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cp01-09-2007 cAGENDA REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, JANUARY 9, 2007 •. CALL TO ORDER — 5:30 P.M. 2. INVOCATION — Rev. Randy Freund, Faith Lutheran Church 3. PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENTS 5. MINUTES (a) REGULAR MEETING OF DECEMBER 26, 2006 (b) ORGANIZATIONAL MEETING MINUTES OF JANUARY 2, 2007 (c) BID OPENING MINUTES OF NOVEMBER 30, 2006 (AIRPORT AGRICULTURAL LAND LEASE) (d) BID OPENING MINUTES OF JANUARY 3, 2007 (MOBILE COMMAND POST) Action - Motion to approve as presented 6. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. BUILDING DEPARTMENT MONTHLY REPORT FOR DECEMBER 2006 2. FIRE DEPARTMENT MONTHLY REPORT FOR DECEMBER 2006 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 13113 — RESOLUTION ADOPTING 2007 PUBLIC WORKS FEE SCHEDULE 2. RESOLUTION NO. 13116 — RESOLUTION AUTHORIZING CITY OF HUTCHINSON MEMBERSHIP TO HUTCHINSON AREA CHAMBER OF COMMERCE 3. RESOLUTION NO. 13117 — RESOLUTION DESIGNATING $200,000 LOCAL GOVERNMENT AID TO SPECIAL ASSESSMENT BOND FUND 4. ORDINANCE NO. 07 -0451 — AN ORDINANCE AMENDMENT ADDING LANGUAGE TO CONDITIONALLY PERMIT STORAGE UNITS IN I -1 DISTRICT WITH STAFF RECOMMENDATION AND FAVORABLE PLANNING COMMISSION RECOMMENDATION (SECOND READING AND ADOPTION) 5. ORDINANCE NO. 07 -0452 — AN ORDINANCE AMENDMENT TO CLARIFY ALLOWED ENCROACHMENTS AND PROJECTIONS INCLUDING OVERHANGS AND EGRESS WINDOWS INTO SETBACKS AND DRAINAGE AND UTILITY EASEMENTS WITH STAFF RECOMMENDATION AND FAVORABLE PLANNING COMMISSION RECOMMENDATION (SECOND READING AND ADOPTION) (c) CONSIDERATION FOR APPROVAL OF ENGINEERING SERVICES AMENDMENT FOR THE SCHOOL ROAD PEDESTRIAN UNDERPASS PROJECT (LETTING NO. 1, PROJECT NO. 07 -01) (d) CONSIDERATION FOR APPROVAL OF RESOLUTION FOR MINNESOTA PFA PHOSPHORUS REDUCTION GRANT PROTECTION • (e) CONSIDERATION FOR APPROVAL OF SETTING PUBLIC HEARING FOR JANUARY 23, 2007, FOR FRANKLIN-GROVE PROJECT CITY COUNCIL AGENDA —JANUARY 9, 2007 (I) CONSIDERATION FOR APPROVAL OF OUT -OF -STATE TRAVEL FOR KEN MERRILL TO ATTEND THE GOVERNMENT FINANCE OFFICERS ASSOCIATION CONFERENCE IN ANAHEIM, CALIFORNIA FROM JUNE 10 -13, 2007 Action — Motion to approve consent agenda 7. PUBLIC HEARINGS — 6:00 P.M. - NONE 8. COMMUNICATIONS, REQUESTS AND PETITIONS 9. UNFINISHED BUSINESS 10. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF ADOPTING 2007 FEE SCHEDULE FOR WATER/SEWER/REFUSE /STORM WATER Action — Motion to reject — Motion to approve (b) CONSIDERATION FOR APPROVAL OF ADOPTING 2007 WATER, WASTEWATER, REFUSE, COMPOST BUDGET (ADOPT RESOLUTION NO. 13114) Action — Motion to reject — Motion to approve (c) CONSIDERATION FOR APPROVAL OF ADOPTING 2007 STORM WATER UTILITY BUDGET (ADOPT RESOLUTION NO. 13118) Action — Motion to reject — Motion to approve • (d) CONSIDERATION FOR APPROVAL OF ADOPTING 2007 CAPITAL PROJECTS FUND BUDGET (ADOPT RESOLUTION NO. 13115) Action - Motion to reject — Motion to approve (e) CONSIDERATION FOR APPROVAL OF AWARDING BID FOR MOBILE COMMAND POST Action — Motion to reject — Motion to approve (I) CONSIDERATION FOR APPROVAL OF DRAFT PUBLIC WORKS INTERIM MANAGEMENT POSITION DESCRIPTIONS Action — Motion to reject — Motion to approve (g) CONSIDERATION FOR APPROVAL OF AWARD OF CONTRACT FOR WASTEWATER TREATMENT FACILITY SCADA SYSTEM (LETTING NO. 13, PROJECT NO. 06 -15) Action — Motion to reject — Motion to approve (h) DISCUSSION OF WASTEWATER TREATMENT FACILITY FUNDING PACKAGE PREPARED BY DON ROECKER Action — (i) CONSIDERATION FOR APPROVAL OF AWARDING AIRPORT AGRICULTURAL LAND LEASE Action — Motion to reject — Motion to approve • (j) CONSIDERATION FOR APPROVAL OF SETTING COUNCIL WORKSHOP FOR JANUARY 23, 2007, AT 3:30 P.M. TO HEAR PRESENTATION FROM WINDUSTRY ON WIND ENERGY AND WIND TURBINE REGULATION CITY COUNCIL AGENDA —JANUARY 9, 2007 Action — Motion to reject — Motion to approve • (k)CLOSED SESSION UNDER MINNESOTA STATUTE 13D.05, SUBD. 3(C) TO CONSIDER PROPERTY ACQUISITION FOR PERMANENT EASEMENT (380 SCHOOL ROAD NW) Action — Motion to reject — Motion to approve 11. MISCELLANEOUS (a) COMMUNICATIONS 12. CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS 13. ADJOURN Is • MINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, DECEMBER 26, 2006 �. CALL TO ORDER — 5:30 P.M. Mayor Steve Cook called e meeting to order. Members present were Jim Haugen, Casey Stotts, and Bill Arndt. Member absent was Kay Peterson. Others present were Gary Plotz, City Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney. 2. INVOCATION — Rev. Greg Nelson, Bethlehem United Methodist, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENTS 5. MINUTES (a) REGULAR MEETING OF DECEMBER 12, 2006 (b) TRUTH -IN- TAXATION HEARING MINUTES OF DECEMBER 11, 2006 (c) BID OPENING MINUTES OF DECEMBER 19, 2006 (WASTEWATER TREATMENT FACIL T Y MAIN LIFT STATION IMPROVEMENTS AND WASTEWATER TREATMENT FACILITY SCADA SYSTEM) 5(a) - Mayor Cook noted that under 10(a), the third paragraph should be revised to read "not meeting appropriate levels" instead of " very poor ". Motion by Stotts, second by Haugen, to approve the minutes with the revisions noted above. Motion carried unanimously. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM NOVEMBER 21, 2006 2. CITY OF HUTCHINSON FINANCIAL REPORT FOR NOVEMBER 2006 3. CITY OF HUTCHINSON INVESTMENT REPORT FOR NOVEMBER 2006 4. PLANNING COMMISSION MINUTES FROM NOVEMBER 21, 2006 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 13100 — RESOLUTION SUPPORTING HUTCHINSON UTILITIES COMMISSION TRANSFER FORMULA 2. RESOLUTION NO. 13101 — RESOLUTION ADOPTING 2007 CITY OF HUTCHINSON FEE SCHEDULE 3. RESOLUTION NO. 13102 - RESOLUTION APPROVING THE GROUND LEASE FOR THE DASSEL MEDICAL CENTER 4. ORDINANCE NO. 06-0449 — A SMOKE -FREE WORKPLACE ORDINANCE (SECOND READING AND ADOPTION) . 5. ORDINANCE NO. 06-0450 —AN ORDINANCE EXTENDING THE HOURS OF ON -SALE LIQUOR SALES ON DECEMBER 31, 2006 (c) PLANNING COMMISSION ITEMS 5(0-) CITY COUNCIL MINUTES — DECEMBER 26, 2006 1. CONSIDERATION OF ORDINANCE AMENDMENT ADDING LANGUAGE TO CONDITIONALLY PERMIT STORAGE UNITS IN I -1 DISTRICT WITH STAFF RECOMMENDATION AND FAVORABLE PLANNING COMMISSION RECOMMENDATION (WAIVE FIRST READINGAND SETSECOND READINGANDADOPTION OF ORDINANCE NO. 06- 0451 FOR JANUARY 9, 2006) 2. CONSIDERATION OF ORDINANCE AMENDMENT TO CLARIFY ALLOWED ENCROACHMENTS AND PROJECTIONS INCLUDING OVERHANGS AND EGRESS WINDOWS INTO SETBACKS AND DRAINAGE AND UTILITY EASEMENTS WITH STAFF RECOMMENDATION AND FAVORABLE PLANNING COMMISSION RECOMMENDATION (WAIVE FIRST READING AND SET SECOND READING ANDADOPTION OF ORDINANCE NO. 06- 0452 FOR JANUARY 9, 2006) (d) SUMMARY OF CLOSED MEETING PROCEEDINGS FOR THE CITY ADMINISTRATOR PERFORMANCE APPRAISAL SESSION HELD ON DECEMBER 12, 2006 (e) CONSIDERATION FOR APPROVAL OF LEASE AGREEMENT WITH LUTHERAN SOCIAL SERVICES TO PROVIDE SENIOR DINING SERVICES AT EVERGREEN APARTMENTS (f) CONSIDERATION FOR APPROVAL OF CHANGE ORDER NO. I — LETTING NO. 15, PROJECT NO. 06 -17 (REVERSE OSMOSIS MEMBRANE ELEMENTS' ) (g) CONSIDERATION FOR APPROVAL OF ENGINEERING AGREEMENT AMENDMENT WITH SEH CONSULTING FOR NE TRUNK STORM SEWER PHASES 2 & 3 WETLAND SERVICES (h) CONSIDERATION FOR APPROVAL OF TRANSIENT MERCHANT LICENSE FOR T.A.P. ENTERPRISES ON JANUARY 24, 2007, AT THE BEST WESTERN VICTORIAN INN (i) CONSIDERATION FOR APPROVAL OF APPLICATION FOR MN/DOT LIMITED USE PERMIT • (j) APPOINTMENT OF JOHN OLSON TO HATS JOINT POWERS BOARD OF DIRECTORS Items 6(b)1, 6(b)2, 6(e), and 6(g) were pulled for separate action. Motion by Stotts, second by Arndt, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. i Item 6(b)l had further discussion. Mayor Cook explained that this resolution defines a formula that the Hutchinson Utilities Commission will use to configure the amount that will be transferred annually to the City of Hutchinson general fund. This transfer is in lieu of HUC paying property taxes to the City. Mayor Cook further explained that a subcommittee of the HUC was formed to research different methods of computing the formula. The best method found was to base the formula on the gross operating revenue. Motion by Stotts, second by Arndt, to approve item 6(b)1. Motion carried unanimously Item 6(b)2 had further discussion. Mayor Cook noted that only a few increases were included on the list, otherwise, for the most part, the fees remain flat. It was clarified that the fee for special Planning Commission meetings is an additional $30 fee per Planning Commissioner. Motion by Haugen, second by Stotts, to approve item 6(b)2. Motion carried unanimously. Item 6(e) had further discussion. Council Member Haugen commented that it seems that this contract is one that the City loses money on, in addition to the fact that the kitchen equipment is quite old and in need of repair or replacement. Council Member Haugen also noted that section 9 of the contract should be revised to read "Lessee is responsible to ensure that any other food preparation activities... ", instead of the Lessor being responsible. Planning Director Rebecca Bowers noted that the monthly fee has increased to $1000 /month. The Council noted staff should research the possibility of including the County on various • expenses since the kitchen provides services to all county residents. Motion by Haugen, second by Arndt, to approve Item 6(e) noting that Section 9 should be revised with "Lessee" replacing "Lessor ". Motion carried unanimously. 2 5b-) CITY CO UNCIL MINUTES —DECEMBER 26, 2006 Item 6(g) had further discussion. Council Member Arndt asked the reason the City is entering into this contract since all of the delineations are indicated on the map currently. Kent Exner, City Engineer, noted that a biologist is needed to determine what is a wetland and what is not. He further stated that documentation is needed to help facilitate conversations with property owners regarding the wetland boundaries. Motion by Arndt, second by Cook, to approve item 6(g). Motion carried unanimously. Item 6(c)l had further discussion. Mayor Cook clarified that a definition is included in the proposed ordinance however he feels the word "exclusively" should follow the word "used" to clarify that the units should only be used for storage. The revised wording will be included on the next Council agenda for the second reading of the ordinance. 7. PUBLIC HEARINGS — 6:00 P.M. - NONE 8. COMMUNICATIONS, REQUESTS AND PETITIONS (a) PRESENTATION BY MARC VAILLANCOURT OF HUTCHINSON CONVENTION & VISITORS BUREAU ON 2004 -2005 FINANCIAL STATEMENTS AND 2007 BUDGET _ Marc Vaillancourt, President of Hutchinson Convention & Visitors Bureau, presented before the Council. Mr. Vaillancourt shared a report that illustrated what the CVB collects from the lodging tax. He also shared the proposed 2007 CVB budget that was approved by the CVB Board of Directors. Mr. Vaillancourt noted that a new marketing specialist was hired in late August who helped develop an Integrated Marketing Communications Plan. Mr. Vaillancourt delivered the key points of the Communication Plan. Mr. Vaillancourt noted that the lodging tax revenue went down in 2006. Thoughts of attributes to this are the high price of fuel and possibly the construction on Hwy 7. The lodging tax revenue is out of the CVB's control as they cannot forecast how many people will stay in Hutchinson. The goal of the CVB is to have • the lodging tax revenues eventually go to fully fund advertising and not marketing positions. Council Member Arndt commented that he had received a comment that Main Street looks unattractive with the new Christmas lights, as compared to the previous overhead lights. Marc Vaillancourt noted that he is working on raising dollars to enhance and improve the Christmas lights on Main Street and throughout the City. Motion by Stotts, second by Arndt, to approve the 2007 CVB budget. Motion carried unanimously. Motion by Arndt, second by Haugen, to set January 25, 2007, at 5:30 p.m. as a public meeting for the Council Members to attend the Chamber of Commerce /CVB annual meeting. Motion carried unanimously. 9. UNFINISHED BUSINESS (a) CONSIDERATION FOR APPROVAL OF THE CITY OF HUTCHINSON 2007 CITIZEN SURVEY Tom Kloss, Information Technology, presented before the Council. Mr. Kloss noted that several questions on the survey were resided since the printing of the Council packet. Mr. Kloss reviewed the revisions. The revisions will be sent in to the survey company tomorrow. Motion by Stotts, second by Cook, to approve the City of Hutchinson 2007 citizen survey. Motion carried unanimously. 10. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF EMPLOYEE LIFE INSURANCE PROPOSAL Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing explained that the current proposal does sunset at the end of 2006, causing staff to "shop around" for life insurance coverage. The quotation received from The Standard is a lesser fee of $.165 per $1000 increment compared to $.24 per $1000 of coverage as in the current contract. The maximum coverage per employee is $50,000. 3 5La CITY COUNCIL MINUTES — DECEMBER 26, 2006 Motion by Haugen, second by Stotts, to approve employee life insurance proposal from The Standard. Motion carried unanimously. (b) CONSIDERATION FOR APPROVAL OF JOB DESCRIPTION FOR PUBLIC WORKS MAINTENANCE SUPERINTENDENT Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing explained that the Council had directed staff to prepare a draft of a job description for Public Works Maintenance Superintendent. Mayor Cook asked if supervisory experience should be included as a qualification. Brenda Ewing noted that supervisory ability is included in the qualifications, however if a candidate had previous experience that would be beneficial. Motion by Stotts, second by Arndt, to approve public works maintenance superintendent job description. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF INSTALLATION OF CELLULAR ANTENNAS AND EQUIPMENT ON PARK TOWERS Rebecca Bowers, Planning Director, presented before the Council. Ms. Bowers explained that the request is to allow cellular equipment on the side of the building and the roof of Park Towers. Jean Ward, HRA Executive Director /Park Towers Manager, presented before the Council. Ms. Ward explained that she has checked with the HRH's insurance carrier and they approved Cellular being self - insured as long as the HRA is listed as an additional insured. The lease would allow Cellular access to the roof 24 hours day /7 days a week. Ron Mielke, Cingular Wireless, 6001 West 991h St., Bloomington, Minnesota, presented before the Council. Mr. Mielke explained that a technician would be accessing the equipment on average once a month to maintain the equipment. Cingular will be completely responsible for any damage done to the Park Towers • building. Mr. Mielke explained that Cingular has their own frequency in which they run from, which should be different from the public safety frequencies. If the two frequencies should interfere, it would be Cingular's responsibility to remedy the interference. No interference will be held with television antennas. The initial contract is for five years, with a 20 -year renewal option. j Motion by Arndt, second by Stotts, to approve installation of cellular antennas and equipment on Park Towers. Motion carried unanimously. (d) DISCUSSION OF WATER TREATMENT PLANT PROJECT STATUS AND UPCOMING START -UP Kent Exner, City Engineer, presented before the Council. Mr. Exner provided an update of the start-up schedule of the activities that will be occurring at the new water treatment plant over the next couple of months. Dick Nagy, Water Systems Superintendent, reviewed activities at the plant to date. They include the reservoir being installed, with the railing yet to be installed. 99% of the exterior is completed, as well as the mason work and underground piping & utility lines. On the interior, the major process equipment & Eis completed. The process piping is being tested, disinfected and flushed. Electrical work is happening and interior painting is started. Over the next couple of months process piping testing will occur and test starting of motors, pumps and equipment. The water will be introduced to equipment next week and in mid - January the RO membrane elements will be installed and started. The plant is scheduled for substantial completion by March 2007. The landscaping, existing plant demolition and site restoration will occur in Spring 2007. With the new construction of the water plant, the public should see better water quality along with hardness reduction. Staff is hoping to be able to use the bass pond as a treatment facility as part of the Water Treatment plant project. (e) CONSIDERATION FOR APPROVAL OF AWARD OF CONTRACT FOR MAIN LIFT STATION IMPROVEMENTS (LETTING NO. 9, PROJECT NO. 06 -11) • Kent Exner, City Engineer, presented before the Council. Mr. Exner noted that the low bid for replacing the Wastewater Treatment Facility main lift station was provided by Di -Mar Construction in a total bid amount 563)- CITY COUNCIL MINUTES — DECEMBER 26, 2006 of $114,436.00. This project will include removal and replacement of two dry -pit centrifugal wastewater pumps in the east wetwell of Building 20. 0 Motion by Stotts, second by Arndt, to approve awarding contract to Di -Mar Construction for main lift station improvements. Motion carried unanimously. (f) CONSIDERATION FOR APPROVAL OF SETTING CITY COUNCIL VISIONARY WORKSHOP Mayor Cook noted that he feels a topic of discussion for the annual visionary workshop could be "How to govern" and "Policy Governance ". This would better enable the Council to be proactive and not reactive. This would also include measuring parameters and allowing the Council to work more on long -range planning and strategic planning. By having a series of policies, it would aid staff in carrying out daily operations. Mayor Cook located a consultant in Sartell who is trained in this type of facilitating. This would be an all day session with City Council Members and a few key staff members. The cost is quoted at approximately $1500. Motion by Stotts, second by Cook, to approve setting City Council visionary workshop for January 18, 2007, from 8:00 a.m. — 5:00 p.m. Motion carried unanimously. 11. MISCELLANEOUS (a) COMMUNICATIONS Becky Felling, Director of McLeod County Public Health, applauded and thanked the City Council for adopting the smoke -free workplace ordinance. She feels Hutchinson will be a model for the State of Minnesota. Gary Plotz noted that the Hutchinson Utilities Commission would like to hold a joint meeting on January 9, 2007, at 4:00 p.m. Motion by Arndt, second by Haugen, to set joint meeting with HUC on January 9, 2007, at 4:00, p.m. at the City Center. Motion carried unanimously. Steve Cook wished Council Member Kay Peterson well. 12. CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Motion by Stotts, second by Haugen, to approve claims, appropriations, and contract payments. Motion carried unanimously. 13. ADJOURN Motion by Arndt, second by Stotts, to adjourn at 7:20 p.m. Motion carried unanimously. • AGENDA HUTCHINSON CITY COUNCIL SPECIAL ORGANIZATIONAL MEETING TUESDAY, JANUARY 2,2007,8:30 A.M. 1. INSTALLATION OF NEWLY ELECTED CITY COUNCIL MEMBER: ♦ MAYOR STEVEN COOK ♦ COUNCIL MEMBER JAMES HAUGEN ♦ COUNCIL MEMBER BILL ARNDT 2. CALL TO ORDER — 8:30 A.M. Mayor Steve Cook called the meeting to order. Members present were Jim Haugen, Casey Stotts, and Bill Arndt. Member absent was Kay Peterson. Others present were Gary Plotz, City Administrator and Marc Sebora, City Attorney. 3. CONSENT AGENDA (a) RESOLUTIONS 1. RESOLUTION NO. 13103 — DESIGNATING OFFICIAL NEWSPAPER AS HUTCHINSON LEADER 2. RESOLUTION NO. 13104 — APPOINTING GARY PLOTZ AS CITY ADMINISTRATOR FOR 2007 3. RESOLUTION NO. 13105 — DESIGNATION OF DEPOSITORIES OF CITY FUNDS IN COMMERCIAL BANKS AND INSTITUTIONS 4. RESOLUTION NO. 13106 — RESOLUTION APPROVING SECURITIES FOR COLLATERAL FROM CITIZENS BANK AND TRUST CO. OF HUTCHINSON, • MINNESOTA 5. RESOLUTION NO. 13107 — RESOLUTION APPROVING SECURITIES FOR COLLATERAL FROM MIDCOUNTRY BANK OF HUTCHINSON, MINNESOTA 6. RESOLUTION NO. 13108 - RESOLUTION APPROVING SECURITIES F8R COLLATERAL FROM FIRST MINNESOTA BANK OF HUTCHINSON, MINNESOTA i 7. RESOLUTION NO. 13109 — RESOLUTION APPROVING SECURITIES FOR COLLATERAL FROM HOME STATE BANK OF HUTCHINSON, MINNESOTA 8. RESOLUTION NO. 13110 — RESOLUTION APPROVING SECURITIES IfOR COLLATERAL FROM WELLS FARGO BANK OF HUTCHINSON, MINNESOTA (b) CONSIDERATION OF 2007 CITY CALENDAR Motion by Arndt, second by Haugen, to approve consent agenda. Motion carried unanimously. 4. OLD BUSINESS (a) DISCUSSION OF PROPOSED MAINTENANCE SUPERINTENDENT POSITION Mayor Steve Cook requested that this item be discussed a little more. Although the job description was created for the new position, no revised job descriptions have been developed for the Public Works Manager and Engineering Manager positions. Mayor Cook requested that before the Maintenance Superintendent position is advertised that the other job descriptions be reviewed by the Council. 5. NEW BUSINESS (a) SELECTION OF COUNCIL'S VICE PRESIDENT 5 �1) Organizational Meeting Agenda — January 2, 2007 Motion by Cook, second by Haugen, to elect Bill Arndt as City Council Vice President. Motion carried unanimously. . (b) DESIGNATION OF COUNCIL REPRESENTATIVES: 1. AIRPORT COMMISSION — Steve Cook 2. CREEKSIDE ADVISORY BOARD — Casey Stotts and Bill Arndt 3. HUTCHINSON AREA HEALTH CARE BOARD — Kay Peterson 4. HUTCHINSON COMMUNITY DEVELOPMENT CORP. BOARD (EDA) — Jim Haugen and Casey Stotts 5. HUTCHINSON HOUSING, INC. (HRA) — Casey Stotts 6. HUTCHINSON UTILITIES COMMISSION — Steve Cook 7. LIBRARY BOARD — Kay Peterson 8. MID - MINNESOTA COMMISSION — Bill Arndt 9. PARKS, RECREATION, COMMUNITY EDUCATION ADVISORY BOARD — Bill Arndt 10. PLANNING COMMISSION —Jim Haugen 11. HUTCHINSON SAFETY COUNCIL — Kay Peterson . 12. TELECOMMUNICATIONS COMMISSION — Steve Cook 13. LIQUOR STORE COMMITTEE — Steve Cook and Jim Haugen 14. WAGE COMMITTEE — Jim Haugen and Kay Peterson 13. Liquor Store Committee was removed as it does not exist any longer. Mayor Cook noted that he will be focusing on other specific projects this year for the City and for this reason he will be stepping down from the Hutchinson Utilities Commission. Mayor Cook would like to appoint Robert Hantge to the Hutchinson Utilities Commission. Mr. Hantge has experience on several other boards and would inquire and have the bottom dollar in mind. Mr. Hantge will then step off of the Planning Commission. Motion by Cook, second by Stotts, to appoint Robert Hantge to the Hutchinson Utilities Commission. Motion carried unanimously. Motion by Arndt, second by Haugen, to ratify the remainder of the appointments. Motion carried unanimously. Motion by Haugen, second by Arndt, to dissolve the Liquor Store Committee. Motion carried unanimously. Motion by Arndt, second by Stotts, to set January 5, 2007, at 5:00 p.m. as a special meeting date for the Council Members to attend. • 5. ADJOURNMENT Motion by Arndt, second by Stotts, to adjourn at 8:50 a.m. Motion carried unanimously. 5C.6) r :; November 30, 2006 City of Hutchinson Public Works Department Maintenance Operations 1400 Adams St SE Hutchinson, MN 55350 Phone(320)234 -4219 Fax(320)234 -6971 Minutes — November 30, 2006 Bid Opening — Airport Agricultural Property Farm Lease Bids were advertised and were received for 84 acres, more or less, of tillable acreage owned by the City of Hutchinson, adjacent to Hutchinson Municipal Airport. Those present at the meeting included: John Olson, Public Works Superintendent; Bruce Fenske, Sr. Public Works Maint. Lead; Daryl Luthens, Skyview Dairy, Inc. At 1:00 p.m. at the City Council Chambers, City Center, 1 11 Hassan St SE, Hutchinson, MN 55350, the following bids were opened and read aloud. 1. Skyview Dairy, Hutchinson, MN $154 / acre 2. Jeremy Luthens, Hutchinson, MN $154 / acre . 3. Tom Schlueter, Hutchinson, MN $151 /acre 4. Ronald Mellies, Hector, MN $130 / acre 5. Kurt Reiner, Hutchinson, MN $128 / acre 6. L & L & Associates, Hutchinson, MN $ 50 /acre Once the bids were opened and read aloud, Olson informed those present that the bids would be presented to the Hutchinson Airport Commission for their review. The Airport Commission will make recommendation to the City Council. John Olson, Public Works Supt. Signed Bruce Fenske, Sr. Public Works Maint. Lead • 5(C)- MINUTES . BID OPENING MOBILE COMMAND POST JANUARY 3, 2007 Present: Ken Merrill, Finance Director and Melissa Starke, Recorder. Ken Merrill, Finance Director called the bid opening to order at 1:30 p.m. Mr. Merrill dispensed with the reading of Publication No. 7537, Advertisement for Bids, Mobile Command Post. The following bid was opened and read: Dodge /Born Free Motor Coach Net Bid Amount Humboldt, IA $108,910.00 The bid was referred to staff for review and a recommendation. It will be before the City Council for consideration and awarding on January 9, 2007. The bid opening adjourned at 1:33 p.m. • ATTEST: Gary D. Plotz, City Administrator • Steven W. Cook, Mayor 5tA) Cl IN OF HUTCHINSON C0I'_N'T0F 8 L'I LDI N (II.TLUINI BING/MECH AN ICA L PERMITS ISSUED AND NT ALUAnON T valuation December 2006 o. of Permits SinEle Family 4 -Manufactured Home I Window Rglacement - Rwide nlia i 7 Reside - Residential I 638TOOO Re'roof - Residential Residential AddifiouVRepair/Rernodel 4 817900 Drriveway I Accessory Bldgs (sheds, I Deck - Residential I Fence - Conunercial I 7"Y000 -Basenient Finish Commercial - New 4 2jj"wq000 3 Commercial Addition/Remodel 5 632, 00 Indust al - Njew 1 200,000 Buildin emolished I Fire SpTinkler 4 437,5450 Mechanical 22 4161061 Plumbing I I 1. Signs T A I P F R N I ITS ISSUE D kN, D VAL UATI ON For comparlsoll DeceniLvr, 2005 76 ?.645.1911 S 2,3" f.) 0 0 Memo To: Mayor and City Council Members From: Brad Emans, Fire Chief Date: 01/02/07 Re: Monthly Update on Activities of the Fire Department The fire department responded to 27 general alarms in the month of December. Response Time (First Emergency Vehicle Out of the Door): • December— 5 minutes 40 seconds Example of a few of the calls: • We responded to a single vehicle / bridge accident in the southwest part of the city. • • We responded to a missing person report in the southern part of the city, the missing person was located approximately 30 minutes later. • The timer on Christmas lights started a bag of leaves on fire next to a residential structure in the southwest part of the city, causing the siding to melt, doing approximately $1500.00 damage. • We responded to a fire in a 30 yard dumpster filled with old roof construction material, we ended up asking Public Works for assistance in dumping the material on the ground so we could get at the burning material. • We responded to a residential oven fire, the owner used his extinguisher to contain the fire,' keeping damage to a minimum. This is the breakdown of the calls for the month: City: Residential 5 Commercial /Industrial 6 Multi- family 0 School 0 Carbon Monoxide 3 Hazardous Material 6 Vehicle 0 Rescue 2 Medical 0 Grass 1 Sky -Warn 0 Good Will 0 Mutual Aid 0 Structure Fires 0 Arson 0 • s <' • • Rural: Rescue 1 Grass Type 0 Medical 1 Residential 1 Farm Building 0 Hazardous Material 0 Carbon Monoxide 0 Vehicle 0 Commercial/Industrial 1 Good Will 0 Structure Fires 0 Arson 0 Drills / Meetings / Other Information • Monthly Lieutenants equipment time. • Commercial fire pre -plan / tours of new buildings. • NIMS — 200 (National Incident Management) required by the Department of Homeland Security. Fire Prevention / Public Relations • We assisted the Park Department with a native prairie grass restoration burn in Miller Woods. • "Shop With A Kid" at Wal -Mart / a program sponsored by Bernick Pepsi during Christmas for underprivileged children. • Salvation Army's "Bell Ringer' participant. • Page 2 (o loJ;L_ • RESOLUTION NO. 13113 ADOPTING 2007 PUBLIC WORKS FEE SCHEDULE WHEREAS, the City of Hutchinson is empowered by previously passed ordinances to impose fees for services, and WHEREAS, based upon the recommendation of costs for providing the services for various city departments NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA THAT THE FOLLOWING FEE SCHEDULE IS ADOPTED: (a) 2006 Public Works Fee Schedule *Fee schedule attached Adopted by the City Council this 9`h day of January, 2007. ATTEST: Gary D. Plotz, City Administrator • Steven W. Cook, Mayor (COD) I • i City of Hutchinson, MN P bli W k R t 2007 • u Ic or s a es 3% Rates t n: r r'?a 'v "'? 0.0% Review of site and grading plans and/or plans and specifications 2006 X0071 "'""Units "' Change `'. Backgroun d t,"v9, 3.0% total cost esL . . 1 1,0%1 ENGINEERING 11111VVCIIICIIt- FVJV.I C11 11 3% 1 0 °/a 1 0% total cast esL 0.0% Review of site and grading plans and/or plans and specifications Design review' 1.0% 30% 3.0% total cost esL 0.0% prepared by developer, or pre- engineering of reconstruction plans. 1 1,0%1 15% total cost eat. 0.0% Capitalized Interest. Assess entoendreparati n, MN Statute 429 re view, and contract Contract administration Final design 6.0% 6.0%1 otal cost est. 0.0%i Cost to complete plans and specifications in- house. projects will be completetl utilizing municipal financing based on Includes on -site and off -site services. Private developers must Construction review and slaking 7% 6.0% 6.0% _ total at est. 0.0% provide survey control and may complete this work with a consultant Testing TestiO services 1.5% 1.5% total cost est. 00% For testing services completed by City. approved by the City and pay these costs directly, rlu eLl nuulunSUdUUu 3% 1 0 °/a 1 0% total cast esL 0.0% Pla aend development. subdivision and /or development Preliminary development' 1.0% 10% 1.0% total cost eat. 0.0% agreemenw 1 1,0%1 1.0% total cost eat. 0.0% Capitalized Interest. Assess entoendreparati n, MN Statute 429 re view, and contract Contract administration 2.0% 2.0% total cost eat. 0.0 % admintral projects will be completetl utilizing municipal financing based on GIS database updates, comprehensive Comprehensive planning' 7% 1.5% 1,5% total cost est, 0.0 %nfresystem planning. Testing TestiO services 1.5% 1.5% total cost est. 00% For testing services completed by City. Funding for HRA program suppoding housing needs within the community. The HRA Board may waive this fee on projects meeting Housing needs fund` 1.0 % 1.0 % total cost est. 0.0 "/o HRA Housing goals. Not applied to reconstruction or trunk utility improvements. r Financial services 3% 1 0 °/a 1 0% total cast esL 0.0% Bond administration, pmpetry assessment input. Legal services` 1.0% 1.0% total cost est. 0.0%1 Title review, development/subdivision agreement development and review, bontlrYscal review. Fiscal 1 1,0%1 1.0% total cost eat. 0.0% Capitalized Interest. The City retains the right so engage a consultant to complete a portion of the Engineering and Project Administration. The rlevelopershall have the preliminary and finalplat appmvedpdorto wok commencing on final design. Financial assurance2onding may be required for improvements being completed by private developers. The developer shall meet all design standards and financial surety requirements of the City. V Redevelopment and newly annexed (does not include "Housing RedeVelO menVNewl AnneXed P Y 24.0 % 24.0 % total cost eat. 0.0 % Needs Fund') Standard City Rate Minimum Rate 7.0% 70% mtal cost asl. 0.0% New tlevelopment. The City retains the night to approve which New Development 25.0% 25,0% total cost esL 0 0 % projects will be completetl utilizing municipal financing based on guidelines approvetl by the CiN Council. The City retains the right so engage a consultant to complete a portion of the Engineering and Project Administration. The rlevelopershall have the preliminary and finalplat appmvedpdorto wok commencing on final design. Financial assurance2onding may be required for improvements being completed by private developers. The developer shall meet all design standards and financial surety requirements of the City. V Minimum rate, including all items noted with an asterisk ('). Projects utilizing more City services will be charged based on rates noted Developer Designed$ Financed Rate Minimum Rate 7.0% 70% mtal cost asl. 0.0% above. Hutchinson HRA may waive the l% Housing Needs Fund fee based on low -income housing being included in the project. _ The City retains the right so engage a consultant to complete a portion of the Engineering and Project Administration. The rlevelopershall have the preliminary and finalplat appmvedpdorto wok commencing on final design. Financial assurance2onding may be required for improvements being completed by private developers. The developer shall meet all design standards and financial surety requirements of the City. V 0 • 0 City of Hutchinson, MN Public Works Rates - 2007 WATFR RATFS Bulk water 5 4 t 40.00 0,0% Per staff review Key rental fee Month or partial month $ 40.00 Item ?s ' ?" ,: „�. ^'.2006 '2007 = `'?tLn Change " - BBC�C $ 520.00 $ 520.00 each 0.0 %Par staffreview 3.3% inflationary atljustment+ 5% rate adjustment (through 2011 to SAC Sewer Availability Charge) $ 15.00 $ 1,545 1,675.00 SAC Unit 8.3% meet identified rate deficiency) Water department staff will approve or $ 20.00 20.00 per 2 loads/day 0.0% Per staff review 3.3% inflationary adjustment + 5% rate adjustment (through 2011 to WAC Water Availability Charge) $ 15.00 $ 1.175 1,275.00 WAG Unit 83% meet identified rate deficiency) Assessment Search $ 30.00 $ 23.00 $ 23.00 Each 0.0° Increased from in 2005. Consider adjustment in 2007 WATFR RATFS Bulk water Deposit for key rental $ 40.00 40.00 each 0,0% Per staff review Key rental fee Month or partial month $ 40.00 40.00 per month 0.0% Per staff review Lost key $ 520.00 $ 520.00 each 0.0 %Par staffreview Per load South Park loaded by City star $ 15.00 20.00 each 33.3% Per staff review Per load 2load /da , Hydrant fills Water department staff will approve or $ 20.00 20.00 per 2 loads/day 0.0% Per staff review Reconnect delinquent accounts disapprove or require application of $ 15.00 20.00 each 33.3% Per staff review Reconnect after hours, weekends, holiday turbo or compound meters. $ 30.00 30,00 each 0.0% Per staff review WATER MFTFR FFFC 3/4" and 5/8" Connections and flanges included $ 120.00 125.00 1 each 4,2% Per staff review V $ 205.00 210.001 earn 2.4% Per staff review 1 -1/2" $ 435.00 450.00 1 each 3.4% Per staff review 2" $ 575.00 595.00 each 3,5% Per staff review 2" Compound Water department staff will approve or $ 1,445 00 1,500.00 each 38% Per staff review 2" Turbo disapprove or require application of $ 745.00 775.00 each 40% Per staff review 3" Compound turbo or compound meters. $ 1,925.00 2,000.00 each 3.9% Per staff review 3" Turbo $ 1063.00 1,105.00 each 4.0% Per staff review 4" Compound $ 2,960.00 3.075.00 each 3.9% Per staff review 4" Turbo $ 2140.00 2,225.00 each 4.0 %Perstaff review 6 "Compound $ 5,300.00 5,510.00 each 40% Per stall review 6" Turbo _ 8 3,35000 3,480.00 each 3.9 % Per staff review AIRPr1RT Maintenance Hangar Shop $ 1,200.00 $ 1200.00 per annum 0.0% Per FBO contract. Renewal scheduled for 2007. City-owned hangars (Hangars #1/9-1118 $ 33.00 $ 35.00 per mo. tenant 6.1% Per Airport Commission recommendation, November 2006 City-owned hangars (Hangars #2/1 -218 $ 55.00 $ 60.00 per mo. (tenant) 9.1 % Per Airport Commission recommendation, November 2006 City-owned hangars (Hangars #3/2-4; 6-8 $ 9100 $ 100.00 per mo.(tenant ) 7.5% Per Airport Commission recommendation, November 2006 City-owned hangars (Hangars #3/1 & 3/5 $ 162.00 $ 175.00 par coo. tenant 8C% Per Airport Commission recommendation. November 2006 City-owned hangars (Hangars #4/1 -4/8 $ 100.00 par mo. (tenant) n/a Per Airport Commission recommendation, November 2006 City-owned storage spaces (Hangar #3 n/a n/a per month Space incl. w/#3/1 8 3/5 City-owned storage spaces (Hangar #4 $ 40.00 2er month Remaining 2 stalls in Hangar Privately-owned hangar s aces $ 0.0300 $ 0.0315 ers .ft. ear 5.0% Maximum allowable by contract Fuel Sales - Av as $ 0 OS $ 0.05 er 1,000 al. soltl 0.0 % Maintenance of hardware Fuel Sales - JetA $ 0.07 $ 0.07 er 1,000 al. sold 0.0% Maintenance of hardware Agricultural Lease (Cropland) _ $ 105.00 a mrlease er acre n/a 64 acres tillable, more or less ($154lease rate, if lease approved on Jan 9, 2007) Agricultural Lease Ha -- $ 65.00 $ 65.00 per acre 0.0 % 124 acres tillable, more or less u E City of Hutchinson, MN Public Works Rates - 2007 0 0 Flush marker grave s ace �rr> ,e� per grave s ace 10.0% Rates Upright memorial grave s ace tise' $ 700.00 $ 750.00 per grave s ace 7,1% � � "; � � $ 300.00 ' °. � r�.,; � f�"`` �` * item °� �.1 ��° � � ,,�^ �,r ... , , ,- 2oos :. ,• aoo7 �,;` .Units . k changri Back round r _ ... ��r.• , „ >, per grave s ace 0.0% . Columbarium Niches (Upper 3 rows Flush marker grave s ace $ 500.00 $ 550.00 per grave s ace 10.0% per adopted budget Upright memorial grave s ace $ 700.00 $ 750.00 per grave s ace 7,1% per adoptedbudgel Second right of interment $ 300.00 $ 300.00 per grave s ace 0.0% adopted budget - Baby section grave s ace $ 100.00 $ 100.00 per grave s ace 0.0% per atlopted bud get, ind. wl CounN charges Cremation grave s ace $ 300.00 $ 300.00 per grave s ace 0.0% $0 05 =Fuel system; $0 05 =Wash system; $0.02 =Fuel conditioning Columbarium Niches (Upper 3 rows $ 1,000.00 $ 1,100.00 per niche 10.0% Lower 2 rows $ 900.00 $ 950,00 per niche 5.6 Weekday interment $ 550.00 $ 550.00 per interment 0.0% Weekend/Holiday interment $ 650.00 $ 700.00 par interment 77% Winter weekday interment $ 650.00 $ 650.00 par interment 0.0% Winter weekend/holiday interment $ 750.00 $ 800.00 per interment 61% Weekday Baby interment $ 200.00 $ 200.00 per interment 00% Weekend/Holiday Baby interment $ 30000 $ 350.00 per interment 167% Winter weekday Baby interment $ 300.00 300.00 per interment 0.0% Winter weekend/holiday Baby interment $ 400.00 $ 450.00 per interment 12,5% Weekday cremation interment $ 250.00 $ 250.00 par interment 0.0% Weekend/Holiday cremation interment $ 350.00 $ 400.00 per interment 14.3% Winter weekday cremation interment $ 350.00 $ 350.00 per interment 0.0% Winter weekend/holiday cremation interment $ 425.00 $ 500.00 par interment 17.6% Vaulted cremains additional charge) $ 150.00 $ 150.00 as required 0.0% May include large and /or unusual ums Late charges funerals arrive after 4 pro) $ 100.00 $ 100.00 as re aired 0.0% Disinterment $ 750.00 $ 1,000.00 per disinterment 33.3% No weekend, holiday, winterdisinteroent allowed Holding vault fee $ 100.00 $ 100.00 as required 0.0% Free if interment at Oakland Cemetery Stone setting permit $ 40.00 $ 40.00 per memorial 0.0% Cemetery deed transfer $ 15.00 $ 15.00 as required 0.0% Chapel rental (per 1/2 day) $ 150.00 $ 150.00 as required 0.0% Chapel lease var. var. utility costs vac per holding vault utilities cost 1b?..6"TSUTAM Building Service Charge Hutchinson $84100.00 $70,000.00 perannurn -16.8% per adopted budget Building Service Charge Mn /DOT $56,00000 $70,00000 erannum 25.0% per adoptedbudgel Building Service Char a McLeod $46700.00 $70000.00 erannum 49.9 %per adopted budget - Building Service Charge (Transit) $ 3,200.00 $ 3290.00 erannum 2.8% per atlopted bud get, ind. wl CounN charges Fuel Charges $ 0.12 $ 0.12 er anon 00% $0 05 =Fuel system; $0 05 =Wash system; $0.02 =Fuel conditioning 0 0 City of Hutchinson, MN Pi ihlic Works Rains _ 9n07 0 .; Item . Rates ; ;✓' Backroudd 2006 ; tow . Unds` ° change CENTRAL GARAGE Labor rate $ 30.00 $ 32.50 per hour 8.3 3/4 ton and under $ 57.00 $ 58.70 er labor hour 3.0% Includes crew of 3 and appropriate equipment l ton and over $ 67.00 $ 69.00 per labor hour 3.0% At Supt.'s discretion OFL 3/4 ton and under $ 28.00 IS 28.85 per OFL 3.0% For OFL, vehicle inspection OFL 1 ton and Over $ 33.00 $ 34.00 _ perOFL 3,c% For OFL, vehicle inspection Parts - 11.50% 11.50% above cost 0.0 %5% over invoice price for stocking; 35% sales tax Routing 2% 2% of vendor billing 0.0 %$50.00 Vendor billings over $10000 = Min, charge $5.00: Max. charge MAINTENANCE OPERATIONS 1. Labor rate $ 30.00 $ 32.50 per hour 8.3 2. Asphalt patching material $ 100.00 $ 185.00 per ton placed 85.0% Includes crew of 3 and appropriate equipment 2a. Other materials quoted quoted per unit n/a At Supt.'s discretion 3. Equipment rental rates Per hour on -the -job. Add labor rate to equipment rate when operated by City start. Heavy equipment 'City reserves right to not allow, outside operation of City equipment. Loader/ grader $ 70.00 $ 70,00 per hour 0,0% "Add $15 per hour for emergency /overtime work Loader /snowblower $ 95.00 $ 95.00 per hour 0.0% - Equipment not identified will be assigned a rate by Pub Wks Supt. Tractor /Loader /Backhoe $ 40.00 1 $ 40,00 perthour 0.0% " At Supt's discretion, 12 equipment rates may he charged for travel time Alley grader $ 35.00 $ 35.00 perhour 0.0% Skid steer loader $ 25.00 $ 25.00 perhour 0,0% Grounds Equipment Tractor, agricultural $ 65.00 $ 6500 pa,h.ur 00% Brush chipper IS 30.00 $ 30.00 per hour 0.0% Tractor, grounds $ 2000 . $ 20.00 per hour 0.0% Commercial mowers $ 2000 $ 20.00 per hour 0.0% - Street maintenance equipment Street sweeper $ 75.00 $ 75.00 par hour 0.0% Street flusher $ 30.00 $ 30.00 per hour 0.0% Requires City operator. May not be operated by outside parties. Vibratory roller, asphalt trailer $ 30.00 $ 30.00 perhour 0.01/6 Air compressor/tools $ 20.00 $ 20.00 per hour 0.0% Sewer maintenance equipment Vactor sewer cleaner $ 125.00 $ 125.00 per hour 0.0% Requires City operator. May not be operated by outside parties. Vac -Ail catch basin cleaner $ 65.00 $ 65.00 per hour 0.0% Requires City operator. May not be operated by outside parties. Pum s less than 6" $ 15.00 $ 15.00 per hour 0,0% Pugs 6" of Over $ 25.00 $ 25.00 per hour 0.0% 4 0 0 0 City of Hutchinson, MN a�w �r tam "Rates ,- - , ' ,€s BacK'rountl�: soon' zoo>?r. - unns ° cha 9e'n Vehicles Aerial boom truck forestry $ 55.00 $ 55.00 perhour 0,0% Requires City operator. May not be operated by Outside parties. Tandem -axle dump trucks $ 50.00 $ 50.00 perhour 0.0% Single-axle snowplow trucks $ 45.00 $ 45.00 per hour 0.0% single-axle trucks $ 30.00 $ 30.00 perhour 0.0% Medium duty trucks $ 25.00 $ 25.00 erhour 0.0% 1 ton trucks $ 20.00 $ 2000 . per hour 0.0% Cars, trucks 314 ton and below $ 15.00 $ 15.00 erhour 0.0% L1 . CITY OF HUTCHINSON RESOLUTION NO. 13116 AUTHORIZING CITY OF HUTCHINSON MEMBERSHIP TO HUTCHINSON AREA CHAMBER OF COMMERCE WHEREAS, the Hutchinson City Council wants to promote the City of Hutchinson and, WHEREAS, the Hutchinson Area Chamber of Commerce does promote and advertise the resources and advantages of the City of Hutchinson, and; WHEREAS, the Hutchinson Area Chamber of Commerce has agreed to promote and advertise the resources and advantages for the City of Hutchinson including the all City Departments including the Hutchinson Utilities, Hutchinson EDA, and Liquor Hutch and; WHEREAS, the Hutchinson Area Chamber of Commerce has a fee structure to enable the Hutchinson Area Chamber of Commerce to do said promotion and, NOW THEREFORE, be it resolved by the City Council of the City of Hutchinson approves payment to the Hutchinson Area Chamber of Commerce Adopted by the City Council this 9thday of January 2007. • ATTEST: Gary D. Plotz City Administrator Steven W. Cook, Mayor 6 N)'�' • CITY OF HUTCHINSON RESOLUTION NO. 13117 DESIGNATING $200,000 LOCAL GOVERNMENT AID TO SPECIAL ASSESSEMENT BOND FUND BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT $200,000 of Local Government Aid fund received in 2006 is to be assigned to the Special Assessment Fund. THAT said funds and shall be available at the sole discretion and direction of the Hutchinson City Council. AND this resolution shall be effective for the 2006 City of Hutchinson fiscal year. • Adopted by the City Council this 9th day of January 2007 designating ATTEST: Gary D. Plotz City Administrator 11 Steven W. Cook Mayor (pC,6)3 • • PUBLICATION NO. ORDINANCE NO. 07 -0451 AN ORDINANCE AMENDING SECTIONS 154.004 AND 154.067 OF THE HUTCHINSON MUNICIPAL CODE TO DEFINE AND ALLOW STORAGE UNITS IN THE I -1 (LIGHT INDUSTRIAL PARK) DISTRICT 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 interests of the City to amend Section 154.004 and 154.067 of the City Code to allow storage units by conditional use permit in the I -1 District as follows: Section 154.004. Definitions Storage Units A building or group of buildings that may have individual compartmentalized stalls or units that are used exclusively for the storage of -oods materials, or equipment on the premises. Section 154.0677 -1, Light Industrial Park (C) Conditional uses. (1) Motor vehicle body shops; (2) Dog kennels; (3) Bulk storage of liquid; (4) Athletic clubs; (5) Restaurants; (6) Recyclable material collection center; (7) Grain elevators (8) Tattoo establishments and adult- oriented businesses; and (9) Storage Units. EFFECTIVE DATE OF ORDINANCE. This ordinance shall take effect upon is adoption and publication. Adopted by the City Council this 9 °i day of January, 2007. Attest: Gary D. Plotz City Administrator Steven W. Cook Mayor r� L. J r1 LJ • DATE: TO: FROM: SUBJECT: APPLICANT Request: MEMORANDUM DECEMBER 20, 2006 HUTCHINSON CITY COUNCIL HUTCHINSON PLANNING COMMISSION CONSIDERATION OF AMENDMENT ADDING LANGUAGE TO CONDITIONALLY PERMIT STORAGE UNITS IN 1 -1 STEVE KNISLEY The applicant's proposal for a storage garage development in the 1 -1 (Light Industrial Park District) has prompted an amendment to the ordinance to add "storage units" as a conditional use in the 1 -1 District. The City Council has provided informal feedback on the sketch plan, however an amendment to the ordinance to allow storage units in the 1 -1 district is required before the development moves forward. Although the applicant's interest in the amendment is for a specific site, the ordinance amendment would apply to all properties that are zoned 1 -1. Planning Commission Meeting: The Planning Commission held a public hearing and considered the request at their December 19, 2006, meeting. There was no one present to comment on the amendment. Staff explained that although the amendment is requested to allow a specific storage development, the Commission should review the request in view of all 1 -1 zoned properties. The Commission recommended adding a definition of "storage units" for clarity. Staff will draft a definition and present it to the Council in the proposed ordinance. The Commission also discussed that constructing any "storage units" would still require a conditional use permit application and the City would still be able to review the specific site and add conditions depending upon the location with the 1 -1 district. After discussing the proposed amendment, the Commission unanimously recommended approval of the ordinance amendment. Recommendation: The Planning Commission unanimously recommends approval of the ordinance amendment, as stated in the attached Ordinance. (0014 DIRECTORS REPORT- PLANNING DEPARTMENT To: Hutchinson Planning Commission From: Brad Emans, Dolf Moon, Dave Hunstad, Miles Seppelt, Dan Sexton, Jean Ward, John Webster, John Olson, Lenny Rutledge, Kyle Dimler, Kent Exner, Mark Schnobrich, Marc Sebora, Gary Plotz, Ken Merrill, Jim Popp, Dan Hatten, Dick Nagy, Rebecca Bowers and Bonnie Baumetz (Persons in attendance at Planning Staff Meeting (in bold) Date: December 4, 2006 —Meeting Date: December 19, 2006 Subject: Zoning Ordinance Amendment to Add Storage Units as a Conditional Use in the 1 -1 (Light Industrial Park) District Applicant: Steve Knisley ZONING ORDINANCE AMENDMENT: Mr. Knisley's proposal for a storage garage development in the I -1 (Light Industrial Park District) has prompted an amendment to the ordinance to add "storage units" as a conditional use in the I -1 District. The City Council has provided informal feedback on the sketch plan, however an amendment to the ordinance to allow storage units in the I -1 district is required before the development moves forward. • Although the applicant's interest in the amendment is for a specific site, the ordinance amendment would apply to all properties that are zoned I -1. A one stop shop meeting with Mr. Knisley was held on Wednesday, November 29`h to review City requirements and the next steps in the development process. Proposed Amendment: i Section 154.067 I (C) Conditional uses. (1) Motor vehicle body shops; (2) Dog kennels; (3) Bulk storage of liquid; (4) Athletic clubs, (5) Restaurants; (6) Recyclable material collection center; (7) Grain elevators (8) Tattoo establishments and adult - oriented businesses; and (9) Storage Units. �pWq n LJ Zoning Ordinance Amendment Sections 154.067 Planning Commission— December 19, 2006 Page 2 Analysis: In reviewing the proposed ordinance amendment, the Commission should consider whether the proposed use is consistent with the purpose of the zoning district and the Comprehensive Plan. Section 154.067 of the Zoning Ordinance states the purpose of the I -1 (Light Industrial Park) as: Purpose. It is the purpose of the I -1 district to create industrial areas that will be acceptable within the city and will not adversely affect adjacent business or residential neighborhoods. Industrial developments should be either: 1. Those whose operations are relatively free from objectionable influences; or 2. Those whose objectionable features will be obviated by design or appropriate devices. The areas that are zoned I -1 are identified in grey below: The Comprehensive Plan describes uses within the industrial land use category as "including manufacturing, warehousing, assembly, truck terminals, mining, quarries, and other businesses that provide goods and services, but not directly to the public." The Commission should consider whether adding storage units to an industrial land use category is consistent with the purpose of the Comprehensive Plan. Conclusion: A draft ordinance adding "storage units" as a conditional use to the 1 -1 district is attached for the Planning Commission's review, The Commission should hold a public hearing and provide a recommendation to the City Council. (, (1)� 0 PUBLICATION NO. ORDINANCE NO. 07 -0452 AN ORDINANCE AMENDING SECTION 154.024 OF THE HUTCHINSON MUNICIPAL CODE TO CLARIFY ALLOWED ENCROACMENTS AND PROJECTIONS, INCLUDING OVERHANGS AND EGRESS WINDOWS, INTO SETBACKS AND DRAINAGE AND UTILTY EASEMENTS 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 interests of the City to amend Section 154.024 of the City Code to clarify allowed encroachments and projections, into setbacks and drainage and utility easements as follows: §154.024 YARD SPACE; ENCROACHMENTS; STEEP SLOPES. (A) Yard space requirement. Any building, structure or use hereafter erected, altered or established shall comply with the yard space requirements of the district in which it is located, except as specified below. The required yard space for any building, structure or use shall be contained on the same lot as the building, structure or use and the required yard space shall fall entirely upon land in a district or districts in which the principal use is permitted. Any required yard space shall be open from 30 inches above the ground to the sky except as specified . elsewhere in this chapter. (B) Yard space encroachments; projections into yards and easements. Encroachments or projections into drainage and utility easements are not permitted with the exception that overhangs up two feet are allowed for Planned Development Districts that received final plat approval prior to 2007. The following projections maybe permitted into 6fly the required front, rear or exterior side yard setback, provided there is no encroachment or projection into the drainage and utility easements. a jehiing a street lot lbie. . (1). Cornices, sills, eaves and other ornamental features to a distance of not more than two feet, six inches; (2) Fire escapes to a distance of not more than four feet, six inches,- (3) Decks, in residential districts, to a distance of not more than one -half the distance into yards. e easement eiiere ., r,..ieni, ..,..mitt,,. (4) Bay windows window wells chimneys and fireplaces to a distance of notl more than three feet, provided that these features do not occupy, in the aggregate, more than one -third the length of the building wall on which they are located; and (5) Retaining walls and landscaping timbers within easements by conditional use permit. (C) Yard space exception; steep slopes. In any residential districts where the natural grade of a lot within the required front yard has an average slope, nonnal to the front lot line at every point along that line, of such a degree or percent of slope that it is not practicable to provide a driveway with a grade of 12% or less to a private garage con1brrning to the requirements of this chapter, the garage rnav be located within the fr ont yard, but not in any case closer than 12 feet to the street line. 0 Ordinance # Yard Space Encroachment January 9, 2007 Page 2 EFFECTIVE DATE OF ORDINANCE. This ordinance shall take effect upon is adoption and publication. Adopted by the City Council this 9`h day of January, 2007. Attest: Gary D. Plotz City Administrator LI • Steven W. Cook Mayor (,N)5 • MEMORANDUM DATE: December 20, 2006 TO: Hutchinson City Council FROM: Hutchinson Planning Commission SUBJECT: CONSIDERATION OF A ZONING ORDINANCE AMENDMENT TO CLARIFY ALLOWED ENCROACHMENTS AND PROJECTIONS INTO SETBACKS AND DRAINAGE AND UTILITY EASEMENTS APPLICANT: CITY OF HUTCHINSON Proposed Ordinance Amendment: The zoning ordinance does not clearly address the requirements for encroachment of overhangs, cantilevers, egress windows, and other projections into the setback and easement areas. The proposed amendment would clarify requirements and specify that encroachments are not allowed into drainage and utility easements. Additional information is included in the attached report to the Planning Commission and attached ordinance. • With the smaller side yard setbacks that are common in new Planned Development Districts, easement encroachments have become a concern. However, as there are a couple PDDs that allow 6' side yard setbacks along with 6' drainage and utility easements, an exception is recommended to allow overhangs such as roofs and window bays for building plans in progress. The proposed exception in the draft ordinance would allow overhangs into the easement for PDDs that received final plat approval prior to 2007. Planning Commission Meeting: The Planning Commission held a public hearing and considered the request at their December 19, 2006, meeting. There was no one present to comment on the request. The Planning Commission and staff discussed the need for the amendment to protect easements and noted the amount of newer developments where small setbacks have become common. The Commission asked how this would impact older parts of town. Staff stated that it would apply to all properties, except for the exemption for PDDs that have been final platted before 2007. It was discussed that some older properties do not have drainage and utility easements and most have a 6' or 8' side yard setback requirement. The smallest setbacks were those granted under newer PDDs. Recommendation: The Planning Commission unanimously recommends approval of the ordinance amendment • as stated and recommends approval of the attached Ordinance. ('(45 DIRECTORS REPORT -PLANNING DEPARTMENT To: Hutchinson Planning Commission From: Brad Emans, Dolf Moon, Dave Hunstad, Miles Seppelt, Dan Sexton, Jean Ward, John Webster, John Olson, Lenny Rutledge, Kyle Dimler, Kent Exner, Mark Schnobrich, Marc Sebora, Gary Plotz, Ken Merrill, Jim Popp, Dan Hatten, Dick Nagy, Rebecca Bowers and Bonnie Baumetz (Persons in attendance at Planning Staff Meeting (in bold) Date: December 11, 2006 — Meeting Date: December 19, 2006 Applicant: City of Hutchinson ZONING ORDINANCE AMENDMENT: The zoning ordinance does not clearly address the requirements for encroachment of overhang, cantilevers, egress windows, and other projections into the setback and easement areas. The Planning Commission discussed the need to clarify the ordinance in October, during the review of a proposed addition that would encroach into the drainage and utility easement. The Commission and City Council approved vacating a portion of the easement, however, did not allow the proposed cantilever to extend into the remaining portion of the easement. Staff is proposing the ordinance amendment to specify that encroachments are not allowed into • drainage and utility easements. With the smaller side yard setbacks that have become common in new Planned Development Districts, encroachments into easements have become a concern. However, as there are a couple PDDs that allow 6' side yard setbacks along with 6' drainage and utility easements, an exception is recommended to allow overhangs such as roofs and window bays for building plans in progress. The proposed exception in the draft ordinance would allow overhangs into the easement for PDDs that received final plat approval prior to 2007. For future developments, the City may wish to reconsider allowing side yard setbacks that do not allow adequate space for overhangs without encroaching into drainage and utility easements. Proposed Amendment: § 154.024 YARD SPACE; ENCROACHMENTS; STEEP SLOPES. (A) Yard space requirement. Any building, structure or use hereafter erected, altered or established shall comply with the yard space requirements of the district in which it is located, except as specified below. The required yard space for any building, structure or use shall be contained on the same lot as the building, structure or use and the required yard space shall fall entirely upon land in a district or districts in which the principal use is permitted. Any required yard space shall be open from 30 inches above the ground to the sky except as specified elsewhere in this chapter. (B) Yard space encroachments; projections into yards and easements. Encroachments or projections into drainazee and utility easements are not permitted with the exception that overhanzs up two feet are allowed only far Planned Development Districts that received final plat approval prior to 2007. The following projections may be permitted into any the required front, rear or exterior side yard setback. provided there is no encroachment or projection into the drainage and utility easements. a6yoining a sireet lei iiirze. (1) Cornices, sills, eaves and other ornamental features to a distance of not more than two feet, six inches; (2) Fire escapes to a distance of nw more than fourfeet, six inches, (a�5 Amendment to Ordinance Sections 154.024 Planning Commission— December 19, 2006 Page 2 (3) Decks, in residential districts, to a distance of not more than one -half the distance into yards. "' & easement (4) Bay windows, window wells, chimneys and fireplaces to a distance of not more than three feet, provided that these features do not occupy, in the aggregate, more than one -third the length of the building wall on which they are located; and (5) Retaining walls and landscaping timbers within easements by conditional use permit. (C) Yard space exception; steep slopes. In any residential districts where the natural grade of a lot within the required front yard has an average slope, normal to the front lot line at every point along that line, of such a degree or percent ofslope that it is not practicable to provide a driveway with a grade of 12 %or less to a private garage conforming to the requirements of this chapter, the garage may be located within the front yard, but not in any case closer than 12 feet to the street line. Analysis: Staff reviewed the proposed ordinance at the December 4'" planning staff meeting and supports the amendments. Public Works, Engineering, and Utility department staff expressed strong support for the ordinance clarification as there have been concerns raised regarding the difficulty to get between houses with equipment needed for utilities and drainage maintenance. • The proposed exception for PDDs was added after the staff meeting when building and planning staff discovered the need for an exception for PDDs that have the same setbacks as the easements. Without this exception, developments with a 6' sideyard setback would need to revise building plans so overhangs would not encroach into the easement. In cases of very narrow lots, this could be a economic hardship for developers. Therefore, staff recommends approval of the proposed ordinance with the exception for PDDs platted before 2007. Conclusion: Staff recommends approval of the attached proposed ordinance. I u 0 TO: Mayor & City Council FROM: Kent Exner, City Engineer RE: Consideration of Engineering Services Amendment for School Road Pedestrian Underpass Project (Letting No. 1 /Project No. 07 -01) DATE: January 9, 2007 As directed by City staff, SRF Consulting Group Inc. has prepared a proposal to complete the trail lighting design along the School Road Pedestrian Underpass project improvements. SRF's original engineering services proposal only included fees to design the tunnel lighting. The not -to- exceed total cost for these . additional services is $3,500. Thus, SRF's total not -to- exceed fee amount will be adjusted accordingly to include these additional services. As noted in SRF's letter, they will continue to invoice the City only for the actual time needed based on an hourly rate. Thus, the final design costs could be less than the not -to- exceed amount. We recommend approving this Engineering Services Amendment with SRF Consulting Group in the not -to- exceed amount of $3,500. cc: Gary Plotz — City Administrator �(t) MA C ONSULTING GROUP, INC. . Transportation • Civil • Structural • Environmental • Planting • Traffic • Landscape Architecture • Parking • Right of Way December 18, 2006 SRF No. 0055376 012A Mr. Kent Exner, P.E. City Engineer CITY OF HUTCHINSON 111 Hassan Street Southeast Hutchinson, MN 55350 -2522 Dear Kent: SUBJECT: TH 7 /SCHOOL ROAD PEDESTRIAN UNDERPASS LETTING NO. 1 /PROJECT No. 07 -01 S.P. 133 -090 -002; HPPH MN 144(001) - Based on your request, we are pleased to submit this proposal to provide professional services for development and design of a trail lighting system along Trunk Highway (TH) 7 from Shady Ridge Road on the west to School Road on the east and at the ends of the three trail termini for the underpass trail and the two trail spurs along either side of School Road. As you know, SRF is currently under contract with the City of Hutchinson for the TH 7 /SCHOOL ROAD PEDESTRIAN UNDERPASS in this area. Based upon the initial preliminary lighting layout, as developed by the City, we propose to coordinate our • design activities for the trail lighting improvements into the TH 7 /School Road Pedestrian Underpass construction package. I SCOPE OF SERVICES We propose to cant' out the work described as follows: �I Task 1: Trail Lighting Design I SRF will provide design services for a trail lighting system along TH 7 from Shady Ridge Road to School Road, including light units near the ends of the three trail termini as shown on the preliminary layout provided by the City. Based on our initial discussions, it is envisioned that the lighting of the box culvert and trail systems will incorporate standard City lighting units and standard Mn/DOT box ctilvert lights. SRF will provide lighting design that includes the following tasks: • Produce plans, specifications, and estimate to be inserted into the TH 7 /School Road Pedestrian Underpass construction package. Drawings will include plan views, equipment details, and wiring diagrams. • Provide assistance during the bidding process. Our scope of services does not include any in- construction activities such as construction administration, shop drawing reviews, or construction staking and inspection. If the City requests assistance during construction, we would propose to be compensated at our agreed -upon hourly rates. • One Carlson Parkway North, Suite 150 Minneapolis, Minnesota 55447 -4443 Tel: 763- 475 -0010 • Fax: 763- 475 -2429 srf cons ulting.com An Equal Opportunity Employer Case Plaza, One North Second Street Fargo, North Dakota 58102 -4807 Tel: 701- 237 -0010 • Fax: 701- 237 -0017 ��J Mr. Kent Exner, P.E. - 2 - December 18, 2006 SCHEDULE AND BUDGET • We will complete the work outlined in this proposal within a time schedule that allows the trail lighting plan sheets to be combined into the 90- percent TH 7 /School Road Pedestrian Underpass construction package. We propose to be reimbursed for our services on an hourly basis for the actual time expended. Other direct project expenses, such as printing, supplies, etc., as well as subconsultant services will be billed at cost, and mileage will be billed at the current allowable IRS rate for business miles. Invoices are submitted on a monthly basis for work performed during the previous month. Payment is due within 30 days. Based on our understanding of the project and our Scope of Services, we estimate the cost of our services to be as follows: Task 1: Trail Lighting Design $3,500 Direct Project Expenses Total $3,500 CHANGES IN THE SCOPE OF SERVICES / ADDITIONAL SERVICES It is understood that if the scope or extent of work changes or additional services are requested, the cost will be adjusted accordingly. Before any out -of -scope or additional service work is initiated, however, we will submit a budget request for the new work and will not begin work until we receive authorization from you. NOTICE TO PROCEED A signed copy of this proposal or a separate letter of authorization, either mailed or faxed to our office, will serve as our notice to proceed. We sincerely appreciate your consideration of this proposal and look forward to working with you on this project. Please feel free to contact us if you have any questions or need additional information. Sincerely, SRF CONS /�/LjT /INGGnROUP, INC. Nat hen A. Will, P.E. Associate APPROVED: (Signature) Steven W Cook Mayor 01/09/2007 (1W es R. Dvorak, P.E. J'Vice President This cost proposal is valid for a period of Name: SRF reserves the right Title: • Date: Steven W Cook Mayor 01/09/2007 (1W es R. Dvorak, P.E. J'Vice President This cost proposal is valid for a period of 90 days. SRF reserves the right to adjust its cost estimate after 90 days from the date of this proposal. SRF Vol 31HIProjectsl5376W I- MUID"ILetter&nerl2i806.doc 6:— 0 LI 0 TO: Mayor & City Council FROM: Kent Exner, City Engineer RE: Consideration of Resolution for Minnesota PFA Phosphorus Reduction Grant Protection DATE: January 9, 2007 The attached Resolution documents the City's intent to proceed with the reconstruction of the Wastewater Treatment Facility Improvements while protecting its opportunity to secure a Phosphorus Reduction Grant from the State Clean Water Legacy Program. Currently, the City has been notified that we are to receive a grant in the amount $500,000. We recommend approving the attached Resolution. cc: Gary Plotz — City Administrator (, (j) 0 0 City of Hutchinson, MN Public Works Rates - 2007 WATER RATES Base charge Per water meter $ 525 1 month -W00 %Per Per staff review, assuming $350,000 available from Excess Bond 1. Golf Course, Park, Open s ace To 150,000 gallons er month $ 2.92 307 PuFamemarit, 5.1% Funds for Dam canaructle, 151,000 to 3,000,000 gallons per month $ 1.50 $ 3560 month - 100.0% Perrate review -Earth Tech Per staff review, assuming $350 000 available from Excess Bond 2. Sin le& Two-Family Residential OVer 150 $ 226 2.37 a, uniVmrnth 4.9% Funds for Dam construction. TKON Over 40 $ 1.30 1 ar rand - 1000 %Perrate Per staff review, assuming $350,000 available from Excess Bond 3. Public/Private School & Institutional $ 11.39 1196 par - /month 5.0% Funds for Dam comfuj ien. Per staff review, assuming $350 000 available from 6cess Bond 4. Multi-Family Residential & Church $ 1615 1698 per ad-ohmorth 50% Funds for Cam construction. 2E. lots over 5 acres see Resolution 11637 See ResoWtion 011637 acrermontb nla Per staff review, assuming $350,000 available from Excess Bond 5. Commercial &Industrial S 2882 30.26 eravelmrntM1 S.D %Funtls for Dam wnstmaion. WATER RATES Base charge Per water meter $ 525 1 month -W00 %Per Per staff review, assuming $950,000 available from Excess Bond 2A. Lots l to 2 acres To 150,000 gallons er month $ 390 4.10 crelmonth 5.1% Funds for Dam construction. 151,000 to 3,000,000 gallons per month $ 1.50 $ 3560 month - 100.0% Perrate review -Earth Tech Per staff review, assuming $350000 available from Excess Bond 28. LOts 2 t 3 acres OVer 150 $ 682 7.16 crelmonth 5.0% Funds tar Dam wnstmaion. TKON Over 40 $ 1.30 1 ar rand - 1000 %Perrate Per staff review, assuming $350,000 available from Excess Bond 2C. Lots 3 to 4 acres $ 975 10.24 aelmonth 50% Funds for Dam curstructlon. Per staff review, assuming $350.000 available from Excess Bond 20. Lots 4 to 5 acres $ 12.67 1330 rWlmoin h 5.0% Fund. for Dam wnstmaion 2E. lots over 5 acres see Resolution 11637 See ResoWtion 011637 acrermontb nla WATER RATES Base charge Per water meter $ 525 1 month -W00 %Per ate review -EanM1 Teah Usage ( Residential, Retail, Commercial, industrial) To 150,000 gallons er month $ 230 1 er month - 100.0 %Perate reviewEarh Tech 151,000 to 3,000,000 gallons per month $ 1.50 $ 3560 month - 100.0% Perrate review -Earth Tech Over 3,000,000 allons er month $ 1.10 OVer 150 month - 100.0 %Per rate review - Earn Tech SEWER RATES Base charge I Per connection E 400 1 rmomh - 100.0 %Per rate review- Donahue B Associates Usage Based upon Janus water usage $3.52 1 month 400.0% Per rate review- DonehueBAssociates Load changes $ 3560 1 Per in 1000 %Per Per rata review.- Donahue 8 Associates BOO OVer 150 $ 032 auntl - 100.0 %Perrate revierv- DrnInueBASaodates TKON Over 40 $ 1.30 1 ar rand - 1000 %Perrate review- OanaM1UeBASSOaates S Solids I $ 0.30 1 be, rune 1 -1 Do,, Per rate revue. - Donahue & Ada ... ties GARBAGE RATES y30Valloncontainer 30- allon container $ 10.29 1 mrntn - 1000 %Per stag review j 60- al ton container 30- allon container $ 2595 1 er monm - 100.0 %Per slam revue. 90. qallon container $ 3560 1 Per in 1000 %Per Stan review •30^allon container 30- allon container is 2567 1 par mantM1 - 100.0 %Per stag review 60-gallon container 30- allon container 1 $ 33.32 1 par montn - 100.0% Per staff review Senior citizen reduced rate IOW income 1 $ 4297 1 Per month -1 oDD %Par Stan review U Bi- weekly standard service 30- allon container $ 13 ]5 montn -100.0 % Per staff review Bi -weekl valet service low income 30- allon container 8 1856 monm - 100.0% Per Stan review Senior citizen reduced rate IOW income $ 2,50 month -10oD% Per stett revirtw Senior citizen reduced valet $ 9.87 month - W0.0 %ver start review Senior citizen reduced bi -weekl valet E 6.19 1 1 per month 1 -1 oo.oi Per staff review 0 • RESOLUTION NO. 13111 Minnesota Public Facilities Authority Phosphorus Reduction Grant Protection Resolution RESOLUTION DOCUMENTING THE CITY OF HUTCHINSON'S INTENT TO PROCEED WITH THE RECONSTRUCTION OF ITS WASTEWATER TREATMENT PLANT WHILE PROTECTING ITS OPPORTUNITY TO SECURE A PHOSPHORUS REDUCTION GRANT FROM THE STATE CLEAN WATER LEGACY PROGRAM WHEREAS, under the provisions contained in Minnesota Laws 2006, Chapter 251, Section 14, the 2006 Legislature created the Clean Water Legacy Phosphorus Reduction Grant Program and appropriated funds, and WHEREAS, the City of Hutchinson may have to proceed with reconstruction of its Wastewater Treatment Plant before the State is able to issue the Phosphorus Reduction Grant, and WHEREAS, the reconstruction of the Wastewater Treatment Plant contains a grant eligible Phosphorus Reduction component. BE IT RESOLVED that the City of Hutchinson will proceed with the reconstruction of the Wastewater Treatment Plant on schedule, with the expectation that the City will be reimbursed by a State Phosphorus Reduction Grant at a later date. • I CERTIFY THAT the above resolution was adopted by the City Council of the City of Hutchinson on January 9th, 2007. SIGNED: Steven W Cook, Mayor Gary D Plotz, City Administrator SEAL L WITNESSED: Mayor. 7. Public Hearing Presentation on January 23, 2007 will include review of: • Federal Objectives /Income Limits of program and eligibility requirements of program • Goals /Objectives. of Program • Map of Target Area • Proposed budget • Financial Assistance package to homeowners 8. Full Application due to DEED by February 1, 2007. 2007 HOUSING COMMUNITY DEVELOPMENT PLAN PROGRESS REPORT 1. Letters of support for plan received from Miles Seppelt, EDA and Rebecca Bowers, City Planning Director 2. Plan approved by HRA Board at December 2006 HRA Board meeting. 3. Presentation of plan at January 23, 2007 Public Hearing along with priorities for 2007 and request for approval of plan. • APPLICATION FOR SMALL CITIES DEVELOPMENT PROGRAM • (SCDP) FOR FRANKLIN GROVE EXPANDED AREA REHAB PROJECT PROGRESS REPORT 1. Windshield Survey of Targeted area spring 2006 2. Franklin Grove Expanded Area Rehab Project meeting with target area homeowners on September 14, 2006. 3. 49 pre - applications submitted by homeowners in target area by October 2, 2006 4. Pre - application submitted to DEED by Monday October 19, 2006. • Project Summary - - -The City of Hutchinson/HRA has successfully completed the rehabilitation project in the Franklin Grove neighborhood in 2006 and exceeded its goal by five projects. The City wishes to assist an additional 20 low /moderated income homeowners within an expanded target area that includes the Franklin Grove neighborhood. The area contains a substantial number of housing units having deferred maintenance. The Hutchinson HRA has a waiting list of 49 income eligible homeowners from the target area. The HRA would provide administration of the program and has obtained a commitment of other funding through the SW MN Housing Partnership. The SCDP fund would be used solely to benefit persons who meet the McLeod County Section 8 income guidelines. 5. Letter from DEED on December 7, 2006 selecting City of Hutchinson/HRA to submit full application for funding. • 6. Requirements for full application include public hearing set for January 23, 2007, commitment of $20,000 in City funds to project from the SCDP rehab revolving loan fund and Resolution supporting project and signature of Application by Mayor. 7. Public Hearing Presentation on January 23, 2007 will include review of: • Federal Objectives /Income Limits of program and eligibility requirements of program • Goals /Objectives. of Program • Map of Target Area • Proposed budget • Financial Assistance package to homeowners 8. Full Application due to DEED by February 1, 2007. 2007 HOUSING COMMUNITY DEVELOPMENT PLAN PROGRESS REPORT 1. Letters of support for plan received from Miles Seppelt, EDA and Rebecca Bowers, City Planning Director 2. Plan approved by HRA Board at December 2006 HRA Board meeting. 3. Presentation of plan at January 23, 2007 Public Hearing along with priorities for 2007 and request for approval of plan. • 101 st Annual C Management and Policy Management and policy sessions at this year's conference will offer a broader, interdisciplinary view of the finance function. From financial policy development to intergovernmental net- working to using performance data for strategic decision mak- ing, these sessions are designed to tie it all together. With shifting demographics lending to new challenges in managing a diverse workforce, effective leadership has perhaps never been more important. Management sessions will also focus strategies for recruiting and retaining a high - quality workforce during an era of changing expectations from both internal and external stakeholders. Pension and Benefits Pension and benefits concurrent sessions and discussion groups at this year's annual conference will focus on pension, retirement, and healthcare issues important to pension and general finance professionals alike. OPF.B will cake a leading role, with sessions addressing strategies for funding OPBB liabilities and tackling legal and legislative challenges chat may arise. In the healthcare area, sessions will focus on specific health cost containment strate- gies, including successful local government case studies. Also fea- tured will be the newsworthy topic of strategies to ensure reruemere security for public employees. Sessions on other timely topics will include securities litigation, changing workforce de- mographics, data security, and the use of hedge funds by the pub- lic sector. Sunday, June 10 a 9:30 em - 4:00 pm Exhibiu Open r 10:00 am — 4:00 pm Registration Open si. 10:00 am — Noon Technology Resource Group Meeting V 12:30 pin — 1:30 pm Women's Public Finmxe Network Meeting: Open to all oonferenre attendees ;? 1:30 pm — 2:30 pm Concurrent Sessions 2:45 pm — 3:45 pm Concurrent Sessions sz. 4:00 pm — 5:00 pm Black Caucus Meeting: Open to all conference attendees r 5:00 pm -6:30 pm Mat Your Statel Provincial Colleagues Opening Gathering and Reception Monday, June 11 ■8:00 am- 4:30 pm Rcgioratioa Open ■8:30am- 10:15am General Session ■ 9:30 am — 4:30 pm Exhibits Open 0 10:30am- 12:10pm Concurrent Sessions ■12:IOpm- 1:10pm Lunch WUb Your Colleagues Delegates only ■ 1:25 pin — 3:05 pm Concurrent Sessions 0 3:20pm- 5:00 pm Concurrent Sessions June 10 — 13, 2007 Technology and Digital Government Technology has not stopped evolving and this year's program will help practitioners stay abreast of the latest trends and, just as importantly, get the most out of existing investments in technology. Finance system tech- nology continues to be of central importance to organizational perform- ance, technology for budgeting continues to be a pressing need of the finance department, and use of technology for improving citizen relation- ships is a leading wend. GFOAS 2007 conference will update participants on the latest developments in these areas. However, technology is of little use if not implemented properly. Therefore, sessions will also feature a number of sessions designed to help users get the most out of technology imestments, including sessions on implementation strategies, planning for technology investments, and optimizing use of existing technologies. kkpp ..C. r ,i Tuesday, June 12 *8:00 am -4:30 pm Registration Open. * 9:00 ar, — 3:30 pm -h, Exhibits Open Id 9:00 am — 10:00 am - General Sent on _ *10:15am -. 11:55 am:. Concurrent Sessions 12:10 pm.- 1:40.psa..,, P= Annual Business', M in and Luncheon: Dele " 1:55 pm 3 ";: J Concurrent Setrion N. 3:50pm -450, i Discussion Grou N 7:00 pm -'] 0; Torte ofCaliifor Wednesday, June 13 8:30 am — Noon CITY OF HUTCHINSON MEMO Finance Department January 3, 2007 TO: MAYOR & CITY COUNCIL FROM: KEN MERRILL, FINANCE DIRECTOR SUBJECT: APPROVAL TO ATTEND GFOA CONFERENCE I would request, per city policy, council authorization to attend the GFOA national conference. The 2007 finance budget does included conference expenses. Following policy protocol it has been two years since attending a national conference, I am also including an outline of session offerings. H: \DOC \City council memo 4 inform mtg.doc v-0 CITY OF HUTCHINSON MEMO Finance Department January 4, 2007 TO: MAYOR & CITY COUNCIL FROM: KEN MERRILL, FINANCE DIRECTOR SUBJECT: 2007 WATER, REFUSE, SEWER, STORM WATER RATES Proposed Water and wastewater rates will be presented to the Council Tuesday night by engineers from Donahue for wastewater and engineers from Earthtec for water. The numbers will then be incorporated into the attachment for Council approval. Rates for storm water and refuse services for 2007 are listed in the attachment. We will prepare sample utility bills comparing current rates with the proposed rates. Following the presentation and answers to questions you may have, the request would be to approve the 2007 rates effective January 1, 2007. H: \DOC \City council memo l.doc • (d�) • ! City of Hutchinson, MN Public Works Rates - 2007 Base charge Per water meter $ 5.25 1891 montn - 100.0 %Per Per staff review, assuming $350,000 available from Excess Bond 1. Golf Course, Park, Open S ace To 150,000 allons per month $ 2.92 3,07 5.1% Funds far Dam o.natrudion. 151,000 to 3,000000 allons er month 8 L50 $ 3560 month - 100.0 %Far rate review -Earn Tam Per staff review, assuming $350,000.,.liable from Excess Bontl 2. Sin Ie &Two -Famil Residential Over 150 $ 2.26 237 iVmonth 4.9% Funds for Dam constructionPer TKDN Over 40 8 130 14.18 Meracralmorth - 100.0 %Peratereview- staff reWew, assuming $350000 available from Excess Bond 3. PublicJPtivate School &Institutional Over 250 $ 1139 11, tp.r..1morth relmonth 50% Funds for Dam conmroeon. Senior citizen reduced rate low income $ 2050 2.50 month 0 0% er staff review, assuming 1350,000 available from Excess Bond 4. Multi -Famil ResidentialBChurch $ 1615 16.96 elmonm 50 %Funds for Dam constmdionPer Lots over 5 acres see Resolution 11637 See Resolution 911637 $ 6.19 his month O6% staff review, assuming $350,000 available from Excess Band 5. Commercial & Industrial $ 2882 30.28 elmonth 5.0% Funds for Dam constntdion. Base charge Per water meter $ 5.25 1891 montn - 100.0 %Per Per stall review, assuming $-1- available from Excess Bontl 2A. Lots 1 to 2 acres To 150,000 allons per month $ 3.90 4.10 month 5.1 % Funds for Dam aonaugion. 151,000 to 3,000000 allons er month 8 L50 $ 3560 month - 100.0 %Far rate review -Earn Tam Per staff review, assuming $350,000 available form Excess Bond 2B. Lots 2 to 3 acres Over 150 $ 6.82 7.16 ate review =E.nn Tech 50% Funds for Dam wnstr ion. TKDN Over 40 8 130 14.18 Meracralmorth - 100.0 %Peratereview- Per staff review, assuming $350,000 available from Excess Bond 2C. Lots 3 to 4 acres Over 250 $ 9 .75 1024 er Pound 5.0% Funds for Dam constmdion. Senior citizen reduced rate low income $ 2050 2.50 month 0 0% Per staff review, azsumin0 1350,000 available .rem Excess Bond 2D. Lois 4 to 5 acres $ 12.67 13.30 month 5 0 % Funtls for Dam wnstmdi2E. Lots over 5 acres see Resolution 11637 See Resolution 911637 $ 6.19 his month Base charge Per water meter $ 5.25 1891 montn - 100.0 %Per rate review -Earth Tech Usage (Residential, Retail, Commercial, Industrial) To 150,000 allons per month $ 2.30 27.20 month -1000 %Ferrate review -Earn Tech 151,000 to 3,000000 allons er month 8 L50 $ 3560 month - 100.0 %Far rate review -Earn Tam Over 3,000,000_g allons er month $ 1.10 Over 150 momh - 100.0 %Per ate review =E.nn Tech Base chargec Per connection $ 400 1891 per our - 100.0 %Per rate reviex Donahue & Mandate. Usage Based upon January water usa a $3.52 27.20 par on - 100.0 %Per rate review - Donahue &Associates Load charges $ 3560 3749 month .Per rate review- Donahue& associates BOD Over 150 $ 0.32 perpound - 100.0 %Perratersdow Donabue&Atemb es TKDN Over 40 8 130 14.18 Duna - 100.0 %Peratereview- DOnanue &ASmcia.as S Solids Over 250 $ 0.30 19.79 er Pound - 100.0 %Par rate review- Donahue IS Assocates GARBAGE RATES Oren 30-qallon container $ 1829 1891 Per month 3.4 %Per maX review 60-9allon container $ 25.95 27.20 Per month 4.8 %1Per staff review 94 anon Container $ 3560 3749 month 53 %........review Per staff d-dw vveenl vtllet setvrt:C 34 anon container $ 25.67 26.38 mouth 2.8% Par staff review 60- allon container $ 33.32 34.67 minnth 4.1% Peretaffraview 94 anon Container $ 4297 4496 moatd 46% Per staff d-dw Other service rates Bi -weekly standard service 30 allon container $ 13.75 14.18 month 3.1% Per staff review Bi -weekl valet service 30. anon container E 1875 19.79 er month 5.5% Per staff review Senior citizen reduced rate low income $ 2050 2.50 month 0 0% Perstaffreview Senior citizen reduced valet $ 9.07 9.97 month 1.0% Per staff review Senior citizen reduced Iii-taeekl valet $ 6.19 0.23 month O6% Per staff review V • , :1 • r� January 9, 2007 HUTCHINSON, MINNESOTA BACKGROUND E Original Wastewater Treatment Plant (WWTP) 1988 Construction — Flow Equalization — Preliminary Treatment — Oxidation Ditches — Clarifiers — Chlorination/Dechlorination — Sludge Thickening — Sludge Dewatering — Sludge Storage BACKGROUND (Continued) s Plant operating close to or above design capacity s BODrrKN overloading, requiring temporary surface aerators r Chlorination /dechlorination system needs replacement ■ Phosphorus limits in new permit More strict NPDES requirements anticipated AGENDA • Project Background and Purpose • Current and Future Conditions • Planned Wastewater Treatment In'iorompients • Proposed Budgets • Estimated Sewer Service Charges • Questions and Comments BACKGROUND (Continued) it Sludge Heal Drying Facilities (On -Line 2004) Sludge Storage — Sludge Heat Drying Process • Continued Growth in Hutchinson — Population ■ 1990: 10,810 e 2006: 13,616 • Current Industries — Hutchinson Technologies, Inc. — 3M Company — Provesta c 6 E - 5 o� U 0 2 d+ Effluent vs. Permit Limitations CBOD /� 0) 1 I 0 CURRENT CONDITIONS VS CAPACITY PLANNED WASTEWATER TREATMENT IMPROVEMENTS ■. Add one train of MBRs with two aeration basins (Add second train of MBRs in future phase) s Expand preliminary treatment facilities Add phosphorus removal it Convert chlorine disinfection to UV disinfection DEBT SERVICE REQUIREMENTS Current Current 2026 Parameters Capacity Conditions Conditions Population 14,200 13,616 21,554 Ave. Flow 3.21 mgd 2.53 mgd 3.67 mgd Peak Day Flow 6.93 mgd 7.58 mgd 9.28 mgd Ave. BOD 5,840 ppd 3,680 ppd 10,100 ppd Peak Day BOO 10,200 ppd 11,600 ppd 28,800 ppd PLANNED WASTEWATER TREATMENT IMPROVEMENTS ■. Add one train of MBRs with two aeration basins (Add second train of MBRs in future phase) s Expand preliminary treatment facilities Add phosphorus removal it Convert chlorine disinfection to UV disinfection DEBT SERVICE REQUIREMENTS Bonds & Loans 2006 2008 2009 Existing Bonds $663,700 $664,000 $663,000 New Bonds $0 $219,300 $301,700 WPCRF Loan -Lo $753,100 $1.004.100 Total $663,700 $1,636,400 $1,968,800 CURRENT CONDITIONS VS CAPACITY 2006 (Continued) 2009 Salaries Current Current . 2026 Parameters Capacity Conditions Conditions Ave. TSS 5,680 ppd 4,690 ppd 7,470 ppd Peak Day TSS 12,200 ppd 10,600 ppd 19,400 ppd Ave. TKN 980 ppd 1,010 ppd 1,280 ppd Peak Day TKN 1,720 ppd 1,630 ppd 2,370 ppd Ave. Phos. 193 ppd 380 ppd Peak Day Phos. 333 ppd 589 ppd 0 & M EXPENSES O & M Expenses 2006 2008 2009 Salaries $567,000 $625,000 $656,300 Chemicals $50,100 $149,500 $359,700 Power $206,800 $239,000 $251,000 Misc. $657,200 $694,500 $729,200 Total $1,481,100 $1,708,000 $1,996,200 ANNUAL REVENUE REQUIREMENTS Expenses O &M Replacement Debt Service Transfers Out Total 2006 $1,481,100 $258,600 $663,700 63 000 $2,466,400 2008 2009 $1,708,000 $1,996,200 $441,100 $441,100 $1,636,400 $1,968,800 H9.0 72 000 $3,854,500 $4,478,100 OA, E t`J • SEWER SERVICE CHARGE RATES Rate Schedule 2006 2007 2008 2009 Fixed Charge per Month $4.00 $4.10 $4.30 $4.40 Volume Charge per K Gal $3.52 $3.96 $4.40 $5.00 Surcharges $32.10 Ave. for Similar Cities $29.30 $33.70 Note: Based on 7,500 gallmonth and inflation of 5 % /year. BOD per lb $0.32 $0.36 $0.40 $0.43 TSS per lb $0.32 $0.34. $0.36 $0.40 TKN per lb $1.30 $1.19 $1.07 $1.16 Phos per to $2.43 $5.82 COMPARISON OF MONTHLY SEWER CHARGES IN MINNESOTA 2005 2006 2009 Hutchinson, MN $30.30 $41.90 Duluth, MN $42.38 $44.50 $50.90 Cloquet, MN $34.98 $36.70 $42.00 Fergus Falls, MN $34.71 $36.40 $41.70 Bemidji, MN $34.33 $39.30 $45.20 New Ulm, MN $27.90 $32.10 Ave. for Similar Cities $29.30 $33.70 Note: Based on 7,500 gallmonth and inflation of 5 % /year. COMPARISON OF MONTHLY SEWER CHARGES IN WISCONSIN 2005 2006 2004 2006 2009 Hutchinson, MN $20.20 $26.90 Cedarburg, WI $28.90 $31.80 $36.10 Marinette, WI $27.70 $30.50 $34.60 Marshfield, WI $30.30 $33.30 $37.90 Merrill, WI $32.20 $35.40 $40.20 Port Washington, WI $30.80 $33.90 $38.50 Ave. for Similar Cities $22.20 $24.40 $27.80 Note: Based on 4,600 gallmonth and inflation of 5%/year. EST. RESIDENTIAL SEWER CHARGES 2006 2007 2008 2009 Monthly Sewer charges $30.30 $33.80 $37.30 $41.90 Note: Based on 7,500 gallons per month. COMPARISON OF MONTHLY SEWER CHARGES IN MINNESOTA 2005 2006 2009 Hutchinson, MN $30.30 $41.90 Chatfield, MN $59.70 Willmar, MN $16.70 $17.80 $45.00 j Brainerd, MN $18.90 $22.30 i $39.10 Litchfield $31.30 $36.00 Note: Based on 7,500 gal /month FUNDING • Low Interest Water Pollution Control Revolving Fund (WPCRF) Loan - Current interest rate 2.90 %, required plan and spec submittal by June 30, 2006 • Clean Water Legacy Act Grant (maximum $500,000 per community) • Legislative allocation 3 ,t 0 SCHEDULE s.. Submitted remaining facilities plan documents: June 28, 2006 • Submitted plans & specs. to MPCA: June 30, 2006 • Anticipate plans & specs. approval: Feb, 2007 • Advertise for construction contracts: Feb. 2007 • Receive bids: March 2007 a; Award construction contract: April 2007 IF Construction Substantial Completion: Sept. 2008 0 QUESTIONS AND COMMENTS? 0 CITY OF HUTCHINSON • RESOLUTION NO. 13114 ADOPTING WATER WASTEWATER REFUSE COMPOST BUDGET 2007 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA THAT the annual Water Wastewater Refuse & Compost Fund Budget for the City of Hutchinson for the fiscal year 2007, which has been submitted by the City Administrator and approved by the City Council is hereby adopted. The total of said budget and major division thereof being as follows: 0 • WATER/WASTEWATER /REFUSE FUND REVENUES AVAILABLE CURRENT REVENUE 388,137 Water Sales ' 1,880,000 Wastewater Sales 2,987,000 Compose & Recycling Sales 3,200,000 Refuse Sales 1,146,000 Recycling & compost credits (72,000) Interest Earnings 0 Penalties 15,450 SCORE 24,000 Other Revenues 47,660 Connection Charges 185,400 TOTAL AVAILABLE $9,413,510 REQUIREMENT WATER Personal Services 388,137 Supplies 211,980 Consulting 545,000 Other Services & charges 476,475 Depreciation 329,600 Debt Service 553,084 Transfers 61,800 Miscellaneous 21,350 Capital Outlay 4,655,535 DEPARTMENT TOTAL $7,242,961 off) Resolution number 0 Page 2 - -- WASTEWATER • Personal Services Supplies Consulting Other Services & charges Depreciation Debt Service Transfers Miscellaneous Capital Outlay DEPARTMENT TOTAL COMPOST Personal Services Supplies Consulting Other Services & charges Debt Service Total Cost of Sales Transfers Depreciation Miscellaneous Capital Outlay DEPARTMENT TOTAL REFUSE & Recycling Personal Services Supplies Consulting Other Services & charges Depreciation Miscellaneous Capital Outlay DEPARTMENT TOTAL Adopted by the City Council this 9th day of January 2007 ATTESTED: 40 Gary D. Plotz City Administrator 653,541 204,200 635,000 638,930 1,024,850 748,571 61,800 19,600 14,280,000 i, .. Steve W. Cook Mayor 819,811 182,000 100.000 576,000 117,407 1,045,400 50,000 283,000 5,500 43,000 $3,222,118 I 115,93 158,560 19,000 740,40 178,540 0 i0 $1,212,485 I oLo CITY OF HUTCHINSON RESOLUTION NO. 1 31 1 R • ADOPTING 2007 STORM WATER UTILITY BUDGET BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA THAT the annual Storm Water Utility Budget for the City of Hutchinson for the fiscal year 2007, which has been submitted by the City Administrator and approved by the City Council is hereby adopted. The total of said budget and major division thereof being as follows: REVENUES AVAILABLE CURRENT REVENUE Storm Water Revenues 455,260 Interest Earning 3,605 Other Revenues 1,545 TOTAL AVAILABLE $460,410 REQUIREMENT EXPENDITURES Personal Services 150,723 Supplies 13,314 • Consulting 20,600 Other Services & charges 63,217 M isc. 52 Depreciation 3,090 Capital Outlay 640,300 TOTAL EXPENDITURES $891,296 Adopted by the City Council this 9th day of January 2007 ATTESTED: Gary D. Plotz City Administrator • Steve W. Cook Mayor lb(�)- CITY OF HUTCHINSON RESOLUTION NO.13115 RESOLUTION ADOPTING THE CAPITAL PROJECTS FUND BUDGET FOR FISCAL YEAR 2007 • BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT the annual Capital Projects fund budget of the City of Hutchinson for the fiscal year 2007 which has been submitted by the City Administrator and approved by the City Council is hereby Adopted: the total of said budgets and major division thereof being as follows: REVENUES AVAILABLE CURRENT REVENUE Transfers In Interest TOTAL AVAILABLE REQUIREMENTS APPROPRIATIONS Capital Outlays Debt Service Building Improvement Other than Bldg. Machinery & Equipment Total Appropriations Odopted by the City Council this 9th day of January 2007 ATTESTED: Gary D. Plotz City Administrator • $414,750 6,000 $420,750 $30,000 $10,000 $20,000 $360,215 $420,215 Steve W. Cook Mayor l o(6) CITY OF HUTCHINSON 2007 BUDGET CAPITAL IMPROVEMENTS FUND (9301) 2003 Description - _ ACTUAL REVENUE PERMANENT TRANSFER ELECTRIC /GAS U General Fund Transfer INTEREST Railroad loan Grant Refunds & Reimbursements Events Center Sponsorship DONATIONS - Park Donation OTHER REVENUES EDA COUNCIL CHAMBERS - UPGRADE TOTALREVENUE Proposed 2004 2005 2006 2007 ACTUAL ACTUAL BUDGET BUDGET 341,250 358,300 376,300 375,000 414,750 147,500 9,700 10,055 914 1,082 6,000 6,000 $105,000 600,000 19,714 45,000 32,286 17,582 42,500 $15,000 109,080 25,000 6,600 $13,000 28,000 194,700 4,800 4,800 - -- - $457,205 $1,248 594 $659,664 $381,000 $420,750 EXPENDITURE CAPITAL OUTLAY - Seal Coat Parking Lot Roberts Park Fencing IT - computer - technology upgrade Police Department - storage bldg. Recreation Building - Floor & Ligthing Wall Floor Scrubber Fire Department - Apparatus Area Renovation Berhagen Property Acquisition Police - Printrac payment • Property Acquisition - rail railroad purchase Arena - Contract Buy Out Civic Arena - Compressor rebuild 112 - Cooling /resurface material Events Center Canopy IT - computer - technology upgrade Parks - Roberts Park Prairie grass - VMF Prairie /River Stabilization - Lights & Park mats Recreation bldg - Shower Valves - Door Replacement Police - Field reporting & Printtrac - Mobile Field Reporting - Communications Center upgrade - EOC & Rec Ctr generator - Tasers - EOC roof Library Automation upgrade Library Door replacement West Window replacement Furniture replacement City Center Air Handling Unit Lobby Windows Council chambers media upgrade Land Purchase EDA Senior Dining - improvements LJ EXPENDITURES $48,637 $45,158 $83,070 $149,229 $143,911 110,166 $17,941 $11,715 $18,037 $97,484 $43,760 $600,000 $31,350 $150,000 $1,300,177 $30,000 $30,000 $30,000 $8,362 $50,000 65,000 $3,857 $161,692 $166,850 1'89,915 $20,000 20,000 $9,484 $35,922 $9,700 9,700 $138,455 $105,000 22,000 10,000 $15,000 $13,000 $13,000 $16,600 $40,000 $12,000 $1,352 $194,700 25,600 150 io(j� Cky� MEMORANDUM POLICE / EMERGENCY MANAGEMENT SERVICES TO: Council & Mayor FROM: Dan Hatten, Director of Police / Emergency Management Services DATE: January 4, 2007 RE: Purchase of Mobile Command Post This memorandum is being submitted to request the purchase of a Mobile Command Post to replace the existing vehicle. The bid advertisement for the Mobile Command Post was placed with a closing date of January 3, 2007 at 1:00 p.m. I am recommending the approval of the bid be given to Dodgen / Born Free Motor Coach of Humboldt, Iowa at a cost of $108,910.00. There is an amount of $48,585.00 in the 2007 capital improvement budget for the purpose of replacing the aforementioned vehicle. The balance will come from private donations over the course of the next two years. I am requesting at this time that the balance of $60,325.00 be taken from the excess bond fund until such time as the donations are received. The excess bond fund will be fully reimbursed by the end of 2008 as the donations are received. If the council wishes I can give a brief presentation outlining the history of the Hutchinson Police Services Command Post, including the vehicle being requested as the replacement. /Ikg 2007 -01 -0001 0 de-) Memorandum TO: Mayor and City Council FROM: Brenda K. Ewingnan Resources Director RE: Public Works Management — Draft Position Descriptions DATE: January 4, 2007 Per the direction provided by the Council at the January 2, 2007, organizational meeting, staff has prepared the attached descriptions for the positions of City Engineer, Public Works Manager, and Water /Wastewater Manager for Council review and consideration. These positions are proposed to be in place on an interim basis for 2007 based on direction given at a previous Council workshop in 2006. The descriptions are intended to clarify the duties and responsibilities for the positions during this interim period. Upon Council acceptance /approval of the descriptions, Human Resources will move forward with the recruitment process for the position of Maintenance Superintendent. This regular full • time position was approved at the December 26, 2006, Council meeting. If you have any questions, staff will be in attendance at the January 9 Council meeting. Encl. � a) DRAFT January 2007 TITLE CITY ENGINEER DEPARTMENT PUBLIC WORKS SUPERVISED BY CITY ADMINISTRATOR SUMMARY THIS IS SUPERVISORY /MANAGEMENT WORK IN PUBLIC WORKS DEPARTMENTS (Engineering, Maintenance Operations & Water /Wastewater) PAY GRADE TBD DUTIES AND RESPONSIBILITIES 1 Directs and assumes responsibility for developing, maintaining and enforcing policies and procedures related to various Public Works operations, including: General Management Organizational and strategic planning Departmental human resource functions for personnel under supervision • Finance, budgeting and capital planning for department(s) under supervision Risk management Emergency management Safety Community Development Long range planning for infrastructure and utilities Development plan review Subdivision regulations /agreements Codes, permitting, and inspection Engineering and Project Management Bidding, assessment processes Engineering standards Pre - design and design, including consulting engineering Utility coordination Contractor operations and project administration Project close -out Environmental and Water Resource Management Environmental studies, reviews, and permitting Potable water treatment, conservation, sources and uses Wastewater treatment, treatment capacity, industrial requirements Storm water and flood management Pollution prevention 2 Works with elected officials, City management staff and other Department staff to identify and C) prioritize potential projects and identify potential funding sources for various projects. �3 Manages overall effective Public Works operations, including Engineering, Operations & Maintenance, and Water /Wastewater. Works with the Water /Wastewater Manager and Public Works Manager to develop appropriate guidelines and schedules for construction, maintenance and operation of city owned facilities, infrastructure, equipment and assets. Utilizes related computer software. Updates and maintains maintenance /operations records. 4 Serves with the Planning Director as the City's staff representatives at Planning Commission proceedings. Coordinates with the Planning Director to review community development and construction projects relative to City ordinances, regulations and contracts. Oversees certain agreements and other relationships between the City and third parties. 5 Directs and assumes responsibility for overall effective annual improvement and maintenance projects. Assists in preparation of proposed capital improvement plans. Develops reports for departmental, advisory, and City Council use. 6 Directs and assumes responsibility for overall effective construction and maintenance projects. Oversees construction/maintenance contracts, including construction schedules. Routinely coordinates multiple contracted construction/maintenance projects. Provides direction to the Engineering Specialists and Environmental Specialist as required. 7 Sees that Public Works employees under supervision are trained for best use in their respective areas of operation. Develops appropriate training programs, schedules and plans. Ensures employees receive • required safety training. Reviews and recommends changes to departmental safety programs. Ensures employees and outside third parties are aware of departmental safety programs related to their respective operations. 8 Responsible for ensuring machinery, equipment, structures, and vehicles used by department(s) under supervision are properly maintained and repaired. I 9 Serves as the City's representative for Municipal State Aid and other federal or state funding programs related to infrastructure construction or maintenance. Ensures related operations of the department are coordinated between City, Township, County, State and federal agencies. 10 Performs job evaluations and performance pay recommendations for employees under supervision. 11 Recommends personnel needs for the Public Works Department. 12 Develops budget requests for Public Works Departments. Develops Capital Improvement Plan (CIP) requests for Public Works Departments. Assists the Public Works Manager and Water /Wastewater Manager to ensure departments operate within budget. Makes management aware of emergency needs or significant budget/CIP deviations. 13 Implements Council or administrative management programs for Public Works. Reviews and recommends changes to management programs goals and objectives related to Public Works needs. 14 Has significant coordination responsibilities with the City Administrator, Planning Director, consultants, Public Works Manager and Water /Wastewater Manager. Has routine coordination with other City Directors, Township officials, County Engineer, Mn/DOT Engineers, and Federal Highway Administration staff. ►o(f) 15 Coordinates engineering services with other City departments as necessary. 16 Ensures materials, supplies and equipment used by the department(s) under supervision are acquired and disposed of in accordance with appropriate regulations. 17 Represents the Public Works Department in contacts with the City Council including regular Council meetings, taxpayers and ratepayers, residents, the general public and the media. 18 Performs related duties as assigned or apparent. EQUIPMENT Light vehicles and equipment. Familiar with construction methods, material, supplies used in City-owned facilities and infrastructure. Personal computer and related software and hardware. Communications equipment including telephone, cell phone, and two -way radio. DESIRABLE QUALIFICATIONS Registered Civil Engineer, with experience (5 years) and training in municipal engineering, including water -aitd wastewater treatment. Significant understanding of Public Works financing issues, including budgeting, capital planning, and resource allocation. Working knowledge of Public Works maintenance operations, equipment, supplies, and preventive and emergency maintenance techniques. Supervisory and management ability and responsible supervisory experience. Organizational skills and ability to quickly prioritize under emergency conditions. Knowledge and understanding of common quality management programs. Ability to communicate effectively and to maintain good working relationships. •SPECIAL REQUIREMENTS Registration as a Professional Engineer in the State of Minnesota Valid Minnesota Drivers License n U WORKING CONDITIONS Exempt position. Work generally during normal hours of city operations. 24 -hour on -call, when available. Unscheduled hours for emergency response. 10 cc) DRAFT January 2007 A�, v TITLE PUBLIC WORKS MANAGER DEPARTMENT PUBLIC WORKS SUPERVISED BY CITY ENGINEER SUMMARY THIS IS SUPERVISORY /MANAGEMENT WORK IN PUBLIC WORKS DEPARTMENTS (Streets & Alleys; Airport; Cemetery; Water, wastewater and storm water collection/distribution systems; Fleet services; HATS Facility) PAY GRADE TBD DUTIES AND RESPONSIBILITIES - 1 Directs and assumes responsibility for developing, maintaining and enforcing policies and procedures related to various Public Works operations under supervision, including: General management functions Departmental human resource functions for personnel under supervision Finance, budgeting and capital planning for department(s) under supervision • Risk management Emergency management Safety Vector control Facilities management functions General facilities management Cemetery operations I Airport operations i Infrastructure management functions Right -of -Way management Equipment and fleet management Forestry operations Street maintenance Street cleaning Storm water /Flood management Water distribution operations Wastewater collection operations Traffic operations Parking 40 2 Works with elected officials, City management staff and other Department staff to identify and prioritize potential maintenance and capital projects and identify potential funding sources for various proj ects. ,oC�� 3 Manages and assumes responsibility for overall effective Public Works operations for department(s) under supervision, including facilities, infrastructure, equipment and other assets. Develops appropriate guidelines and schedules for maintaining and operating city owned facilities, infrastructure, equipment and assets. Utilizes related computer software. Updates and maintains maintenance/ operations records. 4 Serves as the City's staff representative on the Airport Commission. Directs and assumes responsibility for the overall effective operation of the Airport. Coordinates development, construction, and maintenance activities in accordance with Mn/DOT Aeronautics regulations and contracts. Oversees agreements, leases and other relationships between Airport and third parties. 5 Directs and assumes responsibility for overall effective operation of the Streets & Alleys Department. Manages the Pavement Management System (PMS) and provides for periodic updates to maintain the system. Prepares proposed capital maintenance plans using PMS. Develops reports for departmental, advisory, and City Council use. Directs the activities of the City Forester. 6 Directs and assumes responsibility for overall effective operation of general maintenance services. Prepares operational and maintenance schedules. Oversees contracted services. Coordinates multiple contracted services, when necessary. Provides direction to the Maintenance Superintendent, Forester, Cemetery Supervisor and Sr. Public Works Maintenance Specialists and Leads as required. 7 Sees that Public Works employees under supervision are trained for best use in their respective areas of operation. Develops appropriate training programs, schedules and plans. Ensures employees receive required safety training. Reviews and recommends changes to Departmental safety programs. Ensures employees and outside third parties are aware of departmental safety programs related to their respective operations. 8 Responsible for ensuring machinery, equipment, structures, and vehicles used by the department(s) under supervision are properly maintained and repaired. 9 Serves as the City's representative on the HATS Joint Powers Board. Ensures daily operations of the department are coordinated with the needs of the HATS Facility, and between City, County, and State employees. 10 Performs job evaluations and performance pay recommendations for employees under supervision. 11 Recommends personnel needs for the Public Works Department. 12 Develops and reports budget requests for Public Works Departments. Develops and reports Capital Improvement Plan (CIP) requests for Public Works Departments. Assists the City Engineer and Water /Wastewater Manager to ensure departments operate within budget. Makes management aware of emergency needs or significant budget /CIP deviations. 13 Implements Council or administrative management programs for operations under supervision. Reviews and recommends changes to management programs goals and objectives related to Public Works needs. • 14 Responsible for the acquisition and disposal of fleet vehicles /equipment. 15 Has significant coordination responsibilities with the City Engineer, Water /Wastewater Manager, and emergency maintenance staff supervisors. Has routine coordination with other City Directors, City I 0 E • supervisors, consultants, Township officials, County officials, Mn/DOT officials and FAA staff. 16 Coordinates maintenance services with and /or for other City departments as necessary. 17 Ensures materials, supplies and equipment used by the department(s) under supervision are acquired and disposed of in accordance with appropriate regulations. 18 Represents Public Works Maintenance Operations in contacts with the City Council, taxpayers and ratepayers, residents, the general public and the media. 19 Performs related duties as assigned or apparent. EQUIPMENT Light vehicles and equipment. Familiar with tools, supplies and materials used in Public Works maintenance operations. Personal computer and related software and hardware. Communications equipment including telephone, cell phone, and two -way radio. DESIRABLE QUALIFICATIONS Engineering, Public Administration, Public Works Management or related degree, or equivalent experience and training as determined by the City. Significant understanding of Public Works financing issues, including budgeting, capital planning, and resource allocation. Substantial working knowledge of Public Works maintenance operations, equipment, supplies, and preventive and emergency maintenance techniques. Supervisory and management ability and responsible supervisory experience. Organizational skills and ability to quickly prioritize under emergency conditions. Knowledge and understanding of common maintenance and quality management programs. Ability to communicate effectively and to maintain good working relationships. SPECIAL REQUIREMENTS Valid Minnesota Drivers License WORKING CONDITIONS Exempt position. Work generally during normal hours of city operations. 24 -hour on -call, with 20 minute response. Unscheduled hours for emergency response. I i when available, I n DRAFT city January 2007 /Z Ma TITLE WATER/WASTEWATER MANAGER DEPARTMENT PUBLIC WORKS SUPERVISED BY CITY ENGINEER SUMMARY THIS IS SUPERVISORY/MANAGEMENT WORK IN PUBLIC WORKS DEPARTMENTS (Water Treatment and Wastewater Treatment Facilities) PAY GRADE TBD DUTIES AND RESPONSIBILITIES 1 Directs and assumes responsibility for developing, maintaining and enforcing policies and procedures related to various Public Works operations under supervision, including: General management functions Departmental human resource functions for personnel under supervision Finance, budgeting and capital planning for department(s) under supervision Risk management Emergency management Safety Facilities management functions General facilities management Water Treatment Plant operations Wastewater Treatment Plant operations Infrastructure management functions Plant equipment management Water infrastructure Wastewater infrastructure 2 Works with elected officials, City management staff and other Department staff to identify and prioritize potential maintenance and capital projects and identify potential funding sources for various projects. 3 Manages and assumes responsibility for overall effective operations of department(s) under supervision, including treatment procedures, facilities, infrastructure, equipment and other assets. Ensures that all relevant rules and regulations of the Pollution Control Agency, State Department of Health and Department of Natural Resources relative to the water and wastewater treatment plants are • complied with. Develops appropriate guidelines and schedules for maintaining and operating city owned facilities, infrastructure, equipment and assets. Utilizes related computer software. Updates and maintains maintenance /operations records. 4 Coordinates treatment facility development, construction, and maintenance activities in accordance 16F -) with regulations and contracts. Oversees agreements and other relationships between the treatment facilities and third parties. • 5 Manages treatment facility operations and maintenance policies, procedures and schedules and provides for periodic updates to maintain them. Coordinates proposed capital maintenance plans with City Engineer and Public Works Manager. Develops reports for departmental, advisory, and City Council use. 6 Directs and assumes responsibility for overall effective operations of department(s) under supervision. Oversees contracted services. Coordinates multiple contracted services, when necessary. Provides direction to the Water and Wastewater Superintendents, Lab Specialist and operators as required. Sees that employees under supervision are trained for best use in their respective areas of operation. Oversees apprenticeship program and cross - training of water /wastewater employees. Develops appropriate training programs, schedules and plans. Ensures employees receive required safety training. Reviews and recommends changes to departmental safety programs. Ensures employees and outside third parties are aware of departmental safety programs related to their respective operations. 8 Responsible for ensuring machinery, equipment, structures, and vehicles used by the department(s) under supervision are properly maintained and repaired. 9 Performs job evaluations and performance pay recommendations for employees under supervision. 10 Recommends personnel needs for the Public Works Department. 11 Assists in developing budget requests for Public Works Departments. Assists in developing Capital Improvement Plan (CIP) requests for Public Works Departments. Assists the City Engineer and Public Works Manager to ensure departments operate within budget. Makes management aware of emergency needs or significant budget /CIP deviations. 12 Implements Council or administrative management programs for operations under supervision. Reviews and recommends changes to management programs goals and objectives related to water and wastewater needs. 13 Responsible for the acquisition and disposal of plant equipment. 14 Has significant coordination responsibilities with the City Engineer, Public Works Manager, and emergency maintenance staff supervisors. Has routine coordination with other City supervisors, consultants, MN DNR, MN PCA and MN Dept. of Health officials. 15 Coordinates services for and maintenance activities with other City departments as necessary. 16 Ensures materials, supplies and equipment used by the department(s) under supervision are acquired and disposed of in accordance with appropriate regulations. 17 Represents the Public Works Department in contacts with the City Council, taxpayers and ratepayers, • residents, the general public and the media. 18 Serves on the City's compost committee, as determined by the City Administrator. 19 Performs related duties as assigned or apparent. �6c-(� EQUIPMENT . Light vehicles and equipment. Familiar with tools, supplies and materials used in water and wastewater treatment operations. Personal computer and related software and hardware. Communications equipment including telephone, cell phone, and two -way radio. DESIRABLE QUALIFICATIONS Technical training in water /wastewater treatment plus several years of supervisory experience. Substantial working knowledge of and experience (5+ years) in water /wastewater treatment operations, equipment, supplies, and preventive and emergency maintenance techniques. Supervisory and management ability. Organizational skills and ability to quickly prioritize under emergency conditions. Knowledge and understanding of common maintenance and quality management programs. Ability to communicate well and to maintain good working relationships with employees and the public. General knowledge of water and wastewater treatment plant functions to oversee plant operation. SPECIAL REQUIREMENTS State of MN requires certification as Class A Wastewater Operator. Class B or A (preferred) Water Certification Type IV Land Application Certification Valid Minnesota Drivers License WORKING CONDITIONS Exempt position. Work generally during normal hours of city operations. 24 -hour on -call, when available, with 20 minute response. Unscheduled hours for emergency response. Some hazard from chemicals and • gases. �oc�� i TO: Mayor & City Council FROM: Kent Exner, City Engineer Randy DeVries, Water/WastewaterDirector - - RE: Consideration of Award of Contract for W WTF SCADA System (Letting No. - 13/Project No. 06 -15) DATE: January 9, 2007 One bid for the above referenced Letting was received by the City and opened on Tuesday, December 19's (see attached Bid Tabulation). Electrical Installation & Manintenance Co., Inc. (EIM), of Maple Plain, Minnesota, submitted the apparent low bid in the amount of $812,896.00. This bid is significantly higher than the Engineer's Estimate of $628,000.00 for this project. The attached Letter of Recommendation prepared by Donahue & Associates, project consulting engineer, thoroughly explains the higher than expected bid amount. The bid submitted by EIM appears to be complete and responsive. Also addressed in Donahue's letter is the preferred alternative to bring the costs within the original budget. They propose not to construct two specific bid items included in the original project scope. This will be documented within a Change Order in the near future. Thus, ultimately decreasing the total construction amount to $634,909. This project was accounted for within the 2006 Wastewater Funds Budget and is listed within the Minnesota PFA Loan eligible W WTF improvement costs. The Resolution Accepting Bid & Awarding Contract is attached. City staff will briefly discuss the overall project scope, budget and schedule during the Council meeting. We recommend approving the Resolution Accepting Bid & Awarding Contract. cc: Gary Plotz — City Administrator 11 jcd ) RESOLUTION NO. 13112 • RESOLUTION ACCEPTING BID AND AWARDING CONTRACT LETTING NO. 13 PROJECT NO. 06 -15 Whereas, pursuant to an advertisement for bids for the furnishing of all labor and material for the improvement of: WWTF- SCADA SYSTEM - The work consists of the replacement of the existing wastewater Treatment Facility's central monitoring system with a new programmable controller and computer based Supervisory Control and Data Acquisition and Data Acquisition (SCADA) System. The new SCADA System will also incorporate monitoring and control capabilities for the City's wastewater collection system, and will a integrated with the City's SCADA System used at the Water Treatment Facilities. The project will be constructed in three phases and includes work at numerous Owner facilities throughout the City of Hutchinson. The Project will include removal of the existing central monitoring system, installation of new electrical work, and new instrumentation and control work;and bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Bidder Total Bid Electrical Installation & Maintenance Co, Inc (EIM) of Maple Plaine MN $812,896.00 and whereas, it appears that Electrical Installation & Maintenance Co, Inc (EIM) of Maple Plaine MN is • the lowest responsible bidder. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 'OF HUTCHINSON, MINNESOTA: 1. The mayor and city administrator are hereby authorized and directed to enter into a contract with Electrical Installation & Maintenance Co, Inc (EIM) of Maple Plaine MN in the amo4nt of $812,896.00 in the name of the City of Hutchinson, for the improvement contained herein, according to the plans and specifications therefor approved by the City Council and on file in the office Qf the Director of Engineering. 2. The Director of Engineering is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed, and the deposit of the successful bidder shall be retained until satisfactory completion of the contract. Adopted by the Hutchinson City Council this 9th day of January 2007. City Administrator Mayor )6(3) CITY OF HUTCHINSON HUTCHINSON CITY CENTER, 771 HASSAN ST SE, HUTCHINSON MN 55350 (320 - 234-4209) PLAN HOLDERS LIST & BID TABULATION LETTING NO. 131PROJECT NO. 06-15 Doa W WTF SCADA SYSTEM (En g. Est. $628,600) (Completion Date: See Bid cuments BID OPENING DATE: Tuesday, December Chambers at Hutchinson Cltv Center 111 ee 9t , 2006 at 2:00 PM in ouncil Hassan St SE Hutchinson MN XMIE RR0100REDb RMXE � < � Y � PJTAI.bO XDTE! ANam84G Speeme CO. P O BOx 1M359 24M WBN Gamy Rd St PeuIMN 55112 meW: - PHONE 851-631 -93U5 Fpx. 651 -631 -0027 CELL'. OTHEN'. OTHER'. Electrical lnslelle4on S Malntenence Ca., he 1480 Co Rd 1 MaFAe Plan MN 55359 -m.il: %pNE 2 5% Be IM 9812,898.00 FAX CELL OTHER: DTHE. : Cepl19d Electric Ce In. 3550 LeEOre R4, 6te 11 3 MPaul MN 5 5110 -511 3 m ®I: Terry llNrmcF�9epXadelacbiacOm PHONE 65148449110 FPX: 851 84 -2348 c6LL. OTHER'. OTHER: XHC Conemceon Inc AM:Jdeen Wareick 4703 Onlark RI N, P O EM 450 MalsllallMN 56258 Ymeik khccanet@M.nN !NONE 507 - 532 -6768 PAX. 507- 532-6789 CELL. OTHER'. Municipal Serdce Ca., me ANN Tim Mmear s 1BOW 220N Are Demon Lakes MN W501 B,rPNM: PHONE 2182344747 FAX 218439 -6399 CELL OTHER: OTHER: Quaky Flaw SyMeme Inc am Ed, IN NW e New Prague MN W071 ineil: palgylei.net PHONE 952- 7569M5 FAX 952- 758-9881 CELL. OTI£R: OTHER: Reed Ca skeeton WE Inc )oceemnp.ceeain9 ech. Pkwy6wM, Ste 500 .GA 31M Billall: CmIhWE,mduE ®reec IxB in..Wm PHONE Mm288 -7955 F. CELL OTHER: OTHER: Rk9e,ale Electric Inc 500 BmnMllMe e pO6or410 L.Ig Lak.M 55358 mall: NaveWrk9edaleNec ,wm PHONE 952473-2714 FPX 852473 -2657 OTHER: OTHER: 91239 Siamem Water TBCXnok9'cs COm. pM: Nike Save19, Brenen Sales Mmn,er WIhw LBO BM Vadnee HegMS MN 55110 eynal: mkhaebevellm§aem an PHONE 851- 7862700 FAX. G51-766L2701 CELL. 651- 270-6596 OTHER. 6803248474 OTHER: swearer caMals campam AM: Joe Swaeney 234 2801 51 3 Fargo ND 58103 .,nail: IsweeneY�awaenaycOMdACOm —NE 701332-3855 FAX'. 701- 2323835 CELL OTHER'. OTHER'. 1 1 TelemNry9Pr.cesa COntrabllw AM: Den Edson 5880 Mem06al Ave N, Complex SEI"defM 55082 -1087 e-m.iH: dOMe@lpcuae PHONE 851430 M FA 5514380783 CEIL OTHER: OTHER: Ven BeMen B Madman Inc Alin: OW Peel, W14 7N Ave NOM MnnR.IMMN 55427 ieml: E.,W,@RI,m.000m !HONE 7833464310 FAX 763-648-0BY3 CELL OTHER: 800422 -0791 OTHER'. mail: PXOXE FN CELL '. OTHER: OTHER: • 16(l) 0 EP-9-P-494W 0 December 21, 2006 w .donohue -assn ,ates.mm 101 WEST OHIO STREET, SUITE 820 INDIANAPOLIS, IN 46204 Mr. Kent Exner, PE PHONE 317 - 757 -8200 City Engineer City Center 111 Hassan Street SE FAX 317-267 -8201 Hutchinson, MN 55350 Re: Letter of Recommendation Waste Water Treatment Plant —SCADA System Donohue Project No. 1 1114 Dear Kent, Pursuant to the Official Notice to Bidders, sealed bids for the above referenced project were received at the City Center office on Tuesday, December 19, at 2 p.m. and then publicly opened and read aloud. We have reviewed the Bid received for the Work and have the following evaluation, analysis, and recommendations on how to proceed with awarding the project. One sealed bid was received. The single low bid was submitted by Electrical Installation 8r Maintenance Co., Inc. of Maple Plain, Minnesota, in the amount of $812,896. Our opinion of probable construction cost for the Project was $628,600. In a separate letter dated December 21, 2006, we provided an analysis j of the bid amount in comparison to our pre -bid construction cost estimate: I Because the bidding climate in the construction industry has been volatile during the past couple of years j because of supply and demand constraints caused by commodity price fluctuations, and other marked factors, estimating project bid costs has been uncertain. To prepare for any bidding related uncertainties, the bid the project bid form was constructed so that the City could, at their option, easily delete certain portions of the work to bring the contract amount in line with the funds allocated by the City to complete the work. j i Because the bid amount of the project exceeded the City's budgeted amount, for the reasons cited earlier, the City has opted to delete the work associated with Bid Items 3 and 5 within the Bid Form to establish a revised contract amount. By deleting Bid Items 3 and 5, which total $177,987, a revised contract amount of $634,909 will be established for awarding the construction contract. This action will be formalized in Change Order Nod to the project which will be executed concurrent with the execution of the contract by the contractor and the City. Further, as the project proceeds, the City would like to maintain the option to include some or all of the work associated with the deleted Bid Items 3 and 5 into the project, as additional project funds may become available. The bidder has agreed to honor the unit prices for this work, as indicated on their bid form, until April 16, 2007. If the City decides to put back some or all of this work into the project, a second change order will be executed by the end of April 2007 to formalize the inclusion of the selected L J 0 work. The bidder has indicated that they need a m nimum of three months prior to the projected start date of the Phase U work (which is August 1, 2007), in order to prepare shop drawings, have them approved, order the equipment, and have it ready to be installed by the projected start date. The bidder has provided a memo dated December 21, 2006 (attached to this letter) confirming they will hold their unit prices on the deleted work until April 2007, and acknowledging the process by which the deleted work may or may not be added back into the project. Also attached to this letter is a Notice of Award and Change Order No. 1 that reflect this arrangement, that will be executed, processed, and forwarded to the bidder if the City decides to proceed in this manner. In regard to the bid of Electrical Installation & Maintenance Co., Inc., they have recently completed or are in the process of completing a number of similar projects during the past three years. It is our opinion that the bidder, Electrical Installation & Maintenance, submitted a responsive bid and is also qualified and capable of performing the work as specified. It is therefore recommended that the contract be conditionally awarded to Electrical Installation & Maintenance in the amount of $634,909 —as established by the execution of both the contract and Change Order No. 1. The award is conditional upon the bidder's acceptance and execution of Change Order No. 1 concurrent with the execution of the contract. We respectfully present these recommendations for the City of Hutchinson review and consideration. We will be pleased to answer any questions you have concerting the information provided herein. Sincerely, -Go Robert Neils Project Manager Enclosures: December 21, 2006 bid cost analysis letter Change Order No. 1 Attachment A to Change Order No. 1 Memo from Ken Pysick, Electrical Installation and Maintenance Notice of Award CC: Randy DeVries, City of Hutchinson r1 U 1 d3) 0 u C TO: Mayor & City Council FROM: Kent Exner, City Engineer RE: Discussion of Wastewater Treatment Facility Funding Package Prepared by Don Roecker DATE: January 9, 2007 Don Roecker, previously contracted wastewater funding lobbyist, has completed the final draft of the W WTF Funding Package. This is a document that fully explains the City's need for additional funding to complete the necessary improvements to the W WTF over the next two years. Included in the document are a Fact Sheet, Executive Summary, Letters of Support, History of Funding Source, Federal Funding Criteria and Appendices (Request Forms, Questionnaire, etc.). For your information, attached is the Fact Sheet and Executive Summary. complete document is available for review at my office. City staff will briefly review the highlights of the Funding Package at the Council meeting. Also, the request by Mr. Roecker that City representation travel with him to Washington D.C. in late January or early February to present the Funding Package to our respective State Senators and Representative should be discussed. I I We request feedback regarding the W WTF Funding Package and the potential visit to Washington P.C. to present this information/request. cc: Gary Plotz— City Administrator V I (�scO Hutchinson, Minnesota Wastewater Treatment Plant Reconstruction SECTION 1 - FACT SHEET Request: A $1,000,000 grant from the FY 2008 Interior and Related Agencies Appropriations Act: • Asa 55% grant under U.S. EPA's State and Tribal Assistance Grant (STAG) category Up to a total of $7,000,000 over the next several years • Support for other Minnesota Delegation Members that help secure grant listing The Need: State /federal forces are requiring the City to push the limits of the WWTP technology to; • Protect and enhance the water quality of the Crow River • Allow the City to continue to meet existing NPDES effluent discharge limits • Increase treatment capabilities to meet more stringent discharge limits • Build new technology that eliminates impact from increased flows • Provide residents with long term assurances of affordable wastewater treatment • Support the ability of local industries to continue economic development • Eliminate the danger of using chlorine gas and sulfur dioxide for effluent disinfection As wastewater flows naturally increase, the WWTP discharge concentration of pollutants will decrease so that the total volume of discharged pollutants will remain constant." The Project: The $13,000,000 reconstruction of the 20 -year old WWTP includes: • Adding new technology needed to meet new (extremely high) pollutant removal levels • The technology chosen is the "membrane bioreactor (MBR) process" • Built in parallel with the existing WWTP to insure cost - effectiveness • Built in phases to low initial costs and assure that growth pays its fair share 01 • Pollutant removals are expected to be 20 times greater than the current technology "The MBR system employs straw -like hollow plastic fibers with holes so small that they physically block harmful molecules from passing through. This system replaces the solids separation function of secondary clarifiers and sand filter used in conventional systems." Financial: Financing of the Project is expected through the Minnesota SRF program, resulting in • An expected typical residential rate increase of 36% - from $363 /year to $493 /year • The new rate will be 2'/2 times the average Twin Cities area wastewater rate • The new rate will also be twice the average national wastewater rate • The City's $42,278 median household income is 89.7% of the State's • The Project is not eligible for HUD CDBG or USDA RUS funding • No state or federal appropriations grants have ever been provided to the WWTP Fairness: In developing this Funding Request the following funding data were assembled: Since FY 1992, U.S. EPA's STAG funding has given $6,446,610,625 to other cities • Minnesota's share has been $15,000,000 (0.23 %) while it has 1.75% of the population • Since 1992, STAG has provided 980 grants equal to or larger than $1,000,000 Support: The Project is continuing to secure written support from the following affected persons: State, County, City, local institutions and area business leaders • Copies of letters of support received to date are included in Section 3 of this request Contacts Steve Cook Gary Plotz Randy DeVries Becca Cooper Don Roecker Section 1— Fact Sheet Mayor City Administrator Director of WW Oper WWTP Tech Support Funding Consultant 1 -1 320 - 583 -6282 scook @hutchtel.net 320 -587 -5151 gplotz @ci.hutchinson.mn.us tions 320- 234 -4232 rdevries @ci.hutchinson.mn.us 320 - 234 -4233 bcooper @ci.hutchinson.mn.us 920- 893 -8877 roecker @dotnet.com 12/27/06 Hutchinson, Minnesota Wastewater Treatment Plant Reconstruction . } SECTION 2 - EXECUTIVE SUMMARY OVERVIEW The City's existing Wastewater Treatment Plant (WWTP) needs to be reconstructed (Project) to, • Protect and enhance the water quality of the Crow River and eliminate downstream impacts, Allow the City to continue to meet existing NPDES effluent discharge limits, Increase treatment capabilities to meet more stringent discharge limits, Employ new technology that has the ability to allow no additional impact from increased flows, Provide residents and employers with long term assurances of affordable wastewater treatment, Support the ability of local industries to continue economic development, Eliminate the dangerous practice of using chlorine gas and sulfur dioxide for effluent disinfection This Project is about long term protection of the South Fork of the Crow River, the entire Upper Mississippi River Basin and providing proper treatment for!ocally generated wastewaters. The State of Minnesota, together with the EPA, is going to be requiring total phosphorus discharge control. The City's existing WWTP technology cannot produce this effluent quality because this requirement is beyond the ability of the existing W WTP's treatment technology. In addition, the State and EPA, in conjunction with downstream interests, are working to determine the Crow River's ability to accept any increased pollutant loadings. This effort is expected to result in the annual volume of certain pollutants discharged by the WWTP to be lower (annual mass limitations). This means that as the area grows and wastewater flows naturally increase, the •} discharge concentration of certain critical pollutants must decrease so that the total volume of pollutants remains the same. i FUNDING REQUEST The City seeks to have funding for the Project provided as a FY 2008 U.S. Environmental Protection Agency Appropriations, under their State and Tribal Assistance Grant (STAG) Budget Account. This Budget Account is located in the Interior Appropriations Act. The actual language requested is: I A $1,000,000 grant to the City of Hutchinson, Minnesota, for its wastewater treatment plant reconstruction. The reconstruction of the WWTP is estimated to cost $13,000,000. Over the next several years, the City hopes to continue to work with the Minnesota Congressional Delegation to secure additional direct Federal appropriations up to a total of 55% of the Project cost. The remaining 45% of the Project cost will be borne by the City customers from sewer user rate increases. The $1,000,000 request was chosen basod on o review of historic STAG average and median appropriation amounts. The City understands that this Project has historic STAG eligibility of $7,000,000 but realizes that this funding program has limited resources. Since 1992 STAG has provided $6,446,610,625 in the form of 2993 grants to 1838 communities for special needs water or wastewater grants across the country. Over this 15 -year period, Minnesota has received only $15,000,000 of this total. That amounts to less than 0.23% of the total for a State �I that contains 1.75% of the nation's population. This inequity has resulted in Minnesota receiving about $97,000,000 less than its fair share of this funding source. Section 2— Executive Summary 2.1 11130106 oN Hutchinson, Minnesota Wastewater Treatment Plant Reconstruction •l BACKGROUND This existing WWTP was built in 1988 with advanced activated sludge treatment technology. At that time, the WWTP was moved from a downtown location to the southeast side of the City in a more rural environment. Over this 18 year history, individual treatment processes were updated, modified, rejuvenated and tasked with continuing service beyond their expected design life. The latest W WTP upgrade occurred in 2004 when the City began a heat drying process of biosolids to produce a Class A product that allows for direct public use. The key to the design of the reconstruction of the WWTP is the need to begin to change the treatment technology being employed. The most cost effective and environmentally sound alternative was to add the new technology to parallel with the existing technology. It is believed that this parallel operation configuration is unique in the Mid -west and will become a new wastewater design standard for others to follow. The new technology is known as the membrane bioreactor (MBR) process and consists of a suspended growth biological reactor integrated with an ultrafiltration membrane system using fiber membranes. The membranes are straw -like hollow plastic fibers with holes so small that they physically block harmful molecules from passing through. The ultrafiltration system replaces the solids separation function of secondary clarifiers and sand filters in a conventional activated sludge treatment system. Pilot and special purpose applications have shown pollutant removals that are between 10 and 20 times greater than the City's current treatment technology can achieve. 40, The planning and design are pending State of Minnesota approval. Because of concerns over affordability and the capital cost associated with wastewater technology changes, the City has directed its engineers to develop feasible phases for implementation. By doing so, it insures that future growth pays its own way. Phase 1 will include only installing six of the necessary 12 MBR units. Six MBR units will handle the design projections for the next 10 years. The structure and control facilities needed for the additional six MBR units will be supplied as part of Phase 1, so the future units can be simply placed in waiting structures. This phasing will save $1,000,000. 0 Finally, the handling of chlorine gas is one of the most hazardous operations facing the WWTP operations staff. The replacement technology, Ultraviolet Disinfection (UV), uses lightto accomplish the same benefit that is now being achieved with chlorine. Over the past decade, it has been well documented that the byproducts of chlorine disinfection, which end up as part of the WWTP's effluent discharge, contain carcinogenic properties and can produce long -term detrimental effects within the local ecosystem. In 1993, the Governing Council of the American Public Health Association issued a strong statement regarding phasing out the use of chlorine for disinfection of wastewater. FINANCIAL ISSUES The Project is eligible for a low- interest loan from the Minnesota State Revolving Loan Program and a small grant from the Minnesota Clean Water Legacy Phosphorus Reduction Grant Program. The City is currently on track to secure its SRF loan in the spring of 2007. This Project is the 4"' highest ranked project on the Minnesota SRF 2007 Project Priority List (PPL). Said 2007 PPL listing has been approved by EPA. Section 2 — Executive Summary 2 -2 11130106 Hutchinson, Minnesota Wastewater Treatment Plant Reconstruction MThe City has also looked at the viability of bringing in other funding agency sources to help. The U.S. Department of Commerce, Economic Development Agency (EDA), the U.S. Department of Housing and Urban Development (HUD) Community Development Block Grant Programs (CDBG) and the U.S. Department of Agriculture's Rural Utility Service (RUS) wastewater funding programs were reviewed and determined to not be available for this Project. At the heart of the Project's financial issues is the current projection that existing sewer rates will have to be raised from $363 /year to $493 /year (36% increase) to finance this Project through the Minnesota SRF. This increase is in addition to a recent 15% water consumption rate increase. Any supplemental STAG Appropriations funding will directly lowerthese projected sewer rate increases. At the current SRF interest rates, the receipt of $1,000,000 in STAG Appropriations will result in about a $1,700,000 reduction in sewer rate impacts. The most recent analysis of Minnesota sewer rates was performed by the Metropolitan Council of Environmental Services and the results were published in a report entitled "Study of 2004 Municipal Wastewater Rates ". Said report covers 103 communities that are customers of the urban wastewater systems in and around the Twin Cities. This report shows that the median residential sewer rate was $180 /year and the average was $186 /year. The year 2009 City rate will be more than 2 Y2 times these figures. To determine how the City's sewer rates compare to similar systems across the nation, the 2004 Water and Wastewater Rate Survey co- produced by the American Water Works Associations and Raftelis Financial Consultants, Inc. was consulted. This is the latest version of a national summary of wastewater rate information. This Rate Survey shows similar sized Utility's with equivalent service .� populations typical residential sewer rate averages about $240 /year. Based on this national average, the City's 2009 rate will be twice this national average. I NATIONAL PERSPECTIVE This project is about long term protection of the South Fork of the Crow River and to assure that wastewater borne pollution associated with ongoing growth and development does not harm local or regional waterways. This Project impacts the Region, State and National water quality interest in the Upper Mississippi River Watershed, Lake Pepin and the Mississippi River. Providing federal funding is needed to keep this Project affordable. As discussed throughout his funding request document, rebuilding this 18 year old W WTP without some outside capital funding will result in a 36% sewer rate increase and will place the City at twice the national sewer rates and 21/2 times the average Twin Cities area sewer rates. Significant concern exists about how local industries and employers will react to this magnitude of rate increase. 101) The beneficiaries of this Project, and the exceptional water quality that will be produced bythe Project, are all the water users downstream of the City. Creating a City /State /Federal funding partnership shows those burdened with paying that all beneficiaries are stepping up to help. Your support and attention to this Funding Request is urgently needed. Further information is available in the various sections of this Funding Request manual. Should you have any questions, please call Steve Cook, Mayor, at 320- 583 -6282 or other Project representatives listed in the Table of Contents. Section 2 — Executive Summary 2 -3 12/27/06 oche City of Hutchinson Hutchinson Municipal Airport — Butler Field Maintenance Operations 1400 Adams St SE Hutchinson, MN 55350 Phone(320)234 -4219 Fax(320)234 -6971 January 3, 2007 To: Honorable Mayor and City Council members From: John Olson, Public Works Superintendent Subject :,,, — Airport Agricultural Lease.. Every three years we have traditionally reviewed our agricultural lease for approximately 84 acres of airport property. Generally, the lease agreements have had three -year terms with an automatic renewal for one additional term. We have publicly re -bid the lease every six years. • At their November meeting, Airport Commissioners had expressed a desire for an alfalfa crop over a traditional crop rotation, because chaff from corn and soybeans easily blows into buildings and can create some mess at the airport. Their decision, however, was that it is more important to get as much revenue as possible for the airport, even if that meant living with the chaff during harvest. Most recently, the bid was up for the crop year beginning in 2007. The opportunity to bid was publicly advertised and bidders received a packet of information regarding the property. Bids were opened on November 30, 2006. There were 6 bids, ranging from between $50 per acre to $154 per acre. Both Skyview Dairy, Inc. and Jeremy Luthens, of Hutchinson, submitted their bids for $154 per acre. Skyview Dairy, Inc. submitted their proposed crop rotation of barley, alfalfa and corn silage. Because Skyview Dairy, Inc. had submitted a proposed crop rotation, I called Jeremy Luthens to see what his proposal was. Jeremy stated he intended to have a traditional corn/soybean rotation. At their December meeting, Airport Commissioners reviewed the bids and recommended that the lease be awarded to Skyview Dairy, htc. c C6 +HUTCHINSON AIRPORT COMMISSION November 16, 2006 5:30 p.m. • Airport ArrivaMeparture Building Minutes Members present: Dave Skaar, Chuck Brill, Doug McGraw, Dick Freeman, Joel Schwarze Others Present: John Olson, City of Hutchinson; Tom Parker, Hutchinson Aviation; Daryl Luthens, Joe Dooley, Tim Miller — Hangar tenants Meeting called to order at 5:34 p.m. There was a quorum of members present. L. Approve Minutes of October 19, 2006 meeting Motion made by McGraw, second by Brill to approve minutes. Unanimous approval. 2. 2006 Airport Improvements — T- Hangar construction Olson updated the Commission regarding progress on T- hangar construction, to date. The foundation/concrete work is finished and the electrical conduit has been installed. According to Jason at Midland Bi -Fold Doors, the structural steel is being fabricated currently. He expects the building components will be delivered and erection of the building will start in December. Extra care will need to be taken to protect the anchor bolts during snow removal. 3. Close -out of existing federal projects • Olson reported of progress regarding close -out of existing federal projects. The 2004 Airport Improvements project has been completely closed out. For the 2005 Airport Improvements project, all but electrical portion has been I' submitted for payment d After the request for the Commission to consider recommending to Council termination of the contract with Quad Electric for non- perfomtance, the materials were ordered and we expect shipment of materials in the near future. 4. Review private and/or commercial operations activity I Olson presented draft lease with Life Link III. Commissioners discussed a prepaid one year terry with an assumed $0.25 per square foot lease rate. In addition, Life Link III will be charged for 3,000 gallons per month to calculated water and sewer charges. The lease was extended through November 30, 2006 at the October 24 City Council meeting. The final lease language will be presented for the November 28, 2006 City Council meeting. Motion made by Brill, second by Schwarze to approve proposed lease provisions. Unanimous approval. 6. Other Discussions Olson presented the most recent budget information from September 2006 for informational purposes. Commissioners identified that the budget is less than 75% spent, which was seen as positive. Commissioners reviewed the proposed hangar policy. Discussion followed to clarify some items, including: a. Allow existing hangar tenants first opportunity to move into available hangars b. Combine the in -town and out -of town waiting lists into one waiting list, and offer available space in ascending order by date the applicant was placed on the waiting list. • c. Clarified procedures. Motion by Schwarze, second by Brill to approve proposed hangar policy language and present to the City Council at their next meeting. Unanimous approval. �L, Ck� 0 C� Bid Document 2007 —2009 • Airport Agricultural Property Leases n U Public Works Department City of Hutchinson 111 Hassan St SE Hutchinson, MN 55350 November 1, 2006 16C�� Advertisement for Bids Publication No. 7 S 1 To Whom It May Concern: The City of Hutchinson is accepting sealed bids for leasing city -owned agricultural property adjacent to the municipal airport. The lease will be for a period of three years, starting in 2007. Agricultural property to be leased 84 acres, more or less, of agricultural property located in Lynn Township (116N), Range 30W Bids may be submitted in person or mailed to: Attn: Airport Ag Property Bid, City of Hutchinson, 111 Hassan St SE, Hutchinson, MN 55350. Bids shall be submitted in sealed envelopes and be clearly marked on the outside as being for "Ag Property Bid ". Sealed bids will be taken until 1:00 p.m. on Thursday November 30, 2000. The bids will then be • publicly opened and read aloud at the Hutchinson City Center, 111 Hassan St SE, Hutchinson, MN 55350. Bid documents and informational sheets, including maps of the property, may be obtained by writing to: John Olson, Public Works Supt., City of Hutchinson, 111 Hassan St SE, Hutchinson, MN 55350. Information is also available at the Hutchinson City Center, 111 Hassan St SE, Hutchinson or at the Hutchinson Area Transportation Services Facility, 1400 Adams St SE, Hutchinson. Phone: (320) 234 -4219; Fax (320) 234 -6971. Inspection of the property may be arranged by calling (320) 234 -4219. Inspections can be scheduled until the day prior to bid opening. The Lease may contain provisions for deposition of biosolids by the City from their Wastewater Treatment Facility. Maps of the property areas, proposed lease conditions, and bid documents can be obtained at the Hutchinson City Center, Public Works Department, 111 Hassan St SE, Hutchinson, MN 55350. The City retains the right to reject any or all bids and may impose minimum bids. i Ock) 0 X0 to ex- dicu,te aed and :)e, n de, with ields tnay be et'teatmenE t all; ptoppetty ,tY at the end of etall value 6 the howeuet, s. : • "rypical" FARM LEASE AGREEMENT. THIS LEASE AGREEMENT, made this day of > by and between the City of Hutchinson, a Minnesota Municipal Corporation, ( "City's, and of MN , ( "Tenant "). 1. Property Description: The City hereby rents to the Tenant in consideration of the rents and promises hereinafter described the following property located in the County of McLeod and State of Minnesota, described as follows: (See Exhibit A) The property contains 84 acres, more or less, of tillable agricultural fields. 2. Term. The term of this Lease is for 3 years commencing on the Pt day of January, 2007 and terminating on the last day of November, 2009. By agreement, the parties may extend the lease for one additional term. 3. Rent. At the Tenant's option, periodic payments may be made, providing full • payment is received by November 15 of each year. For and during the term of this Lease the following sums are payable by November 15 each year as follows: 2007: $_ 2008: $_ 2009: $_ Rents are be calculated on the basis of $_ per 84 tillable acre. a) Tillable acres used for the basis of the bid were calculated using the City's Geographic Information System equipment. Any dispute related to tillable acres shall be determined by mutual agreement between the tenant and the City using sound geographic information procedures. The City's Public Works Superintendent must make credits against or additions to the 84 acre total, in writing. b) The tenant waives any right to withhold rent in any claim against the City. E 1C-�C� c) The tenant grants permission to the City to construct municipal service improvements as necessary. In the event any construction shall take land the tenant has planted, a credit equal to the prevailing crop damage price per acre at the time the planted land is taken shall be applied to rents due. The tenant shall not plant, nor pay rent for any land staked for construction by the Owner or its agents or representatives. Rent shall be paid at Hutchinson City Center, 111 Hassan St SE, Hutchinson, Minnesota and credited to appropriate accounts. 4. City's Responsibilities. The City shall be responsible for paying or doing the following: a) The City's Wastewater Department shall cooperate with the tenant to the fullest extent possible to coordinate the application of biosolids from the City's Wastewater Treatment plant, should that action be determined in the best interest of the City by that department. b) The City's Wastewater Department shall comply with all local, state, and federal regulations pertaining to the application of biosolids, c) The City shall peaceably allow the tenant to occupy the land for normal, customary farming practices. 5. Tenant Responsibilities. Tenant shall be responsible for paying or doing the following: a) The tenant shall occupy the premises for agricultural purposes only. The tenant will use normal, customary farming practices in the care and maintenance of the property and, without limiting normal practices, keep the premises free of noxious weeds to the extent possible. b) The tenant shall pay rent in a timely manner as prescribed herein. c) The tenant agrees to comply with all statutes, ordinances, rules, orders, regulations, and requirements of the federal, state, county, and municipal governments regulating the use of the premises. d) The tenant shall coordinate with and allow, at the City Wastewater Department's discretion, the application of biosolids from the City's Wastewater Treatment Plant on fields leased by the tenant. e) Any applications of fertilizer made after the City's Wastewater Department has identified a field for deposition of biosolids shall be coordinated with the City's Wastewater Department. The tenant shall not apply fertilizer at quantities greater than those determined by the Wastewater Department. f) The tenant shall coordinate with the City's Wastewater Department, who may require fields identified for deposition of biosolids be plowed prior to the end of this Lease. oC�k • g) The tenant shall allow access to the property by the City and its agents during all reasonable hours for the purpose of examining the property to ascertain compliance with the terms of this Lease and for any other lawful purpose including, but not limited to, exhibiting the property for sale. h) The tenant shall not remove or move any existing structures or improvements made to the property by the City. The tenant may not store equipment on the property without coordinating such storage with the City. i) The tenant shall pile rocks or other items taken out of any field in areas designated by the City. j) The tenant shall plow back all fields prior to the termination of this lease. k) The tenant shall not hunt game, nor allow others to hunt game, on the leased property. 6. Independent Entities. The City does not retain the tenant as an agency of the City or of the municipal airport. The tenant does not retain the City as an agency of the tenant. The City shall not provide to the tenant, its agents or employees, any benefits or expenses, including, but not limited to insurance for liability or property, or ordinary business expenses. 7. Costs associated with this Lease. The City is not responsible for paying any of the tenant's costs associated with this Lease, including preparation of the property for farming. The tenant shall pay all costs related to farming the property, including the cost of plowing property back at the end of the lease. 8. Insurance. The tenant shall acquire and maintain property and /or liability insurance adequate for their operations conducted on the property. The tenant shall provide proof of insurance upon request by the City. The tenant, while performing any service or function related to this lease, agrees to indemnify, save and hold harmless, defend the City and all its agents and employees from any and all claims, demands, actions or causes of action, including reasonable attorneys' fees, of whatever nature or character arising out of or by reason of the execution or performance of functions provided in accordance with this agreement. 9. Assignment and Subletting Prohibited. Tenant agrees to assign or sublease the premises only with the written consent of the City. The City may, at its option, terminate the lease. 10. Surrender of Possession. The tenant shall surrender the property to the City in good condition and repair upon termination of the Lease, whether by lapse of time or otherwise. 11. Termination by the City. The City may, after providing 90 days written notice take possession of the property for any purpose deemed in the best interest of the City. The City shall allow the tenant to remove crops with normal, customary farming practices or return all rents paid for the year and compensate the tenant at the prevailing crop damage price per acre for any crop planted. 0 dC� 12. Remedy. If the tenant fails to pay the rent when due or fads to perform any of the promises contained in this Lease, the City may re -enter and take possession of the property and hold the property without such re- entering working a forfeiture of the rents to be paid by the tenant for the full term of the Lease, after furnishing the tenant with a thirty (30) day written notice specifying the default. 13. Quiet Enjoyment. The City promises that the tenant shall peaceably and quietly have, hold, and enjoy the leased property for the term of this Lease provided tenant pays the rent and performs the promises described herein. 14. Venue for causes of action. The laws of the State of Minnesota shall govern this lease and the venue for any causes of action shall be McLeod County, Minnesota. 15. Tenant's Default. Rights and remedies of the tenant are cumulative. None shall exclude any other right or remedy allowed by law or other provision of this agreement. In the event of one of the following acts, the tenant shall be in default: a) Tenant fails, neglects, or refuses to pay any installment of rent or any other monies agreed to be paid, as provided in this Lease when those amounts become due and payable, and if such failure continues for five (5) days after written notification. b) Any voluntary or involuntary petition or similar pleading under any sections of any bankruptcy act shall be filed by or against the tenant or should any proceeding in a court or tribunal declare the tenant insolvent or unable to pay debts. c) Tenant fails, neglects, or refuses to keep and perform any other conditions of this • Lease, and if such failure continues for a period of 30 days after written notification by the City. d) Should the tenant make any assignment of any interest in this Lease to any entity without the written consent of the City. In the event of any default or violation of this Lease continuing more than 30 days after written notification by the City to the tenant of default, the City may enter into and take absolute possession of the property. Possession of the property in these conditions does not relieve the tenant of the obligation to pay the rent or abide by other conditions of the Lease. In the event of any default or violation of the Lease continuing more than 30 days after written notification by the City to the tenant of a default, the City may return any rents paid by the tenant for that year and lease the property to another tenant. � J lb`' • 16. Lease Agreement is Binding This Lease Agreement shall be binding upon the parties hereto and their heirs, successors and assigns. IN TESTIMONY WHEREOF, the City and Tenant have set their hands as of the day and year first above written. CITY OF HU17CHINSON TENANT By: Steven W. Cook Its Mayor Attest: Gary Plotz Its City Adm nistrator Attest: John Olson, Public Works Superintendent Its Airport representative • )6c)� r � r , a November 30, 2006 City of Hutchinson Public Works Department Maintenance Operations 1400 Adams St SE Hutchinson, MN 55350 Phone (320) 234 -4219 Fax (320) 234 -6971 Minutes — November 30, 2006 Bid Opening — Airport Agricultural Property Farm Lease Bids were advertised and were received for 84 acres, more or less, of tillable acreage owned by the City of Hutchinson, adjacent to Hutchinson Municipal Airport. Those present at the meeting included: John Olson, Public Works Superintendent; Bruce Fenske, Sr. Public Works Maint. Lead; Daryl Luthens, Skyview Dairy, hic. At 1:00 p.m. at the City Council Chambers, City Center, 111 Hassan St SE, Hutchinson, MN 55350, the following bids were opened and read aloud. • 1. 2. Skyview Dairy, Hutchinson, MN Jeremy Luthens, Hutchinson, MN $154 / acre $154 / acre 3. Tom Schlueter, Hutchinson, MN $151 / acre 4. Ronald Mellies, Hector, MN $130 / acre 5. Kurt Reiner, Hutchinson, MN $128 / acre 6. L & L & Associates, Hutchinson, MN $ 50 /acre Once the bids were opened and read aloud, Olson informed those present that the bids would be presented to the Hutchinson Airport Commission for their review. The Airport Commission will make recommendation to the City Council. Jo Os on, Public Works Supt. Bruce Fenske, Sr. Public Works Maint. Lead u C� l bc� . BID DOCUMENT City of Hutchinson 2007 —2009 Airport Agricultural Property Farm Lease Information required of bidder. Name: ��L = -t° - - =, =fl t/ 1 Address: Telephoner The bidder must sign the "Bidder ?s Certification" below. The bidder hereby agrees to pay �oC� 0 i • Airport Ag Property 84 Tillable Acres Skyview Dairy would like to seed barely with alfalfa and silage corn for rotation. • 2007 ... Barely and Alfalfa • 2008... Alfalfa 2009... Alfalfa Renew Contract for 3 years • 2010 ... Alfalfa 2011...Alfalfa • 2012 ... Com Silage- Harvested early in September of 2012 l�ase,�aeitq`3 agreed anr3 undetstpod elzat the Giiy rimy award the bicl% i' rai 41 (,) +HUTCHINSON AIRPORT COMMISSION DRAFT 5:30 p.m Airport Arrival/Departure Building Minutes Members present: Dave Skaar, Chuck Brill, Doug McGraw, Dick Freeman Members absent: Joel Schwarze Others Present: John Olson, City of Hutchinson; Karl Heise]; George Lohtka; Daryl Luthens; Todd Walters; Julie Neubauer; Joe Dooley, pilots Meeting called to order at 5:32 p.m. There was a quorum of members present. 1. Approve Minutes of November 16, 2006 meeting Motion made by Freeman., second by McGraw to approve minutes. Unanimous approval. 2. 2006 Airport Improvements — T- Hangar construction 1) Olson updated Commissioners on project progress to date. The foundation concrete and electrical conduit is completed. Much of the framing is complete. The contractor has submitted a schedule as follows: a. Structural steel: December 18 to December 22 b. Cladding, roof, exterior wall, doors, interior walls: January 2 to January 12 c. Electrical: January 8 to February 2 d. Certificate of Occupancy: February 5 2) Identification of potential issues: a. The contractor expressed that this schedule would be subject to weather conditions. Olson mentioned that all parties involved in snow removal at the airport must be aware and use extra care to protect the construction site during snow removal. 3. Close -out of existing federal projects 1) 2005 — All but Electrical portion has been completed. Expecting a partial billing on a portion of the electrical project that is done. Siemens is sizing a ferro - resonant regulator. Quade's has supplied them with appropriate lighting system data, and engineers at Siemens are comparing the supplied information to ensure the regulator is of an appropriate size. When the regulator is sized, the products will be shipped for installation. 4. Review private and /or commercial operations activity 1) FBO — there were no reported issues with Hutchinson Aviation. 2) Life Link III — there were no reported issues with Life Link III. 5) Other Discussions 1) Capital Improvement Plan. Because of the existing balance of Federal AIP funds, the following 5 -year CIP was discussed: a. 2007 — Airport Layout Plan (ALP) update, including airport zoning and study of location of future hangars relative to GPS approach. b. 2008 — Apron expansion c. 2009 — Pavement improvements (runway, taxiway) d. 2011 -Hangar aOt 2) Existing hangar ( #3 -6): a. Hangar #3 -6 was assigned to Todd Walters. Motion by McGraw, second by Skaar. Unanimous approval. • b. Commissioners requested that City staff send a letter to all hangar tenants to learn if they would like to move from their existing hangar when the new hangar is completed and ready for occupancy. The letters are to be returned to the City in time to compile the results and have them ready for the next Airport Commission Meeting. Commissioners stated they intended to begin the process of assigning hangar spaces, based on the responses received and the new policy. The next regularly scheduled meeting is proposed for Thursday January 18, 2007. 6) New Business 1) Recommend awarding agricultural lease. A motion was made by McGraw, second by Freeman to recommend lease be awarded to Skyview Dairy, Inc. Unanimous approval. 2) Chair Dave Skaar informed the Commission of an oppornmity to learn about the Open Meeting Law hosted by the Hutchinson Leader. The meeting will be held at 9:30 on Thursday January 11 at the City Center. Skaar invited Commissioners to attend. He reminded them to RSVP to Mellissa Sullivan at the Leader by Tuesday January 9. 3) Olson was instructed to put the Airport Commission meetings on the City calendar. Meetings will be scheduled for the 3`a Thursday of the month at 5:30 p.m. at the Airport Conference room. At approximately 6:45, a motion to adjourn was made by McGraw, second by Freeman. Unanimous approval. NEXT MEETING: scheduled for Thursday January 18, 2007 0 11 P 0� 0 �J C TO: Mayor & City Council FROM: Kent Exner, City Engineer RE: Consideration of Market Value Appraisal and Corresponding Property Acquisition Offer for Permanent Easement at 380 School Road NW (McLeod County Heritage Center) DATE: January 9, 2007 Review of property appraisal and corresponding acquisition offer for a permanent easement within the McLeod County Heritage Center property at 380 School Road NW. This easement area is needed to construct the School Road Pedestrian Underpass project. cc: Gary Plotz — City Administrator (0C 0 0 Resolution No. 13119 A RESOLUTION AUTHORIZING GARY D. PLOTZ, CITY ADMINISTRATOR, OR KENNETH B. MERRILL, FINANCE DIRECTOR, TO EXECUTE DOCUMENTS REQUIRED FOR REAL ESTATE PURCHASE WHEREAS, Hutchinson Area Health Care is proposing to purchase a site to construct a long -term care facility and senior housing in Hutchinson, Minnesota, and; WHEREAS, all property owned by the City of Hutchinson or its various entities must be titled in the name of the City of Hutchinson, and; WHEREAS, the City Charter gives the City Administrator, or his designee, the ability to execute contracts on the City's behalf, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON That Gary D. Plotz, City Administrator, or Kenneth B. Merrill, Finance Director, serving as Acting City Administrator in Mr. Plotz's absence, is hereby empowered to execute any and all documents required to effectuate the purchase of the above - described • property or at the real estate closing for the purchase of this parcel. Adopted by the City Council this 9`h day of January, 2007 ATTEST: Kenneth B. Merrill Acting City Administrator Steven W. Cook Mayor ��(6L)1 0 Resolution No. 13120 A RESOLUTION AUTHORIZING GARY D. PLOTZ, CITY ADMINISTRATOR, OR KENNETH B. MERRILL, FINANCE DIRECTOR, TO EXECUTE DOCUMENTS REQUIRED FOR REAL ESTATE PURCHASE WHEREAS, Hutchinson Area Health Care is proposing to purchase a site to expand its health care facility in Hutchinson, Minnesota, and; WHEREAS, the specific location of the property is Lot 8, Block 2, Cedar Acres Subdivision, and; WHEREAS, all property owned by the City of Hutchinson or its various entities must be titled in the name of the City of Hutchinson, and; WHEREAS, the City Charter gives the City Administrator, or his designee, the ability to execute contracts on the City's behalf, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON That Gary D. Plotz, City Administrator, or Kenneth B. Merrill, Finance Director, go serving as Acting City Administrator in Mr. Plotz's absence, is hereby empowered to execute any and all documents required to effectuate the purchase of the above - described property or at the real estate closing for the purchase of this parcel. Adopted by the City Council this 9h day of January, 2007 Steven W. Cook Mayor ATTEST: Kenneth B. Merrill Acting City Administrator • Ii(a)I