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cp11-22-2011 cNo Workshop AGENDA REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, NOVEMBER 22, 2011 1. CALL TO ORDER — 5:30 P.M. 2. INVOCATION — Congregational UCC 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF NOVEMBER 8, 2011 Action — Motion to approve as presented 7. CONSENT AGENDA (Purpose. onlyfor items requiring Council approval by external entities that would otherwise ave een e egate to t e City Administrator. Traditionally, items are not discussed.) (a) RESOLUTIONS AND ORDINANCES (b) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDERS - CHANGE ORDER NO. 4 — LETTING NO. 10, PROJECT NO. 10 -02 (SHERWOOD STREET SE EXTENSION) - CHANGE ORDER NO. 2 — LETTING NO. 5, PROJECT NO. 11 -06 (PLAZA 15 PARKING LOT IMPROVEMENTS) - CHANGE ORDER NO. 2 — LETTING NO. I, PROJECT NO. 11 -01 (SCHOOL ROAD NW) (c) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT SUPPLEMENTAL AGREEMENTS (d) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Action — Motion to approve consent agenda 8. PUBLIC HEARINGS — 6:00 P.M. — NONE 9. COMMUNICATIONS RE UESTS AND PETITIONS (Purpose: to provide Council with information necessary to cra t wise po icy. A ways Looking toward t e, uture, not monitoring past) 10. UNFINISHED BUSINESS 11. NEW BUSINESS (a) DISCUSSION OF PUBLIC LIBRARY SERVICES — MARY HENKE Action - CITY COUNCIL AGENDA -- NOVEMBER 22, 2011 (b) CONSIDERATION FOR APPROVAL OF PAYMENT CARD INDUSTRY DATA SECURITY STANDARD POLICY Action — Motion to reject — Motion to approve (c) DISCUSSION OF PROPERTY LOCATED AT 256 and 264 4T" AVENUE NW Action — 12. GOVERNANCE (Purpose: to assess past organizational performance, develop policy that guides the organization and Councilage the logistics of the Council. May include monitoring reports, policy development and governance process items.) (a) PIONEERLAND LIBRARY SYSTEM MINUTES FROM SEPTEMBER 22, 2011 (b) PARKS, RECREATION, COMMUNITY EDUCATION BOARD MINUTES FROM OCTOBER 3, 2011 (c) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM OCTOBER 18, 2011 (d) HUTCHINSON AREA JOINT PLANNING BOARD MINUTES FROM SEPTEMBER 21, 2011 13. MISCELLANEOUS 14. ADJOURN 2 MINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, NOVEMBER 8, 2011 CALL TO ORDER -4:00 P.M. Mayor Steve Cook called the meeting to order. Members present were Mary Christensen, Bill Arndt, and Chad Czmowski. Member Eric Yost arrived at 4:15 p.m. Others present were Jeremy Carter, City Administrator and Marc Sebora, City Attorney 2. INVOCATION — Pastor Brian Brosz, Congregational UCC, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY 5. PUBLIC COMMENTS 6. MINUTES (a) REGULAR MEETING OF OCTOBER 25, 2011 Motion by Arndt, second by Christensen, to approve the minutes as presented. Motion carried unanimously. 7. CONSENT AGENDA (Purpose: onlyfor items requiring Council approval by external entities that would otherwise ave een e egate to t e City Administrator. Traditionally, items are not discussed.) (a) RESOLUTIONS AND ORDINANCES 1. ORDINANCE NO. 11- 0681 —AN ORDINANCE EXTENDING THE CORPORATE LIMITS OF THE CITY OF HUTCHINSON TO INCLUDE CERTAIN LAND OWNED BY TIMOTHY AND REBECCA ALBRECHT LOCATED IN HASSAN VALLEY TOWNSHIP, SECTION 7 PURSUANT TO MINNESOTA STATUTES 414.033, SUBD. 2(3) WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (SECOND READING AND ADOPTION) 2. CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDER NO. 1 AND NO. 2 - LETTING NO. 4, PROJECT NO. 11 -05 (2011 PAVEMENT MANAGEMENT PROGRAM — PHASE 2) (b) CONSIDERATION FOR APPROVAL OF REQUEST FOR PUBLIC SALE OF SURPLUS PROPERTY (c) CONSIDERATION FOR APPROVAL OF ISSUING MASSAGE LICENSE TO HEIDI PULKRABEK TO OPERATE A FACILITY LOCATED AT 47 NORTH MAIN STREET (d) CONSIDERATION FOR APPROVAL OF ISSUING SHORT -TERM GAMBLING LICENSE, TO ST. ANASTASIA CATHOLIC CHURCH ON DECEMBER 15, 2011 (e) CONSIDERATION FOR APPROVAL OF 2012 FEE AGREEMENT WITH GAVIN, OLSON, U tv�) CITY COUNCIL MINUTES - NOVEMBER 8, 2011 WINTERS, TWISS, THEIS & LONG, LTD. FOR PROSECUTION SERVICES (t) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Item 7(a)2 and 7(e) were pulled for separate discussion. Motion by Czmowski, second by Christensen, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 7(a)2 had further discussion. Mayor Cook noted that Change Order No. I accounts for a $10,444.00 deduction to the contract amount. Kent Exner, City Engineer, explained that this change order is specific to Bradford, Jackson and Roberts Streets. Some additional excavation had to be completed on Bradford Street to account for the drain tile, however Jackson and Roberts had better subgrade material and no further excavation had to be completed, hence a $10,000 savings. Motion by Arndt, second by Cook, to approve Item 7(a)2. Motion carried unanimously. Item 7(e) had further discussion. Council Member Christensen questioned the contract and how many hours per month of service the City receives from the law firm. Marc Sebora, City Attorney, noted that typically the contracted law tine provides more hours to the City than the City is charged for due to the flat fee agreement. Council Member Christensen also asked why the City contracts with a firm in Glencoe. Mr. Sebora explained that the current law firm that the City contracts with is located directly across the street from the courthouse, which saves quite a bit on the hours for service due to no travel time having to be included. The City has also been contracting with the Gavin Law Office due to their expertise in municipal law and criminal prosecution. Council Member Christensen expressed that perhaps the City should keep this contracted service local if at all possible. Motion by Christensen, second by Arndt, to approve Item 7(e). Motion carried unanimously 8. PUBLIC HEARINGS — 6:00 P.M. — NONE 9. COMMUNICATIONS RE UESTS AND PETITIONS (Purpose: to provide Council with information necessary to cr t wise po icy. A ways oo ing toward t e uture, not monitoring past) (a) DISCUSSION OF AIRPORT CONSULTANT REQUESTS FOR QUALIFICATIONS Kent Exner, City Engineer, presented before the Council. Mr. Exner noted that a few years back staff had requested a similar process. This RFQ is to administer engineering services at the airport. Many projects at the airport that require FAA funding require much technical expertise, hence the use of a consultant. The FAA requires that all consultant agreements with municipal airports be renewed every three to four years. Mayor Cook noted some language that could be struck from the RFQ. He also questioned the language in the RFQ that states, "Negotiations for consulting fees will be accomplished after a fine has been selected ". Mayor Cook suggested having this discussed prior to the firm selection. Mr. Exner thought perhaps this was language required by the FAA, however he will research if the language can be modified. Mayor Cook also questioned funds that were in the airport construction capital improvement fund in the amount of $136,000 a couple of years ago. He asked what those funds were used for and when they be paid back. Jeremy Carter, City Administrator, explained that the construction fund is adjusted until federal dollars are received. Mr. Carter went into detail about how adjustments are made to account for federal payments. 10. UNFINISHED BUSINESS 11. NEW BUSINESS (a) DISCUSSION OF SEWER AND WATER AVAILABILITY CHARGE POLICY co tq—) CI7'Y COUNCIL MINUTES -- NOVEMBER 8, 2011 Kent Exner, City Engineer, presented before the Council. Mr. Exner reviewed the 2011 policy including the background of its origination in the mid- 1990s, how sewer availability charges (SAC) and water availability charges (WAC) are determined, the revenues collected from SAC /WAC, the SAC /WAC rates for 2011 and how the SAC /WAC fees are collected. General discussion was held regarding the rates Hutchinson charges compared to other communities and different approaches the City could consider. Council and staff concurred that commercial /industrial properties need to be reviewed and decided the best approach for calculating SAC /WAC charges in the future. Staff will do research amongst other regional centers and will propose language to the policy referencing a declining/progressive rate structure. (b) DISCUSSION OF RENEWABLE ENERGY SUITABILITY STUDY Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that previously Westwood Professional Services had been selected to complete a renewable energy study, specifically solar and wind energy, for the City of Hutchinson. The primary goal of the report was to begin to understand the City's potential capacity to develop renewable energy, specifically solar and wind, at four selected City sites. John Paulson, Environmental Specialist, reviewed excerpts of the study with the Council. Among other things, the report covered life cycle costs and next steps to the renewable ener &y process. These next steps include having discussion with the Hutchinson Utilities Commission, an electric interconnection review, renewable energy system impact modeling and a more detailed cost analysis. Mayor Cook noted that an enemy usage study was completed not too long ago and he suggested having that study updated annually. This report from Westwood will be used as baseline data going forward. 12. GOVERNANCE (purpose: to assess past organizational performance, developpolicy that guides the organization and Count an manage the logistics of the Council. May include monitoring reports, policy development and governance process items.) (a) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM SEPTEMBER 20, 2011 (b) I1UTCHINSON UTILITIES COMMISSION MINUTES FROM SEPTEMBER 28, 2011 (c) HUTCHINSON PUBLIC LIBRARY BOARD MINUTES FROM AUGUST 22, 2011 (d) FIRE DEPARTMENT MONTHLY REPORT FOR OCTOBER 2011 (e) PLANNING, ZONING, BUILDING DEPARTMENT MONTHLY REPORT FOR OCTOBER 2011 12(b) — Council Member Yost commented on the reference to the Great River Energy settlement term sheet and questioned what that was. Mr. Yost commented on the large amount of dollars used to attempt to get energy from Bid Stone 11. Marc Sebora, City Attorney, noted that he will get clarification from the Hutchinson Utilities Commission General Manager. 12(c) — Mayor Cook noted that Mary Henke, Librarian, had reviewed with the Library Board various options and penalties involved in going on alternate routes for Hutchinson Library service. Mayor Cook suggested that Ms. Henke provide this same update and information to the Council at a future Council meeting. 13. MISCELLANEOUS Council Member Arndt— Council Member Arndt noted that a town hall meeting with local legislators is being held November 15, 2011, at 5:30 p.m. at Ridgewater College Motion by Christensen, second by Arndt to set November 15, 2011, at 5:30 p.m. as a public meeting. Motion carried unanimously. Discussion was held regarding a piece of property that the City owns along Hwy 7 West and the potential sale of that property to an interested party. This item will be on the next Council agenda. u ) CITY COUNCIL MINUTES — NOVEMBER 8, 2011 Council Member Yost -- Council Member Yost noted that a resident had asked him if the entrances to SuperAmerica on School Road could have a designated exit and designated entrance due to congestion. Kent Exner commented that there is no crash history in this area or any overlying safety issues. Mr. Exner noted that when Hwy 7 was reconstructed, staff had discussions with SuperAmerica about their access, however due to their configuration with the gas pumps and such, a one -way in/one -way out concept would be difficult for traffic flow on the property. Kyle Aerts, 821 Main Street, asked about street repair on Sioux Hills Road. Jeremy Carter, City Administrator, noted that although Sioux Hills Road is not in city limits, he explained that the property owners in that area will pay for the improvements. Mayor Cook - Mayor Cook noted that staff will be discussing how to close the financial gap on the F,vent Center. Mayor Cook asked if having a marketing study would be a good idea. The Council conceded that quotes of having a marketing study should be obtained. Mayor Cook also asked if a draft of the 2012 fee scheduled could be sent out to the Council prior to it being placed on the Council agenda. Mayor Cook noted that he was asked if more camper stalls could be installed at the city's campground. General discussion was held regarding cost and use of the campground. Jeremy Carter will bring this topic to the attention of the Parks /Recreation Director Kyle Aerts presented again before the Council. Mr. Aerts noted that he is a skateboarder and recently the lights haven't been coming on at the skateboard park. This will be looked into. 14. ADJOURN Motion by Arndt, second by Yost, to adjourn at 5:57 p.m. Motion carried unanimously. Lo t TO: Mayor & City Council FROM: Kent Exner, DPW /City Engineer RE: Consideration of Improvement Project Change Orders DATE: November 22, 2011 As construction has proceeded on the below listed projects there has been additional work, project scope revisions, and/or construction staging changes. The items specified below have been identified and deemed necessary to satisfactorily complete the projects. The following Change Orders and Supplemental Agreement are proposed as noted: • Change Order No. 4 — Letting No. 10/Project No. 10 -02 — Sherwood Street SE Extension This Change Order addresses the incentive and disincentive for bituminous pavement density and thickness requirements as outlined within Mn/DOT Specification 1360. This additional work results in a decrease to the contract in the amount of $2,264.13. • Change Order No. 2 —Letting No. 5/Project No. 11 -06 — Plaza 15 Parking Lot Improvements This Change Order addresses the need to repair the top of concrete footing on the south side of the Plaza building and revision ofstreet sign installation methods due to location of underground utilities. This action results in an increase to the original contract payment in the amount of $665.80. • Change Order No. 2 — Letting No. I/Project No. 11 -01 — School Rd NW This Change Order addresses the documentation ofMnDOT- approved Work Orders No. 5 and No. 6 that pertain to temporary striping, temporary hydro mulching and temporary signage required due to the delayed start ofthe project caused by State shutdown and extension of the project into the spring of 1012. This additional work results in an increase to the contract in the amount of$9,185.79. • Supplemental Agreement No. 3 — Letting No. I/Project No. 11 -01 — School Road NW Improvements This Supplemental Agreement addresses a mix design change for the bituminous trail and the substitution of SPWEA240B for SPWEB230B. This action results in no change to the contract payment amount. We recommend that the attached project Change Orders and Supplemental Agreement be approved. cc: Jeremy Carter, City Administrator l ('6) HUTCHINSON E'ITY CENTEV ENGINEERING DEPARTMENT, 111 HASSAN STREET SE', HUTCINSONF MN 13a351i' PHONE- 320-234 -420W FAZE: 320 - 234.4240' LETTING NO.2 - PROJECT NO. 10 -02 Dared: 11103/2011 CHANGE ORDER NO.4 Page 1 of 1 Project : Loeatlon Sherwood Street SE Extension CONTRACTOR: R & R Excavating, 1149 Hwy 22 South, Hutchinson MN 56350 Contract Amount: $739,591.17 Completion Date: 06/30/2011 Revised Completion Data: C094 CO# 2 061041281 -4 09/3012011 Description of Change: This Change Order addresses the incentive and disincentive for bituminous pavement density and thickness requirements as outlined within Mn/DOT Specification 2360. Item Na _ Spec. Ref. Item Name Unit Qty % Unit. Price '" Amount- INCREASE ITEMS: 63 2360 TYPE SPNWB230B NON - WEARING COURSE MIXTURE SY 5950 $16.43 TURN LANE - 50% OF SY INCENTIVE PER SPECIFICATIONS (4% OF 284 SY) SY 284 4% 11.36 $186.6 SPECIFICATIONS (4% OF 526 SY) SY 526 4% 21.02 $345.3 64 2360 TYPE SPWEA2408 WEARING COURSE MIXTURE SY 7560 $8.39 SHERWOOD MAINLINE- DENSITY INCENTIVE PER SPECIFICATIONS (2% of 4761 SY) SY 4761 2% 95.22 $798.9 TOTAL INCENTIVE $1,330.9 DECREASE ITEMS: 64 2360 TYPE SPWEA240B WEARING COURSE MIXTURE SY 7560 $8.39 SHERWOOD MAINLINE -91% PAVEMENT THICKNESS DISINCENTIVE PER SPECIFICATION ( -9% of 4761 SY) SY 4761 -9% - 428.49 ($3,595.03) TOTAL DISINCENTIVE ,$3,696. NET DECREAS@ .' -$2:264.1 In accordance with the Contract and Specifications, the contract amount shall be adjusted in the amount of $2.264.13 (deduct). An extension of -0- days shall be allowed for completion. ORIGINAL CONTRACT AMOUNT PREVIOUS ADDITIONSIDEDUCTIONS THIS AGDFTION/DEDUCTION TOTAL $738,691.17 $10,569:12x- (26419p' -' $747,898:16 pproved: Approved: Contractor - R & R Excavating Dated: City of Hutchinson - Mayor: Steven W Cook Dated: 11112/2011 Pproved: Approved: City of Hutchinson - City Engineer: Kent Exner Dated: City of Hutchinson - City Administrator: Jeremy J Carter Dated: 11/22/2011 HUTCHINS©IIf CITY CENTER eJ - ENGINEERING DEPARTMENT ' 114 HASSAN STREET SE, HUTCINSOR MR 563601= PHONE: 320- 2344209 - FAX, 320-234.4U& LETTING NO.5 - PROJECT NO. 11 -06 Dated: 11109/2011 CHANGE ORDER NO.2 Page 1 of 1 Protect • Locatlon ptaza 16 Parking Lot Improvements CONTRACTOR: Duininck Inc, 408 8th St, P O Box 208, Prinaburg MN 66281 -0208 Phone 320- 978.6011 Contract Amourd: $496,414.72 Completion Date: 41U1M2044 Revised Completion Date: 1012612011 Description of Change: This Change Order addresses the need to repair the top of concrete footing on the south side of the Plaza building and revision of street sign installation methods due to location of underground utilities. Item No:. 9peo. Ref. ItemNams' Unit QwMMy ': Unit Price Amount INCREASE ITEMS: 94 CONCRETE FOR REPAIR OF CONCRETE FOOTING ON SOUTH SIDE OF PLAZA BLDG - INCLUDES 10% MARKUP CY t $228.07 $228.0 95 MATERIALS FOR REPAIR OF CONCRETE FOOTING ON SOUTH SIDE OF PLAZA BLDG LS 1 $23.78 $23.7 96 LABOR FOR REPAIR OF CONCRETE FOOTING ON SOUTH SIDE OF PLAZA BLDG HR 1 3 $64.65 $193.9 75 INSTALL KLEEN BREAKS SIGN POST MOUNTS - INCLUDES 10% EA 2 $110.001 $220.0 TOTAL INCREASE ITEMS 1 $686.8 DECREASE ITEMS: TOTAL DECREASE ITEMS S0' NET INCREASE In accordance with the Contract and Specifications, the contract amount shall be adjusted in the amount of s 665.80 n extension of -0- days shall be allowed for completion. 5668.80 (add)1(4edust). ORIGINAL CONTRACT AMOUNT PREVIOUS ADDITIONSIDEDUCTIONS THIS ADDITIONIVEDUCT40M TOTAL $596,414.72 80.00 $665.I1Q' $497;080.52 pproved: Approved: Contractor - Duininck Inc. Dated: City of Hutchinson - Mayor: Steven W Cook Dated: 11/22/2011 pproved: Approved: City of Hutchinson - City Engineer: Kent Exner Dated: City of Hutchinson - City Administrator: Jeremy J Carter Dated: 11122/2011 6 _ HUTCHINSONCITYCENTER �"10t ENGINEERING DEPARTMENT' 111 HASSAN STREET SE`, HUTCINSON MN 663501 PHONE! 320 - 2344209- FAM 320 - 2344240 Dated: 11109/2011 LETTING NO. 1 - PROJECT NO. 11-01 CHANGE ORDER NO.2 Page t of t LPoca : School Road NW CONTRACTOR: Wm Mueller & Sons Inc, 831 Park Ave, P O Box 247, Hamburg MN 65339 Contract Amount: Completion Date: 09130/2011 Revised Completion Date: Description of Change: This Change Order addresses the documentation of MnDOT- approved Work Orders No. 5 and No. 6 that pertain to temporary striping, temporary hydro mulching and temporary signage required, due to the delayed start of the project caused by State shutdown and extension of the project into the spring of 2012. This additional work results in an increase to the contract in the amount of $9,185.79. See attached Work Order No. 5 and Work Order No. 6. item No. Spec. Ref. Run Name. - Unit Qrrarltity Unit Price '..... Amount INCREASE ITEMS: 2021.501 MOBILIZATION (Work Order No. 5) LS 1 $1,200.00 $1,200.0 2582.501 PAVEMENT MESSAGE - LEFT ARROW - LATEX (Work Order No. 5) EA 2 $95.00 $190.0 2582.501 PAVEMENT MESSAGE - RIGHT THRU ARROW - LATEX (Work Order No. 5) EA 2 $190.00 $380.0 2582.501 4" SOLID LINE - WHITE - LATEX (Work Order No. 5) LF 182 $0.38 $69.1 2582.501 4" DOUBLE LINE - YELLOW - LATEX (Work Order No. 5) LF 1171 $0.78 $913.3 2582.501 4" BROKEN LINE - YELLOW - LATEX (Work Order No. 5) LF 630 $0.39 $245.7 CONTRACTOR 10% ALLOWANCE ON STRIPING (Work Order No. 5) LS 1 $299.82 $299.8 2573.540 RAPID STABILIZATION METHOD 3 (INCLUDES CONTRACTOR 10% ALLOWANCE) (Work Order No. 5) SY 5000 $0.75 $3,750.0 2564.531 24" NO PARKING SIGNS(7) (Per Day for 1s190 Days) (Work Order No. 6) EA 90 $4.48 $403.2 2564.531 24" X 30" SPEED SIGN (Per Day for 1 st 90 Days) (Work Order No. 6) EA 90 $0.80 $72.0 2564.531 24" NO PARKING SIGNS(7) (Per Day After 90 Days) (Work Order No. 6) EA 93 $1.79 $166.4 2564.531 24" X 30" SPEED SIGN (Per Day After 90 Days) (Work Order No. 6) EA 93 $0.32 $29.7 2564.531 2 MENITRUCK/COMPRESSOR FOR INSTALL (Work Order No. 6) HR 1 $150.52 $150.5 2564.531 MOBILIZATION - FALL (Work Order No. 6) HR 2 $150.52 $301.0 2564.531 2 MEN WIFLATBED TRUCK FOR REMOVAL (Work Order No. 6) HR 3 $123.12 $369.3 2564.531 5TH WHEEL TRAILER & LOADALL FOR REMOVAL (Work Order No. 6) HR 3 $50.001 $150.0 2564.531 MOBILIZATION - SPRING (Work Order No. 6) HR 2 $150.52 $301.0 CONTRACTOR 10% ALLOWANCE ON SIGNAGE (Work Order No. 6) LS 1 $194.34 $194.3 TOTAL INCREASE ITEMS $9,185.7 NET INCREASE $9,188.79 In accordance with the Contract and Specifications, the contract amount shall be adjusted in the amount of -L M§5.79 (add)!(deduet). An extension of - - -- days shall be allowed for completion. ORIGINAL CONTRACT AMOUNT PREVIOUS ADDITIONSIDEDUCTIONS THIS ADDITIONIDEDUC ION TOTAL $1,417,870.48 ,&889.00: $9,188,70v $1.436,428.27 pproved: Approved: City of Hutchinson - Mayor: Steven W Cook Dated: 11/12/2011 Contractor - Wm Mueller & Sons Inc Dated: pproved: Approved: City of Hutchinson - City Engineer: Kent Exner Dated: City of Hutchinson - City Administrator. Jeremy J Carter Dated: 11/22/2011 9 09) STATE AID FOR LOCAL TRANSPORTATION Rev.July 2010 SUPPLEMENTAL AGREEMENT Page 1 of 1 City/County of: City of Hutchinson SA Mm 3 FEDERAL PROJECT NO. STATE AID PROJECT NO. LOCAL PROJECT NO. CONTRACT NO. SP 133 -117 -013 STPX 4331 (210) L1/P11 -01 Lt/P11 -01 CONTRACTOR NAME ADDRESS CITY STATE ZIP Inc 831 Park Ave, P 0 Box 247 Wm Mueller & Sons Inc Hamburg MN 55339 MENT ON WORK: TOTAL SUPPLEMENTAL GREE AMOUNT i School Road NW from TH 7/22 to Golf Course Road NW $0.00 1 This Contract is between the Loral Government Entity and Contractor as shown above WHEREAS: This Contract provides for, among other things, for bituminous trail; and WHEREAS: the Contract called for SPWEB230B for the trail mix; and WHEREAS: The City requested a mix design change to 1/2" mix, specifically SPWEA240H; and WHEREAS: The Engineer and the Contractor have agreed to this change at no additional cost to the contract. NOW, THEREFORE, IT IS HEREBY MUTUALLY AGREED AND UNDERSTOOD THAT: 1) Item No. 2360.503 SPWEA240B will be substituted for SPWEB230B for the bituminous trail. 2) There will be no change in contract unit prices as a result of this agreement. 3) Contract time will not be affected as a result of the agreement except as may be provided by Mn /DOT Specification 1806. 4) The Contractor will not make claim of any kind or character whatsoever for any other costs or expenses which he may have incurred or which he may hereafter incur in performing the work and furnishing the materials required by this agreement. Estimate Of Cost _.. "Group /Funding _ _..... _. + or - + or- Category Item No. Description Unit Unit Price Quantity Amount $ TYPE SPWEB230B WEARING 001 2360.503 COURSE MIXTURE -TRAIL (3") TYPE SPWEA240B WEARING '.. 001 2360.503 COURSE MIXTURE - TRAIL (3 ") SY - $13.25 -3610 - $47,832.50 SY $1325 3610 $47,832.50 Net Change this Agreement: $0.00 Approved by Project Approved by Engineer: Contractor: Print Name: Kent Exner Print Name: Date: Phone: 320- 234 -4212 Date: Phone: Once contract has been fully executed, forward a copy to UbAt for fuming review: The State of Minnesota Is not a participant in this contract; signing by the District State Aid Engineer Is for FUNDING PURPOSES ONLY. Reviewed for compliance with State and Federal Aid Rules /Policy. Eligibility does not guarantee funds will be available. This project is eligible for: Federal Funding State Aid Funding Local Funds District State Aid Engineer: Date: gNmprovement projects@011Vl pl1 -01 Schad rd nw imp sp 133- 117- 013%upplemental agreementslsa no. 3.doc I C- STATE AID FOR LOCAL TRANSPORTATION Rev .July 2010 WORK ORDER FOR MINOR EXTRA WORK Page 1 oft SP 133 - 117 - 013 Minn. Proj. No. ( ) WO No. 5 Project Location School Rd Local Agency City of Hutchinson Local Project No. L1/P11 -01 Contractor Wm Mueller & Sons Contract No. L1 /P11 -01 Address /City /State /Zip 831 Park Ave. PO Box 247 Hamburg, Mn 55339 Total Work Order Amount $ 7,048.06 In accordance with the terms of this Contract, you are hereby authorized and instructed to perform the work as altered by the following provisions. Due to a delayed start of project caused by Minnesota State shutdown this project has extended into late fall. This will result in the final lift of bituminous not being placed until spring of 2012 on the roadway and trail. Temporary striping and temporary hydro mulching will need to be applied. This Work order covers these items. Estimate Of Cost: ( imdudeany# weawsordetxew" fncOnbwdkmM& Wn690001edarrorce_ account ltema) ..Group/Funding _ + or — + or— Category Item No. Description Unit Unit Price Quantity Amount $ Roadway/ 001 2021.501 Mobilization LS $1,200.00! 1 $1,200.00 Ea $95.00 Pvmt Roadway/ $190.00 Message Lt- 001 2582.501 arrow- latex LF $0.78' Pvmt Message Rt- Roadway/ Thru arrow - 001 2582.501 latex Roadway / 4" Solid 001 2582.501 White -latex 4" Double Roadway/ Line Yellow - 001 2582.501 latex 4" Broken Roadway/ Line Yellow - 001 2582.501 latex Rapid Roadway / Stabilization 001 2573.540 Method 3 Roadway/ Contractor 001 Allowance Ea $95.00 2 Ea $190.00 2 LF $0.38 182 LF $0.78' 1171 LF SY LS(10% Striping) $0.39 (Iiwwdes wrdractor allowance) $0.75 $299.82, 630 5,000 1 Net Change this Work Order -Group/Funding category is required for Federal Aid projects $190.00 $380.00' $69.16 $913.38 $245.70 $3,750.00 $299.821 $7,048.06 g CC-) STATE AID FOR LOCAL TRANSPORTATION WORK ORDER FOR MINOR EXTRA WORK Rev .July 2010 Page 2 of 2 Due to this change, the contract time: (check one) ( x) Is NOT changed ( ) May be revised as provided in Mn /DOT Specification 1806 ( ) Is Increased by Working Days ( ) Is Increased by Calendar Days ( ) Is Decreased by Working Days ( ) Is Decreased by Calendar Days Approved by Project Engineer: Print Name: Approved by Contractor: Print Name: Date: Phone: Date: Phone: Distribution: Project Engineer (original) Contractor (copy) DSAE(copy for funding review) DSAE Portion: The State of Minnesota is not a participant in this contract. Signature by the District State Aid Engineer is for FUNDING PURPOSES ONLY and for compliance with State and Federal Aid Rules /Policy. Eligibility does not guarantee funds will be available. This work is eligible for: _ Federal Funding _ State Aid Funding _ Local funds Vl Cc�- STATE AID FOR LOCAL TRANSPORTATION Rev .July 2010 WORK ORDER FOR MINOR EXTRA WORK Page 1 oft SP 133 - 117 - 013 Minn. Proj. No. ( ) WO_No.> 6 Project Location School Rd Local Agency City of Hutchinson Local Project No. L1/P11 -01 Contractor Wm Mueller & Sons Contract No. L1/P11 -01 Address /City /State /Zip 831 Park Ave. PO Box 247 Hamburg, Mn 55339 Total Work Order Amount 2,137.73 In accordance with the terms of this Contract, you are hereby authorized and instructed to perform the work as altered by the following provisions. Due to a delayed start of project caused by Minnesota State shutdown this project has extended into late fall and will be completed in the spring of 2012. To allow safe travel on the roadway temporary signs are required over the winter. This Work order covers these items. Estimate Of Cost:, pnduds any lncresses ordaryeases in cwWd dema arty negoaratea orbres, account rremal { "Group/Funding + or— + or— Category Item No. Description Unit ! Unit Price Quantity Amount $ (per day for 14 Roadway/ 24" No Parking 90 days) 001 2564.531 signs(7) EA $4.481 90 $403.20 (per day for 1 d Roadway/ 90 days) 001 2564.531 24 "x30" Speed sign EA $0.80 90 $72.00 (per day after 90 Roadway/ 24" No Parking days) . 001 2564.531 signs(7) EA $1.79' 93 $166.47 per day after 90 Roadway/ days) 001 2564.531 24 "x30" Speed sign EA $0.32 93 $29.76 2 men /truck/ Roadway/ compressor for 001 2564.531 install HR $150.52 1 $150.52 Roadway/ . 001 2564.531 Mobilization - Fall HR $150.52 2 $301.04 Roadway/ 2 men w/flatbed 001 2564.531 truck for removal HR $123.12, 3 $369.36 Roadway/ 51h wheel trailer & 001 2564.531 Loadall for removal HR $50.00 3 $150.00 Roadway/ Mobilization - 001 2564.531 Spring HR $150.52 2 $301.04 Sub -Total l $1,943.39 Roadway/ " Contractor 001 Allowance LS $194.34 i 10% $194.34 Net Change this Work Order 1 $2,137.731 — GrouplFunding category is required for Federal Aid projects Lc)- STATE AID FOR LOCAL TRANSPORTATION WORK ORDER FOR MINOR EXTRA WORK Rev .July 2010 Page 2 of 2 Due to this change, the contract times (check om) ( x) Is NOT changed ( ) May be revised as provided in Mn /DOT Specification 1806 ( ) Is Increased by Working Days ( ) Is Increased by Calendar Days ( ) Is Decreased by Working Days ( ) Is Decreased by Calendar Days Approved by Project Engineer: Print Name: Approved by Contractor: Print Name: Distribution: Project Engineer (original) Date: Phone: Date: Phone: Contractor (copy) DSAE (copy for funding review) DSAE Portion: The State of Minnesota is not a participant in this contract. Signature by the District State Aid Engineer is for FUNDING PURPOSES ONLY and for compliance with State and Federal Aid Rules /Policy. Eligibility does not guarantee funds will be available. This work is eligible for: _ Federal Funding _ State Aid Funding _ Local funds `l tc� CITY OF HUTCHINSON R55CKREG LOG22001VO Council Check Register 11/17/2011 11/09/11- 11/22/11 Check # Ck Date Amount Vendor / Explanation Account Description 168131 11/10/2011 748.90 BRYAN ROCK PRODUCTS OPERATING SUPPLIES 168132 11/10/2011 1,251.50 BRYAN STREICH TRUCKING CONTRACT REPAIR & MAINTENANCE 168133 11/22/2011 254.00 AARP PROFESSIONAL SERVICES 168134 11/22/2011 385.01 ACE HARDWARE LANDSCAPE MATERIALS 168135 11/22/2011 685.00 ADVANCED HEALTH SAFETY & SECUR RECEIVED NOT VOUCHERED 168136 11/22/2011 742.72 AEM MECHANICAL SERVICES, INC CONTRACT REPAIR & MAINTENANCE 168137 11/22/2011 53.44 ALPHA WIRELESS COMMUNICATIONS 168138 11/22/2011 120.56 AMERICAN BOTTLING CO COST OF MIX & SOFT DRINKS 168139 11/22/2011 124.45 AMERICAN FAMILY INS CO. ACCRUED LIFE INSURANCE 168140 11/22/2011 8.99 AMERICAN WELDING & GAS CENTRAL GARAGE REPAIR 168141 11/22/2011 65.34 AMERIPRIDE LINEN & APPAREL CONTRACT REPAIR & MAINTENANCE 168142 11/22/2011 44.98 ARAMARK UNIFORM SERVICE CLEANING SUPPLIES 168143 11/22/2011 48.88 ARCTIC GLACIER PREMIUM ICE INC COST OF MIX & SOFT DRINKS 168144 11/22/2011 1,205.00 ARNESON DISTRIBUTING CO COST OF SALES -BEER 168145 11/22/2011 55.52 ARROW TERMINAL LLC EQUIPMENT PARTS 168146 11/22/2011 871.78 B. W. WELDING RECEIVED NOT VOUCHERED 168147 11/22/2011 75.00 BAHE, MICHAEL DUES & SUBSCRIPTIONS 168148 11/22/2011 611.25 BECKER ARENA PRODUCTS OPERATING SUPPLIES 168149 11/22/2011 580.51 BELLBOY CORP COST OF SALES -WINE 168150 11/22/2011 232.58 BERNICK'S COST OF MIX & SOFT DRINKS 168151 11/22/2011 195.00 BIG COUNTRY 100.1 FM ADVERTISING 168152 11/22/2011 652.77 BRANDON TIRE CO CENTRAL GARAGE REPAIR 168153 11/22/2011 30.00 BRIGDEN, SHERRI OTHER REVENUES 168154 11/22/2011 4,046.25 BRYAN STREICH TRUCKING CONTRACT REPAIR & MAINTENANCE 168155 11/22/2011 27.77 BUSHMAN, RAQUEL OPERATING SUPPLIES 168156 11/22/2011 885.99 BUSINESSWARE SOLUTIONS COMMUNICATIONS 168157 11/22/2011 31,848.10 C & L DISTRIBUTING COST OF SALES -BEER 168158 11/22/2011 600.00 CARLOS CREEK WINERY COST OF SALES -WINE (� 168159 11/22/2011 102.31 CENTRAL HYDRAULICS EQUIPMENT PARTS �¢r 168160 11/22/2011 159.08 CENTRAL IRRIGATION SUPPLY INC REPAIR & MAINTENANCE SUPPLIES 168161 11/22/2011 483.02 CENTRAL MCGOWAN OPERATING SUPPLIES 168162 11/22/2011 9,530.51 CHEMISOLV CORP CHEMICALS & PRODUCTS 168163 11/22/2011 164.84 CONNEY SAFETY PRODUCTS SAFETY SUPPLIES 168164 11/22/2011 21.00 CROW RIVER AUTO & TRUCK REPAIR AUTOMOTIVE REPAIR 168165 11/22/2011 1,056.00 CROW RIVER OFFICIALS ASSN OTHER CONTRACTUAL 168166 11/22/2011 105.00 CROW RIVER PRESS INC PRINTING & PUBLISHING 168167 11/22/2011 5,343.47 CUMMINS NPOWER, LLC OTHER CONTRACTUAL 168168 11/22/2011 5,457.65 DAY DISTRIBUTING COST OF SALES -BEER 168169 11/22/2011 150.00 DENNISON, STEVE CONTRACT REPAIR & MAINTENANCE 168170 11/22/2011 7,358.99 DIRECT PLASTICS GROUP RECEIVED NOT VOUCHERED 168171 11/22/2011 140.20 DROP -N -GO SHIPPING, INC POSTAGE 168172 11/22/2011 282.99 DYNA SYSTEMS RECEIVED NOT VOUCHERED 168173 11/22/2011 1,229.10 E2 ELECTRICAL SERVICES INC PROFESSIONAL SERVICES 168174 11/22/2011 188.10 ECOLAB PEST ELIM RECEIVED NOT VOUCHERED 168175 11/22/2011 133.01 ECONO FOODS MEETINGS 168176 11/22/2011 313.50 EXNER, KENT TRAVEL SCHOOL CONFERENCE 168177 11/22/2011 315.25 FASTENAL COMPANY RECEIVED NOT VOUCH ERED 168178 11/22/2011 8,427.64 FENSKE'S STUMP REMOVAL CONTRACT REPAIR & MAINTENANCE 168179 11/22/2011 90.20 FIRST CHOICE FOOD & BEVERAGE S OFFICE SUPPLIES 168180 11/22/2011 761.35 FISHER SCIENTIFIC OPERATING SUPPLIES 168181 11/22/2011 150.00 FORCIER FLOOR CONTRACT REPAIR & MAINTENANCE 168182 11/22/2011 54.21 G & K SERVICES OPERATING SUPPLIES 168183 11/22/2011 1,077.50 GARTNER REFRIGERATION & MFG, I CONTRACT REPAIR & MAINTENANCE 168184 11/22/2011 3,200.00 GAVIN, OLSON & WINTERS, LTD PROFESSIONAL SERVICES 168185 11/22/2011 350.15 GEB ELECTRICAL INC CONTRACT REPAIR & MAINTENANCE 168186 11/22/2011 284.88 GLACIAL RIDGE WINERY COST OF SALES -WINE 168187 11/22/2011 63.01 GRAINGER OPERATING SUPPLIES 168188 11/22/2011 388.50 GRANER, DAVE CONTRACT REPAIR & MAINTENANCE 168189 11/22/2011 2,268.26 GREEN EARTH LAWN CARE INC CONTRACT REPAIR & MAINTENANCE 168190 11/22/2011 535.88 H.A. R.T. ACCRUED DEFERRED COMP 168191 11/22/2011 406.07 HACH COMPANY OPERATING SUPPLIES 168192 11/22/2011 50.00 HANNEMAN, MARK UNIFORMS & PERSONAL EQUIP 168193 11/22/2011 7,473.21 HANSEN TRUCK SERVICE CENTRAL GARAGE REPAIR 168194 11/22/2011 500.00 HANSON & VASEK CONSTRUCTION CONTRACT REPAIR & MAINTENANCE 168195 11/22/2011 101.38 HATTEN, DANIEL TRAVEL SCHOOL CONFERENCE 168196 11/22/2011 9.18 HAUGEN, MARV OPERATING SUPPLIES 168197 11/22/2011 108,390.80 HEALTH PARTNERS EMPL.HEALTH & INS. BENEFIT 168198 11/22/2011 1,740.00 HILDI INC AUDIT & FINANCE 168199 11/22/2011 45.05 HILLYARD / HUTCHINSON SAFETY SUPPLIES 168200 11/22/2011 7,837.28 HUTCHINSON CO -OP REPAIR & MAINTENANCE SUPPLIES 168201 11/22/2011 807.12 HUTCHINSON LEADER OPERATING SUPPLIES 168202 11/22/2011 737.01 HUTCHINSON PLUMBING & HEATING CONTRACT REPAIR & MAINTENANCE 168203 11/22/2011 576.00 HUTCHINSON SENIOR ADVISORY BOA RENTS -BLDGS OTHER 168204 11/22/2011 77,031.09 HUTCHINSON UTILITIES UTILITIES 168205 11/22/2011 658.73 HUTCHINSON WHOLESALE EQUIPMENT PARTS 168206 11/22/2011 4,205.64 HUTCHINSON, CITY OF UTILITIES 168207 11/22/2011 9.17 INDEPENDENT EMERGENCY SERVICES COMMUNICATIONS 168208 11/22/2011 490.07 INTERSTATE BATTERY SYSTEM MINN EQUIPMENT PARTS 168209 11/22/2011 101.53 INTOXIMETERS INC OPERATING SUPPLIES 168210 11/22/2011 6.99 JAY MALONE MOTORS CENTRAL GARAGE REPAIR 168211 11/22/2011 239.34 JEFF MEEHAN SALES INC. ACCRUED COMMISSIONS PAYABLE 168212 11/22/2011 96.57 JEFF'S ELECTRIC RECEIVED NOT VOUCHERED 168213 11/22/2011 141.00 JOANIE'S CATERING OPERATING SUPPLIES 168214 11/22/2011 1,063.34 JOHN HENRY FOSTER MINNESOTA RECEIVED NOT VOUCHERED 168215 11/22/2011 11,176.82 JOHNSON BROTHERS LIQUOR CO. COST OF SALES -WINE 168216 11/22/2011 758.81 JOHNSON CONTROLS INC OPERATING SUPPLIES 168217 11/22/2011 2,760.00 KUEHNE & NAGEL INC PROFESSIONAL SERVICES 168218 11/22/2011 1,392.16 L & P SUPPLY CO RECEIVED NOT VOUCHERED 168219 11/22/2011 1,200.00 LEAGUE OF MN CITIES DUES & SUBSCRIPTIONS 168220 11/22/2011 136.00 LEXISNEXIS OTHER CONTRACTUAL 168221 11/22/2011 59.00 LEXISNEXIS DRUG TESTING 168222 11/22/2011 776.25 LIFE INSURANCE COMPANY OF AMER EMPL.HEALTH & INS. BENEFIT 168223 11/22/2011 64.70 LIFE INSURANCE COMPANY OF AMER ACCRUED LIFE INSURANCE 168224 11/22/2011 20,275.55 LOCHER BROTHERS INC COST OF SALES -BEER 168225 11/22/2011 26,251.93 LOGIS DATA PROC EQUIPMENT RENTAL 168226 11/22/2011 693.64 M -K GRAPHICS PRINTING & PUBLISHING 168227 11/22/2011 217.28 MAYTAG LAUNDRY & CAR WASH PROFESSIONAL SERVICES 168228 11/22/2011 719.00 MCLEOD COUNTY FIRE CHIEFS ASSN COMMUNICATIONS 168229 11/22/2011 94.04 MEHR, BRIAN TRAVEL SCHOOL CONFERENCE 168230 11/22/2011 586.94 MENARDS HUTCHINSON OPERATING SUPPLIES 168231 11/22/2011 30.00 MESSAGE MEDIA COMMUNICATIONS 168232 11/22/2011 40.00 MESSNER, KEITH TRAVEL SCHOOL CONFERENCE 168233 11/22/2011 641.52 METRO ATHLETIC SUPPLY INC OPERATING SUPPLIES 168234 11/22/2011 493.20 MILLNER HERITAGE VINEYARD & WI COST OF SALES -WINE 168235 11/22/2011 85.00 MINI BIFF RENTALS 168236 11/22/2011 49.80 MINNEAPOLIS, CITY OF OTHER CONTRACTUAL 168237 11/22/2011 62.13 MINNESOTA COUNTY ATTORNEY ASSN PRINTING & PUBLISHING 168238 11/22/2011 33.00 MINNESOTA SHREDDING CONTRACT REPAIR & MAINTENANCE 168239 11/22/2011 2,368.60 MINNESOTA VALLEY TESTING LAB OTHER CONTRACTUAL 168240 11/22/2011 522.00 MODULAR SPACE CORPORATION RECEIVED NOT VOUCHERED 168241 11/22/2011 144.55 MOMAR, INCORPORATED REPAIR & MAINTENANCE SUPPLIES 168242 11/22/2011 135.05 MOTION INDUSTRIES INC RECEIVED NOT VOUCHERED 168243 11/22/2011 200.00 MOYER, CYNTHIA OPERATING SUPPLIES 168244 11/22/2011 171.00 NELSON, ANGELA RECREATION ACTIVITY FEES 168245 11/22/2011 322.76 NORTH CENTRAL LABORATORIES OPERATING SUPPLIES 168246 11/22/2011 257.67 NORTHERN BUSINESS PRODUCTS OPERATING SUPPLIES 168247 11/22/2011 72.65 NORTHERN STATES SUPPLY INC EQUIPMENT PARTS 168248 11/22/2011 3,086.17 NU- TELECOM COMMUNICATIONS 168249 11/22/2011 45.44 NUSS TRUCK & EQUIPMENT RECEIVED NOT VOUCHERED 168250 11/22/2011 634.58 O'REILLY AUTO PARTS CENTRAL GARAGE REPAIR 168251 11/22/2011 37.00 OFFICE OF ENTERPRISE TECHNOLOG TELEPROCESSING EQUIP 168252 11/22/2011 606.68 OLD DOMINION BRUSH CENTRAL GARAGE REPAIR 168253 11/22/2011 386.89 OXI FRESH CARPET CLEANING OF M BUILDING REPAIRS 168254 11/22/2011 1,192.88 PACKNET LTD PROFESSIONAL SERVICES 168255 11/22/2011 7,781.90 PAUSTIS & SONS WINE CO COST OF SALES -WINE 168256 11/22/2011 10,694.43 PHILLIPS WINE & SPIRITS COST OF MIX & SOFT DRINKS 168257 11/22/2011 125.53 POSITIVE ID INC MISCELLANEOUS 168258 11/22/2011 1,500.00 POSTMASTER POSTAGE 168259 11/22/2011 523.12 PRIDE SOLUTIONS, INC 168260 11/22/2011 5,369.00 PROFESSIONAL WATER TECHNOLOGIE CHEMICALS & PRODUCTS f- ��i 168261 11/22/2011 10,610.87 QUALITY WINE & SPIRITS CO. COST OF SALES- LIQUOR 168262 168263 168264 168265 168266 168267 168268 168269 168270 168271 168272 168273 168274 168275 168276 168277 168278 168279 168280 168281 Ilit-1 :I:Y] 168283 168284 168285 168286 168287 168288 168289 168290 168291 168292 168293 J 168294 168295 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 11/22/2011 191.59 R & R SPECIALTIES INC 13,420.78 REINER ENTERPRISES, INC 187.41 RELIABLE OFFICE SUPPLIES 456.70 ROYAL TIRE 1,729.00 SCHIMMEL CONSTRUCTION LLC 26,951.72 SCHMELING OIL CO 8,470.64 SCHOOL DIST # 423 182.87 SCHUMANN, MIKE 64.20 SCOTT'S WINDOW CLEANING SERVIC 31.39 SEBORA, MARC 736.70 SENTRY FIRE PROTECTION INC 125.00 SEPPELT, MILES 852.86 SERVICEMASTER 250.00 SHALOM BAPTIST CHURCH 578.66 SHARE CORP 133.50 SIMPLEXGRINNELL LP 129.55 SORENSEN'S SALES & RENTALS 1,754.45 SOUTHERN WINE & SPIRITS OF MN 79.00 SPS COMMERCE 224.43 SQUEAKY'S GRILL & BAR 75.88 ST. CLOUD OVERHEAD DOOR CO 4.90 STANDARD PRINTING 653.08 STAPLES ADVANTAGE 389.46 STOTTS, CASEY 497.20 STRATEGIC EQUIPMENT 90.12 SUBWAY WEST 20.00 TAPS -LYLE SCHROEDER 57.58 TEK MECHANICAL 635.99 THOMSON WEST 1,459.02 TKDA 312.44 TU INTERNATIONAL 26,458.28 TREBELHORN & ASSOC 370.90 TRI COUNTY WATER 1,574.63 TWIN CITY GARAGE DOOR CO OPERATING SUPPLIES FREIGHT- IN OFFICE SUPPLIES CENTRAL GARAGE REPAIR HOUSING REHAB LOANS REPAIR & MAINTENANCE SUPPLIES OTHER REVENUES TRAVEL SCHOOL CONFERENCE CONTRACT REPAIR & MAINTENANCE TRAVEL SCHOOL CONFERENCE CONTRACT REPAIR & MAINTENANCE TRAVEL SCHOOL CONFERENCE BUILDING REPAIRS CONDITIONAL USE PERMITS CHEMICALS & PRODUCTS CONTRACT REPAIR & MAINTENANCE RECEIVED NOT VOUCHERED COST OF SALES- LIQUOR MISCELLANEOUS OPERATING SUPPLIES OFFICE SUPPLIES OFFICE SUPPLIES TRAVEL SCHOOL CONFERENCE OPERATING SUPPLIES TRAVEL SCHOOL CONFERENCE PROFESSIONAL SERVICES REFUNDS & REIMBURSEMENTS OPERATING SUPPLIES PROFESSIONAL SERVICES DATA PROC EQUIPMENT RENTAL MOTOR FUELS & LUBRICANTS OPERATING SUPPLIES REPAIR & MAINTENANCE SUPPLIES 168296 11/22/2011 25.00 UNIVERSITY OF MINNESOTA 168297 11/22/2011 25.00 UNIVERSITY OF MINNESOTA 168298 11/22/2011 25.00 UNIVERSITY OF MINNESOTA 168299 11/22/2011 120.00 UNIVERSITY OF MINNESOTA 168300 11/22/2011 109.00 UNIVERSITY OF MINNESOTA 168301 11/22/2011 11.26 VALLEY NATIONAL GASES LLC 168302 11/22/2011 8,788.95 VIKING BEER 168303 11/22/2011 591.35 VIKING COCA COLA 168304 11/22/2011 860.25 VINOCOPIA INC 168305 11/22/2011 6,400.00 WALTER, MIKE 168306 11/22/2011 1,329.30 WASTE MANAGEMENT OF WI -MN 168307 11/22/2011 9,602.16 WASTE MANAGEMENT OF WI -MN 168308 11/22/2011 60.00 WELCOME NEIGHBOR 168309 11/22/2011 641.25 WENDLANDT TREE SERVICE INC. 168310 11/22/2011 409.25 WINE MERCHANTS INC 168311 11/22/2011 8,802.47 WIRTZ BEVERAGE MINNESOTA 168312 11/22/2011 374.06 WITTE SOD FARMS INC 168313 11/22/2011 188.63 WM MUELLER & SONS 168314 11/22/2011 306.00 WOODLAND HILL VINEYARDS LLC 168315 11/22/2011 2,651.06 WORK CONNECTION, THE 168316 11/22/2011 807.98 XEROX CORP 168317 11/22/2011 887.06 ZARNOTH BRUSH WORKS INC 168318 11/22/2011 254.10 ZEP MANUFACTURING CO 168319 11/22/2011 325.00 ZWILLING, TROY 557,483.06 Grand Total Payment Instrument Totals Check Total 557,483.06 Total Payment 557,483.06 TRAVEL SCHOOL CONFERENCE TRAVEL SCHOOL CONFERENCE TRAVEL SCHOOL CONFERENCE TRAVEL SCHOOL CONFERENCE OTHER CONTRACTUAL RENTALS COST OF SALES -BEER FOOD PRODUCTS-CONCESSION COST OF SALES - LIQUOR OTHER CONTRACTUAL REFUSE - RECYCLING REFUSE - LANDFILL CHARGES ADVERTISING MISCELLANEOUS COST OF SALES -WINE COST OF SALES - LIQUOR OPERATING SUPPLIES STREET MAINT.MATERIALS COST OF SALES -WINE OTHER CONTRACTUAL COPY MACHINE CENTRAL GARAGE REPAIR REPAIR & MAINTENANCE SUPPLIES TRAVEL SCHOOL CONFERENCE PAYROLL ELECTRONIC FUNDS TRANSFERS PAYROLL DATE: 11/18/2011 Period Ending Date: 11/12/2011 $50,541.42 IRS - Withholding Tax Account Federal Withholding Employee /Employer FICA Employee /Employer Medicare $10,387.93 MN Department of Revenue State Withholding Tax $38,101.06 Public Employee Retirement Association Employee /Employer PERA/DCP Contributions $2,063.04 TASC Employee Flex Spending Deductions $5,212.28 TASC Employee Contribution to Heath Savings Account $475.00 MNDCP Employee Contributions - Deferred Comp $1,365.00 ING Employee Contributions - Deferred Comp $1,230.00 ICMA Retirement Trust Employee Contributions - Deferred Comp $701.88 MN Child Support System Employee Deductions $0.00 MSRS - Health Savings Plan Employee Deductions to Health Savings Plan $110,077.61 Total Electronic Funds Transfer r) [j) ELECTRONIC FUNDS TRANSFERS 11/22/2011 TAX FUND PAYABLETO FUEL HATS MN DEPT OF REV SALES TAX LIQUOR MN DEPT OF REV USE TAX PRCE CIVIC ARENA MN DEPT OF REV SALES & USE TAX WATER SEWER CREEKSIL MN DEPT OF REV AMOUNT $945.36 $36,474.00 $513.00 $13,591.00 $51,523.36 Hutchinson Public Library Services 2010 Statistical Profile 0 . 79,690 people visited the library to use the services.' 13,175 library card holders 118,323 items were checked out. This includes books, magazines, videos, and audio books, a free alternative to purchasing these items for families trying to stretch their budgets. Five daily newspapers and 108 magazines are subscribed to for library users. Downloadable E -books and audio books available since June 2011. Interlibrary loan service 5,746 reference questions were answered " 467 uses of the library meeting room. Groups include the Bird Club, Photography Club, Crow River Quilters, support groups and many more. 22,152 uses of the library's computers for access to the Internet and Office Works programs. Internet use is increasingly important to the community for job searches, creating job resumes, filling out on -line job applications, replacing dropped home Internet services, and school work. Wireless access to the Internet used by business people, students, and visitors • Proctoring services for students taking on -line classes. 101 children's programs were held with 3,284 attending. 520 children signed up for our \0014 Summer Reading program and read over 12, 000. 20 programs for adults had attendance of 0 881. Legacy funds were used for some of these programs. 9 computers available for general use and 2 dedicated as library catalogs. 4 FTE employees are assisted by 15 volunteers working an average of 30 hours a week as well as 1 worker from the Real Deal program, a federally funded job training program for seniors, working 15 hours a week. Open 52 hours a week, Monday — Thursday 10:00 am to 9:00 pm, Friday and Saturday 10:00 am to 5:00 pm. On -line catalog available 24 hours a day/7 days a week through Internet access. `This is based on 2 counts taken during a week in May and November and multiplied by 26. The Minnesota State Dept. of Library Services uses this method to gather statistics on all the public libraries in the state. I\L -a) Local Support from Community Businesses and Organizations • • Dairy Queen donates 10% of their sales on the 3rd Tuesday of each month from 5:00 -8:00 pm • 3M supports our Children's Summer Reading Program by donating $1,000 and product for prizes • Friends of the Library raise funds by operating a Used Book Sale table in the library donating about $6,000 a year towards library materials and projects. In 2009, they donated also $10,000 for the purchase of computers to replacing our aging ones. • Hutchinson Community Foundation —funds for computers and automated door opener • Burich Family Foundation —funds for computers • Kiwanis Club -- $1,000 per year for purchase of children's books and DVDs • Garden Club— annual donation for gardening books from their annual plant sale • Lioness Club— annual donation for large print books • Many local business contribute prizes and coupons for the Children's Summer Reading program • Memorials honoring the deceased members of our community • 4 H sponsored programs for children during the summer such as the Minnesota Zoo program • TO: Mayor and City Council FROM: Tom Kloss, Director of Information Technology RE: Credit Card Processing DATE: November 22, 2011 The credit card industry has implemented a set of rules /standards that must be followed to ensure credit card security for our customers. One of the requirements is a formal policy for employees who process credit cards, along with an annual review. Attached to this memo is the PCI -DSS policy for your approval. PCI -DSS — Payment Card Industry — Data Security Standard � i (b) City of Hutchinson PCI DSS Security Policy Issue Date: 11/2011 Reviewed: 11/2011 Policy Statement All card processing activities and related technologies must comply with the Payment Card Industry Data Security Standard (PCI -DSS) in its entirety. Card processing activities must be conducted as described herein. No activity may be conducted nor any technology employed that might obstruct compliance with any portion of the PCI -DSS. Applicability This policy applies to all employees. Employees specifically configured and granted rights to process credit card transactions shall attend, at minimum, an annual review of this policy. Any Director in charge of a department that accepts credit cards will also be required to attend the training on an annual basis. Specific Policy Requirements Handling of Cardholder Data 1. Credit card processing must only be conducted on approved City systems. Approval of credit card systems must be granted by the City Controller and IT Director before entering into any contract, purchase, acquisition or replacement of equipment or software. 2. No credit card numbers will be processed, transmitted or stored on any system not specifically approved by the City of Hutchinson Controller and IT Director for use with customer credit cards; examples of non - approved systems include email, fax, instant messaging, document management system, most workstations, and others. This includes, but is not limited to, the full or partial credit card number, the digit validation code or Personal Identification Numbers (PINs). 3. Any hard copy of credit cardholder data no longer needed for business or legal reasons must be shredded, incinerated, or pulped so that cardholder data cannot be reconstructed. 7WO 4. Physical cardholder data must be locked in a secure area, limited to only those individuals that require access to that data and must be marked confidential. Any printed credit card information shall have the credit card number and /or pin masked at the original print. 5. If you know or suspect that credit cardholder data has been exposed, stolen or misused, you must report the incident to the City of Hutchinson Controller, immediately. 6. Failure to abide by the rules set in this policy will result in immediate disciplinary action including removal of all abilities to work in the credit card system. 7. Deliberate misuse of credit card data by a City employee will result in immediate disciplinary action up to and including termination. If the violation is a criminal act, law enforcement will be contacted. System Access Procedures for data control and security will be followed. The following points will be adhered to at minimum. 1. Access rights to cardholder information will be restricted to the least access necessary to fulfill job functions. 2. Each user will be assigned a user name and a password. Under no circumstances will user names or passwords be shared with anyone. 3. In a software based processing system, an employee shall not leave a PC while logged into a credit card processing system. Before leaving control of the keyboard the employee must log out of the credit card processing system. i1��� PCI -DSS policy 11/2011 Employee Copy Affidavit of Receipt I (print name) have read and completely understand the City of Hutchinson "PCI -DSS Policy" (revised November, 2011) and agree to abide by its terms. Signature Date 1 process credit card transactions for the City of Hutchinson 1 am the supervisor of a department that processes credit card transactions. 11/2011 PCI -DSS policy 11/2011 Employer Copy Affidavit of Receipt I (print name) have read and completely understand the City of Hutchinson "PC[-DSS Policy" (revised November, 2011) and agree to abide by its terms. Signature Date EDI process credit card transactions for the City of Hutchinson OI am the supervisor of a department that processes credit card transactions. o tb) An Economic Development Authority MEMORANDUM Date: November 16, 2011 To: Honorable Mayor & City Council From: Miles R. Seppelt Economic Development Director RE: Sale of City -owned lots on Hwy 7 & Lind Street The City has received at least one inquiry about the possible sale of two city -owned lots located at the intersection of Hwy 7 & Lind Street NW. Staff has reviewed the situation and is recommending that the two lots be sold via sealed bid as one parcel, with a minimum bid of $14,000. Proceeds would be used to pay off the outstanding special assessments on the property and recoup part of the city's initial investment to acquire the Hwy 7 MNDOT lots. As you recall, these two parcels were acquired by the City from MNDOT as part of the Hwy 7 reconstruction project. } t tG) Key considerations • Considering the 25% shore land rule, plus parking requirements, the lots are virtually undevelopable. As a result the economic value of the lots is extremely limited. • At present there is a huge oversupply of lots within the city, reducing the development potential of this particular parcel. • There is at least one party interested in buying this parcel immediately. • Selling the parcel allows the city to recoup a substantial portion of its original acquisition costs from when it originally purchased the Hwy 7 lot remnants from MNDOT. • Sale of these two lots puts them back on the property tax rolls. • Depending upon who purchases the property, sale could potentially benefit a local business. Reauested action Authorization to sell the two city lots as one parcel, via sealed bid, with a minimum bid of $14,000 Additional Information I will be at the City Council meeting of November 22 "d to make a brief presentation and answer any questions you may have. In the meantime, if you have any questions or need additional information, please give me a call at 234 -4223. i l (4�-) PIONEERLAND LIBRARY SYSTEM EXECUTIVE /FINANCE COMMITTEE MINUTES — DRAFT September 22, 2011, 6:00 p.m. Willmar Public Library Multi- purpose Room The meeting was called to order at 6:02 p.m. by Chair Amy Wilde. Present: were board members: Ron Antony, Jeff Lopez, Paul Setzepfandt, Bev Wangerin, Barbara Nelson, and Amy Wilde. Admin Staff: Laurie Ortega, Mark Ranum, Kathy Baumgartner (recording secretary). Guests: Karen Rothers, head librarian Clara City; Gloria Sims, head librarian Maynard; Mary Henke, head librarian Hutchinson /interim head librarian Winsted; Lisa Ebert, Winsted Library; June White, Winsted; Julie Guggemos, Winsted and PLS board member; Julie Halvorson, Winsted. Absent: Denis Anderson, Graylen Carlson, Barbara Hoyhtya, Harlan Madsen, Brent Olson A quorum was announced. On a motion by Wangerin and seconded by Setzepfandt the agenda was approved as presented. August 18, 2011, minutes were approved on a motion by Lopez, seconded by Antony. Introductions were made of Committee members and guests. COMMITTEE REPORTS: Finance Committee: (Wangerin in the absence of Anderson) We are at the proper percentage of expenditures. There is nothing unusual in any of our items. The August Finance Report was approved on a motion by Nelson, seconded by Setzepfandt. Bills and Check Registers were approved on a motion by Antony, seconded by Nelson. Personnel Committee: On a motion by Wangerin, seconded by Lopez the following new hires are approved: Carol Keohler, Assistant I, Hutchinson Shelby Studanski, Assistant I, Willmar Sharon Koenen, Assistant II, and Debra Meyer, Assistant II, Clara City Linda Heinrich, Assistant II, Dawson Vanessa Meyer, Special Project Coordinator /Assistant II, Ortonville OLD BUSINESS: None. NEW BUSINESS: FY 2011 Legacy Funding Final Report: Ortega has prepared the final report and requests action to sign and submit. Approved on a motion by Nelson and seconded by Antony. 1 2-(a_ FY 2012 Legacy Application: Request for $110,682 was approved for signature and submission on a motion by Setzepfandt, seconded by Wangerin. 2011 Report of Results Accomplished: PLS met all five Minnesota Rules requirements. Request to submit this annual report was approved on a motion by Nelson, seconded by Lopez. RLBSS Funding: PLS will receive $494,391, which is an increase of $19,683 over 2011. Information only, no action needed. Winsted Request for Reconsideration of Combined Librarian: Following discussion with Winsted guests and board members, the decision to move ahead with combining the Winsted Head Librarian position was made. On a motion by Lopez, seconded by Setzepfandt (with Wangerin abstaining) the following recommendations were approved: (Four yes votes, Antony opposed) • PLS Executive /Finance committee denies Winsted's appeal and implements sharing the head librarian according to PLS strategic plans • PLS Executive /Finance committee directs the Director /Assistant Director to work with the Winsted city council on providing additional funding to expand the role of the library/library staff in the community. Interim Director and Assistant Director Reports: see attached OTHER: Wilde stated that she thought we would be quite efficient with our Legacy funds in 2012 since we are more experienced. We should get very good results with less money. The Ad Hoc Committee on Administrative Structure will meet in early November for evaluation of the director /assistant director situation to date. The model may need to be adjusted. Mark and Laurie will submit assessments. Wilde reminded the committee that the PLS Board did take previous action approving Ortega to hire administrative assistant of other help as needed. PLS IT Specialist Jeff Linn resigned, effective September 21. Notices to fill the position have been posted. PLS Admin will keep the board informed as to the progress in filling this important position. FUTURE MEETING DATES: PLS full board will meet on Thursday, October 20, 2011, 7:00 p.m. in the Willmar Public Library Multi- purpose room. Finance Committee will meet at 6:00 p.m. Meeting was adjourned at 7:10 p.m. Recording Secretary, Kathy Baumgartner tat) MINUTES Parks, Recreation & Community Education Advisory Board October 3, 2011 Members present were Jim Waldron, Elizabeth Hanninen, Mike Retterath, Eric Opland, Mary Christensen and John Rodeberg. Also present were Dolf Moon, and Karen McKay. The meeting was called to order at 5:15 pm. A motion was made by Mary Christensen and seconded by Eric Opland to approve the minutes dated August 1, 2011. The board unanimously agreed. OLD BUSINESS Church Purchase - The former Episcopal Church located at 105 2 "d Avenue SE has been purchased by the City of Hutchinson. The building official will be in to assess the facility. Activities have been scheduled already. The Railroad Club has been involved in a facility rent/lease agreement for use of the basement in exchange for cleaning. Public Art - The Commission met in September to discuss what direction to go now since the River Horse proposal was rejected. Edina and Sioux Falls have walkways where public art is displayed. Summer Proiects - The new fence is in at Northwoods Park on the second ball field. - Storm damaged trees have been removed in Miller's Woods. - The second retaining wall has been installed at Veterans Memorial Field. The sod will be in the first week in October. - Jet Black has sealed the walking path around Linden Park. - Many trees have been planted at 3M School Campus Proiects - The athletic fields at the schools have been seeded and need some rain. NEW BUSINESS Park & Trails Council Presentation - A 35 minute presentation was developed promoting the Luce Line Trail paving project from Winsted to Cosmos. There has been no commitment for bonding from the legislature. Other trail projects being considered haven't acquired the land yet. Letters of support need to written to representatives in support of this project. Park Funding *3M — Donated $15,000 enhance the oak savannah in Miller's Woods. High School science students volunteered with planting the prairie plugs. ,ac 6) MINUTES PRCE Advisory Board August 1, 2011 Page two *SWCD (Soil Water Conservation District) - Funds were provided for prairie plantings in Roberts Park. *Crow River - Boy Scouts helped plant $3,700 worth of native plants at Cedar Park. *Kwik Trip - Donated $1,000 which will be applied toward playground equipment replacement in Elks Park. *Jaycees - Donated $5,000 for two to three years for playground equipment in Riverside Park. Jaycee volunteers helped install the tot sized equipment this fall. Fall Program Update - The Board reviewed fall program registration numbers. Many more registrations will be received closer to program start dates. There has been a slight reduction in adult sports and enrichment programs as adults invest time and money in their children's programming. The High Tides swim club is in transition since the head swim coach, RJ Greseth has taken a full time position in Peoria, Illinois. BOARD MEMBER ITEMS Mike Retterath asked about availability of potential leadership projects. The three umbrellas at the Recreation Center Pool were a great addition. Jim Waldron has been trying to start discussions with Daron VanderHeiden, School Superintendent regarding the greenhouse project. John Rodeberg told the Board that the RiverSong Festival spent $6,000 on the stage that was installed this year and that fundraising will take place for the 2012 festival. ADJOURNMENT The meeting was adjourned at 6:05 pm by a motion made by Mike Retterath and seconded by Jim Waldron. The Board unanimously agreed. f RA Hutchinson Housing & Redevelopment Authority Regular Board Meeting Tuesday, October 18, 2011, 7:00 AM Minutes 1. CALL TO ORDER: Chairman Becky Felling called the meeting to order. Members Present: Bill Arndt, LaVonne Hansen, LouAnn Holmquist, and Joel Kraft. Staff Present: Jean Ward and Judy Flemming. 2. CONSIDERATION OF MINUTES OF THE REGULAR BOARD MEETING ON SEPTEMBER 20, 2011 LaVonne Hansen moved to approve the Minutes of the regular board meeting as written. Bill Arndt seconded and the motion carried unanimously. 3. FINANCIAL REPORTS LouAnn Holmquist moved to approve the City Center General Fund payments of $60,332.23 for checks 7956 to 7975 and Park Towers payments of $31,569.78 for checks 11717 to 11744 and Park Towers August 2011 Year End Financial Statements. Joel Kraft seconded and the motion carried unanimously. 4. PARK TOWERS UPDATE a. LaVonne Hansen move to approve the 2012 Flat Rent for Park Towers with no change from last year. Joel Kraft seconded and the motion carried unanimously. b. Jean Ward reviewed with the Board the Occupancy Summary Report. Year -to -date is 98% occupancy. c. Jean Ward gave the Board an operating subsidy update. 100% pro- ration authorized for $140,776 in 2011. 2012 operating subsidy submitted $168,373. However it is very likely that Park Towers will not be receiving the 2012 operating subsidy, because of the amount of Park Towers' reserves. 5. CONSIDERATION OF RESOLUTION # 11 -14 APPROVING SHORT FORM SCDP APPLICATION AND ALLOCATION OF $30,000 FROM CITY OF HUTCHINSON NEW CONSTRUCTION REVOLVING LOAN FUND TO CITY OF HUTCHINSON REHAB REVOLVING LOAN FUND AS LEVERAGE FOR SHORT APPLICATION WITH RECOMMENDATION FOR APPROVAL FROM CITY COUNCIL. Bill Arndt moved to approve Resolution 411 -14 Approving short form SCDP application and allocation of $30,000 from the City of Hutchinson New Construction Revolving Loan fund to City of Hutchinson Rehab Revolving loan fund as leverage for short application with recommendation for approval from City Council. Joel Kraft seconded and the motion carried unanimously. 6. CONSIDERATION OF RESOLUTION #11 -15 APPROVING THE UNDERWRITING STANDARDS AMENDMENTS FOR CITY OF HUTCHINSON REVOLVING REHAB LOAN PROGRAM Joel Kraft moved to approve Resolution #11 -15 approving the underwriting standards amendments for City of Hutchinson revolving rehab loan program. Bill Arndt seconded and the motion carried unanimously. October 18, 2011 Minutes Page I of 2 SCDP PROJECT UPDATE a. LouAnn Holmquist moved to approve SCDP Loan #8683 -21 Opatz and SCDP Loan #8683 -22 Konerza contingent to Loan Review Committee's approval. LaVonne Hansen seconded and the motion carried unanimously. b. Joel Kraft moved to approve the subordination request for EFG SCDP Rehab Loan 8694 Schumaci. LouAnn Holmquist seconded and the motion carried unanimously. UPDATE ON 400 LYNN ROAD The Board read a progress report letter from the construction program instructor, Daryl Lundin. 9. DONATION OF BARE LOT 587 FRANKLIN STREET UPDATE All the paperwork has gone through for the donation. Wells Fargo is calculating the value at $30,000. Demolish in scheduled for October 24`h and then the HRA will close on the purchase of the bare lot. 10. CONSIDERATION OF PROCEDURE FOR HRA RESIDENTIAL DEMOLITION LouAnn Holmquist moved to approve the HRA residential demolition procedure. Bill Arndt seconded and the motion carried unanimously. 11. OTHER - FYI a. 2011 Third Quarter Foreclosure Update — 61 Sheriff Sales at the end of September. At this rate there will be 80 Sheriff Sales by the end of the year. b. Correspondence 12. ADJOURNMENT LaVonne Hansen moved to adjourn and Bill Arndt seconded. There being no other business, Chairman Becky Felling declared the meeting adjourned. Recorded by Jean Ward, HRA Executive Director LaVonne Hansen, Secretary /Treasurer October 18, 2011 Minutes Page 2 of 2 C7" " V' a0) MINUTES HUTCHINSON AREA JOINT PLANNING BOARD Wednesday, September 21, 2011 Hutchinson City Council Chambers CALL TO ORDER 5:30 P.M. The meeting was called to order by Chairman Jim Lauer at 5:30 p.m. with the following members present: Tom Wirt, Larry Karg, Grant Knutson, Bill Arndt and Chairman Lauer. Absent: Garrett Luthens Also present: Larry Gasow, McLeod County Zoning Administrator, Dan Jochum, City Planning Director, Marc Sebora, City Attorney, Marc Telecky, McLeod County Assistant Zoning Administrator and Bonnie Baumetz, Planning Coordinator 2. APPROVAL OF MINUTES a) Consideration of Minutes dated August 17, 2011. Mr. Arndt made a motion to approve the minutes of August 17, 2011. Seconded by Mr. Wirt, the motion carried unanimously. 3. PUBLIC HEARINGS a) None 4. NEW BUSINESS a) SKETCH PLAN SUBMITTED BY AL COTTER FOR A ONE LOT PLAT OF COTTER SECOND ADDITION LOCATED IN SECTION 15, LYNN TOWNSHIP Mr. Gasow explained Mr. Cotter is requesting a 1 lot sketch plan located in Lynn Township which will adjoin the existing 3 lot plat of Cotter Addition. He explained the 3 lot Cotter Addition was platted in 2002. The remaining lot to be platted is approximately 2.62 acres including an outlot. He commented on an earlier request to move Underwood Avenue which was opposed by Lynn Township. Mr. Gasow commented on the criteria for higher density development on difficult to farm land. He reported staff feels this parcel meets the criteria and may be subdivided into a dwelling lot meeting the lot size and dimensional standard of the Joint Planning Ordinance. He explained that if a cul -de -sac were to be constructed it must be to township standards. He also explained the outlots are actually under Otter Lake. If approved staff would offer the following recommendations: 1. The existing shared access of Lots 1 & 2, Blk 1, of Cotter Addition and Lot 3, Blk 1, Cotter Addition and proposed Lot 1, Blk 1, Cotter Second Addition will need to meet the standards of a public township road for access, or; 2. Access for Lot 3, Blk 1, Cotter Addition and Lot 1, Blk 1, Cotter Second Addition will be from Underwood Ave. 3. Outlot "A" will remain as an unbuildable area. I �_C) Minutes Joint Planning Board - September 21, 2011 Page 2 Mr. Gasow stated a sketch plan is required to determine if the plat meets the County standards. This request is for an additional lot on the north side of an existing plat. Chairman Lauer explained the history and the reason for the one lot being platted now and not in 2002 because of a near by feedlot at that time. The feedlot is no longer in existence. Discussion followed regarding access to the existing lots. Marilyn Rusch, representing Mr. Cotter, commented on a roadway agreement to the west of the property. Mr. Telecky explained the local road authority will approve roadways in the plat. Chairman Lauer stated the township is not willing to add a road. Mr. Telecky explained the property to the north is up for auction and could potentially be platted. Discussion followed on a connection point to the north. The Board discussed the staff recommendations clarifying that recommendation number 2 is regarding access from Underwood Ave. unless the applicant is willing to build a road to township standards. Chairman Lauer explained that Lynn Township wants to stay with the previous recommendations. Mr. Telecky commented on the way roads are built and maintained as part of the plat. Discussion followed on the type of road as a minimum maintenance road that has to meet township specs. There was further discussion on the cost of roads to the townships. Atty. Sebora explained that the recommendations indicate the feelings of the board and should be the recommendations of the Joint Planning Board. Mr. Jochum explained it is not prudent to have a minimum maintenance road and not protect the best interest of the public boards. There was discussion regarding future platting to the west and that eventually there will be a street to the west side of the present homes as a double loaded street. Scott Mauer, prospective property owner, commented on his surprise with the recommendation regarding access from Underwood Ave. and he explained the topography of the land which would make a driveway from the east difficult. Mr. Gasow explained the meaning of recommendations 1 and 2 and possibilities for future development. There was further discussion of future development to the north and long range plans for future roads. Chairman Lauer move to approve the sketch plan with all 3 recommendations and encouraged dialogue with Lynn Township. Seconded by Mr. Knutson the motion carried unanimously. Mr. Gasow stated the sketch plan will be on the County Board agenda October 4`h at 10:00 a.m. He noted access to the lot must be determined before submittal of the preliminary plat. 5. OLD BUSINESS None 6. COMMUNICATION FROM STAFF a) COMPREHENSIVE PLAN UPDATE Mr. Jochum reported the Comprehensive Plan Steering Committee met on September 20`h. He commented on the agenda which included demographics, smart growth principles, goals and policies. He commented on the two mile jurisdiction possibility. He stated the next step will be to form focus groups to discuss transportation and land use. He will be asking for Joint Planning Board and )D-(J) Minutes Joint Planning Board — September 21, 2011 Page 3 Township Board participation in the focus group meetings. He reported we are on track to finish the Comprehensive Plan in late summer. 7. ADJOURNMENT There being no further business, Mr. Arndt moved to adjourn, seconded by Mr. Karg, the meeting adjourned at 6:28 p.m. 0-(J)