed for your review is the grant agreement between the City and DEED. The city attorney has reviewed the grant agreement and found everything to be satisfactory. The grant agreement is ATTACHED for your review. If you have any questions or need additional information, please give me a call anytime at 234-4223. BOARD ACTION REQUESTED: Approval of grant agreement and authorization for Mayor and City Staff to sign. Fiscal Impact: Funding Source: FTE Impact: Budget Change: New Bu Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: N/A Remaining Cost: $ 0.00 Funding Source: N/A SC #: 245452 STATE OF MINNESOTA GRANT CONTRACT AGREEMENT NO. RDGP-24-0006-o-FY24 Jorgensen Hotel Project This grant contract agreement is between the State of Minnesota, acting through the Department of Employment and Economic Development ("State") and the City of Hutchinson, 111 Hassan St. SE, Hutchinson, MN 55350 ("Grantee"). Recita Is 1. Under Minn. Stat. § 1161575 the State is empowered to enter into this grant contract agreement. 2. The State is in need of programs that create jobs, increase local property tax and provide other public benefits by redeveloping underused or unproductive sites. 3. Pursuant to Minn. Stat. § 168.98, the Grantee represents that it is duly qualified and agrees to perform all services described in this grant contract agreement to the satisfaction of the State. Grant Contract Agreement 1 Term of Grant Contract Agreement 1.1 Effective date: March 8, 2024, or the date the State obtains all required signatures under Minn. Stat. §.16B.98., Subd. 5, whichever is later. Per Minn. Stat. § 166.98, Subd. 5, the Grantee must not begin work until this grant contract agreement is fully executed and the State's Authorized Representative has notified the Grantee that work may commence. Per Minn. Stat. § 166.98, Subd. 7, no payments will be made to the Grantee until this grant contract agreement is fully executed. 1.2 Expiration date: June 30, 2027, or until all obligations have been satisfactorily fulfilled, whichever occurs first. 1.3 Survival of Terms. The following clauses survive the expiration or termination of this grant contract agreement: S. Reporting Requirements; 7. Monitoring and Corrective Action; 10. Liability; 11. State Audits; 12. Government Data Practices and Intellectual Property Rights; 14. Publicity and Endorsement; 15. Governing Law, Jurisdiction and Venue; 17. Data Disclosure; 18. Conflict of Interest; 19. Grant Repayment; and 20. Minnesota Business Subsidy Law. 2 Grantee's Duties 2.1 Duties, Deliverables, and Completion Dates. The Grantee, who is not a state employee, will perform the following duties and provide the deliverables as outlined below. (a) Comply with required grants management policies and procedures set forth through Minn. Stat. 166.97 Subd. 4 (a) (1). (b) Administer these grant funds in accordance with Minn. Stat. §§ 116J.571 through 116J.575 and the application submitted on February 1, 2024 for funding for the Jorgensen Hotel Project, which is incorporated into this grant contract agreement and the provisions of this grant contract agreement. Any modification made to the approved application must be approved by the State. Municipal Grant Contract Agreement: Rev. 08/01/2023 (c) It is expected that the site will be redeveloped as proposed in the grant application and upon which funding was based. Any material change in the development plans for the site must be presented to the State and approved. Promptly notify the State of any proposed material change in the scope of the project as submitted in the grant application, eligible approved Redevelopment Costs as defined Section 4.1(c) of this grant contract agreement, or the project's timeline, which must be approved by the State, prior to implementation. (d) Provide evidence to the State prior to the closeout of the grant that the Redevelopment activities have been completed. (e) Adhere to all other requirements of this grant contract agreement. 2.2 Provisions for Contracts and Sub -grants (a) Contract Provisions. The Grantee must include in any contract and sub -grant, in addition to provisions that define a sound and complete agreement, such provisions that require contractors and sub -grantees to comply with applicable state and federal laws. Along with such provisions, the Grantee must require that contractors performing work covered by this grant be in compliance with all applicable OSHA regulations. (b) ineligible Use of Grant Funds. The dollars awarded under this grant contract agreement are grant funds and shall only be used by Grantee or awarded by Grantee to third parties as grant funds and cannot take the form of a loan under any circumstance. Grantee shall not use, treat, or convert the grant funds into an interest -bearing loan, a non -interest -bearing loan, a deferred loan, a forgivable deferred loan or any other type of loan. Further, Grantee shall include in any contract or sub -grant awarding the grant funds to a third party all the provisions and requirements of this grant contract agreement, including the requirement that these dollars are grant funds only and cannot be used, treated, or converted into any type of loan. (c) Payment of Contractors and Subcontractors. The Grantee must provide evidence that all contractors and subcontractors performing work covered by this grant are paid for their work that is satisfactorily completed. 3 Time The Grantee must comply with all the time requirements described in this grant contract agreement. In the performance of this grant contract agreement, time is of the essence. 4 Consideration and Payment 4.1 Consideration The State will pay the Grantee under this grant contract agreement as follows: (a) Travel Expenses Reimbursement for travel and subsistence expenses actually and necessarily incurred by the Grantee as a result of this grant contract agreement are considered administrative in nature and not permitted and will not exceed $0.00; provided that the Grantee will be reimbursed for travel and subsistence expenses in the same manner and in no greater amount than provided in the current "Commissioner's Plan" promulgated by the Commissioner of Minnesota Management and Budget (MMB). The Grantee will not be reimbursed for travel and subsistence expenses incurred outside Minnesota unless it has received the State's prior written approval for out of state travel. Minnesota will be considered the home state for determining whether travel is out Municipal Grant Contract Agreement: Rev. 08/O1/2023 of state. This does not include costs for contractors to complete the activities listed in Section 4.1(c), which may be considered eligible at the discretion of the State. (b) Program Income Program income generated from grant -funded activities on hand at the end of the grant period must be returned to the State unless the State has approved re -use of the income. (c) Eligible Costs The following table represents the total approved Redevelopment Costs. The Grantee may not use these funds for administrative costs associated with managing this grant or the project this grant is funding. Grant Eligible Activities Amount Demolition $300,000 Total $300,000 (d) Total Obligation The total obligation of the State for all compensation and reimbursements to the Grantee under this grant contract agreement will not exceed $150,000. In accordance with Minn. Stat. § 116J.575, Subd. 1, the grant may pay for up to 501A of the eligible costs for a qualifying site. This requires a local match of at least 50%. For the purpose of this project, based on the budget above, the local match portion is at least $150,000, which may come from any other funding source available to the Grantee. 4.2 Payment (a) Invoices The State will disburse funds to the Grantee pursuant to this Contract, based upon payment requests submitted by the Grantee and reviewed and approved by the State. Payment requests must be accompanied by supporting invoices for the activities defined in Section 4.1(c) of this grant contract agreement. The amount of grant funds requested by the Grantee cannot exceed 501/6 of the total approved Redevelopment Costs incurred by the Grantee as supported by invoices. The State will provide payment request forms. Every effort should be made to submit invoices within the same fiscal year the costs were incurred. In order to ensure that all funds are drawn prior to the expiration date of the grant, all payment requests must be received at least 30 days prior to the grant -term expiration date. (b) Unexpended Funds Any grant funds not reimbursed to the Grantee shall revert back to the State. 4.3 Contracting and Bidding Requirements Per Minn. Stat. § 471.345, grantees that are municipalities as defined in Subd. 1 must follow the law. (a) For projects that include construction work of $25,000 or more, prevailing wage rules apply per; Minn. Stat. §§177.41 through 177.44 consequently, the bid request must state the project is subject to prevailing wage. These rules require that the wages of laborers and workers should be comparable to wages paid for similar work in the community as a whole. A prevailing wage form should accompany these bid submittals. (b) The grantee must not contract with vendors who are suspended or debarred in MN: htto://www.mmd.admin.state.mn.us/debarredrer)ort.asr) Municipal Grant Contract Agreement: Rev. 08/01/2023 5 Reporting Requirements The Grantee must submit to the State annual reports on the use of grant funds and the progress of the Project covering July V through June 301h of each year. Each annual report must be received by the State no later than July 2S,h of each year. The annual report must identify specific Project goals listed in the application and quantitatively and qualitatively measure the progress of such goals. Grant payments shall not be made on grants, or subsequent grant awards made to the Grantee, with past due reports. In addition, the Grantee shall submit a final annual report. The State will provide annual reporting form. 6 Conditions of Payment All services provided by the Grantee under this grant contract agreement must be performed to the State's satisfaction, as determined at the sole discretion of the State's Authorized Representative and in accordance with all applicable federal, state and local laws, ordinances, rules and regulations. The Grantee will not receive payment for work found by the State to be unsatisfactory or performed in violation of federal, state or local law. 7 Monitoring and Corrective Action The Grantee agrees to permit monitoring by the State to determine grant contract agreement performance and compliance with grant contract agreement provisions. The Grantee further agrees to cooperate with the State in performing and completing such monitoring activities and the Grantee agrees to implement and comply with such corrective action as is proposed by the State. The Grantee must provide any financial records, timesheets or other supporting documentation, upon the request of the State. 8 Authorized Representative The State's Authorized Representative is El Langland, Project Manager, 180 E, 5`h St., St. Paul, MN 55101, 651-259-7416, el.la ngla nd @state. mn. us, or his/her successor, and has the responsibility to monitor the Grantee's performance and the authority to accept the services provided under this grant contract agreement. If the services are satisfactory, the State's Authorized Representative will certify acceptance on each invoice submitted for payment. The Grantee's Authorized Representative is Miles Seppelt, Economic Development Director, 111 Hassan 5t., Hutchinson, MN 55350, 320-234-4223, mseppelt@hutchinsommn.gov. If the Grantee's Authorized Representative changes at any time during this grant contract agreement, the Grantee must immediately notify the State. 9 Assignment, Amendments, Adjustments, Waiver and Grant Contract Agreement Complete 9.1 Assignment The Grantee shall neither assign nor transfer any rights or obligations under this grant contract agreement without the prior written consent of the State, approved by the same parties who executed and approved this grant contract agreement or their successors in office. 9.2 Amendments Any amendments to this grant contract agreement, with the exception of Grant Adjustment Notices (GANs), must be in writing and will not be effective until it has been executed and approved by the same parties who executed and approved the original grant contract agreement or their successors in office. 9.3 Grant Adjustment Notices (GANs) LANs must be approved by the State in writing and may require a written change request by the Grantee. A GAN may be used for non -substantive changes that do not affect grant requirements, including, but not limited to, changing grant status activity, or changing budget amounts within Municipal Grant Contract Agreement: Rev. 08/01/2023 approved grant eligible activities that do not increase the awarded value. All other changes require formal amendment as stated in Section 9.2. 9.4 Waiver If the State fails to enforce any provision of this grant contract agreement, that failure does not waive the provision or the State's right to enforce it. 9.5 Grant Contract Agreement Complete This grant contract agreement contains all negotiations and agreements between the State and the Grantee. No other understanding regarding this grant contract agreement, whether written or oral, may be used to bind either party. 10 Liability Subject to the provisions and limitations of Minn. Stat. § 466, the Grantee must indemnify, save and hold the State, its agents and employees harmless from any claims or causes of action, including attorney's fees incurred by the State, arising from the performance of this grant contract agreement by the Grantee or the Grantee's agents, employees or independent contractors. This clause will not be construed to bar any legal remedies the Grantee may have for the State's failure to fulfill its obligations under this grant contract agreement. 11 State Audits Under Minn. Stat. § 168.98, Subd. 8, the Grantee's books, records, documents, and accounting procedures and practices of the Grantee or other party relevant to this grant contract agreement or transaction are subject to examination by the Commissioner of Administration, by the State granting agency and/or the State Auditor or Legislative Auditor, as appropriate, for a minimum of six years from the end of this grant contract agreement, receipt and approval of all final reports, or the required period of time to satisfy all state and program retention requirements, whichever is later. The Grantee shall maintain adequate financial records consistent with generally accepted accounting principles. The Grantee shall submit accounting system records that track the use of grant proceeds and all matching funds by eligible Redevelopment Costs for each year in which grant disbursements and expenditures were made. The records shall reflect both expenditures and revenues and shall be submitted after all grant proceeds and matching funds have been expended or at the State's request. 12 Government Data Practices and Intellectual Property Rights 12.1 Government Data Practices The Grantee and State must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 73, as it applies to all data provided by the State under this grant contract agreement, and as it applies to all data created, collected, received, stored, used, maintained or disseminated by the Grantee under this grant contract agreement. The civil remedies of Minn. Stat. § 13.08 apply to the release of the data referred to in this clause by either the Grantee or the State. If the Grantee receives a request to release the data referred to in this Clause, the Grantee must immediately notify the State. The State will give the Grantee instructions concerning the release of the data to the requesting party before the data is released. The Grantee's response to the request shall comply with applicable law. 12.2 Intellectual Property Rights The Grantee represents and warrants that Grantee's intellectual property used in the performance of this grant contract agreement does not and will not infringe upon any intellectual property rights of other persons or entities. Notwithstanding Clause 10, the Grantee will indemnify; defend, to the extent permitted by the Attorney General; and hold harmless the State, at the Grantee's expense, from any action or claim brought against the State to the extent that it is based on a claim that all or Municipal Grant Contract Agreement: Rev. 08/01/2023 part of Grantee's intellectual property used in the performance of this grant contract agreement infringe upon the intellectual property rights of others. The Grantee will be responsible for payment of any and all such claims, demands, obligations, liabilities, costs and damages, including but not limited to, attorney fees. If such a claim or action arises, or in the Grantee's or the State's opinion is likely to arise, the Grantee must, at the State's discretion, either procure for the State the right or license to use the intellectual property rights at issue or replace or modify the allegedly infringing intellectual property as necessary and appropriate to obviate the infringement claim. This remedy of the State will be in addition to and not exclusive of other remedies provided by law. 13 Workers Compensation The Grantee certifies that it is in compliance with Minn. Stat. § 176.181, Subd. 2, pertaining to workers' compensation insurance coverage. The Grantee's employees and agents will not be considered State employees. Any claims that may arise under the Minnesota Workers' Compensation Act on behalf of these employees and any claims made by any third party as a consequence of any act or omission on the part of these employees are in no way the State's obligation or responsibility. 14 Publicity and Endorsement 14.1 Publicity Any publicity regarding the subject matter of this grant contract agreement must identify the State as the sponsoring agency. For purposes of this provision, publicity includes notices, informational pamphlets, press releases, research, reports, signs and similar public notices prepared by or for the Grantee individually or jointly with others, or any subcontractors, with respect to the program, publications or services provided resulting from this grant contract agreement. For DEED logos, please contact the State's Authorized Representative. 14.2 Endorsement The Grantee must not claim that the State endorses its products or services. 15 Governing Law, Jurisdiction and Venue Minnesota law, without regard to its choice -of -law provisions, governs this grant contract agreement. Venue for all legal proceedings out of this grant contract agreement, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 16 Termination 16.1 (a) Termination by the State The State may immediately terminate this grant contract agreement with or without cause, upon 30 days' written notice to the Grantee. Upon termination, the Grantee will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed. (b) Termination by the Commissioner of Administration The Commissioner of Administration may unilaterally cancel this grant contract agreement if further performance under the agreement would not serve agency purposes or is not in the best interest of the State. 16.2 Termination for Cause The State may immediately terminate this grant contract agreement if the State finds that there has been a failure to comply with the provisions of this grant contract agreement, that reasonable progress has not been made or that the purposes for which the funds were granted have not been or will not be fulfilled. To validate that reasonable progress has been made, a Payment Request, as outlined in Section 4.2(a), must be submitted to the State on or before June 30, 2025, or such a later date requested by the Grantee and approved by the State in writing, or the State's obligation to Municipal Grant Contract Agreement: Rev. 08/01/2023 fund the Grant may be terminated. Invoices must be for approved Redevelopment Costs incurred after the grant contract agreement is fully executed. The State may take action to protect the interests of the State of Minnesota, including the refusal to disburse additional funds and requiring the return of all or part of the funds already disbursed. 16.3 Termination for Insufficient Funding The State may immediately terminate this grant contract agreement if: (a) It does not obtain funding from the Minnesota Legislature (b) Or, if funding cannot be continued at a level sufficient to allow for the payment of the services covered here. Termination must be by written notice to the Grantee. The State is not obligated to pay for any services that are provided after notice and effective date of termination. However, the Grantee will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed to the extent that funds are available. The State will not be assessed any penalty if the contract is terminated because of the decision of the Minnesota Legislature or other funding source, not to appropriate funds. The State must provide the Grantee notice of the lack of funding within a reasonable time of the State's receiving that notice. 17 Data Disclosure Under Minn. Stat. § 270C.65, Subd. 3, and other applicable law, the Grantee consents to disclosure of its social security number, federal employer tax identification number, and/or Minnesota tax identification number, already provided to the State, to federal and state tax agencies and state personnel involved in the payment of state obligations. These identification numbers may be used in the enforcement of federal and state tax laws which could result in action requiring the Grantee to file state tax returns and pay delinquent state tax liabilities, if any. 18 Conflicts of Interest The State will take steps to prevent individual and organizational conflicts of interest in reference to Grantees per Minn. Stat. § 168.98 and Department of Administration, Office of Grants Management, Policy Number 08-01 Conflict of Interest Policy for State Grant -Making (Current Policies tab). When a conflict of interest concerning State grant -making is suspected, disclosed or discovered, transparency shall be the guiding principle in addressing it. In cases where a potential or actual individual or organizational conflict of interest is suspected, disclosed, or discovered by the Grantee throughout the life of the grant contract agreement, they must immediately notify the State for appropriate action steps to be taken, as defined above. The Grantee must complete a Conflict -of -Interest Disclosure Form. 19 Grant Repayment If a project fails to substantially provide the public benefits listed in the grant application within five years from the date of the grant award, the State may require that 100% of the grant amount be repaid by the Grantee over a term not to exceed ten years. The State may exercise discretion to require repayment of only a portion of the grant amount taking into account the public benefits generated by the completed development. 20 Minnesota Business Subsidy Law The Grantee must comply, if appropriate, with the Minnesota Business Subsidy Law, Minn. Stat. §§ 1161.993 through 116J.995. Municipal Grant Contract Agreement: Rev. 08/01/2023 1. STATE ENCUMBRANCE VERIFICATION individual certifies that funds hove been encumbered as required by Minn, 5tot.4 16A.15. Signed: /Ce(}G/1i Date: 03/19/24 SWIFT Contract/PO No(s): 245452 PR 84438 PO 3000S50606 2.GRANTEE The Grantee certifies that the appropriate person(s) has executed the grant contract agreement on behalf of the brontee as required by applicable articles, bylaws, resolutions, or ordinances. By Title: Mayor, City of Hutchinson Date: By: Title: City Administrator, City of Hutchinson Date 3. STATE OF MINNESOTA: DEPARTMENT OF EMPLOYMENT AND ECONOMIC DEVELOPMENT By: (WITH DELEGATED AUTHORITY) Title: Date: Distribution: Agency Grantee State's Authorized Representative Municipal Grant Contract Agreement: Rev. 08/01/2023 KA HUTCHINSON CITY COUNCIL HUTCHINSON Request for Board Action A CITY ON PURPOSE Agenda Item: Temporary Liquor License - Hutchinson Jaycees Department: Administration LICENSE SECTION Meeting Date: 5/14/2024 Application Complete Yes Contact: Melissa Starke Agenda Item Type: Presenter: Melissa Starke Reviewed by Staff [E Consent Agenda Time Requested (Minutes): License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM. The Hutchinson Jaycees have submitted a temporary liquor license to dispense liquor at Water Carnival events being held at Masonic West River Park from June 13-16, 2024. The Hutchinson Jaycees are a nonprofit organization and meet the requirements for a temporary liquor license. BOARD ACTION REQUESTED: Approve issuing temporary liquor license to Hutchinson Jaycees from June 13-16, 2024, at Masonic West River Park. 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: TO 4 DAY TEMPORARY ON -SALE LIQUOR LICENSE Name of organization Date organized Tax exempt number Hutchinson Jaycee Water Carnival Jan 1, 1997 41-1430060 Address City State Zip Code P.O. Box 624 Hutchinson Minnesota 55350 Name of person making application Business phone Home phone Brittany Schiller 320-583-4986 Date(s) of event Type of organization 6/13/24-6/16/24 ❑ Club ❑ Charitable Q Religious FX Other non-profit Organization officer's name City . State Zip Code Brittany Schilller Darwin T�I Minnesota 1 55324 Organization officer's name City State Zip Code Kati Klitzke Litchfield Minnesota 55355 Organization officer's name City State Zip Code Minnesota Organization officer's name City State Zip Code �� Minnesota Location where permit will be used. If an outdoor area, describe. The Hutchinson Jaycee Water Carnival intends to sell at Masonic West River Park during Water Carnival events being hel 13-16, 2024. If the applicant will contract for intoxicating liquor service give the name and address of the liquor license providing the service. If the applicant will carry liquor liability insurance please provide the carrier's name and amount of coverage. JCI Minnesota has a $1,000,000 liquor liability insurance policy with the agency Insurance By Design. APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL AND GAMBLING ENFORCEMENT City or County approving the license Fee Amount Date Fee Pa or County E-mail Address or County Phone Number Signature City Clerk or County Official Approved Director Alcohol and Gambling Enforcement CLERKS NOTICE: Submit this form to Alcohol and Gambling Enforcement Division 30 days prior to event. ONE SUBMISSION PER EMAIL, APPLICATION ONLY. PLEASE PROVIDE A VALID E-MAIL ADDRESS FOR THE CITY/COUNTY AS ALL TEMPORARY PERMIT APPROVALS WILL BE SEP BACK VIA EMAIL. E-MAIL THE APPLICATION SIGNED BY CITY/COUNTY TO AGE.TEMPORARYAPPLICATION@STATE.MN.US June HUTCHINSON CITY COUNCIL HUTCHINSON Request for Board Action A CITY ON PURPOSE. Agenda Item: Temporary Liquor License - Bobbing Bobber Brewing Company Department: Administration LICENSE SECTION Meeting Date: 5/14/2024 Application Complete Yes Contact: Melissa Starke Agenda Item Type: Presenter: Melissa Starke Reviewed by Staff F�77 Consent Agenda Time Requested (Minutes): License Contingency NIA Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM. Bobbing Bobber Brewing Company has submitted a temporary liquor license to dispense liquor at Water Carnival events being held June 13-15, 2024, at Masonic West River Park. Bobbing Bobber Brewing Company is a small brewer and meets the requirements for a temporary liquor license under Minnesota law. BOARD ACTION REQUESTED: Approve issuing temporary liquor license to Bobbing Bobber Brewing Company from June 13-15, 2024, at Masonic West River Park. 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: Minnesota Department of Public Safety Alcohol and Gambling Enforcement Division 0 aE: 445 Minnesota Street, Suite 222, St. Paul, MN 55101 651-201-7500 Fax 651-297-5259 M 651-282-6555 Alcohol & Gambling Enforcement APPLICATION AND PERMIT FOR A 1 DAY - TO 4 DAY TEMPORARY ON -SALE LIQUOR LICENSE ,v/ cq/- 6qj ?7/ Name of organization Date organized Tax exempt number 5��3Z Z3 Address City State Zip Code Oo s�x,z. �fl MN Name of personknaDng application Business phone Home hone 0700 Date(s) of event Type of organization —:5wn'e, r � FJ Zo Z"5 ❑ Club ❑ Charitable ❑ Religious ❑ Other non-profit Organization officer's name City State Zip Code MN Organization officer's name City State Zip Code MN Or anization officer's name City State Zi Code MN Organization officer's name City State Zi Code MN Location where permit will be used. If an outdoor area, describe. ! 5 0x4dwr eotu ' vbrk- t r U-I P1 &,50 n ie, 0,0-4 V" )4,r F0 f' 1003 tyg K0"3beL_ 1>1KV) N W l�+ck;nSan, MAI S63 0 If the applicant will contract for intoxicating liquor service give the name and address of the liquor license providing the service. If the applicant will carry liquor liability insurance please provide the carrier's name and amount of coverage. APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL AND GAMBLING ENFORCEMENT City or County approving the license Date Approved (2-5.V-4:" Fee Amount ount Permit Date 5fg1zau4 Date Fee Paid City or County E-mail Address City or County Phone Number Signature City Clerk or County Official Approved Director Alcohol and Gambling Enforcement CLERKS NOTICE: Submit this form to Alcohol and Gambling Enforcement Division 30 days prior to event. ONE SUBMISSION PER EMAIL, APPLICATION ONLY. PLEASE PROVIDE A VALID E-MAIL ADDRESS FOR THE CITY/COUNTY AS ALL TEMPORARY PERMIT APPROVALS WILL BE SENT BACK VIA EMAIL. E-MAIL THE APPLICATION SIGNED BY CITY/COUNTY TO AGE.TEMPORARYAPPLICATION@STATE.MN.US HUTCHINSON CITY COUNCIL HUTCHINSON Request for Board Action A CITY ON PURPOSE Agenda Item: Short -Term Gambling License - McLeod County Pheasants Forever Department: Administration LICENSE SECTION Meeting Date: 5/14/2024 Application Complete Yes Contact: Melissa Starke Agenda Item Type: Presenter: Melissa Starke Reviewed by Staff F,77 Consent Agenda Time Requested (Minutes): License Contingency NIA Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM. The McLeod County Pheasants Forever organization has submitted a short-term gambling license application into administration for review and processing. The application is for an event the organization is holding on September 18, 2024, at Bobbing Bobber Brewing Company. The applicant has completed the appropriate application in full and all pertinent information has been received. BOARD ACTION REQUESTED: Approve issuing a short-term gambling license to McLeod County Pheasants Forever on September 18, 2024, at Bobbing Bobber Brewing Company. 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: City Df 111 Hassan Street Southeast Hutchinson, MN 55350 (320) 587-5151 Fax: (320) 234-4240 City of Hutchinson APPLICATION FOR GAMBLING DEVICES LICENSE In provisions of the City of Hutchinson Ordinance Chapter 114 and Minnesota Statutes Chapter 349 All applications are to be received at least 30 days before event in order to be considered � slg W Short Term Date(s) 9-18-2024 _ 9-18-20' ' Fee: $30.00 Month/Da /Year —Month /Year Organization Information McLeod County Pheasants Forever 218-591-1215 Name Phone Number 300 Dorans St Glencoe MN 55336 Address where regular meeting are held City State Zip Federal or State ID: 41-1429149 Day and time of meetings? Last Mc- — - -'every month at 6:30PM _ Is this organization organized under the laws of the State of Minnesota? ❑ yes ❑ no How long has the organization been in existence? 40 years How may members in the organization? What is the purpose of the organization? Create and protect sensitive habitat In whose custody will organization records be kept? go ..ayla Blocker 515-320-4007 Name Phone Number 1025 Prairie View Dr SW Hutchinson MN 55350 Address City State Zip Duly Authorized Officer of the Organization Information Jeffery Nies 218-591-1215 True Name Phone Number 1125 Jorgenson St SE Hutchinson MN 55350 Residence Address City State Zip Date of Birth: 11 30 1969 Place of Birth: Hutchinson MN Month/day/year City State Have you ever been convicted of any crime other than a traffic offense? ❑ yes no If yes, explain: City of Hutchinson Application for Gambling Devices License Page 2 of 3 7.:1Liccn, ^Applic lions6nmblingLekices.d- Jeffrey Nies 1125 Jorgenson St SE under Minnesota Statute True Name Hutchinson Residence Address City Date of Birth: 11 / 30 / 1969 Place of Birth: Hutchinson Month/dayfyear Have you ever been convicted of any crime other than a traffic offense? ❑ yes If yes, explain: How long have you been a member of the organization? 20 Years 218-591-1215 Phone Number MN 55350 State zip MN City State ® no Game Information Location #1 Bobbing Bobber Brewing Com an 320-455-4999 Name of location where game will be played Phone Number 900 MN-15 S Hutchinson MN 55350 Address of location where game will be played City State zip Date(s) and/or day(s) gambling devices will be used: 9-18-2024 through 9-18-2024 AM Hours of the day gambling devices will be used: From 1 PM pm To 11:59 PM PM Maximum number of player: 400 Will prizes be paid in money or merchandise? ❑ money Q merchandise Will refreshments be served during the time the gambling devices will be used? ® yes ❑ no If yes, will a charge be made for such refreshments? M yes ❑ no Game Information I Location #2 Name of location where game will be played Phone Number Address of location where game will be played City State Date(s) and/or day(s) gambling devices will be used: _ _ through AM Hours of the day gambling devices will be used: From pM To Maximum number of player: Will prizes be paid in money or merchandise? ❑ money ❑ merchandise Will refreshments be served during the time the gambling devices will be used? ❑ yes ❑ no If yes, will a charge be made for such refreshments? ❑ ves 0 no Zip City of Hutchinson Application for Gambling Devices License Page 3 of 3 Officers of the Organization i necessat , list additional names on se crate sheet Jeffrey Nies Name Title _ 1125 Jorgenson St SE Residence Address City State zip Mike Knorr Treasurer Name Title 9325 Lynn Wood Rd Waconia MN Residence Address City State zip Name Title Residence Address City State zip Officers or Other Persons Paid for Services Information (iLnecessary, list additional names on separate sheet Name Title Residence Address City State zip Name Title Residence Address City State zip Name Title Residence Address City State zip Have you (Gambling Manager and Authorized Officer) read, and do you thoroughly understand the provisions of all laws, ordinances, and regulations governing the operation and use of gambling devices (as outlined in City of Hutchinson Ordinance 114.20 and Minnesota Statutes Chapter 349)? Gambling Manager yes El no Authorized Officer )(yes ❑ no 1► `` Initial Initial I declare that the information I have provided on this application is truthful, and I authorize the City of Hutchinson to investigate the information submitted. Also, I have received from the City of Hutchinson a copy of the City Ordinance No. 114.20 relating to gambling and I will familiarize myself with the contents thereof. Si ature of authorized officer of organization &4 r r-:, - b -�L Eigr#ttre ofgamhfti manager of organization Internal Use Only City Council ❑ approved ❑ denied Notes: sZ' � Date Date KA s: HUTCHINSON CITY COUNCIL HUTCHI NSON Request for Board Action A CRY ON PURPOSE. 2024 Riversong Music Festival Agenda Item: Department: Police Services LICENSE SECTION Meeting Date: 5/14/2024 Application Complete Yes Contact: Thomas D Gifferson Agenda Item Type: Presenter: Thomas D Gifferson Reviewed by Staff El Consent Agenda Time Requested (Minutes): 2 License Contingency NIA Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: RiverSong Music Festival is requesting permission to hold an event in West River Park on Julyl2th and 13th, 2024. The event includes live music and vendors with crafts. Food and beverages will also be served on site. Event Contact: Jan Johnson 320-583-0092 Location: West River Park Requests: Approve sale of food and alcohol in the park on both days of the event. Security by Hutchinson Police. See attached memo for additional details. Amplified music allowed through park rental process. BOARD ACTION REQUESTED: Recommend Approval Fiscal Impact: $ 0.00 Funding Source: FTE Impact: 0.00 Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: NIA Remaining Cost: $ 0.00 Funding Source: NIA MEMORANDUM POLICE / EMERGENCY MANAGEMENT SERVICES TO: Honorable Mayor Gary Forcier and Councilors FROM: Chief Tom Gifferson DATE: 05-08-24 RE: Riversong Music Festival This memorandum outlines the Riversong Music Festival's request to hold an event in West River Park on July 12th and 13th 2024. The event includes live music, food and craft vendors. Event Name: Riversong Music Festival. Primary Contact: Jan Johnson 320-583-0092 Event Location: Masonic West River Park 103 Les Kouba Parkway Event Dates/Times: June 12th 5 pm -Midnight and June 13th 11 am -Midnight Brief Description: Alcohol -The organizers plan to provide alcohol at the evert. They were instructed to work with Mellissa Starke in administration for permits. Security -Security will be present during the festival hours including overnight security. The event will be invoiced for this service Amplified Sound- Amplified sound will be on the "RiverSong" stage. Tents and Canopies -Vendors will be using test and canopies to help display and store their merchandise. r... ....._. Ww- Vendors -Food, alcohol and craft vendors. Stages/Platforms-Use of the "RiverSong" stage Trash Collection -Current containers in park/campground, plus additional services contracted through an outside vendor Restrooms-Current public facilities plus additional services contracted through an outside vendor. Street Closures- Les Kouba Parkway City Departments affected: *below is only a brief overview of what city departments contribute to this event. I can provide a more detailed list upon request. Police -Monitor Event, provide security, monitor weather and aid with planning and organization. Parks -West River Park maintenance, set up and clean up. Parking lot mowing and striping Streets- Road Closure. Administration -Liquor license and other misc. permits KA- s: HUTCHINSON CITY COUNCIL HUTCH I N SON Request for Board Action A CRY ON PURPOSE. 2024 Minnesota Pottery Festival Agenda Item: Department: Police Services LICENSE SECTION Meeting Date: 5/14/2024 Application Complete Yes Contact: Thomas D Gifferson Agenda Item Type: Presenter: Thomas D Gifferson Reviewed by Staff 21 Consent Agenda Time Requested (Minutes): 2 License Contingency NIA Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Organizers of the Minnesota Pottery Festival are hosting their event at Masonic West River Park on July 27th and 28th, 2024. The event will include vendors of ceramics, food and alcohol. Organizers are requesting approval of the following items: The sale of food and alcohol within the boundaries of West River Park Parking on the green space north of Les Kouba Parkway A document outlining the event is attached. Sound amplification approved through park reservation and rental. BOARD ACTION REQUESTED: Recommend Approval Fiscal Impact: $ 0.00 Funding Source: FTE Impact: 0.00 Budget Change: New Bu Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: NIA Remaining Cost: $ 0.00 Funding Source: NIA MEMORANDUM POLICE / EMERGENCY MANAGEMENT SERVICES TO: Honorable Mayor Gary Forcier and City Councilors FROM: Chief Tom Gifferson 117_111 11111111)i1'ffi10OkiYZ1 RE: Minnesota Pottery Festival This memorandum outlines the Minnesota Pottery Festival's request to hold an event in West River Park on July 27th and 28th 2024. The event includes vendors with handmade ceramics. There will also be food and beverages on site. Event Name: Minnesota Pottery Festival. Primary Contact: Betsy Price 320-587-2599 mnpf@claycyote.com Event Location: Masonic West River Park 103 Les Kouba Parkway Event Dates/Times: July 27th 10am-5 pm and 28th 11 am-4 pm 2024 Please note set up for this event will be on the afternoon of July 26th 2024 and Friday July 27th 2024 Brief Description: Alcohol -The organizers plan is to allow an outside vendor(s) to provide alcohol at the evert. They were instructed to work with Mellissa Starke in administration for permits. Security- Due to current staffing shortages I have not committed the department to any security specifically overnights. Amplified Sound- Amplified sound will be on the "RiverSong" stage. This will be for announcements and demonstrations throughout the day Tents and Canopies -Vendors will be using tent and canopies to help display and store am Mft HUTCHINSON A CITY ON PURPOSE. their merchandise. Vendors -Food, alcohol and craft vendors. Stages/Platforms-Use of the "RiverSong" stage Trash Collection -Current containers in park/campground, plus additional services contracted through an outside vendor Restrooms-Current public facilities plus additional services contracted through an outside vendor. Street Closures- Les Kouba Parkway City Departments affected: *below is a brief overview of what city departments contribute to this event. I can provide a more detailed list upon request. Police -Monitor Event, provide security, monitor weather and aid with planning and organization. Parks -West River Park maintenance, set up and clean up. Parking lot mowing and striping Streets- Road Closure. Administration -Liquor license and other misc. permits if needed. cR HUTCHINSON CITY COUNCIL HUTCHINSON Request for Board Action A CITY ON PURPOSE. Consideration of Non -Waiver of Tort Liability Limits for General Liability Agenda Item: Department: Finance LICENSE SECTION Meeting Date: 5/14/2024 Application Complete N/A Contact: Andy Reid Agenda Item Type: Presenter: Andy Reid Reviewed by Staff M Consent Agenda Time Requested (Minutes): 1 License Contingency N/A Attachments: No BACKGROUND/EXPLANATION OFAGENDA ITEM: As part of the City's renewal of its general liability insurance policy for the period July 1, 2024 through June 30, 2024, the City must decide whether or not to waive the statutory municipal tort liability limits of $500,000 per claimant and $1,500,000 per occurrence. Historically the City has not waived the municipal tort, because by doing so, the City exposes itself to potential claims and payments above the statutory limit. If the City does waive the limit, then it must purchase excess liability coverage. This is an annual city council decision that the League of MN Cities Insurance Trust requires. This decision also applies to the separate policy for the HATS Facility. Staff recommendation is to not waive the tort liability limits. BOARD ACTION REQUESTED: The Council is requested to not waive the tort liability limits for the policy period of July 2024 through June 2025. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: N/A Remaining Cost: $ 0.00 Funding Source: N/A LMCLEAGUE MINNESOTA CITIES LIABILITY COVERAGE WAIVER FORM Members who obtain liability coverage through the League of Minnesota Cities Insurance Trust (LMCIT) must complete and return this form to LMCIT before their effective date of coverage. Email completed form to your city's underwriter, to pstech(a)1mc.org, or fax to 651.281.1298. Members who obtain liability coverage from LMCIT must decide whether to waive the statutory tort liability limits to the extent of the coverage purchased. The decision to waive or not waive the statutory tort limits must be made annually by the member's governing body, in consultation with its attorney if necessary. The decision has the following effects: • If the member does not waive the statutory tort limits, an individual claimant could recover no more than $500,000 on any claim to which the statutory tort limits apply. The total all claimants could recover for a single occurrence to which the statutory tort limits apply would be limited to $1,500,000. These statutory tort limits would apply regardless of whether the member purchases the optional LMCIT excess liability coverage. • If the member waives the statutory tort limits and does not purchase excess liability coverage, a single claimant could recover up to $2,000,000 for a single occurrence (under the waive option, the tort cap liability limits are only waived to the extent of the member's liability coverage limits, and the LMCIT per occurrence limit is $2,000,000). The total all claimants could recover for a single occurrence to which the statutory tort limits apply would also be limited to $2,000,000, regardless of the number of claimants. • If the member waives the statutory tort limits and purchases excess liability coverage, a single claimant could potentially recover an amount up to the limit of the coverage purchased. The total all claimants could recover for a single occurrence to which the statutory tort limits apply would also be limited to the amount of coverage purchased, regardless of the number of claimants. Claims to which the statutory municipal tort limits do not apply are not affected by this decision. LMCIT Member Name: Check one: ❑ The member DOES NOT WAIVE the monetary limits on municipal tort liability established by Minn. Stat. § 466.04. ❑ The member WAIVES the monetary limits on municipal tort liability established by Minn. Stat. § 466.04, to the extent of the limits of the liability coverage obtained from LMCIT. Date of member's governing body meeting: Signature: Position: League of Minnesota Cities 3/2/2023 Liability Coverage Waiver Form Page 1 - HUTCHINSON CITY COUNCIL Request for Board Action Revisions to Assessment Roll 5133 for 840 & 900 Hassan St SE and 833 Ivy Ln Agenda Item: SE Department: PW/ENG LICENSE SECTION Meeting Date: 5/14/202k- Application Complete N/A Contact: Mike Stifter Agenda Item Type: Presenter: Mike Stifter Reviewed by Staff ❑� Consent Agenda Time Requested (Minutes): License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Reduce the assessments of 840 Hassan Street SE, 1833 Ivy Lane SE, and 900 Hassan Street SE in the amount of $3,375.00 each. City staff requests that the attached assessment rolls and corresponding resolution be approved to accurately account for these changes within the City's assessment administration system. Services are not actually being connected at this time to each of these residents. The previOW� assessments had assumed they were. BOARD ACTION REQUESTED: Approval of Assessment Rolls and Resolution Fiscal Impact: Funding Source: FTE Impact: 0.00 Budget Change: No 0 Included in current budget: Yes 0 PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: N/A RESOLUTION NO. 15731 RESOLUTION ADOPTING REVISED ASSESSMENT ROLL ASSESSMENT ROLL NO. SA 5133 — L1/PROJECT NO. 24-01, 24-02, 24-05, 24-06 & 24-07 WHEREAS, Assessment Roll SA 5133 Letting No. 1/Project No. 24-01, 24-02, 24-05, 24-06 & 24-07 was adopted on March 26th, 2024, Resolution No. 15710; and WHEREAS, at the time of the projects and adoption of SA 5133 the following parcel was thought to be hooking up to the new sanitary sewer stub. It is proposed to delete the $3,375 connection fee from three properties, reducing the total assessment: SA 5133 City PID# 06-116-29-14-0410 County PID# 23.149.0220 $ 4,976.39 SA 5133 City PID# 06-116-29-14-0430 County PID# 23.149.0240 $ 0.00 SA 5133 City PID# 06-116-29-14-0331 County PID# 23.154.0500 $ 0.00 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: The assessments herein described are hereby revised for said property and shall be reassessed/recouped when development is initiated on said parcel. Adopted by the Council this 14th day of May 2024. Mayor: Gary Forcier City Administrator: Matt Jaunich .� NO. u-a —o.-,a sesM �— - HUTCHINSON CITY COUNCIL Request for Board Action Award for Water Meter Replacement Phase 1 (L2/P24-08) Agenda Item: Department: PW/Eng LICENSE SECTION Meeting Date: 5/14/2024 Application Complete N/A Contact: Mike Stifter Agenda Item Type: Presenter: Mike Stifter Reviewed by Staff ❑� Consent Agenda Time Requested (Minutes): 15 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: The City received one (1) bid (see attached Bid Tabulation) for the 2024, 2025, and 2026 water meter installation project. The apparent low bidder is HydroCorp LLC of Troy, MI (offices in Eden Prairie) with a bid of $529,785. This project's total cost and associated funding contributions were reviewed by City Staff and are within the CIP budgeted amount. Total Project to date (budget of $1,300,000): Water Meter direct procurement: $711,000 ($175,000 approved to date) Water Meter installation: $529,785 Total: $1,240,785 BOARD ACTION REQUESTED: Approval of Resolution Fiscal Impact: $ 529,785.00 Funding Source: Water Funds FTE Impact: Budget Change: No 0 Included in current budget: Yes 0 PROJECT SECTION: Total Project Cost: qff $ 1,240,785.00 Total City Cost: $ 1,240,785.00 Funding Source: water Funds Remaining Cost: $ 0.00 Funding Source: AAL P Engineering Group Water I Transportations Municipal I Facilities May 8, 2024 Mike Stifter Public Works Director Hutchinson City Center 111 Hassan Street SE Hutchinson, Minnesota 55350-2522 RE: Water Meter Replacement Phase 1 Contract Award Dear Mr. Stifter, 320.640.9720 3800 8t" Street North, Suite 101 St. Cloud, MN 56303 Bids for the above referenced project were received and opened on May 7, 2024. One bid was received from HydroCorp LLC in the amount of $529,785.00 with an Engineer's estimate of $815,625.00. A tabulation of the bids received is attached. As a condition of the bid, bidders were required to submit several attachments to their bid including a Bidder's Qualification Statement as evidence of company experience with projects of similar size and type completed in the past 3 years. HydroCorp LLC provided all required attachments including the experience requirements as documented in their Bidder's Qualification Statement. After reviewing the bid and required attachments, discussions with references provided by the bidder, and consultation with City Staff, we recommend that the City of Hutchinson award a contract to HydroCorp LLC in the amount of $529,785.00. If you have any questions or need further information, please feel free to contact me. Sincerely, Apex Engineering Group, Inc. Ryan Kotta, PE Project Manager ApexEngGroup.com RESOLUTION NO. 15732 RESOLUTION ACCEPTING BID AND AWARDING CONTRACT LETTING NO. 2/PROJECT NO. 24-08 Whereas, pursuant to an advertisement for bids for the furnishing of all labor and material for the improvement of: Water Meter Replacement Phase 1 Project: Installation of City -procured residential water meters and relative commissioning with existing software/systems, removal and disposal of existing meters and associated unnecessary materials/equipment, documented coordination with City staff and property owners, and appurtenances, and bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Bidder HydroCorp LLC of Troy MI Total Bid $529, 785.00 and whereas, it appears that HydroCorp LLC of Troy MI 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 HydroCorp LLC of Troy MI in the amount of $529,785.00 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 Engineering Department. 2. The Public Works Director 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 14th day of May 2024. Mayor, Gary Forcier City Administrator, Matthew Jaunich CITY OF HUTCHINSON, 111 HASSAN ST SE, HUTCHINSON MN 55350 320-234-4209 BID TABULATION - CITY OF HUTCHINSON LETTING NO. 2/PROJECT NO. 24-08 Water Meter Replacement Project BID OPENING: 05/07/2024 @ 01:00 PM ENGINEER'S ESTIMATE $815,625.00 COMPLETION DATE: 04/01/2026 Hydrocorp LLC Y Craig Wolf F F Engineer's Estimate 5700 Crooks Rd Ste 100 CS CS a Troy NII 48098 z 2 w ITEM DESCRIPTION Phone612-8508939 BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BASE BID $815,625.00 $529,785.00 $0.00 DBE GOAL 0.00% 0.00% 0.00% BASE BID UNIT QUANTITY BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL 1 2024 INSTALL 3/4 INCH WATER METER EACH 1395.00 $125.00 $174,375.00 $105.00 $146,475.00 2 2024 INSTALL 1 INCH WATER METER EACH 42.00 $125.00 $5,250.00 $105.00 $4,410.00 3 2025 INSTALL 3/4 INCH WATER METER EACH 1396.00 $125.00 $174,500.00 $105.00 $146,580.00 4 2025 INSTALL 1 INCH WATER METER EACH 44.00 $125.00 $5,500.00 $105.00 $4,620.00 5 2026 INSTALL 3/4 INCH WATER METER EACH 1396.00 $125.00 $174,500.00 $105.00 $146,580.00 s 1 2026 INSTALL 1 INCH WATER METER EACH 44.00 1 $125.00 1 $5,500.001 $105.00 $4,620.00 7 1 1 INSTALL NEW GROUNDING JUMBER CABLES EACH 2700.00 1 $100.00 1 $270,000.001 $25.001 $67,500.00 a 1 IFIREEZE LINE PROCEDURE EACH 60.00 1 $100.00 1 $6,000.001 $150.001 $9,000.00 TOTAL - LETTING NO. 1/PROJECT NO. 23-01 1 $815,625.001 $529,785.00 $0.00 Pagel of 1 - HUTCHINSON CITY COUNCIL HUTCHINSON Request for Board Action A CITY ON PURPOSE. Disposal of surplus property Agenda Item: Department: P Wx/Eng LICENSE SECTION Meeting Date: 5/14/2024 Application Complete N/A Contact: Mike Stifter Agenda Item Type: Presenter: Mike Stifter Reviewed by Staff ❑� Consent Agenda Time Requested (Minutes): License Contingency N/A Attachments: No 0 BACKGROUND/EXPLANATION OF AGENDA ITEM: The 1982 Chevrolet pickup used at the Cemetery (CEMT-233-TK1) has been replaced and is being recommended for disposition. Staff would like to send it to an upcoming auction on 5/21 /24. BOARD ACTION REQUESTED: Approve of Resolution Fiscal Impact: Funding Source: FTE Impact: Budget Change: New Bu Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: N/A Remaining Cost: $ 0.00 Funding Source: N/A RESOLUTION NO. 15735 RESOLUTION APPROVING DISPOSAL OF STREETS DEPARTMENT SURPLUS PROPERTY WHEREAS, the Hutchinson Streets Department has equipment that is no longer needed for municipal operations, AND WHEREAS, the Hutchinson City Code Section 91, Subdivision 3, Paragraph C provides for the sale at auction of surplus equipment, AND NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA, That the Hutchinson City Council hereby approves the sale at auction of the surplus property identified herein. Items to be sold at auction through Jeff Martin Auctioneers Incorporated: 1. 1982 Chevrolet Truck (CEMT-233-TKI) Proceeds from the sale of item number 1 shall be deposited into the Equipment Replacement Fund Adopted by the City Council this 14th day of May, 2024 Gary Forcier, Mayor ATTEST: Matthew Jaunich, City Administrator - HUTCHINSON CITY COUNCIL HUTCHINSON Request for Board Action A CITY ON PURPOSE. Consent for contracted service, crack sealing on city streets Agenda Item: Department: Public Works LICENSE SECTION Meeting Date: 5/14/2024 Application Complete N/A Contact: Donovan Schuette Agenda Item Type: Presenter: Mike Stifter Reviewed by Staff ❑� Consent Agenda Time Requested (Minutes): 1 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Staff are proposing to crack seal 55,260 lineal feet of surface cracks on city streets this Summer. This covers roughly 10 lineal miles of road, a little under 10% of our street system. Crack filling along with asphalt preservatives are one of the most important ways of extending the life of asphalt. BOARD ACTION REQUESTED: Approve purchase order Fiscal Impact: Funding Source: FTE Impact: Budget Change: New Bu Included in current budget: No PROJECT SECTION: Total Project Cost: $ 90,995.00 Total City Cost: $ 90,995.00 Funding Source: N/A Remaining Cost: $ 0.00 Funding Source: N/A ARGE 1NGORPOM ED - 606 County Road 1 Phone (507) 427-2924 Mountain Lake, MN 56159 Company ii1.1 ct ktt��n�� Attention Fax # Email; Email us back at bargen@bargeninc.com Total pages, including cover Messa" Fax/Email COVER SHEET Fr,M— J:WL4 W&A ke Date 4 - 2 4 " �} Phone: 1-800-434-2924 Fax: 1-507-427-2697 Urgent For Review Please Reply Original is being mailed to you ✓ 0 ARGE INCORPORATED 'WNW 606 County Road 1 Phone (507) 427-2924 Mountain Lake, MN 56159 April 22, 2024 City of Hutchinson Attn: Donovan 1100 Adams Street SE Hutchinson, MN 55350 REVISED Donovan, Thank you for the opportunity to explain the pavement maintenance services our firm offers and to provide you with a quote. I am confident that you will find the services beneficial for your roads. I would like to explain the procedures our service crew uses. Asphalt Rubber Crack Repair Our service crew will: A. rout out cracks 1" wide by V deep for cracks that are 40 feet apart and closer B. rout out cracks 1 X' wide by 1" deep for cracks that are 45 — 80 feet apart C. if the cracks are wider, they will be routed accordingly 0, the cracks will then be cleanQd with high volume blowers E. as a second cleaning procedure, a heatlance will be used to clean out any remaining debris and/or moisture F. cracks will be filled three-quarters to full G. after a cooling period, the cracks are filled a second time using a banding applicator H. this does not include any allegated areas I. the debris will be blown to the side of the curb/road, where it will be the Customers' responsibility to sweep up Sealant material The sealant that we will use meets and exceeds the Minnesota State Spec. 03723.2 and Iowa ASTM-136690 type 11 & III Spec. with the following modifications: - 100% elongation at -20'F Recently OSHA implemented new exposure levels for the Respirable Crystalline Silica law. We as a company are taking this serious and we want to protect our workers as well as avoid any fines that might be incurred by not following OSHA regulations. The OSHA standard (29 CFR 1926.2153) requires employers to limit worker exposures to respirable crystalline silica and to take other steps to protect workers. In keeping with the spirit of the law, we are doing everything we can to reduce our employee's exposure to Silica. This includes working towards a solution to suppress the dust at the point of creation, as well as using a Vacuum sweeper truck with a water system in the holding tank to suck the debris from the cracks. Project Prices - Our price includes all materials, applicable taxes and labor to complete the project as explained. Please note: The Customer is responsible for notifying the public that we will be working in your area. Pavement maintenance can be extremely dusty and dirty work and we strongly encourage the public to keep Their Personal property at a strong distance away from our work zone. This will avoid any possible concerns for dust debris or damage. A recommended distance would be 75 — 150feet away from the work zone. An Insurance Certificate is available upon request. REVISED QUOTE The price to repair the cracks on the attached maps will be $90,995.00. The price stated above is what we need to complete the project. If there are any Permits/Fees. Bid Bonds, or Payment and/or Performance Bonds needed for this project that cost will need to be ADDED to the prices listed above. TERMS: Owner agrees that all payments required under this Contract shall be due and payable within 30 days of date of invoice. Owner further agrees that Bargen Inc. may charge interest at the annual rate of eighteen percent (18%), unless a lesser percentage is required by law on any sum due under this Contract which is not paid within 30 days of invoice date. If payments are not made when due, interest, costs incidental to collection and attorney's fees (if any attorney is retained for collection) shall be added to the unpaid balance. Bargen Inc. reserves the right, without penalty from Owner, to stop work on the project if Owner does not make payments to Bargen Inc. when due. This Proposal/Contract may be withdrawn by Bargen Inc. if not accepted within 20 days, or at anytime, subject to increases related to material prices as noted above. Acceptance of proposal —The above prices, specifications and conditions are satisfaCt U-1y a11d are hereby accepted. You are authorized to do the work as specified. This proposal may be withdrawn if not accepted within 20 days. Our Mission Date of acceptance PO # (if applicable) Bargen, Inc. is commit- ted to excellence and, Signature Signature because of this, we take pride in our team of Thank you for the opportunity to provide you with information on the pavement maintenance professional craftsmen. needs in your community. I am confident that you will find the products used and the workmanship of our crew of the highest quality. I look forward to working with you in the near Our primary purpose is future. to provide knowledge- able recommendations, Sincerely, quality workmanship r and exceptional service. Our goal is satisfied Jerry Vanpyke - customers who have BARGN, INC. it received the most value JVD/tt Project for City of Hutchinson —Crack Repair REVISED for their investment. Website: www.bargeninc.com Email: bargen@bargeninc.com Corporate Office / O nod.. 715.341.2M18 MW Me m Drivo FA H R N E R 800.as2.sseo Fkrnw, Wl 54407 A.,,715.341.1054 asphalt Ivreealemi . Paoe�n.aaf Mainf+nanae Canfraewre April 22, 2024 PRIME CONTRACTORS PROJECT NAME: City of Hutchinson ciTyisTATE/ZIP: Hutchinson, MN COUNTY: McLeod QUOTE DATE: 4/22/2024 BID RITE PATE: 4/22/2024 PROJECT #: NA Line # Item Description Quantity Units Unit Price Price Crank Seal City Streets 3723 55,260 LF $1.79 /LF $98,915.40 Notes: 1. Material to be Macseal 3723 2. Rout cracks to I "x1" and fill with overband. Double fill is excluded. 3. Work to be complete 2024 season Cordially, Fahmer Asphalt Sealers, LLC Jeff Sheehan Prices are subject to change if written contract or notification of job is not received within 30 days. Company policy does not allow performance of work without a signed contract or written agreement. ------------------------------------------------------------------------------------------------------------- 751 N Blue nouind ENive - Appleftm WI &4914 6615 US Highway 12 W - Lfau Claim. WI 547063 316 Raemisch Road - Waunakee. WI WW7 priwfe 920.7tf9.1oof - W0.261.1900 -/t= 920.75&1019 phaw 71&974.0M - 8M 497 4907 -lei: 713 A74,6717 phoff► GW849.6486.8W.8ML2102 - for A[16.849.6470 914 Commercial Court - OnWmka Wl b46W 2.224 Veterans Memorial Pkwy - Sagina.r. Ml 48601 I I I Anderson Road - Lon River. MI 49935 phow MR 779.0541 - f= 6D8.779LO813 phew 989.75Z92DD - for 90.75Cl.UM pAar 90a.266.6770 - far W&25"719 vwvw.FahrnezA s gha 1 t .corn RA s: HUTCHINSON CITY COUNCIL HUTCHI NSOO: Request for Board Action A CITY ON PURPOSE. Approval To Purchase S66T4 BOBCAT SKIDSTER LOADER WITH GOLD Agenda Item: PACKAGE Department: PRCE LICENSE SECTION Meeting Date: 5/14/2024 Application Complete N/A Contact: Lynn Neumann/Chris Hutto Agenda Item Type: Presenter: n/a Reviewed by Staff 21 Consent Agenda Time Requested (Minutes): License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The PRCE department is requesting approval to purchase a S66T4 Bobcat Skidster Loader with Gold Package for $42,500.00. This purchase is being made under Government/State pricing and is intended to replace the current 2009 S250 machine that has reached the end of its usable life expectancy. The current unit has been repaired multiple times in the last 5 years, including the replacement of front hydraulic cylinders, hand control, batteries, and fuel leak, costing over $5,000,00. The Fleet Committee has vetted and recommended this purchase for replacement. The purchase price of the skidsteer is $60,248.53, but it will be offset by a trade-in of $17,748.53 for the 2009 S250 Bobcat. The total cost for the S66T4 Bobcat Skister Loader with Gold Package after trade-in is $42, 500.00. The new unit will be one size smaller to fit within the budgeted fleet amount, but it will still be capable of performing all the necessary tasks. To replace the current machine with an exact one would cost an additional $23,000.00. This skidster loader is a primary piece of snow equipment used for snow removal in downtown areas and on trails. It is also used for landscaping, unloading and loading trucks, installation of new playgrounds, ballfield maintenance, and is a part of the year-round Parks operations fleet. BOARD ACTION REQUESTED: City Council authorization to purchase S66T4 BOBCAT SKIDSTER LOADER WITH GOLD PACKAGE Fiscal Impact: $ 42,500.00 Funding Source: Fleet Replacement FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 42,500.00 Total City Cost: Funding Source: NIA Remaining Cost: $ 42,500.00 Funding SOWCB: Fleet Fund HUTCHINSON A CITY ON PURPOSE. CITY OF HUTCHINSON III HASSAN ST SE HUTCHINSON, MN 55350 320-587-5151 VENDOR FARM -RITE EQUIPMENT 901 PARKER AVE PO BOX 26 DASSEL, MN 55325 Purchase Order DATE PO NT?i\7BER 4/16/2024 37 DEPT: Parks SHIP TO PARKS DEPT 1100 ADAMS ST SE HUTCHINSON, MN 55350 DESCRIPTION QTY UNIT PRICE TOTAL TRADE IN S250 2009 BOBCAT 1.0000 -17,748.5300 -17,748.53 GL Account: 405450039101 Sale of General Fixed Assets S66T4 BOBCAT SKIDSTER LOADER WITH GOLD PACKAGE I 1.0000I 60,248.5300I 60,248.53 GL Account: 405450039101 Sale of General Fixed Assets TOTAL $42,500.00 EMAIL INVOICES TO: HutchAP@hutchinsommn.gov P CHASIN NOTES: Purchase recommended by Fleet for 2024 CIP, estimated at gross cost of $60,000.Trade in of 2009 S250 valued at $17,748.53 to go back into Equipment replacement fund.Also attached Non Government quote i J••+M1•/ApW. \H••wANYwY J.u•1,p�i�YMHwvMn.YY.A%4'qY•a4YM�•riYNYiY/•MMNYY+.y.W4•+Y. ia•\ 4•e.W4Y•nYxvn•iYh'ANYM54M4Y4Saay.MM1YyWe+uY•/.yy./W,Y+Y4NMIaRYM../NnnYOYY.Y �• FARM -RITE EQUIPMENT, INC. Bowl, US"W7 t2W P.O. Box26 Oessal, AAN 55325 320,275,2737 ora85.679A897 320.enMg tt rne) 8upP0rtVfwmdtwquip.com terra* TIM cox Sates mmoger Sales - Servfoe -Pads - Ftenlal Bobcat. Pxnduct Quotation Your Bobcat Contact Your Customer Contact Quotation Nwnber. NC300065 Nolan CIark CHRIS HUTTON Quote Sent Date: Jan 19, 2024 Phone: 320-583-8145 Expiration Date: Feb 17, 2024 E-mail: nolan, clark(a,dousan.oam - 4 -- Deliver to Bobcat Dealer Bill to CITY OF H[FMUNISON G901706 - Farm -Rite Equipment, Ine, Dassel, MN CITY OF HUTCMNSONi 299193 HUTCHMSON - MN 901 PARKER AVE I 1 Hassan St Se I I I HASSAN ST SE DASSEL, MN, 55325-0026 Hutchinson, MN, 55350-2522 HUTCHWSON, MN, 55350-2522 Item Nam _ Item Number Qua why Price Each Total S66 T4 Bobcat Sind Steer Loader M0347 1 41,880.96. 41,880-96 Standard Equipment: 74.0 HP Tier 4 V2 Bobcat Engine Auxiliary Hydraulics: Variable Flow Backup Alarm Bob-Tach Bobcat Interlock Control System (BICS) Controls: Bobcat Standard Cylinder Cushioning - Litt, Tilt En tnelHydrauhe Performance De -rate Protection Glow Plugs (Automatically Activated) Horn Instrumentation; Standard 5" Display (Rear Camera Ready) with Keyless Start, Engine Temperat>m and Fuel Gauges, Hour meter, RPM and Warning Indicators. Includes maintenance interval notification, fault display, job codes, quick start, auto idle, and security lockouts. Gold Package M0347 P11-C13 Included.- Gold Package:, Clear Side Auto HVAC Cab, hftp Aed Bluetooth Radio, Adjustable Heated Cloth Air Ride Seat, Power Bob -Tech, 7" Touch Display, Premium and Side Lights, Wess Start, Two -Speed Travel, Min Attachment Control, Dual Direction Bucket Positioning, Rear Camera, Sound Reduction, Ride Control, Syr Machine IQ Health & Security Subscription, Reversing Fan, Auto Throttle Selectable Joystick Controls M0347-ROI-004 High -Flow Hydraulics M0347 RO3-0O3 6$" Heavy Duty Bucket 7272679 Bolt -On Cutting Edge, 68" 6718006 Counterweight Kit, 200 lbs 7407734 Engine Block Heater 7372533 Lift Arm Support Lift path: Vertical Lights, Front & Rear LED Operator Cab Includes: Adjustable Vinyl Suspension Seat; Top and Rear Windows, Parking Brake, Seat Bar and Seat Belt Roll aver Psptec#ve Structure (RODS) meets SAE-J1040 and ISQ 3471 Falling Object Protective Structure (FOPS) meets SAE JI043 and ISO 3449, Level I; (Level U is available through Bobcat Parts) Parking Brake: Wedge Brake System Tires: 3lxl2xl6.5, 10 PR, Super Float Tires Two Speed Travel Telematics - Machine 14 Warranty: 2 years, or 2000 hours whichever occurs Ent 1 11,704.32 11,704.32- 1 583.92 593.92 1 1,652.40 1,652.40 1 1,301.12 1,301.12 1 278.01 278.01 1 875.73 875.73 1 84.57 84.57 - Total for S66 T4 Bobcat Skid Steer Loader 58,361.03 Quote Total - USD 58,361.031 Dealer P.D.I. Freight Charges 150.00 1,050.001 Destination Charges 110.00 Dealer Assembly Charges 227.50 Charges D $"be Quote Total - USD 350,00 60,248.531 -Frei 6 ,2bOj S9SO SIP-I'145GM 3(oall - 177e Comment: U3 RUC kcf ` q"QWS -. 0� *Plus applicable taxes. IF Tax Exempt, please include Tax Exempt Certificate with the order. *Prices per the Sourcewell Contract # 040319-CEC. *Sourceweil Member Number (if applicable); *All orders should include 1) Accounts Payable Contact and email address, 2) W9 with correct legal entity name, and 3) Bill to Address. *Orders may be placed with the contract holder or authorized dealer as allowed by the terms and conditions of the contract. *A Copy of all orders must be provided to Heather.Messmer@Doosan.com. *Contact Holder Information: Clark Equipment Company dba Bobcat Company, Govt Sales, 250 E Beaton Drive, West Fargo, ND 58078. TIDY 38-0425350. *Payment Terms: Net 60 Days. Credit cards accepted. *Remittance address: Clark Equipment Company dlbla Bobcat Company, P. O. Box 74007382, Chicago, IL 60674-7382 *Questions can be submaimd via email to randy.fuss@doosan.com or by r at: 1-800-965-4232 I)ojf� -R,t5 !S Sovlrcewe 11 PJ'I ,C-" r w k ti c k is le.55 `moo M "n�s� M#`�� [�r4 � ThMt k Y" - HUTCHINSON CITY COUNCIL HUTCHINSON Request for Board Action A CITY ON PURPOSE. Stormwater, Wastewater, and Community Resiliency Grant Agreement Agenda Item: Department: PW/Eng LICENSE SECTION Meeting Date: 5/14/2024 Application Complete N/A Contact: John Paulson Agenda Item Type: Presenter: John Paulson Reviewed by Staff ❑� Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: The City of Hutchinson has been selected to receive additional grant funding through the MPCA for Stormwater, Wastewater, and Community (SWC) Resilience. The scope of work identified in the grant will be scheduled to begin upon execution of the agreement. The grant will be used to complete a hydrologic and hydraulic (H&H) modeling of the City storm sewer system where the prior grant project did not study (south of the river). The modeling will identify parts of the system that have adequate drainage capacity as well as those that do not. The information will be used to prioritize drainage improvements and to inform us of future system needs due to changes in precipitation intensity and duration. City staff will be available to answer any questions that you may have at the meeting. We recommend approval to execute the MPCA SWC Resiliency Grant. BOARD ACTION REQUESTED: Approval to execute grant agreement with the MPCA. Fiscal Impact: Funding Source: FTE Impact: Budget Change: New Bu Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: N/A Remaining Cost: $ 0.00 Funding Source: N/A MMINNESOTA POLLUTION CONTROL AGENCY Grant Contract State of Minnesota SWIFT Contract No.: 247533 Al: 123750 Activity ID: PR020240001 This grant contract is between the state of Minnesota, acting through its Commissioner of the Minnesota Pollution Control Agency, 520 Lafayette Road North, St. Paul, MN 55155-4194 ("MPCA" or "State") and the City of Hutchinson, 111 Hassan Street SE, Hutchinson, MN 55350 ("Grantee"). Recitals 1. Under Minn. Stat. § 116.03, subd.2, the State is empowered to enter into this grant. 2. The State is in need of the City of Hutchinson Stormwater Resiliency Plan — South Project (project). 3. Grantee will comply with required grants management policies and procedures set forth through Minn.Stat.§16B.97 subd. 4 (a) (1). 4. The Grantee represents that it is duly qualified and agrees to perform all services described in this grant contract to the satisfaction of the State. Pursuant to Minn.Stat.§16B.98, subd.1, the Grantee agrees to minimize administrative costs as a condition of this grant. Grant Contract 1. Term of Grant Contract 1.1 Effective Date. May 13, 2024, Per Mann. Stat.§16B.98, Subd. 5, the Grantee must not begin work until this grant contract is fully executed and the State's Authorized Representative has notified the Grantee that work may commence. Per Minn.Stat.§16B.98 Subd. 7, no payments will be made to the Grantee until this grant contract is fully executed. 1.2 Expiration Date. June 30, 2025, or until all obligations have been satisfactorily fulfilled, whichever occurs first. 1.3 Survival of Terms. The following clauses survive the expiration or cancellation of this grant contract: Liability, State Audits; Government Data Practices and Intellectual Property; Publicity and Endorsement; Governing Law, Jurisdiction, and Venue; and Data Disclosure. 2. Grantee's Duties The Grantee, who is not a state employee, will perform the duties specified in Attachment A which is attached and incorporated into this grant contract. 3. Time The Grantee must comply with all the time requirements described in this grant contract. In the performance of this grant contract, time is of the essence. 4. Consideration and Payment 4.1 Consideration. The State will pay for all services performed by the Grantee under this grant contract as follows: (a) Compensation. The Grantee will be paid according to the breakdown of costs contained in Attachment A. which is attached and incorporated into this grant contract. Grantee certifies they will provide no less than 10% (ten percent) of the total grant amount as cash match or in -kind services. (b) Travel Expenses. Reimbursement for travel and subsistence expenses actually and necessarily incurred by the Grantee as a result of this grant contract will not exceed the total amount set forth in the travel expense items of the detailed budget section of Attachment A, which is attached and incorporated into this grant contract; provided that the Grantee will be reimbursed for travel and subsistence expenses in the same manner and in no greater amount than provided in the current "Commissioner's Plan" promulgated by the Commissioner of Minnesota Management and Budget (MMB). The Grantee will not be reimbursed for travel and subsistence expenses incurred outside Minnesota unless it has received the State's prior written approval for out of state travel. Minnesota will be considered the home state for determining whether travel is out of state. (c) Total Obligation. The total obligation of the State for all compensation and reimbursements to the Grantee under this grant contract will not exceed $81,200.00 (Eighty One Thousand Two Hundred Dollars and Zero Cents). 4.2 Payment (a) Invoices. The State will promptly pay the Grantee after the Grantee presents an itemized invoice for the services actually performed and the State's Authorized Representative accepts the invoiced services. Invoices must be submitted timely and according to the following schedule: Invoices for expenses incurred to -date may be submitted as frequently as monthly. First invoice is required no later than 6 (six) months or midway through the project, whichever comes first. Email updates about the status of the project are required to be provided to the State's Authorized Representative whenever an invoice is submitted to MPCA Accounts Payable. The State's Authorized Representative will not approve an invoice through the state system without this project update. A final invoice for payment of remaining grant funds expended by the project is required to be submitted at the completion of the project after a Grant Project Final Report, in a format provided to the Grantee by the MPCA, has been submitted to the State's Authorized Representative and approved. Payment of the final 10% (ten percent) of grant funds will be held back until the project is completed satisfactorily and all deliverables have been submitted and approved. Invoices must be emailed to mpca.ap@state.mn.us, cc'd to the State's Authorized Representative, and contain the following information: • Name of Grantee • Grantee's Authorized Representative • State's Authorized Representative • SWIFT Contract No. • Total amount requested for this invoicing period • Invoice number • Invoice date • Invoicing period (actual working period covered by the invoice) • Cumulative amount of grant expended to date • Amount of match expended this invoicing period • Cumulative amount of match expended to date • Time and material breakdown for invoicing period: o Itemization by each task worked on that period and for each position that worked on it showing actual hourly rates, hours worked and total dollar amounts (divided into grant -funded and match); consultant invoices may be requested o Receipts for supplies and any other itemized materials costs to be reimbursed with grant funds or counted as match o Itemized per diem expenses, stipends or similar; receipts may be requested to be submitted with invoice • Other items as requested If there is a problem with submitting an invoice electronically, please contact the Accounts Payable Unit at 651-757-2491. The Grantee shall submit an invoice for the final payment within 15 (fifteen) days of the original or amended end date of this grant contract. The State reserves the right to review submitted invoices after 15 (fifteen) days and make a determination as to payment. (b) Unexpended Funds. The Grantee must promptly return to the State any unexpended funds that have not been accounted for annually in a financial report to the State due at grant closeout. 4.3 Contracting and Bidding Requirements Per Minn. Stat. §471.345, grantees that are municipalities as defined in Subd. 1 must follow the law. (a) For projects that include construction work and have a total project cost of $25,000 or more, prevailing wage rules apply per Minn. Stat. §§177.41 through 177.44. These rules require that the wages of laborers and workers should be comparable to wages paid for similar work in the community as a whole. (b) The grantee must not contract with vendors who are suspended or debarred in MN: https://mn.gov/admin/osp/government/suspended-debarred/. S. Conditions of Payment All services provided by the Grantee under this grant contract must be performed to the State's satisfaction, as determined at the sole discretion of the State's Authorized Representative and in accordance with all applicable federal, state, and local laws, ordinances, rules, and regulations. The Grantee will not receive payment for work found by the State to be unsatisfactory or performed in violation of federal, state, or local law. 6. Authorized Representative The State's Authorized Representative is Liz Wiese, 7678 College Road, Ste 105, Baxter, MN 56425, 651-757- 5072, liz.wiese@state.mn.us or successor and has the responsibility to monitor the Grantee's performance and the authority to accept the services provided under this grant contract. If the services are satisfactory, the State's Authorized Representative will certify acceptance of each invoice submitted for payment. The Grantee's Authorized Representative is John Paulson, 111 Hassan Street SE, Hutchinson, MN 55350, 320-234-5682, jpaulson@hutchinsommn.gov, or successor. If the Grantee's Authorized Representative changes at any time during this grant contract, the Grantee must immediately notify the State. 7. Assignment, Amendments, Change Orders, Waiver, and Grant Contract Complete 7.1 Assignment. The Grantee shall neither assign nor transfer any rights or obligations under this grant contract without the prior written consent of the State, approved by the same parties who executed and approved this grant contract, or their successors in office. 7.2 Amendments. Any amendments to this grant contract must be in writing and will not be effective until it has been executed and approved by the same parties who executed and approved the original grant contract, or their successors in office. 7.3 Change Orders. If the State's Authorized Representative or the Grantee's Authorized Representative identifies a change needed in the workplan and/or budget, either party may initiate a Change Order using the Change Order Form provided by the MPCA. Change Orders may not delay or jeopardize the success of the Project, alter the overall scope of the Project, increase or decrease the overall amount of the Contract, or cause an extension of the term of this Contract. Major changes require an Amendment rather than a Change Order. A Change Order also is required to name a successor if the State's Authorized Representative or the Grantee's Authorized Representative is no longer available to fulfill that role. The Change Order Form must be approved and signed by the State's Authorized Representative and the Grantee's Authorized Representative in advance of doing the work included in the Change Order. Documented changes will then become an integral and enforceable part of the Contract. The MPCA has the sole discretion on the determination of whether a requested change is a Change Order or an Amendment. The state reserves the right to refuse any Change Order requests. 7.4 Waiver. If the State fails to enforce any provision of this grant contract, that failure does not waive the provision or the State's right to enforce it. 7.5 Grant Contract Complete. This grant contract contains all negotiations and contracts between the State and the Grantee. No other understanding regarding this grant contract, whether written or oral, may be used to bind either party. 8. Liability The Grantee must indemnify, save, and hold the State, its agents, and employees harmless from any claims or causes of action, including attorney's fees incurred by the State, arising from the performance of this grant contract by the Grantee or the Grantee's agents or employees. This clause will not be construed to bar any legal remedies the Grantee may have for the State's failure to fulfill its obligations under this grant contract. 9. State Audits Under Minn. Stat. § 1613.98, subd.8, the Grantee's books, records, documents, and accounting procedures and practices of the Grantee or other party relevant to this grant contract or transaction are subject to examination by the State and/or the State Auditor or Legislative Auditor, as appropriate, for a minimum of six years from the end of this grant contract, receipt and approval of all final reports, or the required period of time to satisfy all state and program retention requirements, whichever is later. 10. Government Data Practices and Intellectual Property 10.1 Government Data Practices The Grantee and State must comply with the Minnesota Government Data Practices Act, Minn. Stat. Ch. 13, as it applies to all data provided by the State under this grant contract, and as it applies to all data created, collected, received, stored, used, maintained, or disseminated by the Grantee under this grant contract. The civil remedies of Minn. Stat. §13.08 apply to the release of the data referred to in this clause by either the Grantee or the State. If the Grantee receives a request to release the data referred to in this Clause, the Grantee must immediately notify the State. The State will give the Grantee instructions concerning the release of the data to the requesting party before the data is released. The Grantee's response to the request shall comply with applicable law. 10.2 Intellectual property rights (a) Intellectual property rights. The State owns all rights, title and interest in all of the intellectual property rights, including copyrights, patents, trade secrets, trademarks, and service marks in the Works and Documents created and paid for under this grant agreement. Works means all inventions, improvements, discoveries (whether or not patentable), databases, computer programs, reports, notes, studies, photographs, negatives, designs, drawings specifications, materials, tapes, and disks conceived, reduced to practice, created or originated by the Grantee, its employees, agents, and subcontractors, either individually or jointly with others in the performance of this grant agreement. Works includes "Documents." Documents are the originals of any databases, computer programs, reports, notes studies, photographs, negatives, designs, drawings, specifications, materials, tapes, disks, or other materials, whether in tangible or electronic forms, prepared by the Grantee, its employees, agents, or subcontractors, in the performance of this grant agreement. The Documents shall be the exclusive property of the State and all such Documents must be immediately returned to the State by the Grantee, at the Grantee's expense, upon the written request of the State, or upon completion, termination, or cancellation of this grant agreement. To the extent possible, those Works eligible for copyright protection under the United States' Copyright Act will be deemed to be "works made for hire." The Grantee assigns all right, title, and interest it may have in the Works and the Documents to the State. The Grantee must, at the request of the State, execute all papers and perform all other acts necessary to transfer or record the State's ownership interest in the Works and Documents. (b) Obligations. (1) Notification. Whenever any invention, improvement, or discovery (whether or not patentable) is made or conceived for the first time or actually or constructively reduced to practice by the Grantee, including its employees and subcontractors, in the performance of this grant agreement, the Grantee shall immediately give the State's Authorized Representative written notice thereof, and must promptly furnish the Authorized Representative with complete information and/or disclosure therein. (2) Representation. The Grantee must perform all acts and take all steps necessary to ensure that all intellectual property rights in the Works and Documents are the sole property of the State, and that neither Grantee nor its employees, agents, or subcontractors retain any interest in and to the Works and Documents. The Grantee represents and warrants that the Works and Documents do not and will not infringe upon any intellectual property rights of other persons or entities. Notwithstanding Clause Liability, the Grantee shall indemnify, defend, to the extent permitted by the Attorney General, and hold harmless the State, at the Grantee's expense, from any action or claim brought against the State to the extent that it is based on a claim that all or part of the Works or Documents infringe upon the intellectual property rights of others. The Grantee will be responsible for payment of any and all such claims, demands, obligations, liabilities, costs, and damages, including, but not limited to, attorney fees. If such a claim or action arises or in Grantee's or the State's opinion is likely to arise, the Grantee must, at the State's discretion, either procure for the State the right or license to use the intellectual property rights at issue or replace or modify the allegedly infringing Works or Documents as necessary and appropriate to obviate the infringement claim. This remedy of the State will be in addition to and not exclusive of other remedies provided by law. (3) License. The State hereby grants a limited, no -fee, noncommercial license to the Grantee to enable the Grantee's employees engaged in research and scholarly pursuits to make, have made, reproduce, modify, distribute, perform, and otherwise use the Works, including Documents, for research activities or to publish in scholarly or professional journals, provided that any existing or future intellectual property rights in the Works or Documents (including patents, licenses, trade or service marks, trade secrets, or copyrights) are not prejudiced or infringed upon, that the Minnesota Data Practices Act is complied with, and that individual rights to privacy are not violated. The Grantee shall indemnify and hold harmless the State for any claim or action based on the Grantee's use of the Works or Documents under the provisions of Clause 10.2(b)(2). Said license is subject to the State's publicity and acknowledgement requirements set forth in this grant agreement. The Grantee may reproduce and retain a copy of the Documents for research and academic use. The Grantee is responsible for security of the Grantee's copy of the Documents. A copy of any articles, materials or documents produced by the Grantee's employees, in any form, using or derived from the subject matter of this license, shall be promptly delivered without cost to the State. 11. Workers' Compensation The Grantee certifies that it is in compliance with Minn. Stat. §176.181, subd. 2, pertaining to workers' compensation insurance coverage. The Grantee's employees and agents will not be considered State employees. Any claims that may arise under the Minnesota Workers' Compensation Act on behalf of these employees and any claims made by any third party as a consequence of any act or omission on the part of these employees are in no way the State's obligation or responsibility. 12. Publicity and Endorsement 12.1 Publicity. Any publicity regarding the subject matter of this grant contract must identify the State as the sponsoring agency and must not be released without prior written approval from the State's Authorized Representative. For purposes of this provision, publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Grantee individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this grant contract. All projects primarily funded by state grant appropriations must publicly credit the State of Minnesota, including on the grantee's website when practicable. 12.2 Endorsement. The Grantee must not claim that the State endorses its products or services. 13. Governing Law, Jurisdiction, and Venue Minnesota law, without regard to its choice -of -law provisions, governs this grant contract. Venue for all legal proceedings out of this grant contract, or its breach, must be in the appropriate state or federal court with competent jurisdiction in Ramsey County, Minnesota. 14. Termination 14.1 Termination by the State. The State may immediately terminate this grant contract with or without cause, upon 30 days' written notice to the Grantee. Upon termination, the Grantee will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed. 14.2 Termination for Cause. The State may immediately terminate this grant contract if the State finds that there has been a failure to comply with the provisions of this grant contract, that reasonable progress has not been made or that the purposes for which the funds were granted have not been or will not be fulfilled. The State may take action to protect the interests of the State of Minnesota, including the refusal to disburse additional funds and requiring the return of all or part of the funds already disbursed. 14.3 Termination for Insufficient Funding. The State may immediately terminate this grant contract if: (a) It does not obtain funding from the Minnesota Legislature. (b) Or, if funding cannot be continued at a level sufficient to allow for the payment of the services covered here. Termination must be by written or fax notice to the Grantee. The State is not obligated to pay for any services that are provided after notice and effective date of termination. However, the Grantee will be entitled to payment, determined on a pro rata basis, for services satisfactorily performed to the extent that funds are available. The State will not be assessed any penalty if the contract is terminated because of the decision of the Minnesota Legislature, or other funding source, not to appropriate funds. The State must provide the Grantee notice of the lack of funding within a reasonable time of the State's receiving that notice. 15. Data Disclosure Under Minn. Stat. § 270C.65, subd. 3, and other applicable law, the Grantee consents to disclosure of its social security number, federal employer tax identification number, and/or Minnesota tax identification number, already provided to the State, to federal and state tax agencies and state personnel involved in the payment of state obligations. These identification numbers may be used in the enforcement of federal and state tax laws which could result in action requiring the Grantee to file state tax returns and pay delinquent state tax liabilities, if any. To protect Grantee's personal data, Grantee is strongly encouraged to obtain and use a Minnesota tax identification number. 16. Reporting Requirements Final Report. By the date specified in the project workplan and in a format provided by the MPCA, the Grantee shall submit a final report to the MPCA, plus all project deliverables identified in the workplan. If the States Authorized Representative determines that the information submitted in the Final Report and/or Project Deliverables is inadequate, the Grantee shall prepare and submit additional / corrected information reasonably requested by the State's Authorized Representative. The Final Report and Project Deliverables shall not be approved by the State's Authorized Representative and final payment shall not be disbursed unless the Report and Deliverables contains the specified information to the satisfaction of the State's Authorized Representative. Signatures Title Name Signature Date Admini ID MMINNESOTA POLLUTION CONTROL AGENCY 520 Lafayette Road North St. Paul, MN 55155-4194 City of Hutchinson Planning Grants for Stormwater, Wastewater, and Community Resilience Budget Doc Type: Grant Application I. 11. III. IV. V. Cost category Cost ($/unit) Not to Exceed Grant funds Budgeted cash Budgeted in -kind Total budgeted Total budget (I + match match match 11 + III IV City Public Works $86.00 hr $0.00 $0.00 $6,192.00 $6,192.00 $6,192.00 Lead City Environmental $68.00 hr $0.00 $0.00 $7,888.00 $7,888.00 $7,888.00 Lead City Engineering $63.00 hr $0.00 $0.00 $7,434.00 $7,434.00 $7,434.00 Technician SHE Project $220.00 hr $17,600.00 $1,760.00 $0.00 $1,760.00 $19,360.00 Manager SHE QAQC Lead $195.00 hr $23,400.00 $1,170.00 :60.00 $1,170.00 $24,570.00 SHE Modeler $150.00 hr $40,200.00 $29,400.00 :60.00 $29,400.00 $69,600.00 Total $81,200.00 $32,330.00 $21,514.00 $53,844.00 $135,044.00 p-t2-27e-fy20-1 • 12/26/19 https.1Avww.pca.state.mn.us • Available in alternative formats • 651-296-6300 • 800-657-3864 • Use your preened relay service Page 1 of 1 MMINNESOTA POLLUTION CONTROL AGENCY 520 Lafayette Road North St. Paul, MN 55155-4194 Project title: Hutchinson Stormwater Resilience Plan —South Statement of project purpose(s) Planning Grants for Stormwater, Wastewater, and Community Resilience Project workplan Doc Type: Grant Application The City of Hutchinson South Stormwater Resilience Plan purpose is to develop a Stormwater Resilience Plan that identifies locations and causes of localized flooding, assesses damage potential and community vulnerability due to localized flooding, develops potential projects to reduce flooding and mitigate the effects of climate change, and estimates the cost of project implementation. The plan will focus on the area of the City that is south and west of the South Fork Crow River as shown on the study area map provided in the application. Public engagement will be conducted during the development of this Plan to obtain information about past flooding and provide educational opportunities for the public to learn about the City's stormwater infrastructure, climate change, and their ability to improve community resiliency. Goal statement, project deliverable(s), tasks, and subtasks Goal statement: The City of Hutchinson will achieve the following goals through the development of a Stormwater Resilience Plan: (1) Identify locations within the study area that are most prone to localized flooding by developing an XPSWMM model of the stormwater management infrastructure, (2) Identify feasible stormwater improvement projects that minimize localized flooding within the study area and develop corresponding implementation cost estimates, (3) Estimate the impact of climate change on existing stormwater infrastructure, and considering the proposed improvements, (4) Conduct a vulnerability assessment to identify locations where localized flooding impacts vulnerable populations for existing and proposed conditions, (5) Conduct a damage potential assessment to identify areas of greatest flood damage potential within the study area for existing and proposed conditions, (6) Conduct a critical infrastructure assessment to identify locations within the study area where critical infrastructure is at risk of flooding for existing and proposed conditions, (7) Engage the public to obtain input and share information throughout the planning process, and (8) Produce an actionable plan that clearly identifies feasible stormwater improvement projects, prioritizes projects for implementation, and provides corresponding implementation costs. Project deliverables: The primary deliverable will be a Stormwater Resilience Plan for the City of Hutchinson. This Plan will provide detailed information about available stormwater data, the XPSWMM modeling used to identify areas as having a high risk of localized flooding, and the results of the damage potential assessment, critical infrastructure assessment and vulnerability assessment for the study area. This Plan will also clearly identify projects which could be implemented to minimize localized flood risk within the study area during current and future climate conditions. These projects will be prioritized based on the results of the damage potential assessment, vulnerability assessment, critical infrastructure assessment and other factors. Implementation cost estimates will be developed for each of the recommended proposed projects. XPSWMM modeling will be conducted to estimate the expected benefits of the projects as it relates to localized flood risk, and community vulnerability. This Plan is expected to provide a comprehensive summary of the City's plan to increase stormwater resilience within the study area and will be used for future funding applications for project implementation. Task 1 of 8: Data Collection/Review and Watershed Delineation Subtask 1a: Data Collection/Review Brief description of activities involved: Previously completed stormwater studies and reports will be reviewed to better understand previously identified stormwater issues and priorities within the study area. The City's existing GIS database of the stormwater management system will also be reviewed to identify gaps in the data that are needed develop the XPSWMM Model and conduct an accurate analysis of the City's stormwater management system. This gap analysis will then be used to develop a scope of work for data management and field data collection to be completed by the City. The data collected in the field will be added to the existing GIS database by the City to further improve the existing datasets. Page 1 of 4 Subtask 1b: Watershed Delineation Brief description of activities involved: A comprehensive stormwater map will be developed in GIS including the City's stormwater databases, LiDAR-based topographic data, and soils mapping. This map will be used to delineate major and minor watersheds within the study area and assign hydrologic parameters to account for land cover and estimate runoff from each watershed. The watershed area and associated hydrologic parameters will be associated with a specific feature within GIS so that the data can be imported to XPSWMM at the correct location. Task 2 of 8: XPSWMM Model Development —Existing Conditions Subtask 2a: Develop Existing Conditions Model Brief description of activities involved: A hydrologic and hydraulic model of the study area will be developed using XPSWMM. This model will include a 2D modeling component that represents flood storage and overland flow patterns to simulate real -world conditions more accurately than a traditional 1 D model. This model will also provide inundation mapping showing flood -prone areas and potential flooding depths for all rainfall events analyzed. Subtask 2b: Existing Conditions Model Calibration Brief description of activities involved: Using information and photographs on localized flooding that has occurred in the past, the XPSWMM model will be calibrated to improve the overall accuracy and relevance of the modeling effort. Historic rainfall event data will be simulated and inundation maps will be generated and used to obtain feedback on the validity of the modeling results. The XPSWMM model parameters and input data will be modified as needed to produce results that match observations of past localizing flooding. Task 3 of 8: Review Existing Conditions Results Subtask 3a: Flood Inundation Assessment for Existing Conditions Brief description of activities involved: The XPSWMM modeling of the existing stormwater infrastructure will be used to map locations of localized flooding for various rainfall events based on rainfall events currently used for design. Subtask 3b: Pipe Capacity Assessment for Existing Conditions Brief description of activities involved: The XPSWMM modeling of the existing stormwater infrastructure will be used to develop a color -coded map of the modeled pipe segments to indicate which segments have anticipated flows above or below the system capacity. This result is intended to provide a visual of the undersized pipe segments which are likely contributing to the localized flooding estimated by the model. Subtask 3c: Analysis of Future Rainfall Scenarios with Existing Stormwater System Brief description of activities involved: The XPSWMM model of the existing stormwater infrastructure will be used to simulate potential future rainfall events to estimate the impact of climate change on flood risk. These parameters will be identified for a point 50 years from now which coincides with an estimated 50-yr lifespan of stormwater infrastructure installed today. Subtask 3d: Vulnerability Assessment for Existing Conditions Brief description of activities involved: The flood inundation results produced in Subtask 3a will be overlaid with the MPCA's Environmental Justice mapping to identify flood risk within areas of vulnerable populations. This information will be used to identify proposed improvements to limit community vulnerability to flooding. Subtask 3e: Critical Infrastructure Assessment for Existing Conditions Brief description of activities involved: The flood inundation results produced in Subtask 3a will be overlaid with a GIS dataset developed by the City that identifies locations of critical infrastructure such as fire stations, drinking water wells, hospitals, etc. This information will be used to identify proposed improvements to limit impacts of flooding on critical infrastructure. Subtask 3f: Damage Potential Assessment for Existing Conditions Brief description of activities involved: The flood inundation results produced in Subtask 3a will be overlaid with the County parcel dataset with building values categorized. This information will be used to identify proposed improvements to limit damage potential caused by flooding within the community. Task 4 of 8: Develop Proposed Improvements and Analyze with XPSWMM Model Subtask 4a: Develop and Evaluate Concepts for Stormwater Management Improvements Brief description of activities involved: Stormwater management improvement project concepts will be developed and may include increasing pipe capacity, incorporating more stormwater detention and/or treatment, or rerouting drainage systems. Up to 7 project concepts will be developed based on the results described in Task 3. These projects will focus on reducing the localized flooding while minimizing risk and reducing the vulnerability within the study area. These projects will likely also incorporate a water quality improvement component that would contribute to the City's ongoing effort to improve the water quality of the Crow River which is an impaired stream. The project list will be compared to the City's Capital Improvement Plan to identify opportunities for cost savings by adding stormwater infrastructure improvements to a previously planned project. Subtask 4b: Estimate Project Implementation Costs Page 2 of 4 Brief description of activities involved: Project implementation costs will be estimated for each of the proposed improvement projects and will include construction, engineering, and property acquisition costs.. Task 5 of 8: Review Proposed Conditions Results Subtask 5a: Flood Inundation Assessment for Proposed Conditions Brief description of activities involved: The XPSW MM modeling of the proposed stormwater infrastructure will be used to map locations of localized flooding for various rainfall events based on rainfall events currently used for design. These results will be used to estimate the reduction in localized flooding associated with the proposed conditions. These results may also indicate unintended consequences of a proposed improvement such as increased downstream flooding, which will then be used to refine the proposed alternative. Subtask 5b: Pipe Capacity Assessment for Proposed Conditions Brief description of activities involved: The XPSW MM modeling of the proposed stormwater infrastructure will be used to develop a color -coded map of the modeled pipe segments to indicate which segments have anticipated flows above or below the system capacity. These results will be used to visualize the improvement in pipe capacity associated with the proposed conditions. These results may also indicate unintended consequences of a proposed improvement such as decreased downstream pipe capacity, which will then be used to refine the proposed alternative. Subtask 5c: Analysis of Future Rainfall Scenarios with Proposed Stormwater System Brief description of activities involved: The XPSW MM model of the proposed stormwater infrastructure will be used to simulate potential future rainfall events to estimate the impact of climate change on the flood risk. These parameters will be identified for a point 50 years from now which coincides with an estimated 50-yr lifespan of stormwater infrastructure installed today. These results will estimate how the proposed improvements may alleviate localized flooding while considering effects of climate change. Subtask 5d: Vulnerability Assessment for Proposed Conditions Brief description of activities involved: The flood inundation results produced in Subtask 5a will be overlaid with the MPCA's Environmental Justice mapping to identify flood risk within areas of vulnerable populations. This information will be used to estimate the extent that the proposed improvements limit community vulnerability to flooding. Subtask 5e: Critical Infrastructure Assessment for Proposed Conditions Brief description of activities involved: The flood inundation results produced in Subtask 5a will be overlaid with a GIS dataset developed by the City that identifies locations of critical infrastructure such as fire stations, drinking water wells, hospitals, etc. This information will be used to estimate the extent that proposed improvements limit impacts of flooding on critical infrastructure. Subtask 5f: Damage Potential Assessment for Proposed Conditions Brief description of activities involved: The flood inundation results produced in Subtask 5a will be overlaid with the County parcel dataset with building values categorized. This information will be used to estimate the extent that proposed improvements limit damage potential caused by flooding within the community. Task 6 of 8: Community Outreach and Engagement Subtask 6a: Community Engagement Brief description of activities involved: Throughout the course of this planning effort, the City will lead the community engagement effort by informing the community of their intent to prepare this Stormwater Resilience Plan, invite them to provide input regarding previous flood events and impacts of flooding, and share information about the progress of the plan development and recommended mitigation strategies. Subtask 6b: Community Stormwater Map Brief description of activities involved: An interactive web -based map of the study area will be developed and used as a platform to compile community input. The community will be asked to add virtual "pins" to the map to identify areas of observed flooding and ideas for improving stormwater management within the study area. This map will be publicized in the local newspaper. Task 7 of 8: Prepare and Present Stormwater Resilience Plan Subtask 7a: Prioritize Proposed Stormwater Resilience Plan Brief description of activities involved: The results of Task 5 will provide the primary framework for prioritizing proposed improvements to the stormwater management system, with a focus on reducing localized flood risk and vulnerability to flooding within the study area. An additional consideration for project prioritization will be the feasibility of adding a stormwater improvement to an already planned City project, which can result in significant cost savings for implementation. Subtask 7b: Draft Stormwater Resilience Plan Brief description of activities involved: A draft Stormwater Resilience Plan will be prepared and will include a description of the work completed as part of the preceding tasks, maps of the study area showing locations of localized flooding for current and future climate conditions, results of the risk and vulnerability assessments, and proposed projects Page 3 of 4 for lessening the impacts of localized flooding and climate change. Subtask 7c: Finalize Stormwater Resilience Plan Brief description of activities involved: The draft Stormwater Resilience Plan will be modified to incorporate public input and comments provided by City staff. Task 8 of 8: Final Report and Project Deliverables Subtask 8a: Submit Final Grant Report Brief description of activities involved: Will provide a final grant project report using the MPCA template approximately one month prior to the end of the grant agreement on June 30, 2025, or at completion of the project, whichever occurs first. Will respond promptly to any requests by the MPCA authorized representative for additional information and/or corrections to the report. Timeframe: May -June 2025 Subtask 8b: Submit Project Deliverables Brief description of activities involved: Will provide electronic files of all project deliverables to the MPCA authorized representative prior to the end of the grant agreement on June 30, 2025, or at the completion of the project, whichever occurs first. Timeframe: May -June 2025 Page 4 of 4 - HUTCHINSON CITY COUNCIL Request for Board Action SEH Agreement for Stormwater Resiliency Plan - South Agenda Item: Department: PW/Eng LICENSE SECTION Meeting Date: 5/14/2024 Application Complete N/A Contact: John Paulson Agenda Item Type: Presenter: John Paulson Reviewed by Staff ❑� Consent Agenda Time Requested (Minutes): License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: City staff has executed a grant agreement with the MPCA for the Stormwater, Wastewater, and Community (SWC) Resilience Grant. The scope of work identified in the grant will be completed with the assistance of SEH. The grant will be used to complete a hydrologic and hydraulic (H&H) modeling of the City storm sewer system south of the South Fork Crow River. The modeling will identify parts of the system that have adequate drainage capacity as well as those that do not. The information will be used to prioritize drainage improvements and to inform us of future system needs due to changes in precipitation intensity and duration. City staff will be available to answer any questions that you may have at the meeting. We recommend approval to execute the Supplemental Letter Agreement with SEH to complete the Stormwater Resilience Plan - South. BOARD ACTION REQUESTED: Approval of Agreement with SEH Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: N/A Remaining Cost: $ 0.00 Funding Source: N/A Supplemental Letter Agreement In accordance with the Master Agreement for Professional Services between City of Hutchinson ("Client"), and Short Elliott Hendrickson Inc. ("Consultant"), effective January 22, 2019, this Supplemental Letter Agreement dated April 16, 2024 authorizes and describes the scope, schedule, and payment conditions for Consultant's work on the Project described as: Hutchinson Stormwater Resilience Plan — South. Client's Authorized Representative: Mike Stifter Address: 111 Hassan St SE. Hutchinson. Minnesota. 55350. United States Telephone: 320-234-4212 email: MStifter@hutchinsommn.gov Project Manager: Emily Jennings Address: 3535 Vadnais Center Drive, St. Paul, Minnesota 55110 Telephone: 651-302-7669 email: ejennings@sehinc.com Scope: The Services to be provided by Consultant: The proposed workplan is to be included in the Grant Agreement provided by the Minnesota Pollution Control Agency (MPCA). A finalized Grant Agreement and associated attachments (Attachment A) between the MPCA and the City is not available at the time of this agreement. Attached is a preliminary workplan that was reviewed and revised by the MPCA for the project. It is our understanding the attached workplan will be utilized in Attachment A of the Grant Agreement between the MPCA and the City. Schedule: See attached preliminary workplan for proposed schedule for each subtask. It is our understanding the attached workplan will be utilized in Attachment A of the Grant Agreement between the MPCA and the City. Payment: The fee is hourly not to exceed $113,530.00 including expenses and equipment according to the SEH items in the attached preliminary budget reviewed and revised by the MPCA. It is our understanding the attached budget will be utilized in Attachment A of the Grant Agreement between the MPCA and the City. The payment method, basis, frequency and other special conditions are set forth in attached Exhibit A-1. Additional work, if required, shall be compensated in accordance with the rate schedule which can be obtained by contacting Emily Jennings. Other Terms and Conditions: Other or additional terms contrary to the Master Agreement for Professional Services that apply solely to this project as specifically agreed to by signature of the Parties and set forth herein: None. Short Elliott Hendrickson Inc. y Full Name: Justin Black, PE Title: Principal / Client Service Manager City of Hutchinson By: Full Name: Title: Short Elliott Hendrickson Inc. Letter Agreement - 1 City of Hutchinson Affirmative Action, Equal Opportunity Employer (Rev. 11.08.18aa) Exhibit A-1 to Supplemental Letter Agreement Between City of Hutchinson (Client) and Short Elliott Hendrickson Inc. (Consultant) Dated April 16, 2024 Payments to Consultant for Services and Expenses Using the Hourly Basis Option The Agreement for Professional Services is amended and supplemented to include the following agreement of the parties: A. Hourly Basis Option The Client and Consultant select the hourly basis for payment for services provided by Consultant. Consultant shall be compensated monthly. Monthly charges for services shall be based on Consultant's current billing rates for applicable employees plus charges for expenses and equipment. Consultant will provide an estimate of the costs for services in this Agreement. It is agreed that after 90% of the estimated compensation has been earned and if it appears that completion of the services cannot be accomplished within the remaining 10% of the estimated compensation, Consultant will notify the Client and confer with representatives of the Client to determine the basis for completing the work. Compensation to Consultant based on the rates is conditioned on completion of the work within the effective period of the rates. Should the time required to complete the work be extended beyond this period, the rates shall be appropriately adjusted. B. Expenses The following items involve expenditures made by Consultant employees or professional consultants on behalf of the Client. Their costs are not included in the hourly charges made for services but instead are reimbursable expenses required in addition to hourly charges for services and shall be paid for as described in this Agreement: 1. Transportation and travel expenses. 2. Long distance services, dedicated data and communication services, teleconferences, Project Web sites, and extranets. 3. Lodging and meal expense connected with the Project. 4. Fees paid, in the name of the Client, for securing approval of authorities having jurisdiction over the Project. 5. Plots, Reports, plan and specification reproduction expenses. 6. Postage, handling and delivery. 7. Expense of overtime work requiring higher than regular rates, if authorized in advance by the Client. 8. Renderings, models, mock-ups, professional photography, and presentation materials requested by the Client. 9. All taxes levied on professional services and on reimbursable expenses. 10. Other special expenses required in connection with the Project. 11. The cost of special consultants or technical services as required. The cost of subconsultant services shall include actual expenditure plus 10% markup for the cost of administration and insurance. The Client shall pay Consultant monthly for expenses. Short Elliott Hendrickson Inc. Letter Agreement - 2 City of Hutchinson (Rev. 11.08.18aa) C. Equipment Utilization The utilization of specialized equipment, including automation equipment, is recognized as benefiting the Client. The Client, therefore, agrees to pay the cost for the use of such specialized equipment on the project. Consultant invoices to the Client will contain detailed information regarding the use of specialized equipment on the project and charges will be based on the standard rates for the equipment published by Consultant. The Client shall pay Consultant monthly for equipment utilization. Short Elliott Hendrickson Inc. Letter Agreement - 3 City of Hutchinson (Rev. 11.08.18aa) MMINNESOTA POLLUTION CONTROL AGENCY 520 Lafayette Road North 5t. Paul, MN 55155-4194 Project title: Hutchinson Stormwater Resilience Plan —South Statement of project purpose(s) Planning Grants for Stormwater, Wastewater, and Community Resilience Project workplan Doc Type: Grant Application The City of Hutchinson South Stormwater Resilience Plan purpose is to develop a Stormwater Resilience Plan that identifies locations and causes of localized flooding, assesses damage potential and community vulnerability due to localized flooding, develops potential projects to reduce flooding and mitigate the effects of climate change, and estimates the cost of project implementation. The plan will focus on the area of the City that is south and west of the South Fork Crow River as shown on the study area map provided in the application. Public engagement will be conducted during the development of this Plan to obtain information about past flooding and provide educational opportunities for the public to learn about the City's stormwater infrastructure, climate change, and their ability to improve community resiliency. Goal statement, project deliverable(s), tasks, and subtasks Goal statement: The City of Hutchinson will achieve the following goals through the development of a Stormwater Resilience Plan: (1) Identify locations within the study area that are most prone to localized flooding by developing an XPSWMM model of the stormwater management infrastructure, (2) Identify feasible stormwater improvement projects that minimize localized flooding within the study area and develop corresponding implementation cost estimates, (3) Estimate the impact of climate change on existing stormwater infrastructure, and considering the proposed improvements, (4) Conduct a vulnerability assessment to identify locations where localized flooding impacts vulnerable populations for existing and proposed conditions, (5) Conduct a damage potential assessment to identify areas of greatest flood damage potential within the study area for existing and proposed conditions, (6) Conduct a critical infrastructure assessment to identify locations within the study area where critical infrastructure is at risk of flooding for existing and proposed conditions, (7) Engage the public to obtain input and share information throughout the planning process, and (8) Produce an actionable plan that clearly identifies feasible stormwater improvement projects, prioritizes projects for implementation, and provides corresponding implementation costs. Project deliverables: The primary deliverable will be a Stormwater Resilience Plan for the City of Hutchinson. This Plan will provide detailed information about available stormwater data, the XPSWMM modeling used to identify areas as having a high risk of localized flooding, and the results of the damage potential assessment, critical infrastructure assessment and vulnerability assessment for the study area. This Plan will also clearly identify projects which could be implemented to minimize localized flood risk within the study area during current and future climate conditions. These projects will be prioritized based on the results of the damage potential assessment, vulnerability assessment, critical infrastructure assessment and other factors. Implementation cost estimates will be developed for each of the recommended proposed projects. XPSWMM modeling will be conducted to estimate the expected benefits of the projects as it relates to localized flood risk, and community vulnerability. This Plan is expected to provide a comprehensive summary of the City's plan to increase stormwater resilience within the study area and will be used for future funding applications for project implementation. Task 1 of 8: Data Collection/Review and Watershed Delineation subtask 1a: Data Collection/Review Brief description of activities involved: Previously completed stormwater studies and reports will be reviewed to better understand previously identified stormwater issues and priorities within the study area. The City's existing GIS database of the stormwater management system will also be reviewed to identify gaps in the data that are needed develop the XPSWMM Model and conduct an accurate analysis of the City's stormwater management system. This gap analysis will then be used to develop a scope of work for data management and field data collection to be completed by the City. The data collected in the field will be added to the existing GIS database by the City to further improve the existing datasets. Page 1 of 4 subtask 1b: Watershed Delineation Brief description of activities involved: A comprehensive stormwater map will be developed in GIS including the City's stormwater databases, LiDAR-based topographic data, and soils mapping. This map will be used to delineate major and minor watersheds within the study area and assign hydrologic parameters to account for land cover and estimate runoff from each watershed. The watershed area and associated hydrologic parameters will be associated with a specific feature within GIS so that the data can be imported to XPSWMM at the correct location. Task 2 of 8: XPSWMM Model Development —Existing Conditions subtask 2a: Develop Existing Conditions Model Brief description of activities involved: A hydrologic and hydraulic model of the study area will be developed using XPSWMM. This model will include a 2D modeling component that represents flood storage and overland flow patterns to simulate real -world conditions more accurately than a traditional 1 D model. This model will also provide inundation mapping showing flood -prone areas and potential flooding depths for all rainfall events analyzed. Subtask 2b: Existing Conditions Model Calibration Brief description of activities involved: Using information and photographs on localized flooding that has occurred in the past, the XPSWMM model will be calibrated to improve the overall accuracy and relevance of the modeling effort. Historic rainfall event data will be simulated and inundation maps will be generated and used to obtain feedback on the validity of the modeling results. The XPSWMM model parameters and input data will be modified as needed to produce results that match observations of past localizing flooding. Task 3 of 8: Review Existing Conditions Results Subtask 3a: Flood Inundation Assessment for Existing Conditions Brief description of activities involved: The XPSWMM modeling of the existing stormwater infrastructure will be used to map locations of localized flooding for various rainfall events based on rainfall events currently used for design. subtask 3b: Pipe Capacity Assessment for Existing Conditions Brief description of activities involved: The XPSWMM modeling of the existing stormwater infrastructure will be used to develop a color -coded map of the modeled pipe segments to indicate which segments have anticipated flows above or below the system capacity. This result is intended to provide a visual of the undersized pipe segments which are likely contributing to the localized flooding estimated by the model. Subtask 3c: Analysis of Future Rainfall Scenarios with Existing Stormwater System Brief description of activities involved: The XPSWMM model of the existing stormwater infrastructure will be used to simulate potential future rainfall events to estimate the impact of climate change on flood risk. These parameters will be identified for a point 50 years from now which coincides with an estimated 50-yr lifespan of stormwater infrastructure installed today. subtask 3d: Vulnerability Assessment for Existing Conditions Brief description of activities involved: The flood inundation results produced in Subtask 3a will be overlaid with the MPCA's Environmental Justice mapping to identify flood risk within areas of vulnerable populations. This information will be used to identify proposed improvements to limit community vulnerability to flooding. Subtask 3e: Critical Infrastructure Assessment for Existing Conditions Brief description of activities involved: The flood inundation results produced in Subtask 3a will be overlaid with a GIS dataset developed by the City that identifies locations of critical infrastructure such as fire stations, drinking water wells, hospitals, etc. This information will be used to identify proposed improvements to limit impacts of flooding on critical infrastructure. Subtask 3f: Damage Potential Assessment for Existing Conditions Brief description of activities involved: The flood inundation results produced in Subtask 3a will be overlaid with the County parcel dataset with building values categorized. This information will be used to identify proposed improvements to limit damage potential caused by flooding within the community. Task 4 of 8: Develop Proposed Improvements and Analyze with XPSWMM Model subtask 4a: Develop and Evaluate Concepts for Stormwater Management Improvements Brief description of activities involved: Stormwater management improvement project concepts will be developed and may include increasing pipe capacity, incorporating more stormwater detention and/or treatment, or rerouting drainage systems. Up to 7 project concepts will be developed based on the results described in Task 3. These projects will focus on reducing the localized flooding while minimizing risk and reducing the vulnerability within the study area. These projects will likely also incorporate a water quality improvement component that would contribute to the City's ongoing effort to improve the water quality of the Crow River which is an impaired stream. The project list will be compared to the City's Capital Improvement Plan to identify opportunities for cost savings by adding stormwater infrastructure improvements to a previously planned project. Subtask 4b: Estimate Project Implementation Costs Page 2 of 4 Brief description of activities involved: Project implementation costs will be estimated for each of the proposed improvement projects and will include construction, engineering, and property acquisition costs.. Task 5 of 8: Review Proposed Conditions Results Subtask 5a: Flood Inundation Assessment for Proposed Conditions Brief description of activities involved: The XPSWMM modeling of the proposed stormwater infrastructure will be used to map locations of localized flooding for various rainfall events based on rainfall events currently used for design. These results will be used to estimate the reduction in localized flooding associated with the proposed conditions. These results may also indicate unintended consequences of a proposed improvement such as increased downstream flooding, which will then be used to refine the proposed alternative. subtask 5b: Pipe Capacity Assessment for Proposed Conditions Brief description of activities involved: The XPSWMM modeling of the proposed stormwater infrastructure will be used to develop a color -coded map of the modeled pipe segments to indicate which segments have anticipated flows above or below the system capacity. These results will be used to visualize the improvement in pipe capacity associated with the proposed conditions. These results may also indicate unintended consequences of a proposed improvement such as decreased downstream pipe capacity, which will then be used to refine the proposed alternative. Subtask 5c: Analysis of Future Rainfall Scenarios with Proposed Stormwater System Brief description of activities involved: The XPSWMM model of the proposed stormwater infrastructure will be used to simulate potential future rainfall events to estimate the impact of climate change on the flood risk. These parameters will be identified for a point 50 years from now which coincides with an estimated 50-yr lifespan of stormwater infrastructure installed today. These results will estimate how the proposed improvements may alleviate localized flooding while considering effects of climate change. subtask 5d: Vulnerability Assessment for Proposed Conditions Brief description of activities involved: The flood inundation results produced in Subtask 5a will be overlaid with the MPCA's Environmental Justice mapping to identify flood risk within areas of vulnerable populations. This information will be used to estimate the extent that the proposed improvements limit community vulnerability to flooding. Subtask 5e: Critical Infrastructure Assessment for Proposed Conditions Brief description of activities involved: The flood inundation results produced in Subtask 5a will be overlaid with a GIS dataset developed by the City that identifies locations of critical infrastructure such as fire stations, drinking water wells, hospitals, etc. This information will be used to estimate the extent that proposed improvements limit impacts of flooding on critical infrastructure. Subtask 5f: Damage Potential Assessment for Proposed Conditions Brief description of activities involved: The flood inundation results produced in Subtask 5a will be overlaid with the County parcel dataset with building values categorized. This information will be used to estimate the extent that proposed improvements limit damage potential caused by flooding within the community. Task 6 of 8: Community Outreach and Engagement subtask 6a: Community Engagement Brief description of activities involved: Throughout the course of this planning effort, the City will lead the community engagement effort by informing the community of their intent to prepare this Stormwater Resilience Plan, invite them to provide input regarding previous flood events and impacts of flooding, and share information about the progress of the plan development and recommended mitigation strategies. subtask 6b: Community Stormwater Map Brief description of activities involved: An interactive web -based map of the study area will be developed and used as a platform to compile community input. The community will be asked to add virtual "pins" to the map to identify areas of observed flooding and ideas for improving stormwater management within the study area. This map will be publicized in the local newspaper. Task 7 of 8: Prepare and Present Stormwater Resilience Plan Subtask 7a: Prioritize Proposed Stormwater Resilience Plan Brief description of activities involved: The results of Task 5 will provide the primary framework for prioritizing proposed improvements to the stormwater management system, with a focus on reducing localized flood risk and vulnerability to flooding within the study area. An additional consideration for project prioritization will be the feasibility of adding a stormwater improvement to an already planned City project, which can result in significant cost savings for implementation. Subtask 7b: Draft Stormwater Resilience Plan Brief description of activities involved: A draft Stormwater Resilience Plan will be prepared and will include a description of the work completed as part of the preceding tasks, maps of the study area showing locations of localized flooding for current and future climate conditions, results of the risk and vulnerability assessments, and proposed projects Page 3 of 4 for lessening the impacts of localized flooding and climate change. subtask 7c: Finalize Stormwater Resilience Plan Brief description of activities involved: The draft Stormwater Resilience Plan will be modified to incorporate public input and comments provided by City staff. Task 8 of 8: Final Report and Project Deliverables subtask 8a: Submit Final Grant Report Brief description of activities involved: Will provide a final grant project report using the MPCA template approximately one month prior to the end of the grant agreement on June 30, 2025, or at completion of the project, whichever occurs first Will respond promptly to any requests by the MPCA authorized representative for additional information and/or corrections to the report. Timeframe: May -June 2025 subtask 8b: Submit Project Deliverables Brief description of activities involved: Will provide electronic files of all project deliverables to the MPCA authorized representative prior to the end of the grant agreement on June 30, 2025, or at the completion of the project, whichever occurs first. Timeframe: May -June 2025 Page 4 of 4 MMINNESOTA POLLUTION CONTROL AGENCY 520 Lafayette Road North St. Paul, MN 55155-4194 City of Hutchinson Planning Grants for Stormwater, Wastewater, and Community Resilience Budget Doc Type: Grant Application I. 11. III. IV. V. Cost category Cost ($/unit) Not to Exceed Grant funds Budgeted cash Budgeted in -kind Total budgeted Total budget match match match (11 + III) (1 + IV) City Public Works $86.00 hr $0.00 $0.00 $6,192.00 $6,192.00 $6,192.00 Lead City Environmental $68.00 hr $0.00 $0.00 $7,888.00 $7,888.00 $7,888.00 Lead City Engineering $63.00 hr $0.00 $0.00 $7,434.00 $7,434.00 $7,434.00 Technician SEH Project $220.00 hr $17,600.00 $1,760.00 $0.00 $1,760.00 $19,360.00 Manager SEH QAQC Lead $195.00 hr $23,400.00 $1,170.00 $0.00 $1,170.00 $24,570.00 SEH Modeler $150.00 hr $40,200.00 $29,400.00 $0.00 $29,400.00 $69,600.00 Total $81,200.00 $32,330.00 $21,514.00 $53,844.00 $135,044.00 SEH TOTAL FEES: $113,530.00 p-t2-27e-fy20-1 • 12126119 h1tps:1Avww.pca.staie.mn.us • Available in alternative formats • 651-296-6300 • 800-657-3864 • Use your preferred relay service Page 1 of 1 s: HUTCHINSON CITY COUNCIL HUTCHINISON Request for Board Action A CITY ON PURPOSE. Creekside Employees Out of State Travel request Agenda Item: Department: Creekside LICENSE SECTION Meeting Date: 5114/2024 Application Complete NIA Contact: Andy Kosek Agenda Item Type: Presenter: Reviewed by Staff El Consent Agenda Time Requested (Minutes): 0 License Contingency NIA Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Creekside Soils is requesting to send three employees; Andy Kosek, Dan Broucek, Dion Carter, to northern Illinois for site visits to view equipment on May 21 st and 22nd. The first site visit would be to Midwest Organics Recycling, a composting operation near McHenry, IL to view a piece of equipment in operation, a Komptech Hurrikan which is an air separating unit used to remove contaminants from compost and/or reject material. This unit is the closest one to Hutchinson in operation. The second visit would be to Cherry's Industrial Equipment Corp located in Roselle, IL, a manufacturer of pallet inverters. Pallet inverters turn filled pallets upside down so that damaged pallets, or damaged bags at the bottom of a filled pallet, can be removed and replaced without manually re -stacking the entire pallet. A significant time and injury saving process. Both units are pieces in which we are seeking. Unfortunately, they both have limited opportunities to conduct on -site demonstrations due to equipment availability (separator) and being a stationary unit that needs to be anchored and hard wired in (inverter). The two sites are located approximately 45 minutes apart from each other. Staff would drive with one overnight stay. Travel budget of approx. $1,200 for hotel, meals and fuel. BOARD ACTION REQUESTED: Approve/Deny Out of State Travel for Creekside employees to N Illinois Fiscal Impact: Funding Source: Compost/Refuse Fund FTE Impact: Budget Change: New Bu Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: N/A Remaining Cost: $ 0.00 Funding Source: N/A CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE S/14/24 Check Date Check # Name Description Amount 4/19/2024 EFT EFTPS Payroll Report 3/31/24 - 4/13/24 71,665.73 4/19/2024 EFT MN Dept of Revenue Payroll Report 3/31/24 - 4/13/24 14,264.71 4/19/2024 EFT MNDCP Payroll Report 3/31/24 - 4/13/24 325.00 4/19/2024 EFT Child Support Payroll Report 3/31/24 - 4/13/24 1,102.90 4/19/2024 EFT JUNUM Voluntary Insurance Payroll Report 3/31/24 - 4/13/24 341.77 4/19/2024 EFT PERA Payroll Report 3/31/24 - 4/13/24 61,762.09 4/19/2024 EFT Further HSA Payroll Report 3/31/24 - 4/13/24 17,142.30 4/19/2024 EFT Mission Square Payroll Report 3/31/24 - 4/13/24 5,228.63 4/19/2024 EFT VOYA Payroll Report 3/31/24 - 4/13/24 260.00 4/19/2024 115552 HART Payroll Report 3/31/24 - 4/13/24 252.44 4/19/2024 115553 JUELS Union Dues Payroll Report 3/31/24 - 4/13/24 352.50 4/19/2024 115554 JMNPEA Payroll Report 3/31/24- 4/13/24 720.00 4/19/2024 115555 UNUM Life &ADD Insurance Payroll Report 3/31/24 - 4/13/24 996.76 5/3/2024 115556 Manual Employee Check Payroll Report 4/14/24 - 4/27/24 13.16 5/3/2024 115557 Manual Employee Check Payroll Report 4/14/24 - 4/27/24 12.93 5/3/2024 115558 Manual Employee Check Payroll Report 4/14/24 - 4/27/24 13.16 5/3/2024 115559 HART Payroll Report 4/14/24 - 4/27/24 400.22 5/3/2024 115560 NCPERS Payroll Report 4/14/24 - 4/27/24 208.00 5/3/2024 EFT EFTPS Payroll Report 4/14/24 - 4/27/24 71,621.84 5/3/2024 EFT MN Dept of Revenue Payroll Report 4/14/24 - 4/27/24 14,277.98 5/3/2024 EFT MNDCP Payroll Report 4/14/24 - 4/27/24 325.00 5/3/2024 EFT Child Support Payroll Report 4/14/24 - 4/27/24 1,102.90 5/3/2024 EFT UNUM Voluntary Insurance Payroll Report 4/14/24 - 4/27/24 341.77 5/3/2024 EFT PERA Payroll Report 4/14/24 - 4/27/24 62,958.67 5/3/2024 EFT Further HSA Payroll Report 4/14/24 - 4/27/24 17,180.76 5/3/2024 EFT Imission Square Payroll Report 4/14/24- 4/27/24 5,23&41 5/3/2024 EFT VOYA Payroll Repo rt 4/14/24 - 4/27/24 260.00 5/14/2024 115561 AARP MAY'24 AARP INSTRUCTION - SR CTR 125.00 5/14/2024 115562 ACE HARDWARE -1315 REPAIR & MAINT SUPPLIES - MULTIPLE DEPTS 793.94 5/14/2024 115563 ACE HARDWARE - 1790 STATION SUPPLIES - FIRE 138.85 5/14/2024 11S564 ACE HARDWARE -1825 CLEANER, KEYS, CLIPS, TAPE, PLIERS - POLICE 42.33 5/14/2024 115565 ACME TOOLS SANDING BELTS, PAPER - PARKS 94.90 5/14/2024 115566 ADVANCED ENGINEERING & ENVIRONMENTA SCADA SERVICES - WWTP & WATER 107,389.45 5/14/2024 115567 ADVANCED POWER SERVICES INC GENERATOR SERVICE - WATER 5,173.73 5/14/2024 115568 ALPHA WIRELESS RADIO REPAIR SHIPPING - FIRE 14.00 5/14/2024 115569 AMERICAN PRESSURE INC WW548W MARKSMAN/REAPER- WWTP 2,523.00 5/14/2024 115570 AMPLIFY FOR CHANGE SUPPORT TO MPCA GRANT- CREEKSIDE 1,400.00 5/14/2024 115571 JANIMAL MEDICAL CENTER ON CROW RIVER ANIMAL IMPOUNDS- POLICE 40.00 5/14/2024 115572 ARTISAN BEER COMPANY COST OF GOODS SOLD - LIQUOR HUTCH 1,694.40 5/14/2024 115573 AUTO VALUE - GLENCOE HATS SHOP SUPPLIES 3,331.30 5/14/2024 115574 8 & C PLUMBING & HEATING INC PLUMBING REPAIR AQUATIC CENTER 425.21 5/14/2024 115575 BAYSINGER, KYLE REIMB: MOORHEAD FIRE SCHOOL 108,87 5/14/2024 115576 BELLBOY CORP COST OF GOODS SOLD - LIQUOR HUTCH 2,918.77 5/14/2024 115577 BERNICK'S COST OF GOODS SOLD - LIQUOR HUTCH 2,753.20 5/14/2024 115578 BOBBING BOBBER BREWING CO COST OF GOODS SOLD - LIQUOR HUTCH 458.60 5/14/2024 115579 BOLTON & MENK INC LAKES AND RIVERS - PW 10,87&00 5/14/2024 115580 BOYER TRUCKS MS218 TANDEM BUSH KIT- STREETS 45.15 5/14/2024 115581 BOYER TRUCKS M5218T SHIFT LEVER -STREETS 239.55 5/14/2024 115582 1 BRAUN INTERTEC CORP GEOTECHNICAL- ENG 10,075.00 5/14/2024 115583 BREAKTHRU BEVERAGE COST OF GOODS SOLD - LIQUOR HUTCH 18,725.99 5/14/2024 115584 BROUCEK, DANIEL REIMB: SAFETY FOOTWEAR-CREEKSIDE 174.95 5/14/2024 115585 BS&ASOFTWARE ANNUAL SERVICE/SUPPORT - MULTIPLEDEPTS 16,681.00 5/14/2024 115586 BSN SPORTS LLC BLEACHER REPLACEMENT PIECES - PARKS 425.01 5/14/2024 115587 C & L DISTRIBUTING COST OF GOODS SOLD - LIQUOR HUTCH 64,703.72 5/14/2024 115588 ICARS ON PATROL SHOP LLC SQUADS REPAIRS/SETUP, TOW - POLICE 14,772.71 5/14/2024 115589 CENTRAL HYDRAULICS EQUIPMENT PARTS - MULTIPLE DEPTS 1,324.03 5/14/2024 115590 CENTRAL MCGOWAN HATS WELDING SUPPLIES 213.70 5/14/2024 115591 CINTAS CORPORATION SUPPLIES&SERVICE - MULTIPLEDEPTS 560.87 5/14/2024 115592 CIT SEWER SOLUTIONS FORCE MAIN REPAIR -SCHOOL RD - WWTP 67,979.76 5/14/2024 115593 COKER COMPOSTING AND CONSULTING SUPPORT TO COMPOST IT RIGHT MPCA GRANT- CREEKSIDE 100.00 5/14/2024 115594 ICOLDSPRING NICHEPLAQUE- CEMETERY 704.00 5/14/2024 115595 1COLORBIOTICS LLC GOLD COLORANT - CREEKSIDE 4,290.00 5/14/2024 115596 ICORE & MAIN LP 3/4 WATER METERS - WATER 15,168.00 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE S/14/24 Check Date Check # Name Description Amount 5/14/2024 115597 CORRA GROUP CREDIT REPORT- POLICE 36.00 5/14/2024 115598 CRESTED RIVER COST OF GOODS SOLD - LIQUOR HUTCH 1,143.45 5/14/2024 115601 CROW RIVER WINERY COST OF GOODS SOLD - LIQUOR HUTCH 1,556.40 5/14/2024 115602 CROWN LIFT TRUCKS FORKLIFT MAINT, PARTS - CREEKSIDE 3,019.58 5/14/2024 115603 ICZECH, RANDY REIMB: MRWA CONF -WATER 32.20 5/14/2024 115604 JDAHLHEIMER BEVERAGE COST OF GOODS SOLD -LIQUOR HUTCH 74,525.44 5/14/2024 115605 DANCO COMMERCIAL PAINTERS INC CONTAINMENT PIT RESTORATION - WATER 3,400.00 5/14/2024 115606 DELEGARD TOOL CO HATS TRUCK JACK 2,519.51 5/14/2024 115607 DESIGN ELECTRIC INC LIBRARY FOUNTAIN PARTS- PARKS 14.34 5/14/2024 115608 ECOLAB PEST ELIMINATION RODENT PROGRAM-CREEKSIDE 212.61 5/14/2024 115609 EHLERS & ASSOCIATES INC TIF ADMINISTRATION AND HOTEL PROJECT - EDA 560.00 5/14/2024 115610 EIDEN, ALEXANDER REIMB: MOORHEAD FIRE SCHOOL 97.39 5/14/2024 115611 FARM -RITE EQUIPMENT MS592T STUMP GRINDER TEETH - STREETS 943.30 5/14/2024 115612 FASTENAL COMPANY EQUIPMENT PARTS - MULTIPLE DEPTS 386.33 5/14/2024 115613 FENSKE, BRUCE REIMB: SAFETY FOOTWEAR -STREETS 159.95 5/14/2024 115614 FERGUSON ENTERPRISES LLC #3326 LAB REAGENTS- WATER 393.00 5/14/2024 115615 FERTIMIX INC LANDSCAPING MATERIALS - STREETS 3,540.00 5/14/2024 115616 FINANCE & COMMERCE PRINTING & PUBLISHING -WATER METER PROJECT 393.96 5/14/2024 1115617 FINANCE & COMMERCE SUBSC SERVICES DUES & SUBSCRIPTIONS- ENG 384.00 5/14/2024 115618 FIRST ADVANTAGE LNS OCC HEALTH SOLU FIRST ADVANTAGE DRUG TESTING 225.95 5/14/2024 115619 FORCE AMERICA MS894T RETROFIT KIT - STREETS 1,913.76 5/14/2024 115620 FORKLIFTS OF MINNESOTA INC MH439H EMISSIONS TEST- HATS 70.00 5/14/2024 115621 FUZE LOGISTICS SERVICES USA INC CREEKSIDE BAGGED FREIGHT 4,075.00 5/14/2024 115622 GALCO INDUSTRIAL ELECTRONICS LS CONTROL CABINET AIR FILTERS - WWTP 55.08 5/14/2024 115623 1 GALLS LLC UNIFORM SHORTS, BELT, PANTS, NAMETAGS- POLICE 348.93 5/14/2024 115624 GOLD TREE APPAREL HOLIDAY PARTY APPAREL CERTIFICATES REDEEMED 89.00 5/14/2024 115625 GRAINGER EQUIPMENTPARTS- MULTIPLEDEPTS 1,468.02 5/14/2024 115626 GRATKE,TIM REIMB:SAFETYFOOTWEAR -WWTP 199.95 5/14/2024 115627 HACH COMPANY NITRATE TNTS - WWTP 210.60 5/14/2024 115628 HANSEN GRAVEL INC FREIGHT, ROCK - MULTIPLE DEPTS 673.00 5/14/2024 115629 1 HANSEN TRUCK SERVICE LADDER 1 CHASSIS SERVICE - FIRE 642.80 5/14/2024 115630 HCVN-TV 1ST QTR MEDIACOM FRANCHISE FEES 23,723.62 5/14/2024 115631 HERALD JOURNAL PUBLISHING WIN STOCK ADVERTISING - LIQUOR HUTCH 358.00 5/14/2024 115632 HILLYARD / HUTCHINSON REPAIR & MAINT SUPPLIES- MULTIPLE DEPTS 578.11 5/14/2024 115633 HJERPE CONTRACTING SEWER & WATER LINE REPAIRS 16,283.80 5/14/2024 115634 HOFF, RANDY FLOWERS WEGNER- POLICE 50.00 5/14/2024 115635 HOLT MOTORS INC MS890T TRUCK REPAIR - STREETS 16,281.74 5/14/2024 115636 HOME CITY ICE COMPANY COST OF GOODS SOLD - LIQUOR HUTCH REFUND: SPONSORSHIP TO GO TO HUTCH BASEBALL - REC 319.34 5/14/2024 115637 HOMETOWN REALTY 300.00 5/14/2024 115638 HUTCHFIELD SERVICES HATS JANITORIAL SERVICE 1,485.75 5/14/2024 115639 HUTCHINSON CHAMBER & TOURISM MAR 2024 LODGING TAX 6,596.20 5/14/2024 115640 HUTCHINSON HEALTH HRA SUMMERFIELD PREEMPLOYMENT PHYSICAL 318,00 5/14/2024 115641 HUTCHINSON JAYCEES GRANT FOR JAYCEE WATER CARNIVAL 3,000.00 5/14/2024 115642 HUTCHINSON LEADER ADVERTISING - MULTIPLE DEPTS 2,736.30 5/14/2024 115643 HUTCHINSON UTILITIES SENSUS RNI SUPPORT, DAMAGED LIGHT- MULTIPLE DEPTS 10,036.27 5/14/2024 115644 HUTCHINSON WHOLESALE #1551 HUBCAP FOR TMR MIXER - CREEKSIDE 30.33 5/14/2024 115645 INDUSTRIAL PNEUMATIC SYSTEMS COMPRESSOR OIL- WATER 791.49 5/14/2024 115646 INTERSTATE BATTERY SYSTEM OF MPL5 HATS BATTERIES 1,626.50 5/14/2024 1115647 INTERSTATE BEARING SYSTEMS INC BAGGER PARTS - CREEKSIDE 1,401.83 5/14/2024 115648 ISO #423 MAR CLASSES - ECFE 29.29 5/14/2024 115649 ISO #423 FACILITY RENTAL- REC 1,283.80 5/14/2024 115650 ISD423/PRCE SUMMER PRCE BROCHURE - PRCE 2,613.50 5/14/2024 115651 1 FRANK SCHMIDT & SON CO TREE ORDER FOR SPRING 2024-STREETS 16,947.49 5/14/2024 115652 JAUNICH, MATT REIMB: COMPASS MTG, MCMA CONF - ADMIN 221.77 5/14/2024 115653 IJAY MALONE MOTORS REPAIRS ON #664 - PARKS 1,157.21 5/14/2024 115654 1MS CONCRETE CURB REPAIR -156 NORTH HIGH DR NE - STREETS 1,725.00 5/14/2024 115655 JOHNSON BROTHERS LIQUOR CO COST OF GOODS SOLD - LIQUOR HUTCH 31,105.48 5/14/2024 115656 K & A CONTRACTING LLC SIDEWALK REPAIRS -STREETS 4,522.50 5/14/2024 115657 KASTEL, BRUCE UB REFUND 38.00 5/14/2024 115658 KERI'S CLEANING & HANDYMAN SERVICES CLEANING - MULTIPLE DEPTS 6,806.06 5/14/2024 115659 IKEYSTONE COMPENSATION GROUP LLC GRADING, EVALUTION -MULTIPLE DEPTS 1,675.00 5/14/2024 115660 JKLOSSJOM REIMB: P/U SWITCH FOR LH - IT 79.06 5/14/2024 115661 1 KOBOW, BECKY REIMB: STRATEGIC MKTG TUITION - CREEKSIDE 657.81 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE S/14/24 Check Date Check # Name Description Amount 5/14/2024 115662 KONRAD MATERIAL SALES LLC UPM - STREETS 1,049.20 5/14/2024 115663 KRANZ LAWN & POWER SHROUD - STREETS 58.99 5/14/2024 115664 LAKELAND MEDIA LLC RADIO ADVERTISING - LIQUOR HUTCH 150.00 5/14/2024 115665 LAWSON PRODUCTS INC RIVETS, FITTINGS, PAINT, OIL, NOZZLE - HATS 916.40 5/14/2024 115666 IMACQUEEN EQUIPMENT WW548W 8 CLAMP 1-HOOK - WWTP 140.85 5/14/2024 115667 IMADDEN GALANTER HANSEN LLP UNION NEGOTIATION - POLICE 1,243.36 5/14/2024 115668 MARCO TECHNOLOGIES LLC PRINTING CONTRACT- MULTIPLE DEPTS 1,750.22 5/14/2024 115669 MARCO TECHNOLOGIES LLC NW 7128 PRINTING CONTRACT- MULTIPLE DEPTS 189.56 5/14/2024 115670 MARIE RIDGEWAY & ASSOCIATES THERAPY SESSION - POLICE 320.00 5/14/2024 115671 MAVERICK WINE COST OF SALES - LIQUOR HUTCH 1,797.84 5/14/2024 115672 MCLEOD COUNTY HHW ELECTRONICS - STREETS 11.40 5/14/2024 115673 MENARDS HUTCHINSON REPAIR & MAINT SUPPLIES- MULTIPLE DEPTS 1,114.09 5/14/2024 115674 IMESSNER, KEITH REIMB:JURY DUTY -ENG 15.12 5/14/2024 115675 MIDWEST ELECTRIC & GENERATOR PERMIT REFUND - BLDG INSP 61.00 5/14/2024 115676 MIDWEST MACHINERY CO SOCKET, PLUG FOR SS TRACTOR - CREEKSIDE 156.64 5/14/2024 115677 MINI BIFF EQUIPMENT RENTAL COMPOST-CREEKSIDE 117.81 5/14/2024 115678 MINNESOTA PETROLEUM SERVICE HATS FUEL TESTING/CERTIFICATION 960.00 5/14/2024 115679 MINNESOTA UNEMPLOYMENT INSURANCE SECURITY UNEMPLOYMENT 5,782.22 5/14/2024 1115680 MINNESOTA VALLEY TESTING LAB LAB SAMPLE TESTING -MULTIPLE DEPTS 1,394.40 5/14/2024 115681 MORGAN CREEK VINEYARDS COST OF GOODS SOLD - LIQUOR HUTCH 2O1.60 5/14/2024 115682 MOUNTAIN WEST LLC CEDAR MULCH BULK - CREEKSIDE 3,965.00 5/14/2024 115683 M-R SIGN DISABLED PARKING SIGN - STREETS 118.25 5/14/2024 115684 MYGUY INC WW648W WASHJET NOZZLES - WWTP 92.88 5/14/2024 115685 NEAL, SHAYLA REIMB: MILEAGE TO ELECTION TRAINING 19.43 5/14/2024 115686 NEW FRANCE WINE COST OF GOODS SOLD - LIQUOR HUTCH 974.00 5/14/2024 115687 NORTH CENTRAL INTERNATIONAL MS894T MUD FLAPS -STREETS 182.72 5/14/2024 115688 NORTH CENTRAL LABORATORIES LAB CHEMICAL STANDARDS - WWTP 58.50 5/14/2024 115689 NORTHERN HOLLOW WINERY COST OF GOODS SOLD - LIQUOR HUTCH 432.00 5/14/2024 115690 NUSS TRUCK & EQUIPMENT MS923TSTEP/BRACKET -STREETS 190.64 5/14/2024 115691 NUVERA PHONE SERVICES - MULTIPLE DEPTS 5,729.72 5/14/2024 115692 ODP BUSINESS SOLUTIONS LLC OFFICE SUPPLIES- HATS 184.45 5/14/2024 115693 ORIGINAL WATERMEN INC OPERATING SUPPLIES -WATER PARK 3,425.34 5/14/2024 115694 PARK NICOLLET CLINIC CAM - EV CTR 1,500.00 5/14/2024 115695 PAUSTIS WINE COMPANY COST OF GOODS SOLD - LIQUOR HUTCH 4,739.00 5/14/2024 115696 JPEDERSENJAC REIMB: SAFETY FOOTWEAR - WWTP 334.66 5/14/2024 115697 1PEOPLEREADY INC CREEKSIDE TEMP STAFFING 2,536.00 5/14/2024 115698 PHILLIPS WINE & SPIRITS COST OF GOODS SOLD - LIQUOR HUTCH 24,539.19 5/14/2024 115699 PINE PRODUCTS INC YARD AND GARDEN PINE BARK - CREEKSIDE 3,870.00 5/14/2024 115700 PLUNKETTS PEST CONTROL PEST CONTROL -ARENA 114.37 5/14/2024 115701 POMP'S TIRE SERVICE INC WWZ44WTIRES -WWTP 500.12 5/14/2024 115702 PRIME MEDIA THERMAL CITATION ROLLS - POLICE 129.60 5/14/2024 115703 PRO AUTO MN INC UTILITY-3 WATER PUMP -FIRE 582,49 5/14/2024 115704 QUADIENT INC FOLDER/STUFFER - MULTIPLE DEPTS 4,418.00 5/14/2024 115705 QUALITY FLOW SYSTEMS HEAVY DUTY SUBMERSIBLE PUMP - WWTP 11,060.00 5/14/2024 115706 READY WATT ELECTRIC SIREN MAINTENANCE- EMERGENCY MGMT 4,360.00 5/14/2024 115707 RED BULL DISTRIBUTION COMPANY INC COST OF GOODS SOLD - LIQUOR HUTCH 86.46 5/14/2024 1115708 RED ROCK FIRE LLC CONTRACT BURN OF EAST RIVER PARK - PARKS 2,213.71 5/14/2024 115709 REFLECTIVE APPAREL FACTORY INC DONOVAN - UNIFORMS - STREETS 216.48 5/14/2024 115710 REINER ENTERPRISES INC _ FLATBED TRUCKING OF BAGGED PRODUCTS-CREEKSIDE 13,460.68 5/14/2024 115711 REVIER WELDING SUPPLIES & REPAIRS-STREETS/HATS 6,770.69 5/14/2024 115712 REYES-JIMENEZ, HUGO REIMB: MOORHEAD FIRE SCHOOL 104.58 5/14/2024 115713 RUNNING'S SUPPLY REPAIR & MAINT SUPPLIES - MULTIPLE DEPTS 572.80 5/14/2024 1115714 RYAN COMPANY INC IGNITER AND UV SCANNER, EDR PM KIT, ANALYZER - POLICE 4,540.00 5/14/2024 115715 S&S TRUCKING LLC FLATBED TRUCKING FOR BAGGED PRODUCTS - CREEKSIDE 2,550.00 5/14/2024 115716 SAM'S TIRE SERVICE TIRES FOR 5S MIXER - CREEKSIDE 958.43 5/14/2024 115717 SCHMIDT, BEN REIMB: MOORHEAD FIRE SCHOOL 103.76 5/14/2024 115718 SCHUMANN, MIKE REIMB: CAKE FOR LT BADGE PINNING - FIRE 35.09 5/14/2024 115719 SHORT-ELLIOT-HENDRICKSON INC APRIL SERVICES FOR VARIOUS PROJECTS - MULTIPLE DEPTS 14,330.91 5/14/2024 1115720 SIMONSON LUMBER CO ARCHERY RANGE REPAIRS -PARKS 234.53 5/14/2024 115721 SMALL LOT MN COST OF GOODS SOLD - LIQUOR HUTCH 912.45 5/14/2024 115722 SNAP -ON INDUSTRIAL HATS TOOLS 304.73 5/14/2024 115723 SOUTHERN WINE & SPIRITS OF MN COST OF GOODS SOLD - LIQUOR HUTCH 35,682.58 5/14/2024 115724 ST CLOUD REFRIGERATION INC I HVAC REPAIR - ARENA 1,398.98 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE S/14/24 Check Date Check # Name Description Amount 5/14/2024 115725 STANDARD PRINTING-N-MAILING SUPPLIES, POSTAGE, BILLS- MULTIPLE DEPTS 3,714.30 5/14/2024 115726 STAPLES ADVANTAGE OFFICE SUPPLIES- MULTIPLE DEPTS 615.15 5/14/2024 115727 STIFTER, MICHAEL REIMB: LEAGUE RECRUITMENT EVENT- ENG 16.00 5/14/2024 115728 STREICH TRUCKING CREEKSIDE FREIGHT TO MULTIPLE LOCATIONS 2,380.00 5/14/2024 115729 ISUMMIT FIRE PROTECTION FIRE EXTINGUISHER RECHARGE -POLICE 980.85 5/14/2024 115730 SUNCOAST GARDEN PRODUCTS INC 2 CUFF FLORIDA CYPRESS - CREEKSIDE 5,889.60 5/14/2024 115731 TERMINAL SUPPLY CO HATS TORCH REFILL 18.14 5/14/2024 115732 THOMSON REUTERS-WEST CLEAR SOFTWARE - POLICE 172.93 5/14/2024 115733 TITAN MACHINERY TAN K/BAND/TRANSPORT-STREETS 2,846.31 5/14/2024 115734 TOWMASTER INC EQUIPMENT PARTS - STREETS 6,167.00 5/14/2024 115735 ITRI COUNTY WATER BOTTLE WATER AND DEL-CREEKSIDE 67.75 5/14/2024 115736 UHL COMPANY S2 ACCESS CARDS - MULTIPLE DEPTS 1,046.25 5/14/2024 115737 ULINE OPERATING SUPPLIES - MULTIPLE DEPTS 261.61 5/14/2024 115738 UNIQUE PAVING MATERIALS UPM COLD MIX -STREETS 2,556.45 5/14/2024 115739 UNUM LIFE INSURANCE CO OF AMERICA INSURANCE 3,224.97 5/14/2024 115740 US COMPOSTING COUNCIL BRONZE SOILBUILDER USCC MEMBERSHIP - CREEKSIDE 525.00 5/14/2024 115741 USA BLUE BOOK OPERATING SUPPLIES- MULTIPLE DEPTS 4,596.82 5/14/2024 115742 VIKING BEER COST OF GOODS SOLD - LIQUOR HUTCH 24,626.65 5/14/2024 115743 VIKING COCA COLA COST OF GOODS SOLD - LIQUOR HUTCH 997.73 5/14/2024 115744 VINOCOPIA INC COST OF GOODS SOLD - LIQUOR HUTCH 1,489.00 5/14/2024 115745 WASTE MANAGEMENT OF WI -MN REFUSE TAKEN TO LANDFILL 10,870.49 5/14/2024 115746 WELCOME NEIGHBOR NEW RESIDENTADV-LIQUOR HUTCH 60.00 5/14/2024 115747 IWINE COMPANY, THE COST OF GOODS SOLD - LIQUOR HUTCH 1,770.53 5/14/2024 115748 WINE MERCHANTS INC COST OF GOODS SOLD - LIQUOR HUTCH 9,366.20 5/14/2024 115749 WINEBOW FINE WINE & SPIRITS COST OF GOODS SOLD - LIQUOR HUTCH 470.00 5/14/2024 115750 WM MUELLER & SONS ASPHALT- STREETS 596.00 5/14/2024 115751 ZIEGLER INC MS219 TANDEM TUBE/GAGE - STREETS 302.46 5/14/2024 115752 ZORO TOOLS INC TOTE FOR DOWNTOWN BANNERS- PARKS 99.99 5/14/2024 115753 JA&L INVESTMENTS UB REFUND 55.22 5/14/2024 115754 AVERYON HOMES INC UB REFUND 54.29 5/14/2024 115755 BENJAMIN, GRANT UB REFUND 44.32 5/14/2024 115756 BERGS, BRET UB REFUND 107.55 5/14/2024 115757 BROWN, TRAVIS UB REFUND 32.83 5/14/2024 115758 BUBOLTZ, DALE UB REFUND 18.87 5/14/2024 115759 BUSKE, DUANE UB REFUND 37.44 5/14/2024 115760 BUSKE, DUANE UB REFUND 145.00 5/14/2024 115761 JEBLEN, DAVID & CATHERINE UB REFUND 24.11 5/14/2024 115762 EGGERT,JASON UBREFUND 277.48 5/14/2024 115763 _ HUEBENER, SARAH UB REFUND 500.00 5/14/2024 115764 MCGRAW, TOM & LINDA UB REFUND 100.00 5/14/2024 115765 MUNSELL, BEAU UB REFUND 12.25 5/14/2024 115766 PAWLICKI, LEON & SYLVIA UB REFUND 120.00 5/14/2024 115767 1 PLOTZ, GARY UB REFUND 31.24 5/14/2024 115768 PLOTZ, GARY UB REFUND UB REFUND 29.62 5/14/2024 115769 PLOTZ, GARY 0.97 5/14/2024 115770 PULKRABEK, HEIDI UB REFUND 136.14 5/14/2024 115771 RAMIREZ, ASHLEY UB REFUND 32.34 5/14/2024 115772 SIMONDET, LINDSEY & EDWARD KNOWLES ISTREICH, ROBERT E UB REFUND _ 21.13 136.63 5/14/2024 1115773 JUBREFUND i Total - Check Register A: I I § 7,Zz6,53A,94 CHECK REGISTER B FOR CITY OF HUTCHINSON CHECK DATE 5/14/24 Check Date Check# Name Description Amount 5/14/2024 115599 CROW RIVER GLASS INC REPAIR HUC WINDOWS DAMAGED BY CITY SNOW REMOVAL 248.50 5/14/2024 115600 CROW RIVER SIGNS VEHICLE GRAPHIC NUMBERS 65.00 Total - Check Register B: $ 313.50 Office of the City Administrator 111 Hassan Street SE Hutchinson, MN 55350-2522 320-234-4241/Fax 320-234-4240 Memo To: Mayor and City Council From: Matt Jaunich, City Administrator Date: 5/8/2024 Re: Memo on Gopher Campfire Sanctuary Agenda Item At Tuesday's meeting, members from the Gopher Campfire Sanctuary Board have asked to address the City Council on a request. While the specifics of the request have not been shared with city staff, we believe they are going to be asking for assistance from the City in paying for their secondary fence project that is being mandated upon them by the DNR. The only information shared with the staff was the attached "Deer Farms" sheet from the DNR along with 3 quotes for fencing. In my tenure here with the City, this will be at least the fourth request from Gopher Campfire Sanctuary for financial assistance from the City. Knowing that this facility is valuable community asset, I wanted to put together a synopsis of the City's relationship with the Sanctuary. This memo is meant to be an "informational" piece for the City Council to help you in making an informed decision on this request. As of this memo, we have not received any information on the type of request Gopher Campfire will be making. Past City Costs Records show that our involvement with the Sanctuary goes back to at least 1987. In fact, the City has incurred nearly $20,000 of expenses directly related to the Sanctuary since that time. Those costs are as follows: Check Date Vendor 1987 ?? 11/27/07 LTP 2/10/15 Gopher Campfire 10/24/17 Joe Mscan Windmill 5/11/18 Gopher Campfire Expense Description Well Improvement Well Repair 50% of Well Repair by LTP Windmill for Sanctuary Reimbursement of Windmill City Payment $7,342.90 $2,073.11 $9,235.97 $2,150.00 ($1,075.00) Total: $19,726.98 City staff is not confident on records prior to 2011, so there very well could have been additional expenses related to the Sanctuary. We don't have any details on the 1987 expenditure other than we depreciated it over 20 years. In regards to the 2015 expense, our recollection is that Gopher Campfire was trying to figure out the issue with their well and did not involve the City until they had incurred over $18,000 in expense with LTP. At the time, it seemed more of a trial and error process with LTP racking up many man-hours. In our opinion, it was very evident that the project got away from the group and the City was brought in after the fact mainly to make the contractor whole. At the time, we explained to the group that the process was unacceptable and that the City would not participate in future projects if they were handled that way. After being approached in 2017 for assistance again, we approved helping with the windmill project noting that this would be the last time the City would aid the Gopher Campfire Sanctuary group unless there was a formal cooperative agreement put in place between the Sanctuary Board and the City Council. It is important to note that the Gopher Campfire Sanctuary Board is a private group and that city monies have been spent on non -city related property and/or assets. Staff has concerns that prior and any future expenditures would not be proper public purposes expenditures, formal agreement or not. Other Costs Incurred Directly or Indirectly Related to the Sanctuarx Outside of assisting on costs related to the Sanctuary, the City also has incurred costs that were directly or indirectly related to the property. On a yearly basis, the Parks Department will use both full time and part time staff around the Sanctuary site to collect garbage, mow, weed whip, and spray for weeds on the land adjacent to the fenced in area. The parks department also maintains the granite sand pathway and they mulch and maintain the trees out in front of the sanctuary, and maintain the trial to the south of the sanctuary along the river. When the roadway adjacent to park was constructed, the City paid for the concrete pads and the Parks Department installed benches at the site along with a new fence. The Parks Department estimates that they spend roughly $1,500 a year maintaining the area around the Sanctuary. Along with the work put in by the Parks Department, the City has invested a significant amount of money to improve the infrastructure around the Sanctuary. Since 2007, the City has invested nearly $900,000 in infrastructure adjacent to the Sanctuary that directly or indirectly benefitted Gopher Campfire. Those investments were as follows: Year Description City Cost 2007 Partnership with Sanctuary to Improve Pond $28,380.38 2007 Montana St. Extension (Les Kouba to TH 7) $195,399.10 2009 Les Kouba Parkway Road, Trail & Parking Lot $179,755.79 2012/13 Les Kouba Parkway New Roadway $440,235.93 2015 Trail/Landing Improv. Adjacent to Sanctuary $48,746.25 Total: $892,519.45 Looking at the above projects in a little more detail, the improvement to the pond in 2007 was a cooperative agreement with the Sanctuary group. The City agreed to make some improvements and related maintenance issues within the Sanctuary (northeasterly basin) in 2 exchange for a drainage and utility easement for the installation of a stormwater pipe that had an outlet into the Sanctuary. The City needed the outlet to assist us in the Montana Street NW detention pond and street project. The City also agreed to make the improvement due to impacts on the Sanctuary related to the Dam Replacement, Montana Street NW Extension, and Les Kouba Parkway projects. Those projects had an impact on pond hydraulics, erosion control, bank stabilization and water quality within the sanctuary. While the construction of Les Kouba Parkway and Montana Street were not directly related to the Sanctuary, they did provide an indirect benefit to the facility making it easier to access. While the City did make improvements to the street system, we also covered the costs for the parking lot adjacent to the Sanctuary and made improvements to the trail system directly adjacent to the Sanctuary. Staff simply notes these improvements to identify the significant improvements we have made in this area of town. Future Involvement with the Gopher Campfire Sanctuarx When looking at the Gopher Campfire Sanctuary, staff has significant concerns in any involvement with this facility, from a monetary standpoint. First off, we have been unable to find any statutory language that gives us the authority to financially contribute to this private organization. In all reality, previous contributions by the city probably should not have taken place. Secondly, there has never been any formal agreement put in place that identifies a relationship between the City and the Sanctuary. With that being said, I would have concerns on our ability to even enter into some sort of agreement. The attorney general and the state auditor, over the years, have considered the question of whether cities like Hutchinson can donate/contribute public funds to various groups, and in particular, private groups like the Gopher Campfire Sanctuary. Both the attorney general and state auditor have found that such donations/ contributions are not authorized and are invalid. Lastly, the Council needs to be aware of the fact that since the facility is not publicly owned, our involvement with the site is legally limited in the current setup. If there is a strong desire to assist in this project or to be a partner moving forward with the Sanctuary, we may want to consider ownership of the facility? Maybe we want to explore an option in which the City owns the Sanctuary and we have an arraignment that Gopher Campfire managers it. Something similar to what we have with the Hutchinson Huskies at VMF. Without City ownership, I don't know how we can legally contribute to a project. Staff is hopeful that this memo will provide you with some additional background behind the request that is likely coming before us by the Gopher Campfire Sanctuary Board. Please let us know if you need any additional information. Matt 1/23124-10:39 AM Deer farms I Minnesota DNR DEPARTMENT LSE NATURAL „�S*"aaeRr*ES Deer farms The DNR administers and enforces certain statutes and rules governing white-tailed deer farms. Review below the areas of DNR responsibility that directly impact white-tailed deer farms and farmers. Responsibility for all other farmed cervids, including elk, falls to the Minnesota Board of Animal Health (https://www.bah.state.mn.us/deer-elk/).. Farmed deer contacts Wildlife 10. , Farmed deer and captive species coordinator 1509 First Ave. North Fergus rallk. n%tN 56357 michael.oehter -ostate.mn-us mailto:michael.oehler,,�)state.mn.us?Subject=Farmed ee quest' Enforcement Lt. Robert Haberman Animal health coordinator 1201 East Highway 2 Grand Rapids, MN 55744 218-204-1212 rob rt.habermangstate.mn.us(mai[to:robert.haberman@state.mn.us?Subject=Farmed deer q on). Farm information and resources Forms + Inspection and inventories + How to pay fees and fines i+ Provisions effective July 1, 2023 hitps: iwww.dnr state.rnn.usimamfnats/deerinialiagenienl!deer-fa;nis.html#fstaaid V2 1l2,3/24w10:39 AM Deer farms I Minnesota DNR Provisions effective Sept. 1, 2023 E) Provisions effective Sept. 1, 2024 Perimeter fencing • All perimeter fences for farmed cervidae must be at least 96 inches in height and be constructed and maintained in a way that prevents the escape of farmed cervidae or entry into the premises by free -roaming cervidae. • The fence must prevent physical contact between farmed cervidae and free -roaming cervidae. Expand fencing standard below for details. • The Board of Animal Health or commissioner of natural resources may determine whether the construction and maintenance of fencing is adequate to prevent physical contact or escape under this subdivision and may compel corrective action when fencing is determined to be inadequate. • Fence deficiencies must be repaired within a reasonable time, not to exceed 14 days. 0 Fencing standard DNR wilt be utilizing the same BAH approved standards Tor exc usionary fencing that is being used ' areas. Those BAH approved designs include: Background There are 125 registered white-tailed deer farms in Minnesota with a total of 3,325 deer. Changes in state law (htttas://www.revisor,mn.gov/laws/2023/0/60/taws,7.1.0#laws.7.1.0). enacted in 2023 transferred management authority of white-tailed deer farms from BAH to DNR. DNR had regulatory authority over white-tailed deer producers until 2005, when the Legislature transferred that authority to BAH. In 2021, the Legislature granted co -authority to DNR and BAH. Questions? http&:!lwww.dnr.stata.mn_us/mammals/deer/n}apagemen��deer farrns.htrpl#fs�a»� 2/3 -8 & R Home and Business Repair LLC 20718 Vwy.7 West Hutilihinsono WIN $5350 320;.587-7272 Juli* -.% - DATE OF PLMS 11 //4,0 �-, e-M�rA- !� lox,, .3— 1 1 OrIVe here y sub2gpecifications and estimates fort ... .... ... 5 pLopose lie mplete In ccarda>ph the above spcfficationpfoo t m of Qe $ oifars V, with paym r-ts to -//be made as follows: gd AnyrafteeratIon or deviation ftm aNve specifications kweiving mft owls Respectfully will be executed only upon written order, and v011 become an e*a charge submitted4��/,Z VZI- over and above the estimate. All agreements conlingent upon strikes, accidents, or delays beyond our control, Note — this proposal may be withdrawn by us I not accepted within days. _ Xtreptance of ipropool The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Sign Payments will be made as outlined above. Date ofO MCOM� Signature I A-W35WT-aW Wil 404f LINK_AT 0 . r dif E �ntFtic+t OBERG FENCE CO. P.O. Box 118 Deerwood, MN 56444 218.534-3118 5Qle500rafie =.cant "w,obe.rtcEmce.com Date: March 5, 2024 Name: Gopher Campfire Address: Hutchinson Phone Number: Fax Number: E-mail: amewrnrt�+ca * AQs: Jal:an �ne 218-534-31 I9 fax Description: Furnish and install 4,300' of 4' high 9 gauge galvanized chain link fence with top rail and fence to be sitting 6" above ground, to include one 20' double drive gate with wheels on each panel and one 4' wide walk gate. Optional 1,295' of 8' high 11 gauge galvanized chain link with one 8' double gate - $ 25,402.00 Optional 2,352.00 of 4' high SAA - $ 44,288.00 Optional to add (1) new 8' double drive gate - $ 578.00 No prevailing wages included! If permits or private locates needed, home owner/contractor is responsible. All brushing & removal of brush must be done prior to installation by owner. All electrical to any operated gate openers to be supplied by customer. Layout/staking by customer. Certificate of insurance is available upon request. All site preparation including grading, clearing, brushing, mowing, debris removal or disposal shall be by others. Signature on proposal indicates agreement with Oberg terms and conditions provided. Signed proposal and P.O. or 1/2 down are necessary to begin the scheduling process, balance is due upon completion. We will furnish material and labor in accordance with the above description for the sum of $ 77,868.00 Any alteration or deviation from above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. Owner to carry fire, tornado, and all other necessary insurance. Our workers are frilly covered by Worktiam's Compensation kisuraacc. Salesman Signature: Tfis proposal may be withdrawn if not accepted In 3 days. Acceptance of Proposal: Signature; Date: You are authorised V dothe wdr#r es spet_4&d. Paym mt wlll be as outlined shove - This proposal may be withdrawn if not accepted within 7 days. Changes to above description must be executed with a written change order, and will become an extra charge over the above price. We are fully insured; also bonding is available if required at an additional cost. Onamnarrip.Enemas�A� 'Illllllll llllllll�' NLF -F 6390 McKinley St NW, STE 150 Ramsey, MN 55303 (763) 316-4881 Estimator: Steve Sales Rep: Troy Garvey (612) 428-7470 troy@northlandfence.coom Northland Fence Contact: Leon Goldschmidt 86502 County Rd 20 Stewart MN 65385 F.9t MOO No-11940 lEsUmate Die: 2120=24 Rem -Name DesCelpftall Qty Price Ainotlnf 4' BLACK CHAIN LINK FENCE Installation of 48" Black Chain Unk Fance.1 4,300.00 $30.00 $129,000.00 All posts are 2" x 8' and driven 42" below grade (guaranteed against winter post heaving)_ Chain link sections are broken down in 8' or less giving you more posts per line (majority of our competitor's have 10' sections). 1 3/8" top -rail throughout fence; 1f gauge core fabric with 8 gauge finish (heavy-duty unlike big box stores). 4' x 4` BCL Walk. Grate 4' x 4' Bl.ack Chain Link Walk Gate - Standard pits. 1:00$400.00. $400.00 hinges and (padlockable) fork latch. 4' x 8' BCL Double Gate 4' x 8' Black Chain Link Double -Drive Gate- Standard 1.00 $800.00 $800.00 pin hinges, drop -rod assembly and (padlockable) fork latch. 4 x 10' BC Double Gate 4' x 10' 131ack Chain Link Double-U'rive Oats- Standard 1.Ofi1' $9DQ.t)Q' $90b.00 ` pin hinges; drop -rod assembly and (padlt�kable) fork =" latch. Chain Link Fence Warranty 15-Year Materials warranty and our 10-year Hassle- 1.00 $0.00 $0.00 Free Workmanship warranty including the following - Heaved fence posts, Leaning fence posts, Gate adjustments. "Warranty is non -transferable from homeowner to homeowner.' Discount 30°l° Discount 1:0Q ($39,330.0% ($39,330.00), Document ID: 5431 D423-3966-•447E-8C24-C65B3823371 A Page 1 of 2 RA HUTCHINSON HOUSING AND REDEVELOPMENT AUTHORITY 2023 Annual Report The Hutchinson HRA (HHRA) was formed by the Hutchinson City Council in 1969 to address a shortage of housing for low to moderate income families and to address substandard areas in Hutchinson. • The HHRA owns and manages Park Towers Apartments. • The HHRA administered housing rehab programs throughout the city to preserve housing stock and improve neighborhoods. CITY CENTER OFFICE 111 Hassan Street SE Hutchinson, MN 55350 (320) 234-4251 Fax (320) 234-4240 Website ■ ■ PARK TOWERS ■ 133 Third Ave. SW Hutchinson, MN 55350 (320) 587-2168 FAX (320) 587-3748 2023 HUTCHINSON YEARLY COMPARISONS: RENTAL VACANCY RATE 16.00% 14.00% 12.00% 10.00% 8.00% 6.00% 4.00% 2.00% 0.00% Rental Data from the December 2023 Apartment Survey: Market Rate General Occupancy Vacancy Rate Hutchinson 2023 Vacancy Rates ■ Market Rate General 8.95% Occupancy (860 14 % 10.00% -r o units) 10.31% 9 %9.00% 8.38% 4.60% 4.68% 5 % o 212%111.76 1.89% 1.85% 0.7 % 1 % 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2021 2022 2023 8.00% 6.00% 4.00% 2.00% 0.00% 2023 Vacancy Rates ■ Subsidized (Non Market Rate) General Occupancy (283 units) ■ Senior Rental Housing Market Rate (190 units) Average Hutchinson Rents* .. $731 .. M,, $866 • .. $983 * October 2023 Su 2023 HUTCHINSON YEARLY COMPARISONS: HOME RESALES 2023 Home Mortgage Rates: Early in 2023, the 30-year fixed home mortgage rate was 6.48% and ended at 6.61 % according to Freddiemac.com. Home Resales Data from McLeod County Assessor's Office Home Resales City of Hutchinson 7011 thrnuoh 7073 Year 2023 2022 2021 2020 2019 2018 2017 2016 2015 2014 2013 2012 2011 Price Range No. Pct. No. Pct. No. Pct. No. Pct. No. Pct. No. Pct. No. Pct No. Pct. No. Pct. No. Pct No. Pct No. Pct. No. Pct. Under $50,000 2 0.8% 2 0.7% 4 1.1% 7 2.0% 1 0.3% 7 1.9% 9 2.7% 10 3.0% 15 4.2% 18 57% 29 10.2% 44 15.3% 30 12.4% $50,000to$74,999 3 1.1% 4 1.3% 5 1.3% 10 2.9% 5 1.6% 11 3.1% 10 3.0% 15 4.6% 26 7.3% 17 5.4% 35 12.3% 33 11.5% 31 12.8% $75,000to$99,999 11 4.2% 11 3.7% 13 3.5% 10 2.9% 8 2.5% 15 4.2% 22 6.6% 38 11.6% 39 11.0% 34 10.8% 36 12.7% 62 21.6% 46 19.0% $100X to $124,999 6 2.3% 7 2.3% 10 2.7% 19 5.5% 27 8.6% 46 12.8% 46 13.8% 54 16.4% 58 16.3% 59 18.7% 49 17.3% 52 18.1% 48 19.8% $125,000to$149,999 7 2.1% 12 4.0% 29 7.8% 49 14.4% 50 15.9% 67 18.7% 70 21.0% 76 23.1% 68 19.1% 68 21.5% 59 20.8% 41 14.3% 33 13.6% $1500to$174,999 12 4.5% 21 1.0% 34 9.1% 51 14.9% 64 20.3% 70 19.5% 73 21.9% 55 16.7% 60 16.8% 51 16.1% 29 102% 16 5.6% 22 9.2% $115,000to199,999 22 8.3% 30 10.0% 58 15.5% 55 16.0% 59 187% 55 15.3% 39 11.8% 23 7.0% 21 7.6% 21 6.6% 16 5.6% 13 4.5% 9 3.7% $200,000+ 201 16.1% 212 10.9% 220 59.0% 142 41.4% 101 32.1% 88 24.5% 64 19.2% 58 17.6% 63 17.7% 48 15.2% 31 10.9% 26 9.1% 23 9.5% Total 264100.0% 299100.0% 373100.0% 343100.0% 315100.0% 359100.0% 333100.0% 329100.0% 356100.0% 316100.0% 284100.0% 281100.0% 242 100.0% Median 1 $246,250 1 $244,000 1 $215,400 1 $186,000 1 $175,000 1 $161,900 1 $153,500 1 $140,000 1 $138,750 1 $133,500 1 $121,000 $101,400 $109,950 Sources: McLeod County Assessor's Office 0.8 2023 Hutchinson Home Sale Price Range ■ Under $50,000 = .8% ■ $50,000 to 74,999 = 1.1 % ■ $75,000 to 99,999 = 4.2% ■ $100,000 to 124,999 = 2.3% ■ $125,000 to 149,999 = 2.7% ■ $150,000 to 174,999 =4.5% ■ $175,000 to 199,999 = 8.3% ■ $200,000 to 224,999 = 14.49/o ■ $225,000 to 249,999 = 12.5% ■ $250,000 to 274,999 = 11.49/o ■ $275,000 to 299,999 = 9.8% ■ $300,000 to 399,999 = 17.8% ■ $400,000 to 499,999 = 8.3% ■ $500,000 plus = 1.9% 2023 HUTCHINSON YEARLY COMPARISONS: HUTCHINSON FORECLOSURES 250 McLeod County and Hutchinson McLeod County 200 Foreclosure Counts =Hutchinson 200 176 159 150 13 100 3 7 75 0 2 53 50 5 A4- 28 25 18 3kj117.12 4 5 3 1910 41 1 0 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 2022 23 -50 SUMMARY OF HHRA 2023 ACCOMPLISHMENTS: PARK TOWERS APARTMENTS MANAGEMENT- MULTIFAMILY, SECTION 8 PROJECT BASED RENTAL ASSISTANCE PROGRAM (PBRA): Tenant Demographics Park Towers Property Management Average age of head of household is 56. • 16 move -ins, and 13 move -outs and one • 46 Sixty-two or older transfer to a HIC unit in 2023. • 47 Disabled Income Categories, • Instituted a tenant text messaging system for • 27.5% Extremely Low (i.e. 1-person household $19,750 or less than) snow removal and other important messages • 71.4% Very Low (i.e. 1-person household $19,751 - $32,900) for the tenants. • 1.1% Low (i.e. 1-person household $32,901 - $52,650) Asset Preservation, Property Improvements and Energy Conservation • Updated the security camera system. . Replaced laundry room exhaust fan motor. • Replaced the 7h floor Fireside room Mini Split. . Boiler system (heat and water heater) repairs. • Repaired water softener system. . Installed 57 unit, Federal Pacific Electric Panels. • Installed a mail room, secure parcel cabinet system. . New vinyl planking was installed in 11 units at turns. • Water saver power flush toilets were installed in 11 units to save water and reduce toilet plugs. • 1 H/C unit range, 1 refrigerator, and 2 A/C units were replaced. SUMMARY OF HHRA 2023 ACCOMPLISHMENTS: CITY CENTER OPERATIONS Owner Occupied Rehabilitation Programs: 1. City Home Improvement Program Grants RIF) : This program was added in 2015 as a flexible tool for rehab of single-family, owner occupied housing throughout the city. It has multiple divisions to target different community needs. Program Division Accomplishments: • City Home Repair Grant Program — 4 projects closed in 2023 (5 approved in 2022 but completed in 2023) • Ten past City of Hutchinson Owner Occupied Rehab Program projects were completely forgiven in 2023. 2. Minnesota Housing Rehab Loan Program (RLP) — Zero project in 2023 but 2 application processed. One will be moving forward in 2024. SUMMARY OF HHRA 2023 ACCOMPLISHMENTS: CITY CENTER OPERATIONS V ua . House Move to Island View Heights Lot • The Hutchinson HRA moved a 2-bedroom, one -bathroom rambler that was donated by the City of Hutchinson/EDA to an HHRA owned vacant lot. • It has an unfinished full basement with egress windows for expansion space. An attached two -stall garage was added on to the home. The house is scheduled to be completed spring 2024. The home is to be owner -occupied and will be sold to a homebuyer that has a gross household income at or below the McLeod County Area Median Income. HUTCHINSON HRA PRIORITIES FOR 2023: PARK TOWERS APARTMENTS MANAGEMENT: Administer the RAD Multifamily, Section 8 PBRA program at Park Towers. Staff training for RAD Multifamily, Section 8 PBRA program and new HUD program changes such as AFFH rule, HOTMA, VAWA and NSPIRE inspections. Housing Specialist getting a Minnesota Department of Labor and Industry issued Special Engineer boiler license. Continue to install vinyl planking and power flush water saver toilets at unit turns. Potential improvements- new door card entry system for the whole building, roof repairs to the building & detached garage, and common areas flooring replacement. Follow legislation that may require sprinklers in high rise residential buildings. • Support the Tenant Council activities. HUTCHINSON HRA PRIORITIES FOR 2023: CITY CENTER OPERATIONS: City Center Operations, Owner Occupied Rehab: • Administer the City Home Improvement Grant Program (TIF available funds), Minnesota Housing Rehab Loan Program and the Fix Up Fund Home Improvement Loan Program. • Follow rollout of new State housing programs and determine interest/need in Hutchinson. • Market available programs throughout the community. • Identify and determine interest of potential SCDP owner occupied rehab project. City Center Operations, SCDP Rental Rehab Prozram: • Identify and determine interest of potential SCDP rental rehab projects. City Center Operations, Housin- Development • Investigate new innovative home building concepts, such as panel components and modular systems. • Explore other housing resources available to address the housing needs identified in the Maxfield Comprehensive Housing Study/Market Analysis for the City of Hutchinson and the City of Hutchinson's Strategic Plan. • Determine best use of the HHRA Island View Heights lots. QUESTIONS? Judy Flemming, Executive Director (320) 234-4451 jflemmingaghutchinsommn.gov (City Center) (320) 587-2168 jflemmingghutchtel.net (Park Towers) Fa s: HUTCHINSON CITY COUNCIL HUTCHI BISON Request for Board Action A CRY ON PURPOSE. Resolution Declaring the Official Intent of the City of Hutchinson to Reimburse Agenda Item: Certain Expenditures from the Proceeds of Bonds to be Issued by the City Department: Finance LICENSE SECTION Meeting Date: 5/14/2024 Application Complete N/A Contact: Andy Reid Agenda Item Type: Presenter: Reviewed by Staff El New Business Time Requested (Minutes): 2 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: On an annual basis, the City of Hutchinson administers street and capital improvement projects that are financed by G.O. Improvement Bonds. The City's current business practice is to issue bonds in the fall after the projects have been bid, awarded to contractors and the contract costs are determined. The biggest benefit of this practice is that the City bonding amount is more accurate than if we bonded earlier in the year based on engineering estimates. The downfall to waiting later in the year to issues bonds is that the City must cash flow the project costs during the summer and reimburse itself when the bond proceeds are received. This process has worked well for the City and there are no current issues with continuing this practice in the future. When we use bond proceeds to reimburse costs already paid, IRS regulations require the City Council to approve a resolution declaring its intent to reimburse itself with the bond proceeds- Please find attached, Resolution 15730 "Declaring the Official Intent of the City of Hutchinson to Reimburse Certain Expenditures from the Proceeds of Bonds to be issued by the City". The resolution itemizes the various projects expected to be financed by bonds this year, and sets the maximum cost reimbursement at a $2,250,000. BOARD ACTION REQUESTED: Approval of Resolution 15730 Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: N/A Remaining Cost: $ 0.00 Funding Source: N/A CITY OF HUTCHINSON, MINNESOTA RESOLUTION NO. _15730 DECLARING THE OFFICIAL INTENT OF THE CITY OF HUTCHINSON TO REIMBURSE CERTAIN EXPENDITURES FROM THE PROCEEDS OF BONDS TO BE ISSUED BY THE CITY WHEREAS, the Internal Revenue Service has issued Treas. Reg. § 1.150-2 (the "Reimbursement Regulations") providing that proceeds of tax-exempt bonds used to reimburse prior expenditures will not be deemed spent unless certain requirements are met; and WHEREAS, the City expects to incur certain expenditures that may be financed temporarily from sources other than bonds, and reimbursed from the proceeds of a tax-exempt bond; WHEREAS, the City has determined to make this declaration of official intent ("Declaration") to reimburse certain costs from proceeds of bonds in accordance with the Reimbursement Regulations. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF HUTCHINSON AS FOLLOWS: 1. The City proposes to undertake the following improvement projects in 2024: a. Franklin Street partial reconstruction (51' Ave to Washington Ave) b. Oakland Ave partial reconstruction (Echo Drive to Jefferson St) c. Michael's Court road construction d. Washington Ave reclaim (Lynn Road to Franklin St) 2. The City reasonably expects to reimburse the expenditures made for certain costs of the Project from the proceeds of bonds expected to be sold in September 2024 and settled in October 2024, in an estimated maximum principal amount of $2,250,000. All reimbursed expenditures will be capital expenditures, costs of issuance of the bonds, or other expenditures eligible for reimbursement under Section 1. 1 50-2(d)(3) of the Reimbursement Regulations. 3. This Declaration has been made not later than 60 days after payment of any original expenditure to be subject to a reimbursement allocation with respect to the proceeds of bonds, except for the following expenditures: (a) costs of issuance of bonds; (b) costs in an amount not in excess of $100,000 or 5 percent of the proceeds of an issue; or (c) "preliminary expenditures" up to an amount not in excess of 20 percent of the aggregate issue price of the issue or issues that finance or are reasonably expected by the City to finance the project for which the preliminary expenditures were incurred. The term "preliminary expenditures" includes architectural, engineering, surveying, bond issuance, and similar costs that are incurred prior to commencement of acquisition, construction or rehabilitation of a project, other than land acquisition, site preparation, and similar costs incident to commencement of construction. 4. This Declaration is an expression of the reasonable expectations of the City based on the facts and circumstances known to the City as of the date hereof. The anticipated original expenditures for the Project and the principal amount of the bonds described in paragraph 2 are consistent with the City's budgetary and financial circumstances. No sources other than proceeds of bonds to be issued by the City are, or are reasonably expected to be, reserved, allocated on a long-term basis, or otherwise set aside pursuant to the City's budget or financial policies to pay such Project expenditures. 5. This Declaration is intended to constitute a declaration of official intent for purposes of the Reimbursement Regulations. Approved by the Hutchinson City Council this 10 day of May, 2024. CITY OF HUTCHINSON, MINNESOTA Mayor — Gary Forcier Attest: City Administrator — Matt Jaunich KA s: HUTCHINSON CITY COUNCIL HUTCHIINSON Request for Board Action A CITY ON PURPOSE. MN Law Enforcement Support Officer (MN-LESO) participation support Agenda Item: Department: Police Services LICENSE SECTION Meeting Date: 5/14/2024 Application Complete N/A Contact: Thomas D Gifferson Agenda Item Type: Presenter: Thomas D Gifferson Reviewed by Staff El New Business Time Requested (Minutes): 5 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: I have attached a resolution authorizing Hutchinson Police Services to participate in MN-LESO. MN-LESO is a program that provides surplus property to law enforcement agencies to support their public safety missions. The City of Hutchinson has a long standing relationship with MN-LESO. However, the program now requires either a resolution or a MOU stating the governing authority supports this participation. The City of Hutchinson by way of its police chief is entering into this agreement with MN-LESO. The resolution authorizes the Chief of Police as the Authorized Representative for the police department. BOARD ACTION REQUESTED: Recommend Approval Fiscal Impact: $ 0.00 Funding Source: FTE Impact: 0.00 Budget Change: New Bu Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: N/A Remaining Cost: $ 0.00 Funding Source: N/A RESOLUTION FOR AUTHORIZATION TO PARTICIPATE IN MN-LESO PROGRAM Resolution No. 15734 WHEREAS, We, Mayor Gary Forcier and the Hutchinson City Council, understand that the Minnesota Law Enforcement Support Officer (MN-LESO) is a program which allows law enforcement agencies to obtain surplus Department of Defense (DoD) property at no cost. We further understand that all items must have a direct application to the law enforcement agency's public safety mission and Homeland Security and Emergency Management (HSEM) is the administrator of the program in Minnesota. NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of Hutchinson, Minnesota as follows: 1. We concur with Hutchinson Police's participation in the DLA-LESO program for both general support items and also for controlled items such as small arms, optics, and armored vehicles as required. We understand that controlled items will be returned to the Department of Defense when deemed no longer of use or benefit to the Hutchinson Police. 2. On behalf of myself, Mayor Gary Forcier, and the Hutchinson City Council, we authorize Police Chief Thomas Gifferson to Participate in the MN-LESO program and sign the State Plan of Operation between the State of Minnesota and the Hutchinson Police Department. Passed and adopted by the City Council this 14'h day of May, 2024. Gary Forcier - Mayor Matt Jaunich — City Administrator — City of Hutchinson s: HUTCHINSON CITY COUNCIL HUTCHINSON Request for Board Action A CITY ON PURPOSE. Calling a Special Budget Workshop Meeting for 4 p.m_ on May 28 Agenda Item: Department: Administration LICENSE SECTION Meeting Date: 5/14/2024 Application Complete NIA Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff Q New Business Time Requested (Minutes): 1 License Contingency NIA Attachments: No 0 BACKGROUND/EXPLANATION OFAGENDA ITEM: Staff is getting set to begin the 2025 budget season_ To assist us with that process, I would like to have a workshop meeting with the council to discuss the process that is being used to establish the budget and to get some feedback from the Council on budgetary goals for 2025 This meeting will be similar to the annual budget kick-off meeting I've conducted the past several years. BOARD ACTION REQUESTED: Approval of calling a special workshop meeting for 4 p.m. on May 28 Fiscal Impact: Funding Source: FTE Impact: Budget Change: No 0 Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Sources N/A Remaining Cost: $ 0.00 Funding Source: N/A AGENDA HUTCHINSON SUSTAINABILITY ADVISORY BOARD Monday, March 18, 2024 5:30 p.m. Hutchinson City Center 1. CALL TO ORDER 5:30 P.M. The March 18, 2024 Sustainability Advisory Board was an in -person meeting called to order by Jeremy Carter at 5:30 p.m. Board members in attendance were Jeremy Carter, Tim Burley, and John Lofdahl. Members absent were Andy Nissen and Nathan Winter.- Also present were John Paulson, City Project/Env./Regulatory Manager, Mike Stifter, Public Works Director, Donovan Schuette, Public Works Manager, and Doug Hanneman, citizen. 2. PLEDGE OF ALLEGIANCE 3. CONSENT AGENDA A. CONSIDERATION OF MINUTES DATED NOVEMBER 20, 2023 1st: John Lofdahl 2nd: Tim Burley 4. NEW BUSINESS A. MPCA SWC PLANNING GRANT — PHASE 2 SOUTH HALF John Paulson provided an update on the City of Hutchinson being selected to receive grant funds for Phase 2 of the Stormwater Resiliency on the south half of Hutchinson. This is a continuation of the ongoing work occurring on the north half of the city. 5. UNFINISHED BUSINESS A. MPCA SWC PLANNING GRANT UPDATE — PHASE 1 NORTH HALF John Paulson updated the Board on the project. Improvement concepts for 5 different locations in the study area are under development. Additional evaluation of the area around Michigan Street and Industrial Boulevard is to be modeled to see what type of improvement options are available to address localized flooding around the Hutchinson Utilities office and shop area. This project is nearing completion and will include a presentation to the City Council in May/June with final project closeout to occur before the end of June. B. LEAD COPPER RULE INVENTORY UPDATE John Paulson provided an overview of the Get the Lead Out voluntary inventory program. Another round of public outreach will begin in April to continue solicitingthe he help of residents to identify the material type of water service that enters each property. Nearly of more that 5500 total services have been sent to ci . staff. 6. COMMUNICATION FROM STAFF A. 2023 FORESTRY OPERATIONS UPDATE The Board received an annual forestry prograin ppdate from Donovan Schuette, Arborist/Public Works Manager. Discussion about Emerald Ash Borer and the anticipated timeframe of the spread of the insect was held. The City has less than 800 Ash trees in our right-of-way but there is more than 5000 Ash trees that exist on private property. Additional information was provided by Schuette regarding the tree removals and new plantings that occurred in 2023. Pruning has been going well this winter due to the unseasonably temperatures and staffs ability to continue these efforts without significant interruption. B. ANNUAL RAIN BARREL SALE APRIL 20, 2024 John Paulson informed the Board about the 2024 Rain Barrel sale date and outreach efforts that will occur in the weeks leading up to the event. The sale will be held at the West Rink of the Burtch Civic Arena on April 20th, from 1-4pm. There are 50 barrels available on a first come first serve basis. C. LAKES AND RIVERS PROJECT FUNDING UPDATE a. BONDING, LCCMR ENRTF, 1 W 1 P WBIF City staff continue to seek funding opportunities for lakes and river improvements according to Mr. Paulson. A bonding request was submitted for this legislative session and more funding for these types of projects should be available later this year, pon approval of the South Fork Crow River One Watershed One Plan. These funds are better known as Watershed Based Implementation Funds. D. LAKES AND RIVERS PROJECT DESIGNS a. FOREBAY DESISN DATA b. FOREBAY GRADING EXHIBIT c. 30% STREAM RESTORATION PLANS Paulson provided an update on the status of the Lakes and River Improvement Project. An overview of the proposed forebay and river bank restoration areas was discussed. The majority of the data collection that is needed to assess the effectiveness and feasibili . of the improvements has been done. Additional data is still needed on the river bank restoration areas. The board discussed how various flows will affect the sediment removal efficiency and frequency of maintenance of the forebay during different river flow conditions. Appraisals of the two properties where the forebay is proposed is underway. The appraisals will include analysis for different options such as a lease versus an easement versus purchase. 7. MISCELLANEOUS The Board discussed making an update to allow board members that live, work, or own a business within the city to be on the board. 8. ADJOURNMENT Library Board Meeting March 25, 2024 Members Present: Mary Christensen, Margaret Hoffman, Kay Hultgren, Dianne Wanzek, and Katy Hiltner, Ex-officio. Excused/Absent: Tim Burley, Sue Griep, Julie Lofdahl Dianne called the meeting to order. Minutes from the February 28, 2024, meeting were reviewed and approved. Old Business: 1. One Book, One Community 2024: a. The book discussion was held on March 10, with 30 in attendance. b. Meet the author event will be held on April 20, 2 p.m.,at the McLeod Historical museum. 2. Partnership with the Hutchinson Center for the Arts: a. March craft kits for adults have had a good response. The HCA created 20 kits for each of the four projects. 3. 2024 Adult Winter Reading Program: "Try Your Luck with a Book" was the featured March challenge and drew a lot of patron interest. The reading program ends March 29. 4. Friends of Library Annual Meeting: The March 11 meeting brought in five new members to the group. The annual book sale was successful. Katy reported that all the library's requests for 2024 funding ($7,543.78) were approved. FOL helps cover the costs of summer reading, winter reading, audio books, the Book Page magazine, and many other needs. New Business: 1. Program Reports (Feb. 26-March 25): Attendance was good at a variety of activities: Coding Club (13), Lego Club (16), Chess (10+), crochet/kids (8) adults (6), Leap Day Storytime (37 kids + adults for total of 58), Weekly Storytime (25 avg.), Puzzle competition (4). 2. Coloring Activities in the Library: This was very popular and was available in a special area set aside for it. 3. Spring Break (March 25-29): Board games will be available. 4. April Activities: a. National Poetry Month: Katy and Rachel R. are working on "Poet -tree" interactive poetry activity and display. b. National Library Week (April 7-11): Various activities are being planned, such as a "read-in'/silent book club, puzzles, scavenger hunts, Scrabble games on the 18th (National Scrabble Day). 5. Hutch Health Displays: Three different health themes have been displayed during the months of January, February, and March. Displays consisted of information from HH and books from the library. April will have a theme of digital well-being and May will feature mental health. February 2024 Donations and Grants: Prairielands Craft Grant $548.50 Anonymous Donation for DVDs $100.00 Memorial for George Ivesdale $300.00 Total = $948.50 The next meeting will be on Monday, April 22, c@4:30 p.m., in the meeting room. Respectfully submitted,Kay Hultgren, Secretary MINUTES Regular Meeting — Hutchinson Utilities Commission Wednesday, March 27, 2024 Call to order — 3:00 p.m. President Don Martinez called the meeting to order. Members present: President Don Martinez; Vice President Matt Cheney; Commissioner Anthony Hanson; Commissioner Robert Wendorff; GM Jeremy Carter; Attorney Marc Sebora; Justin McGraw with Conway, Deuth & Schmiesing Audit Firm Absent: Secretary Kathy Silvernale 1. Conflict of Interest 2. Approve Consent Agenda a. Approve Minutes b. Ratify Payment of Bills Motion by Commissioner Cheney, second by Commissioner Hanson to Approve the Consent Agenda. Motion carried unanimously. 3. Approve 2023 Financial Audit — Presentation by Justin McGraw Justin McGraw with Conway, Deuth & Schmiesing Audit Firm presented the 2023 Hutchinson Utilities Commission Independent Audit Report. Mr. McGraw also provided Financial statement packets that show more detail along with how the review went. Mr. McGraw stated the audit was conducted in accordance with the Generally Accepted Auditing Standards and Government Auditing Standards. The financial statements of the Commission are presented fairly in the firms' opinion. Mr. McGraw reviewed the Statement of Net Position. Total Assets decreased in 2023 with liabilities decreasing as well. Mr. McGraw reviewed the Cash and Investment Balances. Mr. McGraw reviewed the Electric and Natural Gas Divisions Operating Revenues and Expenses. Mr. McGraw summarized the Communications portion of the report and the General Recommendations that consist of continuing to watch the Earned Sick and Safe Time Law as the law continues to evolve. Mr. McGraw stated the audit went well and the Staff was very helpful. Motion by Commissioner Hanson, second by Commissioner Wendorff to Approve the 2023 Financial Audit. Motion carried unanimously. 4. Approve Financial Statements Mr. Carter presented the Financial Statements. GM Carter spoke of the Rate Stabilization fund and how it effects the Customer Revenue. Expenses are tracking consistent. Motion by Commissioner Cheney, second by Commissioner Wendorff to Approve the Financial Statements. Motion carried unanimously. 5. Open Forum 6. Communication a. City Administrator — Matthew Jaunich — Absent b. Divisions i. Dan Lang, Engineering Services Manager — 1. Working with Staff and Miso on Unit 1 capacity ii. Dave Hunstad, Electric Transmission/Distribution Manager — Nothing to report iii. Mike Gabrielson, Production Manager —Absent iv. John Webster, Natural Gas Division Director — 1. 1st MNOPs Audit — passed. Will be back in June for Fields and Records Audit President Martinez and the Commission thanked Mr. Webster for his many years of service and that his dedication and hard work is appreciated. v. Jared Martig, Financial Manager- Absent c. Human Resources — Angie Radke - i. Working on a couple of Job Postings- Welder Service Person and Account Coordinator d. Legal — Marc Sebora — i. Nothing to report e. General Manager —Jeremy Carter i. Provided a VMF Lighting Bid Opening Update from the City ii. Regional MMUA Meeting to be held on June 6 iii. MMUA Legislative Rally was canceled due to weather but did have virtual Legislative Updates iv. Thanked John Webster for his years of service and leadership in the Natural Gas Division. Thanked Commissioner Wendorff for his years of Service on the Commission Board. 7. Policies a. Review Policies i. Section 3 of Exempt Handbook ii. Section 3 of Non -Exempt Handbook No changes recommended at this time. 8. Unfinished Business 9. New Business 2 a. Award Contract for Hutchinson Substation 115kV and 69kV Circuit Breakers Mr. Lang presented Awarding the Contract for Hutchinson Substation 115kV and 69kV Circuit Breakers. On March 13th, HUC had a Bid opening for the circuit breakers. Three bids were received. After reviewing the bid proposals, Staff and DGR Engineering are recommending awarding the bid to Border States for a total contract price of $760,936.17. Border States would be furnishing circuit breakers manufactured by Siemens. Motion by Commissioner Hanson, second by Commissioner Cheney to Approve Awarding the Contract for Hutchinson Substation 115kv and 69kV Circuit Breakers as recommended. Motion carried unanimously. b. Approve Req#009860 — Purchase of Cooling Tower Recirculating Pumps Plant 1 GM Carter presented Approval of Req#009860- Purchase of Cooling Tower Recirculating Pumps Plant 1. The current pumps running the cooling tower were originally installed when Unit 3 and 4 were new back in 1968. The pumps are wearing out and parts are no longer available or supported. Staff is recommending replacing the pumps for a total of $52,460.72. HUC had budgeted $60k. Motion by Commissioner Wendorff, second by Commissioner Cheney to Approve Req#009860 — Purchase of Cooling Tower Recirculating Pumps Plant 1. Motion carried unanimously. c. Approve Req#009861 — Renegade Professional Services Agreement GM Carter presented Approval of Req#009861 — Renegade Professional Services Agreement. Renegade Energy Advisors (REA) provided a proposal to assist HUC and HCP in meeting annual Federal and State regulatory compliance items. HUC and HCP are required annually to assess and delineate the HCA and MCA areas and perform a class location assessment under the Federal Department of Transportations Office of Pipeline and Hazardous Materials Safety Administration (PHMSA). HUC has budgeted for the portion of costs associated with HUC's transmission line. HCP will be responsible for the portion of costs in order to stay in compliance with the transmission line they now currently own. Motion by Commissioner Hanson, second by Commissioner Wendorff to Approve Req#009861 — Renegade Professional Services Agreement. Motion carried unanimously. 3 d. LM6000 Update GM Carter provided an LM6000 Update. There are 3 options available on the LM6000. 1st Option; Staff is still waiting to hear the results of current midshaft on NDT testing and possible recoating that is needed. If midshaft can be recoated what possible concerns will there be. 2"d Option; if current midshaft is not an option, there is an after market midshaft that can be purchased for an additional cost and can be ready in about 8 weeks. 3rd Option; PA Engine Exchange. Option 1 and 2 are running in parallel right now, Staff is waiting to hear more information on the 2 options. Discussion was held on engine exchange with air permitting, warranty, insurance, costs up front, and what HUC would get for current engine. Commission would like to know more about equipment coverage and Duty to Warn. Conversations were held on all 3 options and the future of the unit. A few items for Staff to check into are 1) Is a Bid opening required for the PA Engine 2) Staff to calculate a breakeven amount to have option 3 pay for itself and 3) Insurance updates. Ms. Radke will send an email about availability on having a Special Meeting. 10. Adjourn There being no further business, a motion by Commissioner Wendorff, second by Commissioner Cheney to adjourn the meeting at 4:09p.m. Motion carried unanimously. ATTEST: C� on Martinez, President 4 g x1I Kathy Si ernale, Secretary Parks, Recreation & Community Education Advisory Board Meeting Minutes April 1, 2024 Members present were Josh Kamrath, Kyle Wendling, Sara Pollman, Mark Lansink, Jeff Hoeft, and Ashley Gabbert. Staff present Lynn Neumann and Leslie Alberts. The meeting was called to order at 5:15 pm. The motion was made by Sara Pollman to approve the meeting minutes dated March 4, 2024. Josh Kamrath seconded the motion. The minutes were approved. Old Business City Strategic Planning Session - Health & Recreation and the Environment • Tuesday, April 23, at 3:45 pm • PRCE, Public Works, and Creekside • Meeting in Council Chambers • Invited all PRCE Advisory Members to attend ■ Meeting to discuss what the City Council wants to see in the next 5 years ■ Splash Pad, Pickleball Courts, and other major projects VMF Lighting Improvement Project • Hutchinson Utilities committed to paying for the lighting improvement projects at VMF. • Bid opening was March 14. • Material bid came in at $185,080 / Installation bid came in at $52,000. • Approximate project cost is $725,000. • Project Kick-off: August 1, 2024 / Estimated Completion: November 1, 2024. New Business Community Education Coordinator Retirement • Retirement date of May 31, 2024. • Lynn will be meeting with the Superintendent, Director of Business and Finance, and Director of Teaching and Learning to discuss the job description and job posting. • Job will be posted by May 1, 2024. Hutchinson PRCE Annual Report • Lynn presented the 2023 PRCE Annual Report. • The report will be presented at the City Council Meeting on April 9, 2024. Board Member Items • There is a private committee raising money to fund pickleball courts in Hutchinson. This committee is not tied to the PRCE Advisory Board, the Hutchinson School Board, the City of Hutchinson, or affiliated with the City in any manner. • The PRCE Advisory Board is supportive of this committee. Adiournment A motion to adjourn was made by Josh Kamrath and Sara Pollman seconded the motion. The meeting adjourned at 6:30 pm. Next meeting is Monday, May 6, at 5:15 pm Location TBD