cp08-26-2008 cAGENDA
REGULAR MEETING — HUTCHINSON CITY COUNCIL
TUESDAY, AUGUST 26, 2008
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 AUGUST 12, 2008
Action - Motion to approve as presented
6. CONSENT AGENDA
(a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS
1. MOTOR VEHICLE MONTHLY REPORT FOR JULY 2008
2. PLANNING COMMISSION MINUTES FROM JULY 15, 2008
3. PLANNING, ZONING, BUILDING DEPARTMENT MONTLY REPORT FOR JULY 2008
• 4. CITY OF HUTCHINSON FINANCIAL REPORT FOR JULY 2008
5. CITY OF HUTCHINSON INVESTMENT REPORT FOR JULY 2008
(b) RESOLUTIONS AND ORDINANCES
1. RESOLUTION NO. 13468 —RESOLUTION FOR PURCHASE (UNDERGROUND PIECING, TWO
PAYLOADERS, BAG FILM, BIODIESEL)
(c) PLANNING COMMISSION ITEMS
1. CONSIDERATION OF CONDITIONAL USE PERMIT REQUESTED BY RUNNINGS FARM AND
FLEET TO ALLOW OUTDOOR DISPLAY AT 1090 HWY 15 SOUTH IN THE C -4 (FRINGE
COMMERCIAL) DISTRICT WITH FAVORABLE PLANNING COMMISSION
RECOMMENDATION (ADOPT RESOLUTION NO. 13467)
(d) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS
Action — Motion to approve consent agenda
7. PUBLIC HEARINGS — 6:00 P.M.
(a) REVIEW OF PROPOSED CITY OF HUTCHINSON 2009 BUDGET
Action —
(b) REVIEW OF PROPOSED REVISIONS TO HUTCHINSON CITY CHARTER
• Action —
8. COMMUNICATIONS, REOUESTS AND PETITIONS
CITY COUNCIL AGENDA — AUGUST 26, 2008
UNFINISHED BUSINESS
NEW BUSINESS
(a) POLICY GOVERNANCE POLICY DISCUSSION
Action — Motion to reject — Motion to approve
(b) CONSIDERATION FOR APPROVAL OF AUTHORIZATION TO ADVERTISE FOR VACANCY IN
FINANCE DEPARTMENT
Action — Motion to reject — Motion to approve
(c) CONSIDERATION FOR APPROVAL OF REVISION TO POLICY NO. 1.11 — PURCHASING -
PURCHASE ORDERS AND ORDINANCE NO. 08 -0509 — AN ORDINANCE AMENDING
HUTCHINSON CITY ORDINANCE 30.30 CONCERNING PURCHASES BY THE CITY
ADMINISTRATOR (WAIVE FIRST READING AND SET SECOND READING AND ADOPTION OF
ORDINANCE NO. 08 -0509 FOR SEPTEMBER 10, 2008)
Action — Motion to reject — Motion to approve
(d) CONSIDERATION OF SETTING DATE FOR CANVASSING RESULTS FROM CITY PRIMARY
ELECTION TO BE HELD ON SEPTEMBER 9. 2008
Action — Motion to reject — Motion to approve
(e) CONSIDERATION FOR APPROVAL OF DESIGNATING COUNCIL MEMBERS TO ATTEND LOCAL
• BOARD OF REVIEW TRAINING HELD BY THE MCLEOD COUNTY ASSESSOR
Action — Motion to reject — Motion to approve
(I) CLOSED SESSION PURSUANT TO MINNESOTA STATUTE 1313.05, SUBD. 3(C) TO DISCUSS
PROPERTY ACQUISITION FOR THE NORTHEAST TRUNK STORM SEWER PHASE 3 PROJECT
Action — Motion to reject — Motion to approve
11. MISCELLANEOUS
12. ADJOURN
40
MINUTES
REGULAR MEETING — HUTCHINSON CITY COUNCIL
TUESDAY, AUGUST 12, 2008
1. CALL TO ORDER — 5:30 P.M.
Mayor Cook called the meeting to order. Members present were Bill Arndt, Casey Stotts and Jim Haugen.
Council Member absent was Kay Peterson. Others present were Gary Plotz, City Administrator, Kent Exner,
City Engineer, and Jody Winters, Assistant City Attorney.
2. INVOCATION —Rev. Rick Stapleton, Shalom Baptist Church, delivered the invocation.
3. PLEDGE OF ALLEGIANCE
4. PUBLIC COMMENTS
5. MINUTES
(a) REGULAR MEETING OF JULY 22, 2008
(b) POLICY GOVERNANCE SESSION OF JULY 29, 2008
Motion by Arndt, second by Stotts, 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 JUNE 23, 2008
is 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)
(c) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDERS
- CHANGE ORDER NO. 1 — LETTING . NO. 4, PROJECT NO. 08 -04 (2008 PAVEMENT
MANAGEMENT PROGRAM - PHASED
- CHANGE ORDER NO. 4 — LETTING NO. 2, PROJECT N O. 07 -02 (CROW RIVER DAM)
- CHANGE ORDER NO. 6 — LETTING NO. 4, PROJECT NO. 07 -04 (WASTEWATER TREATMENT
FACILITY IMPROVEMENTS)
(d) CONSIDERATION FOR APPROVAL OF ENGINEERING SERVICES AGREEMENT WITH SRF
CONSULTING GROUP FOR FEASIBILITY STUDY OF WASHINGTON AVENUE AND ADAMS
STREET
(e) CONSIDERATION FOR APPROVAL OF PARTICIPATION IN THE MINNESOTA WATER AGENCY
RESPONSE NETWORK (MnWARN)
• (f) CONSIDERATION FOR APPROVAL OF TRANSIENT MERCHANT LICENSE FOR DEAN MAJOR
TO OPERATE A SWEET CORN STAND AT 1200 HWY 15 SOUTH
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CITY COUNCIL MINUTES — A UGUST 12, 2008
(g) CONSIDERATION FOR APPROVAL OF SHORT -TERM GAMBLING LICENSE FOR DUCKS
UNLIMITED ON SEPTEMBER 10, 2008, AT HUTCHINSON EVENT CENTER
• (h) APPOINTMENT OF ROGER VACEK TO HUTCHINSON PUBLIC LIBRARY BOARD TO APRIL 2009
(REPLACING ANN VANCE)
(i) CONSIDERATION FOR APPROVAL OF 2008 HUTCHINSON JAYCEES HAUNTED HOUSE
(j) CONSIDERATION FOR APPROVAL OF FORMALLY ACCEPTING 2007 FINANCIAL
STATEMENT
(k) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS
Items 6(b)3, 6(c), 6(d), 6(e), and 6(i) were pulled for separate discussion.
Motion by Haugen, second by Arndt, to approve consent agenda with the exception ofthe items noted above.
Motion carried unanimously.
Item 6(b)3 had further discussion. Mayor Cook questioned the purchase of the proposed fork lift for the
Wastewater Treatment Facility. The mayor asked if other alternatives to the one being proposed could be
considered and have this item lifted from the Resolution. Items to consider are electric vs. gasoline, new vs.
used etc. John Olson, Public Works Manager, noted that staff is open to researching other alternatives.
Motion by Arndt, second by Haugen, to approve Resolution for Purchase except for the purchase of the
forklift. Motion carried unanimously.
Item 6(c) had further discussion. Council Member Stotts noted that he had received a comment from an
• individual in the construction industry. This individual commented that Hutchinson is known for approving
change orders which in the end, jacks up the total cost of projects. Kent Exner City En gg veer, noted that
projects can have multiple change orders, however city staff is very diligent in reviewing change orders and
they are all publicly approved. Each change order follows a specific process and no business is conducted
"on the side ".
Motion by Stotts, second by Haugen, to approve Item 6(c). Motion carried unanimously.
Item 6(d) had further discussion. Mayor Cook requested that cost estimates also include not having a
roundabout as part of the feasibility study. Kent Exner, City Engineer, reviewed the key points of the
feasibility study. '
Motion by Haugen, second by Arndt, to approve Item 6(d). Motion carried unanimously.
Item 6(e) had further discussion. John Olson, Public Works Manager, explained that MnWARN is an
organization that was put together by various cities who had seen serious emergencies with their water,
wastewater and storm water utility services. The MnWARN program provides a framework for participants
to provide mutual aid assistance to other agencies' services. There is no cost associated with being part of
this program and basically works as mutual aid to other agencies.
Motion by Arndt, second by Stotts, to approve Item 6(e). Motion carried unanimously.
Item 6(i) had further discussion. Mayor Cook noted that a few small changes were made to the agreement
from last year. One of those changes is an increased rental fee to $750 from $500. Mayor Cook noted that
he had spoken with the Vice President of the Jaycees whom requested that a three -year cap be placed on the
rental fee.
Troy Scotting, Hutchinson Jaycees — 518 Juul Road SW, presented before the Council. Mr. Scoffing
formally requested that the rental fee remain at $750 for the next three years.
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CITY COL:VCIL MINUTES — A UGUST 12, 2008
Motion by Arndt, second by Haugen, to approve Memorandum of Agreement between Hutchinson Jaycees
and City of Hutchinson for the use of the fire training tower site for the haunted house, with a $750 rental fee
• for the next three years, contingent on if the event is held. The Jaycees are not being held to holding the
event for the next three years. Motion carried unanimously.
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
Motion by Stotts, second by Arndt, to close public hearing. Motion carried unanimously.
Motion by Arndt, second by Stotts, with Haugen abstaining, to approve issuing on -sale intoxicating and
Sunday liquor license to Robert Barnard dba Zellas located at 14 Main Street South. Motion carried
unanimously.
(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
Kent Exner, City Engineer, presented before the Council. Mr. Exner reviewed the project which consists of
constructing a riffle immediately adjacent to Riffle No. 10. This will decrease the velocities of water. The
low quote on this project is $9500. There are several unknowns associated with this work, thus additional
costs beyond the original quote may arise. If so, the Council will be informed accordingly.
Motion by Arndt, second by Haugen, to close public hearing. Motion carried unanimously.
Motion by Arndt, second by Haugen, to order improvement, prepare plans and specifications, accept bid and
award contract for Hutchinson Dam Downstream Riffle No. 11. Motion carried unanimously.
(c) NORTHEAST TRUNK STORM SEWER PHASE 3 (LETTING NO. 3, PROJECT NO. 08 -03)
- ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS,
APPROVING PLANS AND SPECIFICATIONS,AND ORDERING ADVERTISEMENT FOR BIDS
Kent Exner, City En &ineer, presented before the Council. Mr. Exner explained that this project consists of
tying together the entire northeast trunk storm sewer. This phase is to construct a storm sewer improvement
near the intersection of Trunk Highway 15 and North High Drive by construction of grading, trunk and
lateral storm sewer, landscaping, restoration and appurtenances. Mr. Exner noted that the bid date may be
delayed due to property acquisition negotiations are complete.
Motion by Haugen, second by Arndt, to close public hearing. Motion carried unanimously.
Mayor Cook noted that this project is being considered simply to keep the project moving along. Mayor
Cook inquired as to whether or not it is a good idea to bid out a project with contingencies on it. Kent Exner
noted that staff desires to wrap up property acquisition negotiations and then go out for bids. Mayor Cook
noted he would feel more comfortable with approving plans and specifications and holding off on ordering
advertisement for bids until the property acquisition is determined.
Motion by Arndt, second by Stotts, to order improvement and approve plans and specifications for Northeast
Trunk Storm Sewer Phase 3. Motion carried unanimously.
(d) SOUTH GRADE ROAD TRAIL (LETTING NO. 7, PROJECT NO. 08 -07)
- ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS,
APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS
Kent Exner, City Engineer, presented before the Council. Mr. Exner noted that this project includes
• improving the South Grade Road SW trail from Bridgewater Estates Third Addition to School Road SW by
construction of grading, aggregate base, storm sewer, bituminous paving, landscaping, restoration and
appurtenances. This work will complete the trail aligmnent from Lakewood Drive SW to the existing
School Road facilities.
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CITY COUNCIL MINUTES — A UG UST 12, 2008
John Hassinger, 546 2n Avenue SW, presented before the Council. Mr. Hassinger noted that he is an avid
• bicyclist and strongly supports the construction of the trail along South Grade Road.
Joy Schmitz, 1155 West Shore Drive, presented before the Council. Ms. Schmitz noted statistics from safe
bicycling for children. Ms. Schmitz noted that she would like to suppport this project, however wishes that it
would include a linkage to the Island View Heights addition. Ms. Schmitz provided a petition which
encourages the construction of a trail from Island View Heights to the South Grade Road trail up to School
Road. The petition includes 57 signatures from households in the Island View Heights development.
Scott Glaser, 785 Roberts Street SW, presented before the Council. Mr. Glaser noted that his household
strongly supports this project as they do much bicycling to the east of their neighborhood.
Motion by Stotts, second by Arndt, to close public hearing. Motion carried unanimously.
Kent Exner, City Engineer, explained some opportunities that could be viable to construct a trail from Island
View Heights to Lakewood Drive. Issues that need to be resolved include the bridge on South Grade Road
in relationship to the county roadway. Mayor Cook suggested constructing a trail from the Island View
Heights addition to the bridge and then reconncctin`g after the bridge to Lakewood Drive.
Motion by Stotts, second by Haugen, to order improvement, approve plans and specifications and order
advertisement for bids for South Grade Road Trail, along with directing staff to plan for construction a trail
from the Island View Height addition to the South Grade Road trail next year. Motion carried unanimously.
(e) CONSIDERATION FOR APPROVAL OF PROCEEDING WITH PROJECT PROCESS FOR LES
KOUBA PARKWAY (LETTING NO. 17, PROJECT NO. 08 -22)
Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that staff has delineated City
property in relationship to where Gopher Campfire's fencin& lies and both entities are comfortable with the
• lines and have agreed on a few alterations when a new fence is put in. Cost estimates are currently $200,000
to build an upgraded gavel surface 30' wide on Les Kouba Parkway. Mr. Exner noted that the Resource
Allocation Committee reviewed all projects and this project was not identified as a priority. Mr. Exner noted
that in conversations with Gopher Campfire, they are seeking some protection from the City for the new
fence that is put in. Mr. Exner noted that in order to help protect the fence, approximately $20,000 - $30,000
will be needed to build a buffer, place rocks, etc. to aid in protection.
Motion by Arndt, second by Stotts, to close public hearing. Motion carried unanimously.
Motion by Haugen, second by Stotts, to table this item indefinitely and schedule a workshop to discuss
design of the area for September 23, 2008, at 4:00 p.m., inviting interested parties to attend. Motion carried
unanimously.
8. COMMUNICATIONS, REQUESTS AND PETITIONS
9. UNFINISHED BUSINESS
10. NEW BUSINESS
(a) CONSIDERATION FOR APPROVAL OF SETTING DATE FOR THE 2008 CITY RECOGNITION
EVENT
Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing noted that
historically the event has been held in September. Currently, September 4 and 11 are available at the
Event Center.
• Motion by Arndt, second by Haugen, to set 2008 Recognition Event for September 11, 2008, at 5:30
p.m. at the Event Center. Motion carried unanimously.
El
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CITY COUNCIL MINUTES — AUGUST 12, 2008
• (b) CONSIDERATION FOR APPROVAL OF SETTING BUDGET WORKSHOPS FOR AUGUST 19
AND AUGUST 26, 2008
Mayor Cook noted that a public hearing regarding the budget is set for August 26, 2008, at the City
Council meeting.
Motion by Haugen, second by Cook, to set budget workshops for August 19 and August 26, 2008, at
4:00 p.m. Motion carried unanimously.
(c) CONSIDERATION FOR APPROVAL OF RESETTING SEPTEMBER 9, 2008, CITY COUNCIL
MEETING DUE TO PRIMARY ELECTION
Mayor Cook noted that due to the Primary Election, the Council meeting will need to be re -set on September
9.2008.
Motion by Arndt, second by Stotts, to reset September 9, 2008, City Council meeting to September 10,
2008, at 5:30 p.m. Motion carried unanimously.
(d) DISCUSSION AND REVIEW OF POLICY GOVERNANCE POLICIES
Mayor Cook noted that a workshop was held on July 29, 2008, on the topic of policy governance. There are
some outstanding policies that the Council needs to review and approve. These include policies related to
communication and support to the Council agenda planning and the Chief Governance Officer's role. The
Council reviewed Policy No. 2.8 of the Executive Limitations and 4.3 & 4.4 of Governance Process.
Mayor Cook suggested section 2.8.10 be added to the Policy related to Communication and Support to the
• Council as presented.
Motion by Stotts, second by Cook, to approve Policy No. 2.8, which includes the proposed section of 2.8.10
Motion carried unanimously.
Policy No. 4.3 was reviewed by the Council. Mayor Cook suggested revising 4.3.3 to allow a member of the
public to submit an item to be placed on the agenda to the Mayor or City Administrator. Council Member
Haugen suggested adding language to the policy that makes placing the item on the agenda the prerogative of
the Mayor and/or City Administrator. Mayor Cook suggested adding the language "for consideration" by
Mayor or City Administrator. The section will read: "A Council member, staff, or member of the public,
may submit an item for consideration for Council discussion by... ".
Motion by Haugen, second by Stotts, to approve Policy No. 4.3 with the revised language in 4.3.3. Motion
carried unanimously.
Policy No. 4.4 was reviewed by the Council. A recommendation was to change the term of Chief
Governance Officer to the word Mayor. 4.4.2, suggested to include "City Charier" prior to Council policies.
The section will read: "...that fall within the City Charter, topics covered by Council policies... '.
Motion by Stotts, second by Cook, to approve Policy No. 4.4, with adding the language "City Charter"
Motion carried unanimously.
11. MISCELLANEOUS
Gary Plotz — Mr. Plotz noted that a financial consultant for Creekside for the past three years, Cam Rucks,
passed away recently unexpectedly.
• Mr. Plotz also noted that he visited Dick Kosek, employee of the City of Hutchinson who was recently
injured on the job. Mr. Kosek is doing well and is recovering at a nursing home in Winthrop.
5 (0�)
CITY COUNCIL MINUTES— AUGUSTI2, 2008
Mr. Plotz reminded the Council of upcoming events.
• Kent Exner — Mr. Exner noted that it has been suggested to hold off on the Crow River Dam ceremonial
event until the landscaping is completed and construction of Riffle No. 11. It has been suggested to hold the
ceremonial event in Spring 2009 as compared to August 28, 2008, as currently set. The Crow River Dam
ceremonial event will rescheduled to Spring 2009.
Mr. Exner noted that the Hwy 15 Roundabout project is estimated to be completed by Labor Day weekend.
Mayor Cook — Mayor Cook noted that staff has heard back from McLeod County, and unfortunately they
are unable to contribute to the 2009 budget for dispatch services, however they would like to put together a
group to discuss a possible contribution in 2010 and beyond. Mayor Cook and Casey Stotts will serve with
this group.
The Council also discussed the projects that were reviewed at today's workshop and a list that the mayor had
put together. Council Member Haugen requested that the City's cost be associated with each project. The
Council Members were asked to rank these projects and return their lists to Gary Plotz.
12. ADJOURN
Motion by Arndt, second by Stotts, to adjourn at 7:35 p.m. Motion carved unanimously.
•
C 1
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MOTOR VEHICLE MONTHLY SUMMARY
• For the Month o£ July 2008
2007 2008
Net Revenue: $ 20254.50 $ 22143.03
Payroll Hours:
Net Revenue per hours worked:
Profits YTD:
% Profit Margin YTD:
657.66
30.79
$ 21425.69
15%
653.32
33.90
$ 19372.79
14%
Comments:
•
•
fnCG) 1
MINUTES
• HUTCHINSON PLANNING COMMISSION
Tuesday, July 15, 2008
Hutchinson City Council Chambers
CALL TO ORDER 5:30 P.M.
The meeting was called to order by Chairman Lynn Otteson at 5:30 p.m. with
the following members present: Christie Rock, Chris Kovacic, Jim Haugen,
Mike Flaata, Farid Currimbhoy and Chairman Otteson. Absent: John Lofdahl
Also present: Rebecca Bowers, Planning Director, Marc Sebora, City
Attorney and Bonnie Baumetz, Planning Coordinator
2. PLEDGE OF ALLEGIANCE
3. CONSENT AGENDA
a) Consideration of Minutes dated June 17, 2008.
Mr. Flaata moved to approve the consent agenda as submitted.
Seconded by Ms. Rock, the consent agenda was approved unanimously
4. PUBLIC HEARINGS
• a) VARIANCE TO ALLOW A FRONT YARD SETBACK OF 25 FEET
WHERE 30 FEET IS REQUIRED FOR A GARAGE ADDITION AT 515
LINCOLN AVE. S.W. REQUESTED BY MARLYN BACON
Chairman Otteson opened the hearing at 5:38 p.m. with the reading of
publication #7700 as published in the Hutchinson Leader on July 3, 2008.
Ms. Bowers commented on the request for a variance to construct an
addition to an existing one -stall garage 25 feet from the front property
line. She explained the ordinance requires a 30 foot front yard setback.
This is a corner lot and the zoning ordinance defines the lot front for a lot
that abuts two streets as the narrower of the two lot edges. Lynn Road is
the lot front. She explained the location of the unique site and placement
of the house on the lot. The property is also located in the Shoreland
District and the maximum impervious coverage allowed for property in
that district is 25 %. The coverage on this lot is currently at 41 % coverage.
No variance is needed for the lot coverage as they will the garage
addition would be constructed over existing hardcover, which would not
increase the amount of impervious surface. Staff noted that no additional
coverage could be constructed without a shoreland variance.
Ms. Bowers reminded the Commissioners, in order to grant a variance,
the request must meet the standards for granting a variance, including a
finding of undue hardship. In this case, the narrow lot depth, small yard,
• and location of the garage create a situation where there is no location
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Minutes
Planning Commission — July 15, 2008
Page 2
where a suitable garage addition or a detached garage could be built on
• the property that would meet the requirements. Staff noted that this
request is similar to the variance recently approved by the City for another
garage addition on Glen Street. Staff would recommend approval with the
following recommendations:
1. The standards for granting a variance have been met, including a
finding of undue hardship and uniqueness due to the narrow depth of
the lot and placement of the garage on the lot that would not allow
construction of the addition or a detached garage within setback
requirements. The characteristics of the property were not created by
the applicant and the proposed garage addition would not alter the
character of the locality.
2. Maximum driveway width allowed at the right of way is 24 feet.
3. No additional hardcover above the existing 41 % is permitted without a
variance.
4. Any removal or relocation (if necessary) of natural gas and electric will
be at property owner's expense.
5. No construction is allowed over any utilities, including natural gas or
electric lines.
Mr. Flaata asked how far from the river is designated shoreland district.
Ms. Bowers stated the shoreland district is 1000 feet from a lake and 300
feet from a river or stream. This property is regulated under the shoreland
rules. She explained the existing coverage is already over the 25%
• requirement. Mr. Kovacic asked about screening requirements. Ms.
Bowers stated there are no screening required for residential uses such
as this. There is an existing fence on the property along the curb.
Mr. Bacon, property owner, explained he is considering putting in a rain
garden to help with water quality and he was unaware of the 25%
requirement. Staff noted that the shoreland district ordinance came into
effect after the home was built. Chairman Otteson noted there are many
properties that do not comply in this area and she appreciates the
willingness of the property owner to put in a rain garden.
Mr. Currimbhoy made a motion to close the hearing. Seconded by Ms.
Rock, the hearing closed at 5:47 p.m. Mr. Kovacic made a motion to
recommend approval of the request with staff recommendations.
Seconded by Mr. Haugen, the motion carried unanimously. Ms. Bowers
stated this item will be placed on the City Council consent agenda at their
meeting held July 22, 2008, in the Council Chambers at 5:30 p.m.
5. OLD BUSINESS
a) REVISIONS TO SITE PLAN AT 904 HWY 15 SOUTH FOR
HEADSTART PRESCHOOL BUILDING
Mr. Haugen stepped down and is abstaining from the vote as he is the
is architect on this project.
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Minutes
Planning Commission — July 15, 2008
Page 3
Ms. Bowers stated the operations and size of the proposed use would
• remain the same as previously approved. Staff noted that the changes to
the site plan, including rotating the building and revising the parking
arrangement, resulted in several improvements, however there are two
areas of concern. The 3 new spaces proposed to be constructed in the
right of way for Lynn Road are not permitted and do not meet the 10'
parking setback required. The existing parking is non - conforming and
was built in the public right of way. Staff noted that the paved area north
of the building and the 3 new spaces shown in the northwest corner of the
site need additional consideration due to the lack of traffic control in this
area. The spaces should either be eliminated in favor of adding spaces
to the existing line of parking or the area north of the building should be
fenced or delineated with bollards to stop traffic from driving into this area.
The applicant was not in attendance at the meeting, however Jim Haugen
noted that the final plans for the north side of the building have not been
finalized, however the applicant was considering using the area north of
the building to provide an area for kids to ride bikes on the pavement. If
the area is used for a play area, it would likely be fenced. The parking
requirements must be met. The new plan improves traffic flow and safety
of the children.
The property owner must meet the findings and conditions of the
conditional use permit granted by the City Council on May 27, 2008, in
Resolution #13405 as follows:
1.
A certified property survey is required before a building permit will
•
be reviewed. The survey shall clearly identify dimensions and
setbacks for the building, parking, and drive aisles, and identify
the proposed traffic circulation on site. Review and approval of
the site plan is required by the City Engineer and Planning
Director before construction.
2.
Parking spaces shall be striped and meet the requirements of
Section 154.116.
3.
Due to the adjacent residential properties and visibility of site from
Hwy 15 S., the building shall be constructed with a fagade
treatment on four sides, such as a partial brick fagade, striping or
architectural panels, to break up the flat metal exterior, provide
more visual interest, and prolong the exterior appearance of the
building. The proposed materials shall be identified on the
building permit prior to construction.
4.
Downspouts from the building shall be directed into drain tile to
the catch basin at the northeast corner of the site.
5.
Plantings of additional trees or shrubbery along the west property
line and northeast corner of the site may be provided as screening
rather than fencing. The landscaping plan shall be approved by
the City Forester before planting. Screening shall meet the
requirements of section 154.115.
Ms. Bowers stated staff is also recommending an additional two
conditions to the amended resolution as follows: 1) approving the
•
amended site plan subject to meeting Zoning Ordinance requirements,
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Minutes
Planning Commission — July 15, 2008
Page 4
and that 2) the proposed 3 new parking spaces in the public right of way
• are not approved and shall be not be constructed without specific City
approval.
Mr. Flaata questioned the need for fagade treatment on all 4 sides. Ms.
Bowers explained that the Commission expressed concern about the
impact of the appearance on the surrounding area. She stated that the
applicant recently brought in an architectural panel he would like to use
on the building. Chairman Otteson stated we don't have design standards
right now and it might be something we want to think about adding. Mr.
Flaata questioned if there are too many requirements and if everyone
treated the same.
The Commission discussed screening requirements. Atty. Sebora noted
the fence on the west side and trees on the north. Ms. Bowers stated the
screening is a requirement even with the improved building facade as the
ordinance requires screening of all commercial uses from residential
uses. Ms. Rock suggested, for the future we should talk about design
standards and guidelines to make things more fairly. Ms. Bowers stated
design standards make it easier to regulate fairly.
Discussion followed on the need for design standards. Ms. Bowers
stated that the Planning Commission could discuss design standards with
the City Council in the future or could send a recommendation on to the
City Council from the Commission. Ms. Rock noted that this should be
• placed on the 2009 Work Plan.
Mr. Haugen stated he became involved as the architect after the last
Planning Commission meeting. He explained that he suggested facing
the building toward Lynn Road which would give the opportunity to
introduce landscaping to soften the area. He stated fencing the north side
of the building may be an issue for snow removal. He agreed a fence
would be needed if it will be a hardsurfaced play area. Mr. Haugen stated
the existing non - conforming parking along Lynn Road has been there for
many years as well as the 60 foot wide non - conforming curb cut. Ms.
Bowers explained the additional 3 parking spaces in the right of way
would not be permitted. When asked about the timeline, Mr. Haugen
stated the building must be ready by September 1".
Ms. Bowers comment on placing the staff parking in the existing line of
parking in front of building not in the back. Discussion followed on the
recommendations and the consensus is to add "a minimum of 42 spaces
shall be provided" to recommendation number 4.
Mr. Flaata made a motion to recommend approval of the request with
staff recommendations 1 -7 adding to number 4 "A minimum of 42 spaces
shall be provided ". Seconded by Mr. Currimbhoy, the motion carried with
Mr. Haugen abstaining. This item will be placed on the City Council
consent agenda at their meeting held July 22, 2008, in the Council
• Chambers at 5:30 p.m.
LQl(�)
Minutes
Planning Commission —July 15, 2008
Page 5
• b) ORDINANCE NO. 08 -0506 - AN ORDINANCE ADDING SECTION
154.072 TO THE HUTCHINSON CITY CODE TO ESTABLISH
REGULATIONS FOR A MIXED USE ZONING DISTRICT (Referred from
City Council 7!8108)
Ms. Bowers reported, at the July 8"' City Council meeting, the Council
moved to refer Ordinance 08 -0507 back to the Planning Commission's
July 15 meeting to discuss the addition of a Mixed Use zoning district to
the City Code. At the meeting, the Mayor commented on his concerns
regarding the 10 foot front lot line setback in the mixed use district. The
issue of aesthetics along the Hwy 7 Corridor was also a concern brought
up by Mayor Cook. The Council discussed the ability to develop the
properties if the setbacks were too large. Some of the Council members
expressed favor of the development drawings in the Hwy 7 Study which
brings the buildings closer to the front line setbacks.
Ms. Bowers reminded the Commission of the earlier discussions and
recommendations by the Planning Commission. She stated the first
reading was approved by the City Council. There was additional
discussion on the front yard setback of the building at 10 feet allowing
buildings to be placed toward the front with parking in the back.
Mayor Cook explained he has no problem with creating a mixed use
ordinance. He understands the Hwy 7 plan to allow the buildings closer.
He has concerns if that creates a corridor that is too narrow especially at
• Highways 7 and 15 intersection. He explained the City may want it
opened up more. Mayor Cook commented on his visits to other
communities to view their developments. He stated they provide more
green space and more opportunity for landscaping. He suggested maybe
a 20' setback as a compromise. He reminded the Planning Commission
to consider the Hwy 7 and 15 corner and landscaping. A 20 foot setback
would still allow for the buildings being placed up front.
Ms. Bowers commented that the smaller setback allows for parking
behind buildings. Ms. Rock noted we may have many variances with a
larger setback requirement and that this is a new concept for Hutchinson.
Discussion followed on the setback of the Southwest Initiative building
and the large easement. Ms. Bowers commented on flexibility in site
design with the smaller setback. Developers may not choose to go closer.
Ms. Rock explained buildings closer to the highway allow better plantings
to screen from the abutting residential buildings. Ms. Rock stated we have
made progress so far. Chairman Otteson commented on the expensive
real estate on the Hwy 7 and 15 corner. She stated we should provide
the opportunity for develop with minimum setback to maximize the
development possibilities. Ms. Bowers explained using the PDD district is
overused instead of using appropriate zoning districts and requirements.
Mayor Cook stated a PDD could provide an option for developers.
Chairman Otteson stated a lot of time, money and energy has been spent
on this concept and she would like to see the ordinance remain as the
• Planning Commission originally approved.
l�c��a
Minutes
Planning Commission — July 15, 2008
Page 6
Ms. Rock made a motion to recommend keeping the ordinance as
• originally approved. Seconded by Mr. Flaata. Discussion followed on the
need to remain as originally approved because of the effort made. The
motion carried unanimously. This item will be placed on the City Council
agenda at their meeting held July 22, 2008, in the Council Chambers at
5:30 p.m.
6. NEW BUSINESS
a) DISCUSSION OF FUTURE MINOR COMPREHENSIVE PLAN
AMENDMENTS TO ADD A "MIXED USE" LAND USE CATEGORY AND
TO CORRECT EXISTING LAND USE DESIGNATIONS ALONG HWY 7
Ms. Bowers commented on the need for Planning Commission feedback
on areas to be identified for Mixed Use and on the scope of land use
changes desired in the near future. She explained additional actions and
public hearings will be required as the recommendations move forward.
She described the connection between comprehensive plan, land use
and zoning and commented on potential land use amendments and future
mixed use areas identified in the Highway 7 Corridor Study. She
explained the difference between zoning and the land use guiding and
noted that the land use guide plan is the basis for all the zoning districts.
She stated the Planning Commission must make zoning decisions based
on the Comprehensive Plan. The most discretion for City's is at the Comp
• Plan stage, rather than at a rezoning stage.
Ms. Bowers commented on several areas that required updates to the
land use categories, such as the new stormwater ponds and several
areas that should be shown as public land or parkland. She explained
that the Commissioners can think about the areas for mixed use for future
discussion before taking any action. Discussion was held on the need to
focus the mixed use land use category to the intersection of Hwy 7 and
15 to encourage development in this area.
Ms. Bowers stated any comp plan amendments require a public hearing
and notice to property owners. Chairman Otteson suggested they move
forward on the two pieces of property on the Northwest and Northeast
corner of the Hwy 7 and 15 corridor. Discussion followed on the Cenex
property future development. The Commission concurred that the focus
should be on the Hwy 7 and 15 intersection.
Ms. Bowers commented on the need, in the future, to correct the former
Farr development on Hwy 15 South from Public to either commercial or
potentially to mixed use residential.
COMMUNICATION FROM STAFF
The State Planning Conference will be held Sept. 22, 23, and 24 in
• Duluth. Budget funds will only allow one commissioner to attend this
year. Staff noted that as Commissioner Kovacic is a new Commissioner
Minutes
Planning Commission — July 15, 2008
Page 7
and has not attended a conference, it would be worthwhile for him to
• consider attending.
8. ADJOURNMENT
There being no further business the meeting adjourned at 6:59 p.m.
•
•
0 0 0
Planning, Zoning, and Building Dept. Monthly Report
July 2008
J
Building Department Permit Activities
Planning, Zoning, and Building Department— Other Activities
Facilities Management/Maintenance Activities:
Everqreen Meals served in July
Park Silver
Week Of Hutchinson Towers Lake Glencoe Brownton Stewart
7/2007
7/2008
Year to Date
Total Number inspections
191
199
994
Building Permits Issued by Type
Compared to 7/07
Number of Permits
& Valuation
Number of
Permits &
Valuation
Year to Date
Number Permits
& Valuation
Commercial new
1 -$24,000
0
0
Commercial Additions/ Remodels
9- $5,522,000
9 - $4,671,489
50 - $7,603,714
Industrial new
0
0
0
Industrial Additions /Remodels
0
0
1 -$65,000
Fire Sprinkling
1 -$38,150
4-$218,702
12 — 459,408
To tal New Residential Units (Sin Famil twins, townhomes )
6- $1,085,000
3-$461,000
12 — $1,687,000
Residential misc. additions, repairs, remodels, etc
18- $105,900
12 - $199,900
80 — $571,700
Set fee permits reside, reroof, window replacement, misc.)'
68
81
362
Subtotal Building Permits:
$6,775,050
$5,551,091
$10,386,822
Mechanical
17-$57,125
23 - $239,140
118 - $735
Plumbing*
14
13
57
Signs*
12
10
43
Total Permits issued and valuation
146 - $6,832,175
155 - $5,790,231
745 - $11,122,816
Set fees not included in valuation
Planning, Zoning, and Building Department— Other Activities
Facilities Management/Maintenance Activities:
Everqreen Meals served in July
Park Silver
Week Of Hutchinson Towers Lake Glencoe Brownton Stewart
7/1 -7/3
180
115
55
79
42
35
717 -7/11
268
193
96
138
81
89
7/14 -7/18
312
177
96
150
54
76
7/21 -7/25
301
189
79
131
62
72
7/28 -7/31
235
136
62
101
40
66
Total
12961
810
388
599
2791
338
Total Meals Served in July - 3,710
I on Wing, Zoning, and Building Dept.
thly Report for July 2008
Page 2
Planning and Zoning Monthly Activities
Month/Year: July 2008
Activity
Number
Additional Info.
- Zoning Review of Building Permits
15
- Zoning Review of Sin permits
8
Planning/Zoning Applications Provided
2
Predevelopment Meetings/
6
Daycare expansion, Faith
Potential Applicants Assisted
Lutheran Church addition, plus
new retail p rojects
Planning Commission Applications
2
Plus continuing discussion on
Reviewed and Processed
mixed use zoning district
ordinance
Joint Planning Applications
0
July meeting cancelled
Reviewed and Processed
Zoning Enforcement Letters and
Compliance Letters
3
- Zoning
Misc. Meetings Attended
23
9
A �
I
development, construction activities, and future planning projects. Also toured the new Great River Energy building in Maple Grove
(potentially LEED platinum certified building). Continued progress on Evergreen Senior Dining kitchen project, including replacing water
heater and fire sprinkler system. Kyle Dimler attended Fire Team USA training on home fire sprinkler systems. Kyle and Lenny attended
SW MN ICC Chapter meeting.
0
Other Special Activities: Rebecca Bowers was a speaker at the Kiwanis meeting on July 15` and provided an overview of recent
CADocuments and Settings \mstarke \Local Settings \Temporary Internet Files \OLK25 \PBZ -7 2008.doc
•
� -)y
2008'
CITY OF HUTCHINSON FINANCIAL REPORT
_
J ULY
2007
2008
2008
200
2008
JULY
REVENUE REPORT - GENERAL
JULY
JU LY
Y EARTO_
_
ADO PTED
BA LANCE P
YTD
MONTHH DATE ACTUAL
B
REMAI _- _
U SED
TAXES
1,787 806.08
3,993 000.00 l
3,993,00
0.00%
LICENSES
34
_
_ 5 3 00.00 _
56 300.00
0.00%
PERMITS AND FEES
121 786 38
336 180 00
336,180.00
_ 0.00%
-
INTERGOVERNMENTAL REVENUE
- _
2,604 741 0
2,60 1.00
0.00%
CHARGES FOR SERVICES
_ 126,658.28
900.94.
,778 074 00
1
_ 0.00 %°
FINES 8 FORFEITS
INTEREST
_685
23
97 5 00)
_
_1_
45,000.00 -
70 000 00
_ 45 000.0
70 0 00.0 0
0.00%
0 00 °/a
_ _
i
_ (
_ _
402 950 00
402 95 0.00
°h
REIMBURSEMENTS -
_
1 662 57 II
- - - -�
-
-
__0 .00
TRANSFERS
292,148.60
1, 573.00 �
1
0.00%
SURCHARGES - BLDG PERMITS
65.45
_
_
1
l 000.00
_
1,000.00
0.00 ° /a
FUND BALANCE
_
10 000.00 j
10,000.00
0.00%
TOTAL
3,1
0 00 L
11,208 818._00
11 208 818.00
0.00 %°
_ _
_
_
-
2008
CITY
OF HUTCHINSO
FINANCIAL
REP ORT ,
JULY
2007
2008
20081
20081
20 0 e'�
JULY
EXPENSE REPORT - GENE RAL
JULY
JULYI
YEAR TOE
_.
ADOPTED!
BA
PER CENTAGE
YTD
_
MO NTH DATE ACTUAL
BU
REMA
US ED
001 MAYOR 8 CITY COUNCIL
41,850.36
2,490.53
28,142
49,6 95.00 1 1
21,552.16
56.63%
002 CITY ADMINISTRAT
194,148.16
2 9,128.28
213,793.
35 7,781.00
143, 987.67 1
,- _
59.76%
003 ELECT
715.40
764.12
1,911
19,763.00
17,851.21
9.67%
FINANCE DE PARTMENT
312 312.36
62,219.
346,725
619
272,9 19.85
55.
_OW
005 M OTOR VEHICL
120. 67640
18,543.93
12 8,074.59
205, 898.00 _
- 77, 823.41
62.20%
006 ASSESSING
54,900.
5 4 900.00
0 00%
007 LEGAL
106 129.47
14,869.
103,954 40
211,944.00
107,989.6_0
- 49 - .05%
008 PLANNING
9 6,074 .4 6
1 4,752 32
95,523 62
160 ,624.00
65 100.38
59.47%
• 009
_
INFORMATION_ _ S
_
110 POLICE DEPARTMENT -
_
362
_140 75_
1,5 94,876.75
21,334 4
235 ,850 57
145,348.70 1
1 ,651,901 .92
280
3,0 861 00
_
134 8 38.3 0
1,432,959.08
51 .88 %
53 55%
-
115 EMERGENCY MANAGEM
10 979 70
1,6 62.11
1 1,873 43
_ 19 00 00 �
7
62.49%
116 SAFETY COMMIT
13,65
4, 975.00
1 4,260.65 '
_ _ 20,370 00
_ _ 6,109.35
70.01%
120 FIRE A
__
2
34 649.43
194,81 ''
_
465 013.00
270,2
41.89%
E
130 PR OTE CT IVE INSPECT
1.09
19,03
- 19 ,187.80
1 42,297.8 0',
7
283
141
50.15%
150 ENGINEERING
263 001 33
48818
-
31 2,51725 -
472 0 00 1_
15952
_ %
_
152 STREETS &A LLEYS
_
7 94 749 3 8�
2615
1
_
1,49 5 63 00
445 5 16.6 5
_
70.21%
- _
160 CITY HALL BUILDING
72 02
12 221.22
76,909 O6
151 068 00
74 158.94
50.91 /o
_
PARK/RECRE AD MINISTR
7 ___
16,450.28
_
12 4,670 94
_
2 14 , 162.00
89 O6
_ _
_58.
202 RECREATION_
- 153
I
45,905.6
222,0 _
54 332.89 7
75.
-
203 SENIOR CITIZEN CENTER
-
- 48 154 41�
10
, .
_1_67,737
50839 01
,
70 351 DO_
,
19 511.99
72.26%
204 CIVIC ARENA
170 252
25 ,053 -39 1
187,297.33
308,238.00
120,940.67 �
60.76%
205 PARK DEP ARTMEN T
4_55,799, ._
_
_879, -
340 ,111.17
_ - -
6 1.34%
- - -- -
206 _RE BUILDIN_G8_ POOI'�
_- 88,119.99
_106,300.81
12,892.23
�
_5 . 3 9,706.83
_ 86,987 9
137 216.00
__ 50,228.0
63.39%
207 EVENTS CENTER
14 0,080.77
23 897.89
1
243 354.00
_ 89,891.73
63.06%
208 EVERGR BUILDING
6,4 20.20
_ _
999.69
.
7,259.
15 ,600.00 '
-
_ 6 ,340.5 2
46.54%
-- - . - --
250 LIBRARY
- -
863 33.32 !�
-- -
3, -_9
91, 2 75 .79
-
1
96,322.21
48 -65%
---
_ _
- C - - - - - --
301 CEMETE L
76 303 OS
- - --
-- 9,858.7
_
70,752.25 -
_.. _
-, --
144 736.00
73, 983.75 '
- .75 -1
�
8.88%
4 -
310 DEBT SERVIC _
- 48,196Ai 3
_
_
0 .00 _
3 AIRPORT
8,22
99 ,_349.00
6 0_.3 . 9%
3LOCATED GEN EXP
50 UNALLOCATED RA
�
3 50,787. 51 __
_
_60,001
734 , 2 00.00
348,679.37
52.51%
- _- TOTAL - - - --
-
- 5,8- -39,126.50 -
_230,635.36_
1,283,933.50
_ _3 85,520.6 3___
6, 443,602.95
11,208,818.00
4,765,215.05
_
_
57.49%
•
� -)y
2008
CITY OF H F REPORT '_
JULY - - -- - - - - - - --
-' - -_ -- - - 20071
-- — 20 08 -
_ - 2008
_ -- -- 200
2 0081
REVENUE REPORT - GENERAL
AC TUAL
JULY
YEAR TO
ADOPTED
BA LANCE P
_-
Year to Dale
_
MONTH DATE A
BUDGET
_ _
___U_S_ED__
1,787 806.08
0.00
0.00
3,993 000.00
3,993,000.00
0.0 0%
• TAXES
34
0.0
o 00
56,300.00
_
56,300.00 1
0.00%
_LICENSES
PERMITS AND FEES
_
121 786 38
0.00
0 00 -
_
336 180.00
336,1
0.
0.0
_ __ __ -
INTERGOVERNMENTAL REVENUE
-
126 658 28
0.00
0.00
2,6 7 41.00
2,604
....
0 00%
CHARGE FOR SERVICES
8590094
h
0.00
0 00
1 ,778 074.00 1 - _ -
- 1 778,
J
0S .0 0%
_
_ _IC _ _
FINES & FORFEIT
_S _
-
_ _
23
__
(32
0.00
0 00
_
_ .
45 000
_ _ 45
_
0.00%
INTEREST
1 975 00
0. 00
_
0 00
7 0,000.00
70 D0
0.0 0%
_ _ _
REIMBURSEMENTS
- -- --
_ _ _L
-
_ 116 662.57
1 -
_ 0.0 01
_ _
- - -- 0 00
_ _ _
40 950 00 1 _
--
402 950 .00
--
_
0.00%
TRANSFERS
292,148.60
O.00r
1 97 1
1 ,91 15 730 0
_
SURCHARGES PERMITS
65 45
_
0.00
_ __
0 00 1
_
000 00
1 000.00
_0.00
0 00%
FUND BALANCE
0.00
_ .
0. 00
00
1_0 000 00
10 0 00 00
00%
_
TOTAL
_ _ _ _
3
-�
0.00
__
0 00 -
11,208 818 00
_ - —
11,208,818.00
_0_
0.00%
- -_. - -- _ -
--
2008i
-- -
- -
_
JULY
2007__
2 008
2008!
2008
2008
JULY
_ _ - - -�!
EXPENSE REPORT- GEN
- --
JULY
JULY
YE TO -
ADOPTf
BALANCE ERCENTAGE
_ -- - - - -
SUMMARIZED
_
YTD
MONT -
H DATE ACTUAL
--
BUDGET
REMA INING
U SED
General Govt. _
1 084 8 38
- 5426 7
176 324.57
1,140,383.48
2,111 50500
971 ,121.52
1
54.01%
Public Safety �
I l 52
296 324.91
2
3,873 012.00
1 857,866.72
52.03%
Streets & Alleys _
1,057 750 71 317
698 03
1 , 36 2,563.60
1,967 60 9.00
605,
69 25
Par ks & Recreation 1 1,343,292.9:
Miscellane L 398,983.9
TOTAL 5,839,126.50
•
238,857.94'. 445,521.67
28 3,933.50 6,44
-- - �Ir --
_2,4 __ 943,154 61.08%
833,549.00 388,027.33 5345%
11,208,818.00 _ 4,76 5,215.05 ! 57.49%
cA�) �A
•
�, ( C-) 5'
CITY OF HUTCHINSON
CERTIFICATES OF DEPOSIT
21- Aug -08
July 31, 2008
•
Date
Date
Interest
Of
Of
Institution
Description
Rate
Purchase
Maturity
Amount
Smith Barney
FNMA med
5.53%
9/24/2007
9/25/2014
300,000.00
step up
Smith Barney
FFCB C
5.00%
4/18/2008
4/23/2018
300,000.00
Smith Barney
FHLB C
4.500%
4/28/2005
10/28/2008
750,000.00
Smith Barney
FHLB C
4.750%
1/30/2008
1/30/2015
365,000.00
Smith Barney
FHLM -C
4.125%
6/3/2008
6/3/2013
300,000.00
Smith Barney
FHLM -C
5.000%
12/12/2007
12/12/2014
500,000.00
Edward Jones
FHLB
3.50%
3/26/2008
3/26/2012
500,000.00
Wachovia
FHLB
4.25%
3/3/2008
3/3/2015
300,000.00
Wachovia
FHLB
5.00%
12112/2007
12/12/2017
300,000.00
Wachovia
FHLB
4.000%
3/27/2008
03/27/15
400,000.00
Wachovia
FHLB
4.000%
4/10/2008
4/16/2018
200,000.00
•
Wachovia
FHLB step
5.000%
11/26/2007
11/26/2014
625,000.00
step up
Wachovia
FHMA
5.000%
12/19/07
12/19/17
200,000.00
Wachovia
FHLB = step ul
5.000%
11/29/07
11/15/17
300,000.00
Wachovia
FHLB = step ul
4.500%
07/08/08
07/08/13
600,000.00
step up
First Minnesota
Certificate of Deposit
3.250%
03/14/08
03/13/09
400,000.00
MidCountry
Certificate of Deposit
3.050%
03/24/08
03/26/09
750,000.00
Mid Minnesota
Certificate of Deposit
5.100%
10/26/07
11/13/08
500,000.00
First Minnesota
Certificate of Deposit
4.950%
10/31/07
01/15/09
500,000.00
--------------------------
$8,090,000.00
•
�, ( C-) 5'
RESOLUTION NO. 13468
CITY OF HUTCHINSON
i RESOLUTION FOR PURCHASE
The Hutchinson City Council authorizes the purchase of the following:
ITEM
COST
PURPOSE
DEPT.
BUDGET
VENDOR
Underground Piecing
$18,000
Redundant connection
Capital
Yes
Steile Construction Inc.
Police to City Center
Projects
2 Payloaders
$37,567
Purchase of two Lease
Creekside
Sale to
CNH Capital America
Loaders to replace Public
Central
LLC
Works Units
Garage
Bag Film 85,600 units
$86,600
Product packaging
Creekside
Yes
Direct Plastics Group
The following items were authorized due to an emergency need:
WW ITEM
COST
PURPOSE
DEPT.
BUDGET
VENDOR
7,514 gal Bio diesel
527,701
MnDot, County & City
vehicle use
HATS
YES
Schmeling
Date Approved: August 26, 2008
Motion Made By:
Resolution submitted for Council action
by:
4p econded By:
Kenneth B. Merrill
Finance Director
L(b)
M E M 0 R A N D U M
DATE: Au 20, 2008 for the Au 26, 2008 it Council meetin
F
TO * Hutchinson Cit Council
FROM: Rebecca Bowers, AIC', Plannin Director
SUBJECT: CONrDITIONAL USE PERMIT REQUESTED BY RUNNINGS FARM AND FLEET
TO ALLOW OUT DISPLAY" AT 1090 HWY 15 SOUTH IN THE C-4 (FRINGE
COMMERCIAL DISTRICT
Background:
Runnin Farm and Fleet has applied for a conditional �use permit for a secure outdoor displa
area behind the Mennen Furniture buildin at the Mall. The move would allow their business to
expand into a lar r buildin and construct an it secure outdoor sales y ard behind the
buildin (to the west). The retail store is a permitted use and r q uires no special approvals;
however the outdoor displa area re a conditional use permit.
The location of the sales y ard was revised from the ori proposal after recent discussions
resultedin new location. The ori proposal was to pos"ItIon the sales y ard alon the wec.lerl
propert line. However, based upon staff feedback and discussions with Runnin the new
proposed location is alon the west side of the buildin as shown below.
;�1
Runnings CUP
• August 26, 2008
Page 2
GENERAL INFORMATION
Existing Zoning: C -4 (Fringe Commercial)
Lot Size: 7.2 acres
Surrounding Uses: C-4 (Fringe Commercial) and R -3 (Medium — High Density Residential)
Zoning History: The Hutchinson Mall Plat was approved in1980. The building was
constructed in 1981. Kmart occupied this space before Hennen's.
Analysis and Recommendation:
The applicant proposes to construct a 224' x 100' secured outdoor sales area, which would be
fenced with chain link to securely store larger equipment and merchandise. The proposal is an
opportunity to improve the appearance of the outdoor sales area and provide a secure fenced
area for larger equipment. The view of the sales yard would be partially screened by the
building and screening with landscaping is proposed along the west property line. There are
some existing mature trees that provide some screening, however additional plantings along
the west property line would be needed to meet screening requirements.
• The sales yard would use approximately 36 parking spaces in the west parking lot. There are
approximately 356 parking spaces on the subject lot alone plus an additional 669 spaces in
the adjacent mall parking areas, totaling approximately 1,025 spaces for use by area
customers. Staff has reviewed the total number of parking spaces and the breakdown of the
building uses between retail, warehouse, and other uses and determined there will be
adequate parking to meet requirements.
Planning Commission Meeting:
The Planning Commission held a public hearing and considered the request at their August 19,
2008, meeting. There was no one from the public who spoke on the request, other than
representatives from Runnings. The applicants stated they preferred the location near the
building and do not plan to use the rear loading docks. They would like to plant trees and shrubs
rather than use the fence for screening. Staff noted the new location was discussed with Fire
Dept. staff and it would not impact fire protection. The Commission noted the importance of
keeping the outdoor sales area orderly. The applicants stated they would be improving the
appearance and security with the new outdoor sales yard. After discussing the request, the
Commission unanimously recommended approval of the conditional use permit with the revised
location along the building, with the conditions in the attached resolution.
•
(-0CL)
Runnin CUP
August 26, 2008
Pa 3
View from rear ( west ) parkin lot lockin wes
RESOLUTION NO. 13467
RESOLUTION APPROVING A CONDITIONAL USE PERMIT TO ALLOW OUTDOOR SALES
DISPLAY AT 1090 HWY 15 SOUTH IN THE C -4 (FRINGE COMMERCIAL DISTRICT)
• REQUESTED BY RUNNINGS FARM AND FLEET
Whereas, Runnings Farm and Fleet has requested approval of a Conditional Use Permit to allow outdoor
sales display located at 1090 Hwy 15 South in the C4 District with the following legal description:
Legal Description: That part of the Northeast Quarter of the Northeast Quarter of Section 12,
Township 116, Range 30, McLeod County, Minnesota, described as follows:
Commencing at the northeast comer of Section 12, Township 116, Range 30;
thence North 90 degrees 00 minutes West along the north line of Section 12, a
distance of 813.04 feet; thence South 1 degree 01 minute West, a distance of
360.00 feet; thence South 18 degrees 38 minutes 55 seconds East, a distance of
141.08 feet; thence South 38 degrees 59 minutes East, a distance of 360.0 feet;
thence South 15 degrees 02 minutes 21 seconds East, a distance of 118.89 feet;
thence South 1 degree 01 minute West, a distance of 51.36 feet to the actual point
of beginning of the tract to be described; thence North 89 degrees 42 minutes 45
seconds West, a distance of 169.98 feet; thence South 1 degree 01 minute West, a
distance of 30.00 feet; thence North 89 degrees 42 minutes 45 seconds West, a
distance of 660.00 feet to the west line of said Northeast Quarter of the Northeast
Quarter; thence South 0 degrees 57 minutes 20 seconds West along said west
line, a distance of 305.00 feet; thence South 89 degrees 42 minutes 45 seconds
East, a distance of 816.73 feet; thence northeasterly along a tangential curve
concave to the northwest, a distance of 131.82 feet; central angle 28 degrees 17
minutes 15 seconds, radius 267.00 feet, chord bearing North 76 degrees 08
minutes 38 seconds East, chord distance 130.49 feet; thence North 62 degrees 00
minutes 00 seconds East, a distance of 77.55 feet thence North 1 degree 01
minute East, a distance of 266.38 feet; thence north 89 degrees 42 minutes 45
seconds West, a distance of 181.00 feet to the point of beginning. This tract
contains 314,095 square feet of land.
• Whereas, the Planning Commission met on August 19, 2008, and held a public hearing on the request and
considered the requirements of the Zoning Ordinance and effects of the proposal on the health, safety, and
welfare of the occupants of the surrounding lands, existing and anticipated traffic conditions, and the
effect on values of properties in the surrounding area and consistency with the Comprehensive Plan, and
hereby recommends approval of the request.
The City Council has considered the recommendation and findings of the Planning Commission and
hereby does recommend approval of the conditional use permit, subject to the following findings and
conditions:
1. The proposal would meet the standards for granting a conditional use permit, subject to the
conditions stated.
2. Screening of plantings or fencing with 100% opacity from residential districts is required to meet
the requirements of Section 154.115. Approval of a fence permit is required before the fence is
constructed.
3. Security lighting shall have full cutoff fixtures and directed to not affect the neighboring
residential properties.
Adopted by the City Council this 26 day of August, 2008.
ATTEST:
• Gary D. Plotz
City Administrator
Steven W. Cook
Mayor
lV l LJ'
CITY CHARTER
• City of Hutchinson, Minnesota
TABLE OF CONTENTS
Chapter
Title
Page
1
Name and General Provisions ......................... ...............................
1
2
Form of Government ........................................ ...............................
1
3
Procedure of Council ........................................ ...............................
3
4
Nominations and Elections ............................... ...............................
5
5
Initiative, Referendum, and Recall .................... ..............................6
6
Administration of City Affairs ............................ ...............................
8
7
Taxation and Finances ................................... ...............................
10
• 8
Public Improvements and Special Assessments ..........................
13
9
Eminent Domain ............................................ ...............................
13
10
Franchises ...................................................... ...............................
14
11
12
Public Ownership and Operation of Utilities ... ...............................
P Ownership and O es
15
13
Hat^;n;sen Area Health rare
17
Public Ownership and Operation of Waste
Management Facilities and Related Services ...............................
19
14
Miscellaneous Provisions ................................. .............................20
•
"1 ( b)
The city administrator need not be a resident of the city at the time the council makes
the appointment, but may reside outside the city while in office only with the approval of
• the council, as described in Minnesota Statute § 415.16, subd. 2. The city administrator
shall be appointed for an indefinite term and may be removed at any time by an
affirmative vote of a majority of the council; but after one year of service the city
administrator may demand written charges and a public hearing on the charges before
the council prior to the effective date of final removal. After the hearing, if one is
demanded, the council shall have unlimited discretion either to reinstate the
administrator or affirm final removal. Pending the hearing and removal, the council may
suspend the administrator from office. With the approval of the council, the
administrator may designate some properly qualified person to perform the duties of the
administrator during any absence or disability of the city administrator or while the office
is vacant.
Section 6.02. POWERS AND DUTIES OF THE CITY ADMINISTRATOR.
The city administrator shall be responsible to the council for the administration of the
City's affairs, and shall have the powers and duties set forth in the following
subdivisions:
Subd. 1. The enforcement of this Charter and the laws, ordinances, and
resolutions of the City.
Subd. 2. The appointment, supery ision, removal or transfer, upon the basis of
merit and fitness and subject to applicable personnel rules, all heads of departments
and city employees.
Subd. 3. The direction and supervision of all departments and offices of the City,
• except the H u t o hi R69 . n.e He a lth Care f aG il,..e s and Hutchinson Utilities as otherwise
provided by law or charter.
Subd. 4. The city administrator shall attend all meetings of the council and may
take part in discussion but not vote; but may be excluded from any meeting at which the
city administrator's removal is considered, if the council, in its discretion so chooses.
Subd. 5. The city administrator shall recommend to the council for adoption such
measures as are necessary for the welfare of the people and the efficient
administration of the City's affairs.
Subd. 6. The city administrator shall keep the council fully advised on the
financial condition and needs of the City, and shall prepare and submit to the council
the annual budget and capital program.
Subd. 7. The city administrator shall submit to the council and make available to
the public a complete report on the finances and administrative activities of the city at
the end of each fiscal year.
Subd. 8. The city administrator shall perform such other duties as are prescribed
by this Charter or may be required by the council.
Section 6.03. ADMINISTRATIVE ORGANIZATION. The council may by resolution
establish city departments, offices, enterprise funds and agencies and prescribe their
functions. No power or duty conferred by this Charter upon a particular department,
office, enterprise fund or agency shall be transferred to any other. Department means
any city function organized under the direct control of a single department head. Office
0 9
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Department means any city function organized under the direct control of a single
• department head, and does not include Hutchinson
Utilities Commission. Approval by the city administrator of such transfer shall be made
by written memorandum setting forth the reasons therefor. No officer or employee of
the City shall place any order or make any purchase except for a purpose and to the
amount authorized in the budget resolution, or as authorized by the city administrator as
described herein. Any obligation incurred by any person in the employ of the City for
any purpose not authorized in the budget resolution, or not authorized by the city
administrator as described herein, or for any amount in excess of the amount
authorized shall be a personal obligation upon the person incurring the obligation. No
check shall be issued or transfer made to any account other than one owned by the city
until the claim to which it relates has been supported by an itemized bill, payroll, or
time -sheet or other document approved and signed by the responsible city officer who
vouches for its correctness and reasonableness.
Section 7.08. ALTERATIONS IN THE BUDGET. After the budget resolution has been
adopted, the council shall not increase the amounts fixed in the resolution beyond the
estimated receipts except to the extent that actual receipts exceed the estimate. At
any time the council may, by resolution approved by a majority of its members, reduce
the sums appropriated for any purpose by the budget resolution or authorize the
transfer of sums from unencumbered balances of appropriations in the budget
resolution to other purposes.
Section 7.09. EMERGENCY DEBT CERTIFICATES. If in any year the receipts from
• taxes or other sources should from some unforeseen cause become insufficient for the
ordinary expenses of the City, or if any calamity or other public emergency necessitates
the making of extraordinary expenditures, the council may by ordinance issue on such
terms and in such manner as the council determines emergency debt certificates to run
not to exceed three years. A tax sufficient to pay principal and interest on such
certificates with the margin required by law shall be levied as required by law. The
ordinance authorizing an issue of such emergency debt certificate shall state the nature
of the emergency and be approved by at least four members of the council. It may be
passed as an emergency ordinance.
Section 7.10. FUNDS. There shall be maintained in the city treasury a general fund
and such other funds as may be required by statute, ordinance, or resolution. The
council may, by ordinance or resolution, make, inter -fund loans, except from trust and
agency funds, as it may deem necessary and appropriate.
Section 7.11. CITY INDEBTEDNESS. Except as provided in Section 7.09, no
obligations shall be issued to pay current expenses, but the council may issue and sell
obligations for any other municipal purpose in accordance with law and within the
limitations prescribed by law. Except in the case of obligations for which an election is
not required by this charter or by law, no such obligations shall be issued and sold
without the approval of the majority of voters voting on the question at a general or
special election.
• 12
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CHAPTER 11
• Public Ownership and Operations of Utilities
Section 11.01. CONTROL AND MANAGEMENT. The Hutchinson Utilities
Commission of the City of Hutchinson shall have control and management of the
Electric Plant, the Electric Plant distribution system, the Gas Plant and the Gas
Distribution system in the City of Hutchinson'
Section 11.02. APPOINTMENT AND TERMS. The commission shall consist of five
(5) persons, registered voters of Hutchinson, who shall be appointed by the council.
One of the members may shall be a member of the city council appointed annually by
the mayor with the consent of the city council, at the first meeting of the city council in
January of each year. After initial appointments for such terms as are set by the
council, a member shall be appointed every year for a term of 5 years, to fill the place of
the member whose term has expired, except for any city council member appointed to
serve on the Utilities Commission, and in such case, that person shall serve a one year
term subject to reappointment. The commissioners in office at the time of adoption of
this charter shall continue to serve the term to which they were previously appointed.
Commissioners shall qualify for their office by taking and subscribing to the oath of
office required of members of the council and filing the same with city administrator.
They shall hold office until their successors are appointed and qualified and vacancies
in office for any cause shall be filled for the balance of the term in which the vacancy
occurs in the same manner as the original appointment is made. No member shall
• serve more than two consecutive five -year terms, exclusive of the fulfillment of an
unexpired term, but shall be again eligible for such service following a break in service
of not less than one year. The members'of the commission, excluding the city council
member, may receive compensation for their services as determined by the council.
Section 11.03. ORGANIZATION. The commission shall provide for its own
organization and rules of procedure and annually shall elect a president and vice -
president from among its members who shall perform the usual duties of those
positions, under the direction of the commission. It shall also appoint a secretary who
may or may not be a member of the commission. All monies received for gas and
electric services rendered shall be deposited in a separate municipal Electric Plant
Fund and Natural Gas Division Fund. The commission shall keep record of the monies
(above mentioned) and pay them out only upon verified orders and upon warrants
signed by two members of the commission.
Section 11.04. POWERS OF THE COMMISSION. The commission shall have full,
absolute and exclusive control of power over the City Electric Plant, the City Electric
Plant distribution system, the City Gas Plant and the City Gas distribution system. The
commission shall buy all materials, supplies and fuel in accordance with the charter
provisions for purchases and contracts. It may enter into contracts subject to the same
limitations imposed on the city council, and may sue and be sued in its own name. It
• 15
_�(o
publish a summarized audited annual statement in the official city newspaper. Such
• statement shall be prepared by a certified public accountant.
Section 11.08. REMOVAL OF COMMISSIONERS. If a commissioner is guilty of
malfeasance or misfeasance in office, has become incapacitated to hold office, or
ceases to be a resident of the City of Hutchinson, and such fact is brought to the City
Council by council investigation or a petition of ten (10) or more voters of the City of
Hutchinson, the commissioner maybe removed from office by a four -fifths (4/5) majority
vote of the council. Upon the fling of any such fact, together with a copy of such
charges, such commissioner shall be notified of the time and place where the council
will meet to consider such charges. Notice shall be given at least ten days before the
meeting, at which time such commissioner shall have the right to be present and
produce testimony and evidence. No member of the commission shall continue in
office after the loss of any qualification required for appointment to that position.
Section 11.09. SALE OF PUBLIC UTILITY. The public utility owned by the City shall
not be sold or otherwise disposed of by the City unless the full terms of the proposition
of sale or other disposition are embodied in an ordinance approved by the city council
and by a majority of the voters voting thereon at a general or special municipal election.
Approval by the voters as described herein shall not apply to the sale or other
disposition of component parts of the public utility which are no longer needed for public
utility purposes.
Section 11.10. FISCAL YEAR. The fiscal year of the Hutchinson Utilities Commission
• shall be the calendar year.
- - - MR
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Chapter 13
Public Ownership and Operation of Waste Management Facilities
and Related Services
Section 13.01. ESTABLISHMENT. The City has established, and is hereby
authorized to further establish and continue waste management facilities and ancillary
programs including, without limitation, collection, testing, processing and disposal of
mixed municipal solid waste, source separated waste, recyclable materials, and all
other soil amendments for the operation of resource recovery facilities, biosolids drying
facilities, compost facilities, waste reduction facilities, and similar operations; the mixing,
bagging, blending and incorporating of ingredients reasonably related to the reuse and
resale of recovered waste, or reasonably related to improving the economic efficiency
of waste management facilities and programs and reducing the cost thereof to the City,
the State of Minnesota, and other generators of waste within Minnesota.
Section 13.02. CONTROL AND MANAGEMENT. The city council, acting through the
city administrator as required by this Charter, shall have control and management of all
waste management facilities and ancillary programs.
Section 13.03. STATUS OF OPERATIONS. The waste management facilities and
programs shall be operated by the City as an enterprise fund in which costs, including
capital costs, are recovered through user fees, gate fees, and sale of ancillary products
and services. Any surplus in the enterprise fund shall be periodically deposited in the
City general fund.
•
19
Policy Type: Executive Limitations
• Policy Title: 2.9 Environmental Protection
The City shall not create undue negative impacts on the environment through its policies
and practices while also balancing that goal against the economic cost and cost to the taxpayers.
1. Shall not fail to provide drinking water that meets applicable local, state and federal
regulations in adequate supplies to meet community needs.
2. Shall not fail to provide a sanitary sewer service that meets applicable local, state and federal
regulations in adequate capacities to meet community needs.
3. Shall not fail to have a storm water policy in place that meets applicable local, state and
federal requirements and protects the South Fork of the Crow River and affected lakes.
4. Shall not use pesticides, herbicides, and other chemicals any more than necessary to protect
public health and safety and address the need at hand. Shall not fail to investigate and use
biodegradable and environmentally safe alternatives where available.
5. Shall not fail to use alternative fuels for city vehicles wherever economically feasible and
where lifecycle cost is better or reasonably close to petroleum powered vehicles. Where
petroleum powered vehicles are used in passenger vehicles, utility vehicles and light trucks, the
average fleet miles per gallon shall not be less than 30 mpg ( ? ?) by the end of 2012, if not
• sooner.
6. Shall not fail to investigate and incorporate renewable energy alternatives for city facilities
and services where economically feasible.
7. Shall not fail to consider and utilize energy and utility conservation practices in the design
and upkeep of city facilities where economically beneficial and encourage the same city wide.
8. Shall not fail to provide a recycling program at a reasonable cost for residents that reduces the
amount of material going to the landfill.
9. Shall not fail to attempt to meet the provisions of the US Mayors Climate Protection
Agreement
10. Shall not fail to have procedures and targets in place to reduce the amount of waste generated
by city operations. This includes the amount being recycled as well as going to the landfill.
11. Shall not fail to provide drinking water that tastes good and has minimal odor and meets
12. Shall not fail to have energy measurements and reduction targets in place that stretch the city
to reduce their overall energy consumption on an annual basis.
•
Date of Adoption Affirmation of official board action adopting this policy:
-x\b)
Hutchinson City Center
•
111 Hessen Street SE
Hutchinson, MN 55350 -2522
320- 587.51511Fe 320- 234 -0240
TO: Mayor and City Council Members
FROM: Gary Plotz, City Administrator
DATE: August 20, 2008
SUBJECT: Consideration of Advertising for Vacancy in the Finance Department and Having
Some Overlap of Expertise
Previously, the City Council requested that I meet with Ken Merrill, Finance Director, and
Jeremy Carter, Assistant Finance Director, to discuss the transition that will be occurring with
the pending retirement of Ken Merrill. Today, I received a letter making Ken Merrill's
retirement official, with his last working day being December 31, 2008. As you know, my intent
is to appoint Jeremy Carter to the position of Finance Director, effective January 1, 2009. This
action results in a vacancy in the position of Assistant Finance Director.
Jeremy, Ken and I discussed the current and upcoming needs within the department, and we feel
it would be advantageous to have both of them and the replacement position working together
the last few months of 2008.
I believe this requires Council action, and I recommend approval. This means we would be
updating the job description/title and advertising to fill the position in mid to late September
2008.
C�
Printed on recycled paper -
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Policy No. 1.11
CITY OF HUTCHINSON
POLICY
City Council -
PURCHASING - PURCHASE ORDERS
NO. 1_11 (3 pgs.)
DATE 1996: 2008 SOURCE City Ordinance No. 96 -173
I. INTRODUCTION
It is the intent of the City of Hutchinson to purchase, in the most efficient and effective
manner possible, those goods and services necessary to conduct City activities. To
accomplish this, a formal set of purchasing procedures has been adopted. This policy
recognizes and retains that the ultimate purchasing responsibility is that of the City
Administrator. This policy delegates purchasing authority as outlined below.
The purchasing procedures are based on the following:
• 1. Purchasing and budgetary control for each department is the responsibility of the
Director and /or designated Department Head.
2. The role of the Finance Director and /or agent is to assist department personnel
by providing information on vendors and products and to coordinate purchases in
an effort to secure the best price and highest quality of goods and services. The
Finance Department is not expected to be an expert on all goods and services,
therefore, individual departments are expected to provide expertise in their
particular areas.
3. Each department will be responsible in ensuring that goods and services which
are ordered are necessary, received, and that only goods and services actually
received are paid for, and that no duplicate payments are made.
4. Coded invoices and any other documentation, coded per instructions, are due in
the Finance Department no later than Thursday noon of the week before each
City Council meeting.
5. Generally accepted accounting principles will be followed; as required by State
and Federal Laws.
6. State Statute #412.691 and City Ordinance Section #2.07 shall at all times be
• complied with when purchasing items.
No. 1.11 (page 1)
1bC'�)
III. GUIDELINES
• The following guidelines are to be adhered to:
1. No individual (employee or citizen) shall be allowed to make any purchases for
personal use through the City.
2. In all cases, correct account codes are,to be used. Using an incorrect account
code to obligate an unexpended appropriation will not be permitted.
3. Purchases required by emergencies which impair the City's ability to deliver
services shall be outside the scope of this policy and handled as appropriate in
the circumstances. Lack of or poor planning is not an emergency.
4. Two or more quotes should be obtained on all purchases.
5. All invoices /statements, unless specified on the purchase requisition, are to be
mailed directly to the Finance Department and will be forwarded to the
department which made the purchase. Invoices picked up at the time of
purchase should be coded and submitted to Finance for payment.
6. Payments will be made only from original (not copied) invoices or documents.
• 7. Vendors will be asked to have either a purchase order number or an employee
name and department number before any sales are made. That information is to
be available to the City on Statements or upon request.
8. Each department shall have on file ihthe Finance Department a list of
employees authorized to obligate appropriations of that department.
Employees shall be only permanent employees of the City. Individual exceptions
may be considered by Finance Director and Department Director.
9. All purchases must be within the adopted budget. All capital items that are not
budgeted need prior approval.
10. Approval of all items requiring a purchase order will be processed and returned
back to the Department within 48 hours.
11. The Finance Department will enter all invoice data within 48 hours of receipt;
each department will receive their current financial data the third week of each
month.
C�
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No. 1.11 (page 2)
1 (D CG�)
• HUTCHINSON CITY POLICY FOR OBTAINING QUOTATIONS /BIDS
This policy establishes uniform dollar amounts upon contracts which shall or may be
entered into by the City on the basis of competitive bids, quotations or purchase or sale
in the open market. Any deviation(s) should be stated and approved by the City
Administrator and should be clearly documented and recorded as to special
circumstances necessitating the deviation(s).
DOLLAR AMOUNT REQUIREMENTS
Over $25,000 Advertised and sealed bids per State Statute
$ 100,000 4 42. .691 per Minnesota Statute 471.345
At least two sealed quotations on
Specifications outlined on a form prepared by
$25,000 - $100,000 the department.
$25,000 - $50,000 City Administrator approval required.
Finance Director and/or City Administrator's
$2,000 - $25,000 approval.
• $A- 999:8 Department Director's approval
$2000 or less
• No. 1.11 (page 3)
1 oGG�
• ORDINANCE NO. 08 -0509 — AN ORDINANCE AMENDING HUTCHINSON
CITY ORDINANCE 30.30 CONCERNING PURCHASES BY THE CITY
ADMINISTRATOR
The City of Hutchinson hereby ordains that City Ordinance 30.30 is amended as follows:
§ 30.30 CITY ADMINISTRATOR.
(A) Purchases by the City Administrator. The City Administrator is hereby
authorized to make purchases and enter into contracts where the amount of the contract is
estimated to be $15 -,000 50.000 or less. The contract may be made either upon quotation
or in the open market, in the discretion of the City Administrator in accordance with State
law. If the contract is made upon quotation, it shall be based, so far as practicable, on at
least two quotations which shall be kept on file for a period of at least one year after their
receipt. The City Administrator may delegate authority to enter into contracts to
individual directors where the amount of the contract is estimated to be $4-,000 2,000 or
less.
(B) Duties of the City Clerk. The City Administrator shall perform all
statutory duties of the City Clerk.
('89 Code, § 2.07) (Am. Ord. 96 -173, passed 9- 10 -96)
• Adopted by the City Council this 10'" day of September, 2008.
Steven W. Cook
Mayor
ATTEST:
Gary D. Plotz
City Administrator
•
1 L-) C &�)
Hutchinson City Center
•
u
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111 Hassan street SE
Hutchloson, MN 55350-2522
320.587- 5151/F" 3242344240
TO: Mayor and City Council Members
FROM: Gary Plot2:, City Administrator '
DATE: August 21, 2008
SUBJECT: Local Board of Review Training/Certification
As you are aware, each Spring the City Council serves as the Local Board of Review for the City
of Hutchinson at which time property owners can contest the valuation of their property as
determined by the McLeod County Assessor's Office.
The County Auditor requires that at least one member of the Local Board of Review become
certified and attend a training session held by her office or a surrounding county. The County
Auditor recommends that at least two members attend the training session, but of course, all
members can attend if they desire. The County Auditor is holding a training session on
September 15, 2008, and will more than likely not be holding another training session for a few
years.
Mayor Steve Cook and Council Member Kay Peterson attended the last training session and their
certification holds through 2009. Due to Council Member Peterson's term expiring in 2008, and
the fact that another training session may not be held until 2010 or later, it is recommended that
the Council designate two Council Members to attend the training session on September 15,
2008, and become certified so that the Local Board of Review can continue to serve in its
capacity.
Printed on recycled paper -
�0 OF")
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Sue Schulz
County Assessor
August 19, 2008
Office Of
McLeod County Assessor
North Complex
2383 Hennepin Ave
Glencoe, Minnesota 55336
Attn: Board Members
What: Local Board Training
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Where: North Complex — Glencoe
Large Conference Room
When: September 15 @ 9 AM
Telephone
320 -864 -1254
Please RSVP to the Assessor's Office by September 12 so
we have enough material. The training should last about 2
t/z hours. Only elected officials need to attend, but any
board member who would like to attend is welcomed.
Sincerely,
Sue Schulz
McLeod County Assessor
• Resolution No. 13469
RESOLUTION TEMPORARILY SUSPENDING PARKING
RESTRICTIONS ON JEFFERSON STREET
WHEREAS, the 34 Annual Arts and Crafts Festival / Taste of Hutchinson will be held
on Friday September 12 from 10:00 a.m. to 6:30 p.m. and Saturday, September 13 from
9:00 a.m. to 4:00 p.m.; and
WHEREAS, there have been difficulties in the past along Jefferson Street regarding
parking complaints; and
WHEREAS, there have also been traffic congestion problems along Main Street and
around Library Square during this weekend;
NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
HUTCHINSON, MINNESOTA:
1. Parking will be temporarily allowed on the west side of Jefferson Street
from Washington Avenue to Fifth Avenue SE.
2. City property `bass pond / snow storage area" near Sorensen's Sales and
Rental will be designated for RV, camper and large trailer parking from
Thursday, September 11 through Saturday, September 13, 2008.
• 3. City parking lot B and 106 Franklin St. SW will be designated for RV,
camper and large trailer parking from Thursday, September 11 through
Saturday, September 13, 2008.
Adopted by the City Council this 26 day of August, 2008.
Steven W. Cook, Mayor
Gary D. Plotz, City Administrator
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To: Mayor and City Council
From: Doug Johnson & John Olson
Date: 08 -15 -08
RE: Internal Department Agreement
This memo is being served as on internal department agreement
between CreekSide and The Hutchinson Street Department. The
agreement is for the purchase of two used 621 Case front end loaders.
The following items outline the parameters of this agreement.
1. The City of Hutchinson Street Department will purchase two -used
621 Case loaders currently owned by CreekSide. Retail value of
these loaders is $70,000 each. The street department agrees to
purchase both loaders for $50,000 each.
• 2. The street department will take ownership of loaders on August 29,
2008.
3. The Street department with this agreement agrees to prioritize to
CreekSide the use of one of the purchased loaders for the months of
April 1 through November 1 of each year. Loaders will be located at
,CreekSide during these dates.
4. Repairs of such loaders during April 1 s1 through November 1 will be
the responsibility of CreekSide Soils.
5. Visual inspection of such loaders will be done by Doug Johnson &
John Olsen or two mutual agreed upon employees prior to the use of
the loaders for April 1 51 through November 1" and when returned to
the Street Department.
It is the recommendation of Doug Johnson & John Olson that you
approve this transaction.
• Thank you for your consideration.
Doug Johnson- CreekSide Manager
John Olson- Public Works Superintendent
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City of Hutchinson
Public Works Department
Operations & Maintenance
1400 Adams St SE
Hutchinson, MN 55350
Phone (320) 234 -4219 Fax (320) 234 -6971
August 15, 2008
To: Honorable Mayor & Council
From: John Olson, Public Works Manager
Subject: Wheel Loader Purchase
The purchase of two wheel loaders from Creekside Soils will put Public Works in a very good
condition with regard to heavy equipment. The Central Garage budget included 5125,000 for this
transaction. Working with Creekside, the amount was reduced to 5100,000.
There is significant value to the wheel loaders available from Creekside. These loaders have been
very well maintained by Creekside staff and under contract with St. Joseph Equipment.
• This transaction will result in Public Works being able to get rid of two loaders. One of the
loaders is a 1971 Caterpillar and the other is a 1985 Michigan. After this transaction we will have
moved our oldest loader from a 1971 to a 1997 (26 years!).
Public Works does not need the same amount of wheel loaders in the summer as we do in the
winter, so allowing Creekside to use one of the loaders between April and November will not be a
problem for Public Works. This plan, therefore, has the potential of saving Creekside significant
money by avoiding loader rentals or another purchase.
Along with Doug, I heartily recommend this transaction. This is a great example of how we can
right -size our fleet by working together interdepartmentally.
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