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cp10-13-1998 cAh Ank A� OCTOBER SUNDAY MONDAY TUESDAY 1998 77 U -11- -12- -13- 7:00 a.m. — Leadership Team HUTCHINSON COLUMBUS DAY Meeting in City Center Library Con£ Room CITY 1:00 p.m. —HATS Joint Powers CALENDAR Board Meeting at HATS 9:00 a.m. — Management Team Building Meeting in Main Conf. Room WEEK OF 5:30 p.m. - Light Traffic Advisory 4:00 p.m. —City Council/Directors Board Meeting at City Center Budget Meeting in City October 11 -17 Center Main Conference Room 5:30 p.m. — City Council Meeting in Council Chambers WEDNESDAY THURSDAY FRIDAY SATURDAY -14- -15- -16- -17- CONFERENCE /SEMINAR/ /VA 10:00 a.m. — Employee Safety 7:00 a.m. — EDA Meeting at City TRAEMN CATION Council Meeting at City Center Main Conference Room 12 -15 Randy (V) deb 12 -16 John Rodeberg (V) Center 14 Brad Emans (M) 15 -16 Brenda Ewing (V) 15 -16 Brad Emans (C) 15 Ken Merrill (b1) C - Conference M = Meeting S = Seminar T =Training V =Vacation AGENDA REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, OCTOBER 13,1998 INVOCATION — Rev. Brian Brosz, Congregational UCC Church PRESENTATION BY MAYOR OF PARTNERSHIP MINNESOTA SPECIAL ACHIEVEMENT AWARD ISSUED BY GOVERNOR'S OFFICE Regular Meeting of September 8, 1998 and September 22, 1998; Bid Opening of September 17, 1998, September 18, 1998, September 22, 1998, and October 8, 1998 4. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS PLANNING COMMISSION MINUTES OF SEPTEMBER 15, 1998 • 2. LIBRARY BOARD MINUTES OF SEPTEMBER 28, 1998 HUTCHINSON LIGHT TRAFFIC ADVISORY BOARD MINUTES OF JUNE 8, 1998 AND SEPTEMBER 14, 1998 4. BUILDING OFFICIAL'S REPORT FOR SEPTEMBER 1998 5. PARKS, RECREATION & COMMUNITY EDUCATION ADVISORY BOARD MINUTES OF SEPTEMBER 3, 1998 (b) RESOLUTIONS AND ORDINANCES 1. ORDINANCE NO. 98 -238 — VACATION OF DRAINAGE AND UTILITY EASEMENTS LOCATED BETWEEN LOTS 1 AND 2, BLOCK 1, SORENSEN ADDITION (SECOND READING AND ADOPT) 2. ORDINANCE NO. 98 -239 — VACATION OF DRAINAGE AND UTILITY EASEMENTS LOCATED IN OUTLOT B, ISLAND VIEW HEIGHTS SECOND ADDITION (SECOND READING AND ADOPT) 3. ORDINANCE NO. 98-240 — VACATION OF DRAINAGE AND UTILITY EASEMENTS LOCATED IN V.H. JORGENSON SUBDIVISION (RYAN COMPANIES) (SECOND READING AND ADOPT) 4. ORDINANCE NO. 98 -241 — AMENDMENT TO ZONING ORDINANCE NO. 464, CHAPTER 11, SECTION 10.03, REGARDING REQUIREMENTS FOR MEDICAL AND DENTAL CLINICS AND HOSPITALS (SECOND READING AND ADOPT) CITY COUNCIL AGENDA —OCTOBER 13, 1998 5 G7 7 9 5. RESOLUTION NO. 11092 — RESOLUTION ACCEPTING PLEDGED SECURITIES FROM FIRST AMERICAN BANK, HUTCHINSON, MN 6. RESOLUTION NO. 11093 — RESOLUTION TO APPROPRIATE/SALE AT AUCTION OF UNCLAIMED PROPERTY (c) OUT -OF -STATE TRAVEL FOR DIRECTOR OF ENGINEERING/PUBLIC WORKS (d) CHANGE ORDER NO. 2 FOR DELAWARE STREET NW (ADOPT RESOLUTIONS NO. 11088, NO. 11089, NO. 11090, NO. 11091) Action — Motion to approve consent agenda PUBLIC HEARIN G —NONE COMMU q CATIONS. REQUESTS AND PETITIONS (a) PRESENTATION BY AIRPORT COMMISSION ON PHASE II AIRPORT IMPROVEMENTS Action - UNFINISHED BUSINESS — NONE NEW BUSINESS (a) CONSIDERATION OF FEDERAL TRANSIT ADMINISTRATION DRUG AND ALCOHOL TESTING POLICY Action — Motion to reject — Motion to approve policy and adopt Resolution No. 11087 (b) CONSIDERATION OF RESCHEDULING PUBLIC HEARING FOR FLOOD GRANT PROJECT TO NOVEMBER 10, 1998 AT 6:00 P.M. Action — Motion to reject — Motion to approve new date (c) CONSIDERATION OF AWARDING CONTRACT FOR SNOW REMOVAL EQUIPMENT Action — Motion to reject — Motion to approve contract (d) CONSIDERATION OF REVISED AGREEMENT WITH RAIL AMERICA FOR FIFTH AVENUE SE CROSSING Action — Motion to reject — Motion to approve revised agreement (e) DISCUSSION OF TRAFFIC ISSUES Action — r1 LJ �J `a 0 CITY COUNCIL AGENDA —OCTOBER 13, 1998 (f) DISCUSSION REGARDING TH 15 SOUTH IMPROVEMENTS ➢ MN/DOT AGREEMENT ON IMPROVEMENTS, SCHEDULE AND COST ALLOCATION ➢ POTENTIAL CHANGES TO DEVELOPMENT AGREEMENT FOR COUNTY FAIR MARKETPLACE Action — (g) CONSIDERATION OF REQUEST FOR CARPET REPLACEMENT AT BURNS MANOR NURSING HOME Action — Motion to reject — Motion to approve (h) CONSIDERATION OF APPROVING FINAL APPLICATION TO OFFICE OF ENVIRONMENTAL ASSISTANCE FOR COMPOST FACILITY AND HOUSEHOLD HAZARDOUS WASTE BUILDING Action — Motion to reject — Motion to approve and Adopt Resolution No. 11094 (i) PRESENTATION BY LAWRENCE WINTER ON CURRENT COMPOSTING GRANT /ACTIVITIES IN NORTHEAST TARGETED NEIGHBORHOOD Action- . (j) CONSIDERATION OF AWARDING CONTRACT TO RUST ENVIRONMENT & INFRASTRUCTURE EARTH TECH FOR DESIGN OF COMPOST FACILITY Action — Motion to reject — Motion to approve contract (k) CONSIDERATION OF MEMORANDUM OF UNDERSTANDING BETWEEN CITY OF HUTCHINSON AND PRIARIE COUNTRY RC &D COUNCIL Action — Motion to reject — Motion to approve (1) CONSIDERATION OF ORGANIZATIONAL STRUCTURE, PAY CLASSIFICATION AND JOB DESCRIPTIONS IN PLANNING, ZONING AND BUILDING DEPARTMENT Action — Motion to reject — Motion to approve (m) CONSIDERATION OF SETTING SPECIAL CITY COUNCIL WORKSHOP MEETING(S) Action — (n) CONSIDERATION OF REQUEST BY BRYN GARDD DENTAL CARE, LTD. TO PURCHASE CITY PROPERTY LOCATED ADJACENT TO NE CORNER OF LOT LOCATED AT 945 ECHO DRIVE Action — Motion to reject — Motion to approve CITY COUNCIL AGENDA —OCTOBER 13, 1998 9. MISCELLANEOUS (a) COMMUNICATIONS 10. CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS (a) VERIFIED CLAIMS Action - Motion to approve and authorize payment from appropriate funds 11. ADJOURNMENT 4 . MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, SEPTEMBER 8, 1998 The meeting was called to order at 5:30 p.m. by Mayor Torgerson. Present: Mayor Marlin Torgerson, Council Members Jeff Haag, John Mlinar, Kay Peterson and Don Erickson. Also present: City Administrator Gary D. Plotz, City Engineer John Rodeberg and City Attorney Marc A. Sebora. 2. Reverend James Hall gave the invocation. 3. MIKES The minutes of the regular meeting of August 25, 1998 and bid openings of August 21, 1998 and September 4, 1998 were approved as presented. (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS AIRPORT COMMISSION MINUTES OF JULY 27, 1998 2. LIBRARY BOARD MINUTES OF AUGUST 24, 1998 3. HUTCHINSON AREA HEALTH CARE BOARD MINUTES OF JULY 28, 1998 4. PARKS, RECREATION & COMMUNITY EDUCATION ADVISORY BOARD MINUTES OF AUGUST 6, 1998 (b) RESOLUTIONS AND ORDINANCES 1. ORDINANCE NO. 98-234 — AN ORDINANCE DELETING SECTION 2.57 OF THE HUTCHINSON CITY CODE ENTITLED "NURSING HOME BOARD" AND ADOPTING BY REFERENCE, CITY CODE, CHAPTER 1 AND SECTION 2.99, WHICH, AMONG OTHER THINGS, CONTAIN PENALTY PROVISIONS (SECOND READING AND ADOPT) ORDINANCE NO. 98 -235 — AN ORDINANCE AMENDING SECTION 2.58 OF THE HUTCHINSON CITY CODE ENTITLED "HOSPITAL AND NURSING HOME BOARD" BY DELETING CERTAIN LANGUAGE THERETO AND ADOPTING BY REFERENCE CITY CODE CHAPTER 1 AND SECTION 2.99, WHICH, AMONG OTHER THINGS, CONTAIN PENALTY PROVISIONS (SECOND READING AND ADOPT) 3. ORDINANCE NO. 98 -236 — AN ORDINANCE VACATING EASEMENTS LOCATED BETWEEN LOTS 8 AND 9, BLOCK 1, ISLAND VIEW HEIGHTS SECOND ADDITION (SECOND READING AND ADOPT) 4. ORDINANCE NO. 98 -237 — AN ORDINANCE AMENDING ZONING REGULATIONS AND THE OFFICIAL ZONING MAP (SECOND • READING AND ADOPT) 9 CITY COUNCIL MINUTES — SEPTEMBER 8, 1998 • 5. RESOLUTION NO. 11075 — RESOLUTION SETTING INTEREST RATE FOR 1998 ADOPTED ASSESSMENT ROLLS 6. RESOLUTION NO. 10076 — RESOLUTION AUTHORIZING EXECUTION OF HMEP GRANT AGREEMENT (c) TOBACCO LICENSE FOR AVANTI PETROLEUM, INC.; D.B.A. TOTAL MART (d) RETAIL "OFF SALE" NON - INTOXICATING MALT LIQUOR LICENSE FOR AVANTI PETROLEUM, INC.; D.B.A. TOTAL MART (e) APPPOINTMENT OF NORMAN HOEFER AS VOTING MEMBER OF SENIOR ADVISORY BOARD Motion was made by Erickson, seconded by Peterson, to approve the consent agenda Motion unanim ously carried. PUBLIC HEARING -- NONE NEW MIT Marjo 053N t 50 114 3V WFUR TINEMN 7. (a) CONSIDERATION OF HOUSING PROGRAM PROVIDING FOR ISSUANCE OF MULTIFAMILY HOUSING REVENUE BONDS TO FINANCE PROJECT UNDER MN STATUTES, CHAPTER 462C (EVERGREEN APARTMENTS PROJECT) (DEFERRED AUGUST 25, 1998) Motion was made by Mlinar, seconded by Peterson, to approve the sale of housing bonds, to extend the lease agreement and to adopt Resolution No. 11071. Motion unanimously carried. (b) CONSIDERATION OF APPROVING MEMORANDUM OF AGREESN= FOR ADVANCED FLOOD WARNING DEVICES FOR THE SOUTH FORK OF THE CROW RIVER (DEFERRED AUGUST 25, 1998) It was reported that the City would have no financial obligation or cost in conjunction with the proposed agreement. Motion was made by Erickson, seconded by Mlinar, to approve the amended agreement. Motion unanimously carried. (c) CONSIDERATION OF ASSESSMENT ROLL NO. 5023 FOR LETTING NO. 8; PROJECT NO. 98 -17; ISLAND VIEW HEIGHTS THIRD ADDITION (DEFERRED AUGUST 25, 1998) ➢ RESOLUTION DECLARING COST TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENT ROLL NO. 5023 ➢ RESOLUTION WAIVING HEARING ON PROPOSED ASSESSMENT ROLL NO. 5023 ➢ RESOLUTION ADOPTING ASSESSMENT ROLL NO. 5023 ➢ RESOLUTION ACCEPTING BID . CITY COUNCIL MINUTES — SEPTEMBER 8, 1998 Motion was made by Peterson, seconded by Mlinar, to reject the bids and to adopt Resolution No. 11074 Rejecting Bids. Motion unanimously carried. 0 (a) CONSIDERATION OF SETTING TRUTH IN TAXATION HEARING DATE FOR CITY OF HUTCHINSON Motion was made by Erickson, seconded by Haag, to approve the hearing date of December 7, 1998 at 5:30 p.m. and to adopt Resolution No. 11073. Motion unanimously carried. (b) CONSIDERATION OF AWARDING BID FOR PURCHASE, REMOVAL AND RELOCATION OF STRUCTURES FROM 100 YEAR FLOOD PLAIN (PHASE I — LETTING NO. 10/PROJECT NO. 98 -19) Rodeberg reviewed the bids received today for the fast phase, which is all of the residential properties. All costs are included in the grant, with no direct costs to the City. It was recommended to award the project to Diamond 5 Contracting in the amount of $55,200.00, contingent upon receiving all rN yired documentation by September 11, 1998. If documentation is not provided, it is recommended that the project be awarded to Erickson & Templin Contracting. He stated that since the bid did not cover the well abandonment, sub - contractor names need to be made available. The City Engineer reported the City would be advertising the bids for Phase 2, which will include the Fahey and Simonson Lumber buildings. He requested approval to advertise the Phase 2 work. Motion was made by Erickson, seconded by Mlinar, to approve awarding the project to Diamond 5 Contracting contingent upon the recommendation of the City Engineer and to approve advertising for Phase 2 work. Motion unanimously carved. (c) CONSIDERATION OF AWARDING BID FOR FOUR POLICE DEPARTMENT VEHICLES (TWO IN 1998 AND TWO IN 1999) John Olson reviewed the bids received on September 4. It was his recommendation to award the contract to Superior Ford, Inc. for four vehicles in the amount of $21,311.00 each vehicle, for a total of $85,244.00. Motion was made by Peterson, seconded by Erickson, to approve the purchase and award the contract to Superior Ford, Inc. Motion unanimously carried (d) CONSIDERATION OF 1999 PRELI IINARY TAX LEVY FOR CITY OF HUTCHINSON It was the recommendation of the Finance Director to set the City's 1999 preliminary tax levy in the amount of $2,968,589.00. Motion was made by Peterson, seconded by Mlinar, to approve the proposed 1999 preliminary tax levy and to adopt Resolution No. 11072. Motion unanimously carried. CITY COUNCIL MINUTES — SEPTEMBER 8, 1998 (e) CONSIDERATION OF ESTABLISHING DATE FOP, CITY COUNCIL WORKSHOP Motion was made by Erickson, seconded by Haag, to rove a workshop on September 22, 1998 at 4:30 p.m. Motion unanimously ca: d. (f) DISCUSSION OF SCHEDULE AND FINANCING ISSUE � WITH RAVENWOOD This item was withdrawn from the agenda. 9. MISCELLANEOUS (a) (b) (c) (d) (e) COMMUNICATIONS FROM MAINSTREET HUTCHINSON MainStreet Hutchinson requested that on September 19, 1998, the Farmers Market be relocated to First Avenue SW between Main Street and the alley by Citizens Bank building. The location change was required for the Arts and Crafts scheduled in the Library Square Park on that date. Motion was made by Peterson, seconded by Erickson, to approve the request. Motion unanimously carried. COMMUNICATIONS FROM CITY ATTORNEY Sebora reported that he and Rodeberg had met with William Gilk and Attorney John Schnobnch to review the issues regarding island View Heights Third Addition. Gilk stated that he is facing unknown losses since the contractor did not do certain things during the summer. He noted he was looking for a little assistance to offset some of the costs incurred COMMUNICATIONS FROM COUNCIL MEMBER JOHN MLINAR Mlinar commented that the iWhockey group was scheduling registration for an event the same evening as the City election. He stated that he was not aware it was the same date, but there is no conflict or contradiction since the icelhockey association is a separate entity from the City. COMMUNICATIONS FROM CITY ADMINISTRATOR Plotz reported that he and the Mayor would be meeting with County officials on September 9 regarding the household waste facility building. He also noted that the OEA grant application went before a Governor's Advisory Committee and received favorable recommendation. Plotz will present the City Council with a grant application at the next meeting. COMMUNICATIONS FROM DIRECTOR OF ENGINEERING Rodeberg discussed the location of stoplights in the area of the Ryan project (Target/Cub Foods). He stated there is no light or access at Denver Avenue, and there is a one -half mile stretch with no through access points. He will be meeting with a State consultant this week to discuss some concerns and issues in this area. i 4 CITY COUNCIL MINUTES — SEPTEMBER 8, 1998 Rodeberg requested approval to obtain consulting services at a cost of $10- 15,000.00, with the amount commg out of bonds. The report will be presented at the next City Council meeting. He suggested adopting a Resolution listing the areas in order of priority for stoplights. Motion was made by Mlinar, seconded by Peterson, to approve a priority list and to adopt Resolution No. 11077. Motion unanimously camed. Motion was made by Mlinar, seconded by Peterson, to approve consulting services in the amount of $10- 15,000.00 from bonds. Motion unanim ously carried. (a) VERIFIED CLAIMS Motion was made by Erickson, seconded by Haag, to approve the claims and authorize payment from appropriate funds. Motion unanimously carried. There being no further business, the meeting adjourned at 6:15 p.m. 0 LI • MINUTES REGULAR MEETING - HUTCIIINSON CITY COUNCII, TUESDAY, SEPTEMBER 22,1998 1. Vice President Mlinar called the meeting to order at 5:30 p.m. Present: Vice President John Ml inar, Council Members Jeff Haag and Kay Peterson. Absent: Mayor Marlin Torgerson and Council Member Don Erickson. Also present: City Administrator Gary D. Plotz, City Engineer John Rodeberg and City Attorney Marc A. Sebora. 2. Reverend James Hall gave the invocation. 3. MINUTES The minutes of the Bid Opening of September 8, 1998 were approved as presented. 4. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. BUILDING OFFICIAL'S REPORT FOR AUGUST 1998 2. POLICE CIVIL SERVICE COMMISSION MINUTES OF SEPTEMBER 3, 1998 3. PLANNING COMMISSION MIIVU'TES OF AUGUST 18, 1998 • 4. FINANCIAL /INVESTMENT REPORT — AUGUST 1998 5. SENIOR ADVISORY BOARD MINUTES OF JULY 20, 1998 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 11081 — ACCEPTING PLEDGED SECURITIES FROM FIRST AMERICAN BANK, HUTCHINSON, MINNESOTA (c) OUT -OF -STATE TRAVEL FOR CITY FORESTER MARK SCHNOBRICH (d) FINAL PAYMENT FOR MAIN STREET (T.H. 15) SIGNAL REVISIONS FOR LETTING NO. 9, PROJECT NO. 97 -20 (e) CONDITIONAL USE PERMIT REQUESTED BY BARRY BARTON TO CONSTRUCT MINI STORAGE UNITS WITH OUTDOOR STORAGE LOCATED AT SCHOOL ROAD NORTH WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION WITH STAFF RECOMMENDATIONS (ADOPT RESOLUTION NO. 11079) (f) PETITION BY BARRY BARTON TO VACATE DRAINAGE AND UTILITY EASEMENTS LOCATED BETWEEN LOTS 1 AND 2, BLOCK 1, SORENSEN ADDITION WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION WITH STAFF RECOMMENDATIONS (FIRST READING OF ORDINANCE NO. 98 -238 AND SET SECOND READING FOR OCTOBER 13, 1998) (g) PETITION BY CITY STAFF TO VACATE DRAINAGE AND UTILITY CITY COUNCIL MINUTES – SEPTEMBER 22, 1998 • EASEMENTS LOCATED IN OUTLOT B, ISLAND VIEW HEIGHTS SECOND ADDITION TO ALLOW FOR REPLAT TO BE KNOWN AS ISLAND VIEW HEIGHTS THIRD ADDITION WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION WITH STAFF RECOMMENDATIONS (FIRST READING OF ORDINANCE NO. 98 -239 AND SET SECOND READING FOR OCTOBER 13, 1998) (h) PETITION BY RYAN COMPANIES U.S., INC. TO VACATE ALL DRAINAGE AND UTILITY EASEMENTS LOCATED IN V.H. JORGENSON SUBDIVISION WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION WITH STAFF RECOMMENDATIONS (FIRST READING OF ORDINANCE NO. 98 -240 AND SET SECOND READING FOR OCTOBER 13, 1998) (i) AMENDMENT TO CITY CODE CHAPTER 11, ZONING ORDINANCE NO. 464, SECTION 10.03, REGARDING PARKING REQIUIREMENTS FOR MEDICAL AND DENTAL CLINICS AND HOSPITALS WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION WITH STAFF RECOMMENDATIONS (FIRST READING OF ORDINANCE NO. 98 -241 AND SET SECOND READING FOR OCTOBER 13, 1998) (j) COUNTY FAIR MARKETPLACE FINAL PLAT SUBMITTED BY RYAN COMPANIES U.S., INC. WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION WITH STAFF RECOMMENDATIONS (ADOPT RESOLUTION NO. 11080) Motion was made by Peterson, seconded by Haag, to approve the consent agenda with the exception of item 4-(e). Motion unanimously carried. Item 4- (e)— Rodeberg commented on the condition approved by the Planning Commission to move the water retention portion of the pond to the east end of the pond. He noted there were two problems, namely: (1) the pond would be more visible on the east than on the west where it would be located behind a berm, and (2) the pipe outlet for the pond is on the west side and addresses environmental issues. Rodeberg reported that it was proposed by staff to place the pond on the west side to be in agreement with the developer's drawings. Motion was made by Haag, seconded by Peterson, to approve leaving the water retention portion of the pond on the west side. Motion unanimously carved. Mr. Harlan Langholtz, 1200 Rolling Oaks Lane NW, stated he lives on the west side of the property and does not want the pond in front of his house. He will fight the location if necessary. (a) APPLICATION FOR GRANT FUNDS AND APPROVAL OF SMALL CITIES DEVELOPMENT PROGRAM APPLICATION CERTIFICATION OF COMPLIANCES The Mayor called the hearing to order at 6:00 p.m. and read the notice of public hearing. • 2 • CITY COUNCIL MINUTES — SEPTEMBER 22, 1998 HRA Director Jean Ward reported that a Hutchinson Housing Task Force was formed approximately a year ago for the purpose of reviewing the housing needs in Hutchinson. The Task Force found that Hutchinson's population had increased 25 percent between 1980 and 1990 with only a 30 percent increase in the number of households. This has caused a great demand for homes priced under $100,000. Rick Goodemann of the Southwest Minnesota Housing Partnership and Ward presented information regarding the application for a $525,000 grant from the Minnesota Department of Trade and Economic Development. The Small Cities grant money will be used to cover up to $12,000 in city assessment charges per house in the form of 0 percent deferred loans. The cost of the new homes would be limited to $95,000 and could be built in one of two areas, namely, on a parcel east of California Street and north of Huski Townhomes or in Bill Gilk's Island View Heights development west of Otter Lake. It was reported that in addition to the assessment buy -down, the program also would provide potential buyers a 5 percent grant to assist with the down payment. Buyers could acquire the $95,000 home with a first mortgage of $78,250. To qualify for the program, families would need a household income of between 60 percent and 80 percent of the statewide median income. The HRA had previously received City Council approval to apply to the Great Minnesota Home at Last program for money to purchase the land needed to build 40 • to 50 homes priced at $95,000. Motion was made by Peterson, seconded by Haag, to close the hearing at 6:17 p.m. Motion unanimously carried. Motion was made by Haag, seconded by Peterson, to approve the application to the Department of Trade and Economic Development Small Cities Pro&r-am for grant funds and to adopt Resolution No. 11082. Motion unanimously carved. 6. COMMUNICATIONS. REQUESTS ND PETITIONS - NONE 7. UNFDUSHED BUSINESS - NONE 8. NEW BUSINESS (a) CONSIDERATION OF AWARDING CONTRACT FOR FIRE STATION ROOF REPLACEMENT Fire Chief Brad Emans reported four bids were received. After review, it was the recommendation of the Fire Department to award the contract to the second lowest bidder since the low bid did not meet specifications. The second lowest bidder was Laraway Roofing in the amount of $29,829.00. Motion was made by Peterson, seconded by Haag, to award the contract to Laraway Roofing. Motion unanimously carried. (b) CONSIDERATION OF WAIVING SNOW REMOVAL PERMITS AND FEES FOR 1998 -99 SNOW REMOVAL SEASON CITY COUNCIL MINUTES — SEPTEMBER 22, 1998 • Rodeberg recommended that the City waive the snow removal fee for the 1998 -99 season on an experimental basis. He noted that no cities surveyed had a snow removal permit in effect. Motion was made by Haag, seconded by Peterson, to approve waiving the permit fee on a temporary basis. Motion unanim ously carried. (c) CONSIDERATION OF MCLEOD COUNTY 1999ASSESSMENT AGREEMENT Motion was made by Peterson, seconded by Haag, to approve entering into 1999 assessment agreement. Motion unanim ously carried. (d) CONSIDERATION OF SETTING PUBLIC HEARING FOR FLOOD GRANT PROJECT Motion was made by Peterson, seconded by Haag, to approve setting a public hearing for October 13, 1998 at 6:00 p.m. Motion unanimously carried. (e) CONSIDERATION OF AWARDING SALE FOR $4,350,000 TAXABLE MEDICAL FACILITIES GROSS REVENUE BONDS, SERIES 1998, TO FINANCE ADDITION TO MEDICAL CLINIC BUILDING Mr. Steve Apfelbacher, Ehlers & Associates, presented the terms and conditions for the gross revenue bonds and a bond index on the project. The bonds will be taxable to 2014. He reported that three bids were received, and Piper Jaffrey Inc. was the • best bid at 6.7563% interest rate and $2,884,497.19 net interest cost. Motion was made by Haag, seconded by Peterson, to approve the bond sale and to adopt Resolution No. 11083. Motion unanimously cared. (f) CONSIDERATION OF AWARDING CONTRACT FOR SINGLE AXLE TRUCK/CAB AND CHASSIS AND SNOW REMOVAL EQUIPMENT John Olson reviewed the four bids and recommended awarding the contract to Mankato Mack in the amount of $70,504.00 although they were not the low bid. The City Attorney stated the delivery date of less than six months would justify awarding the contract to Mankato Mack since receiving the equipment as soon as possible was a concern. Olson requested to defer awarding the contract for the snow removal equipment until the October 13, 1998 meeting. Motion was made by Haag, seconded by Peterson, to approve awarding the contract to Mankato Mack. Motion unanimously carried. Motion was made by Peterson, seconded by Haag, to defer awarding the contract for snow removal equipment. Motion unanimously carried. (g) CONSIDERATION OF DEVELOPMENT AGREEMENT FOR COUNTY FAIR MARKETPLACE 0 CITY COUNCIL MINUTES — SEPTEMBER 22, 1998 Mr. Dick Brooks, Ryan Companies, addressed some of their concerns regarding utilities. He stated they would be meeting with the City Engineer to work out some of the issues. 5 Rodeberg reported that he was requesting a stoplight at Edmonton and Denver Avenue. A full concrete median with no access for one -half mile is being proposed by MN/DOT. He recommended that the City Council approve the proposed development agreement. Motion was made by Haag, seconded by Peterson, to approve the development agreement. Motion unanimously carried. (h) CONSIDERATION OF APPROVING PLANS AND SPECIFICATIONS AND ADVERTISING FOR BIDS FOR LETTING NO. 11, PROJECT NO. 98 -20 Rodeberg stated that the Fahey building would be tom down about a month after the award of the demolition contract, and the Simonson Lumber building will be used for emergency police practice. Motion was made by Haag, seconded by Peterson, to approve advertising for bids and to adopt Resolution No. 11084. Motion unanimously carried. (i) DISCUSSION OF EXTENSION OF CENTURY AVENUE AND RECONSTRUCTION OF DALE STREET AND SOUTH GRADE ROAD It was requested to defer this item. Motion was made by Haag, seconded by Peterson, to defer. Motion unanimously carried. (j) CONSIDERATION OF HAHC PARKING LOT IMPROVEMENTS (LETTING NO. 9, PROJECT NO. 98 -18) The City Engineer reported that the bids came in high, and there was no guarantee be this fall. Therefore, to reject the project would completed it was recommended the bids and rebid the project in January or February 1999. Motion was made by Haag, seconded by Peterson, to reject the bids and rebid next year and to adopt Resolution No. 11085. Motion unanimously carried. 9. MISCELLANEOUS (a) COMMUNICATIONS FROM WILLIAM GILK Gilk stated that the contractor came in with $35- 45,000.00 in extra project costs, and approximately 20 percent were legitimate. His losses are the result of the contractor. He suggested a tax increment program for Phase III that would provide an incentive to offer more affordable housing. Attorney John Schnobrich presented an update on the issues p ertainin g to the Plaza Heights project of developer William Gilk. He and his client will work with the City to resolve the issues. 5 CITY COUNCIL MINUTES — SEPTEMBER 22, 1998 (b) COMMUNICATIONS FROM CITY ADMINISTRATOR Plotz requested a budget workshop be scheduled for October 13, 1998 at 4:00 p.m. Motion was made by Peterson, seconded by Haag, to approve a workshop on October 13, 1998 at 4:00 p.m. Motion unanimously carried. (c) COMMUNICATIONS FROM DIRECTOR OF ENGINEERING Rodeberg reported the 1998 Model Warranty Guide for Ford and Mercury cars and light trucks stated that vehicles may be taken to any authorized Ford dealership for warranty repairs. The City Engineer stated that he used the $440.00 to $460.00 figure as a factor for awarding a bid to the low bidder. He also noted that a MN/DOT Access Management Workshop to review issues regarding safety, traffic signals and access management would be held in Willmar on September 29 from 9:00 am. to 4:00 p.m. He and Jeff Haag will attend the seminar and the other Council Members were also invited to the seminar. r 1 LJ It was reported that the City paid the 100% cost for the railroad crossing for the Fifth Avenue bridge. Presently there is no warning signal at the crossing. Since Rail America lost 3M's shipping business, they now claim that the individual who signed the agreement was not authorized and the contract did not apply to them. MN/DOT has informed the City that the crossing cannot be opened until a new agreement has been obtained from Rail America. It will require a State Commissioner order to open the bridge, which could take four weeks. (d) COMMNICATIONS FROM COUNCIL MEMBER JOHN MLINAR Mlinar commented on the efforts made for the Bond Election Referendum voted on at the Primary Election held September 15, 1998. He also referred t the recent death of Les Kouba and the impact it will have on the community. (a) VERIFIED CLAIMS Motion was made by Haag, seconded by Peterson, to approve the claims and authorize payment from appropriate funds. Motion unanimously carried. 1 � ; ►lu I ►Y There being no further business, the meeting adjourned at 6:44 p.m. 11 • MINUTES BID OPENING THURSDAY, SEPTEMBER 17, 1998 City Administrator Gary D. Plotz called the bid opening to order at 2:00 p.m. Also present were Steve Schramm and Administrative Secretary Marilyn J. Swanson. The reading of the Advertisement for Bids for roof replacement at the Fire Station was dispensed with. The following bids were opened and read: The bid opening closed at 2:05 p.m. 0 NJ ALTERNATE UNIT PRICE ME BOARD FOOT BASE BID Herzog Roofing Inc. None $ .58 $30,000.00 Detroit Lakes, MN Buysse Roofing HP Mat not required; $1.25 $21,500.00 Waite Park, MN reuse existing ballast (45 Days) Horizon Roofing None $ .96 $50,980.00 Waite Park, MN Laraway Roofing $256.00 $ .70 $29,829.00 Hutchinson, MN Deduct The bids were referred to the Fire Department for review and a recommendation. The bid opening closed at 2:05 p.m. 0 NJ MINUTES SPECIAL MEETING — HUTCHINSON CITY COUNCIL THURSDAY, SEPTEMBER 17, 1998 Vice President Mlinar called the special meeting to order at 3:00 p.m. Present: Vice President John Mlinar, Council Members Kay Peterson and Don Erickson. Absent: Mayor Marlin Torgerson and Council Member Jeff Haag The results were presented from the canvassing election returns of the special bond election held on September 15, 1998. Motion was made by Peterson, seconded by Erickson, to accept the election results and to adopt Resolution No. 11078. Motion unanimously carried. There being no further business, the meeting adjourned at 3:05 p.m. 0 0 N MINUTES BID OPENING SEPTEMBER 18, 1998 Administrative Secretary Marilyn J. Swanson called the bid opening to order at 4:30 p.m. Mechanic Ken Wichterman was also present. The reading of Publication No. 5217, Advertisement for Snow Removal Equipment, was dispensed with. The following bids were opened and read: Aspen Reach Equipment 12' Patrol Wing in Lieu of Wing lock valve add Bloomington, MN 11'; Add $158.00 $41,426.00 J Craft Inc. Options not included in price: $47,213.24 Kimball Fenders: $701.00 + $25.29 Tax (with Tax) side cheeks add Rear Hitch: $580.00 + $13.52 Tax 1 Color paint on wing to match cab add 105.00 Strobe Light System: $2,191.00 + 108.62 Tax Sander/Wing Light: $190.00 + 2.60 Tax Snowplow Lights: $450.00 + 13.00 Tax Snow Flap: $450.00 + $13.00 Tax Crysteel Truck Equipment Inc. All Equipment: $39,790.00 Lake Crystal, MN Labor to Install: 6.190.00 Total Price per $45,980.00 Unit Less Tax OPTIONS: If no skid shoes needed on plow deduct ($540.00) Plow markers installed add 74.00 Wing lock valve add 200.00 1 Set poly fenders add 498.00 Electronic back -up alarm add 65.00 ECCO 9400 Strobe system installed add 750.00 For completely bolt on plow /wing side cheeks add 200.00 1 Color paint on wing to match cab add 105.00 One Year Warranty on all equipment parts and labor included. The bids were referred to staff for review and a recommendation. The bid opening closed at 4:40 p.m. MINUTES BID OPENING SEPTEMBER 18, 1998 Administrative Secretary Marilyn J. Swanson called the bid opening to order at 4:40 p.m. Mechanic Ken Wichterman was also present. The reading of Publication No. 5216, Advertisement for Single Axle Truck, Cab and Chassis was dispensed with. The following bids were opened and read: 1 • pa a . ► Boyer Ford Trucks Minneapolis, MN River Valley Truck Center Glencoe, MN Lakeland Truck Center Inc. South St. Paul, MN u,I.._. u._ 9 $188.00 $66,752.00 Engine Upgrade to Specs.: 2.000.00 $68,752.00 None 70,773.92 None 68,897.00 None 70,504.14 The bids were referred to staff for review and a recommendation. The bid opening closed at 4:45 p.m. MINUTES BID OPENING TUESDAY, SEPTEMBER 22, 1998 • 0 City Administrator Gary D. Plotz called the bid opening to order at 10:00 a.m. Also present were City Engineer John Rodeberg, Hospital President Philip Graves, Leo Monster, Horty Elving Representative Mark Thorson, and Administrative Secretary Marilyn J. Swanson. The reading of Publication No. 5215, Advertisement for Bids, Letting No. 9, Project No. 98 -18 was dispensed with. The following bids were opened and read: Duininck Bros., Inc. Prinsburg, MN Yes $32,685.00 Contractor allowed to complete project in 1999. Wm. Mueller & Sons, Inc. Hamburg, MN Yes 30,000.00 The bids were referred to City staff for review and a recommendation. The bid opening closed at 10:05 a.m. $627,939.00 (80,000.00) Liquidated Damages 499,750.00 MINUTES BID OPENING THURSDAY, OCTOBER 8, 1998 Finance Director Kenneth B. Merrill called the bid opening to order at 2:00 p.m. Also present were City Engineer John Rodeberg, Acting Building Official Mark Hensen, Rebecca Stoen of Mid- Minnesota Development Commission, and Administrative Secretary Marilyn J. Swanson. The reading of Publication No. 5229, Advertisement for Bids, Letting No. 11, Project No. 98 -20 (Purchase, Removal and Relocation of Structures from 100 Year Flood Plain; Phase In was dispensed with. The following bids were opened and read: Diamond Five Construction Hutchinson, MN $38,000.00 Erickson & Templin Construction Hutchinson, MN 55,600.00 Kennedy Excavating Benson, MN 78,779.00 Reiner Contracting Hutchinson, MN 57,000.00 The bids were referred to City staff for review and a recommendation. The bid opening closed at 2:08 p.m. A • • MINUTES • HUTCHINSON PLANNING COMMISSION Tuesday, September 15, 1998 1. CALL TO ORDER 4:00 P.M. The meeting was called to order by Chairman Dean Wood at 4:00 p.m. with the following members present: Dave Westlund, Joe Drahos, Jeff Jones, Bill Arndt and Chairman Wood. Absent Jeff Haag and Jim Haugen. Also present: Bonnie Baumetz, Planning and Zoning, Marc Sebora, and Richard Schieffer, City Legal Counsel, Mark Henson, Building Dept., and John Rodeberg, Director of Engineering. 2. a) Consideration of minutes of regular meeting dated August 18, 1998. Mr. Westlund made a motion to approve the minutes dated August 18, 1998. Seconded by Mr. Jones the motion carried unanimously 3. PUBLIC HEARINGS a) CONSIDERATION OF CONDITIONAL USE PERMIT REQUESTED BY BARRY BARTON TO CONSTRUCT MINI STORAGE UNITS WITH OUTDOOR STORAGE LOCATED ON SCHOOL RD. N.W. Chairman Wood opened the hearing at 4:01 p.m. with the reading of publication 65219 as published in The Hutchinson Leader on Thursday, September 3, 1998. The request is for the purpose of consideration of conditional use permit requested by Barry Barton to construct mini storage units with outdoor storage located on School Rd. N.W. Ms. Baumetz explained Mr. Barton was requesting to build six storage units located in a C-4 district • with on site ponding. In this district storage units are conditionally permitted. The planning staff was split on a recommendation due to lack of information. Ms. Baumetz said Mr. Barton has addressed some conditions and has submitted a landscaping plan showing the berming with hedges. Four buildings will be completed by May or June of 1999. The last two buildings will be completed in the next two or three years, in the mean time Mr. Barton was requesting outdoor storage in this space. Operation time will be the same hours as Burger King. Security will be plastic coated chain link fence and camera surveillance. The office will be open 40 hours a week. Barry Barton, owner, said this is a good location for storage units. It will be a secure facility, a benefit for the community. He would build the north and south and the two center buildings first. Mr. Barton said the pond would be built to the City engineers recommendations with berrming and landscaping. The pond shouldn't show from the street. The pond will be inside the fence Traffic is not an issue. Ed Doring, 1282 Rolling Oaks Ln., said he has no problem with the storage units, but does not want open -air storage. A concerned neighbor, Rolling Oaks Ln., said he was concerned with open storage. He was also interested in the location of the berm, fence, and trees. Harlan Langhotlz, 1200 Rolling Oaks Ln., said he was concerned with run off. He doesn't want the pond on the south side. He would like to have the pond on the southeast comer. He would like the catch basin moved to the east. • John Rodeberg said there are liability issues with ponding. If Bartons were to consolidate with Burger King, they would have to change their pond because laws have changed. A neighboring homeowner asked the provisions for lighting. Mr. Barton said the lights would be directed toward the building. b) C) d) Dick Schieffer, legal counsel, said code does not permit outdoor storage. C-4 zoning district has no provision for outdoor storage. Mr. Arndt moved to dose the hearing, seconded by Mr. Jones the hearing closed at 4:56 p.m. Mr. • Amdt made a motion to recommend approval of the request without outdoor storage, the adjustment of moving the catch basin to the east, and noting all six units should be built within three years. Seconded by Mr. Westlund the motion carved unanimously. CONSIDERATION OF PETITION BY BARRY BARTON TO VACATE DRAINAGE AND UTILITY EASEMENTS LOCATED BETWEEN LOTS 1 AND 2 OF BLOCK 1, SORENSEN ADDITION Chairman Wood opened the hearing at 5:05 p.m. with the reading of publication #5220 as published in The Hutchinson Leader on Thursday, September 3, and Tuesday September 8, 1998. The request by Barry Barton is for the purpose of consideration of vacation of utility easements located between Lots 1 and 2, Block 1, Sorensen Addition. Mr. Arndt proved to dose the hearing, seconded by Mr. Jones the hearing closed at 5:06 p.m. Mr. Westlund made a motion to approve the request with staff recommendations. Seconded by Mr. Drahos the motion passed unanimously. CONSIDERATION OF PETITION BY CITY STAFF TO VACATE DRAINAGE AND UTILITY EASEMENTS LOCATED IN OUTLOT B, ISLAND VIEW HEIGHTS SECOND ADDITION TO ALLOW FOR THE REPLAT TO BE KNOWN AS ISLAND VIEW HEIGHTS THIRD ADDITION. Chairman Wood opened the hearing at 5:07 p.m, with the reading of publication #5221 as published in The Hutchinson Leader on Thursday, September 3, and September 8, 1998 for the consideration of petition by city staff to vacate drainage and utility easements located In Outlot B, Island View Heights Second Addition to allow for the replat to be known as Island View Heights Third Addition. Ms. Baumetz explained that originally the dedicated easements were platted, and the county cannot record a replat until original easements are removed. Mr. Arndt moved to close the hearing, secorWed by Mr. Westlund the hearing dosed at 5:08 p.m. Mr. • Arndt made a motion to recommend approval of the request with staff recommendations, seconded by Mr. Jones the motion passed unanimously. CONSIDERATION OF PETITION BY RYAN COMPANIES US, INC. TO VACATE ALL THE DRAINAGE AND UTILITY EASEMENTS LOCATED IN THE V.H. JORGENSON SUBDIVISION. Chairman Wood opened the hearing at 5:10 p.m. with the reading of publication #5222 as published in The Hutchinson Leader on Thursday, September 3, and September 8, 1998. The request is for the purpose of consideration of petition by Ryan Companies U.S. Inc. to vacate all the drainage and utility easements located in the V.H. Jorgenson Subdivision. Ms. Baumetz said the easements need to be vacated before replatting Mr. Arndt asked how the wells on the property would be taken care of. John Payton said an approved licensed company would be capping troth known and unknown wells at this time. Mr. Drahos moved to dose the hearing, seconded by Mr. Jones the hearing dosed at 5:11 p.m. Mr. Drahos made a motion to recommend approval of the request with staff recommendations. Seconded by Mr. Arndt the motion carried unanimously. e) CONSIDERATION OF AMENDMENT TO CITY CODE CHAPTER 11, ZONING ORDINANCE #464 SECTION 10.03 REGARDING PARKING REQUIREMENTS FOR MEDICAL AND DENTAL CLINICS AND HOSPITALS Chairman Wood opened the hearing at 5:30 p.m. with the reading of publication #5223 as published in The Hutchinson Leader on Thursday, September 3, 1998. The request is for the purpose of • consideration of amendment to City Code Chapter 11, Zoning Ordinance #464, Section 10.03 regarding parting requirements for medical and dental clinics and hospitals. Ms. Baumetz said all the present facilities will meet the proposed requirements and also the hospital addition plans meet the requirements. Mr. Westlund moved to dose the hearing, seconded by Mr. Arndt the hearing dosed at 5:31 p.m. Mr. Westlund made a motion to recommend approval of the request with staff recommendations. • Seconded by Mr. Jones the motion carried unanimously. 4. NEW BUSINESS a) CONSIDERATION OF FINAL PLAT TO BE KNOWN AS "COUNTY FAIR MARKET PLACE - SUBMITTED BY RYAN COMPANIES U.S., INC. John Payton said parcel would have one half of right away on Edmonton Ave Mr. Rodeberg said Mn/DOT has verbally given a traffic signal to Edmonton Ave., but no access on Denver. "Cub" will be the grocery store, and Office Max has also optioned space. Staff recommends that Edmonton Ave right -of -way continue across the Sturges property west to the fairgrounds property line for future development of the area. A title opinion for the property is required for recording the plat. It is necessary for the City Attorney to review the title opinion prior to recording of the plat at the County. Approval from MnDOT is required to address access, traffic signals, etc. Note that the internal utilities are private. Mr. Westund made a motion to recommend approval of the request with staff recommendations. Seconded by Mr. Arndt the motion carved unanimously. 5. OLD BUSINESS None 6. COMMUNICATION FROM STAFF a) Discussion of research regarding parking requirements for colleges. Ms. Baumetz said parking requirements would be put on next month's agenda for amendment to the ordinance. Mr. Arndt said the parking along South Grade Rd. is a critical safety issue. Ms. Baumetz will bring the issue to the city engineer for study. ADJOURNMENT There being no further business the meeting adjourned at 5:40 p.m. III Hutchinson Public Library Board Meeting Monday, September 28, 1998 Members Present: Mary Henke, Paul Wright, Sue Munz, Larry Ladd(PLS Bd.), Richard Peterson, Joyce Beytien Members Absent: Connie Lambert, Kay Peterson, Lois Carlson, Joe Schulte Old Business: Another leak from the roof has appeared. Kay Peterson was notified and we are on the 'schedule' for capital improvement funds. The roofing company was called to check it and two city employees will also check it The custodian found a depression on the roof filled with water which he dispersed. New Business: Mary informed us about the continuing registration of customers, the PLS staff going to libraries to teach the bar- coding process, and the proposed closing of the library for a few days to get materials bar -coded in preparation for a fully automated system. Linda G. presented an overview of the children's summer reading programs where there was a great deal of support from community groups, local businesses, and the Park and Rec. Board.Some of the activities were preschool visits, a puppet workshop, stories in the park and summer book dubs to encourage summer reading. There were 241 active readers and a celebration party for readers fulfilling their reading contracts. A '3 year -old and parent' story hour meets in the fall and a '415 year old' story hour will begin also. There has been positive response from parents. Thank you, Linda I An invitation was issued to consider hosting the 1999 PLS Awards Dinner. Discussion followed. Mary reported on the County Commissioners Meeting of September first and the answers to the county librarians questions pertaining to the 4% budget cut. Grant Knutson will meet again with the county librarians on October first to continue this discussion. Mary also informed the board of the need to upgrade the phone system in the library. The present system is no kmger manufactured. There is a need for one cordless phone and an answering service. Lisa T. from the Hutch Tel. Co. is coming back with a proposal. Discussion followed. On October 15 our county libraries are to present a short overview of their services to the PLS board. Paul will check on video prospects. Larry Ladd reported on the September 17th PLS board meeting where two new grants had been received. He encouraged us to look for another PLS board member as we have one vacancy. The next Hutchinson Board meeting will be Monday, Oct 26 at 4:30. The meeting was adjourned. 0 Joyce Beytien, Secretary , 41 - Q (2) THE HUTCHINSON LIGHT TRAFFIC ADVISORY BOARD HUTCHINSON LIGHT TRAFFIC ADVISORY BOARD MINUTES Monday, June 8,1998 5:30 p.m. Members Present: Archie Woodworth, Rick Larson, Tim Grages, Leslie Smith, Lucille Smith, Kay Peterson and Ed Doring Staff Present: Dolf Moon, John Rodeberg, Brenda Ewing, Dave Mueller and Bonnie Baumetz I. BIICE & BLADE BONANZA UPDATE Dolf Moon commented on the 1998 Bike and Blade Bonanza stating the helmets are in and most are distributed. He reported the evaluations were positive. Dolf stated that next year the donators for five years will receive a wooden plaque. He reported there were a good number of volunteers and over 300 participants. Dave Mueller stated he will be expanding the program at the schools and restructuring the program at West Elementary. II. REPORT ON MEETING WITH SRF REGARDING DOWNTOWN AND TARTAN TRAIIS John Rodeberg stated Barry Warner, SRF, was here to discuss tying in the downtown area through the ShopKo site. The flood buy -out properties will be the focus for a trail. John stated they also discussed the School Rd corridor and the sidewalk possibilities from south of the High School to Hwy 7. John reported Ryan Companies,which are developing Target, agreed to construct a 10' trail along the entire property being developed. John also stated there will be a 10' bituminous trail constructed on the north side of Century Avenue from McDonalds restaurant to Sunset Street. III. UPDATE ON PARK ELEMENTARY PRESENTATION Kay Peterson, Rick Larson and Dave Mueller reported on their presentation to the 4th graders in the gifted and talented program. They stated the children had many questions regarding bike paths and striping. The 4th graders will research the Main Street crossing and Hwy 7 W /School Rd. crossing and give a presentation to the Light Traffic Advisory Board in the Fall. � - Q (3) IV. LETTER TO THE SAFETY COUNCIL TO PROMOTE CROSSWALK SAFETY AWARENESS ON MAIN STREET John Rodeberg commented on the new signage ordered for Main Street regarding no bikes, skateboards or rollerblading these signs will be less confusing and easy to see. He stated the crosswalk signs will be high visibility yellow at the intersections without stop lights. John commented on the Luce Line trail crossing over Main Street will be newly painted. Dave Mueller stated he will work with members of the Advisory Board and Safety Council to brainstorm ideas to promote the crosswalk safety awareness on Main Street when the new signs are placed on Main Street Les Smith invited the Light Traffic Advisory Board to attend the next Safety Council meeting on June 29th at the Elks Lodge at noon. V. OTHER ITEMS ✓ Dolf stated the bike patrol began last weekend. He reported there are two young persons on patrol. They will also be taking trail use counts and helmet counts. He also commented on the bike and paddleboat rentals now available. ✓ Brenda Ewing reported on county-wide transit meetings which are still moving along. Dollar figures are being researched. The program proposed is projected to increase ridership. Cost for Hutchinson would remain approximately the same as costs now incurred. Brenda stated we would not be providing the administration of the program. She stated there is the possibility Sibley County will also participate with McLeod County. VL NEXT MEETING — Possibly August 10, 1998 AGENDA ITEMS FOR NEXT MEETING ✓ Bike Rental Update ✓ Transit Update ✓ SRF Trail Update VII. ADJOURNMENT The meeting adjourned at 6:35 p.m. cc: Dolf Moon Dave Mueller John Rodeberg Brenda Ewing 0 0 Red IetFrrn r, al,�k Ie+he�I t3 0 18� 1 THIS BLOCK 2am -6 am 2 HOUR PARKING gam -5 Mon — Sat �� t�� e ear Sb6 H. CA , e-w r - "J l J 30 NO SKATEBOARDING NO BICYCLE RIDING NO ROLLERBLADING TRAFFIC CONGESTED AREA Sam -1 Pm Repeat Passage of Vehicles Violates City Code 24" IZ I1 Is b5® 20 THE HUTCHINSON � LIGHT TRAFFIC • ADVISORY BOARD LIGHT TRAFFIC ADVISORY BOARD MINUTES Monday, September 14, 1998 5:30 p.m. Members Present: Rick Larson, Brian Bonte, Leslie Smith, Lucille Smith, John Mallak, Dave Conrad, Timm Grages, Archie Woodworth and Ed Doring Staff Present: John Rodeberg, Brenda Ewing, Dave Mueller and Bonnie Baumetz I. BIKE RENTAL UPDATE John Rodeberg commented on the bicycle rentals this summer. He stated the weekend rental was a money maker. The boat rental was somewhat slower. John stated the rental business • will continue next year. H. TRANSIT UPDATE Brenda Ewing commented on the number of meetings and discussions regarding county -wide transit. She stated there is no county funding available therefore, at this time, there have been no further meetings. Brenda stated the Hutchinson transit system will continue. She explained the number of riders and fares taken in are up. III. SRF TRAIL UPDATE John Rodeberg updated the board on the list of bike trails scheduled on the 1999 Improvement Project sheet. He stated the path from McDonald's Restaurant to the fairgrounds was completed this year. The development south of WalMart will include a 10' bituminous trail for access by bicycle. John explained the schedule for a path to the Middle School. There will be improvements to the alley in Block 50 from Washington Ave. to 1 St Ave. NW. The Crow River Recreational area is the area north of ShopKo with the new pedestrian bridge crossing. A path is also scheduled at SuperAmerica to connect to the Luce Line. John commented on the trail proposed under the new 5th Ave. bridge. John stated there will not be a trail across the Averyon Home property at this time and the board agreed the Craig Ave. residents are to be notified of the decision. IV. LUCE LINE EXTENSION UPDATE • John commented on the Luce Line extension from Arch Street to Kimberly Estates. He explained the trail is scheduled to be paved from Silver Lake to Cedar Mills in two years. V. BICYCLE FACILITY DESIGN WORKSHOP Bonnie Baumetz commented on the workshop she attended in August. She explained the focus of the workshop being: type of rider, liability issues, stress levels of bicycling, traffic management strategies and bicycle guidelines. VI. OTHER ITEMS There was discussion on the Main Street signs which appear to be confusing to the public. It was announced there may be a bike race from Cosmos to Minneapolis next Spring. VII. NEXT MEETING— OCTOBER 12, 1"8-5:30 p.m. AGENDA ITEMS FOR NEXT MEETING VII. ADJOURNMENT The meeting adjourned at 6:30 p.m. A • LETTING PROJECT .. - „ - r - ., i No. No.' PROJECT DESCRIPTION LOCATION 1 99 -01 South Area Trunk Sanitary Sewer I TATS site Lill Station to Tl1 15 (Target site) 2 1999 Municipal Stare Aid Projects 99 -02 2 Avenue SE Crow River Bridge to Michigan Street Street Recon.Bridge Safety/Sidewalk 99 -06 School Road SW South Grade Road to West Elemetary Trail /Sidewalk extension 3 99 -07 Y Avenue SF✓Industrial Park Tartan Park to east City limits sanitary sewer Trunk Sanitary Sewer 5 99 -08 Block 50 Alley Washington Avenue to I`Avcnue NW Utility and Street Reconstruction 6 99.09 S" Avenue SE (Arch Street) 7 99 -10 County Fair Marketplace 8 99-11 Ravenwood Extension to new TH 22 bypass (County Project) Denver Avenue and Ryanfrarget Development Off Century Avenue SW, west of Fairgrounds Strect/Utililies Utilities and Street Utilities and Street 1999 S!ncr and Sidewalk LWrovensenrs Jorgenson Street SE Juul Road SW 5' /Juergens Avenue SW Shady Ridge Circle NW College Avenue NE Hillcrest Road GriMa Avenue NE Island View Heights I" & 2" McDonald Drive/Harvest/Barley H ilkrest/ W alnutfNorth wood s /Ridge Orchard Avenue 8 Avenue SW/Roberts Street Heritage RoadB/rdie OTHER POTENTIAL PRIVATE DEVELOPMENT ? ? Bridgewater Estates ? ? Morningside Addition 7 ? Fairway Estates 2" Century Avenue to Hassan Street? Dale Street to Lynn Road Dale Street to Lynn Road Rural section TH 15 to Hiilcrest Rd. 6 Avenue NE to Walnut Street TH 15 to Maple Street IVH Parkside V & 2e Walnut Ridge Schmidtbapers 4' Addition Bridgewater Estates/South Lakewood Estates Fairway Fsrates Roberts Street extension south to South Grade Road Hilltop Drive East of Golf Course Road? Utility and Street Reconstruction Overlay /Gcotextile Street Reconstruction between curb/Udlities? Street & storm sewer /Sanitary sewer problem area StrecUUtilities? Street Stree W lilities Wear Course Wear Course Wear Course Wear Course Wear Course Wear Course Utilities and Street Utilities and Street Utilities and Street H:IPROJECTI SCHEDULE 199- IMP. doc REVISION DATE: September 14, 1998 CITY OF HUTCHINSON BUILDING / PLANNING / ZONING DEPARTMENT 111 HASSAN STREET S.E.. HI-TfCHINSON, MN 55350 PHONE, 612 - 2341216 FAX: 612.234 -4240 Sep --j 9°$ NEW RESIDENTIAL PRIVATELY OWNED PUBLICLY OWNED HOUSEKEEPING Item Number ol VakzbW of Number d valuation of BUILDINGS No. But" Huang cormtnctbn Bu" Hcumg cpstncllm Urw GYrd cent Urns Omt cats a) (c) a (0 (g) Ssrgle -famsy hoses, detached Ein,b,rcees r,arw 101 4 a SMge-W* horsed, a1taCW SoVerld h-IFVidC RO,9I. ward desUw, ads 102 2 7 Tw f bul 103 Ths aM four-famiffy bulldirgs 104 Rys-or -more farrAly bukkoge 103 TOrAL- Sum of 101.103 ~ 109 NEW RESIDENTIAL PRIVATELY OWNED PUBLICLY OWNED NONHOUSEKEEPING Item Nurtbsr of velualon of Number of Valuadm d Bw" coMS BUILDINGS No. Buicew ROms cuwrrctlon consmction Orr* carts OrrM cants e ) c d) (a ) (p Hotels, motels, and tourist cabins (traebm eccomioftoom ) 213 Omer nonhorsekeepirg sheeer 214 NEW PRIVATELY OWNED PUBLICLY OWNED NONRESIDENTIAL Item Nurba Valuation d Number ol Valuefbn of BUILDINGS No. of cusurctbn BW3ngs corstnrdlan But" Orr* cents Omt cords e c d) a Amusement. social, aM recreational 316 Churdres she other religious 319 InduotrW no 2 958,630 Per" 9-ages @AMngs a oW der W 321 Service stailo s and mpelr garages 322 Hospitals erd knslRuianal 323 011lces. banks, and Prolessloral 324 Public worts and util lee 323 Schools eM other educational 329 Stores and u omsr servlcae 327 Olhm ranresidentlal bull gs 326 Structures other then bredge 329 ADDITIONS, PRIVATELY OWNED PUBLICLY OWNED ALTERATIONS, Item Number Vexation of Number of Valuation ol AND CONVERSIONS No. Of corslnctlon Buidings cona1mcton Buil" Omt cans Ord cant (a) (b) (c) (d) (a) ResidONAl - Classify SM19"of 434 ger oW cwpwa In Hem 439 8 81,668 NomeeMsmw aM wiloueeluaplrg 437 6 51 67n . Addtlons of resderdal garages and 439 carports (abedrd and daedwd) 2 21,800 DEMOLITIONS PRIVATELY OWNED PUBLICLY OWNED AND RAZING nom Number Number of Numbs. of Number a OF BUILDINGS No. Of Sul" Hosing uds Bulk" Horsing uYb e c e StrIlWamiy hales (arched and eemdrdl 646 T—f-* NA" 646 Three - eM'" Ian" bladege 647 Fwtra-rrora famlly b-picl 646 Ali OIMr bulllrge and structures 649 RRR -23, RRS -3, RWR -2, EXC -1, MHI -5, FENCE -3, SIGN -4, MOVE -1, DEMO -11 Total Permits 89 Total Valuation $2,393,912 MINUTES Parks, Recreation & Community Education Advisory Board September 3, 1998 Members present: Jay Beytien, Bernie Miner, John Mlinar, Dolf Moon, Sonja Peterson, Loretta Pishney, Theresa Sweeney, Peggy Westlund. Minutes dated August 6, 1998 were approved by Loretta Pishney and seconded by John Mlinar. OLD BUSINESS Summer Program Numbers (see handout): Swimming Lessons numbers at all time high! Adult Softball numbers about same. Sand Volleyball big jump in numbers, play rain (at Rec Center) or shine. Baseball/Softball has dropped due to HJLB. Adventure Camp both sessions full. Playground used to be 6- week program. Now is two 3 -week sessions. Discount if taking both sessions. Special Events - Vikings, Twins Game, Twins clinic, Slip & Slide, Bike & Blade Bonanza (300+), Reading at Library (600+ w/ volunteers, popcorn). Enrichment Classes - tap & jazz dance, chemistry, German. Welcome any other suggestions for classes. Fall brochure out end of August. New fall programs & sports starting soon! Crow River Arts has lots of classes! Transportation could be a problem. Suggestion made that classes could be held right at Park Elementary. Facility Need Update: Primary Election is September 15 at Rec Center. Figure Skating & Hockey registration is same night at Civic Arena. john Mlinar raised question of appearance and legality. Peggy mentioned that Barry Anderson was well aware of this & OK'd. Date for registration OK'd early on, prior to knowing whether or not community center /senior center /ice sheet would be on which ballot. Some comments heard include not liking the "3 in 1 ". Some would like to vote on each separately. Middle School Program: Charlie Munz couldn't be at meeting. Any sport where 7 th grade can try out for varsity (cross country, wrestling, tennis, golf; girl's hockey) will be run with 7 -12 grade focus. Will not be much change. Team sports (volleyball, softball, baseball, basketball, football,) will be intramural focus for 6 -8 grades. Volleyball- 60{6-8 graders) is intramural. Will have season ending all day jamboree with other towns. Girl's options - 7 & 8 .graders not enough. Added 6 ih graders for basketball, softball, volleyball. Football -in house. Baseball switched to in- house. Community Education has $13,500. Dolf s concern is to that no child be cut, have good coaching, learn skills, competition. Coach - participant ratio needs to be lower. Attempting to show this to the School Board. Possibility could be community volunteers with 1 certified head coach. Facility Use: New policy for School District has been shelved. Assessing groups fee so they're same for everyone. Need to be fair, consistent, and eliminate all handshake deals. Can't fairly charge Crow River Arts and not High Tides. Need to reduce costs - more groups pay less vs. less groups pay more. Community Education pays $34,500 annually. School Board has abolished all past policy. NEW BUSINESS New Member: Tabled until October meeting. Summer Project: VFW Park - '/ court basketball, shelters, landscape provided by VFW. VMF Park - Baseball field, new roof on concession stand, flatten infield, 6 back -stops overhauled (Baseball Association money). Arch Street - after 9 -year battle now have Luce Line Trail linked to Kimberly Park. Paid $30,000 for land purchased by city. DNR will give back $28,000. DNR includes segment in development plans. Paved to Silver Lake in 3 years. School District - Central office relandscaped. Park Elementary relandscaped. School purchased mower. Park employees spend one day mowing school property and other four days mowing parks. Nice arrangement with John Carter. MINUTES PRCE Advisory Board September 3, 1998 Page two 0 NEW BUSINESS CONTINUED Grant Updates: Tartan denied. Oddfellows (parking lot/bathroom) - moving forward. $36,000 from DNR. Have two years to complete. Mighty Ducks - $ 125,000. If Legi ation funds Mighty Ducks will get additional $125,000 with no extra paperwork! Paddle Boat/Bike Usage (see handout): Received money from CVB for purchase of 12 bikes and 4 paddleboats. John Arlt is supervising. $1,600 revenue which paid for 1 /2 of staff. Staff manned rental office, sold ten times more firewood, collected higher rate of camping fees, had less vandalism, emptied garbage, cleaned bathrooms, weed whipped, etc. Park Maintenance there in morning, rental office staffed 1pm -7pm Monday - Sunday, Bike Patrol 3pm -1 1pm. Ideas for future development include concessions and mini golf course ($7,00 - 8,000). Luce Line Trail Survey (see handout): Interns conducted survey (6-7 days, 1 -2 hour increments at various times). Spotters were at bridge, campground, walking bridge, along trail. DNR has traffic counters out. Will share with group when receive numbers. Still problem crossing at Main Street trail. BOARD MEMBER ITEMS 1. Welcome Jay Beytien, Mark Cormier, and Bernie Miner to the Parks, Recreation & Community Education Advisory Board! 2. Letter from Connecticut Park Neighbors - Ideas include outdoor rink, playground, tennis a* basketball court, baseball field. Survey, rate improvements that may happen in park. Will put information in budgets and will do something if money permits. Already have ice rink at 3 major parks (with warming houses). Connecticut would have limited usage and no supervision. 3. Letter from Lap Swim group - Concerned with times of morning lap swim. Was to be at 6:30am due to custodian schedules. Changed to 6:00am due to new 24 -hour custodial coverage with new shift at 11 pm -lam. 4. Letter from Curt Juergenson of HJLB - Proposal to put ads on Northwoods Park outfield fence. Dolf will run idea by Gary Plotz to see if it needs to go to Council. Board voted unanimously. Loretta made motion, Bernie seconded. Could put up 15 4'x4' signs. Out in spring, down in fall. Baseball Association would manage money, cover initial costs, pay for vandalism, and split profits with city. Could mean extra $3,000 for park improvements. Would need to be uniform professionally painted signage (Viking Signs). VMF — doesn't advertise but recognizes the user groups. 5. New City Attorney - Two attorney's filling Barry Anderson's position. 6. Stop lights on Hwy 15 - MNDot will have total of 7 lights along Hwy 15 corridor (Edmonton Ave, South Grade Rd, Airport Rd, Denver, Century). 0 • ORDINANCE NO. 98 -238 AN ORDINANCE OF THE CITY OF HUTCHINSON, MINNESOTA VACATING UTILITY AND DRAINAGE EASEMENTS LOCATED BETWEEN LOT 1 AND 2, BLOCK 1, SORENSON ADDITION THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA ORDAINS: Section 1 . Notice of hearing was duly given and publication of said hearing was duly made and was made to appear to the satisfaction of the City Council that it would be in the best interest of the City to vacate the drainage and utility easements located in Sorenson Addition_ Section 2. That the drainage and utility easements to be vacated are described as follows: South side of Lot 1 except the east six feet and except the west 10 feet; also the north side of Lot 2 except the east six feet and except the west 10 feet • Legal Description: Lots 1 and 2 of Block 1, Sorenson Addition Section 3. This ordinance shall take effect from and after passage and publication. Adopted by the City Council this 13' day of October, 1998. Marlin Torgerson Mayor ATTEST: Gary D. Plotz City Administrator • 4 -15(1) • ORDINANCE NO. 98 -239 AN ORDINANCE OF THE CITY OF HUTCHINSON, MINNESOTA VACATING UTILITY AND DRAINAGE EASEMENTS LOCATED IN OUTLOT B, ISLAND VIEW HEIGHTS SECOND ADDITION THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA ORDAINS: Section 1 . Notice of hearing was duly given and publication of said hearing was duly made and was made to appear to the satisfaction of the City Council that it would be in the best interest of the City to vacate the drainage and utility easements located in Island View Heights Second Addition. Section 2. That the drainage and utility easements to be vacated are described as follows: That part of Outlot B Island View Heights Second Addition McLeod County, MN, lying westerly of a line described as follows: Beginning at the southeasterly comer of Block 4, also being the southwesterly comer of Prairie View Drive SW; thence following the westerly line • of the 60.0 foot drainage and utility easement on courses southwesterly, southerly, southeasterly, southerly and southwesterly to its intersection with West Shore Drive. Section 3. This ordinance shall take effect from and after passage and publication. Adopted by the City Council this 13 day of October, 1998. Marlin Torgerson Mayor ATTEST: Gary D. Plotz City Administrator E • ORDINANCE NO. 98 -240 AN ORDINANCE OF THE CITY OF HUTCHINSON, MINNESOTA VACATING DRAINAGE AND UTILITY EASEMENTS LOCATED IN THE V. & H. JORGENSON SUBDMSION THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA ORDAINS: Section 1 . Notice of hearing was duly given and publication of said hearing was duly made and was made to appear to the satisfaction of the City Council that it would be in the best interest of the City to vacate the drainage and utility easements located in V. & H. Jorgenson Subdivision Section 2. That the drainage and utility easements to be vacated are described as follows: Lots 1 and 2, Block 1, V. & H. Jorgenson Subdivision and that part of East Half of the SE '/4, Section 12, Township 116, Range 36 described on Exhibit A attached. • Section 3. This ordinance shall take effect from and after passage and publication. Adopted by the City Council this 13'' day of October, 1998. Marlin Torgerson Mayor 0 Ya-W Gary D. Plotz City Administrator • / /0 (-i�) EXHIBIT A 0 Commencing at a point 250 feet South of the Northwest , ier of the East Half of the Southeast Quarter (E 1/2 SE 1. of Section Twelve (12), Township One Hundred Sixteen (116) ;orth of Range Thirty (30) West; thence East to the right way line of Minnesota State Highway No. 15; thence SoutY 47.50 feet; thence West 1303.44 feet to a point due South _ the point of beginning; thence North 247.50 feet to I at of beginning; according to the map or plat thereof in the office =' of the Registrar of Titles, McLeod County, Minnesota. E • • ORDINANCE NO. 98 -241 AN ORDINANCE AMENDING ZONING ORDINANCE NO. 464, CHAPTER 11, SECTION 10.03 REGARDING PARKING REQUIREMENTS FOR MEDICAL AND DENTAL CLINICS AND HOSPITALS THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA ORDAINS: SECTION 1. That notice of hearing was duly given and publication of said hearing was duly made and it was made to appear to the satisfaction of the City Council that it would be in the best interest of the City to amend Zoning Ordinance No. 464. SECTION 2. That Section 10.03 is amended as follows: SECTION 10.03 — SCHEDULE OF OFF - STREET PARKING REQUIREMENTS Medical and Dental Clinics One (1) space per 200 square foot of gross floor area plus one (1) space per primary medical service provider. Hospitals One (1) space per bed plus one (1) space per employee or volunteer on a major shift. • SECTION 3. This ordinance shall take effect from and after its passage and publication. Adopted by the City Council this 13 day of October, 1998. Marlin Torgerson Mayor ATTEST: Gary D. Plotz City Administrator • '�z -4(4) 0 RESOLUTION NO. 11092 ACCEPTING PLEDGED SECURITIES FROM FIRST AMERICAN BANK, HUTCHINSON, MN WHEREAS, First American Bank of Hutchinson, Minnesota, A city depository, has requested the following security under the collateral agreement with the City of Hutchinson: Inver Grove Heights MN 2 -13 -13 5.40% $325,000 Inver Grove Heights MN 2 -13 -12 5.35% $300,000 Inver Grove Heights MN 2 -13 -11 5.30% $275,000 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT the City Finance Director be authorized to accept the securities. • Adopted by the City Council this 13th day of October 1998. Marlin Torgerson Mayor ATTEST: Gary D. Plotz City Administrator 0 • RESOLUTION TO APPROPRIATE/SALE AT AUCTION OF UNCLAIMED PROPERTY Resolution No. 11o93 WHEREAS, the City of Hutchinson Police Services has accumulated various unclaimed items; AND WHEREAS, the Hutchinson City Code provides pursuant to Section 2.70, Subdivision 2, Paragraph C for the appropriation and sale at auction of unclaimed property; AND WHEREAS, the unclaimed property has been in the possession of the police department for more than sixty (60) days; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. That the Hutchinson City Council hereby approves the sale at auction of unclaimed items identified on Attachment A. Adopted by the City Council this 13th day of October 1998. 0 Mayor City Administrator • CITY OF HUTCHINSON POLICE SERVICES TO: Chief Madson FROM: Barb Mathwig Jb DATE: October 2, 1998 RE: Found Bicycles The following is a list and description of bicycles being held at the Hutchinson Police Services as found property. These bicycles have been in the possession of the police department for a period longer than sixty days and may be disposed of according to City ordinance. Case Number Description of Bicycle 98-471 Mens silver 10 speed mountain bike 98 -568 Huffy black 10 speed mountain bike 98-674 Girls blue 15 speed Spectrum 98 -745 Mens black Huffy Stalker 98-846 Mens black mountain bike 98 -846 Mens black Huffy Mohave Gulch 98 -899 Mens 26" Murray Ultra 98 -922 Mens blue Huffy Ironman 98 -976 Mens teal Roadmaster mountain bike 98 -1043 Red Columbia Open Road 10 s peed 98 -1050 Huffy Baywatch Silver and Blue 98 -1107 Womens black and green 21 speed Huffy Stalker 98 -1197 Boys black Murray NTV Shadow 98 -1164 26" red and silver 98 -1189 Girls red 16 inch Shimano Kodiak 98 -1229 Mens gray 26" Fox River 98 -1262 Womens 26" 10 speed JC Penne 98 -1287 Mens 24 " Black Campin 98 -1293 Mens 24" orange Huffy Stomper 98 -1433 Blue 10 speed Huffy Free Spirit 98 -1478 Mens Huffy dirt bike 98 -1488 Mens 27" tan 12 speed Huffy Areowind 98 -1559 24" Black Murray Eagle River 98 -1559 24" Black Murray Eagle River 98 -1605 Mens 28" red Huffy Regal C • Hutchinson City Center 111 Hassan Street SE Huwhlnson, NN 55350-2522 320.587- 5151/Fax 320-234 -4240 TO: Mayor and City Council FROM: John P. Rodeberg, Director of Engineering/Public Works RE: Consideration of Out -of -State Travel for Director of Engineering/Public Works DATE: October 8, 1998 • The Minnesota Department of Transportation has asked if I would attend the AASHTO (American Association of State Highway Transportation Officials) National Conference in Boston as the City Engineer's representative. The State will pay for all costs associated with the trip, with no costs expected to be picked up by the City. The conference runs from November 6th to 11'. I plan on using Comp -Time or Vacation for this period. I therefore request approval of this out -of -state travel. • cc: Brenda Ewing — Human Resources MnW on mydN paper - / —(e—) CHANGE ORDER NO. 2 CITY OF HUTCHINSON - ENGINEERING DEPARTMENT 111 HASSAN ST SE, HUTCHINSON MN 55350 (612) 587 -51515 srMM1 of 1 CTOR: Wm Mueller 3 Sons Inc Letting No 3 Project No 1888 AIIPM 831 Park Ave, P O Box 247, Hamburg MN 55338 Project Location: Delaware St DESCRIPTION OF CHANGE: Sanitary Sewer and Watemrain Extension Item No. Spec. Ref. Item Name Unlit Quantity Unit Price Amount INCREASE ITEMS: DIVISION 1 2504 Relocate Hydrant Each 1 $575.00 $575.00 2504 25 MM Corporation Stop Each 1 $115.00 $115.00 2504 25 MM Curb Stop & Box Each 1 $92.00 $92.00 2504 Tap Service Piping 25 MM Copper m 15 $32.06 $480.90 2504 150 MM Ductile Iron Watermain CL 52 m 38 $81.10 $3,081.80 2504 Ductile Iron Fittings kg 71 $3.57 $253.47 DIVISION II 2503 200 mm PVC Pipe Sewer SDR 35 m 28 $81.10 $2,270.80 2503 Service Pipe 100 mm PVC SDR 35 m 19 $37.72 $716.68 2503 200 mm x 100 mm PVC Wye Each 1 $57.50 $57.50 2503 Connection to Existing Manhole Lump Sum 1 $287.50 $287.50 2111 DIVISION FV Aggregate Base (LV) Class 5 m3 34 $15.04 $511.36 TOTAL INCREASE ITEMS $8,44201 ENETINCREASEIDECREASE Unit prices Include 15% P & O $8,442.01 In accordance with a Contract ana Spiacalions, Me contract amount shall jus in the amoun o , addldeduet. An extension of 35 days shall be allowed for completion. The original completion date was 9-1 -1998, and now has been adjusted to 10-06 -1998. ORIGINAL CONTRACTI AMOUNT PKt:VIUUS THIS ADDITIONSIDEDUCTIONS ADDITIONIDEDUCTION TOTAL $661,571.80 $10,280.60 $8,442.01 $800,284.31 [PAPP ' OVED: d r PROVED: i Mayor - TED: /P DATED: OVED: PPROVED: rec or ot Engineering city Administrator DATED: DATED: 4-1K) ) 7 & ZI _ �_ uce LIn� — 200 nn PVC — n ko / 150 nn DIP / Ct Const. sewer and / M water services Relocate Hydrant & Valve \O P w n \ \ a s N P y W L' 1 i i � • AGREEMENT OF ASSESSMENT, WAIVER OF HEARING AND WAIVER OF IRREGULARITY AND APPEAL LETTING NO. PROJECT NO. This Agreement, is made this 8th day of September, 1998, between the City of Hutchinson, in the State of Minnesota, hereinafter referred to as the City and teniamin J Hansen and Nanette R. Hansen hereinafter referred to as Owner. In consideration of the action of the City Council, at the owners' request, to cause the improvement of 2.1 Acres of NE 1/4 North of Crow River Except E576' in Section 2- 116-30 (1330 Hwy 7 West) by reconstruction of parking lot by construction of lift station and sewer and water service extension and appurtenances, and to assess 100% of the cost of said improvements to the Owner, the Owner agrees to pay said percentage, as may be determined by the Council of the City to be a fair apportionment of the costs of said improvement not to exceed $ 13.087.18 . plus interest, over a period ten years. Owner expressly waives hearing and objection to any irregularity with regard to the said improvement assessments and any claim that the amount thereof levied against owners property is excessive, together with all rights to appeal in the courts. This agreement shall be binding upon and extend to the heirs, representatives, assigns and successors of the parties. In testimony, whereof, said Owner has hereunto set his hand, the day and year first above written. OWNER: OWNER: Benjamin J. Hansen r 1 nette R. Hansen ADDRESS: ADDRESS: 1330 Hwy 7 West Hutchinson MN 55350 1330 Hwy 7 West Hutchinson MN 55350 CITY OF HUTCHINSON Mayor • City Administrator !4 (d) PETITION FOR LOCAL IMPROVEMENT BY 100°/. OF PROPERTY OWNERS • LETTING NO. PROJECT NO. Hutchinson, Minnesota Dated: September 8, 1998 TO THE CITY COUNCIL OF HUTCHINSON, MINNESOTA: We, the owners of real property known and described as 2.1 Acres of NE 114 North of Crow River Except E576' in Section 2- 116-30 (1330 Hwy 7 West), hereby petition that such property be improved by construction of lift station and sewer and water service extension and appurtenances, pursuant to Minnesota Statutes, Chapter 429. This petition shall be binding upon and extend to the heirs, representatives, assigns and successors of the parties. OWNER: ADDRESS: 1330 Hwy 7 West Hutchinson MN 55350 njamin J. Hansen 1330 Hwy 7 West Hutchinson MN 55350 nette R. Hansen I have caused an examination to be made of the records provided by the County of McLeod, in order to ascertain the names and addresses of each person, firm or corporation having an interest in each lot, tract or parcel for which improvement is requested and against which a special assessment will be made for the entire cost of the improvement After making search and inquiry, I am unable to find any other persons, firms or oorporation who have interest other than those listed. To my best knowledge, the persons herein named are all the owners of properties affected by the petitioned improvement. CITY OF HUTCHINSON Gary D. Dated: Title: City Administrator P i J/ -(d-) • AGREEMENT OF ASSESSMENT, WAIVER OF HEARING AND WAIVER OF IRREGULARITY AND APPEAL This Agreement, is made this 5th day of October , 19 98 , between the City of Hutchinson, State of Minnesota, hereinafter referred to as the City and Scott K. Bessent of County, State of hereinafter referred to as Owner. In consideration of the action of the City Council, at the owners' request, to cause the construction of Watermain Connection , for real property described as Outlot B The Meadows and to assess 100 % of the cost of $ 10 000.00 to the Owner. Owner agrees to pay said percentage, as may be determined by the Council of the City to be a fair apportionment of the costs of said improvement not to exceed $ 10.000.00 , plus interest, over a period ten years. Owner expressly waives hearing and 'objection to any irregularity with regard to the said improvement assessments and any claim that the amount thereof levied against owner's property is excessive, together with all rights to appeal in the courts. This agreement shall be binding upon and extend to the heirs, representatives, assigns and successors of the parties. In testimony, whereof, said Owner has hereunto set his hand, the day and year first above written. OWNERS IGNATURE: 1) scom C. Bradfor IN PRESENCE • 2) S'cv Tr c Ra/A4fUL�O as Power of Attorney for Scott S. Bessent 3) 4) 5) 6) • �-(z) PETITION FOR LOCAL IMPROVEMENT (100% OF PROPERTY OWNERSI 0 Hutchinson, Minnesota Dated: October 5. 1998 TO THE CITY COUNCIL OF HUTCHINSON, MINNESOTA: We, all owners of real property known and described as: Outlot B. The Meadows hereby petition for improvement by construction of Waterrnain Connectioin Fees . pursuant to Minnesota Statutes, Chapter 429, and that the City assess the entire cost of the improvement against our property described below, and we hereby agreed to pay the entire cost as apportioned by the City. This petition shall be binding upon and extend to the heirs, representatives, assigns and successors of the parties. OWNE SIG TU PROPERTY ADDRESS: ' 1) 1005 School Rd NW t? 2) S'e.., -r C 3tssoFalo as Power aP Attorney or Scott K. Ressent 3) DESCRIPTION OF PROPERTY Outlot B. The Meadows 4) 5) 6) Examined, checked and found to be in proper form and to be signed by the required number of owners of property affected by the making of the improvement petitioned for. Gary D. Plotz, City Administrator 4 - <�) 0 0 0 COMPDFD BY: C. RICE ASSESSMENT ROLL NO. 5024 MISCELLANEOUS ASSESSMENT'S $11,017.18 SEWER /WATER ASFSSMPM COMPUTED BYE C. RICE $10,000.00 WATERMAIN CONNECTION CHECKED BY: J. RODFBPRC If58 BOND FUND NUMBER OF YEARS 10 4.51% MIEREST RATE ADOPTED, ACCOUNT NO. CITY PID NO. NAME R ADDRESS , OF PROPERTY OWNER LEGAL DESCRIPTION ADDITION OR SUBDIVISION EWERMATE ASSESSMENT WATERMAIN ONNECIIO CREDIT DEFERRED SSESSMEN TOTALACTIVE ASSESSMENT COUNTY PID NO. 01 12- 1100OW120 Spa E is s 960 Srh An 1005 School Rd New York NY 10021 Omlor B, The Mmdo slo=.00 f0A0 $0.00 $10,000.00 02 - II630O -Mll Bea Hw 1350 Dehr r St NW L l Ac of NE VI N of Crow Rine EX E576' 23.002.0150 Nurchi. MN 55350 Section2.11630 2.10Aaa $13,OV.18 0 $0.00 $0.00 $13,017.18 TOTAL ASSESSMENT ROLL NO. 504 $25,04.18 RESOLUTION NO. 11088 RESOLUTION DECLARING ADEQUACY OF PETITION AND ORDERING PREPARATION OF REPORT ASSESSMENT ROLL NO. 6024 MISCELLANEOUS BE IT RESOLVED BY THE CITY COUNCIL OF HUTCHINSON, MINNESOTA: A certain petition requesting the improvement of Outlot B, The Meadows Addition by watermain connection and appurtenances, and 2.1 Acres of NE 1/4 North of Crow River Except E576', Section 2- 116-30 (1330 Hwy 7 West, a/k/a 1330 Delaware St NW) by construction of sanitary sewer and watermain extension and appurtenances, was flied with the council on October 13. 1998. Is hereby declared to be signed by the required percentage of owners of property affected thereby. This declaration Is made In conformity to Minnesota Statutes, Section 429.035. The petition Is hereby referred to the Director of Engineering and that person Is Instructed to report to the council with all convenient speed advising the council in a preliminary way as to whether the proposed Improvement Is necessary, cost - effective, and feasible and as to whether It should best be made as proposed or In connection with some other Improvement, and the estimated coat of the Improvement as recommended. Adopted by the council this 13th day of October, 1998. Mayor 0 City Administrator E �— (�) RESOLUTION NO. 11089 RESOLUTION DECLARING COST TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENT ASSESSMENT ROLL NO. 5024 MISCELLANEOUS WHEREAS, cost has been determined for the improvement of Outlot B, The Meadows Addition by watennain connection and appurtenances, and 2.1 Acres of NE 1/4 North of Crow River Except E576', Section 2- 116-30 (1330 Hwy 7 West, aAda 1330 Delaware St NW) by construction of sanitary sewer and watermain extension and appurtenances; and the bid price for such improvement is $ 18.923.90 and the expenses incurred or to be incurred in the making of such improvement amount to $ 4.163.26 so that the total cost of the improvement will be $ 23.087.18 . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. The portion of the cost of such improvement to be paid by the City is hereby declared to be $ 0.00 and the portion of the cost to be assessed against benefited property owners is declared to be $ 23.087.18 2. Assessments shall be payable in equal annual installments extending over a period of 10 • years, the first of the installments to be payable on or before the first Monday in January, 1999, and shall bear interest at the rate of 10 percent (plus or minus) per annum from the date of the adoption of the assessment resolution. 3. The City Administrator, with the assistance of the Director of Engineering, shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece or parcel of land within the district affected, without regard to cash valuation, as provided by law, and he shall file a copy of such proposed assessment in his office for public inspection. 4. The City Administrator shall, upon the completion of such proposed assessment, notify the Council thereof. Adopted by the Council this 13th day of October, 1998. Mayor City Administrator -(CL) RESOLUTION NO. 11090 RESOLUTION WAIVING HEARING ON PROPOSED ASSESSMENT ASSESSMENT ROLL NO. 5024 MISCELLANEOUS WHEREAS, by a resolution passed by the Council on the 13th day of October, 1998, the Director of Engineering was directed to prepare a proposed assessment of the cost of improving of Outlot B, The Meadows Addition by watermain connection and appurtenances, and 2.1 Acres of NE 114 North of Crow River Except E576', Section 2- 116 -30 (1330 Hwy 7 West, a/k/a 1330 Delaware St NW) by construction of sanitary sewer and watermain extension and appurtenances. WHEREAS, the Director of Engineering has notified the Council that such proposed assessment has been completed and filed in his office for public inspection; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. The hearing on the assessments is hereby waived, as the property owners have waived their rights to a hearing. Adopted by the Council this 13th day of October, 1998. Mayor City Administrator � -(d-) • RESOLUTION NO. 11091 RESOLUTION ADOPTING ASSESSMENT ASSESSMENT ROLL NO. 5024 MISCELLANEOUS WHEREAS, pursuant to resolution and waiver of hearing the Council has met and reviewed the proposed assessment for improvement of of Outlot B, The Meadows Addition by watermain connection and appurtenances, and 2.1 Acres of NE 114 North of Crow River Except E576', Section 2- 116-30 (1330 Hwy 7 West, afkla 1330 Delaware St NW) by construction of sanitary sewer and watermain extension and appurtenances. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such proposed assessment, a copy of which is attached hereto and made a part hereof, is hereby accepted, and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 2. Such assessment shall be payable in equal annual installments extending over a period often (10) years, the first of the installments to be payable on or before the first Monday in January, 1999, and shall bear interest at the rate of 4.41 pe rcent per annum as set down by the adoption of this assessment resolution. To the first installment shall be added interest on the entire assessment from November 1, 1998, until the 31st day of December, 1999. To each subsequent installment when due, shall be added interest for one year on all unpaid installments. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Treasurer, except that no interest shall be charged if the entire assessment is paid by the 15th day of November, 1998; and he may, at any time thereafter, pay to the City Treasurer the entire amount of the assessment remaining unpaid, with interest accrued to the 31 st day of December, of the year in which such payment is made. Such payment must be made before November 15, or interest will be charged through December 31, of the next succeeding year. 4. The Administrator shall forthwith transmit a certified duplicate of this assessment to the County Auditor to be extended on the property tax lists of the County, and such assessment shall be collected and paid over in the same manner as other municipal taxes. Adopted by the Council this 13th day of October, 1998. Mayor City Administrator • #'(d) • CITY OF HUTCHINSON : AIRPORT IMPROVEMENTS • PHASE II 0 �-,A City of Hutchinson Airport Improvements — Phase I Property Issues • Land Acquisition • Wetland Mitigation Construction Improvements • Runway Reconstruction & Extension (from 3,200 to 4,000 feet) • Parallel Taxiway (3,000 feet) Safety Improvements • Runway edge lights • Runway Hold and Taxi Guidance Signs • Runway End Identification Lights • Approach Slope Indicator Lights • Pavement Markings Structural Improvements • Electrical Distribution Building • Remove/Reinstall AWOS system • Relocate Beacon • Relocate Power Lines • Above - ground Fuel System • Design/Construction Engineering and Testing • Legal and Administrative 2 • City of Hutchinson Airport Improvements -- Phase II Property Issues Access Road oft Trunk Highway 1S Construction Improvements Complete Parallel Taxiway (1,000 feet) Construct Aircraft Parking Apron Rehabilitate Existing Apron Automobile Parking Lot Hangar Site Preparation Safety Improvements • Lighting for Apron and Parking Areas • Relocate Above -ground Fuel System Eliminate Obstructions in Taxiway Safety Zone Structurallmprovements • Arrival / Departure Building • F.B.O. Maintenance Hangar • City Maintenance Equipment Building • Additional Hangar 0 3 City of Hutchinson Airport 6 provwiests Phase B Projals M 1,18 S PROJECT R£YMMS (lor Pr))sM t1 S 2) F.A.A Share (Coneeu tlom Project 01) 761,600 F.A.A. Sham (ErgkraYq: Projects 918, 2) 160.951 F.AA. Shore (lpeYMNVCcnerpercy: projects Si 6 2) 23.015 FAA. Share (7eAretlon hr FAA AM*W (62 Total Fed" StB,572 an D2 ,231) MNDOT Aworwtcs Sham (Conalnicbmi Pmod ill) 182.100 MNDOT Awuwuios Shan (81aMngs: Project 02) 245,400 MrVMT AerorrWkl Share (Enlihowkq: Projects 91 8 2) 9&574 MNDDT Aaraneutics Sham (Legfo9AtrresCweh iga cy: Projects 21 6 2) 17,545 leeoor Aeronwila Srrs 7srFAA neueeery 34 229 677, Total Stale Shwa look City of Ilutslweon Slays (Construction: Project 81) 226,100 City of HutcHr1son Sham (Bu WVS: Project 22) 201,800 City of KXcHlMwl Sham (EnpkrrtYV: Projects 21 It 2) 100.465 City of FMChYrem Shwe (LeOSVAdmWConlhgsncy: Project 21 8 2) 14,409 Cyr orMadreews Sirs far FAA reak"W 26,006 TOW City Stere TOTAL PROJECT REVENUES jlar Projects H & 2) $ 2,083,000 DOW EnoemtV (Projects 21 6 2) CnnWuctbn En*m" (Projects H All 2) MMK"Twerp ( n*ctssl 62) TOW Englr%wft 0rojects#182) Lfogel fond A*M*Ara&m coralrVwcy FAAFwwb Reduction Total Lego A&* Cordl%jI y (PM* U 21 S 2) TOTAL PROJECT MWENDMJRES (for Projects M L 2) 160,000 81716 FAA 46,693 kb"T MticMnwn N4% PROJECT EXPENOITLMS (for Projects d1 8 2) 85,718 suers % share % Slave % 20,0%0 Pwall tmd%" 191,000 171,900 WAS - oax 19,100 look Alrora6 Pan#V Apron 572,000 514,900 sox - o.oa 57,200 we% ReMD. E*"V Aeon 70,000 63,000 nos - am 7,000 roux Eritrarloe RoWy 39000 35,100 7600 4,8 W.." - 0..0% X39000 o.ox 97,200 look me% (Q, 872 31229 was - ee �55,U'O Au1O PMdV Lot 147,000 - co% 88,200 w.o% 58,600 vox Apron Ug" 35.000 - oat 22,600 vox 15.200 o.u% Rebate Fuel S)Mwn 15,000 - 0. VA 7,500 so% 7,500 v.o% Hanger Site Prepwalm 102.OM - On 51.000 mox 51,000 so% Well 6,000 - o.o% 3,600 vox 2,400 vox Septic System 15000 00% 9.000 6,000 40.0% 182,100 :.us ee.4% 140,900 43M TOW Project at 1,1 P UF �BDO r47% 182,100 1e2% iCO 191% AOMalMaperhm OrAda19 189,000 - cox 113,400 sox 75,800 v.nl FBOMahnarerca hangs, 204,000 sox 132000 sox 132000 - 20 000 s.ox uex Total Project 22 453,000 00%2400 N2% Suhlota% 0.r Pro" 21& 2 Tue,000 47 s% 4 mm 4 ,700 r.nl DOW EnoemtV (Projects 21 6 2) CnnWuctbn En*m" (Projects H All 2) MMK"Twerp ( n*ctssl 62) TOW Englr%wft 0rojects#182) Lfogel fond A*M*Ara&m coralrVwcy FAAFwwb Reduction Total Lego A&* Cordl%jI y (PM* U 21 S 2) TOTAL PROJECT MWENDMJRES (for Projects M L 2) 160,000 81716 47.m 46,693 B 47.568 N4% 16&000 85,718 r..m 46,693 0,0% 47,566 2r.4x 20,0%0 9526 47m 5186 0.0% 5.286 2r.4x 300, - 1 O62 .7e% 9,574 nn 100,464 x4% 20,000 6,390 41 n 6,36D 01.m 5.240 042% 35,000 14,665 41.m 11,165 if .M 9,170 042% (Q, M 31229 M ee �55,U'O - ! X90) for../% - T1 r ,7 4 a1x 1 ,1 16 77.1% 52.083,000 S 926,372 we% S 577,648 NM 5 7 & 59D nex' L I * 0 4 � City of Hutchinson Akport kWovammts Phase II Pro*ft 01, 2 s 3 PROJECT REVENUES (for Project RS) State Share (Bug": Pmject 93) City Share (BAMW Protect �) TOTAL PROJECT REVENUES (for Project 03) PROJECT E)PEWfiURE3 (for Project 03) Snow Re l Epspnot Bolding T41anger TOTAL PROJECT EXPENDITURES (for Project #3) TOTAL PHASE 2 PROJECT (Projects 01, 2, and 3) CITY SHARE PHASE 2 REVENUES REQUIRED Pra)acfe M 1 8 2 Plojaq #3 Tavel city ahela rwwsah requYSE CITY SHARE PHASE 2 FUNDING SOURCES Design aNineerFq for MIR Wood City snse for %al iot e 1 H.T.I. usage lee DsMgnele fund hesrlca - 1983 Airport Rarmatim Capoal RoOcs Fund Total ddy share Ntltrp sources To1at city also u hu deci 170,000 55,000 $ 225,000 50,000 - o.o% 30,00 c00% 20.000 MM 175,000 o.o% 140.000 sa.o% 35.OW m ax S 225,000 0.0% 170.000 rant T55,000 N.r% 52,308,000 $ 928,572 a+% S 747,848 not S 033,580 ve% 578.580 55.000 180,000 218,OW 150,000 35,488 1,4 1ppp b d - %pp~ b ~ vppv M b data 0 R II CIZ 00; II �p��� - V�VH CMi EWOCY -. ' [�.1TFK /GA 61r+ET NRM aINL ELLO NfLf�fO /.Pn,VNGFi(a _ w�K 91N� el£Gf OUfIxTO. FvK. _Pm.ln NCEi (�FRIUE7' -A7oF Vww rvr` ARRNAL /yEPART�RE E�11t,DING �- ��o HnIJGgTZ vctYeul - orty�rw� WmK NTH ^L �nvI.+G. 'a so,ie 4nw�� r- N1F�IA�rJ t7.1J�eWaLJ�ci� ?JK7aR�' urf a N�.J -a�'I �1Sb+orn rn A` Wm rm"r rt^FK6D O'TnN,+L `ovw CE IN�nW re,�TCO 11 evccEr AUpµ16 REV. ctTeaEfz I8, I'p� Memorandum TO: Mayor and City Council FROM: Brenda EwinAuman Resources/Transit Coordinator RE: Federal Transit Administration Drug and Alcohol Testing Policy DATE: October 7, 1998 Attached is correspondence received from Donna Allen, Director of the Minnesota Department of Transportation Office of Transit (MtiDOT). Pursuant to the letter, the City of Hutchinson must adopt an updated drug and alcohol testing policy for our transit employees (Hutchmobile & bus maintenance) by October 30, 1998- The Office of Transit will not execute our 1999 Public Transit Assistance Contract for funding our transit operation if the policy is not adopted and submitted to MnDOT by the above deadline. Currently, provisions for transit employees are included in the City drug and alcohol policy that covers all employees. It is suggested that a separate policy be in place for the transit employees because it is difficult and cumbersome to clearly and concisely include all regulations for all types (transit, DOT, safety sensitive) of City employees in one policy. The Office of Transit has provided us with a sample policy to use to properly update our policy. A copy of this proposed policy is included for your review and consideration. A resolution to adopt this policy is also included with this information. If you have any questions regarding this matter, please contact me. Enc. cc: Gary Plotz, City Administrator Marc Sebora, City Attorney Ed pal � tCi' OF Minnesota Department of Transportation Transportation Building 395 John Ireland Boulevard Saint Paul, Minnesota 55155 -1899 September 4, 1998 Brenda Ewing Transit Coordinator Hutchinson City Center 111 Hassan Street SE Hutchinson, Minnesota 55350 -2522 RE: FTA Drug and Alcohol Testing Regulations Notebook Dear Ms. Ewing: The Office of Transit has produced an easy reference notebook entitled "Everything & More, You Ever Wanted to Know About FTA's Drug & Alcohol Testing Regulations and Implementation" for transit systems required to comply with FTA's regulations. This notebook contains copies of: ❑O FTA Drug & Alcohol Regulations (Title 49 CFR Parts 653 and 654) ❑O FTA Drug and Alcohol Regulation Updates 0 Listing of Certified Labs O Sample Policy for Implementing Anti -Drug and Alcohol Misuse Programs O Miscellaneous Information (e.g. who to call for free copies of guidelines and updates) You will be receiving copies of FTA Drug and Alcohol Regulation Updates as they are published. After you have read about the latest amendments, interpretations, and clarifications to the Drug and Alcohol testing procedures and program requirements, three -hole punch your copy of the Updates and insert it in Section 2 of this notebook. Due to recent changes in the Drug and Alcohol Testing regulations, your agency's drug and alcohol policy may need to be updated. To make the policy update process as easy as possible, the Office of Transit has developed a sample policy for your use (see Section 4 of this notebook). An electronic copy of the policy has also been included in the front pocket of the notebook (Word Perfect 6.1). Read through the policy, enter the name of your transit system on the appropriate blank lines, add any relevant references to your agency's policies (e.g. Personnel, Employee Assistance Program, etc.), and complete the required information at the end of the policy. The updated policy must be adopted by your policy board. In order for your 1999 Public Transit Assistance Contract to be executed, a signed copy of your agency's drug and alcohol testing policy that includes recent regulation changes must be submitted to the Office of Transit by October 30, 1998. If you have any questions, please call your Project Manager or Gerry Weiss at (651) 296 -1612. Sincerely, I rVA q 1 Donna W. Allan Director Office of Transit enc. An equal opportunity employer g �,A r1 LJ 0 RESOLUTION NO. 11087 RESOLUTION ESTABLISHING A DRUG FREE WORK PLACE POLICY FOR CITY OF HUTCHINSON EMPLOYEES COVERED BY FTA REGULATIONS WHEREAS, the City of Hutchinson recognizes that alcoholism and other drug dependencies are significant social problems with a potential for causing severe effects to the transit system's work force. The City of Hutchinson_ recognizes that such drug dependency may be an illness. Consistent with this understanding, the City of Hutchinson has an obligation to insure that its employees perform their jobs safely, efficiently and in a professional manner. WHEREAS, the purpose of this document is set forth the City of Hutchinson Policy regarding alcohol and other drug use in the workplace and to comply with the Drug Free Workplace Act in accordance with the terms of 49 CFR Part 653, and alcohol misuse prevention program in accordance with the terms of 49 CFR Part 654. I further certify that the employee training conducted under this part meets the requirements of 49 CFR Part 653. (Mayor) (Date) (City Administrator) (Date) I hereby certify that the foregoing resolution is a true and correct copy of the resolution presented to and adopted by the City Council of the City of Hutchinson at a duly authorized meeting thereof held on the day of 19_ as shown by the minutes of said meeting in my possession. (Name) City Administrator 04 (Title) EWLO'fE.W COVERED BY CI OF HUTCHIN POLICY IMPLEMENT This policy is designed to enhance productivity and safety and foster excellence by maintaining a safe and productive environment for employees. The City of Hutchinson maintains a strong commitment to a drug -free and alcohol -free work environment and has adopted this policy to provide guidance to supervisors and employees in dealing with drug and alcohol misuse. This policy is applicable only to employees subject to Federal Transit A dministra tion ( "FTA ") regulations on drug use and alcohol misuse. To further our commitment to providing a safe, drug -free and alcohol -free environment, the City of Hutchinson has adopted the following policies: * A program that assures that employees are not impaired in their ability to perform assigned duties in a safe, productive, and healthy manner, * A workplace environment free from the adverse effects of drug abuse and alcohol rmsuse; • * A program that prohibits the unlawful manufacture, distribution, dispensing, possession, or use of controlled substances; * An employee and supervisor education and training program; * A drug and alcohol testing program for employees and applicants for employment in safety- sensitive positions; * A program for evaluating employees who violate the drug use and alcohol misuse policy; and * Administrative procedures for record keeping, reporting, releasing information and certifying compliance. All covered employees will be given a copy of this policy. This policy supercedes any provisions of Resolution No. 10587, City of Hutchinson Drug and Alcohol Testing Policy effective January 1, 1996, that are inconsistent with this policy. The purpose of this policy is to assure worker fitness for duty and to protect our employees, passengers, and the public from the risks posed by the misuse of alcohol and use of prohibited drugs. This policy is also intended to comply with all applicable Federal regulations governing workplace anti -drug and alcohol misuse in the transit industry. The Federal Transit . Administration (FTA) of the U.S. Department of Transportation has published 49 CFR Part 653 and Part 654, as amended, that mandate urine drug testing and breath alcohol testing for safety- sensitive positions and prohibit performance of safety- sensitive functions when there is a positive • test result. The U.S. Department of Transportation has also published 49 CFR Part 40, as amended, that sets standards for the collection and testing of urine and breath specimens. In addition, the Federal government published 49 CFR Part 29, "The Drug -Free Workplace of 1988," which requires the establishment of drug -free workplace policies and the reporting of certain drug - related offenses to the FTA. This policy incorporates those requirements for safety- sensitive employees and others when so noted. Under FTA regulations, all employees who perform safety- sensitive functions, applicants for and incumbent employees seeking transfer to safety- sensitive positions will be included in this drug and alcohol testing program. Participation in this drug and alcohol testing program is a condition of employment for each safety- sensitive employee. The FTA defines the term "safety sensitive" to apply to all employees in a position who perform the following functions: 1) operate revenue service vehicles, whether or not the vehicle is in revenue service; 2) operate non - revenue service vehicles that require drivers to hold a Commercial Drivers License ( "CDL "); 3) control dispatch or movement of service vehicles; and 4) maintain revenue service vehicles or equipment used in revenue service. The following positions have been determined to meet the FTA definition: All vehicle operators; • All maintenance personnel; and All dispatchers. List of safety- sensitive employees and positions is attached. This list is subject to amendment at any time. Supervisors who perform or who are likely to perform safety- sensitive functions also are considered safety- sensitive employees and will be included in the drug and alcohol testing program applicable to all safety- sensitive employees. 4.1 Manufacture, Trafficking, Possession, and Use All transit system employees, contract employees and contractors when they are on transit property are prohibited from engaging in the unlawful manufacture, distribution, dispensing, possession, or use of prohibited substances on transit system premises, in transit vehicles, in uniform or while on transit business, pursuant to the Drug -Free Workplace Act. Transit employees who violate this provision will be discharged- Law enforcement shall be notified, as appropriate, where criminal activity is suspected. Visitors, vendors, and contract employees are governed by this policy while on transit premises and will not be permitted to conduct transit business if found to be in violation of this policy. This policy applies to off -site lunch periods or breaks when an employee is scheduled to return to work. 0 • 4.2 Intoxication/Under the Influence Any safety- sensitive employee who is reasonably suspected of being intoxicated, impaired, under the influence of a prohibited substance, or not fit for duty shall be suspended from job duties pending an investigation and verification of condition. Employees found to be under the influence of a prohibited substance or who fail to pass a drug or alcohol test shall be removed from duty and be subject to disciplinary action, up to and including termination. A drug or alcohol test is considered positive if the individual is found to have a quantifiable presence of a prohibited substance in the body above the minim thresholds defined in 49 CFR Part 40, as amended. 4.3 Alcohol No safety- sensitive employee shall report for duty or remain on duty when his/her ability to perform assigned safety- sensitive functions is adversely affected by alcohol or when his/her breath alcohol concentration is 0.04 or greater. No safety- sensitive employee shall use alcohol while on duty, in uniform, while performing safety- sensitive functions, or just before or just after performing a safety- sensitive function. Safety- sensitive employees shall not use alcohol within four hours of reporting for duty, or during the hours that they are on call. Safety- sensitive employees shall not consume alcohol for up to eight hours following an accident, or until employee undergoes a post - accident test, whichever occurs first. Violation of these provisions is • prohibited and punishable by disciplinary action up to and including termination. An on -call employee will be allowed to acknowledge, at the time he/she is called to duty, that he/she has used alcohol and to indicate whether he/she believes that he/she is capable of performing the safety- sensitive function. If the employee believes that he/she is not capable of performing his or her safety- sensitive function, he/she shall be excused from doing so. If, however, the employee believes he /she is capable of performing a safety- sensitive function, the employee will undergo an alcohol test and will be permitted to perform a safety- sensitive function if the alcohol concentration level measures less than 0.02. If the employee's alcohol concentration measures greater than 0.02 but less than 0.04, the employee will be allowed to perform a safety- sensitive function only if he/she is retested and his or her alcohol concentration measures less than 0.02. If the employee is not retested, he/she must wait a minim of eight hours before performing a safety- sensitive function. As referred to in this policy, alcohol means the intoxicating agent in beverage alcohol, ethyl alcohol or other low molecular weight alcohols including methyl or isopropyl alcohol. FTA regulations currently prohibit a covered employee from reporting for duty or remaining on duty requiring the performance of safety- sensitive functions while having an alcohol concentration of 0.04 or greater. An employee found to have an alcohol concentration greater than 0.02 but less than 0.04 may not • perform any safety- sensitive function until the employee's alcohol concentration measures less than 0.02 or until the start of the employee's next regularly scheduled duty period to begin a minimum of eight hours following administration of the test. An alcohol concentration of 0.04 or greater will be considered a positive alcohol test and in violation of this policy and a violation of the requirements set forth in 49 CFR Part 654 for safety- sensitive employees. 4.4 Compliance with Testing Requirements All safety- sensitive employees will be subject to urine drug testing and breath alcohol testing as a condition of employment. Any safety- sensitive employee who refuses to comply with a request for testing shall be removed from duty and their employment terminated. Any safety- sensitive employee who is suspected of providing false information in connection with a test, or who has been suspected of falsifying test results through tampering, contamination, adulteration, or substitution will be required to undergo an observed collection. Verification of these actions will result in the employee's removal from duty and their employment terminated. Refusal can include an inability to provide a sufficient urine specimen or breath sample without a valid medical explanation, as well as a verbal declaration, obstructive behavior, or physical absence resulting in the inability to conduct the test. 4.5 Treatment Requirements All employees are encouraged to make use of the available resources for treatment for alcohol misuse and illegal drug use problems following the guidelines set forth in the transit system's personnel policies. The cost of any treatment or rehabilitation services will be paid for directly by the employee or their insurance provider. Safety- sensitive employees that test positive will be evaluated by the Substance Abuse Professional (SAP) to determine if s/he requires assistance in resolving problems associated with alcohol misuse or drug use. 4.6 Controlled Substances Employees who perform a safety- sensitive function are prohibited from using or ingesting prohibited drugs at any time, except when the use is pursuant to the instruction of a physician who has advised the employee that the substance does not affect the employee's ability to safely perform his or her job. Any employee taking such a substance at a physician's instruction must inform the transit system of such drug use. The transit system retains the right to verify the use with the employee's physician. The appropriate use of legally prescribed drugs and non - prescription medications is not prohibited. However, the use of any substance which carries a warning label that indicates that mental functioning, motor skills, or judgement may be adversely affected must be reported to a transit system supervisor. In addition, the employee must obtain a written release from the attending physician releasing the person to perform their job duties any time they obtain a performance altering prescription. A legally prescribed drug means that an individual has a prescription or other written approval • from a physician for the use of a drug in the course of medical treatment. It must include the patient's name, the name of the substance, quantity/amount to be taken, and the period of authorization. The misuse or abuse of legal drugs while perforating transit business is prohibited. As referred to in this policy, a controlled substance or prohibited drug means marijuana cocaine, opiates (e.g., heroin, codeine), amphetamines or phencyclidine (PCP) as well as any drug not approved for medical use by the U.S. Drug Enforcement Administration or the U.S. Food and Drug Administration. FTA regulations currently prohibit the performance of safety- sensitive functions when a prohibited level of these drugs is detectable in the employee's urine. Testing of non - safety- sensitive employees, applicants for non - safety- sensitive positions and any testing of safety- sensitive employees over and above the requirements of FTA regulations will be performed pursuant to the transit system's policy and under its own authority as permitted by law. Procedures for drug testing of applicants for non - safety- sensitive employees will be the same as those the FTA requires for testing safety- sensitive employees. 4.7 Notifying the Transit System of Criminal Drug Conviction Pursuant to the requirements of the Drug -Free Workplace Act, employees are required to notify the transit system of any criminal drug statute conviction for a violation occurring in the workplace within five days after such conviction. Failure to comply with this provision shall result in disciplinary action, up to and including termination. • 4.8 Proper Application of the Policy The City of Hutchinson is dedicated to assuring fair and equitable application of this substance abuse policy. Therefore, supervisors/managers are required to use and apply all aspects of this policy in an unbiased and impartial manner. Any supervisor /manager who knowingly disregards the requirements of this policy, or who is found to deliberately misuse the policy in regard to subordinates, shall be subject to disciplinary action, up to and including termination. 4.9 Test Sites The transit system will select an appropriate site for the administration of drug and alcohol tests which meets the requirements specified by the U.S. Department of Transportation Federal Transit Administration. Pursuant to the transit system's policy, drug and alcohol testing will be conducted off the transit system's premises. The site selected for urine specimens will provide: a privacy enclosure for urination; a toilet; a suitable, clean writing surface; and a water source for hand washing, which, if practicable, will be located outside the privacy enclosure. The contractor who conducts the testing will ensure that access to the testing site is restricted during testing, that unauthorized persons are not present and that there are no unobserved entrance points to the testing site. Furthermore, the transit system • shall ensure that the collection site personnel provided by the contractor ensure the dignity and privacy of the donor and that all collection site personnel are trained to prepare the collection site, collect specimens, examine specimens and properly label and preserve the chain of custody • of the specimens. These steps will be taken to protect the employee and the integrity of the drug testing process, safeguard the validity of the test results and ensure that the test results are attributed to the correct employee. Alcohol tests will be conducted with the use of a non - evidential screening devise and/or evidential breath testing device ( "EBT ") approved for use by the National Highway Traffic Safety Administration. A Screening Test Technician ( "STT ") will administer non - evidential screening tests. Only a Breath Alcohol Technician ( "BAT ") will administer an EBT test. Law enforcement officials certified by the state or local governments to conduct breath alcohol testing are qualified BAT'S. For a test conducted by such an officer to be accepted under FTA alcohol testing regulations, the officer must have been certified by a sate or local government to use the particular EBT used for the test. Alcohol tests will be administered in a location that affords visual and aural privacy to the employee being tested which is sufficient to prevent unauthorized persons from seeing or hearing the test results. If the screening test reveals a breath alcohol concentration of 0.02 or less, the test is negative and will be reported as such. If the screening test reveals a breath alcohol concentration of 0.02 or greater, a confirmation test will be performed. Confirmation tests will be performed using an EBT and conducted within 30 minutes of the completion of the screening test. If the employee must be transported from the screening test site to the confirmation test site, the employee will remain under direct observation of a BAT, STT or other employer representative. These steps will be taken to protect the employee and the integrity of the testing process, safeguard the validity of the test results and ensure that the test results are attributed to the proper employee. . Testing records will be released only to those authorized to receive such information. Analytical urine drug testing and breath testing for alcohol may be conducted when circumstances warrant or as required by Federal regulations. All safety- sensitive employees shall be subject to drug testing prior to employment, for reasonable suspicion, and following an accident as defined in Section 5.2, 5.3, and 5.4 of this policy. In addition, all safety- sensitive or non - safety- sensitive employees will be tested prior to returning to duty after failing a drug or alcohol test and after completion of the Substance Abuse Professional's recommended treatment program. Follow -up testing will also be conducted following return to duty for a period of one to five years, with at least six tests performed during the first year. Those employees who perform safety- sensitive functions as defined in Section 3.0 of this policy shall also be subject to testing on a random, unannounced basis. Testing shall be conducted in a manner to assure a high degree of accuracy and reliability and using techniques, equipment, and laboratory facilities which have been approved by the U.S. Department of Health and Human Service (DHHS). All testing will be conducted consistent with the procedures put forth in 49 CFR Part 40, as amended. • Drug and alcohol test results will only be released directly to an authorized representative of the transit system unless there is a written authorization by the employee. In addition, employees must give written authorization to release drug and alcohol test information to a SAP when there is a positive test result and referral to a SAP has been mandated. An individual outside the transit system's random pool (e.g., the personnel director), will be responsible for performing the random selection and employee notification if the transit system's program administrator is included in the random pool. This person is identified in Section 10.0 System Contact. The transit system affirms the need to protect individual dignity, privacy, and confidentially throughout the testing process. 5.1 Employee Requested Testing Any safety- sensitive employee who questions the results of a required drug test under paragraphs 5.2 through 5.7 of this policy may request that the split sample be tested. This test must be conducted at a different DHHS- certified laboratory. The test must be conducted on the split sample that was provided by the employee at the same time as the original sample. All costs associated with split sample testing initially will be provided by the employer, including shipping and handling transportation, testing and reporting to the Medical Review Officer (MRO). If the • results of the retest or split sample test is positive, reimbursement for these costs are the responsibility of the employee. If the result of the retest or split sample test is negative, no reimbursement will be sought. Additionally, if the result of the split sample is negative, the employee will be reinstated with no loss of seniority and paid for lost back wages. The method of collecting, storing, and testing the split sample will be consistent with the procedures set forth in 49 CFR Part 40, as amended. The employee's request for a split sample test must be made to the Medical Review Officer within 72 hours of the notice of the original sample verified test result. Requests after 72 hours will only be accepted if the delay was due to documentable facts that were beyond the control of the employee. 5.2 Pre - Employment Testing All applicants for a safety- sensitive position shall undergo urine drug testing immediately following the offer of employment or transfer into a safety- sensitive position. Receipt by the transit system of a negative drug test result is required prior to employment. Failure of a pre- employment drug test will disqualify an applicant for employment for a period of 120 days. Evidence of the absence of drug dependency from a Substance Abuse Professional that meets with the approval of the transit system and negative pre - employment drug tests will be required prior to further consideration for employment. The cost for assessment and any subsequent treatment will be the sole responsibility of the individual. In instances where a person is on temporary leave (i.e., vacation, sick, jury duty) no pre- employment test is required before an individual can resume his/her safety- sensitive duties. However, in instances where the individual's status within the agency changes or is reclassified • (i.e., seasonal layoff, leave of absence, out or reassignment for worker's compensation), a pre- employment test is required prior to reassignment to a safety- sensitive job function. 5.3 Reasonable Suspicion Testing All safety- sensitive and employees may be subject to a fitness for duty evaluation, and urine and/or breath testing when there are reasons to believe that drug or alcohol use is adversely affecting job performance. A reasonable suspicion referral for testing will be made on the basis of documented objective facts and circumstances which are consistent with the short-term effects of substance abuse or alcohol misuse. Examples of reasonable suspicion include, but are not limited to, the following: 1. Physical signs and symptoms consistent with substance use or alcohol misuse. 2. Evidence of the manufacture, distribution, dispensing, possession, or use of controlled substances, drugs, alcohol, or other prohibited substances. 3. Occurrence of a serious or potentially serious accident that may have been caused by prohibited substance abuse or alcohol misuse. 4. Fights (to mean physical contact), assaults, and flagrant disregard or violations of established safety, security, or other operating procedures. Reasonable suspicion referrals must be made by a supervisor who is trained to detect the signs . and symptoms of drug and alcohol use and who reasonably concludes that an employee may be adversely affected or impaired in his/her work performance due to possible prohibited substance abuse or alcohol misuse. 5.4 Post - Accident Testing All safety- sensitive employees will be required to undergo urine and breath testing if they are involved in an accident with a City of Hutchinson transit system vehicle (regardless of whether or not the vehicle is in revenue service) that results in a fatality. This includes all surviving safety- sensitive employees that are operating the vehicle and any other whose performance could have contributed to the accident. In addition, a post- accident test will be conducted if an accident results in injuries requiring immediate transportation to a medical treatment facility; or one or more vehicles incur disabling damage; unless the employee can be completely disconnected as a contributing factor to the accident. Following an accident, the safety- sensitive employees will be tested as soon as possible, but not to exceed eight hours for alcohol testing and 32 hours for drug testing. Any safety- sensitive employee involved in an accident must refrain from alcohol use for eight hours following the accident or until he/she undergoes a post- accident alcohol test. Any safety- sensitive employee who leaves the scene of the accident without justifiable explanation prior to submission to drug and alcohol testing will be considered to have refused the test and their employment terminated. Employees tested under this provision will include not only the operations personnel, but any • other covered employee whose performance could have contributed to the accident. • If there was no collision, but an individual falls on a vehicle and requires immediate transport to a medical treatment facility, a post - accident test is required unless the driver can be completely discounted as a c- ntributing factor to the accident. 5.5 Random Testing Random testing will be conducted for all employees performing safety- sensitive functions at a random rate established by law. Effective January 1, 1998, the random testing rate for prohibited drugs is 50 percent and the random testing rate for alcohol is 10 percent. Random tests will be unannounced and spread throughout all hours of operation and throughout the year. There will be no pattern to when random tests will be conducted and all employees performing safety- sensitive functions will have an equal chance of being selected for testing from the random pool each time random tests are conducted. Employees shall remain in the pool even after being selected and tested. Therefore, an employee may be selected for a random test more than once during a year. Employees will be selected anonymously using an identification number having no correlation to the actual employee names. The employee must report to the collection site immediately after receiving notification of his/her selection from the random pool. In the event a randomly selected employee is absent from work on the day when his/her test is scheduled, the employee will be tested immediately upon his/her return to work, as practicable, unless the employee fails to return to work before the neat randomly selected testing date. • A safety- sensitive employee will be subject to random testing for alcohol only while the employee is performing safety- sensitive functions or just before or just after performing safety- sensitive functions. 5.6 Return -To -Duty Testing An employee who receives a verified positive drug test result, an alcohol test result of 0.04 or greater, or who refuses to submit to any test, may not return to work until the employee is: 1. Evaluated by a SAP who determines that the employee has followed any treatment program prescribed by the SAP. 2. Passes a return- to-duty test. A return- to-duty test will be performed only after the SAP indicates that the employee has completed or is following any prescribed treatment program. In the retum- to-duty evaluation, the SAP also will determine the frequency and duration of follow -up testing after the employee returns to duty. The SAP may recommend that the employee be subject to a retum -to -duty test for both drugs and alcohol even if the employee only tested positive for one or the other. To pass the return - to-duty test, the result must be a verified negative drug test result and/or an alcohol test result of less than 0.02. 5.7 Follow -Up Testing Employees permitted to return to duty are subject to unannounced follow -up testing. The SAP • will determine the frequency and duration of the follow -up testing. A minim of six follow -up tests during the first 12 months after the employee returns to duty will be performed. The testing period shall not exceed 60 months from the employee's return to duty. Follow -up testing is separate from and in addition to the regular random testing program. Accordingly, employees subject to follow -up testing will remain in the standard random pool and will be tested whenever their names come up for random testing, even if this means being tested twice in the same day, week or month. The SAP may recommend that the employee be subject to follow -up testing for both drugs and alcohol even if the employee only tested positive for one or the other. Therefore, an employee who is subject to follow -up drug tests may be required to take one or more follow -up alcohol tests with a result of less than 0.04. If the employee is subject to follow -up alcohol tests, the employee may be required to take one or more follow -up drug tests with a verified negative result. Follow -up alcohol testing will be conducted only just before, just after or during the period the employee is to perform a safety- sensitive function. All costs associated with follow - up testing are the responsibility of the employee. The City of Hutchinson will display and distribute to employees perforating a safety- sensitive . function, educational materials explaining the requirements of the FTA Drug and Alcohol Testing Regulations and its policies and procedures. Employees and supervisors who perform a safety- sensitive function also will be provided at least 60 minutes of training on the effects and indications of drug use. Employees will be required to sign a form indicating that they have received a copy of the policies and procedures. This form will be kept on file. Any safety- sensitive employee who tests positive for the presence of illegal drugs or alcohol above the minimum thresholds set forth in 49 CFR Part 40, as amended, will be referred for evaluation by a Substance Abuse Professional (SAP). A SAP is a licensed or certified physician, psychologist, social worker, employee assistance professional, or addiction counselor with knowledge of and clinical experience in the diagnosis and treatment of drug and alcohol- related disorders. The SAP will evaluate each employee to determine what assistance if any, the employee needs in resolving problems associated with prohibited drug use or alcohol misuse. Assessment by a SAP or participation in the City of Hutchinson transit system's Employee Assistance Program does not shield an employee from disciplinary action or guarantee employment or reinstatement with the transit system. The City of Hutchinson transit system disciplinary code should be consulted to determine the penalty for performance -based infractions and violation of policy provisions. If a safety- sensitive employee is allowed to return -to -duty, he /she must properly follow the • rehabilitation program prescribed by the SAP, the employee must have negative return-to -duty drug and alcohol tests, and be subject to unannounced follow -up testing for a period of one to five years. Employees who re -enter the workforce must agree to a re -entry contract. That contract may include (but not limited to): 1. A release to work statement from the Substance Abuse Professional. 2. A negative test for drugs and/or alcohol. 3. An agreement to unannounced frequent follow -up testing for a period of one to five years. 4. A statement of work - related behaviors. 5. An agreement to follow specified after care requirements with the understanding that violation of the re -entry contract is grounds for termination. WAIJ MR) 93981 a U 1350 1 Dill EWA a Z43MA I MAII M011 DIMMO I Rold] All drug test results will be reviewed first by a specially trained physician serving as MRO. The MRO will notify the transit system directly if an employee's drug test result is • negative. If the drug test result is positive, the MRO will contact the employee to discuss the test, to determine if the positive result is valid and to notify the employee that he/she has 72 hours to request a test of the split specimen. The transit system only will be informed that an individual has tested positive or negative. The specific drug(s) involved may be disclosed to the transit system by the MRO. The levels detected will not be disclosed by the MRO to the transit system. The MRO will verify a test as positive without having communicated directly with the employee in the following three circumstances: (1) the employee declines the opportunity to discuss the test result with the MRO; (2) neither the MRO nor the employer contact person (Contact Person) is able to contact the employee within 14 days of the date the MRO receives the confirmed positive test result; or (3) more than five days have elapsed since the Contact Person successfully made and documented a contact with the employee in which he/she instructed the employee to contact the MRO. If a test result is verified positive under the last two circumstances specified above, the employee may present to the MRO information documenting that serious illness, injury, or other circumstances unavoidably prevented the employee from being contacted by the MRO or Contact Person, or from contacting the MRO within the time provided. The MRO, on the basis of such information, may reopen the verification, allowing the employee to present information concerning a legitimate explanation for the confirmed positive test. If the MRO concludes that there is a legitimate explanation, the MRO shall declare the test negative. • All safety- sensitive employees with a verified positive drug test result or a confirmed alcohol test result of 0.04 or greater, including those who have been terminated, will be evaluated • by a SAP. If the employee's eventual return to duty is permitted under this policy, the SAP may prescribe a treatment program which the employee must successfully complete or continue to follow in order to return to work. This treatment program may include referral of the employee by the SAP to the Employee Assistance Program ( "EAP ") or other treatment provider. Safety- sensitive employees permitted to return to work following a positive test will be re- evaluated by the SAP to determine whether the employee has complied with the SAP's recommendations. After the evaluation and the successful completion of a retum- to-duty test, the SAP will recommend to the employer the number and frequency of follow -up alcohol and/or drug test to be administered following the employee's return to duty. The follow -up testing shall consist of at least six tests in the first twelve months following the employee's return to duty. The SAP will recommend whether the employee should be subject to both drug and alcohol follow -up tests. All costs associated with follow -up testing are the responsibility of the employee. FTA regulations require that a single contact person be identified to answer questions about this policy. For purposes of this policy, the contact person is listed below: Primary Contact • Name: Brenda Ewins Title: Human Reso ,rces/T nsit Coordinato r Address: City ofHutchinson 111 Hassan St. S.E. Hutchinson, MN 55350 -2522 Telephone Number: 320 -587 -5151 Fax Number: 320- 234 -4240 Secondary Contact Q= Plot • Administrato Has Address: City of Hutch' nson Hutchins ul► 1 Telephone 1 Fax Number: 320-234-4240 r 1 LJ ►I I DOD] I 01 Lei DI : Name: Address: Telephone Number: Fax Number: Name: Address: Telephone Number Fax Number: • Contact Name: Iffi(MUMMOMM-i 99 Mit . C •r• Address: P.O. Box 1687 LaCr osse , Wl 54602-16 Telephone . . 1' Fax Number: 608-782-7794 Name: Contact Person: Address: Telephone Number: Fax Number: • 16.0 SAFETY-SENSEEIVE FUNCTION . The job titles of those that perform safety- sensitive job functions are shown below: Job Title Transit Driver Job Title Transit Dispatcher Job Title The transit system has the right to modify this policy as changes in regulation or law occur. r �J C • Hutchinson Citv Center 111 tt s n street SE Hulchhmm b1N 55350 -2522 320.587.515 VFax 320 - 234.4240 1. The City policy requires that all employees and job applicants complete this form before undergoing a test for drug or alcohol use. I, . (employee /applicant name) have seen and been given a copy of the City of Hutchinson Policy Implementing the Federal Transit Administration Regulations on Drug Use and Alcohol Misuse. Date: (Signature) 0 (employee /applicant name) refused to sign this form on ( date). Stated reason for refusal: (Signature of the person providing employee/applicant with this form) Any employee /applicant asked to sign this acknowledgment will receive a Termessen Warning specifying: 1) The reason the data is collected; 2) How the data will be used; 3) Whether the person can refuse or is legally required to supply required data; 4) The consequences of supplying or refusing to supply the requested data; and, 5) Who will have access to the requested data. P=n .n raYCIM PM - 0 2. The City policy requires that all employees and job applicants complete this form before undergoing a test for drug or alcohol use. I, (employee /applicant name) have seen and been given a copy of the City of Hutchinson Policy Implementing the Federal Transit Administration Regulations on Drug Use and Alcohol Misuse. (Signature) name) refused to sign this form on ( date). Stated reason for (Signature of the person providing employee/applicant with this form) Any employee /applicant asked to sign this acknowledgment will receive a Tennessen Warning specifying: 1) The reason the data is collected; 2) How the data will be used; 3) Whether the person can refuse or is legally required to supply required data; 4) The consequences of supplying or refusing to supply the requested data; and, 5) Who will have access to the requested data. U • RESOLUTION NO. 11087 RESOLUTION ESTABLISHING A DRUG FREE WORK PLACE POLICY FOR CITY OF HUTCHINSON EMPLOYEES COVERED BY FTA REGULATIONS WHEREAS, the City of Hutchinson recognizes that alcoholism and other drug dependencies are significant social problems with a potential for causing severe effects to the transit system's work force. The City of Hutchinson. recognizes that such drug dependency may be an illness. Consistent with this understanding, the City of Hutchinson has an obligation to insure that its employees perform their jobs safely, efficiently and in a professional manner. WHEREAS, the purpose of this document is set forth the City of Hutchinson Policy regarding alcohol and other drug use in the workplace and to comply with the Drug Free Workplace Act in accordance with the terms of 49 CFR Part 653, and alcohol misuse prevention program in accordance with the terns of 49 CFR Part 654. I further certify that the employee training conducted under this part meets the requirements of 49 CFR Part 653. 0 (Mayor) (Date) (City Administrator) (Date) I hereby certify that the foregoing resolution is a true and correct copy of the resolution presented to and adopted by the City Council of the City of Hutchinson at a duly authorized meeting thereof held on the day of 19_ as shown by the minutes of said meeting in my possession. (Name) rjty Administrator (Title) WA i October 9, 1998 To: Mayor & City Council From: Marilyn 1. Swanson, Administrative Secretary :1 : 1 ► 1: ► y : :: ► ' -ITI l I 11 Since it will be necessary to reschedule the Flood Giant Project public hearing, Rebecca Stoen has recommended the date of November 10, 1998 at 6:00 p.m. • /mjs 40 • October 13, 1998 To: Honorable Mayor and City Council From: John Olson, Asst. Public Works Dir. Subject: Purchase of Snow Removal Equipment to be mounted on Single Axle Truck Bids were recently received for the purchase of Snow Removal Equipment. Snow removal equipment includes a dump box, snowplow, petrol wing, underbody blade, command/ootrol for hydraulic system, and lighting. Our goal continues to be presenting the JNff proposals to the City Council. This may not mean that the least expensive proposal is presented. Because snow removal equipment is kept for at least 15 years, it Is more Important to purchase quality equipment that fits the City's needs than to purchase the least expensive equipment for purely monetary reasons. The Snow Removal Equipment presented by Crysteel Truck Equipment was recommended because of Its strength, maintenance requirements, and overall cost. The Snow Removal Equipment presented by J -Craft Trull Equipment is our second recommendation. J- Craft's equipment has a very good reputation and has, until very recently, been the choice of MNDOT. We did not, however, feel the additional $2,870 could be Justified. There are only limited differences between the presentation made by Crysteel and J -Craft. The last priority recommendation is for the Snow Removal Equorient presented by Aspen/Reach Equipment. The dump box proposed by Aspen/Reach includes exposed ribs, which are very susceptible to corrosion, especially since fenders are not available. We have had some negative experience with snow removal equipment provided by Fdnk, which Aspen/Reach represents. In their defense, however, they have provided good service to try to correct the problems. The underbody plow proposed by Aspen/Reach Is a full Y.' thinner than those proposed by either Crysteel or J -Craft. We are concerned about the strength of the underbody blade. The spring attenuator system used by the manufacturer appears to be less durable than others proposed. No lights, hitching systems, mirrors, or fenders were included In the bid, which was acceptable. The estimated cost of these additional items Is $4,000 for material and $750 for labor. Central Garage mechanics and equipment operators had an opportunity to view examples of the equipment and discuss their concems with representatives at the recent MN Fell Maintenance Expo in St. Cloud. Items of concern were brought to the attention of the representative of Crysteel, J- Craft, and Aspen/Reach. Central Garage employees and potential operators of the Snow Removal Truck were presented with each of the proposals sent by various vendors. There were three proposals presented for the Snow Removal Equlpmerd package: 1) Crysteel Truck Equipment $45,980 + options $3,124 = $49,104 2) J -Craft Truk Equipment $47,213 + options $4,781 = $51,974 3) Aspen/Reach Equipment $41,428 +'estadd'I$4,750= $48,178 The apparent low bid was from AspeNReach Equipment, however, after Central Garage • employees and operators reviewed the specifications and proposals presented by the various vendors, the following recommendations were formed: VA ! ll %'f 1�:41fa1.-Jdl�; l.41 Equi pment r r -•f Addit ions: Western style box 12' Snowplow flap Plow parking jack Strobe package Plow lighting Wktg lock vaAre Poly fenders Plow mirrors Bads -up alarm Hitch (towed units) Brakes (towed units) Deletions: Skid shoes for plow Net Adjustment for AdditionslDeletions: $3.124 Total Price: $49,104 Equipment: J -Craft Truck Equipment $47,213 Additions: 12' snowplow flap Strobeftht system Plow fights Poly fenders Mack mounting Hitchdbrakes (towed unit) SanderMdng lights • Deletions: Plow lights on overhead bar Net Adjustment for Additions/Deletions: $4.761 Total Price: $51,974 Equipment: Aspen/Reach Equipment $41,424 Additions: None available Deletions: None available Additional equipment required: Materials (est.) $ 4,000 Labor(est.) 5 750 Total Price: $46,176 The action for consideration this ~irvg is to authorize the purchase of. a) Snow Removal Equipment, as proposed, from Crysteel Truck Equipment for $49,104, as bid, and other taxes and fees required by tow. r� LJ • BI)4lrRY . f� l [**Cooperative Purchasing Vendor, State of #1) ••CRYSTEEL #2) ] -CRAFT #3) ASP£N/REACH MN] Crysteel box and roller combo hoist, 10' ]-Craft box and Rugby hoist, 10' Rugby box & Rugby hoist, 10' box BOX Crossmemberless ( Westem Style) Crossmemberless (Western-style) Ribbed crossmembers [ ( -) Ribs ] Monroe, poly moldboard, I1' Falls, steel moldboard, l l' Frink, poly moldboard, I I' Quick hitch, positive pin Quick hitch, positive pin Pin hitch, w /angled rums PLOW [ + Poly moldboard, one operator hitch ] [ ( -) Prior experience with excess wear on parts I Monroe, double function, 11' Falls, double function, I V Frink, double function, l F Hydraulic benching w /out push arm Cable operated benching, w /push amt Hydraulic benching — w /out push arm WING Nitro attenuator [ ( -) Prior experience with excess wear on [ ( +) Cable ] parts ] Monroe, 1" moldboard Falls, 1" moldboard Henke, 'R' moldboard UNDERBODY Spring attenuator Nitro attenumor Spring attenuator [ ( -) Strength ] COMMAND /CONTROL Force America Force America Force America "Command All" "Command All" "Command All" LIGHTS ECCO 9400 Lighting system Whelen strobelplow None bid BASE PRICE $45,980 $47,213 $41,426 ADD: Western Style box $155 ADD: 12" Snowplow flap $150 Incomplete. Vendor was contacted with 12" Snowplow flap $145 Strobe/light system $2191 information required to adjust bid for adequate Plow parkingjack $195 Plow lights $450 comparison. Strobe package $750 Poly fenders $700 Plow lighting 5850 Mack mounting $650 Wing lock valve $200 Hitchlbrakes for CONCERNS: Poly fenders $500 Towed unit $580 1) Ribbed Crossmembers on box. OPTIONS Plow mirrors $169 Sander /wing lights $190 2) Strength of underbody. Back -up alarm $ 65 3) Add -on light packages are more Hitch - towed [nits $445 DEDUCT: Plow lights on expensive than integral lights. Brakes -towed units $190 overhead light bar -5150 DEDUCT: Skid Shoes 4540 OPTIONS ( +/ -) +$3124 OPTIONS ( + / -) +$4761 FINAL BID PRICE $49,104 $51,974 $41,426 0 �J I Hutchinson City Center 111 Hassan Street SE Hutcblo n, MN 55350.2522 320 - 587- 5151/F" 320.734 4240 M E M O R A N D U M TO: Mayor and City Council FROM: John P. Rodeberg, Director of Engineering/Public Works RE: Consideration of Revised Agreement with RailAmerica for 5 Avenue SE Crossing DATE: October 8, 1998 Attached please find all related correspondence for the above referenced agreement. The Agreement will take approximately 2 weeks to execute by Mn/DOT after we receive it back from Rail America. We recommend approval of the Revised Agreement. ( 1) Primed on rayded papa - Hutchinson Citv Center Ill Ft a Street SE Hutchinson. MN 55350-2522 320 - 587- 515VFm 320. 2344240 Ralph Iden, VP Real Estate & Industrial Development fax: 517.823.3794 RailAmerica 101 Enterprise Drive Vassar, MI 48768 RE: 5" Avenue SE Crossing Agreement Dear Mr. Iden: Per our previous discussion, attached is a revised agreement for the new crossing at 5' Avenue SE. We currently have completed all the work at the site in according with our verbal agreement, and have paid all costs associated with this work. However, the Minnesota Department of Transportation will not allow us to open the crossing due to conflicts with the previous agreement, which indicate that a signal will be installed. The new agreement calls for the City paying all costs to install a signal in the future if certain traffic counts are met. Based on my discussion with Harry Krog of RailAmerica and Sheldon Nies of the Rail Authority, it does not appear as if this is likely in the foreseeable future. Sheldon has reviewed and signed the agreement. Since this route must be closed until this document is approved, and a new Commissioner's Order is completed by the State, we would appreciate your prompt consideration. We are receiving local and political pressure to open this route. Also, we are working with Mr. Krog to help repair /upgrade other crossings, and will be removing the crossing at 4" Avenue SE in the spring, per the request of RailAmerica. I am faxing a copy for your review, and mailing the copies for signature with the previous documentation. Please sign and return all 4 copies. The Agreement is proposed to be approved by the Council on Tuesday the 13'". You can contact me at 320 - 979 -6690 (cell phone) if you have any questions or comments. Thank you!!! P. Rodeberg, P Works attachment cc: Marc Sebom— City Attorney Bob Kilgore - OSM Sheldon Nies — Rail Authority Ron Mattson — Mn/DOT Rails (161 St. Anthony /St. Paul 55103) file: 5 Avenue Bridge & Roadway Road W rwyckd wve - t- (4�t) October 8, 1998 A = F.F.MFNT New Rail Grossing on 5' Avenue SE in Hutchinson, Minnestoa (Revised: October, 1998) THIS AGREEMENT, made and entered into by and between The City of Hutchinson, Mcleod County, Minnesota, hereinafter referred to as "THE CrrY" and Rail America, hereinafter referred to as "THE COMPANY ". WITNESSETH THAT, WHEREAS, THE CrrY proposes to construct 5th Avenue across the right -of -way and track of THE COMPANY within THE CrrY; and WHEREAS, the proposed 5th Avenue will require establishment of a new public at -grade crossing of THE COMPANY'S main track in Hutchinson, Minnesota: and. WHEREAS, the new crossing will be a standard crossbuck design with safety and pavement markings; and WHEREAS, THE CrrY proposes to construct 5th Avenue in the location as shown on the plan attached hereto and marked Exhibit "A "; and WHEREAS, the parties hereto desire to set forth the terms and conditions for establishment, construction, operation, and maintenance of said crossing; and WHEREAS, authorization must be received from the State of Minnesota, Commissioner of Transportation, for establishment of the proposed new grade crossing; and WHEREAS, the previous agreement between the CrrY and THE COMPANY dated January 27, 1997, for said at -grade crossing is hereby voided and reworded as stated in the following Sections of this Agreement. Reasons for this action are as follows: 1. The previous agreement contains statements based on assumptions that are now out -of- date. The use of the rail line at said crossing has decreased significantly due to loss of sales and product changes from area industries. The previous agreement assumed higher volumes of rail traffic than will likely occur in the foreseeable future. The number of trains at said crossing have decreased from 5 or 6 per week to 2 (moving at a speed of 5 -10 mph) since 1997. In addit ion, the cost supplied in the previous agreement for a signalized crossing was based on the procurement of a salvaged unit that is no longer available from the COMPANY. 2. The CrrY and the COMPANY agree that it will be necessary to monitor the future roadway and train traffic volumes to determine whether or not a more sophisticated crossing system is required, as stated in other Sections of this Agreement. A threshold for this decision has been established in this Agreement. NOW, THEREFORE, in consideration of the premises and of the mutual covenants and agreement as hereinafter contained, the parties hereto agree as follows: r () Section 1. Standard Provisions The Minnesota Department of Transportation "Standard Provisions for Highway- Railroad Agreements" attached hereto are hereby made a part of this Agreement. Section 2_ Ri -0f- -way THE CITY hereby agrees that it will negotiate with THE COMPANY for the granting by separate instrument and subject to THE COMPANY'S right therein, of a right -of -way easement required for the construction and maintenance of said 5th Avenue at grade crossing. Section 3. A sessme!Ys THE CITY shall secure, or cause to be secured , all rights -0f - -way or easements required for its project in addition to that provided for in Section 2 hereof and shall construct and compi.x its project all without cost or assessmen to THE COMPANY. 7 1.i •lid to I MI i Section 5. Work Performance And Time Schedule THE CITY shall cause the installation of new crossing surfaces on the 5th Avenue crossing, as indicated on attached plan marked Exhi bit "A ". THE CITY shall furnish all material and labor necessary to complete the project, but may use its regularly employed force for installation. THE CITY shall coordinate the crossings work with THE COMPANY. Work on the project may be completed prior to the road work on 5th Avenue but shall be completed within thirty (30) days of notification that a contract for the road work has been awarded. If THE CITY determines it is not possible to complete the work within the period herein specified, it shall make a written request to THE COMPANY for an extension of time for completion, setting forth therein the reason for such extension. As warranted in the furore, THE CITY agrees to install an active warning signal crossing system if the product of the roadway average daily traffic (ADT) and the number of trains per day exceeds 4, 000. (The CITY and the COMPANY understand that there is no threshold warrant established by Mn/DOT for a new crossing and have therefore established this figure as a criterion to monitor conditions.) The roadway ADT will be recorded every two years and THE COMPANY will provide rail usage data to THE CITY at the same interval to monitor for this potential need. Section 6. Proiect Cost Allocations A. THE CITY shall be responsible for the total cost of installation of a future active warning crossing signal system with motion sensors (either gated or cantilever type), if warranted in the future. THE CTTY shall be responsible for the actual costs of the materials for the installation of the crossing surfaces, including preliminary engineering costs and required signing, up to 120 percent of the total estimated cost as set forth in paragraph B. B. It is understood that the following estimate is for informational purposes only. The estimated cost of the work to be done by THE CITY is as follows. 0 COST ESTIMATE SUMMARY LOCATION DR.SCRIMnW ESTIMATED COST 5th Avenue 72 L.F. Concrete Crossing $25,000 (CITY) Possible addition of active $85,000.00 (CITY) warning signal system (if warranted in the future) TOTAL $110,000.00 Notwithstanding any provision to the contrary as stated in paragraph 3.A, of this Agreement, THE CITY'S costs shall not exceed 120 percent of that amount which is listed above as " TOTAL ". THE CITY'S total cost liability may only increase with its approval and THE CITY reserves the right to not participate in project costs incurred without its prior consent Section 7. Work Changes In the event it is determined that a change from the statement of work to be performed by THE CITY, as outlined in the estimate above, is required, it shall be authorized only by an amendment to this agreement executed prior to the performance of the work involved in the • cbange. Section 8. MRmt:D= In Consideration of THE CITY'S participation in this project, THE COMPANY further agrees to maintain the crossings at its sole expense with the same type of surface material for the anticipated service life of the installed material. If THE COMPANY wishes to change the type of surface material during this period, it must notify and receive approval from THE CITY. Damage done by either THE CITY or THE COMPANY to the crossing surface material must be repaired as soon as practicable by THE COMPANY. The party or parties responsible for the damage shall be responsible for the cost of the repairs. When the crossing surface needs to be replaced at the end of the anticipated service life of the installed material, the affected parties will negotiate a new agreement concerning the renewal of the crossing surface in accordance with the statutes that are in existence at the time. Section 9. Fumire Removal The crossing surface provided for in this agreement shall not be removed except pursuant to the requirements set forth in Minn. Stat. 219.072 to 219.074. In the event that either railway or highway improvements necessitate a rearrangement of the crossing surface at the crossing, the party requiring the improvement shall bear the entire cost • of the rearrangement. In the event THE COMPANY abandons its railroad operations over said track in the future, THE CITY may, if it desires, remove the trackage and restore the resulting pavement void and maintain the roadway at its sole cost and expense. 0 Section 10, Detours And Work Z one Traffic Control H there is a need for a road detour in connection with the installation of said crossing surface, it shall be THE CITY'S responsibility to set up the road detour and detour signing. THE CITY shall bear all costs involved in setting up the toad detour. THE CITY must be notified 15 working days in advance of when the road will be closed. If a road detour is not feasible, the City shall furnish, erect and maintain all necessary traffic control devices required to provide safe movement of vehicular traffic through the project area during the entire period from the beginning of construction to the final completion thereof. Traffic control devices include, but are not limited to, barricades, warning signs, trailers, flashers, cones, drums, pavement markings and flagmen as required and sufficient barricade weights to maintain barricade st ability. THE CITY shall be responsible for the immediate repair or replacement of all traffic control devices that become damaged, moved or destroyed, of all lights that cease to function properly, and of all barricade weights that are damaged, destroyed or otherwise fail to stabilize the barricades. 11 = F a� l Employ nt Qypa t<nity_ the performance of this Agreement, THE COMPANY agrees to the following No person shall, on the grounds of race, color, religion, age, sex, disability, marital states, IW public assistance status, criminal record, creed or national origin, be excluded from Hill employment rights in, participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program, service, or activity under the provisions of any and all applicable federal and state laws against discrimination including the Civil Rights Act of 1964. If during the term of this Agreement it is discovered that THE COMPANY is not in compliance with the applicable regulations as aforesaid, or if THE COMPANY engages in any discriminatory practices, then THE CITY, through the office, may cancel said Agreement as provided by the cancellation clause of this Agreement wi A. Maintain records which reflect all revenues, costs incurred and services provided in the performance of this Agreement. B. Agree that THE CITY, the State Auditor, or legislative authority, or any of their duly authorized representatives at any time during normal business hours, and as often as they may deem reasonably necessary, shall have access to an the right to ex amin e, audit, excerpt, and transcribe any books, documents, papers, records, etc., and accounting procedures and practices of THE COMPANY which are relevant to the contract. Section 13 IndmWficarion Andbmn= THE COMPANY agrees to indemnify and save harmless THE CITY, its officers and employees against any and all costs, damages, and claims whatsoever for damage or injury to any person or persons, firm or corporations arising out of any negligent or intentional act of THE COMPANY, its agents, officers or employees during the performance of this agreement. THE COMPANY shall provide and maintain in force during the life of the contract, insurance coverage in the following amounts: SCWon 14. Mercer • It is understood and agreed that the entire agreement of the parties is contained here and that this contract supersedes all oral agreements and negotiations between the parties relating to this Subject matter. All items referred to in this contract are incorporated or attached and deemed to be part of the contract. Section IS- AsMgmmnt And Receivables Any party to this agreement may assign any receivables due them under this agreement, provided, however, such assignments shall not relieve the assignor of any of its rights or obligations under this agreement. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in duplicate counterparts, each of which shall be considered as an original by their duly authorized officers, as of the dates below indicated. 0 Per Pf son Each Occurrence WORKERS COMPENSATION AND — $100,000 EMPLOYER'S LIABILITY (As required by law including all states endorsement) COMPREHENSIVE G ENERAL $200,000 $600,00 LIABTT.TTY (Including Premises and Operations, Independent Contractors) SCWon 14. Mercer • It is understood and agreed that the entire agreement of the parties is contained here and that this contract supersedes all oral agreements and negotiations between the parties relating to this Subject matter. All items referred to in this contract are incorporated or attached and deemed to be part of the contract. Section IS- AsMgmmnt And Receivables Any party to this agreement may assign any receivables due them under this agreement, provided, however, such assignments shall not relieve the assignor of any of its rights or obligations under this agreement. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed in duplicate counterparts, each of which shall be considered as an original by their duly authorized officers, as of the dates below indicated. 0 ! *!4!IIal y E� MINNESOTA DEPARTMENT OF TRANSPORTATION AND CITY OF HUTCHINSON CONST"TID4 fiAH IOA: T T T f ION LOCATED: 5th A F CU6T 5 PL/11S ( : - A. 71.11611. I N0. 1 51 P.155 - STATE AID PH" CT ....... ............ .133 -101-05 OAM LENGTH . ........................580. 7970 .5MT9780 BRIDGES LENGTH ....................... P38.7801 .138TOU fXEPT Ift LEWN .....................W1 WA V LENGTH .... .......................588.797N .588797Fi AEF. POINt ........... ........ SU..11010.858 TO NEF- STA.1+599.655 DESIGN DESIGNATIIM- S.P. 130- 108 -OS IS9n AVENUE) N Mu! • YD ALF lwvrrn Vas) 1941 • ACT (Fun a Fasl 201ia 6uD 0XV @salon Hr.VOI.12016 • 611 D ID41.11ala1 Dla+r.l . f INNVY CST .Wl) - 10% swL FAC7W NA XCADT IFUTU 2016 - iO4 [Ni 11 x01 171.959 Du I Sp -1_ —RWM 8ww m ST slvll DlaroTGa RcI t M ea miw+ 15b D.pI SRaaa nM Ynlawa are N/A FiYwtl Yal ClwaltlwTim COLLFiTM XILX DEN. e. of 0 Pwk Ilc Lams _ No , at PArRlrq Lmlaa 0 LEGEND �•r4.At.n ..mna..............® .. V.1. pas x�pm1 ............. u .n TAya xlalrr ................. ■ raven inn uo- x..N1. ............ , CaFxIMAM uwTi ................ .-, .`i iF a0tl Aalrart i610- scles v6ar ®. p10i6 IlGIgM1 �• INDEX MAP LOCATIC MCLEOD WILLMAF ". 133-K" ATTENTION THIS IS A METRIC FLAN r Y11WFI[.M K"m9 Q m R[ arm. 10 1. I a IO I ryf11C I = Ur ' - VEIL IM Z - (d ,) 03/17/99 FRI 11:17 FA3 5178233794 RailAneriCa VAS 19002 4 Rai (America i m. '- 101 Entarpri Vaaaar Ml $17102 -0000- FAX 517JO23.372A Mr. G. Batty Anderson Arnold, Anderson k Dove 101 Park Place Hutchinson, MN 55350.2363 Re: 5th Ave. SE Bridge & Roadway (City Proj 97 -071-3) S.P. 133 -1 OB-05 Rail Croaaing Dear Barry. • While our respective offices are making minor alterations to the elusive easement to provide for my signature to be notarized in Tuscola County Michigan, rather than McLeod County Minnesota, another unsigned agreement has surfaced Daktft Rail (DR) general manager, Harry Krog received the attached letter from Quentin Larson, Project inspector. Note it appears the agreement between the City and DR covering installation of the crossing was never executed by both parties. Apparemly a draft at one time was signed by William Roufs on behalf of the Company (DR) but was not signed by the City. Mr. Roufs, by the way, left our company about a year ago. our Engineer, Mark Garvin tells me the installation CO%tc fOr the signal system will be. in the area of 526,000. We have no record of corporate approval having been zramed to commit to this expenditure. Given DR's financial condition. today, it cannot bear such a cost. An& the draft sets limits on material costs beyond the stated estimate with DR nevetthelen obligated to complete the project Given the fact that more than a year has vatspired, these ammmes are out of date. Thus, the impact is an even greeter financial liability for DR- And, Itankly, such an investment, if the money were available, would better serve the railroad and Us customers in the form of track maintenance. We arc also concerned that wording in the project cost allocation station leaves it unclear as to whether the city is paying the material cost of the signal system or just the croasting• Finally, as Use owner of the property, McLeod County Rail Authority should be a party to the agreement. But, it is tot 0 5 4) £0:39t1d Ob2b b£2 02£:01 960b- Les -02£ 3n00 Nosaaa H G�:WO0u 05:90 86- 81 -dcfd , 4/17/98 FRI 11:18 FAX 317523794 R81Ltaerlca VAS b. Bury Aadarson page 2 in view of all of the above, we request that a new agteerne t be negotiated; that the Rail Authority be allowed to participate; and, that the City agree to pick up both the installation and material coats of the signal systan. Since it appears this is an 1 Ith how pmhlem cm both sides of the issue, prompt attention to these issues appears necessary. SiMetely. /+ xol— Ralph Idea Assistant vim President Rawl F....., & Indu3triai Development cc. H. Krog J. Mciarcn G. Laalc_w, Esq. S. Nies Qooa L_J • E 0 {/17/96 FRI 11:0 FAX. 5178233794 Ra1lAaarica VAS -1� -yea u:a:vu — 4004 MP4 HMehinson City Center rat at s ant., ac IIa4t+Is.R MN elMa•lalt 0 o f F G p,ru n ]sa.an.luvr.. ]sa�s� -�w Ap►il 7, 1998 r Mr. Harry I(rog, CAM Manager Dakota Wail, Inc 200 North Mill Street Fergus Falls MN 56537 RE- S Ave SE Bridge 8: Roadway (City Proj 97- 07/L3) S.P. 133-108-05 Rail Crossing Dear Mr. Krog. I am writing INS letter to inform you of the schedule for the roadway construction on 5' Avenue SE. The project was awarded and approved by MnDOT on 11119/1997, with Structural Spoeialtis Inc. of t4utahinaon being the prim. eoetraator. Smwo, +1 Speciakics Inc wnrkad most of the winter months on that bridge structure and ibis past week has started on the roadway excavation and embankment. The underground will fellow, starting approximately the first week of May. The underground will be followed by Class 5 Aggregate, Curb and Gutter and Paving • starting approximately G/l /1994. At the time this letter is written, the City is unable to find any document covering the installation of the nil crossing and stop arms that has been signed by both that City and Dakota Rail. I f we are unable to and said document, the City must go through Council approval on the agreement. We do have a draft copy of the agreement and under Section 5 - Work Performance and Time Schedule - Dakota Rail is to be notified that the City Project has been awarded. We are proceeding with the project, assuming that there may be minor ehangas, but due to timetable, we wanted to allow Dakota Rail as much notice as r o ftihle eo schedule and complete your work. If you have any questions, feel free to call me at 1 -500- 955.8322. SincereI rw r Quentin Larson Projcrt Inspector QUpV cc, John Rodabarg, Director of Enginaer9ng/Publie Works file: SP 133 -108 -05 1-3/97 -07 • ^burl w ter rsry 04/15/96 WHO 16:03 ITI/RX. NO 6665) SO:39Ud 0b2b b£2 022:01. 960t+-LBS -02£ 3WO NOSd3OW (TX)NdU:WO JG :90 86-81 -dcrd 1/17/98 FRI 11 FAX 5178233794 RallAeerlea VAS L�003 ,y -Vm ue:3av Y ACaEONOWr . r= KGREnGM. made and as pe ' into by and between The City of H 'Whieec+ . Mt txod • Covaty. bfraaaseta, heninafmr refarmd to m "IIJE CITY" and DalOOta Rail Inc.. hereinafter n*rred to as "TIC., COMPANY - • WM'NSSSErM THAT. VIMREAS. THE CrYY ptoposu to consauet 5th Avenue aQOzs the right of=way and tra* of THE COMPANY within THE CTfY: and WHEREA& the proposed 5th Avows wW require eanhWhment of a paw public &&-grade crossing of THE COMPANY'S main bast in Humchkawn. Minnesota: and vy Ag, THE 43TY proposaa to ceesnuet 5th Avenue in the location as shown on the plan attaohad hrsom and madtad R:bibit "A "; and WHMWAS. the put" hemto desire to set forth the teems and conditions for eatablisimtett. comatrcoAw opc aw L, and maiatena= of said crossing; and WMtE1S, aeteerbmion must be rneeived from the Stale Of Minnesota, Corttrriiasioeer of Transportation, for asnblishmm of the proposed nsw made crossing: and Now, THMtEpORh3. in ooeudes+doa of the pwrrrhm and of the mmuai covenants and agmmens as hetrinafter contained. the pYtlea Ireero agree as foUows: Section 1 Standard Proviaiott Railroad • The Minnesota Department of T=spasta m "Standard Provisions for Hlgh w■ y- Apeaoanta' soxched harstu on bmvby made a pan of this Agmemcar. 4~_im Y. tomb&- of -wwV ,.BE CITY hueby Agraa" diet it wdl negotiate with THE COMPANY f0r the treating by aa'. wwo inswuncat and sobloct to THE COMPANY'S dght denin. Of ■ "&-a -way aaamnent mquiled for the c umuctioa and maintenance of said 5th Aveane at grade csossing °e 3 Aaesa�l ft aired for its Tl1E CITY shall so- "a uM or cease to be swumd . au ftht f -way or a wmmiLS rcq proles[ in Ad"On to UM provided for in Suction 2 lwmf and shall construct and complete its project all without coat or ssseaaroaat to THS COMPANY. Minnesota law should apply to all aspects of the agrnematt. 04/16 /96 NM 15:58 (TX /RX NO 6688) 90:390d 002t t£2 02£:01 960b- L9S -02£ 3WO NOSdBOW O :WMW TS :90 86 -81 -&" 04/17/66 FRI 11:19 FAIL 5176233794 RalumorLes VAS COMPANY shad caum did lastall= of ne w cloning sadaeaa on the 5th Avenue orosd&& as lndlasad m amd■ed plat msked Exhi bit "A THB COMPANY shall MUM all mammal and labor necessary to cow do prof but MAY ttaa its regularly ettgdttyed farm for IUMMUS"I THE COMPANY shall COI d crmings work with THE CIIIf • Work on the P■ may be completed prior to the toad work on 5th Avesun but shall be completed within thirty (30) days of notification that a comam for the toad work has banns aenrdsd. if THE COMPANY to THE CT e m eta the work within the period hstmu Specified. It shall make • w aea it is not PAM to icdon- Setting forth m ake eitgs pwsCITY for as extatsios of titan for comp therein the MUM for sseh esLensios. ya�tea d ptatecr CM A00009 a, eat of /tint.- 1 1a:i� n of ft cantilever THE COMPANY shall be responsible fat dw cord type i signals with modal sensom oa Sth Avenue. except the acmd ooW of the eraretial■ for de% one n.tinn nr the exossina sudw •• indudin[ 9RalindBUT eug hWOMM mss up to 120 peacewt of the total edinme c ost as set forth in paragraph B. ace to be Paid by THE CITY. TAE complowd CITY re n"m THE COCOWANY same time M toes for Ma taasssia4 actaailactually incorporated into do pco+=L n provided he:ain for astir 0 IL H is osdentood that the following estimate is for informational parposea only. TU astirrI cost of the wads to be done by THE COMPANY hereunder with its own ogaipn+ont and tegalmly employ" fatoas sad is Woonimm with TM COMPANY'S also with such tegulady emplayed forces is as ftlllesra• pomitbstaedieg any hhwnvkkm to dta contrary as stated In paraQeph 3A of this THE CITY'S Costs shall not WWMd 120 paccu t of than autoant wkdch is listed above A VOWS- 'TOTAL.. T1� Ct'r'Y - 2 tour east Uiiltty a +y -way `O�+`r •rite. iws .pd.nval and Tm CTCX reserves ono stint to mot patdntpr m WON= taia�Y Lw.tttetl wltlteet ohs prior ..w.t if - nm CITY tep to a00m" my ice. �COMPANY t" nev rt e ae�*M the P roms. TW t�TY shNl Itch unreasonably aer2tee 7 Work f in the ®vent it K detaentited that • edtanac frora the SUM set of work to be perfnnnod by TIM COMPANY, n outiised is tba aatinvu above, is requited. it shall be authorized only by an amp to this Waagnant eaeeond prior to the padafnaboe of the wotk involved in the chengo. is Coaaidwd m of THE CITY'S participation in dds ptaje;. TM COMPANY huthw agrees ,J 04/14/66 TUB 16:13 iTZ /Rx NO 66631 0006 a._ .r ■ I ■.._et ■ ■ ■_ COST ESTfMATE nTM"Y ,/17/98 FRI J FAI 517923704 RallAtterica VAS Lc -WS oz o to l tttalntalm alto tx�simis m tea sole stc with the am Mw ° wises ch the � "ivies ife of die iasma male n if TkIL d M=VC itisen TEC' may. �Pi tt crust ttoa and teemve appsovet sseid amts' 6 f soef�e dorm by a drones d& ry r o o f Piet ��sible for rite be �etnage dace by eNfise '1THE C1TY � M�iP� Y 0 D �� goal suetsoe ma al IMMa M by � due SW be tespoos far dw cart of do eemesial. dw ANSCsed I npsm- sut{aar needs to he replaced at the sad of the &AMP"ed serv ice life of the the uosaini Coacern mg ;, the noowat of Wban aerial yr sill oetl a cave aQae tisu tioee. die aosalea sarfae a in MMM1amos with the taasuses alts re a O°Ge et the -[-� 007 eM, 9 FJ�ImBfE�Ytl shag not be resmaved auoept Puesuast to the The �t ape provided for is this a�oemeae tut faith la MMIL Stet- 219.072 to 219.07 MiWay Or _ necessitate a mm tyatemeat of the In the event drat die ero"img. the patty the uMmyetment shat) ben the SWIM cog ctwsiaf sat'faee of do greet TM lm the event THE COMPANY abandon its taiito�ad Mane over said CITY tree bi ad cn void Y ma if it dt� t� s. re"Y the and teatcts dw mm P malouin the roadway at its sots east sad eapemse, u wesiectimn WW ehe inrailatimm of said ctossltls seDe• tfa If theca is a Used far a toad demar tM rued dmonr and detour slgmimt• 4 is it shall be THE C!"'S eeWORS bitity m sat wp toed datum w iM THE CITY undusmod that nm CobeANY shsdl coordiwte amY necrosatY die rod desoes pnor m th ranting ting data. THE MY shall boar d cogs involved in setting up TtlE Cl'('Y ttitlat be notified 13 "codas days in rA aww of wbea the road will he ckmsd- Tice CC)UPANY anent ooespleea the wort within 5 days form stattimg in ttedes to beep the toad elcsare m a miaimuem• the City shall fttaeish, etsot and maintain W l ee uefftc V a red "oar is not feasible t of ysltlettUr trifle tlaotegh els P�i'a stO° eoatiol davkrs tetlmred safe moo m the find completion they",. during do 09M pstiod ,form the begianatg "naming sibs, ueilets, dashers. T"ffic eontlal M W&ds, but ate not limited m, bed � o to nerd dagmso a. mqui1`d baavade wejth � TIM CrTY shall be tespo.sit+ta ved a drsttoYed. Of all ligbes eePla of all tafffte eostssol dsnieee out banana damaged. game end of on dw bttttirade wdfhn 11iat tits demoted destroyed or .&.r hiss fail to stabihm du butledas- Durimt rite 0 10 f 6 em aOen Of tide AVWCM=t, T ME COMPANY b to dr foliowip anal. an the Qoessd. of r , color, religion. aria. 06s. dbulr o T"I" W "0' lmeblic No l>�O° stem" esisrdmal rsooed e pb es osRicaal origin, be excluded Cam fill Mplaymtent in. be 404W dw benefits of. or be ad'a"tss subomod m dim uO dgbm is setvias ar activity trader den provisioaa of any and all apptieabk"l under ear t GV14 /9e TUB 15:13 [Tii/RI NO 55971 80;390d 002t M2 02£ :O1 960b-LBS-02£ 3x100 NOSZaM 0 0464 :WDU 2599 86-8S-6dH ri 0 0 04/17/99 SRI 11:21 FAX 5179233794 Ra11A1erica VAS ,. - .ar -y13 uz: air gate laws opism diraimlwstloe including tits Civil Rights Act of 1961. If during the team of wgrsenanr it i< diseavmad flat THE COMPANY is not in compliance with the applicable mgo COMPANY engages in any disa�' poetises. then THE QTy. through the offieo, may cancel said Agrfa I as provided by the eenoellssieOt daum of this Agreement. r •. r A. Monnm records which react aA levwtum, costs incurred and services provided in the psdast'sanoa of this Asmoment. B. Agree that THE CrFY, the State Auditor, or legislative authority. of any of tbvk duty authorised reprepsudves at any dins during noting bua hotrs, and as often as dary may down reasonably necassaey, shut have snows to an the fight to atamiee. edit. nraap% and haoscribe any books, documents, papers. records, etc.. aid accounting procedures and practices of THE COMPANY which arc relevant to the mtl act. E • Sues 19. Inde�6carioa And Ieptraace THE COMPANY agrees ro iod6saMry and save harmless THS CITY, its 0MC911 end cQtloyees agamet any and an costs, damages, and claims whaueev— foe damag■ or injury to cry Penoa or Penn= Min of corporations arising out of any negligent at ta46tional as of THE COMPANY. its agesea, offiCEM or employers dosing alt po krmones of Okla spnematt- THE COMPANY shall provide and maintain in face during the U* of the eontrsat, io unfttce covengs in the following amounts: X14. l It is artduatood end agn ed that the entire agreement of the parties is contained hat and that this cows" supersedes all oral agnpnettn and negota wns b tweea the parties misting to t subject nio act All item refened to in dds eaatrnx are incorporated or attached and demand to be pen of the oosM j2gko is Auisnsaerr And R yahles Any parry to this sneaoeat may assign say receivables due them undo this agreement, provided. however. smh assigatseah shall not relieve OMs auignor of any of its don or obligations under this agreement. � 04/14/96 TUR 13:13 tII/RX NO 66431 Zoos Per Pma. Flach S COWS SATION AND -- $100,000 MUS [LIAR 1TY (As d by law including all thanes r"tmd nc) Fffidsr ar.N tstewl 5200 000 5600.00 Y Pnnmses and Operations. Cosuwbmn) X14. l It is artduatood end agn ed that the entire agreement of the parties is contained hat and that this cows" supersedes all oral agnpnettn and negota wns b tweea the parties misting to t subject nio act All item refened to in dds eaatrnx are incorporated or attached and demand to be pen of the oosM j2gko is Auisnsaerr And R yahles Any parry to this sneaoeat may assign say receivables due them undo this agreement, provided. however. smh assigatseah shall not relieve OMs auignor of any of its don or obligations under this agreement. � 04/14/96 TUR 13:13 tII/RX NO 66431 Zoos ./17/96 FRl 11:21 FAX 5178233794 RallAmerica VAS IN hom htVe caused this A to be oxmuted m d, Iicww onu immum mcb f Pis b tbW dO►y Wod'061"d ��� its, 664:6 Of 91b�Ch shall be aonsid�ed p m otigiaat Y offices. Y of the dma bolow bWkltc& gimped by M C='Y this _dxy 19� SIGNED BY MAYOR OF 90N ATTEST® BY CffY AMUN13TRATOR Bsmused b TIM COWA"Y this lot , l9 3 L, day of wrrN>iSS nasn.so�rv,�os • _1 04/14/98 7UE 15:13 [?I/RX No 66833 9 • FAX 'TRANSMISSION Orr= TAIL VALLLY RAILROAD 200 No"TM KILL 9rNaar emus rust. Tea 50b37 E 10 738 0073 rmt: e Is 730 7036 Tai David Pieper Date: Fax N; 612 59$ 5774 PAIPW Frusta; Bill Roufs December 31, 1996 1. includins this ever sheet. Subject: Railroad Crossing At Sth AVC, In HUtoldnson, MN. COMMENTS: Please make the following changes in the proposed alywnM: 0 Paragraph 2: - wHMAS, the proposed 5th Avenue will requirc establishment of a new public at Qrade crossing of the Company s main track in Hatchinson, MN, and" Insen paragraph calling for the mdallaation of cantilever type crossing sigitale with motiom sv ngots to be th crossing is paid aced, not at City of Hutchinson. Thm to be date as had been discussed ed at the same time u Section 6 B& Cost Sumrnary should read; 72 L.F. Concrete Crossing with cantilever signals. Cost estimate should be $58,000 ( includes crossing and signal installation)- If you have any questions, please do not hesitate to call me. Z00 /9001B '30SSV V R;SO SLLSSOM9 SVd 9S:ZT 96/U /i0 r1 u [,_ _ - 7 a OCT i -1998 c1T = tiu "�,.� _NSCN 10 -1 -98 Please see the atttached list of signatures.We need some stop signs put up in this end of the town. I would be the contact person for this. Please let me know what I have to do to see this accomplished. Thank You Brad Messner 835 Elm Street NG Hutchinson 234 -6292 11 y'E G 1n E d Abp S iTY:;) 5�rec 1 di c c v�� IV g�'v Cln µhn 9rs Ean 73/{ C1/Yt a � 7� y E��. S�• 314 1C; IZ5 Elm cSf 63q ri ms} t o� seh • • ��• 2 Cry UvtS . .. F /. tot • To whom it may concern: We have a handicapped child. She has been diagnosed with Cri-du Chat syndrome. She is delayed both physically and mentally. She is in need of constant care and supervision. At school she has a one -on -one aide throughout the day. She has no fear of danger and doesn't understand that she can be hurt. Heidi is a very active child and is very quick. The street that we live on, Colorado Street, has a high volume of traffic due to the golf course. Many times there are cars that travel much too fast and would not be able to stop in time if Heidi were to dart out into the street. I have contacted the City Hall a few times and haven't had any results. We would like to see a sign warning of a handicapped child or possibly a stop sign at the bottom of the bill to slow traffic down or both. Thank you for your understanding in this matter. Sincerely, Yvonne Ewert 7g5c1q,Z,_�,1, , ,�4 , V. 0 • r-5, F C Hutchinson City Center 111 Hassan street SE Hutchinson, hrN 55350 -2522 320- 587.515VFax 320 -234 -4240 M E M O R A N D U M TO: Mayor and City Council FROM: John P. Rodeberg, Director of Engineering/Public Works RE: Discussion Regarding TH 15 South Improvements DATE: October 8, 1998 We have been working hectically to complete agreements with Mn/DOT and Ryan Companies regarding the proposed County Fair Marketplace development along TH 15 South. We expect to have most major issues resolved by the Council Meeting that would allow Ryan to proceed with the proposed development. Issues noted include: ♦ Mn/DOT has preliminarily agreed to allow signal lights at Century Avenue, Denver, Avenue and Edmonton Avenue. They would like to have all of the lights completed next year and linked to the South Grade Road lights for timing purposes. ♦ Mn/DOT would like the City to construct improvements to the highway at the same time. These improvements would include additional left -turn, through and right -turn lanes to serve the proposed development. This may include the requirement of concrete islands, and the closure of some access points south of South Grade Road. ♦ Mn/DOT is asking the City to pay for all costs of this construction. They have a policy of requiring new developments to pay for improvements to serve their development. This would create a significant financial issue with Ryan and the City , however we believe it can be addressed ♦ We assume that Ryan Development and other property in the area (Wal -Mart, Minne -Mine, Applebee's, etc.) would be assessed their share of the cost. At this time, we have estimated a cost of $200 — 250 /front foot plus signal light costs. We will have a proposed breakdown of the assessments to Ryan Development for the Council meeting. This may require approval of a revised Development Agreement. ♦ The City may have to "up-front" some costs with the understanding that Federal funds may be available in the future for at least a partial reimbursement. ♦ We will be working on a feasible "Staging Plan" that would allow for opening of County Fair Marketplace next year, with future improvements completed in a timely manner. Please contact me before the meeting if you have questions or comments. Pnnred on mcyeted paper- 147/08"98 16:15 MN DOT 411 LLrV* - 320 234 4240 1O. 502 002 firtit �Srj NUnneson Deparanmt of Tramportstion Ukbiet 8 - willmoomanbaw"utchinsoa 2505 Transportation Road Office Tel: P.O. Box 768 Will=, MN 56201 Fu; October 8, 1998 John Rodeberg Hutchinson City Engineer 1 I 1 Hassan Street SE Hutchinson, MN 55350-2522 Dear Mr. Rodeberg: 320/231 -5497 800.657 -3792 :12012313168 This letter is a sunarrary of items we discussed on October 1. 1998, regarding the proposed Ryan development along T.H. 15 on the south side of Hutchinson. This is MWDOT's understanding of our verbal agreement. It is MWWT's understanding that the City of Hutchinson will bear the cost of any and all upgrades to T.H. 15 that result from the development proposed by Ryan Development. Some of the major improvements agreed upon are: I . Three new signal lights at Edmonton, Denver and Century Avenues. 2. Upgrade the signal at South Grade Road to allow interconnects between a future signal at Airport Road and the other four signals. 3. Interconnections between all four signals. 4. A four lane roadway fromsoRtlt of Edmonton Avenue to South Grade Road. 5. Dual left rums on T.H. 15, or allowance for dual left turns, where warranted. 6. A closed median between all signalized intersections (except for possibly a southbound left turn only into the hospital). 7. All plans/design for the "improvements" and the construction staging will be presented, by the City, to Mn/DOT for review and approval prior to construction. As we discussed at the meeting with the City and developer on September 28, 1998, it is MWDOTs position that the costs to upgrade the capacity and safety of T.H. 15, which are caused by this development, should be bore by the City and/or the developer. We heard coFmmnettce with that on both September 28 and October 1. 9 We also discussed meeting soon to discuss options for other safety and capacity enhancements along the rest of the T.H. 15 corridor, especially in the downtown area. It is our understanding that the City will develop a planting document which identiTra opportunities (short - and long- term) for these safety and capacity enhancements. John, MnIDOT will certainly worts with the City to make this project to go as smoothly as possible. You will have our complete cooperation to work out details on planning, detail design (geometries) and construction activities to the best of our ability. An equat opportuMty employer r q John Rodeberg October 9, 1998 Pnge 2 As always, we apprecime and respect the excellent working relationship we have between the City of Hutchinson Engineering and Planning staff and Mn/DOT. Please call me is you have any questiom or concerns. Sitkerely, t � David Q. Trooien Transportation District Engineer cc: Jon Huseby Patrick weidemann Keith Voss Dave Johnston An eW9 0MWtu iin'saployer • DEVELOPMENT AGREEMENT County Fair Marketplace CITY OF HUTCHINSON, MINNESOTA rewb n THIS AGREEMENT, made and entered into the day and year set forth hereinafter, by Ryan Companies US, Inc., Fee Owner, and Delmer R. Sturges (aka Delmar Sturges) and Doris Sturges, husband and wife, Fee Owner, hereinafter called the "Developer"; and the City of Hutchinson, a Municipal Corporation in the County of McLeod, State of Minnesota, hereinafter called the "City'; WITNESSETH: WHEREAS, the Developer is the owner and developer of property situated in the County of McLeod, State of Minnesota, which has been surveyed and platted as County Fair Marketplace, and; WHEREAS, City Ordinance No. 464 and 466 requires the Developer to make certain • improvements in the subdivision; NOW, THEREFORE, IT IS HEREBY AGREED AS FOLLOWS: I. SITE PREPARATION AND GRADING It is understood and agreed that the Developer shall be responsible for all work associated with site preparation and grading. All areas within the final plat, but outside of the rights -of -way, shall be graded to within 0.5 feet of final grade to allow for proper drainage, and the installation of utilities. The ponding area shall be constructed to within 0.2 feet of approved grades. All soils shall be compacted to a minimum of 90% Standard Proctor Density. All work shall conform with the approved Site Grading Plan. Developer shall complete all work noted in Paragraph No. 1, and provide a written verification from a professional engineer or surveyor, prior to installation of utilities and/or issuance of building permits. Any costs associated with these requirements shall be the sole responsibility of the Developer, and are not financed through the City 3. It is agreed and understood that natural gas or electric distribution mains and services will not he scheduled for installation until all provisions of paragraphs 1 and 2 of this section have been met. Staging of this work has been discussed, and will be allowed pending written approval from Hutchinson Utilities and Hutchinson Telephone. Gm* Far Ma PKe 1 r r 4. The Developer shall provide all turf establishment and erosion control necessary to protect the • utilities and street improvements beyond the boulevard areas. The Developer shall also provide all erosion control during site grading work, prior to infrastructure construction, necessary to meet local and state requirements. The entire site shall be planted with perennial rye grass or other erosion control plantings following completion of site grading. 5. It is understood and agreed that it shall be the Developer's responsibility to provide survey control points for all infrastructure and site construction. 6. It is agreed and understood that the Developer shall be responsible for assuring that building construction is completed in conformance with the preliminary plat and grading plan. It is essential that the vertical and horizontal locations of the structures be verified to avoid conflict with infrastructure and potential drainage damage. Any costs associated with correcting these conflicts shall be the sole responsibility of the Developer. II. ASSESSMENTS The Developer agrees to have the City of Hutchinson install the following improvements: a. Denver Avenue sanitary sewer and watermain and appurtenances Project was completed in summer of 1998 (Letting No. 7/Project No. 98 -13) b. Denver Avenue street improvements, including storm sewer improvements in coordination with • private storm sewer improvements within the plat, and appurtenances. Project proposed to be completed by July 1, 1999. Cost to be divided equally between adjacent properties (half to Developer, half to adjacent Wal -Mart site). Project Hearings will be held prior to award of project. c. State Highway 15 widening improvements on the adjacent, west side of the highway, including common borrow, grading, gravel base, concrete curb and gutter and islands, landscaping, bituminous paving, storm sewer, and appurtenances. Plans must be approved by Developer and Minnesota Department of Transportation prior to construction. Project to be completed by September 1, 1999. Developer agrees to complete the following improvements, at its cost, on the west side of State Highway 15: Grading — to subgrade along and under proposed roadway to urban section requirements. Storm sewer trunk line along State Highway 15, along with an outlet to the wetland, with catch basins 400 feet on center, with laterals to the trunk line and seeding in the right -of -way. The City agrees to construct and assess the Developer for curb and gutter, bituminous and gravel section (assumes existing State Highway 15 will be expanded with no demolition or reconstruction required), striping and engineering, inspection, testing, and signage. Assessment shall not exceed $175,000.00. Developer, at its election, will have the option to do the work at its own cost, without an assessment. The Developer would, in this case, be responsible for engineering costs incurred by the City. This is contingent on Mn/DOT not requiring any additional right -of -way from the Developer. All of this work shall be completed in conformance with required City and/or State specifications. The City shall provide credits as noted in Paragraph No. 4 below for infrastructure work. CMO Feb Mwfto wPepe 2 d. Traffic signals on State Highway 15 at Denver Avenue South and/or Edmonton Avenue South • Project proposed to be completed by September 1, 1999. The work shall be completed under City contract as approved under agreement with the Minnesota Department of Transportation. The Developer agrees to pay for 75% of the Denver Avenue signal and 50% of the Edmonton Avenue signal. Cost to the Developer shall not exceed $125,000. e. Edmonton Avenue Street Improvements Developer proposes to construct a temporary access in Edmonton Avenue right -of -way, due to proposed trunk sanitary sewer construction currently proposed for the year 2000. Developer agrees to pay for half of the adjacent portions of the roadway, however it is agreed and understood that a credit of $35 /front foot will be given for expenditures on the temporary roadway in consideration of added costs to the Developer due to future City infrastructure construction. f. 10' wide bituminous trail along State Highway 15 Project proposed to be completed in conjunction with trail construction to the north. All costs for trail adjacent to plat shall be assessed to the Developer. g. The City agrees to construct any additional improvements to State Highway 15 required by MnDOT to initially serve this development. The City also guarantees funding for those improvements and agrees to complete all of those improvements by September 1, 1999. • 2. It is understood and agreed that the City under one or more contracts will install the improvements in Paragraph No. 1. 3. It is understood and agreed that the total cost of said improvements in Paragraph No. 1 shall include contracted costs, city administration and engineering costs and capitalized interest cost. 4. It is understood and agreed that the Developer will complete the lateral watermain improvements along the West Side of Highway 15, and within Edmonton Street South. The City agrees to credit the Developer for oversizing of watermain along Highway 15, and for half of the cost of 10" diameter watermain along both Highway 15 and 613 lineal feet of Edmonton Street South. These credits shall be included with the improvements noted in Paragraph l.c. above or the Trunk Watermain assessment noted in Paragraph No. 5 below, at the discretion of the City of Hutchinson and the Developer. 5. It is understood and agreed that Trunk Sanitary Sewer and Watermain Fees will be charged based on rates in -place at the time of payment of the building permit. Rates for 1998 are: Sanitary Sewer: 24.12 acres @ $1,600 /acre = $38,592.00 Watermain: 24.12 acres @ $1,100 /acre = $26,532.00 6. It is understood and agreed that the Trunk Storm Sewer Access Charge of $1,740 /gross acre ($50,738.40) will be waived if the Developer provides, as noted in the approved Site Improvement Plans, all storm sewer service for urban improvements along the west side of Highway 15 South adjacent to the Development. • Caadr Fair M&*60 &Page3 7. It is understood and agreed that the total cost of said improvements in Paragraph No. 1 and Trunk • assessments in Paragraph No. 5 shall be assessed on a percentage basis to the properties within the subdivision. Based on the lot size, the assessments shall be distributed on the following percentages: Lot IA 8.61 acres 35.7% Lot IT 1.80 acres 7.5% Lot 2A 2.35 acres 9.8% Lot 2T 1.77 acres 7.3% Lot 3 6.33 acres 26.3% Lot 4 0.99 acres 4.1% Lot 5 0.53 acres 2.2% Lot 6 0.80 acres 3.2% Lot 7 0.94 acres 3.9% TOTAL 24.12 acres 100.0% 8. It is understood and agreed that any agreements regarding the method and procedure for assessments from municipal improvements shall, at the sole option of the City, cease to be effective thirty -six months following approval of the Subdivision Agreement by the City. The City may exercise the option granted herein by giving written notice at any time, either before or after the expiration of the thirty six month period, of the City's intention to nullify the method and procedure for spreading assessments under the terms of the Subdivision Agreement. to the event the City so elects, all assessments subsequent to the notice shall be spread and imposed pursuant to Chapter 429 of Minnesota Statutes or other applicable laws. The written notice called for by this paragraph shall be given to the fee owner of the property as disclosed by the records of the McLeod County Recorder or Registrar of Titles. III. OTHER FEES, CHARGES AND DEDICATIONS It is understood and agreed, that a Parks and Playground Contribution will be made to the City. Current City policy calls for a 1998 -year rate of $405 /gross acres. This would relate to a fee of $11,809.80 (29.16 acres). 2. It is understood and agreed that the Developer will be subject to an electricity service territory fee of 8 mils per KWH, for a period of 10 years, as noted by the 1994 agreement with the McLeod Cooperative Power Association (COOP) and the City Of Hutchinson. These fees shall be collected by the Hutchinson Utilities Commission. 3. It is understood and agreed that the Developer shall follow the Hutchinson Utilities Commission policy and requirements as outlined in a handbook dated November 1997. Electric service is provided at no charge other that requirements as outlined in the policy handbook. Natural gas service is provided and installed by the Hutchinson Utilities Commission. Service line installation costs, on services 2" and larger, will be billed to Developer. U Canny Fak MwkeOW&Pne 4 IV. GENERAL It is understood and agreed that the City of Hutchinson shall work with the Minnesota Department of Transportation to develop plans for serving this site. These improvements are proposed to include street improvements and signal lights at Denver Avenue South and Edmonton Avenue South, watermain improvements within Highway 15 right -of -way, and Highway 15 street improvements related to widening for turn lanes and access control, and construction of trails. The Developer and the City of Hutchinson have prioritized the signal light at Edmonton Avenue South over the Denver Avenue signal due to regional significance. It is also noted that right -in only access is recommended by the City and the Developer at a point approximately midway between Denver and Edmonton Avenues. It is understood and agreed that all local, state and federal permits required to be obtained for the development shall be the responsibility of the Developer. This agreement shall be binding upon and extend to the heirs, representatives, assigns and successors of the parties. 0 is 4. It is understood and agreed that the City shall record this agreement at the McLeod County Recorder's Office or McLeod County Registrar of Titles Office, and that no Building Permits will be issued until said Agreement is recorded and a certified copy of this agreement is provided to the City. The Developer shall pay all costs associated with said recording. V. SIGNATURES • FEE OWNER: Delmer R. Sturges (aka Delmar R. Sturges) STATE OF MINNESOTA COUNTY OF Doris Sturges The foregoing instrument was acknowledged before me this day of 19 by Delmer R. des (aka e)�mar R. turges and Doris Sturges, husband and wife, Fee Owners. Notary Public, ounty, mnesota My Commission xpues Courtly F* Merke0bmfew 5 0 • FEE OWNER: Richard E. Brooks, Vice President Ryan Companies US, Inc. STATE OF MINNESOTA COUNTY OF The foregoing instrument was acknowledged before me this day of 19 by Richard E. Brooks, Vice President Ryan Companies US, Inc., Fee Owner. Notary Public, County, Minnesota My Commission Expires APPROVED BY THE HUTCHINSON CITY COUNCIL THE _ DAY OF , 19_. • CITY OF HUTCHINSON: MARLIN TORGERSON, MAYOR GARY D. PLOTZ, CITY ADMINISTRATOR STATE OF MINNESOTA COUNTY OF The foregoing instrument was acknowledged before me this day of 19 by MarlinTorgerson, Mayor. P otz, City Administrator of the City of Hutchinson. THIS INSTRUMENT WAS DRAFTED BY: John P. Rodeberg Director of Engineering/Public Works City of Hutchinson 111 Hassan Street SE Hutchinson, MN 55350 -2522 320-234-4208 (fax 320- 234 -4240) Notary Public, County, Minnesota My Commission Expires cou* Few Marb0W&Pege 6 AdMiL Hutchi Area Health Care Hutcbinson Community Hospital Burns Manor Nursing Home • Dassel Medical Center • Winsted Family Practice Clinic 1095 Highway 15 South Hutchinson, MN 55350 (320) 234 -5000 OCT F. 1998 October 7, 1998 CtT' -AJ N The Honorable Mayor Marlin Torgerson and Members of the City Council Hutchinson City Center 111 Hassan St. S. Hutchinson, MN 55350 Dear Mayor Torgerson and City Council Members: The board of directors of Hutchinson Area Health Care (HAHC), as part of their regular meeting on September 22, 1998, considered results of a bid process for carpet replacement at Bums Manor Nursing Home. The following is an excerpt from the minutes of that meeting: ' Carnet Replacement The tabulation of bids received for carpet replacement at Bums Manor Nursing Home were distributed and discussed. Two bids were received, including one from Geberts in Edina and one from Multiple Concept Interiors (MCI) of St. Cloud. Graves explained that the last carpeting was laid over floor file at BMNH, and • the group discussed the low bidders (MCI's) statement requesting HAHC's flexibility in pricing should the condition of the floor reveal unexpected repairs are needed. Staff recommendation was made to award the bid to Multiple Concept Interiors of St. Cloud at a bid cost of $41,116.00 plus additional prep work time at a cost not to exceed $2,350.00. "Question was asked as to how the quality and design of carpet is determined. The type of carpet proposed for BMNH was selected by the interior designer from Horty Elving & Associates (HAHC's architectural firm) and has bacteriostatic rubber backing for easy clean up. The carpet chosen is very similar in color to the Transitional Care Unit carpet. It was noted the carpet must be installed by a certified installer, and there is no one locally who is certified to do this. "Fallowing discussion, motion was made by Myers, seconded by Slanga, to recommend to the City Council that the bid for carpet replacement at BMNH be awarded to Multiple Concept Interiors of St. Cloud, MN, at a bid cost of $41,116.00 plus additional prep work time at a cost not to exceed $2,350.00. All were in favor. Motion carried! Thank you, in advance, for your consideration of this recommendation. Don Erickson will be able to answer any questions you may have about this request Sincerely, M N AREA HEALTH CARE Philip G. Graves President PGG:Ih Attachments �; C • Hutchinson City Center 111 Hawn Street SE Hntchimon, MN 55350 -2522 320 - 587- 5151/Fa 320- 234 -4240 TO: Honorable Mayor and City Council Ftonr Randy DeVries, Director of WaterMhastewater/Refuse Dots 10/08198 RN Final application for O.E.A. Grant I am recommending that the two following items be approved at the October 13, 1998 City Council Meeting: 1. Approval of the selection committee's recommendation from the submitted proposals of. 4 Rust Environment & Infrastructure/Earth Tech for the design of the Compost Facility. f� 11 2. Recommend the approval of the final application to the Office of the Environmental Assistance for Q / the compost facility and household hazardous waste Building. This project will bring a positive influence to the City of Hutchinson through: • • Better Customer Service • Lower Refuse Rates • Smaller containers for collection • A technology that is sound • Low operating staff (2 part -time) • More collection area for the Household Hazardous Waste produce. • Provide storage space for equipment Again, I recommend approval for this project, and I will be available by telephone to answer any questions. Pnnted on rtrycled pepm - INTER OFFICE MEMO Date: October 9, 1998 To: Mayor & City Council From: Gary D. Plotz, City Administrator Attached is Resolution No. 11094 that the OEA requires for the final grant application. The Resolution includes the reference of OEA funding the Household Hazardous Waste facility as requested by the County. Attachment /mjs • RESOLUTION NO. 11094 FINAL APPLICATION RESOLUTION MINNESOTA OFFICE OF ENVIRONMENTAL ASSISTANCE SOLID WASTE PROCESSING FACILITIES CAPITAL ASSISTANCE PROGRAM FINAL APPLICATION FOR STATE ASSISTANCE WHEREAS, the City of Hutchinson has made application to the Office of Environmental Assistance for a solid waste processing facilities capital assistance grant to construct a composting facility including yard and food waste storage/bagging area, curing pads, a leachate holding area and on -land filtration, approved by MPCA, and has amended the application for a Household Hazardous Waste Facility, BE IT RESOLVED, by the Hutchinson City Council, that the City of Hutchinson will implement the project, provide necessary local financing, and accept and exercise the governmental powers necessary to develop and operate the project, provided that the City receives County monies currently requested by a McLeod County Solid Waste Abatement Grant Application, and monies for the amended request for the Household Hazardous Waste Facility, BE IT FURTHER RESOLVED, the Hutchinson City Council authorizes the Director of Water/Wastewater and Resource Recovery to sign the Final Capital Assistance Program Grant Application on behalf of the City of Hutchinson. Adopted by the City Council this 13' day of October, 1998. Marlin Torgerson Mayor ATTEST: Gary D. Plotz City Administrator is J Nov -06 -98 12:29P HUTCHINSON PARKS /FORESTRY 1 -320- 234 -44SB The City of Hutchinson Org anic Waste Collection Pilot Program RESIDENTIAL COLLECTION SUMMARY 227 Total participants MUM DATE 5115/98 AMU= CO a . C D M OF STOPS 108 stops 5850 lbs. 5/22198 9100 lbs. 168 stops 5/29198 7600 lbs. 117 stops 6/5198 15700 lbs. 191 slops 6/12/98 9290 lbs. 155 stops 6/19/98 9390 lbs. 184 stops 6/26/98 13,620 lbs. 181 slops 7/3198 19,900 lbs. 192 slops 711 10,970 lbs. 199 stops 7/17/98 16,790 lbs. 183 stops 7/24/99 9,990 lbs. 187 stops 7/31/98 12,540 tbs, 220 stops 6/07198 14,960 lbs- 219 stops 9/14/98 10,030 lbs. 188 stops 8/21/98 16,800 lbs. 204 stops 8128/98 12,5001bs. 212 stops 9/04/99 9,60016x. 200 stops 9112/99 14,550 lbs. 189 slops 9/! 8/98 8.960 lbs. 172 stops 9/23/98 12,890 tbs. 161 slog 10/02/98 9,700 tbs. 173 stops: Average 11,991 lbs. 181 slops (W% participation) M1 -1;1 -� • CUQV HC,,Vb C-0 P_01 0 MEMORANDUM To: Mayor and Council FROM: Gary Plotz, City Administrator Randy DeVries, Director of Water/Wastewater RE: Preliminary Engineering Services and Final Design Engineering Services DATE: October 9, 1998 The State of Minnesota, Office of Environmental Assistance (OEA), requires a preliminary engineer's design as part of our final grant submittal, due November 9, 1998. The City of Hutchinson solicited "Requests for Proposals" (RFP) for engineering services. A copy of the RFP is attached to illustrate the depth of the services. An Administrative Committee of Roxy Traxler (County Household Hazardous Waste • Representative), John Rodeberg, Lawrence Winter, Jon Mandole (Prairie County R & D), and Randy DeVries received three proposals. The committee narrowed down the proposals to two firms, RUST Engineering and Donahue & Associates, and conducted interviews on Wednesday, October 7. The Committee unanimously selected RUST Engineering because of the depth and experience of the design team. Additionally, the firm had a strength in expertise to designing Household Hazardous Waste building facilities. As part of the RUST design proposal, they have teamed up with another firm, R.W. Beck. For your information, R.W. Beck is the county's consultant on the County Solid Waste Management Plan, and, specifically, composting. I have visited with the county attorney to check out if there was any conflict of interest issues, and, on a preliminary basis, he has verbally told me probably not. He will notify the City before our meeting as to his final opinion. The contract is capped off at $5,000 for services up to the grant submittal (November). The balance of the contract for actual design, etc. ($243,303) would be contingent upon final selection by OEA and execution of a grant contract between OEA and the City. n U r- J7 0 REQUEST FOR PROPOSALS RELATED TO ENGINEERING SERVICES FOR PREPARING FINAL GRANT APPLICATION, AND FINAL DESIGN & SPECIFICATION OF COMPOSTING FACILITY Issue Date: September 22, 1998 • SUBMISSION DEADLINE: 10:45 AM OCTOBER 5,1998 CONTACT: Lawrence Winter, Resource Recovery Coordinator Hutchinson City Center 111 Hassan Street SE Hutchinson, MN 55350 -2522 (320) 234 -4209 Fax (320) 234 -4478 8`-J SCOPE OF SERVICES 1. Participate with Design Team to prepare a preliminary design for proposed compost facility. (See Appendix for information about Design Team) 2. Complete analysis of combining household hazardous waste facility into compost processing building vs. two freestanding structures. 3. Prepare and produce Final Grant Application to the Office of Environmental Assistance (OEA) Capital Grant Program This will include: - Integrate design from design team into existing draft grant proposal submitted by the City. - Coordinate with Project Consultant. - Provide preliminary plan view of compost process and facility layout. - Provide preliminary plan view of Household Hazardous Waste Facility layout - Provide City with Final Grant Application no later than November 9, 1998. 4. Complete evaluation of materials handling and operating cost analysis based on preliminary design. 5. Participate with Hybrid Poplar- Leachate Utilization Team to prepare a design for proposed compost facility. (See Appendix for information about Hybrid Poplar- Leachate Utilization Team) 6. Evaluate the capital cost, revenue potentials, and operating costs of the Hybrid Poplar- Leachate System developed by the team in #5 vs. installation of a sewer line from the compost pad to the waste water treatment facility. 7. Refine preliminary design with Design Team as needed for Permit Application to Minnesota Pollution Control Agency. (City staff will coordinate this activity since a permit application has already been submitted to the Minnesota Pollution Control Agency. The existing permit application will be amended with submission of the revised process design. City staff and its previous consultant, Liesch Associates will coordinate the permit application amendment) Engineers chosen in this RFP will: - Provide Final Plan View and Facility Drawings as required. • - Take soil borings needed for buildings and compost pad along with site mapping. (Digitizing) - Provide Amended Leachate Management section of MPCA permit application including drawings required by the MPCA. 8. Meet with Project Management Committee with City staff once per month. 9. Prepare General Contractor Bid Process. Engineer will include the following items within the General Contractor Bid Requests: (a) Earthwork, facility ingresslegress, compost pad, and parking lot specifications. (b) Building specifications. (c) Equipment and installation specifications. (d) Electrical specifications. (e) Inspection Services. 10. Assist City in choosing contractors and vendor equipment from bid responses. 11. Provide Project Management on Facility Construction as requested by City staff. n L-A RFP Requirements 1. The City of Hutchinson is not obligated to consider any RFP response received after 10:45 AM October 5, 1998. All RFPs are to be delivered to: Hutchinson City Center 111 Hassan Street SE Hutchinson, MN 55350 -2522 (320) 587 -5151 There will be no bid opening and information regarding RFP responses will not be discussed in public until the October 13, 1998 City Council Meeting or as determined by the City Administrator. 2. RFP response must include a listing of individuals that will actually work on this project. A description of the roles that these individuals will play must also be provided along with qualifications and experience for each of these individuals. 3. The winning respondent to this RFP will be required to hire Mr. Phil Leege PE as a subcontractor to assist in the compost facility design. Mr. Leege served the Compost Council for many years as an employee of Proctor & Gamble and is considered one of the best compost engineers in the world. He charges $125.00 per hour plus expenses. All of Mr. Leege's charges must be included in all costs estimates for work included in this RFP. At minimum each respondent should assume the following for estimating Mr. Leege's expenses: - 6 hours of teleconferencing on preliminary design work - 16 hours of design work and design review work prior to submission of grant application to OEA. At the choice of the Respondent, additional hours for Mr. Leege or travel costs for a visit may be • included in the budget. 4. The RFP response must include a budget section that lists estimated costs for each service listed in the scope of services. The following assumptions can be used as a guide to making cost estimates: (a) The design committee will meet for 16 hours provide direction to Engineer Firm on preliminary design as described in #1 of scope of services. (b) Project Consultant will also be assisting in preparation of both OEA grant application and MPCA permit and will be coordinating activities with Engineer Firm. Assume that Project Consultant will provide at least 24 hours of writing/research on each document (c) Project Consultant and Prairie RC & D Council will provide preliminary design concepts without drawings for the leachate utilization system. Consultant and Prairie Country RC & D will provide 16-32 hours in coordination with Engineer to develop the leachate design system. (d) It is expected that #2 in the scope of work will not exceed 16 hours. (e) Monthly project management meetings will likely include 3 hours of on -site time per month. (Scope of Work item #8) 5. Costs for #1, #2, and #3 of Scope of Work needs to be held to $5,000 since OEA funding does not cover these items. 6. Cost estimates provided for, #3, #7, #8, #9 and #11 in the response document must not exceed costs encountered in execution of this project 7. Cost estimates for providing Project Management services should be listed separately for the five following categories: (a) Earthwork, roads, parking lot, and compost pad (b) Building(s) (c) Equipment and Installation (d) Electrical and HVCA (e) Construction Inspection 8. All RFP Responses must be submitted in a bound document Nine copies of the RFP response • document must be submitted by the 10:45 AM deadline. 9. Cost of entire RFP response can not exceed $275,000 through the date of when an occupancy permit • can be issued to the City for the compost facility. This cost is low due to considerable work the City has completed and other resources the City will provide to complete this project. For example, City staff believes that most of the specification work on equipment is close to complete. Secondly, Project Consultant John Madole will also be provided to assist in writing and preparation of the OEA grant and leachate system design to keep over costs of project down. Other design consultants such as Bob Watson and Judy Purman will be provided to the design team without charge to the selected engineers. The City is also willing to negotiate with the engineer concerning project management functions that City staff might provide. 10. The City reserves the right to further negotiate certain items in the contract with the selected engineer. For example, McLeod County may participate in the project by partially funding their building architect to provide designs for building structures. In this situation fees paid by the City to the engineer and the scope of services would be reduced at the same time. 11. RFP response must include a description of your teams involvement in related projects in the following areas: (a) Composting Facilities (b) Household Hazardous Waste Facilities. Available Data and Information The City is currently operating a pilot collection program and compost facility. Approximately on tenth of City residents are within a route where organic wastes are collected at curbside from residents. Yard waste, food waste, nonrecyclable paper, and other compostable materials are being collected and brought to the waste waster treatment facility. The material is currently being composted on site and sold to residents. Tours of the compost facility can be arranged with Lawrence Winter. Copies of the preproposal submitted to the Minnesota Office of Environmental Assistance and the initial permit application to the Minnesota Pollution Control Agency are available upon request. For tours or documents requests contact Lawrence Winter at (320) 234 -4478. For tours or documents request related to Household Hazardous Waste Facility contact Roxy Traxler at (320) 234 -7166. Concerning the current status of Hutchinson's Permit Application to MPCA, including the status of an amendment to the grant application for concrete compost pads, contact Matt Ledvina, Project Manager, B.A.Liesch associates at (612) 559 -1423. Other inquires concerning the project should be addressed to either Lawrence Winter at (320) 234-4478 or John Madole at (612) 927- 5179. The City is not obliged to provide any document requests after September 30, 1998. The City may charge copying fees for providing any documents requested. Mr. Madole and Mr. Winter are not obliged to respond to major questions after October 3, 1998. r 1 LJ 0 Engineering Selection Process 1. A Selection committee has been chosen to review all the Proposals. This Committee is responsible to make recommendations to the Hutchinson City Council on which group responding to the RFP will be chosen. The Selection Committee is made up of the following individuals: - Gary Plotz, City Administrator - John Rodenberg, City Engineer - Randy DeVries, Waste Water Treatment Manager - Lawrence Winter, Resource Recovery Coordinator - John Madole, Project Consultant - Ed Homan McLeod County Solid Waste Officer. 2. The Selection Committee reserves the right to recommend any of the RFP respondents or reject all responses. 3. The Selection Committee plans to use the following guidelines to recommend the best RFP response to the City Council. The evaluation criteria is proposed to be based on a point system as follows: (a) Capability and experience in Compost Facility Design and Equipment. 22 Points (b) Capability and experience in Civil Engineering required for roads, earthwork, compost pad, and other surface design. 12 Points (c) Demonstrate teams value to City in helping receive environmental permits with the Minnesota Pollution Control Agency and grants dollars with the Minnesota Office of Environmental Assistance. 22 Points (d) Capability and experience in designing House hold hazardous waste facilities. 22 Points (e) Project Management capability and experience. 22 Points TOTAL POINTS POSSIBLE 100 4. The Selection Committee plans to send its written recommendations to the Hutchinson City Council no later than October 9, 1998. 5. The City Council of Hutchinson will be scheduled to vote on recommendations of the Selection Committee. Although Committee recommendations are likely to be approved, the City Council reserves the right to reject any recommendation and take any action that it sees fit concerning hiring engineering assistance for this City project. 11 0 ENGINEERING SERVICES PRELIMINARY SCHEDULE RFP Issued. September 22, 1998 RFP Due. October 5, 1998 10:45 AM Interviews of Short Listed Interviews October 6 and 7, 1998 Staff Recommendations to City Council issued. October 9, 1998 City Council Consideration of Staff Recommendation October 13, 1998 Design Team Sessions October 14 and 15, 1998 Contract between City and Firm to be concluded October 23, 1998 Final Grant OEA Application provided to City November 9, 1998 City Staff Approval and Submission to OEA prior to November 13, 1998 Soil borings for build sites and compost pad completed November 20, 1998 Hybrid Poplar- Leachate Utilization Design Team Meetings November 18 and 19, 1998 Submit amended leachate section of MPCA permit December 1, 1998 Submit revised Plan View & Designs for MPCA permit December 1, 1998 Permit application submitted to MPCA by City December 18, 1998 Draft of General Contractor Bid Request submitted to City January 4, 1999 General Contractor Bid Request issued by City January 27, 1999 OEA negotiations and approval expected by February 1, 1999 Site mapping completed February 15, 1999 General Contractor Bid Opening February 15, 1999 City Staff, Engineer, and Consultant Evaluate Bids February 15 -17, 1999 City Staff recommends General Contractor to City Council February 18, 1999 City Council Acceptance of General Contractor Bid February 23, 1999 Contract between General Contractor & City signed March 1, 1999 Earthwork begins April 3, 1999 MPCA negotiations and permit approval expected by May 3, 1999 Pad Construction Begins May 3, 1999 Building Foundations Laid May 3, 1999 Building Erection Begins May 17, 1999 Black top work completed May 21, 1999 City Collection Program begins Ramp -up May 24, 1999 Process Building Shell Complete July 1, 1999 Equipment Delivery July 15, 1999 Equipment Installation and Electrical Complete September 15, 1999 Equipment Shakedown Starts September 15, 1999 (All schedule subject to change.) • `J 0 APPENDIX The Design Committee that will work on the preliminary design and review the final design work prior to submission to the Office of Environmental Assistance will include the following individuals: - Gary Plotz, City Administrator - John Rodenberg, City Engineer Randy DeVries, Waste Water Treatment Manager - Lawrence Winter, Resource Recovery Coordinator - John Madole, Project Consultant and experienced compost facility manager - Bob Watson, Great River Products, Inc., a bagging and marketing consortium - Judy Putman, The Linden Group, a recent and experienced compost facility manager - Ed Homan, McLeod County Solid Waste Officer - Roxy Traxler, McLeod County HHW Officer - Tom Workman., Aagard West Sanitation - The Engineering Group selected through the RFP process The Hybrid Poplar- Leachate Utilization Team will work to design a leachate utilization program centered on a hybrid poplar plantation. John Madole and Steve Vongroven will provide preliminary design concepts and estimates prior to the £ust team meeting. The team will include the following individuals: - Randy DeVries, Waste Water Treatment Manager - Lawrence Winter, Resource Recovery Coordinator - John Madole, Project Consultant - Steve Vongroven, Prairie Country RC & D Council and Minnesota DNR - The Engineering Group selected through the RFP process Following is the list of fums that have been sent copies of this RFP: R.W. Beck Bolton & Menk BRW, Inc. Donohue & Associates Genesis Architecture HDR Engineering, Inc. Liesch & Associates, Inc. McCombs Frank Roos Associates OSM Orr Schelen Mayeron • RCM Rieke Carroll Muller Associates, Inc. Rust Environmental and Infrastructure Sebesta Blomberg & Associates • SEH Engineering SRF Consulting Group, Inc. TKDA Genesis I 0 INTER OFFICE MEMO Date: October 9, 1998 To: Mayor & City Council From: City Administrator Gary D. Plotz & Director Randy DeVries CO NTRACT ; SERVICES W FRAERI COUNT CO Since the preparation of writing the final grant is a significant task, we need a project coordinator to assist us. The grant is due November 9, 1998. McLeod County is a member of the Prairie Country RC &D Council. This is a regional group that can assist communities with such application and general oversight on projects. It is noteworthy that Commissioner Grant Knutson is a member of the Council. The McLeod County Board passed a resolution endorsing the concept of using their services/expertise. The Council does employ John Madole, one of the top compost experts in the Midwest. He is willing to be our Project Coordinator both before final grant submittal, and if approved, through completion of the project. Attached is a contract for services with Prairie Country RC &D Council. The grant submittal coordination is capped off at not to exceed $5,000, based on an hour rate shown in the appendix of the agreement. Services thereafter are contingent upon the grant going through and approval of an OEA/Hutchinson contract. gK JOHN CHRISTOPHER MADOLE ASSOCIATES, INC. • September 23, 19% �� 2 1998 CIr HU NSON Mc Gary Plotz City Administrator Hutchinson City Center 111 Hassan Street SE Hutchinson, MN 55350.2522 Dear Gary: Attached ate two signed copies of the Memorandum of Understanding (MOq between the City and the Prairie Country RC & D Council. Dennis Peterson, President of the Prairie Country has signed both copies I assume that the City Council will act upon the MOU at their next meeting on October 13 When the City signs this MOU, then one of the copies should be returned to Prairie Country for their records. I will be in touch with you soon. Sincerely, • John Christopher Madole President Cc Randy Nelson, Prairie Country RC & D Council 4 11 5617 WOOD LANE • MINNEAPOLIS, UN • 554351525 I PHONE: (612) 927 -5179 • FAR: (612) 927 -5179 a- MAIL:. SAGEMADOLE ®EAETHLINK.NET • MEMORANDUM OF UNDERSTANDING September 22, 1998 1. City of Hutchinson (City) wishes to retain the services of Prairie Country Resource Conservation & Development Council (RC & D) as a subcontractor to provide compost marketing assistance, hybrid poplar plantation development assistance, compost design & operations assistance, regulatory reports & permit applications assistance, grants writing help in raising fonds for the City, and other environmental assistance. 2. The City will define tasks needing to be completed by the RC & D. The RC & D will confirm with the City those tasks that can be realistically completed The City and the RC & D will discuss the number of hours to be worked each week and the RC & D will not bill for hours in excess of the agreed upon number. After discussion between the parties and both parties agree upon tasks, then the RC & D will complete the tasks. The City agrees to pay for administrative time needed for discussions between the parties to define tasks and haws needed to complete these tasks. 3. The RC & D agrees to provide the City with invoices for work performed on a monthly basis. The City agrees to compensate the RC & D within 14 days of when invoices are presented RC & D shall be paid according to terms defined in the Appendix. 4. The City guarantees to provide the RC & D with at least 500 hours of work for John Madole. The City also guzimmees to provide the RC & D with at least 24 hours for Judy Purman and provide travel expenses for blob Watson for a mimmtmt of two trips. The Appendix contains additional terms concerning John Madole, Judy Purman, and blob Watson. The starting date will be established by the City, but will be no later than 30 days after receiving approval to proceed on the composting project by the Minnesota Office of Environmental Assistance. The City will provide the RC & D with a written notice to proceed when services are to begin being provided 5. The RC & D agrees to provide free technical assistance to the City concerning hybrid poplar plantations as a form of leachate treatment. The RC & D is available to provide contract services to • actually plant and maintain the plantation should the City choose to retain the RC & D for this purpose. Any such services will be contracted through a separate memorandum of understanding. 6. The City agrees to pay travel and lodging expenses insured by the RC & D to provide services requested by the City. Further terms are contained in the Appendix. 7. This Memorandum of Understanding (MOU) shall be m effect for two years starting with the date on the City's notice to begin. The City agrees to compensate the RC & D for all work performed and travel expenses incurred prior to the ending of this contract 8. The City agrees to provide the RC & D $5, 000.00 to mobilize the individuals and resources to support the City. The City agrees to provide the $5,000 to the RC & D within 10 days of the signing of this Memorandum of Understanding. If the City of Hutchinson fails to receive funds from Minnesota Office of Environmental Assistance for the City of Hutchinson Compost Facility within twelve months of the date of this Agreement, then the funds provided shall remain with the RC & D. In this circumstance, the RC & D shall be free of any obligation to repay these funds. 9. The RC & D is not obligated to return any portion of the S5,000 described in Section 8 unless the RC D receives at least $5,000 in payments from the City for worked performed under this MOU. The RC & D agrees to reimburse the City for the $5,000 within 14 days of receiving payments in excess of $5,000 for work completed under this MOU. 10. The City agrees to hold the RC & D harmless for any actions by John Madole, Judy Putman, Bob Watson or any other individuals/subcontractors provided to the City through this MOU. 11. The law governing this MOU shall be the State of Minnesota 12. At the request of either party, any dispute arising out of or in connection with this MOU shall be submitted to binding arbitration to be conducted in Minneapolis, MN in accordance with the Commercial Arbitration rules of the American Arbitration Association. • F -K 0 The undersigned agree to all provisions of this memorandum of understanding as of this day and year. Its: City A dministrat or By Its: Mayor Date: 1/ APPENDIX C J 1. Billing Rates without Administrative Fee. John Christopher Madole Judy Purman Bob Watson Others to be established by mutual agreement. $60 per hour. $75 per hour. SO per hour. 2. Administrative Fees. The Prairie Country RC & D will charge a 10% fee for all billing rates charged by John Christopher Madole, Judy Purnran. 3. Travel Costs. Both parties agree that travel costs will include a S.24 per Diem for mileage relating to assignments requested by the City. This per Diem includes any transportation by either Bob Watson or Judy Purman to get to the City of Hutchinso or other locations requested by the City. This per Diem will also be provided to John Madole for travel to locations other than the City composting facility. Normal commuting to the City's compost facility will not be billed for John Madole. 0 INTER OFFICE MEMO Date: October 9, 1998 To: Mayor & City Council From: City Administrator Gary D. Plotz vubject: Organizational Structure and Job Descriptions forflanning. Zoning & Ruilffl 1 ' :. ■ n ' Jim Marka has notified the City that he will not be returning and is very happy with his current position as a regional state building official. The Council requested directors and staff review the organizational structure. This has been an on- going process for the past eight weeks. The directors and staff have had three full directors' meetings on the topic, as well as several sub- committee meetings consisting of directors, myself; and Brenda regarding the departmental job descriptions. The sub - committee on job descriptions included Ken Merrill, John Rodeberg, Mark Hensen, Brenda Ewing and myself. The recommendation of the directors and myself is to keep the current position known as Director of Planning/Zoning/Building. It was felt that the growth of the town and the associated planning needs make this a very important function of local government, and one that deserves to remain a separate and distinct directorship. Secondly, the Building Inspector has been performing as the `Building Official" since he has been the primary person doing both plan reviews and inspections. After further review of the Building and Zoning job description, it was felt that the supervision of the custodial services should be the responsibility of this individual. Electrical, heating and other issues that often happen within the City Center matched well with this position. Brenda Ewing will be at the City Council meeting to highlight the changes mentioned as well as others. The action that is being recommended, and requested, is to upgrade the Building Official to a Grade F and approve the job description based on what Mark Hensen is currently doing. This grade change would eliminate overtime since he would be considered a "salaried employee." His current pay is X )V / $38,522 plus he has been paid overtime amounting to $5,111 this far in 1998. This change, if approved, would immediately make him salaried at $43,700. In addition, we would request you to approve both the updated job description of the Director of Planning/Zoning/Building as well as the City Center Custodian/Maintenance Operator. The custodian position would remain unfilled until the budget is approved. We would proceed immediately to fill the position of Director of Planning/Zoning/Building. /mjs City of HAchinson Organization Chart Citizens of Hutchinson Utilities Planning Public Health Tree Telecommunications Mayor and City Council City Attorney Resources/ Transit Coordinator city Administrator ' Director of Engineering Asst to Engineer information Services Coordinator h: %viaiolcftyorg.vad Park/ Water/ Director of LDlrector Recreation/ Planning, Wastewater Community Director Zoning & Ed. Director Building Roo FacllMoslOper Resource Recovery Building Official Manager Coordinator PRCE Coordinator Forester Resource Recovery Coordinator is Airport Commission Hutchinson Area Heiath Care l.Ibrary Board Park/Recrsation/Communky Education Advisory Board Police Civil Service Commission I I Police Chief /' I Uquor Store Fire Chief Emergency Manager Services Deputy Registrar • TITLE BUILDING OFFICIAL jobdes23 1994 DEPARTMENT BUILDING -6a- ACCOUNTABLE TO DIRECTOR OF PLANNING/ZONING/BUILDING SUMMARY THIS IS SKILLED PROFESSIONAL AND INSPECTION WORK IN THE ENFORCEMENT OF THE MINIMUM REQUIREMENTS OF THE STATE BUILDING CODE AND LOCAL ZONING ORDINANCES DUTIES AND RESPONSIBILITIES Coordinates and supervises the activities of the Building Department, including the evaluation and inspection of construction for compliance with all local, state, and federal codes and regulations. Assists and advises the general public, design professionals and construction industry on matters related to building construction. Completes and processes all related permits and reports, and coordinates the collection of various permit fees. 2 Develops and provides a facility management system for City Center. Directs and supervises custodial staff and activities at City Center. Provides technical assistance to the Parks and Recreation Department, and other City departments, as appropriate. • 3 Applies city ordinances and building codes as they relate to all types of construction. Consults on construction matters with the Director of Planning/Zoning/Building, Fire Chief, and the Director of Engineering/Public Works as needed. Reviews plans for all types of construction to insure minimum building code and zoning compliance. 5 Supervises and conducts on -site inspections of all types of construction for conformity with requirements. Issues corrective orders. 6 Reviews and issues building permits and certificates of occupancy. Determines value or valuation of buildings for permit fees in accordance with established codes and city policies. Assists office personnel in preparing related reports and documents. 7 Supervises the activities of the building inspector and building secretary. 8 Oversees the preparation of records of daily transactions and the maintenance of records of permits granted and buildings inspected. Coordinates with building department staff to prepare monthly report of all permits issued for the city council, State agencies, and Building Code Division of the MN Dept. of Administration. 9 May conduct additional inspections that include: plumbing, mechanical, gas piping, handicap and flood plain regulations. Assists Director of Fire Chief with rental inspections. • 10 Works closely with public works department in planning of new developments. Attends planning staff meetings. Works with other city departments as needed. 11 Initiates the preparation of the annual budget for the Building Department and City Center. Submits budget requests to the Director of Planning/Zoning/Building for coordinated review. 87-41 • 12 Attends meetings as required. 13 Performs related duties as assigned by director. DESIRABLE QUALIFICATIONS Five years substantial experience in construction trades and/or inspection supplemented by related engineering or technical training. Ability to establish and maintain effective working relationships and to communicate clearly tactfully, decisively and impartially the requirements of local, state and federal codes and regulations. SPECIAL REQUIREMENTS State of Minnesota Certified Building Official certification. Ability to perform all essential position functions under the working conditions as described. Valid MN drivers license required. WORKING CONDITIONS Inside and outside work. On -site inspections during all phases of construction activity as needed. Considerable public contact and exposure. 0 Grade F 0 TITLE DIRECTOR OF PLANNING /ZONINGBUILDING jobdesc22 10 -98 DEPARTMENT PLANNING/ZONING/BUILDING -6- ACCOUNTABLE TO CITY ADMINISTRATOR SUMMARY THIS IS ADMINISTRATIVE AND SKILLED PROFESSIONAL WORK DIRECTING AND FACILITATING THE COMMUNITY'S PLANNING/ZONING/BUILDING PROGRAMS DUTIES AND RESPONSIBILITIES 1 Coordinates and supervises the activities of the Planning and Zoning Departments. a Develops and coordinates City Planning regarding growth management, annexation, demographic trends, subdivision development, and other related matters, including but not limited to, EDA and HRA activities. b Facilitates and participates in comprehensive planning, capital improvement planning, and transportation planning in coordination with the City Directors and planning staff. Annually presents City Planning issues and information to the City Council and Directors during the annual retreat. c Administers the City zoning and subdivision ordinances. Provides technical assistance and ordinance interpretation to contractors, developers, and land owners to assure ordinance compliance. Revises, updates and develops ordinances as required. d Implements the "One- Stop - Shop" concept for proposed development. • e Completes and processes all required related permits, reports and notices, and coordinates the collection of various fees with the engineering department. f Responsible for code(ordinance enforcement. g Serves as principal staff for the Planning Commission and Joint Planning Board. 2 Coordinates and supervises the activities of the Building Department. a Supervises the activities of the building official, including the evaluation and inspection of construction for compliance with all applicable codes and regulations, matters related to building construction, the processing of all related permits and reports, and the collection of permit fees. b Supervises the custodial and maintenance activities related to City Center facilities. 3 Supervises the development and implementation of a facilities management system for City buildings including, but not limited to, City Center and the library. Provides technical assistance to other City departments as appropriate in coordination with the budding official. 4 Coordinates with City officials, directors and other authorities concerning the application of local, state, and federal ordinances, codes, rules and regulations. 5 Develops and prepares grant applications and administers grants to assist the City planning activities. 6 Prepares and reviews the annual budget request for the Planning and Zoning Department. Prepares the Building Department and City Center annual budget requests in coordination with the building official. 7 Attends meetings as required. 8 Performs related duties as required. M WAI 0 DESIRABLE QUALIFICATIONS Bachelors degree in planning or related field. Five years of administrative and supervisory experience in the planning and zoning fields. Thorough knowledge of principles and procedures of municipal planning local and state legislation governing municipal planning activities, and principles of public administration relative to municipal planning and zoning administration. Knowledge of codes, regulations and developments in construction practices. Ability to establish and maintain effective working relationships and to communicate clearly, tactfully, decisively and impartially the requirements of local, state and federal codes and regulations. WORKING CONDITIONS Inside and outside work. On -site inspection to resolve building and development matters. is 0 TITLE CUSTODIAN/MAIIVTENANCE OPERATOR jobdes41 DEPARTMENT CITY HALL MAINTENANCE -62- -62- SUPERVISED BY BUILDING OFFICIAL SUMMARY THIS IS MAINTENANCE AND CUSTODIAL WORK AND AT CITY FACILITIES DUTIES AND RESPONSIBILITIES Performs custodial duties in city center building, with assistance from a building custodian. a Sweeps, mops, polishes and waxes floors. Dusts, polishes, arranges and moves furniture and equipment. Empties wastebaskets. b Makes minor repairs on plumbing, electrical equipment and furnishings. c Washes windows, woodwork and walls. Cleans restrooms and replenishes supplies. Replaces light bulbs. d Opens and locks doors at specified times that may be before or after normal business hours. Starts coffee pots in the break room each morning. 2 Coordinates the contracting of external services such as carpet cleaning, painting, carpentry, electrical, etc. as needed. 3 Assigns work tasks and provides guidance to the building custodian. Requests assistance to see that all custodial duties are completed on a timely basis. 4 Coordinates with the Building Official the ordering of cleaning and/or maintenance supplies for city center and other city facilities as requested 5 Performs maintenance duties on city property with assistance from building custodian. a Mows grass and maintains plants and shrubs around city center. Maintains landscaping at city center and police building. b Cleans debris and snow from sidewalks and steps of city center and police building. c Makes minor repairs to building. Does touch -up painting as required. 6 Performs regular checks of heating, ventilation and cooling systems at city center. Operates the system computer in coordination with the HVAC service provider. Reports Regularly reports on the status of the system and notifies the Building Official of any system problems. Performs weekly checks of the standby generator at the police department, provides documentation and reports problems concerning the generator to the police chief. 7 Monitors condition of city center facilities and coordinates the repair activities with the Building Official. 8 Assists the Building Official with the preparation of the City Center budget request. 9 Responds, in a timely manner, to building issues raised by City Center staff and customers. 10 Performs related duties as required. EQUIPMENT Personal computer, HVAC computer, vacuum cleaner, buffing machine, lawn mower, p! O �� snow blower, tools, cleaning supplies and equipment. DESIRABLE QUALIFICATIONS Knowledge of cleaning materials, equipment and methods. Knowledge of operation of low pressure boiler and heating system. Mechanical aptitude. Ability to schedule own time and work without direct supervision. Physical stamina. SPECIAL REQUIRIIIEENTS Class IV boiler license or ability to obtain license. WORKING CONDITIONS Inside and outside work Flexible schedule may be required due to use of City Center facility. Approximately 35 hours per week at city cuter and 5 hours at police building. MI t 0 0 0 BRYN GARDD DENTAL CARE, LTD. Thomas B. Lyke, D.D.S. John D. Gillard, D.D.S. 945 Echo Drive HUTCHINSON, MINNESOTA 55350 F- „,- �'J SIP 9 4 1998 Crr -I- 130N TN. 667.4766 i September 22, 1998 Mr. Gary Plotz Hutchinson City Center 111 Hassan St. SE Hutchinson, MN. 55350 Dear Mr. Plotz: Please accept this letter as an offer for the parcel of city property located adjacent to the northeast corner of our lot located at 945 Echo Drive. Our offer is as follows: 1. We agree to purchase the 1,386.75 square foot parcel at a rate of $3.25 per square foot for a total of $4,500.00. 2. We agree to move the evergreen tree from this parcel to replace the damaged tree near the southeast corner of our parking lot. Our primary interest in purchasing this parcel of land is to enable us to expand our existing parking lot and reduce the amount of on street parking required by our facility. If you have any questions concerning this offer, please contact our office. incer7 john D��//vv. billard t /"" • MEMORANDUM To: Mayor and Council FROM: Gary Plotz, City Administrator John Rodeberg, Director of Engineering/Public Works RE: Land Remnant Adjacent to Rear of Bryn Gardd Dental DATE: October 9, 1998 We received a request for a land purchase of a remnant parcel on the edge of the City cemetery. Basically, it is a rectangular strip of property immediately behind Bryn Gardd Dental Cares current parking lot. The remnant is in an area we would not see having any graves, because of the new parking lot • and roadway created by the Hantge/City project. We have met with Dr. Gillard and Dr. Lyke and feel their offer price is substantial for only 1,386.75 square feet. We recommend approval. 0 S OPEN -HOLD COUNCIL REPORT 13- OCT- 1998page 1 ___________________________ 1990 IMPROV. BUS _______________________________ POUCHER PRINTING __________________ GO TI BONDS 1990A - -_ __________ - $513.60 < *> $513.60* 1770 TIDS FIRSTAR BANK OF MINNESOTA INTEREST $5,081.25 < *> $5,081.25* 1997 IMPR. CONST BRAUN INTERTEC CORP PROFESS SERV -PHASE I ENVIRON $3,063.00 COMM TRANSPORTATION MATERIAL TESTING & INSPECT $14.84 OSM PROFESS SERV -5TH AVE BRIDGE $4,592.29 SEH PROFESS SERV -MAIN ST SIGNALS $153.10 < *> $7,823.23* 1998 IMPR. CONST SRF CONSULTING GROUP PROFESS SERV - CENTURY AVE $8,088.74 < *> $8,088.74* CENTRAL GARAGE ASPEN EQUIPMENT CO CHIPPER KNIFE, SHARPEN BLADES $177.30 BIG BEAR REPAIR & MAINTENANCE SUPPLIES $95.61 BRANDON TIRE CO FRONT ALIGN $1,137.89 CARQUEST AUTO PARTS - REPAIR & MAINTENANCE SUPPLIES $454.07 CITY OF HUTCHINSON OCT.MEDICAL $432.09 COAST TO COAST HOWE $14.74 CROW RIVER AUTO PARTS $1,754.34 FORTIS BENEFITS OCT LTD $20.78 G & K SERVICES UNIFORMS $132.79 H &L MESABI BLADES $6,460.95 HANSEN TRUCK SERVICE HYDRAULIC HOSE ,S236.75 HOLT MOTORS INC VALVE $103.74 HUTCH COOP CENEX TIRE LABOR, RIM $36.95 HUTCHINSON WHOLESALE CONNECTOR $8.50 IDEAL SHOE SHOP SEWING TARP $15.00 JERRYS TRANSMISSION PARTS $243.52 MN MUTUAL LIFE OCT LIFE $7.35 MTI DIST.CO FRONT CASTER FORK $217.03 RUNNING'S SUPPLY HDWE $2.75 SWEENEY BROS TRACTOR REPAIR & MAINTENANCE SUPPLIES $617.56 • US POSTAL SERVICE W.D. COOLING CLINIC SEPT POSTAGE CLEAN & REPAIR RADIATOR $5.76 $50.80 < *> $12,226.27* GENERAL FUND AAGARD WEST OCT SERVICE $1,528.61 ANDERSON, SHERI REFUND -CLASS CANCELLED $33.00 ANOKA TECHNICAL COLLEGE LP GAS EMERGENCIES COURSE $350.00 ARNOLD & MCDOWELL SEPTEMBER CONTRIBUTION $7,066.00 AUGUST SCHELL BREWING COMPANY TOUR $92.00 BAKKEN, ROGER CLEANING $25.00 BARR ENGINEERING CO PROFESS SERV- SURFACE WATER $123.00 BAUERLY BROS INC. MASON SAND $392.00 BECKER ARENA PRODUCTS FLOODING NOZZLE $897.85 SENNETT OFFICE SUP. COPIER CHARGES $207.12 BETKER, PEARL REFUND - CANCEL CAR MAINT $5.00 BRINKMAN STUDIO SLIDE FILM $25.56 BRODD, JIM REIMS- MILEAGE $40.63 BRUHN, JEFF GAMES WORKED $205.00 BUSINESSWARE SOLUTIONS EPSON PRINTERS $2,011.63 CADD /ENGINEERING SUPPLY TECH PEN #1 $40.38 CAMERA SHOP DEVELOP & PRINT $121.96 CARR FLOWERS PLANT -C SCHULTZE $36.95 CARRIGAN, ANDREA REFUND -CLASS CANCELLED 910.00 CASH WISE BAKERY ,5283.65 CDI OFFICE PRODUCTS LTD STAPLER $133.13 CENTRAL LANDSCAPE SUPPLY HARDWOOD MULCH $575.10 CENTURY LABS WASP SPRAY $99.08 CHAMBER OF COMMERCE LEADERSHIP -LISA GRINA $590.00 CITY OF HUTCHINSON SEPT LODGING TAX $31,600.46 COAST TO COAST PAINT, FILTERS, HDWE $366.26 COLLINS, MIKE & WANDA REFUND -CLASS CANCELLED $15.00 COMM TRANSPORTATION MN /DOT MANUALS $95.00 CONSTRUCTION MARKET DATA GROUP PUBLICATIONS $185.60 COSTELLO, LORI REFUND -MN WILD CANCELLED $36.00 COUNTRY KITCHEN PRISIONER MEALS $27.40 COWGER, KARLEEN REFUND -MN WILD TRIP $36.00 r � L_J /d -A' OPEN -HOLD COUNCIL REPORT ----------------------------------------------- GENERAL FUND CROW RIVER AREA QUALITY COUNCI CROW RIVER PRESS INC CROW RIVER VET CLINIC DAAK REFRIGERATION DEPT NATURAL RESOURCES DEPT OF LABOR & INDUSTRY DEPT OF PUBLIC SAFETY -OISM DISPLAY SALES DON HUME EARL ANDERSON ASSOC ECOLAB PEST ELIM ELECTION SYSTEMS & SOFTWARE ERICKSON AUTO SALES EWING, BRENDA FAMILY REXALL DRUG FORTIS BENEFITS G & K SERVICES GAME TIME GEB ELECTRICAL INC HARKIN STORE HAUGEN, MARV HEALTH SERVICES OF NORTH AMERI HBMMAH, LLOYD HIGGINBOTHAM, RUTH HILARY, KRISTIN HILLYARD FLOOR CARE / HUTCHINSON HUTCH CONVENTION & HUTCH COOP CENEX HU= FIRE & SAFETY HUTCH FIRE DEPT RELIEF ASSC. HUTCHINSON LEADER HUTCHINSON TEL CO HUTCHINSON UTILITIES HUTCHINSON WHOLESALE ICE SKATING INSTITUTE OF AMERI JACK'S UNIFORMS & EQUIPMENT JENSVOLD, ELEANOR JOBS SPORT SHOP JOHNSON, EMILY JONNY'S RESTAURANT JUUL CONTRACTING CO K MART KAISERHOFF KING, KATHY KRCIL, JOYCE KRUEGER, ART L & P SUPPLY CO LARSEN, CAROL LARSON, JUDY LEAGUE OF MN CITIES LILIENTHAL, CINDY LITTLE DUKES MARCO BUS.PRODUCTS MAY, JAKE MCGREGOR, KIM MCLEOD COUNTY RECORDER MCLEOD COUNTY TREASURER MCRAITH, CALLEIGH MEEKER SAND & GRAVEL MERRILL, KENNETH B. METRO ATHLETIC SUPPLY MID -MN DEVELOPMENT COMMISSION MID -MN HOT MIX INC MIDWEST WIRELESS COMM. MINI BIFF MINNCOMM PAGING MLINAR, JOHN MN ELEVATOR INC. MN MUTUAL LIFE MN SPORTS FEDERATION MN STATE FIRE CHIEFS ASSC MODERN MAZDA MOGARD, STEVE MR. MOVIES MRPA MUELLER, DAVE ---------------------------------- SEPT KICKOFF BUSINESS CARDS SEPT CHARGES INSTALL NEW HEATING BOOSTER DNR FEES TO STATE INSPECTION CONNECT & OPERTIONS CHARGES BACK MOUNTING PLATFORM ELK PADDLE SIGNS SEPT SERVICE BALLOT MARKING PENS CAR RENTALS REIMB- MILEAGE, PARKING PENS OCT LTD UNIFORMS CLIMBER, CRAWL TUBE MATERIALS, LABOR, INSPECTION SR TOUR -46 ADMISSIONS REIMB -ICE ARENA PAINT TESTING 29 EMPLOYEES REFUND -FLAG FOOTBALL ATTENDANT HOURS REIMS- MILEAGE, LODGING, TUIT FRONT & REAR BLADES AUGUST LODGING TAX CHEMICALS EXTING INSPECT 1998 STATE FIRE AID ELEC NOTICE MATERIALS, LABOR SEPT GAS & ELEC PRIMER, THINNER PATCHES UNIFORMS REFUND SHELTER RENTAL T- SHIRTS KIDDIE CARNIVAL HOURS WORKED 73 LUNCHES 27" ADJ RINGS PAIN RELIEF, FILM SR TOUR 45 DINNERS REFUND -CLASS CANCELLED REIMS- MILEAGE, MEALS ENTERTAINMENT -SR DINNER DANCE HOSE REFUND- CANCEL LINE DANCING REFUND- CANCEL LINE DANCING 1998 -99 DUES REFUND -CLASS CANCELLED CAR WASHES -AUG & SEPT TONER CARTRIDGE REIMB - MILEAGE REFUND -CLASS CANCELLED FEES 1998 ASSESSMENTS KIDDIE CARNIVAL HOURS WORKED SAND REIMB- MILEAGE, TELEPHONE VO LLEYaar i S HOME AT 116 ERIE ST TN FINES SEPT SERVICE UNIT CHARGE OCT SERVICE REIMB- MEALS, MILEAGE, LODGING SEPT ELEVATOR SERVICE OCT LIFE - COBRA -BENTZ STATE TOURNAMENT ENTRIES CODE BOOKS VEHICLE TOW COMPLIANCE CHECKS VIDEO RENTAL REG -DOLF MOON REIMB- SUCCESS 1998 SEMINAR 13- OCT- 1998page 2. --------------- -- $380.00 $97.59 $386.05 • $1,271.50 $1,015.00 $20.00 $390.00 $20.73 $43.30 $1,620.45 $23.43 $881.39 $69.24 $60.75 $59.96 $1,619.91 $883.36 $1,320.21 $727.00 $46.00 t 209.41 264.48 $10.00 $40.00 8 303.60 201.79 $5,466.41 $1,203.16 $20.00 $51,212.00 $2,914.70 $7,258.81 $4,667.15 8 471.55 486.00 $2,199.39 00 20 19..50 12.88 $438.00 • $41.30 $75.04 $450.00 15.00 68.33 135.00 $3.20 $40.00 $20.00 $6,911.00 $49.00 $8.00 $69.23 47.12 949.00 $168.50 $29,869.00 $12.88 $220.50 $86.08 -$6.28 $3,825.00 $558.57 $970.68 $79.88 9 239.18 269.22 $73.65 1 552.72 420.00 187.23 $62.56 $50.11 $2.99 $1,050.00 $49.00 J OPEN -HOLD COUNCIL REPORT 13- OCT- 1998page 3 _________ _________ GENERAL FUND ____________ NATIONAL CAMERA EXCHANGE --___________________-----_---___---______-__--- REPLACE DAMAGED CAMERA $470.31 NICKLASSON ATHLETIC CO GAME VOLLEYBALLS $433.13 NO STATES SUPPLY INC RUBBER PAD $10.33 • NORTH STAR TURF ATHLETIC MIXTURE, GENERAL TURF $444.09 NORTH STAR TURF INC GENERAL TURF MIXTURE $67.38 OLSON, FRANCIS CANCEL CAR MAINT & STOCKS $8.00 PALMER, BETTIE REFUND -CLASS CANCELLED $59.00 PARTIES PLUS NAPKINS, STICKERS $9.37 PEARSON, KIM REFUND -CLASS CANCELLED $12.00 PELLINEN, WILLARD PROFESS SERV- SURVEY DALE ST $290.00 POHLMEIER, RICH GAMES WORKED $75.00 POPP ELECTRICAL INC MATERIALS, LABOR PRAHL, DOROTHY REFUND -MN WILD CANCELLED $ $87.42 12.00 QUADE ELECTRIC STAPLES, NMB, NAIL BOX $16.61 R & T SPECIALTY DARE SUPPLIES $151.05 RANNOW, AMY REF UND -SWIM LESSONS RE IRRIGATION & PTIC I SP $ $15.40 TROFITRECYCLING INC RECYCLING CHARGES $332.18 RIDER BENNETT EGAN & ARUNDEL PROFESS SERVICES THRU 8/31/98 $625.00 RIDGEWATER COLLEGE EMS TESTING $80.00 RUBINO, ARNULFO PARTIAL REFUND- SECURITY $60.00 RUNNING'S SUPPLY FAUCET & HDWE $1,187.98 RUPPERT, CHRISTINE REFUND -CLASS CANCELLED $49.00 SCHNOBRICH, MARK REIMB- TRAVEL, LODGING, CONFER $693.73 SCHUMANN, CAROLYN A. REIMB- MILEAGE $32.50 SCHUTT, KIM REFUND- CANCEL ORIGAMI $5.00 SERVICEMASTER PROFESS CARPET CLEANING $912.30 SHOPKO VIDEO TAPES $58.87 SHRED -IT SHREDDING SERVICE $99,90 SIEMERS, SHERYL REFUND- CANCEL FOOTBALL $7.50 SIMONSON LUMBER CO CUSTOM SEALDON BROWN $225.63 SORENSEN FARM SUPPLY REPAIR & MAINTENANCE SUPPLIES $75.18 SR.CENTER ADVISORY BD OCTOBER NEWSLETTER POSTAGE $128.00 STANDARD PRINTING OFFICE SUPPLIES STARKE, RANDY FOOTBALL OFFICIAL $ $100.97 120.00 STILLWATER DEPOT, THE 46 MEALS $1,482.75 SUPERIOR COFFEE & FOODS COFFEE $71.26 THK MECHANICAL REPAIR SPICKET $50.70 TEMPLETON INC ER CONTRIB QTR 3 1998 $1,025.73 THIELE, PEGGY REFUND- CANCEL LINE DANCING $20.00 TRI CO WATER COND SALT $219.17 TRIARCO PAINT $69.19 TRICHE, CHARLENE REFUND - CANCELLED HAIRSTYLES $33.00 TRIPLE G DISTRIBUTING INC POP PURCHASE $26.80 UNITED BLDG CENTERS BRICK MOULD, FASCIA, CEDAR 288.70 US POSTAL SERVICE SEPT POSTAGE 879.26 US WEST COMMON OCT SERVICE 316.62 1101.31 VICTORIAN INN' WINDSOR ROOM, FOOD CHARGES 230.73 WAL -MART AIR FRESHNER WEIS, MARK REIMB- SAFETY BOOTS $60.00 WENDOLEK, JIM ENTERTAINMENT -SR DINNER DANCE $150.00 WM MUELLER & SONS CONTRACT REPAIR & MAINTENANCE $633.73 WOLLACK & ASSOCIATES INC LAW ENFORCEMENT EXAMS $822.71 WOODS PAINTING CENTER BRUSHES $160.49 XEROX OCT COPIER LEASE $908.75 ZILLMER, RICK FOOTBALL GAMES $105.00 < > $197,228.89* HUTCH COMM DEV.0 CASH WISE OPERATING SUPPLIES $17.27 CITY OF HUTCHINSON OCT MEDICAL $432.09 CROW RIVER AREA QUALITY COUNCI KICKOFF PRESENT -M B SCHAUFLER $20.00 FORTIS BENEFITS OCT LTD $16.24 HUTCHINSON TEL CO OCT SERVICE $189.25 MIDWEST WIRELESS COMM. OCT SERVICE $29.15 MN MUTUAL LIFE OCT LIFE $5.67 PIZZA HUT OF AMERICA INC PIZZAS & POP $36.26 REDETZKE, DEL W. REIAB- MILEAGE, MEALS, PARKING $2,974.58 SCHAUFLER, MARY BETH REIND- MILEAGE, MEALS, PARKING $125.90 US POSTAL SERVICE SEPT POSTAGE $40.09 < > $3,886.50• HUTCH TRANS FAC. BUSINESSWARE SOLUTIONS PCANYWHERE $143.78 CASH WISE CUPS, BOWLS $4.83 CITY OF HUTCHINSON SEPT WATER & SEWER $193.44 11 OPEN -HOLD COUNCIL REPORT 13- OCT- 1998page 4 - ------------------------------ HUTCH TRANS FAC. ----- -- ------------------------ COAST TO COAST ---------- ROPE CLIP ----- ------ $21.94 - --- DM2 SOFTWARE LIBRARY MASTER 90W UPGRADE $995.00 G & K SERVICES MATS, MOPS $300.75 HUTCHINSON TEL CO OCT SERVICE $296.58 • HUTCHINSON UTILITIES SEPT GAS & ELEC $1,114.85 KLEESPIE KEYBOARD, LABOR, TRIP CHG $555.00 QUADE ELECTRIC LABOR, MATERIALS $89.44 RUNNING'S SUPPLY GO -JO $ SUPERIOR COFFEE & FOODS COFFEE 59.26 US POSTAL SERVICE SEPT POSTAGE $9.56 < > $3,812.10* LIQUOR STORE AAGARD WEST OCT SERVICE $46.80 AMERIPRIDE LINEN & APPAREL SEPT DELIVERIES $125.19 BERNICKS PEPSI COLA SEPT BEER PURCHASE $1,041.58 CDI OFFICE PRODUCTS LTD OPERATING SUPPLIES $136.63 CITY OF HUTCHINSON LOTTERY PAYMENT $1,996.87 CITY OF HUTCHINSON- GENERAL FUN PAYROLL 9/25/98 $7,630.01 COAST TO COAST FILTERS, BULBS $28.60 ED PHILLIPS & SONS CO. SEPT WINE PURCHASE $3,195.89 FORTIS BENEFITS OCT LTD $55.12 FRONTEER DIRECTORY CO DIRECTORY ADVERTISING $209.58 GLENCOE ENTERPRISE SEPTEMBER ADVERTISING $135.00 GRIGGS COOPER & CO SEPT WINE PURCHASE $11,329.45 HENRYS FOODS INC SEPT TOBACCO PURCHASE $2,380.15 HERMEL WHOLESALE SEPT MISC & TOBACCO PURCHASE $276.16 HUTCHINSON LEADER SEPT ADVERTISING HUTCHINSON TEL CO OCT ADV $ $437.60 138.43 HUTCHINSON UTILITIES SEPT GAS & ELEC $1,112.13 JOHNSON BROTHERS LIQUOR CO. SEPT WINE CREDIT $1,832.53 JORDON BEVERAGE INC. SEPT BEER PURCHASE $1,039.40 K D U Z SEPT RADIO ADS $49.00 KARP RADIO SEPTEMBER RADIO ADS $8.00 KYRS SEPT RADIO ADS $176.00 LENNEMAN BEVERAGE DIST. INC SEPT BEER PURCHASE $2,337.35 LOCHER BROS INC SEPT BEER PURCHASE $11,318.40 LUNDHOLM, LORI CLEAN WINDOWS $42.60 MARGRON- SKOGLUND WINE IMPORTS SEPT WINE PURCHASE $474.00 MN DEPT OF REVENUE TOBACCO TAX - SEPTEMBER 1998 $82.74 MN MUTUAL LIFE OCT LIFE $19.53 QUADE ELECTRIC RETURN GLOBES $19.17 QUALITY WINE & SPIRITS CO. SEPT LIQUOR CREDIT $1,539.08 RETROFIT RECYCLING INC RECYCLE FLUORESCENT LAMPS $8.85 ST. CLOUD RESTAURANT SUPPLY SEPT MISC PURCHASE $289.46 STANDARD PRINTING POCKET ENVELOPE $75.40 TRI CO WATER COND BOTTLE WATER $42.18 TRIPLE G DISTRIBUTING INC SEPT BEER PURCHASE $15,419.50 US POSTAL SERVICE SEPT POSTAGE $101.35 VIKING COCA COLA POP PURCHASE $531.75 WEGNER,NEIL REIMB- PARKING, REPAIR $73.37 < *> $65,754.85* PAYROLL FUND AETNA VARIABLE LIFE ASS. CO. EE CONTRIB 10/3 $575.00 - AMERICAN FAMILY INS CO. EE CONTRIB 10/3 ,S27.88 GREAT WEST LIFE INS. CO. EE CONTRIB 10/3 $75.00 H.R.L.A.P.R. EE CONTRIB 10/3 $170.08 ICMA RETIREMENT TRUST EE CONTRIB 10/3 $2,416.17 PERA LIFE INS CO. EE CONTRIB 10/3 $114.00 PERA- D.C.P. EE CONTRIB 10/3 $52.02 PRUDENTIAL EE CONTRIB 10/3 $180.00 PRUDENTIAL MUTUAL FUNDS EE CONTRIB 10/3 $30.00 PUBLIC EMPLOYEES EE CONTRIB 10/3 $16,907.18 TEMPLETON INC EE CONTRIB 10/3 $280.20 WADELL & REED, EE CONTRIB 10/3 $150.00 r < > $20,977.53* PUBLIC SITES BAUERLY BROS INC. JUUL CONTRACTING CO VINYL TILE $614.79 PVC $39.00 $653.79• RURAL F. D. BRODD, JIM QTR 3 MILEAGE $7.20 CITY OF HUTCHINSON SEPT FUEL $55.02 ,OPEN -HOLD COUNCIL REPORT --------------------------------- RURAL F. D. CROW RIVER GLASS EMANS, BRAD GLAESER, TOM NIES, JEFF PESSEK, TOM REDMAN, RANDY SCHRAMM, STEVE STEELE, DAN WATER /SEWER FUND u c *> 13- OCT- 1998page 5 ------------------------------------- ------------ CONTRACT REPAIR & MAINTENANCE --- -------- $195.98 - ----- QTR 3 MILEAGE $8.10 QTR 3 MILEAGE 6.90 QTR 3 MILEAGE 2.40 QTR 3 MILEAGE 2.40 12.70 QTR 3 MILEAGE QTR 3 MILEAGE $22.50 QTR 3 MILEAGE $13.50 $316.70* AAGARD WEST AG SYSTEMS BAUMAN, JIM BENNETT OFFICE SUP. BIG BEAR CARR FLOWERS CASH WISE CDI OFFICE PRODUCTS LTD CHAMBER OF COMMERCE CITY OF HUTCHINSON CITY OF HUTCHINSON- GENERAL COAST TO COAST CROW RIVER PRESS INC CULLIGAN WATER COND D.P.C.IND.INC DEVRIES, RANDY FISHER SCIENTIFIC FORTIS BENEFITS G & K SERVICES GRAHAM, MARION GREGOR, JOHN HEILMAN, THOMAS HEPPNER, PAUL HUTCH COOP CENEX HUTCH PLBG & HTG CO HUTCHINSON LEADER HUTCHINSON TEL CO HUTCHINSON UTILITIES HUTCHINSON WHOLESALE IMPERIAL PORTA THRONES INDUSTRIAL MAINT SUPPLIES ISCO INC JOHNSON, DOUGLAS JONES, HOLLY JUUL CONTRACTING CO L & P SUPPLY CO LTP ENTERPRISES MIDWEST WIRELESS COMM. MINNCOMM PAGING MN MUTUAL LIFE MN SECTION CSWEA MN VALLEY TESTING LAB MOISAN, GERALDINE NAGY, RICHARD NCL NELSON, CHARLES PRAIRIE COUNTRY RC & D CO RUNNING'S SUPPLY RUST ENVIRONMENT SAFETY FIRST UNITED BLDG CENTERS US POSTAL SERVICE USA WASTE SERVICES INC VESSCO INC VISU -SEWER CLEAN & SEAL WAL -MART WELCOME NEIGHBOR WESTERN AUTO WITTE SANITATION SEPT PICKUP SERVICE COUPLINGS, HOSEBARB, NIPP REFUND OVERPAYMENT COPIER CHARGES SPRAYER PLANT -K MESSNER PHOTOS CALCULATOR, CLEANER, INK REG- MARION GRAHAM SEPT FUEL FUN ASPHALT, GRAVEL BATTERIES BUSINESS CARDS UNIT RENTAL CHLORINE REIMB - MEALS, LODGING, P DETERGENT, SOAP OCT LTD UNIFORMS REIMS- MEALS, LODGING, GAS REFUND OVERPAYMENT REFUND OVERPAYMENT REFUND OVERPAYMENT CHEMICALS ADAPTOR METER CARDS OCT SERVICE SEPT GAS & ELEC SUPPLIES SEPT UNIT RENTAL DRILL BITS CREDIT - RETURNED PRODUCT REIMS- SAFETY BOOTS REFUND OVERPAYMENT CASTINGS & LIDS GUARD 2" GATE VALVE OCT SERVICE OCT SERVICE OCT LIFE REG- MARION GRAHAM WATER TESTS REFUND OVERPAYMENT REIMB- MEALS, MILEAGE, LO LAB SUPPLIES REIMB- SAFETY BOOTS UNCIL BEGINNING RETAINER FLASHLIGHTS & BATTERIES PROFESS SERV - AMMONIA TRM'I SAFETY TRAINING #10 STAKES, LUMBER SEPT POSTAGE LOADS 9/1 - 9/18 DEPOSIT FOR HOUSING -R DE SEWER INSPECTION SLIDE FILM SEPT LISTING MULTI-METER TRUCK TIME & LABOR LES RLLR PAR DGING STDY FRIES $27,870 $32 52 15 $ $30 $32 $ $20 $4,954 $294 $168 $27 14 $496 469 392 1256 $619 $107 $60 $271 $1,474 $738 $21,730 $5,000 $162 $3,206 $300 $485 $1,048 $7,136 $150 $5,402 $22 $57 $110 $86,661 32 04 44 00 84 07 23 53 00 12 00 28 88 00 10 64 38 40 40 85 79 45 69 48 83 06 67 09 54 18 13 42 97 38 00 60 15 17 27 32 00 00 58 13 69 73 00 58 00 00 32 98 26 00 88 91 00 40 00 17* $413,024.62* J IMMEDIATE PAY COUNCIL REPORT 13- OCT- 1998page 1. ---------------------------------------------------------------------------------------------------- 1997 IMPR. CONST REINER IRRIGATION & SEPTIC REPAIR WORK ® CHURCHILL RESID $1,165.25 < *> $1,165.25* GENERAL FUND BAUMETZ, BONNIE REIMB- MILEAGE COMM TRANSPORTATION OCTOBER LOAN PYMT DEPT NATURAL RESOURCES DNR FEES TO STATE EXPERT ASPHALT & SEALCOATING C REFUND FEE -PLANS & SPEC LET #9 FALL MAINTENANCE EXPO REG -LARRY KARG /OCT 1 MCLEOD COUNTY TREASURER J MANDELKOW /COND USE PERMIT MINNESOTA ASSOC OF CEMETERIES REG -FLOYD GROEHLER SCHUETTE, SCOTT SCHOOL VOILENCE REG, MILEAGE TEPLY, TODD MIDDLE SCHOOL DANCE HUTCH COMM DEV.0 US POSTAL SERVICE BULK MAILING POSTAGE HUTCH TRANS FAC. RCH INC LIQUOR STORE CITY OF HUTCHINSON PINNACLE DISTRIB QUALITY WINE & SPIRITS CO PAYROLL FUND AETNA VARIABLE LIFE ASS. AMERICAN FAMILY INS CO. GREAT WEST LIFE INS. CO. H.R.L.A.P.R. ICMA RETIREMENT TRUST PERA LIFE INS CO. PERA- D.C.P. PRUDENTIAL PRUDENTIAL MUTUAL FUNDS PIIBLIC EMPLOYEES TE4PLETON INC WADELL & REED SCDP 97 Heg Reh FIX -IT PLUS HOLTZ, GARY WATER /SEWER FUND DEVRIES, RANDY JCM ASSOCIATES JOHNSON CONTROLS INC SCENIC CONCEPTS US BANK USA BLUE BOOK WIRE TRANSFERS 'AYROLL WITHHOLDING TAX UNLEADED GAS LOTTERY PAYMENT SEPT MISC PURCHASE SEPT LIQUOR PURCHASE CO. EE CONTRIB 9/19 EE CONTRIB 9/19 EE CONTRIB 9/19 EE CONTRIB 9/19 BE CONTRIB EE CONTRIB 9/19 EE CONTRIB 9/19 EE CONTRIB 9/19 EE CONTRIB 9/19 EE CONTRIB 9/19 BE CONTRIB 9/19 EE CONTRIB 9/19 PAINTING PAINTING ADDT'L AIRLINE CHARGE RIP PREPARATION, RESEARCH PRMT ROTATION, COUPLER AERIAL PHOTOGRAPH & FRAME PAYING AGENT FEES COUPLINGS $87.10 $700.00 $1,564.00 $53.25 X135.00 '119.50 05.00 _75.00 400.00 $3,638.85* 0 $61.01 $61.01* $6,179.50 $6,179.50* 684.68 855.61 571.03 $2,111.32* $575.00 $117.04 $75.00 $170.08 $2,646.17 $114.00 $52.02 $180.00 $30.00 $17,828.81 $480.20 $150.00 $22,418.32* $3,700.00 $700.00 $4,400.00* $75.00 $1,170.00 $255.60 159.22 337.38 $20.17 $2,017.37* $41,991.62* $36,391.85 MN DEPT OF REVENUE 7,128.69 0 C Hutchinson 111 Hassan Street SE Hutchln n, MN 55350 -2522 370- 587- 515VFax 320 -234 -4240 E NI 0 R A N D U NI TO: Mayor And City Council Poe L FROM: John P. Rodeberg, Director of Engineering/Public Works � 1 40V RE: BiddinglPurchasing Vehicles � ^A' DATE: September 15, 1998 'V +, Plowman's have again raised issues regarding our bidding procedures, and have stated that they are not required to complete warranty work on vehicles not purchased from them. We have addressed these issues before, and believe that we are acting in the legal and appropriate manner. Competitive Biddine We have reviewed the competitive bidding process in the past with former City Attorney Barry • Anderson, and agreed that if we could show an added cost for purchasing out of town, we could utilize this as rationale for awarding to a local dealer with a higher bid. The calculated additional cost to pick up a vehicle was previously calculated at $420, and the attachment from John Olson(3 currently calculates the added cost at $440. We therefore have had a policy of awarding the vehicle locally if it is within that amount of the lowest bid (The Police vehicles were approximately S1,1001each higher from Plowman's than from Superior Ford). Please note that our purchase price for vehicles dropped dramatically when we started utilizing state bids to improve the competitive bidding process. Warranty Work We have been told by Plowman's that they will not complete warranty work on vehicles not purchased through them. They have noted that Ford policy allows them to refuse this service. Please find attached a copy of the warranty information from the Ford Internet siteO and a page from the 1998 Ford Warranty Guida. They both clearly state that a vehicle may be taken to any Ford authorized dealer for warranty repairs. This may need further clarification, but the printed policy appears clear that as an authorized Ford dealer they must complete warranty work. Conclusion We need to operate within the competitive bidding requirements. Our process has been developed over time, and reviewed by the City Attorney. We do allow for the added cost to pick up vehicles out of town, but are obligated to award the bid to the lowest price. We believe that this is also a • prudent process for reducing the cost to the taxpayers. Our previous experience has indicated that the taxpayers have saved significant costs due to this process. cc: John Olson, Assistant Public Works Director file: vehicle Purchasing Marc Sebora, City Attorney Primed on rerycled p^pec - Warranty Information men Goes Your Warranty Begins 1 Your warranty starts the day you take delivery of your new vehicle or the day it i first put into service (for example, as a Baler demonstrator), whichever comes first. And should you ever need warranty repairs, you may take your vehicle to any uthorized Ford or Lincoln - Mercury deale Maintain Your Vehicle Property Your glove box contains an owner guide and a service guide for reference and for recording maintenance work done on your vehicle. Proper vehicle maintenance is the responsibility of the owner. Ford Motor Company may deny you warranty coverage if you fail to keep records and receipts indicating that the vehicle maintenance specified in the Maintenance Schedule booklet has been performed. Who Pays For'4+'YarranW nepa..lrgr You will not be charged for covered warranty repairs made during the warranty periods for Bumper -to- Bumper, Safety Restraint, Corrosion or Emissions Coverage. Sometimes Ford may offer a special adjustment program to pay all or part of the cost of certain repairs beyond the terms of the warranty. Check with your dealer or call 1- 800 -392 -3673 (FORD) to learn whether any adjustment program is applicable to your vehicle. Please have vehicle identification number available. Do Warranties Apply, I Gther CountrleGE The New Vehicle Limited Warranty and the Emissions Warranties described here apply to your vehicle if: it was originally sold or leased by a Ford Motor Company dealership in the U.S. or U.S. Federalized Territories; and ❑ it was originally registered/licensed and operated in the U.S., U.S. htip:IANww.ford.com/customerserviceMarranty/basic,html Vehicle buyers rate warranty coverage as an essential factor in the decision to buy or not to buy. 0 1 of 2 09115/86 11:5 8:32 1. Introduction • Ford Motor Company and your selling dealer thank you for selecting one of our quality products. Our commitment to you and your vehicle begins with quality protection and service. When you need warranty repairs, Ford recommends that you take your car or light truck to your selling dealer, who wants to ensure that you continue to be satisfied with your vehicle. You may, however, take your v ehicle to an -, authorized Ford Motor Company dealership for warranty This booklet explains in detail the warranty coverages that apply to your 1998 -model car or light truck. If you bought a previously owned 1998 -model vehicle, you are eligible for any remaining warranty coverages. •The warranty includes: s► New Vehicle Limited Warranty (pages 4-7) s► Emissions Defect Warranties and Emissions Performance Warranties which cover your emissions control systems (pages 11- 24) so Noise Emissions Warranty which applies only to certain medium/heavy duty trucks over 10,000 pounds Gross Vehicle Weight Rating (page 24) 0 a John R6 - Cost of picking up vehicle age • • i s From: To: Date: Subject: From Plymouth John Olson John Rodeberg 9/11/98 2:53PM Cost of picking up vehicle 1 vehicle = 150 miles X $0.35 /mi. _ New vehicle = 75 miles X $0.35 1mi. _ 2 employees X 6 hours X $301hr. _ Total 52.50 26.25 360.00 438.75 O 0 Hutchinson Fire Chief 111 Hassan Street S.E. Hutchinson, MN 55350 (320) 2344211 October 1, 1998 Monthly Council Update September 1998 The Fire Department responded to 29 calls in September, the breakdown of calls are: City Calls Residential 3 • Commercial/Industrial 5 Multi - Family 4 School Type 2 Haz- Material 4 Vehicle 1 Carbon Monoxide 1 Mutual Aid 1 Rural Calls: Rescue 5 Medical 2 Haz- Material 1 • • Drills: How to do Fire Prevention Classes Large Area Search SCBA Maintenance Fire Department Open House Meetings / Seminars Tornado Seminar in Mankato Two Restructure Meetings • • MID - MINNESOTA D ION OFFICERS he Mn Reilly Chairperson )hn ,Winar Vice Chair .dward Mlynar Secretary/Treasurer 0 0 June 11, 1998 Mr. Gary Plotz, City Ad City of Hutchinson 111 Hassan Street SE Hutchinson, MN 55350 Dear Mr. Plotz: 1 � 1 PROGRAM AREAS Community Development Transportation Planning Economic Development Area Agency on Aging Grants Administration Building Inspections R7.;121`lica JON 12 1998 CM "JF H l cHiIYSON Thank you very much for participating in our Residential Development Costs Survey. We solicited responses from 44 cities. Thirty-two cities returned completed surveys. The tabulated results of those completed surveys are included with this letter. If there are any additional questions you have, give us a call. We hope this data proves to be useful to you. Thanks again for participating. Sincerely, Robert F. Williamson Community Development Planner RFW/kr Enclosure COMMISSION H.Eugen ippe 333 WEST SIXTH STREET • WILLMAR MN 56201 • TELEPHONE 320/235-8504 • TOLL FREE 1- 800450 -8608 FAX 320/2354329 • E -MAIL midmndevcom@willmar.com 0 RESIDENTLAL DEVELOPMENT COSTS SURVEY l . Does your city pay 100 percent of lot development costs for: 1 @0% a. roads yes - 3 no - 29 b. storm sewer yes - 9 no - 23 c. sanitary sewer yes - 3 no - 28 d. water yes - 3 no - 28 2. Is the subdivision developer responsible for- I @60% Road paving a. rough grading roads yes - 23 no - 5 b. road base material yes - 23 no - 6 c. paving roads yes - 20 no - 8 3. For what percentage of cost is the developer responsible: 4 Road grading 1 @0% 1@5% 1@55% 1@60% 1 @80% 18 @100% 1 @67°/. Road sub -base 2 @0% 1@50% 1@55% 1@60% 1 @80% 16 @100% I @60% Road paving 2@0"/0 1 @40% 1@50% 1@55% 1 @60% 1 @66% 16 @100% Curb and gutter 3 @0% 1@50% 1@80% 1 @90 17 @100% Sanitary sewers Storm sewers 5 @0 -50% I @80% 16 @lWlo 1 @75% 12@100% aultarysewers 3 @0 -50% 1 @60% l @80% 18 @100% 1 0@55% 2@60% 1 @75% Water 4@0 -50 1 @60% 1 @80% 16 @100% 4. What percentage of cost is assessed to the property owner? Roads 1@33% 1@50° /. 1@55% 2@60°/. 1@66% 1 @67°/. 2 @75% 10@100°/. Curb and gutter 1@33% 2@50% 0@55% I @60% 1 @75% 1@90°/. 14 @100% Storm sewers j4@0% 1 awl 0% 1@33% 2@5()-/. 0@55% 1@60% I @75% 8 @100% Sanitary sewers 1@33% 2@50% 0@55% 3@60% 1 @75% 12@100% Water 1@33% I @40% 1@50% 1 0@55% 2@60% 1 @75% 1 12@I00% 5. What is the average length of property assessments? I(Qa 5 years I 1@5 -10 years I 1 @8 years I 9 @l0 years I 2 @10.15 years 9@15: 2 @10-20 years 2@2o yeazs 6. What is the average interest rate on assessments? 1@5% 1 1@6% 1 2@6.5 I@6.75% 1 8 @7% 1 2 @7.3% ll@8% 2@1.5% over bondr:a 7. Does your city charge an interest rate on assessments? 8* yes 2_ no 2 interest rate 8 %- 9; 7.5 %- 3; 7.0%- 3; 7.0 -9.o%- 1; 6.75 % - 1; 6.5 %- 1; Varied - 1 8.�Does your city have any special problems or solutions to share with others? (See attached written comments.) This is from a total of 32 responses (44 were sent). See attached list of cities responding. CITIES RESPONDING TO SURVEY Atwater Brownton Buffalo Lake Cosmos Danube Eden Valley Fairfax Franklin Glencoe Grove City Hutchinson Lester Prairie Litchfield New London Olivia Raymond Renville Sacred Heart Silver Lake Spicer Willmar Winsted Annandale Benson Buffalo Granite Falls Kimball Montevideo Monticello New Ulm Northfield Paynesville Redwood Falls 0 L� 0 0 COMMENTS ON RESIDENTIAL DEVELOPMENT COSTS SURVEY 3. For what percentage of cost is the developer responsible: Varies - City will cost -share, depending on benefit derived. City pays past certain pipe size for sewer and water. Developer pays for trunk expenses, sewer, storm sewer, water. Credits provided for onsite ponding. 1/3 city, 1/3 property owner, 1/3 developer. If public roads and utilities are installed by developer, they pay 100 percent. If roads and utilities are petitioned for, 100 percent of costs are assessed to benefitting lots. 4. What percentage of cost is assessed to the property owner: Varies, depending on benefit. City pays past certain pipe size for sewer and water. Reconstruction projects - 70 percent city, 30 percent property owner. If public roads and utilities are installed by developer, they pay 100 percent. If roads and utilities are petitioned for, 100 percent of costs are assessed to benefitting lots. 7. Does your city charge an interest rate on assessments? We have deferred assessments, developers are charged interest on the deferrals. 8. Does your city have any special problems or solutions to share with others? We feel the city needs to "partner" with developers QI we will have nQ new subdivisions. For public improvements - We assess 100 percent of the cost of projects and require a letter of credit in the amount of 60 percent of the cost for security in event of non - payment of special assessments. For private improvements - We also allow projects to be constructed privately. In this case we require 120 percent of project costs to be set aside in a disbursement or escrow funds. When the project components are completed, we allow the bank to release the funds to the developer for payment to the contractor. City did last development. Cost was added to lot cost. NUUDC CONENIENTS There is no one -size- fits -all. There are preferred responses. The closer to a growing economic/population center, the less the incentive package is/need be. Don't give away the store! Ask for help (Mint: N PMC) 0 Hutchinson Safety Council Minutes of July 27, 1998 Meeting J L] The Hutchinson Safety Council met at the Elk's Lodge at noon on July 27, 1996. Members present were: Marvin Johnson, Leslie Smith, Lucille Smith, June Wick, John Olson, Brad Emans, Frank Murphy, Casey Stotts and Jim Hassl. Frank Murphy, Vice President, presided over the business meeting. The secretary's minutes were approved as published. Casey Stotts reported on the progress of the Safety Booth for the Mcleod County Fair. The Hutchinson Fire Dept. will be working together with the Hutchinson Safety Council. The Silver Lake Ambulance will take pulse and blood pressure readings automatically with a new unit they have. A child's bedroom will be set up showing smoke and fire damage. A car showing the importance of using seat belts will also be on exhibit. Safety literature will be handed out. Members will be contacted to sign up to man the booth. Casey requested that up to $100 from the Council be approved to make up a new banner for use at the Fair. The motion was passed. It was reported that TPA has its new signs- up. It was mentioned that they should be raised to a standard 7 foot height and be put on double posts. Bob Bowen will be contacted. New signs prohibiting bike riding and roller blading on sidewalks on downtown Main St. are now up. It was suggested that the city trove its bike racks off Main St. to the parking lots on Franklin and Hassan Sts. John Olson reported that a new asphalt trail is being constructed on the north side of Century Ave. from Highway #15 west to the fair grounds. In the future new traffic signals are scheduled for Highway #15 at Century Ave., Denver Ave. and the south entry to the new Target development. Casey reported that the Fire Dept. will have an open Muse on Saturday, Sept. 19th from 10 A.M. to 3 P.M. and volunteers will be needed to man the literature table. There will be no meeting in!August at the Elk's Lodge. The next meeting will be on September 28th Lucille M. Smith Acting Secretary -------- ��.�aa uaa►c vai aa.c 410 Fifth Street SW P.O. Box 327 ljtnar, Minnesota 56201 -0327 °hone: (320) 235 -6106 Fax: (320) 214 -0187 pls(Pploneerland.11b. mn.us PIONEERLAND LIBRARY SYSTEM BOARD MEETING August 20, 1998 Meeting was called to order by PLS Chairman, Harlan Madsen at 7:30 p.m. Roll call was taken with Jean Clark and Beth Lunn from PLS office and Lac qui Park County librarians from Dawson and Madison present. ., . Motion by LeRoy Sanders and second by Francis Schweiss for approval of July 16, 1998 minutes. Passed. Kathie Behrens from Madison Public Library and Pam Helgeson from Dawson Public Library in Lac qw Parle County gave a presentation on their libraries. Madison is planning to build, remodel. or move to another building because they are outgrowing their space. Dawson had a video of their new library. New • library has increased use and a request for more open hours. Darlene Kotelnicki gave report from the committee on mission, vision, and values. Report will be sent to library board at later date for action. Chairman Madsen reported on conference call with city of Ortom+iIle, Bill Watson, and John Houlahan on amendment approval. Ortonville is unwilling to sign amendments because of differences over ownership and conflict over statutory language. Chairman Madsen proposed that PLS select a new attorney that specializes in joint powers agreements and has government law experiences to help in the process of drafting a new agreement Shairman Madsen suggested Mr. Peter Bergstrom from New Hope, MN. There was mach discussion on having a new agreement. Darlene Kotelnicki and Amy Wilde discussed and spoke about having contracts with each of 31 cities and a set of bylaws for all. Larry Ladd asked if we could use the attorney general's office to clear up statute questions. After discussion, it was decided time frame did not allow this. Bill Watson asked if we should have a committee to work on this instead of the full board Chairman Mi suggested a committee of nine members, one from each aunty, to report to full board. Motion made by re LeRoy Sanders to use bylaws, agreement, and joint powers agreement with all signatories and entities. AI Clouse second. Passed. Motion by Ramona Berg -Perry for chairman Madsen to conthme to try and reach Mr. Peter Bergstrom of New Hope and find out if he is interested in taking PLS as client and his fees. Second by Darlene Kotelnicki. A friendly amendment to motion by LeRoy Sanders to have chairman Madsen continue research for an attorney if Mr. Bergstrom declines. Second by Ramona Berg - Perry and Darlene Kotelnickl and passed. LeRoy Sanders asked if working with attorney on agreement and bylaws would come under policy committee. Was discussed and decided should be a separate committee made up of one from each county and an alternate. Motion made by Gary Johnson that each county have a delegate and alternate to make up a committee to work on new agreement and bylaws. Second by Bill Watson and passed. Chairman Madsen recessed meeting for ten minutes for all board members to meet by individual counties and pick a delegate and alternate. Committee Reports Finance Committee: LeRoy Sanders gave report for July 1998 on revenue and expenditure. Motion made by Sanders and second by Floyd Sneer to accept report Passed. John Houlahan explained the LSTA grants that PLS is applying for This was for information only. There was not a recommendation vet for use of yearly interest. Interest was about $70,000 over the past year. Beth Lunn talked about new postal meter traded by office due to new post office regulations in effect by December 1998. Additional information will be provided at next meeting. Automation Committee: Bob Fleegel explained videoconferencing and distribution of equipment. John Houlahan spoke on PLS's use of the videoconferencing equipment. Bob Fleegel spoke on the addition of a new staff person It would be a project position, job would end when project ends. The drawback to this is that it would be very hard to find a person with the needed computer skills for part -time, long or short term. Personnel Committee: Ivey Vonderharr reported that the personnel committee approved a job or position description for an automation services coordinator which would be Beth Lunn. New position for bookkeeper /administrative assistant III at PLS office would be a new position. SAMMIE has funds and may give us financial help with this. Darlene Kotelnied brought up working with school libraries on joint • technology efforts and she does not think this is a good idea, public libraries and school libraries should be kept separate. Al Clouse stated that if money came from SAMMIE, you have to include the school libraries. John Houlahan explained the Project Herb Rotunda explained the need for additional staffing in PLS office because of automation project Hiring a new staff person would free Kathy Matson and Beth Lunn to do their jobs better. Bookkeeper /administrative assistant III job would be full-time as long as needed. September 2, 1998 is deadline for SAMMIE money. This money could go to reimburse expenses for what PLS has already done with school libraries. John Houlahan slated there is grant money in place for one year for hiring new staff and that this should be considered a permanent position. This could be done without SAMMIE money but with SAMMIE help we could make this bet ter. Ivey Vonderharr made motion to advertise for new staff position and to accept the job descriptions for new staff and Beth Lunn. Second by Ramona Berg - Perry. Passed. Nancy Gassing asked where money for new position would come from if it is made a permanent position Funding would come from grants. Discussion followed with Larry Ladd, Crary Johnson, Nancy Grussirg, Darlene Kotelnicld, Bob Fleegel. Ivey Vonderharr, and Herb Rotunda speaking out. It was stated that new position should be self supporting down the road by fees and fines and other funds. Because the vote was close, chairman Harlan Madsen asked for a raise of bands vote, 15 yes and 13 no. Motion carried. Collection Development: Ramona Berg -Pero stated that the committee is continuing to edit draft of collection development plan Plan will be distributed to board members at October PLS board meeting. Old Business: Chairman Madsen talked about the letter sent out on PLS board attendance. There is one seat from Kandiyohi County that needed action. Bob Fleegel made motion to notify that the board declared this Position now vacant. Second by Francis Schweiss. Passed i Ivey Vonderharr made a motion to add section 1609 on insurance for retired employees to PIS personnel policy. Second by Robin deCathelineau. Passed. New Business: Kathy Matson explained the Librarians of Color program. There is $95,000 available for grams for the state of Minnesota for this program. Was btought to attention the open house for Litchfield lilaarian, Carol Blunt, who is retiring after a 30 year career in Itbrary wort Ivey Vonderharr stated that the personnel o Dmmittee is looking for someone to host the April 1999 banquet. Any town interested should bring request to September 1998 meeting or to a personnel oxm nonce member. Gary Johnson stated that the newspaper articles stated that Yellow Medicine County cress not leaving PLS system. Yellow Medicine County has not made a decision on this yet. Chairman Harlan Madsen declared the meeting adjourned at 9:55 p.m. Marleen Canfield Secretary List of mresentattves and alternates from eac county for ME== committee: Big Stone – Will Watson and Art Abel �— Chippewa – Nancy Grussing and Jack Johnson, Mark Dahl Kandiyohi – Harlan Madsen and LeRoy Sanders, Larry Juhl Lac qui Parle – Jerry Schmit and Ivey Vonderharr Mcleod – Floyd Sneer and Scott Nelson Meeker – Fmy Wilde and Darlene Kotetnicki Renville – Bob Fleegel and Al Clouse Swift – Orville Rudningen and Herb Rotunda Yellow Medicine – Gary Johnson and Teresa Hoepner, Gordon Kasel dent to minutes appnn�ed September 1 1 998 Darlene Kotelnicki wanted her statement on school/public library joint buildings in the August 20, 1998 minutes under Personnel Committee changed to reflect her belief that this may be the time to seriously examine the feasibility of such joint efforts. She also questioned the timing of working with schools on the joint PLS/PCLS/SAMMIE project. 0 PIONEERLAND LIBRARY SYSTEM le REVENUE AND EXPENDITURE REPORT AUGUST 31, 1998 HUTCHINSON EXPENDITURES: SALARIES M -T -D Y -T -D - 81.362.00 % OF % OF REVENUE: AMOUNT AMOUNT BUDGET BUDGET YEAR RESERVE 0.00 57,266.77 57,267.00 100.00% 67% CITY OPERATING 0.00 60,326.25 80,435.00 75.00% 67% COUNTY OPERATING 0.00 32,082.00 42,764.00 75.02% 67% GIFTS 25.00 499.94 0.00 0.00% 67% CHARGES, FINES 233.66 48591 500.00 97.18% 67% COPY MACHINE 0.00 0.00 500.00 0.00% 67% EQUIPMENT RENTALS 0.00 0.00 0.00 0.00% 67% BOOK SALES 0.00 1,400.00 2,000.00 70.00% 67% OTHER 0.00 0.00 0.00 0.00% 67% TOTAL REVENUES 258.66 152,060.87 183,466.00 82.88% 67% EXPENDITURES: SALARIES - 7,254.22 - 48,879.12 - 81.362.00 60.08% 67% HEALTH INSURANCE -2.30 -16.90 -35.00 48.29% 67% HEAL TH INSURANCE- DEDUCTIBLE 0.00 0.00 -0.00 0.00% 67% TAXES - 803.44 - 5,369.49 - 8,708.00 61.66% 67% V AYROLL OOKS - 698.64 - 9,200.29 - 25,277.00 36.40% 67% PERIODICALS -96.95 - 3,023.35 - 5,000.00 60.47% 67% VIDEOS 0.00 - 386.00 - 386.00 100.00% 67% BINDINGS 0.00 0.00 - 100.00 0,00% 67% POSTAGE & SHIPPING -52.00 - 538.36 - 1,000.00 53.84% 67% NEW EQUIPMENT 0.00 - 796.00 - 12,000.00 6.63% 67% MAINTENANCE CONTRACTS 0.00 0.00 - 1,500.00 0.00% 67% SUPPLIES - 109.19 - 700.30 - 3,000.00 23.34% 67% PROMOTIONAL & PROGRAMS 0.00 -68.20 - 500.00 13.64% 67% INSURANCE 0.00 - 1,026.05 - 1,170.00 87.70% 67% ADS & LEGAL NOTICES 0.00 0.00 - 100.00 0.00% 67% AUDITING 0.00 -68.75 -70.00 98.21% 67% BOOKKEEPING -33.00 - 264.00 - 396.00 6667% 67% CONTINUING EDUCATION 0.00 0.00 - 380.00 0.00% 67% SALES TAX 0.00 -85.45 - 200.00 42.73 67% TOTAL EXPENDITURES - 9,049.74 - 70,422.26 141,184.00 49.88% 67% FUNDS AVAILABLE - 8,791.08 81,638.61 42,282.00 - 193.08% 67% r - 1 LI i 9/23/98 ASSETS U PLANT - AT COST LAND A LAND RIGHTS - DEPRECIABLE UTILITY PLANT TOTA UTILITY PLANT HUILHINbON UTILlilES UUMRIbb1UN BALAN4 SHEET AUGUST 31, 1998 f r wv T OTAL w w w w 891, 734.t� 54,139,524.65 55,031,259.40 (21,442,452.92) (21,442,452.92) 2,155,401.37 2,155,401.37 LESS ACCUMULATED DEPRECIATION - --- - - -.— TOTAL _ACCUMULATED DEPRECIATION CONSTRUCTION IN PROGRESS S TOTA CONSTRUCTION IN PROGRESS e TOTAL UTILITY PLANT DEPREC VALUE e RESYkTCTED RU.ND$ 6 ACCOUNTS - .71 FUTURE EXPANSION 6 DEVELOPMENT 1 e' INVESTMENT - GAS RESERVES DCAL INSURANCE BOND 6 INTEREST PAYMENT 1993 BOND RESERVE - 1993 .a CATASTROPHIC FAILURE FUND - -- •:a TOTAL RESTRICTED FUNDS & ACCOUNTS CASH IN BANK INVESTMENTS 6 SAVINGS ACCOUNTS :. ACCOUNTS RECEIVABLt .:o. OTHER ACCOUNTS RECEIVABLE - 3M so INVENTORIES _ AID 2HtSURAfICE - --- -- _ t ACCRUED INTEREST RECEIVABLE > CLEARING ACCOUNT AC LTJRREN7 6 ACCRUED ASSETS . aa: a.. DEFERRED CHARGE -- , DISCOUNT i493 H� TOTAL DEFERRED CHARGE •� ., JSrAE - - - - -- -- - - - - -- - ---�- 35,744,207.85 500,000.00 607,620 -96 - - -" -- i(38�Ob0. _ 1,019,053.25 1,389,320.00 x;256;600:00 4,865,994.21 2,301,256.45 73,539.91 1,042,145.97 1,084,351.57 43,'.936 24,597.29 (197.03) I . 122,117.83 .e BALANCE SHEET AUGUST 31, 1992 MUNICIPAL EQUITY 8 LIABILITIES _ MUNICIPAL_ EQUITY _- MUNICIPAL EQUITY UNAPPROPRIATED RETAINED EARNINGS TOTAL MUNICIPAL EQUITY LONG TERM LIABILITIES -NET OF CURRENT M ATURITIES 1993 BONDS TOTAL LONG TERM LIABILITIES CONSTR CONTRACTS 8 ACCTS PAY RETAIN - - - ACCRUED EXPENSES - RETAINAGE TOTA CONSTRUCTION 6 ACCTS PAY CURRENT & ACCRUED LIABILITIES ACCOUNTS PAYABLE • INTEREST ACCRUED� ACCTS PAYABLE TO CITY OF HUTCHINSON ACCRUED PAYROLL ACCRUED VACATION PAYABU.E -- ACCRUED MEDICAL FUND A CCRUED REC PAYMENT CUSTOMER DEPOSITS -�• OTHER CURRENT 8 ACCRUED LIABILITIES TOTAL CU 8 ACCRUED LIAB -> TOTAL MUNICIPAL EQUITY 6 LIAB TOTAL « « « « i 31,690,640.50 2,667,697.25 34,358,337.75 11,125,000.00 11,125,000.00 1,437.92 FULkt1G 1,284,138.92 138,671.76 115,833.34 98,789.76 158,323.78 (10,1B6.B2) 781.52 97,575.00 38,451.81 1,922,379.07 47,407,154.74 , i R w 7V . 91 co, so nu,,.nanornr „i au I ". �n ... r mvr STATEMENT OF INCria EXPENSES AUGUST 31, 1998 PREVIOUS CURRENT YEAR TO DATE YEAR TO DATE BUDGETED _ BUDGET _ ANNUAL __ _ _ ___ YEAR TO DATE DEVIATION BUDGET INCOME STATEMENT OPERA TING REVENUE SALES - ELECTRIC - ENERGY 7,826,084.75 _ 8,777,300.72 7,792,710,00 984,590.72 11,613,000.00 SALES FOR RESALE 743,459.80 1.239,410.07 757,680.00 481,730.07 984,000.00 NET INCOME FROM OTHER SOURCES 63,573.04 6 . 0,_ 464.69 48,132.50 12,332.19 69,250.00 _ SECURITY LIGHTS 8,472.50 _ _ 8,226.00 8,710.00 (464.00) 13,000.00 POLE RENTAL 3,050.75 2,678.00 4,000.00 (1,322.00) 4,000.00 SAL ES - GAS 4,827,037.37 3,658,063.44 4,978,610.00 (1 ,320,546.56) 7, 063,000.00 -- - .. _--- - - - --- TOTAL OPERATING REVENUE -- - 13,471,678.21 - - 13,746, - 13 ,589,842.50 156,300.42 - - -- 19,746,250.00 OPER EXPENSES , - PRODUCTION ON OPERATI -- - - -_ -- 872,515.94 1,079,200.70 806,557.85 (272,642.85) 1,154,055.00 - PRODUCTION MAINTENANCE 356,829.84 : 207,666.19 226,390.00 18,723.81 350,000.00 P URCHASED POWER 901,515. 1,503,073.72 1,289,817.75 (213 1,984,335.00 - - -- - --- TRANSMISSION OPERATION .00 - 609.18 - - - -_ -- -- .00 (609.18) 3,40-0.00 TRANSMISSION MAINTENANCE 32,608.57 15,788.73 25,000.00 9,211.27 59,000.00 ELECTRIC DISTRIBUTION OPERATION 167,010.61 176,633.56 150,519.15 (26,114.40 229,605.00_ ELECTRIC DISTRIBUTION MAINTENANCE _ _ 138,350.25 _ _ _ T 98,776.85 120,704.00 _ 2 115 190, .00 MFG GAS PRODUCTION OPERATION 881.22 409.76 750.00 260.24 1,250.00 MFG GAS PRODUCTION MAINTENANCE 2,975.84 1,_032.21 2,365.00 1,332.79 4,500.00 _ PURCHASED GAS EXPENSE - 6,960,213.64 _ 6.549,877.95 6, Sae, 196.06 312, GAS DISTRIBUTION OPERATION 155,324.15 136,011.64 154,9 07.50 18,895.86 253,7.00 °.0 GA S DISTRIBUTION MAINTENANCE 38,974.79 38,805.77 45,586.00 6,780.23 57,900.00 CUSTOMER ACCOUNTING b COLLECTIONS -- 154,608.47 150,710.93 - - -- - 358,3 1.( -- x;6'2" ADMINISTRATIVE 8 GENERAL EXPENSES 1,140,481.11 934,372.23 949,288.20 14,915.97 1,469,960.00 DEPR ECIATION 972, 988,360.00 1,113,6 125, 240.00 1,680,000.00 .__ TOTAL OPERATING EXPENSES _.._...._ 11,974,969.85 - ___ 11,881,409.42 ..__ 11,906,015.45 _ 24,606.03 , 0, OPERAT INCOME 1,496,708.36 1,864,733.50 1,683,82 180 2,575,595.00 .• OTHER INCOME • OTH ER - P 101_,277.76_ 59,031.56 Si,120.00 (22,088.44) 95,000.00 INTEE T INCOME - - - -- -- _ 187,755.93 208,174.38 _ I2,000.00 6,1 �.3`S 30 _ MISC INCOME 84,211.33 .00 .00 .00 .00 - MISC INCOME .00 17 4,834.27 .00 174,834.27 107,500.00 ---- �A IN - (kl DISPOSAL__ --- - - - -- - .00 .W - MISC INCOME - GAS HELLS 275,297.84 - 148,267.47 266,250.00 (117,982.53) 375,000.00 TOTAL OTH ER INCOME 648,542.86 1 . 590,307.68 539,37 50,937.68 879,100.00 .. OTHER EXPENSES DEPLETION - GAS WELLS .00 .00 .00 100,000.00 _ 86,251.35 _ _ _.00 77,411.74 __..._ - -- 07, 000.00 9, .� INTEREST EXPENSE 401,084.20 368,909.89 370,947.38 2,037.49 352,712.50 TOTAL OTH ER EXPENSES 487 446,321.63 467,94 21,625.75 772,712.50 CONTRIBUTION TO CITY 450,415.00 TOTAL C ONTRIBUTION TO CITY 450,4i5.00 NON - OPERATING INCOME (289,207.69) 1, 207 , 500.67 463,333.34 463,333.34 1319,347.29) 1,545,386.21 465,650.00 2,316.66 695,000.00 465,650.00 _ 2,3 16.66 695,000.00 (394,227.38) 74,880.09 (588,612.=4) 1,'289,599.67_