cp08-12-2008 cAGENDA
REGULAR MEETING — HUTCHINSON CITY COUNCIL
TUESDAY, AUGUST 12, 2018
1. CALL TO ORDER — 5:30 P.M.
2. INVOCATION — Rev. Rick Stapleton, Shalom Baptist Church
3. PLEDGE OF ALLEGIANCE
4. PUBLIC COMMENTS
5. MINUTES
(a) REGULAR MEETING OF JULY 22, 2008
(b) POLICY GOVERNANCE SESSION OF JULY 29, 2008
Action - Motion to approve as presented
6. CONSENT AGENDA
(a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS
1. HUTCHINSON PUBLIC LIBRARY BOARD MEETING MINUTES FROM JUNE 23, 2008
2. HUTCHINSON FIRE DEPARTMENT MONTHLY REPORT FROM JULY 2008
(b) RESOLUTIONS AND ORDINANCES
• 1. RESOLUTION NO. 13464 - RESOLUTION APPOINTING ELECTION JUDGES FOR 2008
PRIMARY AND GENERAL ELECTIONS
2. RESOLUTION NO. 13465 - RESOLUTION AUTHORIZING GREATER MINNESOTA BUSINESS
DEVELOPMENT PUBLIC INFRASTRUCTURE GRANT PROGRAM FOR HUTCHINSON
ECONOMIC DEVELOPMENT AUTHORITY
3. RESOLUTION NO. 13466 — RESOLUTION FOR PURCHASE (PAVING, SCSI DRIVE LIBRARY,
FORKLIFT, DUEL DRIVE, UNLEADED GASOLINE)
(d) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDERS
- CHANGE ORDER NO. 1 — LETTING NO. 4, PROJECT NO. 08 -04 (2008 PAVEMENT
MANAGEMENT PROGRAM- PHASEI ))
-CHANGE ORDER NO. 4 — LETTING NO.2, PROJECT NO. 07-02 (CROW RIVER DAM)
- CHANGE ORDER NO. 6 — LETTING NO. 4, PROJECT NO. 07-04 (WASTEWATER TREATMENT
FACILITY IMPROVEMENTS)
(e) CONSIDERATION FOR APPROVAL OF ENGINEERING SERVICES AGREEMENT WITH SRF
CONSULTING GROUP FOR FEASIBILITY STUDY OF WASHINGTON AVENUE AND ADAMS
STREET
(f) CONSIDERATION FOR APPROVAL OF PARTICIPATION IN THE MINNESOTA WATER AGENCY
RESPONSE NETWORK (MnWARN)
(g) CONSIDERATION FOR APPROVAL OF TRANSIENT MERCHANT LICENSE FOR DEAN MAJOR
TO OPERATE A SWEET CORN STAND AT 1200 HWY 15 SOUTH
(h) CONSIDERATION FOR APPROVAL OF SHORT -TERM GAMBLING LICENSE FOR DUCKS
• UNLIMITED ON SEPTEMBER 10, 2008, AT HUTCHINSON EVENT CENTER
CITY COUNCIL AGENDA —AUGUST 12, 2008
(i) APPOINTMENT OF ROGER VACEK TO HUTCHINSON PUBLIC LIBRARY BOARD TO APRIL 2009
(REPLACING ANN VANCE) .
0) CONSIDERATION FOR APPROVAL OF 2008 HUTCHINSON JAYCEES HAUNTED HOUSE
(k) CONSIDERATION FOR APPROVAL OF FORMALLY ACCEPTING 2007 FINANCIAL
STATEMENT
0) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS
Action — Motion to approve consent agenda
7. PUBLIC HEARINGS — 6:00 P.M.
(a) CONSIDERATION FOR APPROVAL OF ISSUING ON -SALE INTOXICATING AND SUNDAY
LIQUOR LICENSE TO ROBERT BARNARD DBA ZELLAS LOCATED AT 14 MAIN STREET SOUTH
Action — Motion to reject — Motion to approve
(b) HUTCHINSON DAM DOWNSTREAM RIFFLE NO. 1 I (LETTING NO. 16, PROJECT NO. 08 -20)
- ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS AND
ACCEPTING BID AND AWARDING CONTRACT
Action — Motion to reject — Motion to approve
(c) NORTHEAST SEWER
ORDERING OVEMENTANDD PREPARATION OF PLANS AND SPECIFICATIONS,
APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS
Action — Motion to reject — Motion to approve
(d) SOUTH GRADE ROAD TRAIL (LETTING NO.J, PROJECT NO. 08 -07)
ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS,
APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS
Action — Motion to reject — Motion to approve
(e) CONSIDERATION FOR APPROVAL OF PROCEEDING WITH PROJECT PROCESS FOR LES
KOUBA PARKWAY (LETTING NO. 17, PROJECT NO. 08 -22)
Action — Motion to reject — Motion to approve
8. COMMUNICATIONS, REQUESTS AND PETITIONS
9. UNFINISHED BUSINESS
10. NEW BUSINESS
(a) CONSIDERATION FOR APPROVAL OF SETTING DATE FOR THE 2008 CITY RECOGNITION
EVENT
Action — Motion to reject — Motion to approve
(e) CONSIDERATION FOR APPROVAL OF SETTING BUDGET WORKSHOPS FOR AUGUST 19
AND AUGUST 26, 2008 40
CITY COUNCIL AGENDA — AUGUST I2, 2008
Action — Motion to reject — Motion to approve
• (fl MEETING
CONSIDERATION FOR A ELECTION OF SETTING SEPTEMBER 9, 2008, CITY COUNCIL
Action — Motion to reject — Motion to approve
(g) DISCUSSION AND REVIEW OF POLICY GOVERNANCE POLICIES
Action —
11. MISCELLANEOUS
12. ADJOURN
C 1
J
•
3
MINUTES
REGULAR MEETING — HUTCHINSON CITY COUNCIL
TUESDAY, JULY 22,200 9 •
1. CALL TO ORDER — 5:30 P.M.
M ayor Cook calledFIIW meeting to order. Members present were Kay Peterson, Bill Amdt, and Jim Haugen.
Council Member absent was Casey Stotts. Others present were Gary Plotz, City Administrator, Kent Exner, City
Engineer, and Marc Sebora, City Attorney.
2. INVOCATION — Rev. Eric Goodwin, Peace Lutheran Church, delivered the invocation.
3. PLEDGE OF ALLEGIANCE
4. PUBLIC COMMENTS
5. MINUTES
(a) REGULAR MEETING OF JULY 8, 2008
(b) BID OPENING MINUTES FROM JULY 8, 2008 (PAVEMENT MANAGEMENT IMPROVEMENTS)
Motion by Haugen, second by Peterson, to approve the minutes as presented. Motion carried unanimously.
6. CONSENT AGENDA
(a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS
1. HUTCHINSON PUBLIC LIBRARY BOARD MEETING MINUTES FROM APRIL 28, 2008
2. HUTCHINSON HOUSING & REDEVELOPMENT BOARD AUTHORITY MINUTES FROM JUNE •
17,2008
3. PLANNING COMMISSION MINUTES FROM JUNE 17, 2008
4. PLANNING, ZONING AND BUILDING DEPARTMENT MONTLY REPORT FOR JUNE 2008
5. CITY OF HUTCHINSON FINANCIAL REPORT FOR JUNE 2008
6. CITY OF HUTCHINSON INVESTMENT REPORT FOR JUNE 2008
(b) RESOLUTIONS AND ORDINANCES
1. RESOLUTION NO. 13455 - RESOLUTION FOR PURCHASE (SEAL COATING, SODIUM
ALUMINATE, BIODIESEL)
(c) PLANNING COMMISSION ITEMS
. CONSIDERATION OF VARIANCE TO ALLOW A FRONT YARD SETBACK OF 25 FEET WHERE
30 FEET IS REQUIRED FOR A GARAGE ADDITION AT 515 LINCOLN AVENUE SW
REQUESTED BY MARLYN BACON WITH FAVORABLE PLANNING COMMISSION
RECOMMENDATION (ADOPT RESOLUTION NO. 13446)
1 CONSIDERATION OF REVISIONS TO SITE PLAN AT 904 HWY 15 SOUTH FOR HEADSTART
PRESCHOOL BUILDING WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION
(ADOPT AMENDED RESOLUTION NO. 13405)
(d) CONSIDERATION FOR APPROVAL OF PUBLIC DANCE PERMIT AND TRANSIENT MERCHANT
LICENSE FOR AMERICAN PASTIME BARBEQUE ON AUGUST 15, 2008 •
SCa�
CITY COUNCIL MINUTES —JULY 22, 2008
(e) CONSIDERATION FOR APPROVAL OF SOLICITOR'S LICENSE FOR JEFFREY R. EARL TO SELL
• MEAT AND SEAFOOD
(f) CONSIDERATION FOR APPROVAL OF 34" ANNUAL ARTS & CRAFTS FESTIVAL TO BE HELD
SEPTEMBER 12-13,2008, IN LIBRARY SQUARE AND SURROUNDING STREETS
(g) CONSIDERATION FOR APPROVAL OF PARADE PERMIT FOR HUTCHINSON HIGH SCHOOL
STUDENT ADVISORY COUNCIL ON SEPTEMBER 19, 2008, FOR HOMECOMING PARADE
(h) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS
Motion by Peterson, second by Arndt, to approve consent agenda. Motion carried unanimously.
7. PUBLIC HEARINGS —6:00 P.M. -NONE
8. COMMUNICATIONS REQUESTS AND PETITIONS
(a) PRESENTATION OF HUTCHINSON AREA HEALTH CARE'S 2007 REPORT TO THE
COMMUNITY — MARY ELLEN WELLS
Mary Ellen Wells, Hutchinson Area Health Care, presented before the Council. Ms. Wells delivered a
presentation which summarized the past year's activities and plans for an exciting future. Ms. Wells
reviewed information pertaining to finance, growth, quality, service, people and community. The
presentation will be on file in the City Administrator's office.
9. UNFINISHED BUSINESS
(a) CONSIDERATION FOR APPROVAL OF ORDINANCE NO. 08 -0507 — AN ORDINANCE ADDING
SECTION 154.072 TO THE HUTCHINSON CITY CODE TO ESTABLISH REGULATIONS FOR A
• MIXED USE ZONING DISTRICT (SECOND READING AND ADOPTION) AND APPROVAL OF
SUMMARY ORDINANCE (REFERRED TO PLANNING COMMSSION ON JULY 8, 2008)
Rebecca Bowers, Planning/Zoning/Building Director, presented before the Council. Ms. Bowers explained
that the Planning Commission reconsidered this ordinance at its July 15, 2008, Planning Commission
meeting. The main issue considered was the 10 foot front yard setback requirement. After discussion of
several items, the Planning Commission unanimously recommended approving the ordinance as previously
recommended to the Council that includes the 10 foot front yard setback requirement.
Mayor Cook noted that he still has some conrems with how this ordinance affects all areas. He sugggge�sted
the Planning Commission and/or staff designate various areas as mixed -use, with each area having different
reqquirements. Mayor Cook noted that after seeing an engineering drawing of the northwest corner of Hwy
7/1Iwy 15, he is more comfortable with the recommended 10 foot setback requirement.
Motion by Peterson, second by Cook, to approve Ordinance No. 08 -0507. Motion tamed unanimously.
10. NEW BUSINESS
(a) CONSIDERATION FOR APPROVAL OF REVIEW AND ACCEPTANCE OF 2007 FINANCIAL
REPORT
Kyle Meyers, City Auditor, presented before the Council. Mr. Meyers reviewed the 2007 financial
report and provided a summary of the workshop held earlier today. The auditors have provided a clean
opinion of the City's financials. The City's fund balance appears to be strong and within the State
Auditor's guidelines and recommendations. Hutchinson compares favorably to its peer group. The City,
again, received a Certificate of Excellence in financial reporting.
• 2
5a�)
CITY COUNCIL MINUTES— JULY 22, 2008
(b) CONSIDERATION FOR APPROVAL OFIMPLEMENTING DOWNTOWN GATEWAY PROJECT
Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt explained that the former Pet •
Clinic lot located at 146 Main Street North has been proposed to be redeveloped as a "gateway" to the
downtown and a public amenity for travelers and residents. The City owns this lot with the help of a
redevelopment grant received in 2005. The area would function as a meeting place and wayside rest for
travelers and residents utilizing the City's park and trail system. A public restroom would be provided
and an informational kiosk installed to provide travelers and residents with directions and maps to the
trail system and other parks and landmarks. In addition, a wall mural is proposed to be added on the
north side of the former dry cleaner building featuring famous individuals from throughout Hutchinson's
history. The partners involved with this project include the Hutchinson Downtown Association, the
EDA, Wal -Mart, Historic Hutchinson, Burich Foundation and possibly others. A total of $60,000 is
being requested from the City's excess bond fund for the purchase of a public restroom and related
appurtenances.
Mayor Cook noted that he had thought of the Public Arts Commission when he saw that a wall mural is
being proposed. His thoughts were that some funds could be provided to the Public Arts Commission to
get them started. Mayor Cook thought this entire project could be included as a topic of discussion at
the workshop scheduled where projects will be prioritized.
Motion by Haugen, second by Cook, to defer this item until all of the proposed projects can be discussed
and prioritized. Council Member Kay Peterson noted that the wall mural is going to be completed with
private dollars. Motion carried unanimously.
(c) CONSIDERATION FOR APPROVAL OF ACCEPTING CHARTER COMMISSION •
RECOMMENDATIONS ON PROPOSED CHARTER CHANGES AND SETTING PUBLIC HEARING
FOR AUGUST 26, 2008, TO CONSIDER PROPOSED CHARTER CHANGES
Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that the Charter
Commission met on July 14 2008, to review the proposed changes as recommended by the City Council.
These recommendations incUed removing language pertaining to Hutchinson Area Health Care since it is
now a private entity and to review language relate the Hutchinson Utilities Commission and consider
requiring that a Council Member serve on the Hutchinson Utilities Commission as opposed to having it
Wealt The Charter Commission recommended to remove all lan a pertaining to the Hutchinson Area
Health Care, however to leave the language pertaining to HUC as is Council Membermay be a infect . A
public hearing is necessary to consider the revisions removing language pertaining to HAHC )
Motion by Arndt, second by Haugen, to approve setting public hearing for August 26, 2008, to consider the
Chaner Commission's recommendations to remove language pertaining to HAHC. Motion carried
unanimously.
Mayor Cook asked the Council's viewpoint on requiring 'a Council Member be appointed to the HUC, such
as the many years where a Council Member was required to serve on the HAHC Board.
Council Member Haugen noted that he feels things have been working very well overthe years and believes
that the Charier already allows for the appointment of a City Council Members, so that option is available if
needed.
(d) A MOSQUITO CONTROL ON FOR
APROVDALIDORESOLUTION O HINSONRESOLUTION ESTABLISHING
Mayor Cook noted that when he first brought this item up for discussion, he was hoping that the topic could
be brought forth to the public for a vote so that residents could decide if they wish to continue the mosquito
control program. He noted that at the last Council meeting, the Council voted to direct the City •
5(a7
CITYCOUNCIL MINUTES— JULY 22, 2008
Administrator to draft a Resolution establishing a mosquito control board. Mayor Cook suggested just
• puttingg this item in the budget, since in the end the dollars for the program are the same and there really
wouldn t be a benefit to establishing a mosquito control board. Having a board may actually cost more to
the city.
Motion by Arndt, second by Haugen, to reject Resolution No. 13456, and not establish a mosquito control
board in the City of Hutchinson. Motion carried unanim ously.
Council Member Peterson strongly urged that mosquito spraying be placed back into the budget for 2009.
On the August 12, 2008, City Council agenda, the Council will set a budget workshop, hopefully some time
the week of August 18, 2008.
(e) DISCUSSION OF REMAINING 2008 CAPITAL IMPROVEMENT PLAN PROJECTS
- NORTHEAST TRUNK STORM SEWER PHASE 3 (LETTING NO. 3, PROJECT NO. 08-03)
- SOUTH GRADE ROAD TRAIL (LETTING NO. 7, PROJECT NO. 08 -07)
- HUTCHINSON DAM DOWNSTREAM RIFFLE NO. 11 (LETTING NO. 16, PROJECT NO. 08-20)
- LES KOU13A PARKWAY (LETTING NO. 17, PROJECT NO. 08 -22)
Kent Eimer, City En ''neer, presented before the Council. Mr. Eimer noted that staff is requesting to begin
the hearing process for the four above - mentioned projects. Proceeding with the hearing process does not
obligate the City to begin these projects, however it initiates the project process.
Motion by Peterson, second by Arndt, to set public hearings for the above - mentioned projects. Motion
carried unanimously.
Mayor Cook noted as projects move forward a good discussion to have would be to discuss and review
additional fees on projects, such as engineering, administration, fiscalAegallinterest fees. Kent Exner noted
this would be a good discussion to have later this year.
(f) CONSIDERATION FOR APPROVAL OF SETTING CEREMONIAL EVENTS FOR HUTCHINSON
• DAM REPLACEMENT, SCHOOL ROAD PEDESTRIAN UNDERPASS, WATER TREATMENT PLANT
AND WASTEWATER TREATMENT FACILITY IMPROVEMENT PROJECTS
Kent Exner, City Engineer, presented before the Council. Mr. Exner noted that these projects have been
completed and staff would like to set open house ceremonies for the public to attend.
Motion by Peterson, second by Arndt, to set September 3, 2008, from 12noon — 7:00 p.m. as open houses for
the Water Treatment Facility and Waste Water Treatment Facility. Motion carried unanimously.
Motion by Haugen, second by Peterson, to set August 28, 2008, at 5:00 p.m. for the School Road underpass
ceremony event and August 28, 2008, at 6:00 p.m. for the Crow River Dam ceremony event. Motion tamed
unanimously.
(g) PROPERTY ACQUISITION OR THE NO T H TRU STORM S ) 0 D ISCUSS
EWER PHASE3 PROJECT
Motion by Arndt, second by Haugen, to convene into closed session at 7:25 p.m Motion carried
unanimously.
Motion by Peterson, second by Haugen to reconvene into open session at 8:05 p.m. Motion carried
unanimously.
11. MISCELLANEOUS
(a) CONSIDERATION FOR APPROVAL OF DANCE PERMIT APPLICATION SUBMITTED BY
JACQUES NGWE
Mayor Cook noted that a dance permit application had been received. Based on the background
investigation, the police department is recommending that the dance permit be denied.
•
5 Ca�
CITY COUNCIL MINUTES —JULY 21, 2008
Motion by Peterson, second by Haugen, to deny dance permit to Jacques Ngwe. Motion carried
unanimously. •
(b) CONSIDERATION FOR APPROVAL OF RESOLUT IONAUTHORMING GRANT AGREEMENT FOR
SAFE & SOBER COMMUNITIES
Dan Hanen, Police Chief, explained the Safe & Sober campaign. Overtime hours are used for this program
and the grant monies pay for the overtime wages.
Motion by Peterson, second by Amd4 to approve Resolution for Safe & Sober Communities. Motion
carried unanimously.
Gary Piotz —Mr. P1otz noted that a serious accident occurred last week involving an employee at Creekside.
Richard Kosek was injured while working and transported to Hennepin County Medical Center. Any
inquiries regarding Mr. Kosek's medical condition can be to his son, Andy Kosek.
It was noted that a policy governance session is scheduled next week with Stacy Sjogren.
Motion by Haugen, second by Cook, to set July 24, 2008, at 4:00 p.m_ at the City Center as a policy
governance session. Motion carried unanimously.
Mayor Cook— Mayor Cook noted that Gary Plotz's performance review needs to be reset as it was not held
today.
Motion by Arndt, second by Peterson, to reset Gary Plotz's performance review for 3:30 p.m. on August 12,
2008. Motion carried unanimously.
12. ADJOURN
Motion by Arndt, second by Cook, to adjourn at 8:06 p.m. Motion carried unanimously.
•
•
15 ca�)
• MINUTES
HUTCHINSON CITY COUNCIL
POLICY GOVERNANCE SESSION
TUESDAY, JULY 29, 2008 4:00 P.M.
1. CALL TO ORDER — 4:00 P.M.
Members present: Mayor Steve Cook, Jim Haugen, Bill Arndt, Casey Stotts. Member absent: Kay
Peterson.
2. NEW BUSINESS
(a) CONSIDERATION FOR APPROVAL
PERFORMANCE REVIEW
OF RESETTING CITY ADMINISTRATOR
Mayor Cook suggested resetting Gary Plotz's performance review, which was set for August 12,
2008, at 3:30 p.m.
Motion by Arndt, second by Haugen, to re -set Gary Plotz's performance review to August 26,
2008, immediately following the regular City Council meeting. Motion carried unanimously.
(b) POLICY GOVERNANCE SESSION
The Council went in to session to work on Policy Governance related items.
•
r 1
LI
Scb)
Hutchinson Public Library Board Minutes
Monday, June 23. 2008. 4:30 pm
Members present: Guy Stone, Janet Vacek, Ann Vance, John Paulsen, Abby DoNquisi, Yvonne •
Johnson, and Mary Henke, Ex- Officio
Members Absent: Kay Peterson and John Paulson
The meeting was called to order by Guy Stone. Motion was made by Abby to approve minutes and
seconded by Yvonne. Motion passed. (The PLS summary notes will be distitxrted today.)
Jack Sandberg reported on the Pioneerland Library System board meeting of June 19 and presented
summary notes from PLS concerning the PLS 2009 budget and state funding, purchase of PLS officers
and staff insurance, patron registration policy issues and ban periods, fines, and fees, volunteer policy,
unattended children policy, change In bylaws (via remote access) and revision to joint powers
agreement.
Old Business
1. Mary distributed letters of interest from Roger Vacek and Emily Weles in serving on the library
board to replace Ann Vance. Ether individual is an excellent candidate to fill the position.
After discussion, Janet moved to recommend Roger Vacek to the City Council to fill the
vacancy on the Library Board, seconded by Ann.
2 Mary distributed notes concerning library services to seniors from on informational meeting held
on June 2, 2008. As noted, the challenges include: Transportation, social isolations.
magnification needed for reading. Suggestions mfghi include programming (make it a big
deal and always Include food): book club, speakers, "armchair travels ", Internet knowledge
(using email), reminiscing (kits are available), legacy and memory writing, trivio software,
seasonal programming and Iniergenerational projects. Kathy and Joyce suggested United
Way as a possible funding source. Mary suggested we try seasonal programming. Abby
thought there might be local community members who might Ike to share their travel
experiences. Mary will come up with some ideas for the next meeting concerning •
programming and transportation.
3 Mary plans to put 20-30 donated books In the surgery wailing area at the Hutchinson Area
Heath Care (hospdial): short stories, short books, condensed books. Quick reads that take 1 -2
hours.
4 The police are still investigating the theft of DVDs from the library. Very likely the DVD's will not
be recovered.
New Business:
1. The summer reading program is "Look What's Cookin' at Your Library" based on the book, A
Birthday Cake is No Ordinary Cake by Debra Frasier (a Minnesota author). Sperry reported 415
children have signed up at this time. Children can continue to sign up until Juty 5. Last year's
total was 688. The program is intended for ages 2 -14. The students sign a contract to meet
their god for the week. AN "award" items are related to the theme of the book. Stories in the
Pork are scheduled for Thursdays throughout the summer.
2. Other. McLeod County administraiive assistant called Mary to set up appointment for a
presentation to the County Commissioners on July 8, 2008 at 10:30 pm.
3. Ann suggested that the tall community forum discussion should begin In August.
Janet moved the meeting be adloumed with Ann seconding the motion. Meeting cK joumed at 5:40
pm.
Respectfully submitted, Yvonne Johnson, Co-Secretory
Next meeting: Monday, July 28 at 4:30 pm
•
(0 (c�
0
Ta Mayor and City Council Members
From Brad Emans, Fire Chief
Date D8101/08
Rae Monthly Update on Activities of the Fire Department
Fire Department Response: The fire department responded to 30 cape for service in the month of
July.
Fire Officer Only Response: A "fire officer only responded to 7 caps in July, saving the Hutchinson
Fire District the cost of a 'general alarm estmated at $1,176.00 and more irnporlartly, k kept our
firefighters on their full time job or at home with their families an additional 105 hourel
Response Time (First Emergency Vehicle Out of the Door): July -4 minutes 28 seconds
Example of a few of the calls:
• • The FD responded to Green Isie mutual aid with the ladder truck as part of the 23 fire department
response;
• The FD responded to Glencoe mutual aid for a fire in the landfip;
• The FD responded to an alarm at one of ow special needs homes when burnt food In an
unattended wen filled the house with smoke;
• The FD responded to two grass fires in July, one caused by a vehicle backfire, where less than an
acre burned, and the other by a discarded cigarette;
• The FD went out twice on Sky -Warn in July, fortunately, no sever weather hit the Hutchinson area;
• The FD responded to one of our industries when an employee was injured by machinery,
• Hutchinson FD and Cosmos FD were dispatched, to a barn fire in the NW part of our fire district
Units were canceled when It was discovered that the fire was just a large controlled grass fire;
• The FD responded to a business in the SW part of the city when a medical condition caused a
vehicle to lose control striking multiple objects.
• t
(0 C0.�a
Breakdown of the Calls for the Month:
Cky:
Residential 3 CommemiaYlndustrial 5 Mufti-family 1 Scholl 0 Carbon Monoxide 2
Hazardous Material2 Vehicle 0 Rescue 3 MeftaUG ' Grass 2 Sky -Warn 2 Good Will 0
Mutual Aid 1
Rural:
Structure Fires 1 Mon 0
Rescue 0 Grass Type 1 Medical 2 Residential 0 Farm Building 1 Hazardous Material 0
Carbon Monoxide 1 Vehicle 0 Commendaulndustrial 0 Good Will 0 Mutual Aid 1
Structure Fires 0 Mon 0
Training:
• The FD conducted a decontamination training session to familiarize the responders with the
opefatioi
•
• The FD conducted a pre -live burn trainig for firefighter safety,
• The FD conducted the actual hands live bum in a vacant house in the NW part of the city. This
trainng is critical to keep the skills of the firefighters in a ready mode;
Fire Prevention ! Public Relations:
• Conducted one "National Night Out' neghborliood'parly before the actual event
• Assisted Park & Recreation with the annual summer "slip and slide ", the FD provided the
manpower and the fire hoses for this event;
• Conducted a "Day in the Life of a Firefighter' class for Ridgewater College;
• Conducted a tour / class for the Boy's Group Home.
Other Information:
• Rental Registration Update: We have 249 buildings registered, and 1302 units inspected as of
July 31;
• We are slip receiving several requests for assistance on events around the area; it is hard to
explain that we are trying to conserve fuel and our budget when all of these events are worthwhile.
We currently are filling the requests prior to the fuel conservation program and are trying to attend
events with only a static display/presentation.
• Page 2
•
tQca�a
RESOLUTION NO. 13464
• RESOLUTION DESIGNATING THE LOCATION OF POLLING PLACE FOR ALL CITY
PRECINCTS AND APPOINTING JUDGES FOR THE 2008 CITY OF HUTCHINSON AND
STATE PRIMARY AND GENERAL ELECTIONS
WHEREAS, Chapter 204B, Section 204B.16, Subd. 1 and Section 204B.21, Subd. 2 of
the Laws of Minnesota states that the governing body of any municipality, by resolution adopted
prior to the giving of notice of the election, may designate the location of polling place of all
precincts (one, two, and three) and naming of judges for the City and School District Election.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF HUTCHINSON, MINNESOTA:
That the polling place to be used during the 2008 Elections for all precincts will
be in the Recreation Center located at 900 Harrington Street S.W., Hutchinson,
Minnesota.
2. That the Election Judges are bereby appointed in accordance with the attached
list.
Adopted by the City Council this 12" day of August, 2008.
•
Steven W. Cook, Mayor
ATTEST:
Gary D. Plotz, City Administrator
r\
LI
CITY OF HUTCHINSON AND STATE PRIMARY AND GENERAL ELECTIONS
2008 •
PRECINCT 1
*ANN SCHUMANN
587 -6773
129 MORNINGSIDE DR NE
ROMAN HAAS (GENERAL)
587 -3193
113 MARK DRIVE NE
ROXANNE JENSEN
587 -8589
1239 BRADFORD STREET
HARRIET SCHMIDT
587 -5466
45 SHERWOOD CIRCLE
•CATHY PRELLWITZ
587- 2174
640 CALIFORNIA ST NW
PATSY WRIGHT
587 -4903
1300 SHERWOOD ST SE
MARY MCRAITH (PRIMARY)
587 -8175
600 TYLER ST S
JANET CONNER
587 -6547
95 MCLEOD AVENUE NE
PRECINCT 2
DORIS DAGGETT
587 -2382
978 ROLLING GREENS IN
DORI JOHNSON
587 -2985
1270 ROLLLING OAKS LN
HARRIET BURICH
587 -5010
583 CARLISLE ST NE
BILL WEGNER
587 -9096
125 11 AVENUE NE
*MARK LEWANDOWSKI (G)
587- 6998.
1357 WESTWOOD RD NW
PAT DODGE
23'4-494'
231 NORTH HIGH DR NW
RUSS GOLDSTEIN
587 -0667
1680 SOUTH GRADE RD
*DEETTA NELSON
587 -6749
815 COLORADO ST NW
RYAN POWELL
320 - 260 -5403
204 NORTHWOODS AVE
PRECINCT 3
•
DARLEEN KNIGGE
587 -0961
832 GREENSVIEW CT NW
PEARL SEALE
587 -3083
569 MILLER AVENUE
*DENNIS SCHROEDER
587 -3660
1074 PRAIRIE VIEW DR
PHYLLIS WESELOH
587 -6318
1109 LEWIS AVENUE
*MORRIS BJURLIN
587 -2753
527 JUUL RD SW
GAIL FRANSEN
587 -6720
955 LAKEWOOD DR SW
NANCY REDETZKE
587 -6712
9352 11D AVENUE SW
FRANK BOLLER
587 -4385
739 LOUISIANA ST NW
ROGER TIEDE
234 -3773
1225 HERITAGE AVE NW
REGISTRATION TABLE
DOLORES BRUNNER
234 -7666
968 HAYDEN AVE SW
ELIZABETH KURTH
587 -7546
1165 CAROLINA AVE NW
BARB MATTES
587 -5857
16024 COUNTY ROAD 7
ELAINE BLACK
587 -3299
950 2 AVENUE SW
GREETER JUDGE
FRANK FAY
587 -8653
1221 GOLF VIEW CT NW
MAXINE ENGWALL
587 -2431
506 JUERGENS RD SW
*indicates head judges
•
(Q(b� 1
•
RESOLUTION 9
13465
GREATER MINNESOTA BUSINESS DEVELOPMENT PUBLIC
INFRASTRUCTURE GRANT PROGRAM
BE IT RESOLVED THAT the City of Hutchinson acts as the legal sponsor for the project
contained in the Greater Minnesota Business Development Public Infrastructure Grant
Application to be submitted on August 22, 2008 and that Gary Plotz, City Administrator,
and Miles Seppelt, Economic Development Director, are hereby authorized to apply to
the Department of Employment and Economic Development for funding of this project on
behalf of the City of Hutchinson.
BE IT FURTHER RESOLVED that the City of Hutchinson has the legal authority to apply
for financial assistance, and the instKutional, managerial and financial capability to
ensure adequate construction, operation, maintenance and replacement of the proposed
project for Its design fife.
BE IT FURTHER RESOLVED that the City of Hutchinson has not violated any Federal,
State or local laws pertaining to fraud, bribery, kickbacks, collusion, conflict of interest or
other unlawful or corrupt practice.
BE IT FURTHER RESOLVED that upon approval of Its application by the state, the City
of Hutchinson may enter into an agreement with the State of Minnesota for the above
• referenced project, and that,
The City of Hutchinson certifies that it will comply with all applicable laws, regulations
and rules of the Greater Minnesota Business Development Public Infrastructure Grant
Program.
NOW, BE IT FURTHER RESOLVED that Gary Plotz and Miles Seppeft, or their
successors in office, are hereby authorized to execute such agreements, and
amendments thereto, as are necessary to Implement the project on behalf of the
applicant.
I CERTIFY THAT the above resolution was adopted by the City Council of the City of
Hutchinson on August 12, 2008,
ATTEST:
•
Steven W. Cook Gary D. Plotz
Mayor City Administrator
(DCb)a
RESOLUTION NO. 13466
CITY OF HUTCHINSON
RESOLUTION FOR PURCHASE
The Hutchinson City Council authorizes the purchase of the following:
•
ITEM
COST
PURPOSE
DEPT.
BUDGET
VENDOR
8,499 gal Unleaded
gasoline
$34,650
Parking lot surfacing
HATS
S from
Wm Mueller
Paving
Easement
purchase
SCSI drive library
$17,253
Replacement tape drive
Capital
YES
LOGIS
Fund
Forklift
545,250
Wastewater Plant
WWTP
(see
Bennett Material Handling
Operations
memo)
2 Duel Drive
$59,250
upgrade
WWTP
Yes
Ashbrook Simon Hartley
(1)
(1) As of August 1 formal bids are not required for purchases under $100,000
The following items were authorized due to an emergency need:
F- I
ITEM
COST
PURPOSE
DEPT.
BUDGET
VENDOR
8,499 gal Unleaded
gasoline
$29,466
MnDot, County & City
vehicle use
HATS
YES
Cenex
Date Approved: August 12, 2008
Motion Made By:
Seconded By:
Resolution submitted for Council action
Kenneth B. Merrill
by: Finance Director
•
(�b�3
r :a
iI
City of Hutchinson
Public Works Department
Operations & Maintenance
1400 Adams St SE
Hutchinson, MN 55350
Phone (320)234A219 Fax(320)234 -6971
July 14, 2008
To: Honorable Mayor & City Council members
From: John Olson, Public Works Manager
CC: Randy DeVries ,Water/WastewaterManager
Subject: Forklift for Wastewater Treatment Facility
Wastewater treatment plant improvements are nearing completion. With the plant expansion,
there is an obvious need for a forklift. An appropriately selected forklift will allow much of what
would otherwise be manual labor to be done using machinery.
A forklift is needed to routinely offload 2,600 lb. citric acid totes. A forklift will also be valuable
• in maintenance activities such as lifting and placing heavy garbage containers for solids, motors,
pumps and controls. Work normally requiring significant manual labor and risk of injury will be
made simpler and safer by using a forklift
In the past, wastewater staff occasionally used the HATS Facility forklift for maintenance
activities. The HATS forklift, however, is in use every day by partner agencies at HATS. The
HATS machine would be available on occasion, but would not be available in the consistent
manner the wastewater improvements would demand.
Traditionally, the City has purchased LPG forklifts. However, with the price of LPG fuel
dramatically increasing and with the desire to consider other environmental factors such as
maintenance, emissions and other waste generated, we determined to investigate options.
Until now we had never investigated the use of electric forklifts because their initial purchase cost
exceeded that of LPG models. The option we selected for demonstration was an 80 -volt electric
forklift, manufactured by Linde. The Linde Company has a history of working with electric
vehicles that spans more than 100 years. They have been making electric forklifts for more than
40 years. Although the initial cost of the electric forklift is $45,250 (included is $9,050 for the
battery and $2,800 for the charger) versus $25,900 for an LPG model, the annual ownership costs
for the electric forklift are 60% less than the LPG.
•
(V Cb)3
For the electric forklift, we could expect costs of around $8,974 per year for full -shift work. The •
LPG forklift, on the other hand, would cost about $15,061 per year for full -shift work. We do not
anticipate full -shift work for this machine, so our actual annual costs would be much lower for
both machines. The electric machine does not consume fuel, there are no emissions, and it
requires far less maintenance (and eliminating most oils, greases and other waste material).
Based on our demonstration of a similar electric forklift, it appears the proposed electric machine
would meet our specifications and for the cost difference between an electric and LPG forklift of
about $19,350 would eliminate future fuel purchases. We would also expect to significantly
reduce maintenance costs, eliminate engine emissions, and provide for a very long useful life
(expected to exceed 15,000 hours — compared to about 9,000 hours for an LPG forklift).
I recommend entering into a purchase agreement with Bennett Material Handling, Inc. of
Hopkins, MN to purchase one Line E25P 5,000 lb. 80 -volt electric four -wheel forklift truck in the
amount of $45,250 plus appropriate taxes to be paid from Wastewater funds. Bennett Material
Handling, Inc. is a state contract vendor.
The budgeted expense of $50,000 for the Replacement of Air Blowers project within the 2008
Water/Wastewater Budget will not be occurring. Thus, the proposed forklift cost of $45,250 is
offset by the $50,000 saved in budgeted items.
E
n
U
(or 3
0
C
ft's V A N
TO: Mayor & City Council
FROM: Kent Exner, City Engineer
Randy DeVries, Waler/Wastewater Manager
RE: Consideration of Improvement Project Change Orders
DATE: August 12, 2008
As construction has proceeded on the below listed projects there have been additional work, project scope revisions, and
construction staging revisions. All of these items have been identified and deemed necessary to satisfactorily complete
the projects. The following Change Orders are proposed to address these items:
•
• Change Order No. 1 — Letting No. 4/Project No. 08-04 — 2008 Pavement Management Program —
Phase I
Documentation necessary to account for sodding disturbed areas instead ofseeding; accounting
for concrete curb & gutter deductions, and revision to final completion date. This Change Order
results in a contract cost increase of $5, 522.00.
• Change Order No. 4 — Letting No. 2/Project No. 07-02 — Crow River Dam
Documentation necessary to establish final quardity adjustments to accountfor actual field
measurements. This Change Order results in a contract cost increase of $37,273.12. Funding for
this additional work was provided in the amount allocated from the Excess Bond Funds in
December of 2007.
Change Order No. 6 — Letting No. 4/Project No. 07-04 — W WTF Improvements
Documentation necessary to address additional work including control revislon, motorized man
lift, change in 16" membrane piping, blower room electrical revision, sump pump discharge, flow
switches, additional valves at chemical tanks, change Wl and W2 piping to copper (credit),
additional sidewalk and replacement 16 "DIP routing and relocation of 6" valve. Also, revised
within this document is the Final Completion Date which is being extended 14 days to September
23, 2008, due to the additional work added to the project contract. This Change Order results in
a contract cost increase of $49, 916.00. Taal project cast increase to date is $181,665.00 or
approximately 1.6% ofthe original contract amount which is well below the normal parameter of
5.0°.6.
We recommend that the above Change Orders be approved is the amounts listed.
cc: Gary P]otz, City Administrator
•
(D&O
lit
r
Letting No. 4 Pro ect No. 08-04
Lewis Ave SW, 3rd Ave SW, Pishney
R & R Excavating Inc Ln SW, East Pishney Ln SW, West
1149 Hwy 22 South Pishney Ln SW, Pishney Alley, Alan
Contractor: Hutchinson MN 55350 Project Location: Or SW a Circle Dr SW
1) In areas requiring seeding on the project, all seeding will be replaced with sod at a price of $3.50/yd Installed and
O z
maintained for 30 growing days. The placing of said sod stall occur between August 15 and August 31, 2008.
IL
g <
2) In addition, the Bituminous Wear Course may be place following the sod completion, but prior to August 31, 2008.
x
y U
3) The only two Items affected by the time extension to August 31, 2008 are the Sod and Wear Course. All remaining
0 0
items per the specifications must be completed prior to August 1, 2008.
Item No.
Spec. Ref.
hem Name Unit
Quantity
Unit Price
Amount
INCREASE ITEMS:
DIVISION IV- STREET CONSTRUCTION AND RESTORATION
29
2575
Sod
SO YD
4000
$3 -50
$14,000.00
211
2575
Prime 11 on Sod
14000
10
$1,400.00
Contract time extension on sod and bituminous wear course
only - August 31, 2008,
-
-
$0.00
$0.00
TOTAL INCREASE ITEMS
$15,400.00
DECREASE ITEMS:
DIVISION IV- STREET CONSTRUCTION AND RESTORATION
Concrete Curb & Gutter Type B618 - Reduction in price for o
of tolerance straight edges on C &G. Curb with devialbns on
10' straight edge of more than 9A6" resulting in 50%
23
2531
deduction on Bid Price of $8.0011-F.
LF
460
($4.00 )
($1,840.00
Concrete Curb & Gutter Type B618 - Reduction in price for out
of tolerance straight edges on C &G. Curb with devlatlons on
10' slralghl edge of 3f8" to 9116" resulting in 25% deduction on
23
2531
Bid Price of $8.0011-F.
LF
908
($2.00)
28
2576
Seeding
SO YD
2074
($3.00)
($6,222.00
TOTAL DECREASE ITEMS
1$9,878.00
NET INCREASE __.--'---'----"------- --- ------ - --_.._ .... .— ._— _-- - -'—
55.522.00
In accordance with the Contract and Specifications, the contract amount shall be adjusted in the amount of $ 5.522.00 (addyided
A n extension of -30- days (to August 31, 2008) shall be allowed for completion of sodding and bituminous wear course only. All
Cher remaining items must be completed by the original completion date of August 1, 2008.
'
U$ADDITION ,fiiDEfTIDNS
"TF111'S,DITIOt
r
TO�/.kt��,
A1N�Uhl7`
aa�y.}` t
r.7V',,'6 it a - :e`°�
$838,284.3E,
:., .$0,(l0�vy ;�,.;
",`_' `55;522
:�, =�n.�
A PPROVED:
APPROVED:
Mayor: Steven W Cook
Contractor: R & R Excavating Inc
DATED:
DATED: 08112!2008
A PPROVED:
APPROVED:
City Administrator: Gary D Motz
City Engineer: Kent Exner
DATED: 08112121108
D A T ED: 08112/2008
J
CI' OF N HIN ENGIN_ Pp MFi'
�'� 1 T� HASAN S7�'Stl C.HINSOtii
r u
rorr
Park Construction Letting No. 2 Pro ct No. 07 -02
23260 Main St, Suite 6
Contractor: Hampton MN 55031 Project Location: Crow River Dam
u.
0
p ui
u i
R
U y
w
Work generally inlcludes final until adjustments for measured quantities for the project. Specific work items includ
additional base and filter rock to stabilize the boulder weirs and additional rock materials added during the chinking an
boulder adjustments under the flow conditions to create the proper conditions conducive for fish passage. Additiona
rock was also added on the left downstream bank to stabllize the area during high water conditions. The retaining wal
was increased in size to allow for the wall to extend and meet the bridge. Sod was placed In areas calling for to
establishment Additional trees were removed from the park areas. Overall quantities for the trees, plants, and shrub
were adjusted since bath parks were slightly modified to fit current conditions. The concrete sidewalk and overlook i
Girl Scout Park was eliminated and replaced with crushed rock surfacing. Additional steel edging was added around all o
the walk paths. The bituminous work on the existing sidewalk has been eliminated.
ltem No.
Spec. Ref.
Item Name
Unit
Quantity
Unit Price
Amount
INCREASE ITEMS:
6
Boulders, Place
Each
B
$69.60
$556.80
6
Base Rock, Furnish and Deliver
Tons
262
$48.50
$12,707.00
6
Base Rock, Place
Tons
136.0
$7.90
$1,074.40
6
River Rock, Furnish and install
Tons
628.0
$54.60
$34,288.80
5.10
Granular Filter, Furnish and Install
Tons
33
$12.70
$419.10
5
Field Stone Cobble 0 " -6 ")
Tons
291
$47.90
513,938.90
5
Chinking Rock 1318 " - 314 "}
Tons
101
$81.80
58,261.80
5
Fishing Rock, Furnish antl Install
Each
1
$653,00
$653.00
5
Lem
New Item
Concrete Masonry Units
Miscellaneous Tasks
Furnish 8 Install Sod
SF
LS
SY
K68
$24.80
$1038.72
$330
$1,686.40
$1,038.72
$6,930.00
A1.2
Reinforced Concrete
SF
$20.110
$360.00
Aq
Random Fill
CY
$7.00
$35.00
A,q 6
Crushed Aggregate Surfacing
SY
$5.75
$678.50
A4.12
Tree Removal
Each
2
$360.00
$720.00
A4
Steel Edging
LF
1212
$6.10
$7,393.20
A4
GTo Low Sumac
Each
11
$24.30
$267,30
A421
Ivory Halo D ogwood
Each
23
$24.30
$558.90
A4.22
Dwarf Bush Honeysuckle
Each
22
$24.30
$534.60
A4.24
Blue Hills Sage
Fach
7
$12.20
$85,40
A426
Daylilly
Each
18
$1110
$199.80
A4
Switch Grass
Each
1
$13.20
$1320
New Item
Steel Edging (Eheim Park)
LF
206
$6.10
$1,256.60
TOTAL INCREASE ITEMS
$93,857.42
DECREASE ITEMS:
5.6
_
Channel Stone Adjustment
Hr
-50
$220.00
($11,000.00)
5.16
Mill Bituminous Surface
SY
-276
$2.05
($565,80)
5.17
Asphalt Concrete Composite
SY
-276
$15.20
($4,19520)
7.2
Turf Establishment
AC
-1.2
$2,030.00
($2,436.00)
1.3
Guard Rail
LF
-2
$130.00
($260.
W 2. 4
Channel Stone Adjustment
Hr
-8
$220.00
($1,760.00)
A28
Field Slone Cobble (1 " -6 ")
Tons
-20
$65.30
($1,306.00)
(_0cC-v>
J
11
IQC��7
H�1S1S S,
A� 711
11UICHINSO
_ N. .w}�a♦ � h .�'y;f .� �s Z
! +yam Y 1- [ •.R'R9.FwM1 ��Sbn X :F, j
�t
9 4 1 ,
er GfA .� Q I
y Ouantity
Item No.
Spec' Ref. Item Name
Unit Unit Price Amount
A2.9
Chinking Rock (3/8" -3147
Tons -20 1 $81.80 ($1,636.00
A4.1
Unclassified Excavation
CY
-250
$3.05
($762.50
A4.3
Mn/DOT Class V Aggregate Base
Tons
-28
$24.40
($683.20
A4.4
Filter Rock, Furnish & Install
Tons
-75
$65.80
($4,935.00
A4.5
Granular Fiher, Furnish 8 Install
Tons
-40
$33,10
($1,324.00
A4.7
Fiber Entrained Concrete
SF
- 343.5
$3.70
($12.709,50)
A4.8
Reinforced Concrete
SF
-315
$11.00
($3,465.00)
A4.20
Hydrangea
Each
-4
$44.60
($178.40)
A4.23
Spreading Yew
Each
-14
$42.50
($595.Do
A4.25
Cranesbill Geranium
Each
-25
$13.20
($330.00
A4.27
East Friesland Sage
Each
-64
$12.20
($780.80
A4.28
Hosla
Each
-1
$11.10
$11.10)
A4.30
Landys Mantle
Each
-19
$11.10
(5210.90)
A4.32
Purple Coneflower
Each
-2
$11.10
($22.20)
A4.33
Russian Sage
Each
-22
$11.10
($244.20
A4.38
Tufted Hair Grass
Each
-8
$13.20
($105.60)
A4.39
Yarrow
Each
-26
$11.10
($288 -60
A5.2
Mulch
SY
- 240
$6.20
($1,488.00)
A5.6
Gro Low Sumac
Each
-35
$24.30
($850.50)
A5.7
Ivory Halo Dogwood
Each
-36
$24.30
($874.80)
A5 -8
Dwarf Bush Honeysuckle
Each
-67
$24.30
($1,628.1
A5.9
Daylilly
Each
-12
$11.10
($13320)
A5.10
Little Bluestein
Each
- 310
$4.05
($1,255.50)
A5.11
Russian Sage
Each
-16
$11.1D
($177.60)
A512
Switch Grass
Each
-13
$13.20
($171.60
TOTAL DECREASE ITEMS
($5 6,384.30
NET INCREASE
In accordance with the Contract and Specifications, the contract amount shall be adjusted in the amount of $ 37,273.12
(addWdedrwt- An extension of -0- days shall be allowed for completion. The original completion date shall not be changed.
-.- ORIGINAL
- CONTRACT
- PRE=VIOUS ADDITIOMSIDEDUCTIONS - -
- ...
-,, THIS ApDITION/D6DVGT
TOTAL
AMOUNT
- -
$949,349.85
-- $86,286.85 -
-- - $37,273.12
A PPROVED:
APPROVED:
Conlractor. Park Construction Co.
City Engineer. Kent Exner
DATED:
DATED: 0 811 2/2 008
PPROVED:
APPROVED:
Consultant: Barr Engineering
Mayor: Steven W Cook
DATED:
DATED: 0 811 212 0 08
J
11
IQC��7
C)TY OF HUTCHINQ GINEEI7
171 F ,4 S7 S ; NUTC, IN 5 0 (320)
}iH
(�,
John T Jones Construction Company
Letting No. 4 Project No. 07 -04
P O Box 2424
Contractor: Fargo NO 58108
Project Location: WWTF Improvements Pro
This Change Order contains several items as follows: 1) Control Revision, Bldg 90 control verification. Controls contractor to Vergyth
aperatlonal funettenafity of, and modify if necessary, the controls ror existing Thickened Sludge Pumps and Beft Thickener Feed Pumps. Mak
Wale Pumps Operational from Waste West Well. This was done at request of Owner to facilitate Befl Press Operalion. 2) Motorized Man Lift
m
Fumish a motorized man lift — Model 4EU24. This equipment is at Owner request and will facilitate maintenance and operations of the nery
U)
equipment- 3) Change in 16' Membrane Piping. Replace 16 x 8 Inch reducers, 8 inch butterfly valves and 8 Inch FE with 16' DIP piping to redo'
=
MBR efltuent head toss- This change will also tasil ltate future expansion when addit onal cassettes are added to the membrane system. 4) Blo
U
Room Electrical Revision. Provide three selector switched to control the three motorized valves. These additions were recommended by U-
O
equipment start -up represenfativo to tfnhace The operation of the control stations for MVv's 5-7-1,-2 and 536-1. 5) Sump Pump Discharge.
p
Relocate routing of sump pump discharge to be before The fire screens This was done at the request of the MER manufacWrer to remove th
1-
Q.
sump discharge from the fiow entering the fine screens. 6) Flow Switches. Install and wire two flow switches in the air header for MBR. This wa
K
done at the request of the MBR manufacture to better provide for protection of the permeate pumps under a6 fo/seeabte scenaios. 7) Ad
Q
Additional Valves at Chemical Tanks. .Add shutoff valves at chemical storage lanks. This Is a1 request of the Owner to facilitate operations an
Lu
maintenance of the tasks. 8) Change '81 8 W2 Prying to Copper Contractor installed copper piping in I!eu of speCtfied stainless steel for W1 a
W2 water lines. 9) Additional Sidewalk and Replacement. Provide additional sidewalk at the request of the Owner. 10) 16" DIP Routing. Rerout
16" DIP at the MBR budding due to 6riterference with a drainage system. Provide additional fittings. tit) 6' Valve. Relocate 6" valve Ini m SuMin
55 to Building 60 at the request of the Owner.
item No.
Spec. Ref.
Item Name
Unit
Quantity
Unit Price
Amount
1
Work and Control Verification in Bldg 90
Lump Sum
1
1 $14,561,00
$14,561.00
2
Motorized Manlift
Lump Sum
1
$8,291.00
$8,291.00
3
16" Membrane Effluent Piping
Lump Sum
1
$6,804.00
$6,804.00
4
Motorized Valve Cenral Wiring in Blower Room
Lump Sum
1
$2,416.00
$2,416.00
5
Re- piping of Sump Pumps in Bldg 830
Lump Sum
1
$6,436.00
86,436 00
6
Addition of 2 Flow Switches
Lump Sum
1
$1,431.00
$1,431,00
Additional Valves at Chemical Tanks
Lump Sum
1
$2,424.00
$2424.00
8
Deduct for Stainless Steel Piping for W1 8 W2
Lump Sum
1
I 1$3,200.00)
($3,20100)
9
Additional Sidewalks
Lump Sum
1
$4,185.00
$4,185.00
10
16' DIP Piping Con9ol with Dewatering Piping
Lump Sum
1
$3,408.00
$3,408.00
I1
Relocate 6" Valve from Birds. 55 to 60
Limp Sum
1
$3,170.00
$3,170.00
NET INCREASE - -- - -- -- — ---------------- --- --------- --- -- ---------- ----
549,826.00
In accordance with the Contract and Specifications, the contract amount shall be adjusted in the amount of $49,926.QQ
(add)Il dedul An extension of -0- days stall be altnwed for completion. The original completion date shall not be changed.
- ORIGINAL _ v.
- .CONTRACT% PREVIOUS ADDITrONSIDEbI7C710NS-
THIS ADDITION/
-.� TOTAL
,..$11,100,000 :00 I f r_� . -. 5181- ,665.OQ ; -?
- -� $41f,9281HI, .,,�•� ,3 -�-'�
�f,3$'fr1 -�° :.
d RVill BY �CH1NSON CITY CQUNCf
'r I: ' _ ?. "`L • v'.S irvR. .t; �pTti. .r V -�
(,C,')
CHANGE ORDER NO. 6
CHANGE ORDER
DATE OF ISSUANCE July 29, 1008
COMMENCEMENT OF
CONTRACT TIME June 12.2007
11
• •' .!1 .�y ...1L .. .n •. 1p1
PROJECT CONTRACT NO. L41M-04
ENGINEM Donobue and Associates, Inc.
YOU ARE DIRECTED TO MAKE THE FOLLOWING CHANGES IN THE CONTRACT DOCUMENTS:
DESCRIPTION: Provide additional control work in building 90; provide man lift; provide additional 16" DIP membrane
piping; provide additional control wiring for motorized vahma provide relocation of sump pump discharge in building 30;
provide additional flow switches for control of air within membrane system; provide additional shut off valves at the cbea ical
tanks; provide credit for WI and W2 piping; provide additional sidewalk; provide change in 16" DIP routing to MBR building;
relocation of 6" valve from building 55 to 60; and increase final completion date by 14 days to complete the additional
progrmnming for the thickened sludge pumps and belt thickener feed pumps. Refer to attached Summary page.
REASON FOR CHANGE ORDER: As rested within the attached summary; however, many items were the result of Owner
request. Manufacmme request, and electrical review.
ATTACHMENTS: Summary page and back up material.
CHANGE IN CONTRACT PRICE
Original Contract Price:
S 11.100.000.00
Net increase (decrease) from previous Change Orders:
S 181.665.00
Net increase (decrease) of this Change Order.
T 49.926.00
Revised Contract Price:
S 11331591.00
CHANGE IN CONTRACT TIMES
Original Contract Times: (daw err dater)
Substantial Completion: July 11.2008
Ready for Final Payment September 9.2008
Net increase (decrease) from previous Change Orders: (days)
Substantial Completion: 0 Days
Ready for Final Payment: 0 Days
Net increase (decrease) of this Change Order. (dap)
Substantial Completion: 4 Days
Ready for Final Payment•. 14 Days
Revised Contract Times: (dap o dorm)
Substantial Completion: July is, 2008
Ready for Final Payment: September 23. 20H
CONTRACTOR agrees that this Change Order includes any and all costs associated with or resulting from the change ordered
berein, including all impacts, delays, and accelerated costa Other than the dollar amount and time allowaom listed above,
there shall be no other dollar or time compensation as a result of this Change Order.
THE CONTRACT AND ALL
a• a►
By. Hy. By.
GI
ENNE ,R ,tray K OWNER /,�rroe) CONTRACTOR (r(snowr)
Date: Date Date:
Donohue & Associates. Inc.
Project No. 11207
•
•
CHANGE ORDER NO. 66
�� J
Page 2
• Summary Pape for Change Order Number 6
This change order contains several items that are described below:
1.) Control revision. Building 90 control verifiwtiuii. Controls contactor to verify the operational
functionality of, and modify if necessary, the controls for existing Thickened Sludge Pumps and Belt
Thickener Feed Pumps. Make Waste Pumps operational from Waste Wet Well. This was done at the
request of the Owner to facilitate Belt Press Operation. Refer to Appendix I for the cost documentation
associated with this change.
Add to contract amount: $14,561.00
Add to contract time 14 days to final completion date
2.) Motorized Man Lift. Furnish a motorized man lifl- -model 4EI124. This equipment is at Owner
request and will facilitate maintenance and operations of the new equipment. Refer to Appendix 2 for the
cost documentation associated with this change.
Add to contract amount $8,291.00
• 3.) Change In 16" Membrane Piping. Replace 16 x 8 inch reducers, 8 inch butterfly valves and 8 inch
FE with 16" DIP piping to reduce MBR effluent head loss. This change will also facilitate firture
expansion when additional cassettes are added to the membrane system. Refer to Appendix 3 for the cost
documentation associated with this change.
Add to contract amount: $6,804.00
4.) Blower Room Electrical revision. Provide three selector switched to control the three motorized
valves. These additions were recommended by the equipment start -up representative to enhance the
operation of the control stations for MVv's 5-7 -1, -2 and5-36 -1. Refer to Appendix 4 for the cost
documentation associated with this change.
Add to contract amount $2,416.00
5.) Sump pump discharge. Relocate routing of sump pump discharge to be before the fine screens.
This was done at the request of the MBR manufacture to remove the sump discharge from the flow
entering the fine screens. Refer to Appendix 5 for the cost documentation associated with this cbanga
Add to contract amount: $6,436.00
is
Donohue 8 Associates, Inc. CHANGE ORDER NO
Project No. 11207 i LZCd 1
6.) Flow switches. Install and wire two flow switches in the air header for MBR. This was done at the
request of the MBR manufacture to better provide for protection of the permeate "pumps under all •
foreseeable scenarios. Refer to Appendix 6 for the cost documentation associated with this change.
Add to contract amount: 51,437.00
7.) Add additional valves at chemical tanks Add shutoff valves at chemical storage tanks. This is at
the request of the Owner to facilitate operations and maintenance. of the tanks. Refer to Appendix 7 for
the cost documentation associated with this change.
Add to contract amount: $2,424.00
8.) Change Wl and W2 piping to copper. Contractor installed copper piping in lieu of specified
stainless steel for W1 and W2 water lines. Refer to Appendix 8 for the cost documentation associated
with this change.
Deduct from contract amount: (53,200.00)
9.) Additional sidewalk and replacement. Provide additional side walk at the request of the (honer.
Refer to Appendix 9 for the cost documentation associated with this change.
Add to contract amount. 54,185.00 •
10.) 16" DIP routing. Reroute 16" DIP at the M13R building due to interference with a drainage
system. Provide additional fittings. Refer to Appendix 10 for the cost documentation associated with this
change.
Add to contract amount: $3,408.00
11.) 6" Valve. Relocate 6" valve from Building 55 to Building 60 at the request of the Owner. Refer
to Appendix 1I for the cost documentation associated with this change.
Add to contract amount: $3,170.00
Net add to contract amount: 549,926.00
Net add to contract time: 14 days to final completion
r�
LJ
Donohue & Associates, Inc.
Project No. 11207
CHANGE ORDER NO.6
cr��
n
u
M F, 11I C) R A N D L) M
TO: Mayor & City Council
FROM: Kent Exner, City Engineer
RE: Consideration of Engineering Services Agreement with SRF Consulting Group for
Feasibility Study of Washington Ave & Adams Street
DATE: August 12, 2008
City staff has requested and received a proposal to complete a Feasibility Study for the potential Washington Ave and
Adams Street project. This analysis is necessary to determine the scope and estimated cost of the project as City stag'
works with McLeod County and MnWT to secure State Highway Tumback funding in anticipation of a 2010 or 2011
construction project. A detailed review ofa potential roundabout intersection at Washington and Adams will be provided
• within this study.
The costs of the services to administer this study are estimated to be $8,600.00. Funding of this work will be through the
Community Improvement Fund account at this time. Ultimately, when this project is bonded for and constructed, the
Community Improvement Fund will be refmded for the cost of this study.
We recommend that the Engineering Services Agreement with SRF Consulting Group be approved In the not-to-
exceed amount of 58,600.
cc: Gary Plotz, City Administrator
•
(Q Cep
®CONSULTING GROUP, INC. MINNEAPOLIS •
FA•GO
ENGINEERS I PLANNERS I DESIGNERS MADISON
July 18,20OR
Mr. ]Cent Exner, PE
City Engineer
CITY OF Hul 'CHINSON
I I l Hassan Street Southeast
Hutchinson, MN 55350 -2522
Dear Mr. Exner.
SUBJECT: PR OPO.SM. FOR PROFESSIONAL SERVICES FOR A FEASIBILITY STUDY TO RECONSTRUCT
ADAMS STREET SE ((XD TH 22) AND WASHINGTON AVENUE
CI TY OF HUTCHINSON, MINNESOTA
Based on your request, we are pleased to submit this proposal to provide professional services to
prepare a Feasibility Report for the proposed reconstruction of Washington Avenue from Main
Street (TH 15) to Adams Street SE (Old TH 22), including the reconstruction of Adams Street SE
from 1 st Avenue NE south to the bridge over the South Fork Crow River. The Feasibility Study
will address the following:
• Intersection type (stop, roundabout or signalized) at Washington Avenue and Adams Street SE
• Strcctscapc concepts along Washington Avenue similar to downtown Hutchinson (TH 15)
• Estimated cost for infrastructure improvements
We understand this project is included in the City's Comprehensive Improvements Plan for the year
2010 and would be funded using Mn/DOT "Tumback" funds.
SCOPE OF SERVICES
We propose to carry out the wort: as described as follows:
• Review Traffic Data
• Review Turning Movement and tube counts collected by McCleod County
• Provide Rouldabout@nlersection Recummendalions
• Review warranu for type of intersection control at Washington Avenue and Adams Street SE.
Include type of control in cot estimate.
• Review daily forecast traffic volumes to assist in determining roadway section for Adams Street
SE and Washington Avenue.
• Review Minimum Roadway Section
www.srfconsuiting.com
One Carbon P•rkw" Noah. Suit, 150 1 Mk• pole; MN SSW 4443 1 763.475.067a ra 751475.2429
N "I OprO . Fty Esylgn
•
•
(Cce�
•
Mr. Kent Exner, PE -2- July 18, 2008
• Review provisions for pedestrian/blcycle traffic
• Provide Cost Estimate
• Prcpare Feasibility Study
ASSUMPTIONS
• The City of Hutchinson will provide a digital copy (AutoCAD or MicroStation format) of the
topographical survey and tree inventory of the project corridor; which we understand is
scheduled to be completed in late July 2008.
• The McCleod County Highway Department Ail] be perlbrming traffic movement counts at the
intersection of Washington Avenue and Adams Street. The City or County will provide a copy
of the final traffic numbers.
• The City of Hutchinson will provide digital copies of the City's current GIS files containing the
right of way linework, aerial imagery, sanitary, storm sewer and water main facilities.
• As -built information including the previously constructed streetscape plans, along Main Street
(TH IS) will be provided.
• Copy of any recent forecasts or transportation plan forecasts for the project area
• • Work does not include preparation or delivery of a proposed geometric layout for the project.
• Work does not include a Roundabout Justification Report (RJR) or Intersection Control
Evaluation (ICE), but the work does produce information needed for those reports.
• Attend one meeting with City staff to review Feasibility Study.
•
SCHEDULE
We will complete this work within a mutually agreed -upon time schedule.
BASIS OF PAYMENT/BUDGET
We propose to be reimbursed for our services on an hourly basis for the actual time expended.
Other direct project expenses, such as printing, supplies, reproduction, etc., will be billed at cost,
and mileage will be billed at the current allowable IRS rate for business miles. Invoices are
submitted on a monthly basis for wort performed denting the previous month. Payment is due
within 30 days.
Based on our understanding of the project and our scope of services, we estimate the cost of our
services to be $8,600, which includes both time and expenses.
(0CC-)
Mr. Kent Exner, PE
-3-
CHANGES IN THE SCOPE OF SERVICES
July 18, 2008
It is understood that if the scope or extent of work changes, the cost will be adjusted accordingly.
Before any out-of -scope work is inldated, however, we will submit a budget request for tht new
work and will not begin work until we receive authorization from you.
NOTICE TO PROCEED
A signed copy of this proposal or a separate letter of authorization, either mailed or faxed to our
office, will serve as our notice to proceed. Our fax number is (763 - 475- 2429).
We sincerely appreciate your consideration of this proposal and look forward to working with you
on this project. Please feel free to contact us if you have any questions or need additional
information.
Sincerely,
SRF CANSULT)NO GRO INC
,
Nathen A. Will, P.E.
Senior Associate
NAW /JRDfjal
APPROVED:
(sirmare)
J es R. Dvorak, P.E
ice President
Name Sr000n v_ rnnk
]fide Mayor
Date 08112/2008
This cost proposal is valid for a period of 90 days SRF reserves the right to ad]SW W cost
esrimare after 90 days from the dare of th S proposal.
SRF P08457
FSldlS.DATA:DATA:Cha.'tM:Adm i.9 -JhVA* Gl'Pa1137 HUXhh a o7raaamc
•
•
•
(DC )
0
NI i
TO: Mayor & City Connell
FROM: Kent Exner, City Engineer
Randy DeVries, Water/Wastewater Manager
John Olson, Public Works Manager
RE: Consideration of Participation in the Minnesota Water Agency Response Network
(MnWARN)
DATE: August 12, 2008
City staffhas reviewed the benefit of participation in the MnWARN program and believe that it is in the best interest of
the City. This network ofagencies provides a framework for participants to provide mutual aid assistance to otherwater,
• wastewater and storm water utility services in the event of an emergency. 'thus, a Resolution with supporting
documentation is provided for the City Council's consideration.
We recommend that the attached Resolution and Documentation be approved.
cc: Gary No= City Administrator
•
� Cf�
0
•
Emergency Telephone #: 320 - 234 -4290
E-mail:
Return Completed Form to MnWARN at 217 12th Avenue SE, Elbow Lake, MN 56531 •
� C�7
Member Information Form
Utility Information
Utility Name: Hutchinson Public Works
F01-in appacable Information:
Water Utility: 11
PWSID #: 1430004
Connections: 4 682
Type of System:
d[ Groundwater OR
❑ Source Water
Physical Address: 1300 A
Storm Water Utility: [I
Permit# (If applicable)
M5400248
City /State/zip: Hutchinson
County: McL
24 Hour Telephone# 320 - 234 -4290
Authorized Official: Primary Contact Information
Name: John Olson
Title:
Public Works Manager
Emergency Telephone #: 320- 234 -4219
E-mail: jo lson @ci.hutchinson.mn.us
Additional Personnel Contact Information
Name: Kent Exner
Title Public Works Director
Emergency Telephone #: 320 - 234 -4212
E-mail: kexner @ci.hutchinson.m
Emergency Operation Center:
Name: EOC
• EXHIBIT I
RESOLUTION NO. 13457
RESOLUTION AUTHORIZING GOVERNMENTAL
UNIT TO BE A PARTY TO MINNESOTA WATER AGENCY RESPONSE NETWORK
(MnWARN)
WHEREAS, Minnesota Statutes, Section 471.59 authorizes governmental units by agreement of
their governing bodies to Jointly or cooperatively exercise any power common to them;
WHEREAS, MnWARN has been established by the adoption of a Mutual Aid Agreement (the
Agreement) among Governmental Units to allow their water, wastewater and storm water
utilities to assist each other in case of an emergency.
WHEREAS, the Agreement allows other governmental units to be become a party to the
Agreement by the adoption of this Resolution and sending notice to the Secretary of the
Statewide Committee for MnWARN; and
WHEREAS, the governing body of the City of Hutchinson considers It to be in the best interest
of the City to be a party to the Agreement
NOW, THEREFORE, BE IT RESOLVED, that the City of Hutchinson:
• 1. Authorizes the Mayor and City Administrator to sign this resolution evidencing the
indent of the City of Hutchinson to be a party to MnWARN; and
2. City Administrator is directed to send a certified copy of this resolution and a
completed membership Information form to the Secretary of the Statewide
Committee of MnWARN; and
3. The City of Hutchinson agrees to comply with an terms of the Agreement.
IN WITNESS WHEREOF, the City of Hutchinson by action of its governing body caused this
Resolution to be approved on August 12th, 2008.
Mayor
City Administrator
•
(Oc�-
MINNESOTA WATER AGENCY RESPONSE
NETWORK (MnWARN) MUTUAL AID AGREEMENT
This Minnesota Water Agency Response Network (MnWARN) Mutual Aid Agreement is made
and entered into by the undersigned Parties.
WHEREAS, the Parties hereto are authorized by law or hone rule charter to establish a water,
wastewater or storm water utilities; and
WHEREAS, the Parties hereto have established a water, wastewater and/or storm water utility;
and
WHEREAS, the Parties recognize that an Emergency may require Assistance in the form of
personnel, equipment and supplies from a Utility outside the Governmental Unit; and
WHEREAS, the governing bodies of the Parties have investigated the facts and determined that
it is in their best interests to authorize their Utilities to work cooperatively with another Party's
Utilities when there Is an Emergency; and
WHEREAS, Minnesota Statutes, Section 471.59 authorizes the Parties by Agreement of their
governing bodies to jointly or cooperatively exercise any power common to them.
NOW, THEREFORE, in consideration of the mutual covenants made herein, the Parties agree
as follows:
ARTICLE I
PURPOSE
The Parties recognize that in an Emergency, their Utilities may require Assistance in the form of
Personnel, equipment and supplies from outside the area of impact. The purpose of this
Agreement is to provide a framework, in the event of an Emergency, for the Parties to
participate In an intrastate program for mutual aid assistance to provide water, wastewater and
storm water utility services. The Parties authorize their Utilities to cooperatively assist other
Party's Utilities when there is an Emergency, subject to the discretion of the Responding Party's
Authorized Official as set forth In Article IV.
ARTICLE 11
DEFINITIONS
A. Agreement — This Water Agency Response Network Mutual Aid Agreement.
B. Assistance — Resources, including but not limited to personnel, equipment, material and
supplies that a Responding Party's Utility provides to a Receiving Party's Utility.
C. Authorized Official — An employee or official of a Party's Utility that is authorized by the
Party's governing body to request Assistance or provide Assistance under this Agreement
•
(OC,0
D. Emergency — Any occurrence that is, or is likely to be, beyond the control of the services,
• personnel, equipment or facilities of a Party's Utility.
E. Governmental Unit — A city, county or township in Minnesota or a City's pubic utilities
commission.
MnWARN — The framework for public water, wastewater and storm sewer utifilies in
Minnesota to assist other public water, wastewater and storm water u6litles when there is
an Emergency that requir3es Assistance from another Utility. The framework Includes this
Agreement and other resources to be developed and coordinated by the Statewide
Committee to implement the purpose of this AgreemenL
G. National Incident Management Systems (NIMS) — A national, standardized approach to
incident management and response that sets uniform processes and procedures for
emergency response operations.
H. Party/Parties — One or more governmental units that have a water, wastewater or storm
water utility that executes this Agreement or adopts this Agreement by resolution pursuant
to Article XIV.
Period of Assistance — The period of time when a Responding Party assists a Receiving
Party. The period commences when personnel, equipment or supplies depart from a
Responding Party's facility and ends when the resources return to their facility. All
protections identified in the Agreement apply during this period. The period of Assistance
may occur during response to or recovery from an Emergency.
• J. Receiving Party — A Party who requests and receives Assistance under this Agreement.
K. Responding Party — A Party that provides Assistance to another Party pursuant to this
Agreement.
L. Statewide Committee — The committee responsible for overseeing MnWARN on a
statewide level.
M. Steering Committee — The leadership group that established MnWARN and the
development of this Agreement.
N. Utility /Utilities — A water, wastewater and/or storm water utility of a Party.
ARTICLE III
ADMINISTRATION
A. Statewide Committee
Voting Members MnWARN shall be administered through a Statewide Committee.
Statewide Committee shall be comprised of nine (9) voting members. The voting
members of the Statewide Committee shall be comprised as follows: () an
employee or official of a Utility located in Region 1 of the Minnesota Division of
Homeland Security and Emergency Management Regions; (ii)an employee or official
of a Utility located in Region 2 of the Minnesota Division of Homeland Security and
•
2 \
(0 C, 1
Emergency Management Regions; ni) an employee or official of a Utility located in •
Region 3 of the Minnesota Division of Homeland Security and Emergency
Management Regions; (W) an employee or official of a Utility located in Region 4 of
the Minnesota Division of Homeland Security and Emergency Management Regions;
(v) an employee or official of a Utility located in Region 5 of the Minnesota Division of
Homeland Security and Emergency Management Regions; (in) an employee or
official of a Utility located in Region 6 of the Minnesota Division of Homeland Security
and Emergency Management Regions; (vio an employee or official of the Minnesota
Rural Water Association; and (Ix) a representative of the Minnesota Wastewater
Operator's Association.
a. Initial Voting Members The initial voting members representing the six regions
of the Minnesota Division of Homeland Security and Emergency Management
Regions shall be selected by the Steering Committee. The other three voting
members shall be selected by the organization they represent.
b. Subseguent Voting Members The appointment or election of subsequent
voting members shall be done in accordance with bylaws to be adopted by the
Statewide Committee.
C. Terms The terms of the voting members shall be established by the bylaws to
be adopted by the Statewide Committee.
d. Channe The Statewide Committee may change the number or composition
of the voting members in accordance with its bylaws.
2. Advisory Members There shall be at least six (td) advisory members of the •
Statewide Committee who shall not be entitled to vote. The advisory members shall
consist of a representative to be selected by each of the following organizations: (I)
the Minnesota Pollution Control Agency; (ii) the Minnesota Department of Health; (iii)
Minnesota Homeland Security and Emergency Management (iv) the Association of
Minnesota Emergency Managers; (v) the Minnesota Municipal Utilities Association;
and (vi) the League of Minnesota Cities. The voting members of the Statewide
Committee may change the number or composition of the advisory members in
accordance with its bylaws. The terms of the advisory members shall be established
by the bylaws of the Statewide Committee.
3. Office . The Statewide Committee shall have the following officers: a Chair, a Vice -
Chair and a Secretary. The initial officers shall be elected by the Statewide
Committee at its first meeting. The terms of the Initial officers and subsequently
elected officers shall be established by the bylaws of the Statewide Committee. The
officers shall have the following powers:
a. Chair The Chair shall have no more power than any other member of the
Statewide Committee except that the Chair shall act as the presiding officer at
the Statewide Committee meetings and may have other duties as assigned
from time to time and prescribed by the Statewide Committee.
b. ice h i . The Vide -Char shall act as the presiding officer at any Statewide
Committee meeting not attended by the Chair and shall perform the Chair's
•
CC)
duties in the Chair's absence. The Vic-Chair may have other duties as
assigned from time to time and prescribed by the Statewide Committee.
C. Secretary The Secretary shall be responsible for ensuring that minutes are
prepared for all Statewide Committee meetings. The Secretary shall also keep
all books and records of the Statewide Committee and shall give all notices
required by law, and may have other duties as assigned from time to tune and
prescribed by the Statewide Committee. The Statewide Committee may
delegate all or part of the Secretarys duties required under this Section to
another person; provided that such delegation shelf not relieve the Secretary of
ultimate responsibility for these duties.
4. Powers The Statewide Committee shalt have the following powers:
To coordinate emergency planning and response activities of Utilities In
coordination with the emergency management and public health system of the
State;
b. To adopt policies end procedures to further the purpose of MnWARN;
C. To establish committees, including regional committees, to assist in
Implementing the purpose of MnWARN;
d. To develop a resource Ast of personnel, equipment, supplies and other
resources that may be used to provide Assistance;
• e. To establish a website to facilitate the Parties' use of MnWARN;
To develop protocols, forms or procedures for Parties to request assistance;
g. To develop educational materials; and
h. To develop training materials and conduct training for Parties.
5. Meetings The Statewide Committee shall hold meetings as folio":
a. Organizational Meeting An organizational meeting shall be held at a time and
place to be determined by the Steering Committee.
b. Regular Meetina Thereafter, the Statewide Committee shall meet at least
annually. A schedule of regular meetings may be adopted by the Statewide
Committee at the organizational meeting. A schedule of regular meetings may
be changed from time to time as deemed necessary by the Statewide
Committee.
C. Special Meetings Special meetings of the Statewide Committee may be called
by the Chair and must be called by the Chair upon written request of two
Statewide Committee members.
0
4
(O Cs-)
d. Quorum The Statewide Committee shall not take official action unless a •
majority of the voting members are present in person or via electronic
communication.
ARTICLE IV
REQUESTS FOR ASSISTANCE
A. Party Responsibility. The Parties shag identify an Authorized Official and one or more
alternates; provide contact Information including 24-hour access; and maintain the
resource information required contained in the member information form to be developed
by the Statewide Committee. The Parties shall update this information as required by the
bylaws.
In the event of an Emergency, a Party's Authorized Official may request Assistance from a
Party's Utility. The Authorized Official must specifically state that Assistance Is being
requested under MnWARN to activate the provisions of this Agreement. Requests for
Assistance can be made orally or in writing. When made orally, the request for Assistance
shall be prepared in writing as soon as practicable. Requests for Assistance shall be
directed to the Authorized Official of a Party. Specific protocols for requesting Assistance
shall be established by the Statewide Committee.
B. Response to a Request for Assistance After a Party receives a request for Assistance,
the Authorized Official should evaluate if resources are available to respond to the request
for Assistance. Following the evaluation, the Responding Party's Authorized Official shall
Inform as soon as possible, the Receiving Party s Authorized Official if it can provide •
Assistance. If Assistance is provided, the Responding Party shall inform the Receiving
Party about the type of available resources and the approximate arrival time of such
resources.
C. Discretion of Responding Party's Authorized Official Adoption of this Agreement does not
create any duty to provide Assistance. When a Party receives a request for Assistance,
the Authorized Official shall have absolute discretion to provide Assistance or to not
provide Assistance. A Party's decision to provide Assistance or not provide Assistance
shall be final. No Party nor any employee or officer of any Party shall be liable to any
other Party or to any person for failure of any Party to furnish Assistance or for recalling
Assistance.
ARTICLE V
RESPONDING PARTY PERSONNEL
A. National Incident Management System fNIMSI When providing Assistance under this
Agreement, the Requesting Party's Utility and the Responding party's Utility shall be
organized and function under NIMS.
B. Control The personnel of a Responding Party providing Assistance shall be under the
direction and control of the Receiving Party until the Responding Party's Authorized
Official withdraws Assistance. The Receiving Party's Authorized Official shall coordinate
response activities with the Responding Party's Authorized Offlclal. Whenever practical,
Responding Party personnel should plan to be self sufficient for up to 72 hours.
•
(DC-0
C.
•
Food and Shelter The Receiving Party shall supply reasonable food and shelter for
Responding Party for Assistance is
personnel that provided for more than 72 hours. if the
Receiving Party is unable to provide food and shelter for a Responding Party's personnel,
the Responding Party's Authorized Official or designee is authorized to secure food and
shelter for its personnel and shall be entitled to reimbursement for such expenses from the
Receiving Party. Reimbursement for food and shelter shall reflect the actual costs
incurred by the Responding Party. If receipts are not available, the Responding Party
cannot request reimbursement in excess of the State per diem rates for that area.
D.
Communication The Receiving Party shall provide Responcring Party personnel with
radio equipment as available, or radio frequency information to program existing radios, in
order to facilitate communication among personnel providing Assistance.
E.
Status Unless otherwise provided by law, the Responding party's officers and employees
retain the same privileges, immunities, rights, duties, and benefits as provided in their
respective jurisdictions.
F.
Licenses and Permits To the extent permitted by law. Responding Party personnel who
hold licenses, certificates, or permits evidencing professional, mechanical, or other skills
shall be allowed to carry out activities and tasks relevant and related to their respective
credentials during the Period of Assistance.
G.
Right to Withdraw The Responding Party's Authorized Official retains the right to
withdraw some or all of its resources at any time. Notice of Intention to withdraw must be
communicated to the Receiving Party's Authorized Official as soon a possible.
•
ARTICLE VI
COST REIMBURSEMENT
Unless otherwise mutually agreed in whole or in part, the Receiving Party shall reimburse the
Responding Party for each of the following categories of costs incurred while providing
Assistance during the Period of Assistance.
A. Personnel A Responding Party shall be reimbursed for its actual costs paid to personnel
providing Assistance during the Period of Assistance. The Responding Party s designated
supervisor(s) must keep accurate records of work performed by personnel during the
Period of Assistance. Reimbursement to the Responding Party must consider all
personnel costs, such as salaries or hourty wages, indudng overtime, and costs for fringe
benefits and Indirect costs.
B. Equipment The Receiving Party shall reimburse the Responding Party for the use of
equipment during a Period of Assistance pursuant to the Responding Party's rate
schedule. If the Responding Party does not have a rate scheduK the rates for equipment
use must be based on the Federal Emergency Management Agency's (FEMA) Schedule
of Equipment Rates. If a Responding Party uses rates different from those in the FEMA
Schedule of Equipment Rates, the Responding Party must provide such rates in writing to
the Receiving Party prior to supplying Assistance. Reimbursement for equipment not
referenced on a Party's rate schedule or the FEMA Schedule of Equipment Rates must be
developed based on actual recovery of costs.
•
0
LOCO
C. Materials and Supplies The Receiving Party must reimburse the Responding Party In •
kind or at actual, replacement cost, plus handling charges, for use of expendable or non-
returnable supplies. The Responding Party must not charge direct fees or rental charges
to the Receiving Party for other supplies or reusable items that are returned to the
Responding Party in a clean, damage -free condition. Reusable supplies that are returned
to the Responding Party with damage must be treated as expendable supplies for
purposes of cost reimbursement.
D. Payment Period The Responding Party must provide an itemized bill to the Receiving
Party for all expenses it incurred as a result of providing Assistance under this Agreement.
The Responding Party must send the Itemized bill not later than ninety (90) days following
the end of the Period of Assistance. The Receiving Party must pay the undisputed portion
of the bill in full on or before the forty -fifth (45th) day following the billing date. Unpaid bills
become delinquent upon the forty -sixth (46th) day following the biging date, and, once
delinquent, the bill accrues interest at the standard rate of interest charged by the
Responding Party for unpaid bills. If the Responding Party does not have a standard rate,
the interest rate shall be the rate of prime, as reported by the WaH Street Joumal, plus two
percent (2%) per annum. Any undisputed amount must be resolved using the procedures
set forth in Article VII.
ARTICLE VII
DISPUTES
The Parties agree to act in good faith to undertake resolution of disputes, in an equitable and
timety manner and in accordance with the provisions of this Agreement. If disputes cannot be •
resolved informally by the Parties, the following procedures shall be used:
A. Mediation. If there is a failure between Parties to resolve a dispute on their own, the
Parties shall first attempt to mediate the dispute. The Parties shall agree upon a mediator,
or if they cannot agree, the Statewide Committee Chair shall select a mediator. If the
Chair of the Statewide Committee, has a conflict of interest, the duty for selecting a
mediator shall pass to the Vice -Chair.
B. ArWation. If the dispute remains unresolved following mediation, the dispute shag be
submitted to arbitration under the Uniform Arbitration Act, Minnesota Statutes, Sections
572.08 -.30. If the Parties cannot agree on one or more arbitrators, the arbitrators) shag
be selected using the same procedure set forth for selecting a mediator. The decision of
the majority of the arbitrators shall not be binding upon the Parties. If the arbitration
decision is not accepted, the Parties may pursue any other legal remedy to resolve the
dispute.
ARTICLE VIII
RECEIVING PARTY'S DUTY TO INDEMNIFY
For the purposes Minnesota Municipal Tort Liability Act, Mimesota Statutes, Chapter 466, the
employees and officers of the Respondsg Party are deemed to be employees (as defined in
Minnesota Statutes, Section 466.01, subdivision 6) of the Receiving Party.
•
7
• The Receiving Party shall defend, indemnify and hold harmless, the Responding Party, its
officers, employees, volunteers and agents from all claims, loss, damage, Injury, and liability of
every kind, nature, and description, directly or indirectly arising from the Responding Party's
Assistance during the Period of Assistance. Vhe scope of the Receiving Party's duty to
indemnify includes, but is not limited to, suites arising from, or related to, negligent or wrongful
use of equipment or supplies on loan to the Receiving Party, or faulty workmanship or other
negligent acts, errors, or omissions by the Responding Party personnel. The Receiving Party
shall not be required to defend and indemnify the Responding Party or Its officer, employees,
volunteers or agents. Under no circumstances, however, shall a party be required to pay on
behalf of itself or other parties, any amounts in excess of the limits of liability established In
Minnesota Statutes, Chapter 466 applicable to any one party. The intent of this article Is to
Impose on each Receiving Party a limited duty to defend and indemnify a Responding Party for
claims arising within the Receiving Party's jurisdiction subject to the limits of liability under
Minnesota Statues, Chapter 466. the purpose of creating this duty to defend and Indemnify is to
simplify the defense of claims by eliminating conifrcts among defendants and to permit liability
claims against multiple defendants from a single occurrence to be defended by a single
attorney.
The Receiving Party's duty to Indemnify is subject to, and shall be applied consistent with, the
conditlons set forth in Article X.
ARTICLE IX
DAMAGE TO EQUIPMENT
Each Party shall be responsible for damages to or loss of its own equipment. Each Party
• waives the right to sue any other Party for any damages to or loss of Its equipment, even if the
damages or losses were caused wholly or partially by the negligence of any other party or its
officers, employees, or volunteers.
ARTICLE X
WORKERS' COMPENSATION
Each Party shall be responsible for Injuries or death of its own personnel. Each Party wil
maintain worker's compensation insurance or self - insurance coverage, covering Its personnel
while they are providing Assistance pursuant to this Agreement. Each Party waives the right to
sue another Party for any workers' compensation benefits paid to its own personnel while they
are providing Assistance pursuant to this Agreement. Each Party waives the right to sue
another Party for any workers' compensation benefits paid to its own employee or volunteer or
their dependents, even if the injuries were caused wholly or partially by the negrigence of
another Party or its officers, employees or volunteers.
ARTICLE XI
INSURANCE
Parties to this Agreement shall maintain the following liability coverage's: (1) commercial
general liability, and (2) automobile liability, including owned, hired, and non -owned
automobiles. Each policy shag have a limit at least equal to the maximum municipal liability limit
in Section 466.04, subd. 1. If the policy contains a general aggregate limit, the general
•
(00c)
aggregate limit shall not be less than double the maximum municipal liability land In Section •
466.04, subd. 1.
ARTICLE XII
WITHDRAWAL
A Party may withdraw from this Agreement by providing written notice of its Intent to withdraw to
the Statewide Committee Secretary. Withdrawal takes effect 60 days after notice Is sent.
ARTICLE XIM
INTRASTATE AND INTERSTATE MUTUAL AID AND ASSISTANCE PROGRAMS
To the extent practicable, Parties to this Agreement are encouraged to participate in mutual aid
and assistance activities conducted under the State of Minnesota Intrastate Mutual Aid and
Assistance Program and the Interstate Emergency Management Assistance Compact (EMAC).
Parties may voluntarily agree to participate in an interstate Mutual Aid and Assistance Program
for Utilities through this Agreement If such a Program were established.
ARTICLE XIV
NEW MEMBERS
Other Governmental Units may be added to this Agreement upon approval of their governing
body as evidenced by adoption of the resolution attached as Exhibit 1 to this Agreement and •
execution by the Governmental Unrrs authorized representatives. A Governmental Unit shall
not become a Party to this Agreement until a certified copy of the resolution is received by the
Statewide Committee Secretary. The Statewide Committee Secretary shall maintain a master
list of all Parties to this Agreement.
ARTICLE XV
GENERAL PROVISIONS
MODIFICATION
A. Modification No provision of this Agreement may be modified, altered or rescinded by
individual parties to the Agreement. Modifications to this Agreement may be due to
programmatic operational changes to support the Agreement. Modifications require a
simple majority vote of the Parties to this Agreement. The Statewide Committee Secretary
shall provide written notice to all Parties of approved modifications to this Agreement.
Approved modifications take effect 60 days after the date upon which notice is sent to the
Parties.
B. Signatory Indemnification In the event of a liability, claim, demand, action or proceeding
of whatever kind or nature arising out of Period of Assistance, the Parties who receive
and provide Assistance shall Indemnify and hold harmless those Parties shoes
involvement in the transaction or occurrence that is the subject of such claim, action,
demand or other proceeding is limited to execution of this Agreement.
•
4
toC��
C. Prohibition on Thud Parties and Assignment of RiahtslDuties This Agreement is for the
sole benefit of the Parties and no person or entity shaft have any rights under this
Agreement as a third -party beneficiary. Assignments of benefits and delegations of duties
created by this Agreement are prohibited and are without effect.
D. Notice A Party who becomes aware of a claim or suit that in any way, directly or
indirectly, contingently or otherwise, affects or might affect other Parties to this Agreement
shall provide prompt and timely notice to the Parties who may be affected by the suit or
claim. Each Party reserves the right to participate in the defense of such claims or suits as
necessary to protect its own interests.
E. Effective Date This Agreement shag be effective after approval by the Parties' goveming
body and execution by the Parties' authorized representatives.
Govemirm Law This Agreement shag be governed by and interpreted in accordance with
the laws of the State of Minnesota.
G. Captions Article and section headings contained In this Agreement are included for
convenience only and form no part of the Agreement among the Parties.
H. Waivers The waiver by a Party or any breach or failure to comply with any provision of
this Agreement by another Party shall not be construed as, or constitute a continuing
waiver of such provision or a waiver of any other breach of or failure to comply with any
other provision of this Agreement.
I. Counteparts This Agreement may be executed in several counterparts, each of which
• shall be an original, all of which shall constitute but one and the same instrument
J. Savings Clause If any court finds any article, section or portion of this Agreement to be
contrary to law or invalid, the remainder of this Agreement will remain in full force and
effect
IN WITNESS WHEREOF, the Parties, by action of their respective governing bodies, caused
this Agreement to be approved on the dates below.
The City Council of the City of Hutchinson, Minnesota, duly approved this Agreement on the
12th day of August, 2008.
By:
It's Mayor
By:
It's City Administrator
0
10
(OCV)
I I I Hawn Saeet soaMeut
Huabins MN 37350
(320) 387- 51511FM (320) 234-4740
City of Hutchinson
APPLICATION FOR PEDDLERS, SOLICITORS, AND TRANSIENT MERCHANTS
glow 02,9W
EM
O Solicitor Date of Applicatio
O Transient Merchant 5125,
Peddler
OParade Peddler 530.00
IF
2° X 2° Picture Required
' t
Name: p a to ✓V14 149 Y'
Height� Eye Co 6 y
Driver's License Number. Sate: Mw
Permanent Address: 2 2 Y+* S 9
t4,roL/vlio&lk H?-k S S` 3 /1
cey swo zV
Permanent Telephone: 3.� 3, `10 8 Y
Temporary Address: �(
OV swu zip
Temporary Telephone Access: /Y/4
Have you been convicted of any crime,
traffic violations? Cl yes A[ DO
misdemeanor, or violation of any municipal ordinance, other then
If yes, state the nature of offense and
punishment or penalty assessed therefore:
9
•
•
r �J
City ofHurdhuon
Appllrntionfm Peddlers, SollcWm and Traruk nr Merchant
L Page 3 of 4
r 1
-A
•
r1
LJ
_t'ocation Info rf - n atio s�
i T Location.'Varnt
^Y �, u�c�i�asn,r+� SS3SD
Location Addreu city Slats ZI
Bu8iries$Jn trni a iW',,' i -
Describe relationship between applicant and employe-:
F - 11 Y N d i ; s
Describe nature of business and describe hem(s) offered:
e Ke ✓
S r�4 Co Yh
�rd
Property Owner Name
Property Owner Phom Number
_ f0 y 6, v i S
Describe method of delivery:
•�!'O t.n k�' i 'i
Pev -s 4
f Properly Owner Addrers
✓QV -Ouele.t C?
City Sraee
3
Zip
1 4f , (3
1
Properly Owner Nome
Describe source of supply:
19 Io3 �i-
Nlgttor k -<3 �oc /„ Grc_,
—� Srpplhr Naere
3� 3a3�S/o�Y
Suppler Phone Number
a- a- � Y�-tf S f n/ 8✓b
e..�r�}�+ -I !''`lam SS3 I
SKopfterAddr
City Stall Zip
n
.l1 � t 1 V dt a tr'
Supplier Naere
37.0 3 - a vo 9 V
Suppkr Phone Nwmber
Supplier Addrese
Clty SAME ZIP
Supplier Name
Swpler Phone Number
_ SupQlkr Address —
Clry T SEere Zip
Reference Inf0rmat10j1
-
Provide two (2) property owners (preferably in McLeod County) for character references:
e Ke ✓
3 � c - 3 F
1 0 k, 7
Property Owner Name
Property Owner Phom Number
_ f0 y 6, v i S
l ` o vI $ + W
•�!'O t.n k�' i 'i
SS 31
f Properly Owner Addrers
✓QV -Ouele.t C?
City Sraee
3
Zip
1 4f , (3
1
Properly Owner Nome
-03X$
Property Owner Phone Number
19 Io3 �i-
' - )t--
.- IMW JS 1
S S 3 12
T roperly
Owner Address
CHY Sutr
(OCC
City PfHwhberm�
Appliwilonfo, P'ddk" Sc liciiof4 and T}'rukn! "
Page 3 of/
Reference Information (c&Wrineq.�:
List last (up to three (3)) previous c where you carried on same activity:
By- Ot'. i2yl %!� to 9 -
C4 D&to(s)ofAcdvfty
SI L I/ - hA VX to 9 — ice
CRY Stns Da*s) of ActiVq
CIIY Difte(S)OfACtk4ky
7777777777777777- -
The following items need to be completed and/or attached in order for the application to be processed:
Applicatior0nvesligation fee paid in full (check or money order): �Yes ❑ no
Application completed in full and signed. 1 0 yes ❑ no
•
4-.;, A
I hereby certify I have completely filled out the entire above application and that the application is true, correct, and accurate.
I fully understand that any person who violates any provision of the Peddlers, Solicitors, and Transient Merchants Ordinance
No. 673 is guilty of a misdemeanor and upon conviction thereof shall be punished by a fine not exceeding S1,000.00 or by
imprisonment for a period not exceeding 90 days or both, plus, in either case, the costs of prosecution.
s,ngnalwe
Date •
InteTnaJ G*'
Police U approved ❑ denied Notes:
City Council ❑ approved ❑ denied Notes:
H,r.ia�AIbm..Tad, SoG�ie�, 7.mim�
•
(D (-J)
0
111 Hewn Saes SouWosrt
Homhlnsw, MN 55350
(320) 587- 5151/Fm (320)23
City of Hutchinson
APPLICATION FOR GAMBLING DEVICES LICENSE
In provisions of the City of Hutchinson Ordinance No. 655 and Minnesota Statutes Chapter 349
All applications must be received at least 30 days before event in order to be considered
0
0oc'ff— �1/uUilJic�
Name Phone Number
Ufa f /vi�N• e7 S a0
Address where regular meeting are held City State ZIP
Day and time of meetings?
Is this organization organized under the laws of the State of Minnesota? ryes ❑ no
How long has the organization been in existence? -Vi How may members in the organization?
What is the purpose of the organization?
In whose custody willorganization records be kept?
VM46,4z Ac7 kly
Name Phone Number
Nub f,9�r/o/f.viA 57' �LoY
Address
4 Y p
Residence Address City State Zip
Date of Birth: ! / Place of Birth:
Mont ayfyear City State
Have you ever been convicted of any cri me other than a traffic offense? ❑ yes l' no
s Ja
State Zip
a3y 6.,U4/
Phone Number
If yes, explain:
•
(' Chi
Ciry of limchbuae
APPlicarlonfar 8hgo Gawbftg Devices Llcour
Page 7 of J
..,_...4,4_r,.,- W -6 `' UniresWa Stat 3
True Name
Phone Number
Residence Address City
State Zip
Date of Birth: / / Place of Birth:
Month/day /year
City State
Have you ever been convicted of any crime other than it traffic offense? 0 yes
❑ no
If yes, explain:
How long have you been a member of the organisation?
-
Location # l-
NrJ�oHLA e Ucryi Gt�7 tiic4
a 3 y S6sG
Name of location where game will be played
Phone Number
11905 H ew /s S NM139 A?aflvwl- � U pia
Address oflocalion where game will beplayed City
State Zip
Date(s) and/or day(s) gambling devices will be used: Q
through 91
Hours of the day gambling devices will be used: From
To t
Maximum number of player: &26
d
Will prizes be paid in money or merchandise? ❑ money prmerchandise
Will refreshments be served during the time the gambling devices will be used?
M yes ❑ no
If es will a char e be made for such refreshments? � es ❑ no
ti ,s v
Location #2
Name of location where game will be played
Phone Number
Address of location where game will be played - City
State Zip
Date(s) and/or day(s) gambling devices will be used:
through
AM AM
Hours of the day gambling devices will be used: From PM
To - PM
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? ❑ yes ❑ no
Title
Residence Address
Ciry
State ZIP
Title
Residence Address Ciry State ZIP
•
r
LJ
•
taCh>
CuygfHulchb m
App,Fiwi, n for Birgo Gamhlbg Devwa Lte
`
Page 3 aJ3
• Name Tide
- Residence Address City Stale
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 ❑ no Authorized Officer QVyes O no
• Initial Initial
I declare that the information I have provided on this application is truthful, and I authorize the City of Hutchinson to
investigate the information submitted. Also, l have received from the City of Hutchinson a copy of the City Ordinance No.
11420 relating to gambling .
bling and I will familiarize myself with the contents thereof.
.21C) mb
Signature of authorized officer of organization Date
Signatwe ofgambling manager of organization Dale
City Council ❑ approved ❑ denied Notes:
•
CQCh�
Name
Title
ResrdenceAddress
City
Stale Zip
Name
TWO
Residence Address
City
Slate Zip
Name
Title
Residence Address
City
Stale ZiD
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 ❑ no Authorized Officer QVyes O no
• Initial Initial
I declare that the information I have provided on this application is truthful, and I authorize the City of Hutchinson to
investigate the information submitted. Also, l have received from the City of Hutchinson a copy of the City Ordinance No.
11420 relating to gambling .
bling and I will familiarize myself with the contents thereof.
.21C) mb
Signature of authorized officer of organization Date
Signatwe ofgambling manager of organization Dale
City Council ❑ approved ❑ denied Notes:
•
CQCh�
MEMORANDUM OF AG •
Ibis is a Memorandum of Agreements entered into between the Hutchinson Jaycees and the City of
Hutchinson, Minnesota, regarding the use by the Hutchinson Jaycees of the Hutchinson Polioe/Fire
Training Site, to be known as the Haunted House site in this agreement The purpose of holding a
Haunted House event is to conduct a Rmdraiser for the Hutchinson Jaycees and the Hutchinson Fire
Department, in 2008.
There will be no smoking at the Haunted House site at anytime, except in designated
smoking areas, if any.
2. There will be no alcohol permitted at the Haunted House site at anytime.
The Jaycees will be allowed to have full access to, and have full use of the Haunted House
site and buildings for approximately 37 days, which shall include time before the event to
prepare the Haunted House and time after the event to clean up.
In 2008, the 37 day time period shall commence on September 27th, and shall end on
November 2nd.
The Jaycees shall be permitted to access the site for viewingkouring purposes prior to their
thirty seven day use period by contacting the appropriate city employee.
4. The Hutchinson Jaycees shall prepare a floor plan of the buildings used for the
Haunted House, addressing room use, for review by the Fire Inspector. The Haunted
House site, including buildings and specific rooms, shall be inspected and approved •
by the Fns Inspector and/or a Hutchinson building official prior to allowing
customers on the premises for the event This inspection shall take place at least 72
hours before the Haunted House opens to the public, so that the Jaycees have
adequate time to make necessary changes.
S. The Hutchinson Jaycees shall provide liability insurance for the Haunted House, and they
shall provide the City of Hutchinson with a certificate of insurance naming the City of
Hutchinson as an additional insured in the amount of two million dollars general aggregate,
6. The Hutchinson Jaycees shall pay S750.00 to the City of Hutchinson as a rental fee for the
Haunted House facility. For this fee, the Hutchinson Jaycees will receive, inter alia, the use
of the facility for a thirty seven day period, as well as city cooperation in getting the
facility ready for the Jaycees to use and putting on the event (i.e. buildings and area
surrounding the buildings are clean, provide electricity, etc)
7. The Hutchinson Fire Department Chief and Hutchinson Police Department Chief have the
right to inspect the site and shut down the event for violation of the aforementioned
agreements.
City of Hutchinson Representative
Hutchinson Jaycees Representative
L�
UO
. CITY OF HUTCHINSON
MEMO
Finance Department
August 7, 2008
TO: MAYOR i CITY COUNCIL
FRCli: KEN MERRILL, FINANCE DIRECTOR
SUBJECT: 2007 FINANCIAL REVIEW -
Kyle Meyers reviewed the 2007 audited statements for the council
at the July 22 meeting. While the reported was reviewed and
questions answered no formal action was taken by the council to
accept the report.
I Would request council approval of the 2007 audit financial
• statements for the City of Hutchinson as presented at the July 22
meeting.
H1 \D0C \City c =Cil m l.doc
•
f K-�)
MEMORANDUM
POLICE I EMERGENCY MANAGEMENT SERVICES
TO,%, S Joseph Na
FROM,* Officer Theresa Lelder., Investi --t-
DATE: 712512008
RE: Intoxicatin U License I` g aflon /Robert Bamard
I conducted a back check on Mr. Robert Barnard in reference to him obtainin an
Intoxicatin Li License in the Cit of Hutchinson. Mr. Barnard and his partner, Tiffan
Haa are openin a restaurant at 14 Main Street South,
I have checked
would eliminate
This is a new bL
Please feel ftee
find an that
it.
Is needed.
GAL
•
•
•
Application for On -Sale Intoxicating Liquor License
This form was prepared by the City of Hutchinson and the
Minnesota Bureau of Criminal Apprehension, Department
of Public Safety, pursuant the Minnesota Statutes, 1976,
Section 340.13, for purposes of background investigation
It does not supersede any laws, rules or regulations of the
Division of Liquor Control regarding the issuance of liquor
licenses. Failure to provide information requested may
result in denial of the application.
1. zeLL-as 23. )Vn:° OA
Trade Name Date of Application
2. o - _S
L ic6sing Period
3. Type of Application: )K NEW ❑ RENEWAL ❑ TRANSFER
Na me . i
5.
Home Address
tt_
State
6. 0 5A 7. _Au6t;n . TX
Citizenship Place of Birth
9.
Legal Description
g.
Date of Birth
10. List Owners of building or premises to be licensed: leFFre�r t }<r a S n2 1 !fir J
11. List all partners, officers or directors, if corporation:
N ame
Add
ress
Date of Birth
14 i n �t a 7
1 L'+- _ .L if1.Scn, MN �r
1 Cad
12. prior experience in this type of business:
lif2Wr trlIJ ocperiPn« cis we
13. Present ownership in any otherliquor establishment: "/A
14. Present ownership in any other restaurant or food business: ra / A
15. Three Business References:
1.
2.
3.
16. 2tyLa5 ,
Corporate or Partnership Title
17. 14 kAa n st _ S . , 1-1 L2 t L44 f nS or) Mn 5535
Corporate or Partnership Address
rte,
e
jd -
MsSGri il&
18, If If this is a transfer application give name, address, ofperson(s), partnership or
corporation holding license for the past year.
N/A
Name
Address
19. Who owns the bar /tavern fixtures? JQPF � f�-r i S 4a aq
20. Are you a Minnesota resident? A YES ❑ NO
From To
21. Residential Address for the past five (5) years: 12 "est L2tW rla rY {E f Pkv� ;
�2CZ5 , Minnczr�olr5, Anry ss•t -1 c�
22: Three personal references:
10NITMe fro A rt
pM s
Address
23. Employment for the past five years:
Name of Employer
l. �ari PSb v CC%fY�e
2. 1 n I i
3. A OL
24. Any convictions other than minor traffic: N O
M
6 2. 250. 73`19
2.14 . b95. 1 735
F 12.703 . o `t39
� r
•
•
•
- 7 Ca)
25. This application must be accompanied by detailed statement of net worth and last
•
year's tax return and statement of method of payment for business, fixtures and
inventory.
26. Applicant, and his associates in this application, will strictly comply with all the laws
of the State of Minnesota governing the taxation and the sale of intoxicating liquor,
rules and regulations promulgated by the Liquor Control Commissioner; and all
ordinances of the municipality; and I hereby certify that I have read the foregoing
questions and that the answers to said questions are true of my own knowledge. I
further understand that an investigation fee not to exceed$500.00 shall be charged an
application by the city or county if the investigation is required outside the state. I
further understand the ordinances of the City of Hutchinson regarding the operation
of on -sake liquor licenses and agree y abide by them.
� -�-og
Signa e M KQ:7: Date
1 � -t Y--09
Subscribed and sworn to before me this
day of � 2 00V.
1 �
Notary Public BoNN "r K' A BA*AETZ
r :,ary pUb6p
My Commission expires: 1- 3l — r o
a y r �'""ar 01M UWesft rs+,am�
•
— 7 Co�)
0
re
Nl E M [) R A N D t M
TO: Mayor & City Council
FROM: Kent Exna, City Engineer
RE: Public Hearing for Hutchinson Dam Downstream Riffle No. 11 (Letting No. 16/Project
No. 08 -20)
DATE: August 12, 2008
City staff will provide a brief review ofthis project at the City Council meeting. At this point, we have received quotas
for this project and are prepared to award the work in the amount of $9, 500.00. There are several unknowns associated
with this work, thus addiliowl coats beyond the $9,500 original quote may arse. Ifproject cost increases occur, the City
Council will be informed accordingly.
The low quote submittal was from Hit L Contracting, Inc. of Hutchinson, MN. The Contractor has agreed to schedule
tfiis work dating the week ofAugast IS as requested by the local Department ofNatural Resources office. This pryed
has been idemifled as a priority by the Resource Allocation Committee, thus, City staff asb tbat the City Council
conslder proceeding with the project construction at this time.
We recommend tbst the attached Resolutions be approved.
a: Cary Plots, City Administrator
LJ
`I C b)
• RESOLUTION NO. 13462
RESOLUTION ORDERING IMPROVEMENT
AND AUTHORIZING NEGOTIATION OF CONTRACT
LETTING NO. 16
PROJECT NO. 08-20
WHEREAS, a resolution of the City Council adopted the 22nd day of July 2008, fixed a
date for a Council Hearing on the following improvements:
Hutchinson Dam Riffle No. 11 - Improvement of Hutchinson Dam spWWay
approximately 200' east of the TH 15 Bridge over the South Fork of the Crow Rim
by construction of grading, granular base, base rock, boulders, restoration, and
appurtenances, and
WHEREAS, said hearing was held on August 12th, 2008..
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
HUTCHINSON, MINNESOTA:
1. Such improvement is hereby ordered as proposed In the council resolution adopted July
22nd, 2008.
• 2. The estimated cost of such improvement does not exceed $100,000 and therefore the
City Engineer is hereby authorized to enter into direct negotiation forconstructlon of such
Improvement Kent Exner is hereby designated at the Engineer for this Improvement.
Adopted by the Council this 12th day of August, 2008.
Mayor Steven W Cook
Administrator Gary D Plotz
fj
1Cb)
RESOLUTION NO. 13463 •
RESOLUTION ACCEPTING BD AND AWARDING CONTRACT
LETTIIG NO. 16
PROJECT NO. 08-20
Whereas, pursuant to an advertisement for bids for the furnishing of all labor and materiel for the
Improvementot
Huld*mon Dam RMIe No. 11- Improvemerd of Hutchinson Dam sp" spproufineasty 200' east of the
TH 15 Bridge over the South Fork of to Crow River by construction of gmdbrg, granular bass, Imsa rock,
boulders, restorsson, and appurlenenoee, and
bids were received, opened and tabulated according to law, and the following bids were raceMed complying with
the advertisement
Bidder Amount Bid
H)erpe Contracting Inc of Hutchinson MN $ 9,500.00
Juul Contracting Company of Hutchinson MN $13,600.00
and whereas, it appears that H*pe Contracting Inc of Hutchinson MN Is the lowest responsible bidder.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA
1. The mayor and city administrator are hereby authorized and directed to enter Into a contract with
Hjerpe Contracting Inc of Hutchinson MN In the amount of $SAW.00 in the name of the City of Hutchinson, for
the improvement oontalned herein, according to the plans and specifications therefor approved by the City •
Council and on fie In the office of the City Engineer.
2. The City Engineer Is hereby authorized and directed to return forthwith to all bidders the deposits
made with their bids, exoept that the deposits of the successful bidder and the red lowest bidder shall be retained
until a contract has been signed, and the deposit of the successful bidder shall be retained until satisfactory
completlon of the contraa
Adopted by the Hutchinson City Council this 12th day of August 2006.
Mayor Steven W Cook
City Administrator Gary D Plotz
•
-7(-b-)
Hjerpe Contracting, Inc.
16246 Hwy 15 S.
PO Box 517
Hutchinson, MN 55350 -0517
•
Name / Adteae
City of Huichinson, MN
I I I Hassan Street SE
Hutchinson, MN 55350.2322
Estimate
Data♦
Estttwte •
MW2U06
614
Total S,,5MIX
- t C 6�
Pro)sot
Description
Qty
Cost
TOW
Bid for Dam Riffle No. I 1
Load and haul 1.41' rat firm m sites in town to project site per CY
Rock placement at *a per DNR. Equipment and labor per has.
Fbmisb granular filter material b' minus rock per too
NOW
ork to be performed the reeds of Augop 18th, 2006
150
20
100
12.00
273.00
22.00
t,800.00
5,500.00
2,2W.00
Thank you for the opportunity to bid your work.
Total S,,5MIX
- t C 6�
JIJUL CONTRACTING COMPANY
www.juulcontractinp.coln
ju ulContQ hutchtet. rnet
326) 587 -2989- Cell 4320-583-8741
Fax (320) 587 -0964
J�rg Accra=
JOB DESCRIPTION:
JOB ESTIMATE
1 m, "I/ s 6;� I
/3!000 00
THIS ESTIMATE IS FOR COMPLETING THE JOB AS DESCRIBED ABOVE IT IS BASED ON OUR EVALUATION AND OCAS HOT 04CLLOE MATERIAL
PRICE INCREASES OR ADDITIONAL LABOR AND MATERIALS WHICH MAY Bf REQUIRED SHOULD UNFORESEEN PROBLEMS OR ADVERSE
wE ATHER CONDITIONS ARISE AFTER THE WORK HAS STARTED
YOU WILL BE INVOICED WHEN THE JOB IS COMPLETED. PAYMENT 4 DUE UPON RECEIPT OF THE INVOICE. FINANCE CHARGE OF 1 1.2% PEP
MONTH. (ANNUAL FEE OF 1B%j WILL BE CHARGED ON OUTSTANDING BALANCES OF MORE THAN 30 DAYS
ESTIMATED JOB COST. ACCEPTED BY •
�Cb�
n
C
M E M n R A N D U M
TO: Mayor & City Council
FROM: Kent Exner, City Fmgineer
RE: Public Hearing for NE Trunk Storm Sewer Phase 3 (Letting No. II/Project No. 08-03)
DATE: August 12, 2008
City staff will provide a briefreview of this project at the City Council meeting. We are completing final design for this
project and are prepared to seek public bids in the new fbture. This project was ideatifled within the orightal 2006
Capital improvement plan, so City staff has proceeded with the project process accordingly.
City staff continues to communicate with specific landowners regarding the potential acquisition of a portion of their
• property for this project. At this point, the property acquisition has not been completed. However, based an feedback
from the property owners, City staff believes that negotiations will be advancing In the orffi future and the acquisition
should occw soon. Thus, City staff is prepared to start the bidding process for this project recognizing that the project
award will be contingent on the property acquisition being finalized. This project has been identified as a priority by the
Resource Allocation Committee, so City staff asks that the City Council consider proceeding with the project process at
this lima.
We reconeend that the atlached Resolutlow sad Publications be approved.
cc: Gary Plotz, City Administrator
- 7 Cc:)
RESOLUTION NO. 13458 •
RESOLUTION ORDERING W PROVEMENT
AND PREPARATION OF PLANS AND SPECIFICATIONS
LETTING NO.3
PROJECT NO.OB-03
WHEREAS, a resolution of the City Councl adopted the 22nd day of July 2008, fixed a date for a
Council Hearing on the folbwig improvements:
NE Trunk Stomp Sewer — Phase 3: Construction of storm sewer Improvement near the
Intersection of TH 15 and North High Drive (C.R. 12) by constriction of grading, trunk and
lateral storm sewer, landscaping, restoration and appurtenances, and
NOW THEREFORE, BE rr RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA
1. Such improvement is hereby ordered as proposed in the resolution adopted the 22nd day of July,
2008.
2. Kent Exner Is hereby designated as the Engineer fortis Improvemerd. He shaft prepare plans and
specifications for the making of such improvement
Adopted by the Council this 12th day of August 2008.
Maya
City Administrator
•
1 8
—)(0
• RESOLUTION NO. 13468
RESOLUTION APPROVING PLANS AND SPECIFICATIONS
AND ORDERING ADVERTISEMENT FOR BIDS
LETTING NO.3
PROJECT NO. 08-03
WHEREAS, the City Engineer has prepared plans and specifications for the following
described Improvement
NE Trunk Storm Sewer — Phase 3: Construction of storm sewer improvement near the
Intersection of TH 16 and North High Drive (C.R. 12) by construction of gradkp, trunk and
lateral storm sewer, landscaping, restoration and appurtenances, and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
HUTCHINSON, MINNESOTA:
1. Such plans and specifications, a copy of which is attached hereto and made a part
hereof, are hereby approved.
2. This project has been advertised by the State of Minnesota Department of Transportation
and said bid opening wii be held at 10:30 am on Tuesday, October 7, 2008, at which time bids will
be publicly opened by the Commissioner of Transportation for the State of Minnesota, In the
Cafeteria at the office building of the State of Minnesota Department of Transportation, 395 John
Ireland Blvd, Construction Office, Mad Stop 650, St Paul MN 55155. Said bids will be considered by
• the Council at 6:00 pm on Tuesday, October 14th, 2006 in the Council Chambers of the Hutchinson
City Center, Hutchinson, Minneeota.
Adopted by the Hutchinson City Council this 12th day of August 2006.
Mayor: Steven W Cook
City Administrator. Gary D Plotz
11
3 (G)
0
r_
M E M O R A N D U M
TO: Mayor & City Connell
FROM: Kent Exner, City Engineer
RE: Public Hearing for South Grade Road Trail (Letting No. 7/Project No. 08-07)
DATE: August 12, 2008
City gaff will provide a brief review of this project at the City Council meetin& We are completing finial design for%is
project and we prepared to seek public bids in the near finure. This project was identified within the original 2008
Capital Improvement Plan, so City staff has proceeded with the project process accordingly. This project has been
identified as a priority by the Resource Allocation Commit tee, thus City staff asks that the City Council consider
proceeding with the public bidding process at this time.
We recommend that the attacked Resolution and Pmblieatbas be approved. •
cc Gary Plots, City Administrator
•
- I (d)
• RESOLUTION NO. 13480
RESOLUTION ORDERING IMPROVEMENT
AND PREPARATION OF PLANS AND SPECMATIONS
LETTING NO.7
PROJECT NO. 08-07
WHEREAS, a resolution of the Cky Council adopted the 22nd day of July 2008, foxed a date for a
Council Hearing on the following improvements:
Improvement of South Grade Road SW trail from Bridgewater Estates Third Addition
(approximately 250' east of Honey Tree Road) to School Rd SW by construction of grading,
aggregate base, stem sewer, bituminous paying, landscaping, restoration, and
appurtenances. This work completes the trail alignment from Lakewood Dr SW to the
existing School Rd facaTities, and
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
2008. 1. Such Improvement is hereby ordered as proposed In the resolution adopted Die 22nd day of July,
2. Kent Exner is hereby designated as the Engineer for this Improvement He shall prepare plans and
specifications for the making of such improvement
Adopted by the Council this 12th day of August 2008.
•
City Administrator
•
1 C,:A-)
RESOLUTION NO. 13461 •
RESOLUTION APPROVING PLANS AND SPECIFICATIONS
AND ORDERING ADVERTISEMENT FOR BIDS
LETTING NO.7
PROJECT NO. 08-07
WHEREAS, the City Engineer has prepared plans and specifications for the following
described improvement:
Improvement of South Grade Road SW tall from Bridgewater Estates Third Addition
(approximately 25(r east of Honey Tres Road) to School Rd SW by construction of grading,
aggregate base, stone sewer, bituminous paving, landscaping, restoration, and
appurtenances. This work completes the trait alignment from Lakewood Dr SW to the
existing School Rd fedlitles, and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
HUTCHINSON, MINNESOTA:
1. Such plans and specificatbne, a copy of which is attached hereto and made a part
hereof, are hereby approved.
2. This project has been advertised by the State of Minnesota Deparbrrent of Transportation
and said bid opening will be held at 10:30 am on Tueaday, September 9, 2008, at which time bids
will be publicly opened by the Commissioner of Transportation for the State of Minnesota, In the
Cafeteria at the office building of the State of Minnesota Deperhnent of Transportation, 395 John •
Ireland Blvd, Constriction Office, Mail Stop 650, St Paul MN 55155. Said bids will be oonaktered by
the Council at 6:00 pm on Tuesday, September 9th, 2008 in the Council Chambers of the
Hutchinson City Center, Hutchinson, Minnesota.
Adopted by the Hutchinson City Council this 12th day of August 2008.
Mayor: Steven W Cook
City Administrator. Gary D Plotz
•
-I(-a)
0
r
ME M O R A N D U N I
TO: Mayor & City Counca
FROM: Kent Eimer, City Engineer
RE: Public Hearing for Lea Koaba Parkway (Letting No. 17/Project No. 08 -22)
DATE: August 12, 2008
City staff will provide a brief review of this project at the City Council rneetiog, we have completed a preliminary
design for this project and are prepared to start final design based an input from the City Council and other stalreboklea
This project was not identified within the original 2008 Capital Improvemem Plan, so City swThas proceed with the
project bear as directed by the City Council.
This project has net been identified as a priority by the Resource Allocation Committee. This, City staff ash that the
• City Council determine the status of improvements within the Les Kouba Parkway area.
We recommend that the City Council provide direction to City staff regarding the Lea Knobs Parkway area
improvem mis.
cc: Gary Plotz, City Administrator
•
� �e7
0
Memorandum
TO: Mayor and City C
FROM: Brenda K. E for of Human Resources
RE: Annual City Reco 'lion Event
DATE: August 7, 2008
For the past 33 years, the City of Hutchinson has hosted an event to recognize the
accomplishments of both City employees and the vohmteers who serve on the various boards and
committees of the City.
It is requested that the Council consider and set the date for the 2008 Annual City Recognition
Event. Thursday, September 4 and 11, are currently available at the Event Center.
It is also requested that you provide staff with any additional direction in regard to the following: •
1. Event program agenda. (The recent format includes dinner and a short program to
recognize retiring and current board members in attendance.)
2. Providing beverages tickets to attendees.
It is requested that you review and consider this information. I will be in attendance at the
Council meeting on August 12 if you have any questions.
•
t OCQ�
Oft
uovemin Polic Win Polic
ComplaUon Check off List
As of Au 1, 20M 1
u �.. e - P. ^ !... - ', -il A. -• °- a . ;r. .. . e
_ - s� 1, . �L.... I ���s.. � _,� F.
I � �. J� . ra. .. � - �.0 M
� �h t a� .9 -
'h - �� S _
a. �. F : v
5 � �:
: �' "F�.
, • I'� -
fF "
- ...
i}1 r:.6
�,��� - •, _. ^ e - -
, ' "`, :.: i "... } _. " - ...
Li'... - - , � J , . n au�� .: ^rF ± °..
- � .fir , I pi ..w.:. - r `z •a _.: '.,.�.r.
��".: '. R �• � - '. ,y 1.. R p :1. q ,�.
�4� �. �a..r rl !..
.. _ Y. - i
I°o-, ` ° . •„ � .' ...
- '{ u � a � r/Tk .l' r .: r .� .: y j�
�x. + - '� _W. ' �R' €41...
ci - -,r .gy , p `•. - r..
6aa �. Rfr'• C.',t .
_ �, . �..
_ �g
y � .. `l P - r'a'y b, . "'T �, " �Fy� ��i�4.'
..� a , " •'� � - ,!�� M �°5. !1F''.�'' ?'�: r ,�,
rd w r - I' `I.
1' F T�++`1F�'�l^
F. _
e, t
'�i: F�� +y. - ""i�
�. '�1.
Yn, :, :• .r
al[yt
:. r � V E . .; I
.fry'.:
� . r I ' •
�F'.a. _.. ni ,lei ..�, . _. ,.' Y �f y��f�_.�.V,
Iw �a r r .
�rT ^finl�'��ry1 `"
I
1 + .. .. F. i
i 1 � :Iw I I
}� _ .. •
•
L o s .!_._
a "O E is (-I
Iiw'I -:- M1,_� ' i
k:*
OUR P 1 .i �)
' Tir II 4ia
'i w to l I i
jjjjj 111111 � 11111P q M 1 �"IW r I I 11
RR
1 I Wk I
J=o o —r4 roj, =7 1
I
1 1 ICI * a 1 I k I I
4 , jI
d
1 *€ r Them � I�
1� I
1
°.
11 # 11ulf I
■ 4
4 k
# a° II
1k kk r ip Il i �I
"p
17t n1l v - 7% 1 I
Policy Type: Executive Umitations •
Policy Titre: 28 Conumnicadon and Support to the Council
The City Administrator shall not cause or allow the Council to be uninformed or
unsupported in Its work. Further, without limiting the scope of the foregoing by this
enumeration, the City Administrator shall not
2.8.1. Neglect to submit monitoring data required by the CouncH (see policy 3.4 on
monftdrp City Administrator performance) in a timely, eoou ate, and
understandable fashion, directly addressing the provisions of Council policies
being monitored.
2112. Fail to report In a timely manner any actual or anticipated noncompliance with
any policy of the Council.
2.8.3. Neglect to submit unbiased decision information required periodically by the
Council or let the Council be unaware of relevant trends.
2.8.4. Let the Council be unaware of any significant incidental Information it requires,
Including anticipated media coverage, dwastened or pending lawsuits,
advancing community concerns, and material internal and external changes. •
2.8.5. Fall to advise the Council R, in the City AdministraWs opinion, the Council Is
not in compliance with Its own policies on Governance Process and Council-
Management Delegation, particularly in the case of Council behavior that is
detrimental to the work relationship between the Council and the City
Administrator.
2.8.8. Present Wdorrmation in unnecessarily complex or kw g ft form or in a form that falls
to differentiate among Yndornetion of three types: monitoring, decision preparation,
and Wier.'
28.7. Fail to provide a workable mechanism for offkaal Couhcli, offcer, or oommilles
communications.
28.8. Fail, when addressing - M -I l business, to deal with the Council as a whole except
when
1 11 „ i. .*:,,
.. ._ 7 7 .,
•
Date of Adoption AffirnWion of otFicni board salon adopting this policy:
lC)
2.8.8. Fail to supply for the Council's consent agenda, along with applicable
monitoring intformatlon, all decisions delegated to the City Administrator yet
required by law, regulation, or coftact to be Council- approved
From Steve:
1. Fait to ensure that new council members have an appropriate orientation about the
organization in a timely manner.
2. Shall not fail to see that they or staff members provides the council with accurate, straight
forward analysis and recommendations even if it may be perceived
to be contrary to what the council may want to bear, if it deemed in their professional capacity
to be in the best interest of the public and city.
u
•
Date of Adoption Affirmation of official board action adopting this policy:
Policy Type: Governance Process
Policy Title: 4.3 Agenda Planr*V •
1 •' 1' • '.• • •': I Y• • ••. • :'I • •.:
4.3.1. The cycle will conclude each yew on the last day of December so that
administrateve play and budgeting can be based on accomplishing a orte-
year segment of the Council's most recent statement of long -term ends.
4.3.2 The cycle will start with the Couneirs development of its agenda for the need year.
A Consultations with selected groups In the ownership, or other methods
of gaining ownership Input, will be determined and arranged in the first
quarter, to be held during the Nance of the year.
B. Governance education and education related to ends determination
(presentations by futurists, demographers, advocacy groups, stet!, and
so on) will be arranged In the first quarter, to be held during the balance
of the yew. •
4.3.3 A Council member or stag may submit an Rem for Council discussion by
submitting the item to the CGO or its designee. Items should be submitted no
Later than five days before the Council meeting.
4.3.4. Throughout the yew, the Council will attend to consent agenda items as
e)pedRiously as possible.
4.3.5. City Administrator monitoring will be Included on the agenda If monitoring
reports show policy violations, if policy criteria are to be debuted, or if the
Council, for any reason, chooses to debate amending its monitoring schedule.
4.3.6. City Administretor remuneration will be deeded alter a review of mordloring reports
received in the fast year during the month of February.
IdCO�)
• Policy Type: Goverrwice Process
Policy _ 4.4 Chief Governaime Officer's Role
The chief governance officer (CGO), s specially empowered member of the C XICII,
ensures the Integrity of the Councirrsprocess and, secondarily, oxasbnelly represents
the Council to outside parties. ngly.
4.4.1. The assigned result d the CGO's job Is that the Council behaves conslsterrty
with its own rules and those legitimately imposed on it from outside the
organization.
A Meeting discussion content will consist solely of issues that dearly
belong to the Council to decide or to monitor according to Council
policy.
B. Information that is for neither mordtorirg performance nor Council
decisions will be avoided or minimized and always noted as such.
C. Deliberation will be fair, open, and thorough but also limey,
orderly, and kept to the point.
4.4.2. The authority of the CGO consists In making decisions that fall within topics
covered by Council policies on Governance Process and Board - Management
Delegation, with the exception of (a) employment or termination of a City
Admirdstrator and (b) areas where the Council specifically delegates portions of
this authority to others. The CGO Is authorized to use any reasonable
interpretation of the provisions in these policies.
4.4.2.1. The CGO is empowered to chair Council meetings with all the
commonly accepted powers of that position, such as ruling and
recognizing.
4.4.22 The CGO has no authority to make decisions about policies
aeated by the Council within Ends and Executive t_irrrtations policy
areas. Therefore, the CGO has no at xx* to supervise or direct the
City Admk**alor.
4.4.2.3. The CGO may represent the Council to outside parties in
amourang Caxxi -stated positions and in stating chair decisions and
fnterpretetlons within the area delegated to her or him.
4.4.2.4. The CGO may delegate this authority but remains accountable
for its use.
0
100S )