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cp05-13-2014Workshop — Solar Project — 4: 00 p. m.
AGENDA
REGULAR MEETING — HUTCHINSON CITY COUNCIL
TUESDAY, MAY 13, 2014
1. CALL TO ORDER — 5:30 P.M.
2. INVOCATION — River of Hope
3. PLEDGE OF ALLEGIANCE
4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY
ARBOR DAY PROCLAMATION
5. PUBLIC COMMENTS
6. MINUTES
(a) REGULAR MEETING OF APRIL 22, 2014
Action — Motion to approve as presented — Motion to amend
5 min. 7. CQNSElYT AGENDA (Purpose: only for items requiring Council approval by external entities that would
otherwise hhave been delegated to the City Administrator. Traditionally, items are not discussed.)
(a) RESOLUTIONS AND ORDINANCES
1. RESOLUTION NO. 14274 — A RESOLUTION TO SELL BICYCLES AT AUCTION
(b) CONSIDERATION FOR APPROVAL OF ISSUING SHORT -TERM GAMBLING LICENSE
TO CROW RIVER CUTTERS ON AUGUST 12, 2014, AT MCLEOD COUNTY
FAIRGROUNDS
(c) CONSIDERATION FOR APPROVAL OF ISSUING SHORT -TERM GAMBLING LICENSE
TO MINNESOTA HOLSTEIN - FRIESIAN BREEDER'S ASSOCIATIONON NOVEMBER 22,
2014, AT MCLEOD COUNTY FAIRGROUNDS
(d) CONSIDERATION FOR APPROVAL OF ISSUING CATERER'S PERMIT TO J &N
SCHLAGEL ENTERPRISES II LTD ON MAY 31, 2014, AT HUTCHINSON EVENT
CENTER
(e) CONSIDERATION FOR APPROVAL OF ISSUING CARNIVAL PERMIT TO J &K
AMUSEMENTS FROM MAY 29 — JUNE 1, 2014 AT HUTCHINSON MALL
(f) CONSIDERATION FOR APPROVAL OF ISSUING PARADE PERMIT TO AMERICAN
LEGION FOR MEMORIAL DAY PARADE ON MAY 26, 2014
(g) CONSIDERATION FOR APPROVAL OF ISSUING SHORT TERM 3.2 MALT LIQUOR
LICENSE TO KNIGHTS OF COLUMBUS ON JUNE 6-7,2014, AT MCLEOD COUNTY
CITY COUNCIL AGENDA —MAY 13, 2014
FAIRGROUNDS
(h) CONSIDERATION FOR APPROVAL OF ISSUING TEMPORARY LIQUOR LICENSE TO
SUSTAINABLE FARMING ASSOCIATION OF MINNESOTA FOR MINNESOTA GARLIC
FESTIVAL ON AUGUST 9, 2014
(i) CONSIDERATION FOR APPROVAL OF AMENDMENTS TO THE JOINT POWERS
AGREEMENT GOVERNING THE SOUTH CENTRAL MINNESOTA REGIONAL RADIO
(j) CONSIDERATION FOR APPROVAL OF ITEMS FOR 2014 PAVEMENT MANAGEMENT
PROGRAM PROJECT (LETTING NO. 3, PROJECT NO. 14 -03)
(k) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDER —
SUPPLEMENTAL AGREEMENT NO. 3 — LETTING NO. 1, PROJECT NO. 13 -01
(JEFFERSON STREET SE RECONSTRUCTION PHASE 1)
(1) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — CHECK REGISTER A
(m)CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS — CHECK REGISTER B
Action — Motion to approve consent agenda
8. PUBLIC HEARINGS — 6:00 P.M.
5 min. (a) CONSIDERATION OF ORDINANCE NO. 14 -0726 — AN ORDINANCE GRANTING A
FRANCHISE TO HUTCHINSON CHAMBER OF COMMERCE AND CONVENTION &
VISITORS BUREAU TO PLACE EVENT SPECIFIC BANNERS ON CITY -OWNED PROPERTY
LOCATED IN LIBRARY SQUARE (FIRST READING, SET SECOND READING AND
ADOPTION FOR MAY 27, 2014)
Action — Motion to reject — Motion to approve
5 min. (b) CONSIDERATION OF ORDINANCE NO. 14 -0727 — AN ORDINANCE GRANTING A
FRANCHISE TO HUTCHINSON CHAMBER OF COMMERCE AND CONVENTION &
VISITORS BUREAU TO PLACE BANNERS ON CITY -OWNED STREET LIGHT POLES
(FIRST READING, SET SECOND READING AND ADOPTION FOR MAY 27, 2014)
Action — Motion to reject — Motion to approve
15 min. (c) SOUTH GRADE ROAD TRAIL AND PARKING LOT IMPROVEMENTS PROJECT (LETTING
NO. 9, PROJECT NO. 14 -09)
Action — Motion to reject — Motion to approve
9. COMMUNICATIONS�REOUESTS AND PE'JTIONS (Purpose: to provide Council with information
necessary to craft wise po acy. Always looking towar the future, not monitoring past)
10 min. (a) PARKS, RECREATION, COMMUNITY EDUCATION 2013 ANNUAL REPORT — DOLF MOON
No action.
2
CITY COUNCIL AGENDA —MAY 13, 2014
15 min. (b) REVIEW OF DRAFT TRUNK HWY 15/MAIN STREET IMPROVEMENT PROJECT
FEASIBILITY STUDY
No action.
5 min. (c) REVIEW OF CHARTER COMMISSION RECOMMENDATION PERTAINING TO
ORDINANCE NO. 14 -720 — AN ORDINANCE ADOPTING REVISIONS TO SECTION 2.04
OF HUTCHINSON CITY CHARTER — FORM OF GOVERNMENT (MAYORAL TERMS)
No action.
15 min. (d) DISCUSSION OF AMENDMENTS TO FOOD CART ORDINANCE
Action —
10 min. (e) DISCUSSION OF PARADE PERMIT FEES
No action.
10 min. (f) DISCUSSION OF APPOINTMENT OF INTERIM CITY ADMINISTRATOR
Action -
10 min. (g) DISCUSSION OF RECRUITMENT PROCESS FOR CITY ADMINISTRATOR POSITION
Action -
10. UNFINISHED BUSINESS
11. NEW BUSINESS
5 min. (a) CONSIDERATION FOR APPROVAL OF SUPPORT FOR THE RIVERSONG FESTIVAL
BEING HELD JULY 18 & 19, 2014, AT MASONIC WEST RIVER PARK
Action — Motion to reject — Motion to approve
15 min. (b) CONSIDERATION OF REQUEST BY SCOTT EXSTED TO DETACH 42 ACRES FROM
HUTCHINSON CITY LIMITS LOCATED ALON HWY 7 EAST — ADOPT RESOLUTION
NO. 14278
Action — Motion to reject — Motion to approve
10 min. (c) CONSIDERATION FOR APPROVAL OF PROJECT AWARD FOR 2014 STREET
SEALCOATING PROJECT — LETTING NO. 4, PROJECT NO. 14 -04
Action — Motion to reject — Motion to approve
10 min. (d) CONSIDERATION FOR APPROVAL OF PROJECT AWARD FOR CIVIC ARENA
PROJECT
Action — Motion to reject — Motion to approve
3
CITY COUNCIL AGENDA MAY 13, 2014
10 min. (e) CONSIDERATION FOR APPROVAL OF CONSTRUCTION MANAGEMENT
AGREEMENT WITH STEVENS
Action — Motion to reject — Motion to approve
10 min. (f) DISCUSSION OF ORDINANCE NO. 14 -720 —AN ORDINANCE ADOPTING REVISIONS
TO SECTION 2.04 OF HUTCHINSON CITY CHARTER — FORM OF GOVERNMENT
(MAYORAL TERMS)
Action —
5 min. (g) CONSIDERATION FOR APPROVAL OF SETTING COUNCIL WORK SESSION TO
REVIEW CITY LOCAL EMERGENCY/DISASTER PLAN
Action — Motion to reject — Motion to approve
5 min. (h) CONSIDERATION FOR APPROVAL OF SETTING SPECIAL MEETING FOR MAY 19,
2014, AT 9:00 A.M. AT THE HUTCHINSON CITY CENTER TO DISCUSS HUTCHINSON
UTILITIES COMMISSION ELECTRIC INDUSTRIAL RATE CHANGES
Action — Motion to reject — Motion to approve
12. GOVERNANCE (Purpose: to assess past organizational performance, develop policy that guides the
organization and Council and manage the logistics of the Council. May include monitoring reports, policy
development and governance
process items.)
(a) EDA BOARD MINUTES FROM MARCH 26, 2014
(b) HUTCHINSON UTILITIES COMMISSION MINUTES FROM MARCH 26,2014; APRIL 7,2014;
AND APRIL 11, 2014
(c) LIQUOR HUTCH QUARTERLY REPORT FOR JANUARY — APRIL 2014
(d) REPORT OF SNOW REMOVALACE CONTROL ACTIVITIES (2013/2014 SEASON)
13. MISCELLANEOUS
14. ADJOURN
City 0
W Z =-
PROCLAMATION
WHEREAS, Arbor Day is a day set aside for the planting of trees; and
WHEREAS, The Hutchinson Utilities Commission has been a major
contributor to Arbor Day for over 20 years; and
WHEREAS, 2014 welcomes the 3M Company again as a contributor to
Arbor Day by initiating a tree planting project on their grounds and
WHEREAS, 3M Company of Hutchinson has extended the benefit of
planting trees to the entire City of Hutchinson by including trees which are to be
planted on park land adjacent to 3M Company,
NOW, THEREFORE, I, STEVEN W. COOK, Mayor of the City of Hutchinson do
hereby proclaim May 20, 2014, as:
Arbor Day
in the City of Hutchinson, Minnesota and proclaim that 3M Company of
Hutchinson is noted as the official sponsor of Arbor Day in 2014. Their initiative
of planting trees on their grounds to improve air quality and reduce storm water
runoff along with their generous support of the community by donating trees to
Hutchinson's Parks, will provide benefits to all of Hutchinson's citizens for years
to come.
IN WITNESS WHEREOF, I have hereunto set my hand this 13th day of May,
2014.
Steven W. Cook, Mayor
City of Hutchinson, Minnesota
MINUTES
REGULAR MEETING — HUTCHINSON CITY COUNCIL
TUESDAY, APRIL 22, 2014
1. CALL TO OFD — 5:30 P.M.
Mayor Steve ( oo called the meeting to order. Members present were Mary Christensen, Gary Forcier
and Chad Czmowski. Member absent was Bill Arndt. Others present were Jeremy Carter, City
Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney.
2. INVOCATION — Due to the absence of a pastor, the invocation was dispensed.
3. PLEDGE OF ALLEGIANCE
4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY
5. PUBLIC COMMENTS
Mayor Cook explained that the public comments section of the agenda will be conducted in a new
format. Mayor Cook asked that during the public comments period that individuals keep their comments
to a couple of minutes and keep their input simply as comments and not to engage the Council in
discussion or seek action on items.
6. MINUTES
(a) REGULAR MEETING OF APRIL 8, 2014
Motion by Czmowski, second by Forcier, to approve the minutes as presented. Motion carried
unanimously.
7. CQNSETYT AGENDA (Purpose: only for items requiring Council approval by external entities that would
otherwise have been delegated to the City Administrator. Traditionally, items are not discussed.)
(a) RESOLUTIONS AND ORDINANCES
(b) PLANNING COMMISSION ITEMS
1. CONSIDERATION OF SITE PLAN REVIEW FOR PRINCE OF PEACE SENIOR
APARTMENTS FOR 20 UNIT EXPANSION LOCATED AT 301 GLEN STREET SW
(306, 316, 326 FRANKLIN STREET SW) WITH FAVORABLE PLANNING
COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 14266)
2. CONSIDERATION OF A RIGHT OF WAY PLAT OF OUTLOT A, FAIRWAY ESTATES
3RD ADDITION WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION
(ADOPT RESOLUTION NO. 14267)
3. CONSIDERATION OF A LOT SPLIT AT 905 GOLF COURSE ROAD NW WITH
FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT
RESOLUTION NO. 14258)
CITY CO UNCIL MINUTES APRIL 22. 2014
4. CONSIDERATION OF A LOT SPLIT AT 1105 BENJAMIN AVENUE SE IN ENERGY
PARK WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT
RESOLUTION NO. 14259)
(c) CONSIDERATION FOR APPROVAL OF ITEMS FOR SOUTH GRADE ROAD TRAIL AND
PARKING LOT IMPROVEMENTS PROJECT (LETTING NO. 9, PROJECT NO. 14 -09) —
ORDERING PREPARATION OF REPORT ON IMPROVEMENT AND CALLING HEARING
ON IMPROVEMENT
(d) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS
Items 7(b)l, 7(b)2, 7(b)3 and 7(b)4 were pulled for separate discussion
Motion by Czmowski, second by Christensen, to approve the consent agenda with the exception of
the items noted above. Motion carried unanimously.
Item 7(b)l had further discussion. Mayor Cook noted that there were questions about the
bioretention swale and the access for emergency vehicles on the north side of the building. Dan
Jochum, Planning Director, explained that fire code requires the entrance be 150 feet from the
roadway if the facility is not sprinkled. The facility will be sprinkled and the fire department has no
issue with the current plan. Kent Exner, City Engineer, spoke to the bioretention swale and noted
that staff will be meeting with the architect to see if that is the best approach and whether or not a
pond will be required instead.
Motion by Czmowski, second by Cook, to approve Item 7(b)l. Motion carried unanimously.
Item 7(b)2 had further discussion. Mayor Cook questioned the snow storage issue and lack of room
with the driveway entrances is this platted area. Mayor Cook commented on the City overtaking a
current private street. Kent Exner, City Engineer, explained that in 2006 the plat was developed and
the developer desired a unique design with eight parcels in a cul -de -sac. The developer at that time
developed the street to meet city standards, as well as the diameter and geometrics of the cul -de -sac
and the right of way dimensions. Staff had issues with the narrow lot widths of Lots 3, 4, and 5,
which caused concerns with driveway widths. Therefore, a subdivision agreement was entered into
and the area was developed as a private street. To date, no homes have been built and the developer
sold the properties to a new owner. The new owner has requested to plat the area and requested the
street become a public roadway. As part of this, staff has specified the driveway widths of each lot
to address snow removal issues. Mayor Cook noted that there are other private cul -de -sacs in the
area and he asked how this area differs. Kent Exner explained that the other cul -de -sacs have very
wide driveway widths with some driveways being 25 -30' wide on a 30' foot wide lot. Other
concerns are with grassed, curbed islands located within some cul -de -sacs. Other developed areas
were created with a planned development district which meets neither street nor infrastructure
standards.
Motion by Czmowski, second by Forcier, to approve Item 7(b)2. Motion carried unanimously.
Item 7(b)3 had further discussion. Mayor Cook raised concerns with the section to the north of
Parcel A, which is 365 feet, 88 feet wide and questioned the usability of the lot and perhaps the
applicant should be asked to square it off. Mayor Cook noted that there was discussion of obtaining
an easement for the golf hole that is located on the oddly shaped back part of the lot. There is still
discussion on the church that is being proposed to be constructed on Parcel B.
Dr. Ketchum, applicant, spoke before the Council. Dr. Ketchum explained that the proposed church
will be 8000 sq ft with parking in the front, however he suggested that the church could be built
closer to the road with parking on the back side. Dr. Ketchum explained that he intends to build a
home on Parcel A. Dr. Ketchum explained that the golf course has been granted conditional use to
2
CITY CO UNCIL MINUTES APRIL 22. 2014
the golf hole as long the current owners remain intact. Upon a change in ownership, that conditional
use will be voided.
Motion by Christensen, second by Forcier, to approve Item 7(b)3. Motion carried unanimously.
Item 7(b)4 had further discussion. Dan Jochum read a letter from the applicant indicating that they
will be withdrawing their lot split application due to the proposed company coming in considering a
much larger project. No action required by the Council since the application has been withdrawn.
8. PUBLIC HEARINGS — 6:00 P.M.
(a) ASSESSMENT HEARING AND PROJECT AWARD FOR JEFFERSON STREET SE
RECONSTRUCTION PHASE 2 PROJECT (LETTING NO. 1, PROJECT NO. 14 -01)
Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that bids were
received with the low bid coming in from R &R Excavating in the amount of $1,325,837.48. This
project runs on Jefferson Street SE from Oakland Avenue SE to Century Avenue SE, which will
include reconstruction by construction of curb and gutter, draintile installation, bituminous /concrete
surfacing, stormwater /drainage, water distribution, sanitary sewer, street lighting, trail, sidewalk,
landscaping, restoration and appurtenances. The front footage assessment rates are the same as
Phase 1 of the project.
Mr. Exner explained that the proj ect is scheduled to begin Monday, April 28, 2014, with substantial
completion of the project scheduled for October 31, 2014.
Mr. Exner explained that staff has been working with the property owner at 1135 Jefferson Street
who had raised safety concerns earlier this year. Staff is evaluating fencing, hedging, and other
alternatives along the trail along that property which has a very steep slope.
Dave Amberg, 1035 Jefferson Street, asked the size of the pond and if it would be a dry pond or a
wet pond. Mr. Exner estimated the size of the pond to be 1/2 to 3/4 of an acre and it will be a wet pond
at most times with a typical depth of four feet.
Motion by Czmowski, second by Christensen, to close public hearing. Motion carried unanimously.
Motion by Czmowski, second by Forcier, to adopt assessment and approve project award for
Jefferson Street SE Reconstruction Phase 2 Project. Motion carried unanimously.
9. COMMUNICATIONS�REOUESTS AND PE'JTIONS (Purpose: to provide Council with information
necessary to craft wise po acy. Always looking towar the future, not monitoring past)
10. UNFINISHED BUSINESS
11. NEW BUSINESS
(a) CONSIDERATION FOR APPROVAL OF LABOR AGREEMENT BETWEEN CITY OF
HUTCHINSON AND MINNESOTA PUBLIC EMPLOYEES ASSOCIATION
Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that a
subcommittee has been meeting with the police union negotiating items for a first -ever labor
contract. The agreement before the Council has been ratified by the Minnesota Public
Employees Association and covers the years 2013 & 2014. The contract will expire the end of
2014.
CITY CO UNCIL MINUTES APRIL 22. 2014
Motion by Christensen, second by Forcier, to approve labor agreement between City of
Hutchinson and Minnesota Public Employees Association. Motion carried unanimously.
(b) CONSIDERATION FOR APPROVAL OF ORDINANCE NO. 14 -0725 — AN ORDINANCE
AUTHORIZING THE SALE OF MUNICIPALLY OWNED REAL PROPERTY (EDA TO
REYNOLDS TRUCKING, INC.) — FIRST READING, SET SECOND READING AND
ADOPTION FOR MAY 13, 2014
Mayor Cook mentioned that this transaction is part of the lot split that was withdrawn earlier and
therefore this item does not need to be acted on either.
(c) CONSIDERATION FOR APPROVAL OF MUNICIPAL STATE AID STREET SYSTEM
DESIGNATION REVISIONS
Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that as a follow -
up from the last Council meeting, before the Council are six Resolutions revising the Municipal
State Aid Street System roadways. The Resolutions establish roadways and remove roadways
from the system. These Resolutions are 14268, 14269, 14270, 14271, 14272 and 14273. These
Resolutions will need to be reviewed and approved by Mn/DOT Central Office State Aid.
Motion by Czmowski, second by C000k, to approve Municipal State Aid Street System
Designation Revisions, adopting Resolution Nos. 14268 -14273 with the condition that they are
approved by Mn/DOT Central Office State Aid. Motion carried unanimously.
(d) CONSIDERATION FOR APPROVAL OF PUBLIC EASEMENT RIGHTS ACQUISITION AT
1148 JEFERSON STREET SE
Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that with phase 2
of the Jefferson Street SE project, the acquisition of public easement rights are necessary to fully
accommodate a pedestrian curb ramp adjacent to private property along 1148 Jefferson Street
SE. The permanent easement will compensate the impacted property owner in the amount of
$399.60 for conveyance of these rights.
Motion by Czmowski, second by Christensen, to approve public easement rights acquisition at
1148 Jefferson Street SE. Motion carried unanimously.
(e) CONSIDERATION FOR APPROVAL OF PROPOSED FIXED BASE OPERATOR
SERVICES AGREEMENT
Jeremy Carter, City Administrator, presented before the Council. Mr. Carter explained that the
current fixed base operator services agreement will expire May 31, 2014, and the current
operator does not intend to renew. Through an RFQ process, one applicant submitted their
interest in serving as the fixed base operator for the airport facility.
John Olson, Public Works Manager, presented before the Council. Mr. Olson reviewed items
that were added to or revised from the draft agreement that was placed in the packet. Mr. Olson
CITY CO UNCIL MINUTES APRIL 22. 2014
pointed out several areas throughout the agreement that provides protection for the City of
Hutchinson. Mr. Olson noted that the Airport Commission has been part of the negotiating
process and ASI is comfortable with all of the revisions.
Motion by Czmowski, second by Forcier, to approve proposed fixed base operator services
agreement. Motion carried unanimously.
(f) CONSIDERATION FOR APPROVAL OF PROPOSED HANGAR LEASE WITH ASI JET AG
DIVISION
John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that ASI
Jet AG, LLC would like to enter into a lease agreement with the City for aircraft hangars located
at 1710 and 1720 Butler Field Drive SW. The term of the agreement is month to month until the
agreement is modified by mutual consent or until notice of termination is given. Hangar rent in
the amount of $1200 per month will be applied with an increase after the first year. Further
details are outlined in the agreement.
Motion by Christensen, second by Forcier, to approve hangar lease with ASI Jet Ag Division.
Motion carried unanimously.
12. GOVERNANCE (Purpose: to assess past organizational performance, develop policy that guides the
organization and Council and manage the logistics of the Council. May include monitoring reports, policy
development and governance
process items.)
(a) PARKS, RECREATION, COMMUNITY EDUCATION BOARD MINUTES FROM FEBRUARY
3, 2014
(b) CITY OF HUTCHINSON FINANCIAL REPORT AND INVESTMENT REPORT FOR MARCH
2014
(c) PLANNING, ZONING, BUILDING DEPARTMENT MONTHLY REPORT FOR MARCH 2014
(d) PLANNING COMMISSION MINUTES FROM MARCH 18, 2014
(e) PUBLIC ARTS COMMISSION MINUTES FROM MARCH 13, 2014
(f) HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM
MARCH 18, 2014
(g) RESOURCE ALLOCATION COMMITTEE MINUTES FROM APRIL 1, 2014
13. MISCELLANEOUS
Mayor Cook — Mayor Cook noted that today he and the EDA Director met with a representative
regarding the Angel Network. Part of the day included a tour of a tool grinding company on the
north side of town, as well as Pride Solutions, Hutch Manufacturing and NuCrane.
Kent Exner — Mr. Exner mentioned that last week City staff attended a meeting hosted by the City of
Glencoe, along with other entities, in reference to Hwy 212 and supporting Carver County's effort to
diminish the two lane roadways and expand to four -way lanes. Carver County is seeing resistance
CITY CO UNCIL MINUTES APRIL 22. 2014
from the metro district for these projects. Carver is seeking input from other communities along the
Hwy 212 corridor. Mr. Exner stressed the importance to the City of Hutchinson for improvements to
be made on Hwy 212 west of the metro area.
14. ADJOURN
Motion by Christensen, second by Cook, to adjourn at 7:10 p.m. Motion carried unanimously.
R
HUTCHINSON CITY COUNCIL
Request for Board Action
Agenda Item: Resolution for sale of
Department: Police
Contact: Daniel T. Hatten
Presenter: Daniel T. Hatten
Time Requested (Minutes): 2
unclaimed bicycles to be sold
LICENSE SECTION
Application Complete N/A
Reviewed by Staff ✓❑
License Contingency N/A
BACKGROUND /EXPLANATION OF AGENDA ITEM:
RESOLUTION TO SELL AT AUCTION
Unclaimed Bicycles
at auction
Meeting Date: 5/13/2014
Agenda Item Type:
Consent Agenda
Attachments: Yes
BOARD ACTION REQUESTED:
The Hutchinson Police Department recommends approval of resolution to sell unclaimed bicycles at auction
Fiscal Impact: $ 0.00
FTE Impact: 0.00
Included in current budget:
PROJECT SECTION:
Total Project Cost:
Total City Cost:
Remaining Cost:
IM
Funding Source: 0
Budget Change: No
Funding Source:
$ 0.00 Funding Source:
RESOLUTION TO SELL AT AUCTION
Unclaimed Property
Resolution No. 14274
WHEREAS, the Hutchinson Police Department has accumulated various
unclaimed items.
AND WHEREAS, the Hutchinson City Code provides pursuant to Section 91,
Subdivision 3, Paragraph C for the sale at auction of unclaimed property.
AND WHEREAS, the unclaimed property, at the time of auction, will have been
in the possession of the police services for more than thirty (30) days.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF HUTCHINSON, MINNESOTA.
That the Hutchinson City Council hereby approves the sale at auction of
unclaimed items identified on "Attachment A."
Items to be sold through Fahey Auction Service.
Adopted by the City Council this 13th day of May, 2014.
Mayor
City Administrator
Attachment A
Page 1
L s e
1310100
Men's Black Manga Imposter Bicycle
13010168
26"
Men's Maroon /Black Huffy Rock Climber Bicycle
13009789
20"
Men's Blue /Silver Mongoose Outer Limits Bicycle
13010337
26"
Men's Bicycle
13010580
26"
Women's Purple /Silver Magna Great Divide Bicycle
13010886
26"
Men's Blue Free Spirit Rock Creek Bicycle
13010886
26"
Roadmaster Blue Mountain Sport Bicycle
13010850
Women's
Purple Huffy Bicycle
13011014
26"
Blue Huffy Roadmaster Bicycle
13011255
Men's Black Schwinn Bicycle
13011368
26"
Women's Yellow Schwinn Bicycle
13011368
26"
Silver Palomar GT Bicycle
13011416
20"
Men's Next Turbo Bicycle
13011797
Men's Black /Silver Roadmaster Mountain Sport Bicycle
13011798
26"
Men's Red Huffy Ultima Bicycle
13011890
Women's
Purple Huffy Total Image Bicycle
13012007
20"
Magna Glacier Point Bicycle
13012145
26"
Men's Silver Huffy 10 Speed Bicycle
13012284
26"
Men's Green Schwinn 10 speed Bicycle
13012508
26"
Men's Black Roadmaster Granite Peak Bicycle
13012637
26"
Men's Blue Magna Bicycle
13012880
26"
Men's Purple Huffy Titanium Bicycle
13012989
26"
Orange /Silver Next Power X Bicycle
13013128
25"
Men's Red /White Trek Bicycle
13013128
Bike Trailer
13013226
20"
Men's Tan Thrasher Rampage Bicycle
13013226
26"
Men's Black Schwinn Prelude Bicycle
13013885
26"
Men's Black Huffy Canyon Bicycle
13013998
16"
Girl's Pink Disney Princess Bicycle
13014189
Men's Teal Huffy Rockslide Bicycle
13014776
26"
Blue Next Power Climber Bicycle
14002983
Women's
Silver Evolution Bicycle
14004223
Men's Green Huffy Bicycle
14004330
26"
Men's Genesis Ground Force Bicycle
14004483
Men's Gold Magna Rip Claw Bicycle
14004640
26"
Women's Maroon Huffy Trail Runner Bicycle
Horse
Tack
HUTCHINSON CITY COUNCIL city -f 0' "d N
Request for Board Action 79 M-W
Agenda Item: Short -Term Gambling License - Crow River Cutters
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete Yes
Contact: Jeremy Carter
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff ✓❑
Consent Agenda
Time Requested (Minutes):
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
Crow River Cutters of the National Wild Turkey Federation, a nonprofit organization, has submitted a short -term
gambling license application into administration for review and processing. The application is for an event the
organization is holding on August 12, 2014. The applicant has completed the appropriate application in full and all
pertinent information has been received.
BOARD ACTION REQUESTED:
Approve issuing short -term gambling license to Crow River Cutters on August 12, 2014.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
I 11 Hassan Street southeast
Hutchinson, MN 55350
(320) 587 -5I51 Fay: (320) 234 -4240
City of Hutchinson
APPLICATION FOR GAMBLING DEVICES LICENSE
In provisions of the City of Hutchinson Ordinance No. 655
and Minnesota Statutes Chapter 349
All applications must be received at least 30 days before event in order to be considered
Application Type
J4 Short Term Date(s) 'j� — l:: - : t
_ _ AlonihlDaylYear — MonthlDaylYear
Organization .information
Fee: $30.00
11.'L'c4a �L!r/f,t Lctt� -eet5- / W' �J j;tC` s'3'` �"S
T Name j ++ Phone Number
A l n] � % � � t t �i /? 4' L T S /2) ^, z. �� 4l C Il i /0 /Lr r L 1 � :^ Li � s. C
Address where regulAr meeting are held City State Zip
i
Day and time of meetings? 1 - M
Is this organization organized under the laws of the State of Minnesota? U-yes ❑ no
How long has the organization been in existence? G,jn. How may members in the organization? 1-5-6
What is the purpose of the organization? fit c, c o �c L ,ti, e L ,) "Ar + , a ry J /t u ,.z - ; ,., z r {-A�
In whose custody will organization records be kept? ' `S
t' is IJ A.2 G1 4 �
�ame Phone Number
Address v City State Zip
Duly Authorized Officer of the Organization Information
~A S4 cIC
T& Name
Residence Address City
Date of Birth: 1 .-� 1 ` `t % �-- Place of Birth
Monthldaylyear
Have you ever been convicted of any crime other than a traffic
offense?
If yes, explain:
�c -y'9 3 I C`S
Phone Number
A 714 -S-6 S
State Zip
City
❑ yes �(no
M
State
City of ifulchinson
Application for Gambling Devices license
Page 2 of 3
Designated Gamblin.z Manager (Oualified under Minnesota Stanste P29)
Tale Name
Phone Number
Residence Address City Stale Zip
Date of Birth: / 16 / f `I q J Place of Birth: h � 6 � � /-I /\1
Monihldaylyear City State
klave you ever been convicted of any crime other than a traffic offense? ❑ yes Ano
If yes, explain:
How long have you been a member of the organization?
Game Information
Location # 1 / r
■ + e GY C'; :.i "i � j. I �a r C11 i7 d' l N d S
f Name of loocation where gt ae will be played
Address of location where game will played
5LU fir]- ,, L/
Phone Number
I�ti tr j r .ru s a _.. j Al A;. r s!,
City State Zip
Date(s) and/or day(s) gambling devices wi 11 be used: A
u �
12— �Z d j 4� through
t
Hours of the day gambling devices will be used: From
]
AM � f
5 o C � M Ta ) . r e
AM
�AM
Maximum number of player: lS- (:
Will prizes be paid in money or merchandise? ❑ money Al merchandise
Will refreshments be served during the time the gambling devices will be used?
If yes, will a charge be made for such refreshments? Dyes no
('carne Information -
Location #2
Name of location where game will be played
Address of location where game will be played City
Date(s) and/or day(s) gambling devices will be used:
Hours of the day gambling devices will be used: From
❑ yes 1121�no
Phone Number
State Zip
through
AM
pM To
Maximum number of player:
Will prizes be paid in money or merchandise? ❑ money ❑ merchandise
Will refreshments be served during the time the gambling devices will be used?
If yes, will a charge be made for such refreshments? ❑ yes ❑ no
❑ yes ❑ no
AM
PM
City of tiietchinson
Application for Gambling Devices License
Page 3 of 3
Officers of the Organization (if necessary, list additional names on separate sheet)
Officers or Other Persons Paid for Services Information (i f necessary, list additional numes on separate sheet)
Name Title
Residence Address City State Zip
Name Title
Residence Address City State Zip
Name Title
Residence Address City State Zip
Have you (Gambling Manager and Authorized Officer) read, and do you thoroughly understand the provisions of all
laws, ordinances, and regulations governing the operation and use of gambling devices (as outlined in City of
Hutchinson Ordinance 114.20 and Minnesota Statutes Chapter 349)?
C_
Gambling Manager , yes ❑ no Authorized Officer )� yes 0 no J-,; _
Initial Initial
1 declare that the information I have provided on this application is truthful, and I authorize thq City of Hutchinson
to investigate the information submitted. Also, I have received from the City of Hutchinson a copy of the City
Ordinance No. 114.20 relating to gambling and I will familiarize myself with the contents thereof.
I L
ti Signature of authorized ofcer organization Date
Signature ofgambling manager of orga t ation Date
Internal Use Only
City Council 0 approved ❑ denied Notes:
It
r l % -� s7 1 ' [ :•''! -1� �'
�7��� /j f G rj
/Title{
Residence A ess
City
State
Zip
t
h r'[. ��rE'
���� letif
7 c i-
�A � ,
Name I
Title
Residence A ddress
City
State
Zip
tj--e_
T.L, e A
Name
Title
Residence A ddress
City
State
Zip
Officers or Other Persons Paid for Services Information (i f necessary, list additional numes on separate sheet)
Name Title
Residence Address City State Zip
Name Title
Residence Address City State Zip
Name Title
Residence Address City State Zip
Have you (Gambling Manager and Authorized Officer) read, and do you thoroughly understand the provisions of all
laws, ordinances, and regulations governing the operation and use of gambling devices (as outlined in City of
Hutchinson Ordinance 114.20 and Minnesota Statutes Chapter 349)?
C_
Gambling Manager , yes ❑ no Authorized Officer )� yes 0 no J-,; _
Initial Initial
1 declare that the information I have provided on this application is truthful, and I authorize thq City of Hutchinson
to investigate the information submitted. Also, I have received from the City of Hutchinson a copy of the City
Ordinance No. 114.20 relating to gambling and I will familiarize myself with the contents thereof.
I L
ti Signature of authorized ofcer organization Date
Signature ofgambling manager of orga t ation Date
Internal Use Only
City Council 0 approved ❑ denied Notes:
HUTCHINSON CITY COUNCIL city -f 0, "d N
Request for Board Action 79 M-W
Agenda Item: Short -Term Gambling License - Minnesota Holstein- Friesian Breeder's Assoc.
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete Yes
Contact: Jeremy Carter
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff ✓❑
Consent Agenda
Time Requested (Minutes):
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
The Minnesota Holstein- Friesian Breeder's Association, a nonprofit organization, has submitted a short -term gambling
license application into administration for review and processing. The application is for an event the organization is
holding on November 22, 2014, at the McLeod County Fairgrounds. The applicant has completed the appropriate
application in full and all pertinent information has been received.
BOARD ACTION REQUESTED:
Approve issuing short -term gambling license to Minnesota Holstein- Friesian Breeder's Association on ANovember 22,
2014.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
Gtry
1 1 I Hassan Street Southeast
Hutchinson. MN 55350
(320) 587 -5151 Pax: (320) 234 -4240
City of Hutchinson
APPLICATION FOR GAMBLING DEVICES LICENSE
In provisions of the City of Hutchinson Ordinance No. 655
and Minnesota Statutes Chapter 349
All applications must be received at least 30 days before event in order to be considered
Application Type
X Short Term Date(s) November 22, 2014 — Fee: $30.40 �+
Manth/DaylYear — Month/DaylYear *1 jq�i 4 r ydA
Organization Information
Minnesota Holstein- Friesian Breeder's Association 320 -583 -8049
Name Phone Number
$11 S 28''' Ave. Waite Park MN 56387
R ddress where regular meeting are held City State Zip
Day and time of meetings? Meetings not held on a regular basis
Is this organization organized tinder the laws of the State of Minnesota? X yes ❑ no
How long has the organization been in existence? 95 yrs How may members in the organization? 950
What is the purpose of the organization? Come together as a Holstein cattle organization
In whose custody will organization records be kept? Heidi Anderson
Heidi Anderson 320 -2.59 -0637
Name Phone Number
P.O. Box 365 Sauk Rapids N N 56379
Address Ciav State Zip
Duly Authorized Officer of the Organization Information
Russell Thyen - 320- 583 - -8049
True Name
18928 MN Hwy 4
Residence Address
Date of Birth: 08 1 22 11959 Place
Monthldaylyear
Have you ever been convicted of any crime other than a traffic
offense?
If yes, explain:
Phone Number
Grove City MN 56243
City State Zip
ABirth: Watertown SD
City Slate
❑ yes X no
City of Hutchinson
Applicationfor Gambling Devices License
Page 2 of 3
❑esignated Gambling Manageraliited under Minnesota Statute X329)
Russell Thyen
True Name
18928 MN Hwy 4 Grove City
Residence Address City
320- 583 -8049
Phone Number
A4N 56243
State
Date of Birth: 08 1 22 11969 Place of Birth: Watertown
Month/d, yl ear City
Have you ever been convicted of any crime other than a traffic offense? ❑ yes X no
If yes, explain:
How long have you been a member of the organization? 20
Ga� me Information
Location # 1
McLeod County Fairgrounds
Name of location where game will be played
2QDD- N.C, -4. o'er slrr Skwe 10 CZ4,�,tWI y Aw 6VV
Hutchinson
320 -587 -2499
Zip
SD
State
Phone Number
MN 67502
Address of location where game will be played City State Zip
Date (s) and/or day(s) s November 22,
() y() gambling devices will be used: November 22, 2414 through .M l A
Hours of the day gambling devices will be used: From 10:00 pM To + l
Maximum number of player: 1000
Will prizes be paid in money or merchandise? ❑ money X merchandise
Will refreshments be served during the time the gambling devices will be used?
— If yes, will a charge be made for such refreshments? ❑ yes ❑ no
Game Information
Location #2
❑ yes X no
Name of location where game will be played Phone Number
Address of location where game will be played City State Zip
Date(s) and/or day(s) gambling devices will be used: through
AM AM
Hours of the day gambling devices will be used: From pM To PM
Maximum number of player:
Will prizes be paid in money or merchandise? ❑ money ❑ merchandise
Will refreshments be served during the time the gambling devices will be used? ❑ yes ❑ no
If yes, will a charge be made for such refreshments? ❑ yes ❑ no
City of Hutchinson
Appticanon for Gambling Devices License
Page 3 of 3
Officers of the Organization (if necessary, list additional names on separate sheet)
Andy Steinhagen Board member
Name
13015 Co Rd 50
Residence Address
John Vanderwai
Name
1115 71 ' St
Residence Address
Michael Sheehan
NYA
City
Board member
Pipestone
City
Board member
Title
MN 55368
State Zip
Title
MN 56064
State Zip
Name Title
4729 Co Rd 16 SE Rochester MN 55904
Residence Address City State Zip
Officers or Other Persons Paid for Services Information (tf necessary, list additional names on separate sheet)
Name Title
Residence Address City State Zip
Name Title
Residence Address City State .Zip
Name Title
Residence address City State Zip
Have you (Gambling Manager and Authorized Officer) read, and do you thoroughly understand the provisions of ail
laws, ordinances, and regulations governing the operation and use of gambling devices (as outlined in City of
Hutchinson Ordinance 114.20 and Minnesota Statutes Chapter 349)9.
Gambling Manager X yes ❑ no r [. Authorized Officer x yes ❑ no
Initial Initial
declare that the information I have provided on this application is truthful, and l authorize the City of Hutchinson
to investigate the information submitted. Also, I have received from the City of Hutchinson a copy of the City
Ordinance No. 114.20 relating to gambling and l will familiarize myself with the contents thereof.
S4 4o 19ate f r I q-5-1q
St na e of atnbltn mane er o or anization Date
g g g f g
rc nal Use Only!
ity C ouncil ❑ approved ❑ denied Notes:
HUTCHINSON CITY COUNCIL city -f 0, "J N
Request for Board Action 79 M-W
Agenda Item: Caterer's Permit - J &N Schlagel Enterprise II Ltd.
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete Yes
Contact: Jeremy Carter
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff ✓❑
Consent Agenda
Time Requested (Minutes):
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
J &N Schlagel Enterprise II Ltd. has submitted a caterer's permit application into Administration for review and
processing. The applicant would like to provide liquor catering services on May 31, 2014, at the Hutchinson Event
Center. The applicant meets statutory requirements and City requirements to hold a caterer's license.
BOARD ACTION REQUESTED:
Approve caterer's permit to J &N Schlagel Enterprise II Ltd. on May 31, 2014.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
t I 1 I €.15n:u1 5[rr�l .�.nllhua�t
f hn�1111esun .NAN
xNJ; i8`5151 f:3 201 234 -4230
CITY Of HU TCHINSON
CATERER'S PERMIT APPLICATION
License Fees
Annual $300.00
one- "Time $1041.00
fo obtain a C'aterer's Ilermit, al)plicant must currently hold a valid retail on -sale intoxicating, liquor license at a
restaurant. All liquor la«'s and roles apply to moth the tin -sale license as well as this caterer's permit. Liquor
liability and workers compensation insurance a e mandatory and a cerfif7cate showing off'premises coverage
must accompany this application filr a caterer's permit- C'ancellation or suspension of the L7rnsalc license
invalidates tilt catr.rcr'S irrrnlit also- Only the licensee holding Ilir caterer's permit shall provide food and
litlticu at eatered events
- -
1pl-d e�r,+r .1'rrrrrr f lrrc(nithful. P ardn•rahrp i 'rr�,cxulr„rr rll f •,ulrf+rurrov S. t,re l[rl! ca,ju,rrrle lwnwi DOB S co..a Sectfr'in, k
- - -- _.._ ........ - - -. ---- - - - - -- - --
I r•.r�ir .1 <rr +x• ru 1)Ii: € f:l ilr.rlrrrrr,rrr!
Al
r,.leG a .s,+ „! R •.rr.Irr r'r ! - m Ieh �•hwlr -- ..
..............
C lrt'r71 ",'flfflFii ,11r1 >,•< °s"�,��:• Irf:r,t.st� rs,,t :��i /•� (�
l.�iulr�lr r, /!_r,�rlr 13u�rrsj r�j1;•renl
I certify that the above information provided by the .applicant is true, Complete, Correct and made in good
faith and agree to comply with the above paragraph's requirements an(! all other applicable law in the
use ot'thesatrer's perrinit.
Si-gnature AtWioriri:d Applicarlf Date Print Full T anic ol'Persnn Signing
]'lease attach the ic0llowing doc:umeiats it) this lE 01,113:
A o) jia ul'the app ticunt r. cate1,eI's Permit issued hN the 51,1tc o Minncaclta
2j A ctgw W'khz ap1)1lC3l1t 5lillld 011 -s;llr Illtl IJCL 1611- liquor IIL'eilye
31 A 1:a1» oI'the apptit;.tnt'-, valid rctillalrant hco) -+Q iS,wtLd Ili the 1-1ca€th DVar1nwnt
-1) A colificaic n1 lIL1t1[31- IlilhlllLl tepee st.ltcti "till PrQl11iW.N t:w. atige ulduded- i•'tiu 4pplicalions, hinders m- declanll1t�nti1.
5} i'arc�} 1,r 11111l1� ell ilcl ,y ilt, €t 11 11 i.: t il) il: l III Ltlliiitil][1 { r' ` f / 4f
s .': ii,t �- .".,pli.allnrst�, Il1YLE {t i'i v: �i, •.
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Y'
CERTIFICATE OF
LIABILITY INSURANCE
17/22/2013
THIS CERTIFICATE 1S ISSUED AS A MATTER OF INFORMATION ONLY
AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,
EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW, THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER,
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the
policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to
the terms and conditions of the pD [icy, certain policies may require an
endorsement. Astatement on this certificate does not confer rights to the
cerG£cate holder in lieu of such endorsement(s).
PRODUCER
C ONTACT
NA.M1;; Kim L Brown
KIM L BROWN INC
PHONE FAX
[651] 730 -9803 (A)r-. N,) (65 1) 578 -2427
V.1010. E,);
PO Box 25447
ADDRESS; kim @klbins . com
Woodbury, MN 55125
INSURER(S) AFFORDING COVERAGE NAICS
www. klbins - com
I INSURER A: Illinois Casualtv Conmanv 15571
INSURED Blue Note Ballroom & Bar
INSURER B:
J & N Schlagel Enterprises II
I IN$URER G;
320 3rd St- South
I INSURER O:
P.O. Box 847
I INSURER E:
Winsted, MN 55395
I INSURER F:
COVERAGES CERTIFICATENIJMSER:
REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW
HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWATHSTANDiNG ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE
AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES- LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS,
INSR TYPE OF INSURANCE ADM 8UBR POLICY EFF POLICTIEXP LIMITS
LTR (FUG AND POLICYNUMBER (MMIODIYYYY) (MMIDDRYYYY)
GENERAL LIABILITY
EACH OCCURRENCE s 1,000,000
X COMMERCIAL GENERAL LIAUILrY
-r_wrw UL U HLN I to
PREMISES (Ea oocarrence) 3 100,000
CLAIMS -MADE i x I OCCUR
MED EXP (Anyone person) S excluded
A 13P30976
7/1/2013 7/1/2014 PERSONALBADVINJURY s 1,000,000
GENERAL AGGREGATE $ 2,000,000
GEN'L AGGREGATE LIMIT APPLIES PER
I PRODUCTS - COMPfOP AGG s 2,000,000
1 POLICY n Ffo- "LOC.
$
,PI
AUTOMOBILE LIABILITY
I COMBINED SINGLE LIMIT
(Ea accidentl $
ANYAUiO
BODILY INJURY (Per parson) $
ALL ONTIED
SCHEDULED
80011-Y INJURY (Per accdent) $
I
AUTOS
AUTOS
NON -OWNED
PROPERTY DAMAGE 5
I
HIRED ALFTOS
AUTOS
(Per accident)
a
UM43RELLA LIAB
OCCUR
I EACH oCCURRENCE $
EXCESS LIAR
H CLAIMS -MADE
I AGGREGATE S
DED I l RETENTION $
a
WORKERS COMPENSATION
WC STATLL oTH-
R
TORY LIMITS ER'
AND EMPLOYERS' LIABILITY YIN ry C
ANY PROPRIETORlPARTNERIEXFOLMVE WC13454
7/1/2013 7/1/2014 I E. L. EACH ACCIDENT $ 500,000
A EXCLIlDED4 ❑ NIA
(Mandatory in H)
I E- L. DISEASE - EA EMPLOYEE $ 5()(),()00
If yes, describe under
DESCRIPTION OF OPERATIONS below
E.L. DISEASE- POLICY LIMIT $ 500,000
A
Liquor Liability LL92109
7/1/2013 7/1/2014 $500,000 occ.
unlimited aggregate
DESCRIPTION OF OPERATIONS (LOCATIONS (VEHICLES (AUartiACORD 1p1,Addilional Remarks Schedule,If morespeoom required)
Includes coverage for all events including
off premise for food and liquor.
CERTIFICATE HOLDER
CANCELLATION
City of Winsted SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
PO Box 126 THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
Winsted, MN 55395 ACCORDANCE WITH THE POLICY PROVISIONS.
Attn: Raquel
F 320- 485 -2858 AUTHORIXEO PRESFJTATI
I
0 1988 -2010 ACORO CORPORATION. Ail rights reserved.
AGORD25 (2010105) The ACORD name and logo are registered marks of ACORD
HUTCHINSON CITY COUNCIL city -f 0, "J N
Request for Board Action 79 M-W
Agenda Item: Carnival Permit - J &K Amusements
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete Yes
Contact: Jeremy Carter
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff ✓❑
Consent Agenda
Time Requested (Minutes):
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
J &K Amusements has submitted a carnival permit application into Administration for review and processing. The
applicant has completed the appropriate application in full and all pertinent information has been received. J &K
Amusements has put on their carnival in this same location for the last several years. The Hutchinson Mall
management has granted permission for the carnival to occur again this year on their property.
BOARD ACTION REQUESTED:
Approve carnival permit application.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
❑
FAIR
❑
CIRCUS
❑
SHO W SIEXHIBITION S
❑
DEMONSTRATIONS
❑
OTHER (Describe)_
C1TY OF HUTCHINSON
LICENSEJPERMIT APPLICATION
■ CARN IVALS
[] AMUSEMENT DEVICES
❑ AMUSEMENT RIDESIGAMES
Please complete the following information (ink or typewriter, please) and submit the appropriate fee
along with this application to the City of Hutchinson, 111 Hassan Stre et, SE, Hutchinson, Minnesota
55354.
Full Name of Person Filing Application: Kimberly Kay Pack
First Middle Last
Business Name & Address: 4496 23511 Lane NW St. Francis, MN 55070
Business Telephone: 612.250,0068 Alternate Telephone:
If business is a partnership, please provide name uj'offrcers or if corporation, pleaseprovide corporate name.
Partnership J & K Amusements
Corporation
Mail permit to this address. same as above
LOCATION OF EVENT: Hutchinson Mall Hi bway 15 South
GIVE BRIEF DESCRIPTION OF EVENT`. Carnival in parking lot
DATES AND HOURS OF OPERATION: May 29, 2014 5:00 pm to 10:00 pm May 30. 2014 5:00 am until
10:00 t)m May 31. 2014 1 1.00 am to 10.00 pm June 1, 2014 1 1:00 to 8 -00 om
ARE STRUCTURES TO BE ERECTED? ■ Yes ❑ No ❑ NIA Ifyes, please describe: Carnival
rides
INSURANCE: Submit proof of SPECIAL EVENTS PUBLIC LIABILITY INSURANCE. NAMING THE
CITY OF HUTCHINSON AS "ADDITIONAL INSURED" in amounts not less than $500.000 Per t)erson and
$ I.000.000 ner accident.
CLEAN UP/DAMAGE DEPOSIT (RefuWable) Large Events $1 ,000 BOND ❑ $1,000 CASH ❑
CLEAN UP/DAMAGE DEPOSIT (Refundable) Smaller Events $250 CASH ❑ Carnival $525 CASH Q
NIA ❑
INDEMNIFICATION: 1 hereby indemnify and hold harmless the municipality and the City Council from any
liability in whatsoever manner arising which may be incurred by the licensee and the municipality as the result
of the operation of amusement rides, amusement devices, carnivals, fairs or demonstratio ns.
DATE: May 2, 2014 Kimberly Pack (electronic signature)
Applicant's Signature
Office Use Only:
Fee Approved:
Insurance Police Dept
Bond Inspection
Council
License Issued
Special Conditions:
ACORP, CERTIFICATE OF LIABILITY INSURANCE DA TE 4/15/14
PRODUCER 203 -931-7095 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
Specialty Insurance, LTD -Tom Plouffe HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
P.O. Box 16901 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
West Haven, CT 46516
INSURED - -- - - - - - - -- -
J &K Amusements
4495 235th Lane NW
ST Francis, MN 55707
COMPANIES AFFORDING COVERAGE
COMPANY United States Fire Insurance Company (21113)
A
COMPANY
COMPANY
C
COMPANY
D
COVERAGES
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS, CO
LTR Tti`PE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMrf&
DATE (MMIDDIYY) DATE JMMIDDIYYj
GENERAL LIABILITY GENERAL AGGREGATE $ 2,000,000
A A COMMERCIAL GENERAL LIABILITY USS228132 PRODUCTS - COMPJOP AGG $ 2,000,000
CLAIMS MADE [ X-1 OCCUR 8116/13 8/16114 PERSONAL & ADV INJURY $ 11000,000
OWNER'S & CONTRACTOR'S PROT EACH DCCURRENCE $ 1,000,000
FIRE DAMAGE (Any one fire)_ $ 300,000
l ME❑ EXP (Any one person) 5,000
AUTOMOBILE LIABILITY
ANY AUTO COMBINED SINGLE LIMIT $
ALL OWNED AUTOS
BODILY INJURY �
SCHEDULED AUTOS {Per person]
HIRED AUTOS
BODILY INJURY $
- NON -OWNED AUTOS (PeracQWent)
PROPERTY DAMAGE $
GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $
ANY AUTO OTHER THAN AUTO ONLY.'
EACH ACCIDENT $
AGGREGATE $ -
hEXCESS LUIBiLrrY EACH OCCURRENCE $
UMBRELLA FORM AGGREGATE $
OTHER THAN UMBRELLA FORM $
WORKERS COMPENSATION AND I WC STATU- OTH-
EMPLOYERS' LIABILITY RY LIMITS E
EL EACH ACCIDENT $
THE PROPRIETOR!
PAFiTNER51E7CECUTIVE INCL EL DISEASE - POLICY LIMIT $
OFFICERS ARE: EXCL. . EL DISEASE - EA EMPLOYEE $
OTHER
- - I -
Interest: Sponsor
DESCRIPTION OF OPERATION SJLOCATIONWEHICLESISPECIAL ITEMS
Date of Event:
May 29, 2014 - June 1, 2014
The City of Hutchinson, MN & Southern Prairie Development, LLC are added as an additional insured but only with respects to the operations
of the named insured during the policy period.
CERTIFICATE HOLDER
Hutchinson Mall
1060 Highway 15 S
Hutchinson, MN 55350
Fax #'s 320- 587 -4461 & 320 - 234 -4240
I
ACORD 25 -5 (1195)
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL ENDEAVOR TO MAIL
10 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT,
BUT FAILURE TO (NAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY
OF ANY KIND UPON THE COMPANY, rrs AGENTS OR REPRESENTATIVES._
AUTHORIZED REPRESENTATIVE
Thomas A. Plouffe
Q ACORD CORPORATION 1988
May 5, 2014
Hutchinson Mail Realty Group, LLC grants permission to J&K Amusements to host an outdoor carnival
on our property May 29- Junel, 2014.
Hutchinson Mall Manager
Hutchinson Mall Realty Group LLC
1060 Highway 15 So. Hutchinson, MN 55350 ; �)phutchrnalkom 320. 587 -5955 Fax 32o-587 -4451
t
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HUTCHINSON CITY COUNCIL city -f 0' "J N
Request for Board Action 79 M-W
Agenda Item: Parade Permit
Department: Police
LICENSE SECTION
Meeting Date: 5/14/2014
Application Complete N/A
Contact: Daniel T. Hatten
Agenda Item Type:
Presenter: Daniel T. Hatten
Reviewed by Staff ✓❑
Consent Agenda
Time Requested (Minutes): 2
License Contingency No
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
I am in receipt of a letter from Wayne Pettis and the American Legion Post 96 in partnership with VFW Post 906 in
reference to the 2014 Memorial Day Parade. This request requires Hassan St be closed to public traffic between 3rd
Ave SE and 1 st Ave NE during the hours of 9:00 am to 10:00 am for the Annual Memorial Day Parade. My staff and I
have reviewed the request and are confident that we can meet the needs of VFW Post 906 and American Legion Post
96.
The Annual Memorial Day Parade and Program, will be held on Monday, May 26, 2014. The Parade will assemble in
the east parking lot of the American Legion. The parade will begin at 9:30 am and proceed on Hassan St SE, North
up to the McLeod County Veterans Memorial Park. The program in the park will begin at 10:00 am.
In case of inclement weather, the program will be held at the Park Elementary School auditorium.
The Police Department looks forward to working other city departments, the VFW, and American Legion Post 96 to
insure another safe and successful Memorial Day Parade and Program.
The American Legion and VFW Posts are asking for the Hutchinson City Council to wave the parade permit fees
based on the fact they are non - profit organizations organizing a community event honoring our military.
BOARD ACTION REQUESTED:
I recommend approval.
Fiscal Impact: $ 1,000.00 Funding Source: Police
FTE Impact: 6.00 Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
I i 1 Hassan Street Southeast
Hutchinson, MN 55350
(320) 587-515 ]/Fax: (320) 234-4240
City of Hutchinson
APPLICATION FOR PARADE PERMIT
(Under Ordinance No. 71.01)
Permit Fee: $34 (short term)
Date Received:
All applications must be received at least 30 days before event in order to be considered
Organization Information
Organization Name
Organization Address
Authorized Officer and Parade Chairman Information
Officer Name
E60 5 "_'j
Residers e Address
Parade Chairman Name
Phone Number
�•� . � �_4') s75 3sv
City State Zip
City
Phone Number
_1-Al IJ
State zip
s� -059 —
Phone Number
'I-, &—,Q- __-
Residence Address City State Zip
Parade Information .G
Parade Date: �(�, M-$ 7�►� Assembly Time: f .'00 A A-A
Location and Description of Assembly Area: bev_-A r�tv 0
Starting Time of Parade: Yr\ Estimated Time of Parade: 5 hn I nj
Starting Point of Parade: .7 '?o ct-;-
Route of Parade Travel: 1\-3o E� y-\ 3 1 z c-V\ S� +•�
Ending Paint of Parade; tiZ oaf 0 C "?[ _
Approximate Number of Units, Animals, and Vehicles which will constitute Parade:
Ty a and Description of Animals and Vehicles: k-koY-6r% r g
Maximum Interval of Space to be Maintained Between Units:
Maximum Length of Parade: f2, l n
Minimum and Maximum Speed of Parade:
Portion of Street Width Traversed:
MPH
City of Hulchinson
.4pplicalion for Parade Permit
Page 2 of 2
Checklist
The following items need to be completed and/or attached in order for the application to be processed:
Permit fee paid in full (check or money order): Alyes ❑ no
Permit Application completed in full and signed: *+es © no
1 declare that the information I have provided on this application is truthful, and 1 authorize the City of Hutchinson to
investigate the information submit ed: --�
V' V 2"0-j I , c
rri
Signature of authoriLed of organization or parade chairman Date
Internal Use Only
Police ❑ approved ❑ denied Notes:
City Council ❑ approved ❑ denied Notes:
City Engineer ❑ approved ❑ denied Notes:
Street Superintendent ❑ approved ❑ denied Notes:
HUTCHINSON CITY COUNCIL city -f 0, "d N
Request for Board Action 79 M-W
Agenda Item: 3.2% Malt Liquor License - Knights of Columbus St. Christopher Council
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete Yes
Contact: Jeremy Carter
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff ✓❑
Consent Agenda
Time Requested (Minutes):
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
The Knights of Columbus St. Christopher Council has submitted a 3.2% Malt Liquor license application to dispense
liquor at the NTPA Power Pull Nationals being held at the McLeod County Fairgrounds on June 6 & 7, 2014. The
Knights of Columbus St. Christopher Council is a non - profit organization and meets the requirements for a 3.2% malt
liquor license.
BOARD ACTION REQUESTED:
Approve issuing 3.2% malt liquor license to Knights of Columbus St. Christopher Council on June 6 & 7, 2014.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
City 0
111 Hassan Street Southeast
Hutchinson, MN 55350
(320)587 - 5151 /Fax ;(320)234 -4240
Short Term 3.2 Malt Liquor
Fee: $125.00
City of Hutchinson.
APPLICATION FOR SHORT TERM 3.2 MALT LIQUOR LICENSE — ON SALE
In provisions of the City of Hutchinson Municipal Code Chapter 112
All applications must be received at least 10 days before City Council Meeting in order to be considered
j Applicant Information
_
KNIGHTS OF COLUMBUS ST. CHRISTOPHER COUNCIL
- 320 -864 -6773 - - - - --
Business/Organi7ation Name
Phone Number
18021 VF.S AYE N
GLENCOE MN 55336
Business/Organization Address
City State zip
NONPROFIT
Tyne of Business10rVanLaat1on
JAMES CROSS
320 -864 -6773
Applicant Name
Phone Number
1802 IVES AVE N
GLENCOE MN 55336
Applicant Address
City State zip
Officers) /Owner(s) of the Organization /Business (if necessary, list additional names on separate sheet)
DENNIS REITER
GRAND KNIGHT
Name
Title
JAMES CROSS
FINANCIAL SECRETARY
Name
Title
BRIAN THALMANN
TRUSTEE
Name Title
3.2 Malt Liquor Sales Information
GRANDSTAND, McLEOD COUNT'YFAIR GROUNDS NTPA Power Puli Nationals, June 6 -7, 2014
Location of Sales Daie(s) of Sales
840 CENTURY AVE. SW HUTCHINSON, MN 55350 RANDY STARKE
Address Contact Person
Checklist
The following items need to be completed and/or attached in order for the application to be processed:
Certificate of Liability (city premises): El yes ❑ no
Application fee paid in full (check or money order): Il yes ❑ no
Application completed in full and signed by applicant: 0 yes ❑ no ,A� 51f011tf 135. °°
CAr� &3"13
The above listed business hereby applies for a license to sell short -term 3.2 MALT LIQUOR for consumption "ON" those
certain premises in the City of Hutchinson described above and to that end represents and state as follows:
That said applicant is a citizen of the United States; of good moral character and repute; and has attained the age of 21
years; that he/she is proprietor of this establishment for which the license will be issued if this application is granted.
That no manufacturer of such non - intoxicating malt Iiquors has any ownership, in whole or in part, in said business of
said applicant or any interest therein.
CERTIFICATE OF LIABILITY INSURANCE ❑ATEIIAIAlOpNYYY,
�cr�rr�
0M542014
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLYAND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOTAFFIRMATIVELY OR NEGATIVELYAMEND, EXTEND ORALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSUREft[5j, AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If tho coillficate holder is an ADDITIONAL INSURED, the pollcy(les) must be endorsed if SUBROGATION IS WAIVED. subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder In hell of such eftdorsem"(s).
PRQGUCER � LUNIAW
NAME:
Professional Insurance Providers I WC
fA+C. Nv. Exti: WC. No}
613 E 10th Street AIL
j ADDRESS
I 1N SuRER(91 A FFC ROINC C OV ERAGE MAIL a
Glencoe MN 55336 I INSURMA : United States Liability Insurance Company 25895
INSIIRFD
INSURER a
Knights of Cclumhus I uusuRAR c
INSURER D:
640 Century Ave S%N I INSURER E
Hutchinson MN 55350 (INSURER F:
COVERAGES CERTIFICATE NUMBER- REVISION NUMBER.*
TH13 IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED 8ELOWHAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED- NOTWITHSTAN DIN GANY REQUIREMENT, TERRA DR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE LSSUED OR MAY PERTAIN. THE 64SURANCEAFFORDEC BY THE POLICIES DESCRIBED 14EREIN IS SL1eJ ECT TO ALL THE TERMS,
EAr,LUSIONS ANO CON 01TIONS.0F SUCH POLICIES. LIM ITS SHOWN MAY FUME BEEN REDUCED BY PA 7) C LAW S -
INSR - AODLIUww POUCYEFF POLICYI:XP
LTR TYPE OF INSURANCE '4aEL )WD POLICYRUMBER (MIAIOD)YYYYI (MMIDONYY7) LIMITS
GENERAL L IA13tUTY
COMM!E K AL GEN E RAL L IAI3 LI TY
CLAIVS•MADE 1-1 oceLR
GENILAGZvPEGArF I WITAFPI.:FS %i:
POLICY [--I 9�- F Loc
ALMOM OSIL£ U MN LfTY
AM1YAUTO
ALL 044ED SCHEDL' -EV
ALTOS AUM6
HIFiECA4JTQ5 AJTCS
UMORELLA LIAB OCC4JR
EXCESS LIAR C ? *A5�+1rL7E
""����11 (AL) 1 PE -F-NTI QN S
'wOI4NERS PENSATION
A046 LMRLGI'ERS' L1AfMUTY YON
;h Y P ROP R Iff",W IPARM R:EX EI-1 I W: ❑
F= 1CCFWEM BER E]tE.LU;:F_L]'+ NIA
Q
1M a.dxtpry in NHI
q
E7 aE. dasvne Iin er
LICRlPTION Cle_9FFRAT IGN.S Halt '_
A LIOUOR LIABILITY
EACH OCCOPREN--�E $
DAfd All= z TO ratvl to
PR FM IS FS IEac cxroTrA1 8
MEDExr`(k,61*D -imar) t•
PF RS1N.L4i RAW IN JURY S
I c>FNFRN AGCWFGa E i
PROaIC. s - comrtC:PAGG t
i:u MFiIN:.D 51N(aLE LIMn
' ecodeltl S
30LILY JNJ; :�Y [Per parson) T
30 DILY 7k.x:Rv (PVr xc aanl1 i
GROPER -Y DALiA(3L t
'Porarcle rl'
F
II .0 EAHOCCURRFyf'F 'S
r A: GREC•ATC S
`
17nov,I x�U- f I FOB E
3 rA:71 A:! ;IrIF NT $
L DISFAS = -FA FMPl6TEF� $
a L DI�tFAW -FOI CY LIMIT E
CL-1650597 01;406 014 16AD1r2014 300,000 PER OCCURRENCE
600.000 AGG R EGAT E
DESCRIPTION OF D PERATI ONS 4 LOCATIO NO! VEHIC LEa iAtt adl AC ORD 141, Add N Iona! Rsm arks ac hedu ls, Ifmvre spot Is rsquindl
Special Event at 844 Century Ave SIN, Hu [chin son. MN 55350
,C:ER71FICATF, HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE IDECCREED POLICIES BE CANCELLED BEFORE
City of Hutchinson THE E%PIRATICIN DATE TMEReDF. NOTICE WILL SE DELIVERED IN
111 Hassan Street SE ACCORDANCE VATH THE POLICY PROVISIONS.
AUTHOW 4ED REPRESE"TATIVE
Hutchinson MN 55350
I
®1588.20111 ACORO CORPORATION. All rights reserved.
ACORD 25 (2010415) The ACORD name and logo are registered marks of ACORD
HUTCHINSON CITY COUNCIL city -f 0, "d N
Request for Board Action 79 M-W
Agenda Item: Temporary Liquor License - Sustainable Farming Association
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete Yes
Contact: Jeremy Carter
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff ✓❑
Consent Agenda
Time Requested (Minutes):
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
The Sustainable Farming Association has submitted a temporary liquor license to dispense liquor at the Minnesota
Garlic Festival being held at the McLeod County Fairgrounds on August 9, 2014. The Sustainable Farming
Association is a non - profit organization that has been in existence for at least three years and meets the requirements
for a temporary liquor license. This is the fifth year the organization has put on the Minnesota Garlic Festival at the
McLeod County Fairgrounds.
BOARD ACTION REQUESTED:
Approve issuing temporary liquor license to Sustainable Farming Association on August 9, 2014.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
=! Minnesota Department of Public Safety
ALCOHOL AND GAMBLING ENFORCEMENT DIVISION
4.44 Cedar Street Suite 222, St. Paul NIN 55101 P.
- (651) 20t -7507 Fax (651) 2177 -5259 TTY (651) 282 -6555 :
WWW- DPS- STATE.MMUS
APPLICATION AND PERMTT
FOR A 1 TO 4 DAY TEMPORARY ON -SALE LIQUOR LICENSE
TYPE OR PRINT TNFORMATION
NAME OF ORGANIZATION
Sustainable Farming Association of MN
STREET Al)])RFSS
9747 70th Ave.
NAME OF PL•'HSON MAKING APPLICATION
.ferry Ford
DATES LIQUOR WILL BE SOLI] August 9, 2414
ORGANUKHON [FFICER:S NAW
John Mesko, Executive Director
ORGANIZiVrION a NAME
Jerry Ford, Network Coordinator
ORGANIZATION C)FFICER :5 NAW,
I.txastion license will be caved. [fan autdom area. desenbe
DATE ORGANIZED TAX FXF:MPT NUNOER
1989 41- 1671893
CITY STATE I11P IAIDE
Milaca, MN 58353
BUSTNESS PHONE HOME. PHONE
(768-244-6659 1 t320L543 -3394
TYPE OF OROANIZATIoN
C1 TTR (_11Akr1 Aut l- RM IC;Tf11TS I CTTIIER LQNL�R0 rl'I'
ADFA?ESS !
9747 70th Ave., Milaca, MN 56353
ADDRESS
7616 25th St. SW, Howard Lake, MN 55349
Al.)I)R -€:SS
Minnesota Garlic Festival, McLeod County Fairgrounds-
Will the apph ant contract far intoxicating liquor senieO If so, give the name and address of the liquor licersLe pr hiding the :service.
No.
Will the applicant carry liquor liability insurance? If so, p3sase provide the carriers narne and amount of coverage -
Minnesota Joint Underwriters Association, as per City of Hutchinson '89 Code, §§ 5.13, 5.14
APROVAL
APPLICATION MIST BE APPROVED BY CITY OR COUNTY BEFORE SUBIH1TTING TO ALCOHOL & GAMBLING
ENFORCEMENT
CITYICOUNTY fhxt-A t7.7�,{i}r, / Mdtod
CITY FEE AMOUNT
DATE FEE PAID
X76,00
0610'5 12 -014
DATE APPROVED
LICENSE DATL•S
SIGNAT LIRE C'IT'Y C-TVERK OR C'OLyTYOFFICL+L APPRO'*T%Ti DIRFC- r(3R.►LLClll0L JLND GAAIB1,ING FNFORCYN ENT
NOTE,. Submit this farm to the c;ty or county 30 days prior to event Forward applieaden signed by city andior county to the address
above. If the application 6 approved the Alcohol and G2RIbling Enforcement Division will Mara this application to he uiwd ias the l.ficense for the event
PS- 09079(05,06)
LIQUOR LIABILITY MINNESOTA JOINT UNDERWRITING ASSOCIATION
POLICY DECLARATIONS 12400 PORTLAND AVE S, STE 190 Page 1
BURNSVILLE, MN 55337
Location: 1 Building: 1
Policy Number: L140080 Policy Period: FROM 8/09/2014 TO 8/10/2014
GERALD W. FORD
SUSTAINABLE FARMING ASSOC. OF MN
7616 25TH ST. SW
HOWARD LAKE MN 55349
12:01 AM Standard Time
AGENT: 7024
NON - PROFIT INSURANCE ADVISORS
2314 UNIVERSITY AVE, -W., STE 20
ST PAUL MN 55114
PHONE: 651/757 -3095
•iilBITEL' BY TAT -ITF FR'_N DRUV_C'[T" ^k�_ eci, TI;71S ;'.1L1', 3G
NEW ?�LIvY
L1QUOR LIABILITY
This is an audited policy and premium adjustments are made at the end of the policy period.
This replaces all previously issued policy Declarations, if any. This policy applies only to accidents, occurrences or losses
which happen during the policy period shown above. This policy applies only to those coverages below for which a limit of
Insurance and/or a limit of liability or premium charge is shown. Our limit for each coverage shall not be more than the amount
stated for such coverage, subject tc all the terms of this policy.
The [escrihed LocationRsj ccvered by this po'icy are as follows:
MCLEOD COUNTY FAIRGROUNDS, 840 CENTURY AVE. SW HUTCHINSON MN 55350
Total Policy Premium
COVERAGE
Deductible Amount: NONE
L. Bodily Injury
Property Damage
Loss of Means of Support
Pecuniary Loss
Annual Aggregate
Per Claimant
1
Premium
$125
LIMIT PREMIUM
(Each
Person)
(Each
Occurrence)
0$50,000
$100,000
(Each
Occurrence)
$10,0010
(Each
Person)
$50,000
(Each
Occurrence)
$100,000
(Each
Persony
$50,000
(Each
Occurrence)
$100,000
$300,040
NONE
Sub ect to the Following Farms and Endorsements (* Mandatory Form) :
Business Description: SPECIAL EVENT - SHORT TERM, LIQUOR
r. -
4/09/14
COUNTERSIGNATURE DATE ** INSURED ** OUR AUT14ORIZED REPRESENTATIVE
8/09/14 8109114
CF -DEC (3/93) Continued On Page 2 For Location 1 Building I (See Reverse
$125
May 8, 2014
Dear Council Members,
In May 2008 the City of Hutchinson entered into a joint powers agreement with McLeod County, Blue
Earth County, Brown County, Faribault County, LeSueur County, Martin County, Nicollet County, Sibley
County, Waseca County, Watonwan County and the City of Mankato to create a regional radio board as
authorized by state statute. The goal of the regional radio board(s) is to facilitate interoperable
communications in public safety through the statewide public safety radio and communication system
(ARMER). Also by being a member of a board we would be eligible to share in grants to help fund
equipment acquisitions and necessary training.
The next efforts related to public safety communication is updating the 911 system to enable the
utilization of digital technology advances such as text messaging, photography and video that is so
readily available now through cellular and smart phone devices. As stated in the information provided,
the 2013 Minnesota Legislature modified the statutes governing the creation, duties and powers of
regional radio boards. The modifications included providing that regional radio boards may elect to
become regional emergency communications boards and assume responsibility for the coordination of
regional 911 services.
The state is also looking at creating a statewide public safety broadband network as part of national
public safety network. Similar language is included in the joint powers agreement to allow our regional
radio board to develop plans for the broadband network that would be consistent with whatever the
state ultimately develops.
The advantage of being a regional board is an increased ability to give input to the state as they develop
their standards and requirements, and it allows better coordination and partnership opportunities on a
regional basis that helps to make our public safety communication more effective and efficient.
The regional radio board unanimously voted to approve the proposed changes to the joint powers
agreement. This followed a recommendation from the Regional Advisory Committee (Officer Mark
Hanneman is our representative to that committee and Lt Gifferson is the alternate). As Hutchinson's
representative on the Regional Radio Board I recommend approval.
Thank you,
Mayor Steve Cook
August 21, 2013
Proposed Changes to the Joint Powers Agreement RoverninR the South Central
Minnesota Regional Radio Board
BackErround. The 2013 Minnesota Legislature modified the statutes governing the creation, duties and
powers of regional radio boards. The modifications included providing that regional radio boards may
elect to become regional emergency communications boards and assume responsibility for the
coordination of regional 911 services. These changes would require the board to develop and maintain
a regional plan for the implementation of Next Generation 911 (NG911) service within the region (or
subregions of the region) and establish regional technical and operational standards for the
implementation of NG911 service within the region (or within subregions of the region) that
are consistent with technical and operational standards for 911 service adopted on a statewide
basis.
Recommendation: The South Central Minnesota Regional Radio Board (hereinafter the "Board ") has
reviewed this issue and has determined that these changes would be in the best interests of the parties
to the Agreement. Therefore, the Board recommends adoption of the modifications to the current Joint
Powers Agreement governing the Board to provide for the following:
Article I Section 2. Purpose.
This modification complies with the statutory requirement to add coordination of 911 services to the
purpose of the Board. It adds both coordination of 911 services and the development and maintenance
of a plan for implementation of NG911 services to the Board purpose statement.
Article I Section 3 Subdivision 1. Duties.
This modification adds the requirement for the development and maintenance of a plan for
implementation of NG911 to the Board's duties. This modification also vests in the Board the ability to
develop and implement a plan for public safety broadband data.
Article I Section 3 Subdivision 2. Local Enhancements.
This modification clarifies that this section applies to ARMER based local enhancements.
Article II Section 1 Subdivision 1. Creation.
This modification changes the name of the board from the South Central Minnesota Regional Radio
Board to the South Central Minnesota Regional Communications Board to more accurately reflect its'
function. This change also defines the scope of the powers of the board by including those duties
defined in Article I Section 3 Subdivision 1. Please note that in addition to this specific subdivision the
name change was applied throughout the Agreement as a general "housekeeping" modification.
Article II Section 1 Subdivision 2. Powers.
The modifications in this subdivision are intended to clarify that the enumerated powers of this
subdivision pertain to ARMER related duties /responsibilities.
Article II Section 1 Subdivision 3. Additional Powers.
The modifications in this subdivision add the specific additional powers required by the legislative
changes authorizing creation of the Regional Communications Boards. The two additional powers
include:
• The power to develop and maintain a regional plan for the implementation of Next
Generation 911 (NG911) service within the region or within subregions of the region
consistent with standards established under section 403.382.
• The power to establish regional technical and operational standards for the implementation
of NG911 service within the region or within subregions of the region that are consistent with
technical and operational standards for 911 service adopted pursuant to section 403.382.
Additional powers were added for consistency to enable the planning, implementation and operation of
public safety broadband data services similar to those added for NG911 operations.
Article X Execution.
The modification replaces a general signature page for all parties to the Agreement with individual
signature pages specific to each party to the existing Agreement.
August 21, 2013
Joint Powers Agreement
South Central Minnesota
Regional
Emergency
Communications
Submitted by:
South Central Minnesota Regional Advisory Committee
May 14, 2009
August 21, 2013
REGIONAL RADIO AGREEMENT
FOR
REGIONAL RADIO
EMERGENCY
COMMUNICATIONS BOARD
This Agreement is entered into this day of , 20_, by and between the
following political subdivisions of the State of Minnesota, who are the founding members of the board:
Blue Earth County
PO Box 8608
Mankato, MN 56002 -8608
Brown County
14 S. State Street, PO Box 248
New Ulm, MN 56073 -3154
Faribault County
415 N. Main St., PO Box 130
Blue Earth, MN 56013
LeSueur County
88 S. Park Av.
LeSueur, MN 56057 -1600
Martin County
201 Lake Av., Suite 201
Fairmont, MN 56031 -1852
McLeod County
2389 Hennepin Av. N.
Glencoe, MN 55336
Nicollet County
501 S. Minnesota Av.
St. Peter, MN 56082 -2543
Sibley County
PO Box 171
Gaylord, MN 55334 -0171
Waseca County
307 N. State St.
Waseca, MN 56093 -2932
Watonwan County
7102 nd AV. S.
St. James, MN 56081 -1741
City of Hutchinson
111 Hassan St. SE
Hutchinson, MN 55350
City of Mankato
10 Civic Center Plaza
Mankato, MN 56001
NOW, THEREFORE, in consideration of the mutual promises, covenants and consideration herein
contained, the parties to this Joint Power Agreement agree as follows:
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ARTICLE I - AUTHORITY. PURPOSE. AND DUTIES
Section 1. Authoritv. This Agreement is entered into by the parties to this
agreement pursuant to the authority conferred upon the parties by Minnesota Statutes
471.59, 403.39 and 403.392.
Section 2. Purpose. The parties to this Agreement wish to formulate a regional
fadie emergency communications board to provide for:
• Rregional administration of enhancements to the Statewide Public Safety Radio
and Communication System (ARMER) owned and operated by the State of
Minnesota and enhance and improve interoperable public safety communications-
• Regional coordination of 911 service within the region.
With those objectives in mind, the Parties to this Agreement wish to:
• Cc-ollectively prepare and administer a plan which provides for the installation,
operation and maintenance of local and regional enhancements to the Statewide
Public Safety Radio and Communication System (ARMER };
• Collectively develop and maintain a plan for the implementation and operation of
Next Generation 911 (NG911) service within the region or within subregions of the
region.
• Collectively develop and maintain a plan for the implementation and operation of
public safety broadband data services within the region or within subregions of the
region.
This Agreement may be utilized to provide joint purchase of common individual
equipment. Joint purchase may occur when it is determined that standardization of
equipment is in the best interests of the Parties to this Agreement or when other
advantages might be achieved by joint purchases.
Section 3. Duties of the Parties to this Agreement.
Suhd. 1. Regign i Emergencv (; ommunicdtions Board. A regional die
emergency communications board composed as herein provided shall have t�'—
responsibility for t4e:
planning, financing, development, design, construction, operation, management,
control and administration of the regional enhancement to the statewide public
safety radio and communications system (ARMER) in accordance with the
Statewide Public Safety Radio Plan and the technical and operational standards of
the Statewide Radia Emergency Communications Board -;
• development, implementation and maintenance of a regional plan for the
implementation of Next Generation 911 (NG911) service within the region or
within subregions of the region consistent with standards established under section
403.382 and coordination of 911 service within the region.
• development, implementation and maintenance of a regional plan for the
implementation of public safety broadband data services within the region or within
subregions of the region consistent with standards established by the Statewide
Emergency Communications Board.
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Subd. 2. Local ARMER Enhancements and Improvements. The regional fads -e
emergency communications board shall coordinate all local enhancements to the
statewide public safety radio and communications system (ARMER) for jurisdictions
and entities located within the region. All local enhancements and improvements must
be consistent with local plans approved by the regional fadie emergency
communications board, sub - regional and regional plans authorized and approved by
the regional fadie emergency communications board and the Statewide Public Safety
Radio Plan adopted by the Statewide Radie Emergency Communications Board
pursuant to statute. Improvements and enhancements are defined in the State Plan
adopted by the Statewide Radie Emergency Communications Board.
Subd. 3. Individual Dutk, Each party to this Agreement shall establish such policies
and take such steps as may be necessary to ensure the integrity and continued operation
of this Board and to implement this Agreement and all requirements herein contained.
ARTICLE II - REGIONAL R48IQ EMERGENCY
COMMUNICATIONS BOARD
Section 1. Creation and Powers.
Subd. 1. Crea i n There is hereby created a regional fa4ie emergency communications
board that shall be known as "The South Central Minnesota Regional Radio Emergency
Communications Board ", hereinafter, the "Board ". The Board shall have such powers as
are provided by Minnesota Statutes 403.39, 403.392 and 471.59 and this Agreement,
including all powers necessary to:
• plan, implement, maintain and operate regional and local improvements and
enhancements to the Statewide Public Safety Radio and Communication System
(ARMER) for the south central Minnesota ARMER region of development as
determined by the Statewide Radio Emergency Communications Board and
identified in the State Plan as adopted by the Statewide Radie Emergency
Communications Board and provided by Minnesota Statute 403.39...,
• develop, implement and maintain a regional plan implementing Next Generation
911 (NG911) service within the region or within subregions of the region consistent
with standards established under section 403.382.
• develop, implement and maintain a regional plan implementing public safety
broadband data services within the region or within subregions of the region
consistent with standards established by the Statewide Emergency Communications
Board.
Subd. 2. Powers., The Board shall have the power to contract with county and city units
that have built local ARMER sub - systems for the maintenance and operation of those
systems. County and city units that have built local ARMER sub - systems are not
required to contract with the Board but may choose to manage, maintain and operate
their own local sub - systems. The Board shall have the responsibility to establish
interoperability standards, policies and procedures that govern how local and regional
sub - systems inter - operate. The Board shall not have the power or authority to establish
standards, policies and procedures for the operation of local ARMER sub - systems
except in those specific areas governing interoperability with regional systems except as
provided by Agreement with local ARMER sub- system owners and operators.
Subd. 3. Additional Powers. In addition to the powers enumerated in Minnesota Statute
Section 471.59, the Board shall have the following powers:
Li The power to apply for and hold licenses for public safety frequencies to be used
in regional and local improvements.
IJ The power to adopt regional performance and technical standards that do not
interfere with the backbone or interoperability infrastructure administered by the
Statewide Radie Emergency Communications Board and subject to review of the
Statewide Radio Emergency Communications Board.
IJ The power to enter into any contract necessary to carry out its responsibilities.
Li The power to acquire by purchase, lease, gift or grant, property, both real and
personal, and interests in property necessary for the accomplishment of its
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IJ purpose and to sell or otherwise dispose of property it no longer requires.
LI The power to contract with the State of Minnesota, through the commissioner of
transportation, for construction, ownership, operation, and maintenance of
regional or local improvements to the statewide public safety radio and
communication system.
IJ The power to apply for grants on behalf of one or more parties to this agreement
for interoperable communications systems and equipment.
IJ The power to determine sub - regions within the region where enhancements to the
backbone (coverage or capacity) provide substantial benefit to more than one
IJ political sub - division or entity within that sub - region.
IJ The power to provide for user fees in contracts with system users and to assess
user fees upon system users within the region for capital and operational costs for
regional and sub - regional enhancements and for administrative costs of the Board
in accordance with any Agreements with system users.
IJ The power to develop and maintain a regional plan for the implementation of Next
Generation 911 (NG911) service within the region or within subregions of the
region consistent with standards established under section 403.382.
IJ The power to establish regional technical and operational standards for the
implementation of NG911 service within the region or within subregions of the
region that are consistent with technical and operational standards for 911 service
adopted pursuant to section 403.382.
LI The power to develop and maintain a regional plan for the implementation of public
safety broadband data services within the region or within subregions of the region
consistent with standards established by the Statewide Emergency Communications
Board.
IJ The power to establish regional technical and operational standards for the
implementation and operation of public safety broadband data services within the
region or within subregions of the region that are consistent with technical and
operational standards for such service adopted by the Statewide Emergency
Communications Board.
Section 2. Membership. Appointment, and Term.
Suhd. 1. Requirements for Partici an tion• Participation in the Board is restricted to
counties and cities that meet the following minimum requirements:
1. A County within or immediately adjacent to the south central region of
development that has committed to participation in regional communications
planning activities to achieve interoperability.
2. A City in a county or counties within or immediately adjacent to the south central
region of development that has committed to participation in regional
communications planning activities to achieve interoperability and contributes
substantially to the operation of a communications system within their respective
county or counties.
Suhd. 2. Annlication for Partici an tion. The Board will establish policies and
procedures for application for participation in the Board.
M
Any County or City meeting the criteria for participation may request participation in the
Board in accordance with policies and procedures established by the Board.
Suhd. 3. Initi;19l, P19rticinants. Initial participants include
Blue Earth County
Brown County
Faribault County
LeSueur County
Martin County
McLeod County
Nicollet County
Sibley County
Waseca County
Watonwan County
City of Hutchinson
City of Mankato
Each of these agencies is deemed
to meet the minimum requirements for participation in
the Board.
Suhd. 4. Memhershin, The members of the Board shall be:
Ll One County Commissioner from each county party to the Agreement.
IJ One City Council member from each city party to the Agreement.
Suhd. 5. Annointment - Members Renresenting Counties and CititL The members
representing counties and cities shall be appointed by their respective governing bodies
from the membership of that governing body. A successor must be appointed no later
than sixty (60) days following the date a member is no longer an elected official.
Suhd. 6. Term - Members Renresenting Counties and CitkL The term shall be for
one year and until a successor is duly appointed; however, a member so appointed shall
serve at the pleasure of that member's appointing governing body. There shall be no limit
on the number of terms a member may serve.
Suhd. 7. Al rn tes - Members Renresenting Counties and Citim Each appointing
authority may designate an alternate who shall be authorized to act in the absence of the
member.
Suhd. 8. Other Members of the Board. In addition to those members previously
defined the following shall also be voting members of the board:
Li A member of the South Central Minnesota Regional Advisory Committee.
IJ A member of the South Central Minnesota Regional User
Committee.
IJ A member of the Owners and Operators Committee.
Suhd. 9. Selection. Term. and Alternates - Other Members of the Board. The
member of each of the above committees designated to serve as members of the Board
shall be selected by majority vote of the entire committee membership on an annual
basis. There shall be no limit on the number of terms a committee member may serve on
the board. Each of these committees shall select by majority vote, an alternate who shall
be authorized to act in the absence of the member of the board. Committee members
elected to serve as Board members and alternates shall serve a term of one year and until
a successor is duly elected. If an individual elected to serve as a Board member or
alternate ceases to be a member of the committee by resignation or action of the
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appointing authority or any other cause, the committee shall meet within sixty (60) days
of notification of change and select, by majority vote, a replacement.
Suhd. 10. User Committee Board Advisors. In addition to the positions defined herein
the Board may authorize the South Central Minnesota Regional Radio System User
Committee to appoint not more than two additional representatives to advise the Board.
Not more than one shall be a representative of a law enforcement agency and not more
than one shall be a representative of a fire service or EMS agency. Any representative so
appointed shall have the right to participate in discussion or debate and advise the Board
on matters relative to pending issues but shall not be empowered to initiate any issue or
matter or have a vote on any issue or matter before the Board.
Suhd. 11. Modifica i n to Board Comn i i n Modification of the composition of the
Board subsequent to its initial creation shall only be through the process established for
the amendment of this Agreement
Section 3. Officers. Meetings. Ouorum. Rules. Notices. and Onen
Meeting
Suhd. 1. Officers of the Board. The officers of the Board shall be a Chairperson and a
Vice - Chairperson and such other positions as the board shall create. All officers shall be
board members except as otherwise provided herein.
The Board shall select a Chairperson and Vice - Chairperson at its first meeting. The
Board shall appoint a recording secretary and make provision for the proper compilation
and promulgation of meeting minutes, notices and communications in compliance with
statute. The Board shall select such other officers as it deems appropriate. All officers so
selected shall serve until the next regular annual meeting.
The Board shall select a Chairperson, Vice - Chairperson, recording secretary and other
officers at the annual meeting.
The recording secretary is not required to be a member of the Board. If the Board selects
a non -Board member as recording secretary that person will not be a voting member of
the Board but will serve solely as a recording secretary without right of participation in
decisions or actions or matters before the Board.
Suhd. 2. Meeting, The initial meeting of the Board shall be at a time and place
designated by agreement of the parties following approval of the Agreement by a
majority of the initial governing bodies.
The Board shall meet at least annually, not later than June 1 of each year to review the
operation, management, control and administration of r-adia and eoxnmunisations systems
in its charge and approve the budget for the following calendar year.
The Board shall establish a schedule of meeting dates appropriate to the workload. The
Board shall provide a process for special meetings to be convened at the call of the
Chairperson of the Board or in writing by a majority of Board members.
The Board shall designate a location for all meetings of the Board.
Subd. 4. Ouorum and AU„nroval of Action. A quorum for the transaction of business of
the Board shall be a majority of the members (or designated alternate in the absence of
the member) of the Board. Any motion or resolution of the Board must be approved by a
majority of those members (or designated alternate in the absence of the member) in
attendance at the meeting unless a greater number is required by law or other rules or
policies adopted by the Board.
Subd. 5. Rules of Order. The conduct of all meetings shall be governed by rules,
policies and /or procedures adopted by the Board.
Subd. 6. Notices• Public notice of all meetings of the Board shall be provided in the
manner required by Minnesota Statutes.
Subd. 7. Onen MeetiuZs, All meetings of the Board shall be subject to the Open
Meeting Law and shall be open to the public as required by law.
M
ARTICLE III - COMMITTEES
Section 1. Regional Advilsory Committee._ The administration of each party to
this Agreement shall appoint one staff person with specialized technical, operational or
administrative skills and responsibilities to represent that agency on the Regional
Advisory Committee. The initial membership shall be the existing Regional Advisory
Committee formed to develop a regional plan and recommend the creation of a Regional
Radie Board. The members of the Regional Advisory Committee will serve until
replaced by the appointing authority. The Regional Advisory Committee shall establish
by -laws and procedures for its operation. The Regional Advisory Committee shall
designate, by majority vote, a member to serve as a voting member of the Board and an
alternate. Such selection shall be on an annual basis. The Regional Advisory Committee
shall be required to:
IJ To review all recommendations to the Board from all other committees regarding
policies and procedures prior to Board action.
IJ To provide technical recommendations to the Board on matters affecting
technology and system planning and development.
Ll To develop and recommend administrative procedures for the Board.
IJ To recommend an annual budget for the South Central Minnesota Regional
Board.
Ll Such other duties as may be defined by the Board.
Section 2. Regional Radio Svst I1ser Committee. The administration of
each party to this Agreement shall appoint at least one (1) and not more than five (5)
representatives to the Regional User Committee. These representatives
should be members of law enforcement, fire service, EMS providers, emergency services
staff and other groups or disciplines providing a representative committee of the users of
the -awe public safety emergency communications systems. The parties to this
Agreement are strongly urged to cooperate to ensure a balanced committee with ample
representation of the entire user community. The members of the Regional Radio System
User Committee will serve until replaced by the appointing authority. The Regional Radio
Systei* User Committee shall establish by -laws and procedures for its operation. The
Regional Radie Systeffi User Committee shall designate, by majority vote, a member to
serve as a voting member of the Board and an alternate. Such selection shall be on an
annual basis. The Regional Radio System User Committee shall have the following
responsibilities:
IJ To recommend to the Regional Advisory Committee such policies and procedures
as may be required or necessary for consistent, reliable quality radio interoperability
throughout the region.
IJ To recommend to the Regional Advisory Committee such policies and procedures
as may be required or necessary for integration of local and regional sub - systems
into the ARMER system.
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Li At the direction of the Board and with the cooperation of the Regional Advisory
Committee recommend the establishment of minimum training standards for system
users, including refresher training.
IJ At the direction of the Board and with the cooperation of the Regional Advisory
Committee recommend the establishment of minimum requirements for training
service providers including employees of agencies trained to provide training
services.
IJ At the direction of the Board and with the cooperation of the Regional Advisory
Committee recommend the establishment of minimum equipment specifications for
mobile and portable devices authorized for use on regional and local sub - systems.
Li At the direction of the Board select not more than two representatives to serve as
advisors to the Board regarding issues of concern to the user community. Not more
than one shall be a representative of a law enforcement agency and not more than
one shall be a representative of a fire service or EMS agency. Any representative so
appointed shall have the right to participate in discussion or debate and advise the
Board on matters relative to pending issues but shall not be empowered to initiate
any issue or matter or have a vote on any issue or matter before the Board.
Ll Such other duties and responsibilities as are assigned by the Board.
Section 3. Owners and Operators Committee. The administration of each
party to this Agreement that also owns and operates a local sub - system shall appoint a
representative experienced in the management and operation of the local sub - system to
serve on the Owners and Operators Committee. The members of the Owners and
Operators Committee will serve until replaced by the appointing authority. The Owners
and Operators Committee shall establish by -laws and procedures for its operation. The
Owners and Operators Committee shall designate, by majority vote, a member to serve as
a voting member of the Board and an alternate. Such selection shall be on an annual
basis.
Section 4. Other Committees. The Board shall create such other committees and
advisory bodies as it deems appropriate to its purpose. The Board should endeavor to
appoint an existing Board member to chair each committee or advisory body whenever
compatible with the purpose of the committee or advisory body. If the Board does not
appoint an existing Board member to chair the committee or advisory body so created the
chair of the newly created committee or advisory body shall not be a member of the
board by virtue of appointment to the committee or advisory body. Membership on
committees or advisory bodies is not limited to existing Board members. The Board shall
have sole discretion in the appointment or process of appointment for committees or
advisory bodies so created.
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ARTICLE IV - ADMINISTRATION
Section 1. Administrative Services. The Board shall establish policies and
procedures for the administration of the affairs of the Board.
Blue Earth County shall provide all necessary administrative services for the full
functioning of this Agreement. The services shall be provided under the direction and
control of the Board. These services shall include, but are not limited to, financial, legal,
human resources, and general administration. The Board shall provide a policy for the
reimbursement of all administrative costs incurred by Blue Earth County to be distributed
among the parties to this Agreement in a fair and equitable manner reflective of the
extent of participation and use of services.
Section 2. Emnlovees. The Board shall have the authority to hire and retain such
employees as are deemed necessary by the Board. Such authority is limited by the budget
approval process herein provided.
Section 3. Emnlovees of Parties to the Agreement. Employees of the Parties
to this Agreement shall not be considered employees of the Board for any purpose
including, but not limited to, salaries, wages or other compensation or fringe benefits;
worker's compensation; unemployment compensation or reemployment insurance;
retirement benefits; social security; liability insurance; maintenance of personnel records
and termination of employment.
Section 4. Joint Purchasing The Parties to this Agreement may purchase or sell
equipment, materials, supplies and fixtures under a joint arrangement or bidding process,
or any other such arrangement the Board deems appropriate and consistent with
Minnesota statutes.
Section 5. Inventorv. The Board shall maintain in its records an inventory of all
real and personal property.
Section 6. Contracts and Bidding. Contracts shall be let and leases, purchases,
rental and sales of equipment and supplies, professional or other services for regional and
sub - regional to the b,,,.' bone goods and services shall
be made by the Board in accordance with the legal requirements applicable to the Parties
to this Agreement.
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ARTICLE V - FINANCES
Section 1. Budd The Board shall adopt a budget annually, using the calendar year
as the fiscal year. The budget shall provide for the following three categories:
Suhd. 1. Administr&tive Exnenses• The Administrative Expense category shall account
for all expenses associated with the administration of the Board.
Suhd. 2. nnerational Exnenses• The Operational Expense category shall account for all
expenses associated with the continued maintenance and operation of enhancements to
the basic communication and interoperability infrastructure. Where operational expenses
can be attributed to a single political subdivision or entity or to a sub - region of the region,
those operational expenses shall be accounted for separately.
Suhd. 3. Canital Ex en nses• The Capital Expense category shall account for all expenses
associated with the initial acquisition of equipment related to providing enhancements to
the basic communication or interoperability infrastructure. Where capital expenses are
related to a single political subdivision or entity or to a sub - region of the region, those
capital expenses shall be accounted for separately.
Section 2. Budget Process. The Board shall adopt a proposed budget on or before
June 30th of each year for the following calendar year. In developing and adopting its
annual budget the following rules shall be applied:
Suhd.l. Individual Cost,5,
IJ Capital costs for local enhancements which only benefit one political subdivision
or entity must be approved by that political subdivision or entity before inclusion
in the budget.
IJ Operational costs associated with local enhancements which only benefit one
political subdivision or entity, are the responsibility of that political subdivision or
entity.
Suhd. 2. Suh- Reuional CostL
IJ Capital costs for local enhancements benefiting more than one political
subdivision or entity should be allocated in a fair and equitable manner to the sub-
region which will benefit from the enhancement. All political subdivisions
proposed for participation in sub - regional enhancement costs must approve the
capital expense before it can be included in the budget.
IJ Operational costs associated with sub - regional enhancements are the
responsibility of users within that sub - region and should be allocated in a fair and
equitable manner reflective of the extent of participation and use of services by
that sub - region.
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Subd 3 Revional Costs,
IJ Capital costs for enhancements that benefit the region should be allocated in a
fair and equitable manner to all users within the region. The costs must be
approved separately by the Board before inclusion in the budget.
IJ Operational costs associated with regional enhancements are the responsibility
of all users within the region and should be allocated in a fair and equitable
manner reflective of the extent of participation and use of services.
Subd. 4. AdministZ&tive Cost,5, The parties to this Agreement shall contribute each year
to a General Fund. The manner of the distribution of the administrative costs between the
parties shall be determined by the Board to provide a fair and equitable distribution
reflective of the extent of participation and use of services. The General Fund shall be
used for general administrative purposes including, but not limited to: Board expenses,
staff expenses, equipment, purchase of professional or other services, purchase of
supplies, insurance and bonds.
Section 3. Budget Adontion Process and Obiection to Budget /Financial
Contribution.
Subd. 1. Budget Ado to ion. On or before June 1st of each year, the Board shall, by
approval of a majority of all members of the Board, adopt a proposed budget for the
following year. The budget shall include the total amount projected for administrative
expenses, operational expenses and capital expenses. The Board shall certify the budget
on or before June 1 st to the governing bodies of the Parties to this Agreement, together
with a statement of the proportion of the budget to be contributed by each party. By July
1st of each year the Parties to this Agreement shall approve or object to the proposed
budget and the parties' financial contribution and give notice of its action to the Board.
The budget shall be deemed approved in the absence of action by August 1st. Final action
adopting a budget for the following calendar year shall be taken by the Board on or
before August 15th of each year.
Subd. 2. nbiection to Budget/Finanri,pl Contribu i n Any Party to this Agreement
objecting to their financial contribution may request to meet with the Board and attempt
to resolve any differences. If this effort is unsuccessful any party which has objected to
its financial contribution may withdraw from this Agreement as provided herein.
Subd. 3. Pavment of Contribution, Each party to this Agreement shall be invoiced for
required contributions in a manner determined by the Board and within the budget year of
the required contribution. The contribution of each party to this Agreement shall be paid
not later than 30 days following receipt of invoice.
Section 4. Expenditure of Funds. All funds shall be expended in a manner
determined by the Board, but the method of disbursement shall agree, as far as
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practicable, with the method provided by law for disbursement of funds by the Parties to
this Agreement.
Section 5. Per Diems and Expenses. Unless otherwise decided by the Board, all
expenses and per diems for attendance at Board and Committee meetings shall be the
responsibility of member political subdivisions, not the Board.
Section 6. Annual Audit. An annual audit of the finances of the Board shall be
conducted. The results of the audit shall be provided to members no later than February
15.
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ARTICLE VI - NOTICES. BREACH. WITHDRAWAL. AND
TERMINATION
Section 1. Notices. All notices required or permitted to be given by any party to this
Agreement shall be in writing and shall be sent by first class mail to the administrative
offices of the other parties. A notice shall be timely if postmarked on the day it is due. In
the case of a notice requiring action by the governing body of a party to the Agreement,
the response shall include a certified copy of the resolution, motion or minutes of the
governing body.
Section 2. Breach of Agreement. If any party breaches this Agreement and is
given written notice of the breach and the nature thereof, the breaching party shall have
thirty (30) days in which to cure the breach. Additional costs incurred by the parties to
this Agreement resulting from the breach shall be the responsibility of the breaching
party.
Section 3. Withdrawal from Agreement. Any party may withdraw from this
Agreement by resolution adopted by a majority vote of the full membership of its
governing body and by formal written notice to all the parties to this Agreement and the
Board. The notice shall include a certified copy of the adopted withdrawal resolution. A
withdrawal shall only be permitted as specified in this section.
Suhd. 1. Withdrawal Limitations, No withdrawal shall be permitted until the
withdrawing party has made provision for the full repayment of any obligations issued to
finance or refund the financing of any portion of the system for which the withdrawing
party has responsibility and previously approved as provided in Article 5, Section 2,
subdivision 2 of this Agreement.
Suhd. 2. Withdrawal No ifi tion Period. After the December 31st following
repayment in full of any obligations issued to finance or refund the financing of any
approved portion of the system, withdrawal shall only be permitted if the notice required
pursuant to this section is given at least one year in advance of the withdrawal, but no
later than December 31st of the year prior to the intended withdrawal, i.e. notice by
December 31, 2019 for withdrawal on December 31, 2020. The withdrawal shall not
affect the continuing liability of the withdrawing party for continuing obligations
incurred that had the approval of the party prior to the notice of withdrawal, including
lease - purchase or installment purchase obligations. To the extent permitted by law, the
withdrawing party shall also be obligated for continuing obligations of the Board directly
related to the services or activities of the Board which are caused by the withdrawal.
Suhd. 3. Distrilation of Pron.Lrty on Withdrawal. A withdrawing party shall not be
eligible for the distribution of any property or assets at the time of withdrawal except as
otherwise specifically provided in this Agreement.
-16-
Section 4. Termination. This Agreement may be terminated by the adoption of
resolutions approving such termination by 75% of the counties and cities party to this
Agreement. To the extent permitted by law the termination shall not affect the continuing
liability of the parties to the Agreement for indebtedness incurred prior to the termination,
or for other continuing obligations.
Section 5. Distribution of Property and Termination. All property, assets
and funds of the Board shall be distributed to the parties to this Agreement upon
termination in direct proportion to their participation and contribution. Sub - system
resources owned and operated directly by the Board serving more than a single city or
county party to this Agreement shall be distributed in a manner most likely to provide for
the continued operation and maintenance of the resource. The Board shall encourage and
foster the joint operation of resources intended to provide sub - system services for
multiple agencies upon its termination.
Upon the termination of the Board as herein provided any city or county that has
withdrawn from this Agreement prior to termination shall share in the distribution of
property, assets and funds of the Board only to the extent they shared in the original
expense.
-17-
ARTICLE VII - AMENDMENTS TO THE AGREEMENT
Section 1. Proposal and Notification.
Subd. 1. Pronosal. Amendments to this Agreement may be proposed by any party to the
Agreement.
Subd. 2. Notification. Notice of the proposed amendments shall be sent by the initiating
party or parties to the Board and all parties to the Agreement.
Section 2. Annroval and Adoption.
Subd. 1. Annroval• Amendments to this Agreement shall be reviewed by the Board and
then submitted with comment and recommendation for consideration by the governing
body of each party to the Agreement. Adoption of an amendment to this Agreement must
be approved by resolution of each governing body party to this Agreement before it shall
become effective.
Subd. 2. Signatures Reouiredt An amendment shall require the proper signatures of
each party to this Agreement and shall become an addendum to this Agreement.
ARTICLE VIII - DURATION. INTERPRETATION. AND SAVINGS
CLAUSE
Section 1. Duration. This Agreement shall be perpetual in duration unless
terminated pursuant to the provisions hereto, or as a consequence of any state law
terminating the Agreement.
Section 2. Interpretation. The captions of the provisions of this Agreement are for
convenience only and shall not be considered or referred to concerning questions of
interpretation or construction.
Section 3. Savings Clause. Should any provision of this Agreement be found
unlawful, the other provisions of this Agreement shall remain in full force and effect if by
doing so the purposes of this Agreement, taken as a whole, can be made operative.
Should any such provision or article be found unlawful, representatives of the parties to
this Agreement shall meet for the purpose of arriving at an Agreement on a lawful
provision to replace the unlawful provision or article. The newly agreed upon provision
or amendment must be approved by the governing body of the Parties to this Agreement
by resolutions adopted in the manner specified for the adoption of amendments.
-19-
ARTICLE IX — INDEMNIFICATION AND LIABILITY
Section 1. Mutual Indemnification and Hold Harmless.
This section shall survive termination of this Agreement or a party's withdrawal from the
Agreement.
1. Applicability. The South Central Minnesota Regional Radie Emergency
Communications Board shall be considered a separate and distinct public entity to which
the Parties have transferred all responsibility and control for actions taken pursuant to
this Agreement. The South Central Minnesota Regional die Emergency
Communications Board shall comply with all laws and rules that govern a public entity in
the State of Minnesota and shall be entitled to the protections of M.S. 466.
2. Indemnification and Hold Harmless. The South Central Minnesota Regional Radie
Emergency Communications Board shall fully defend, indemnify and hold harmless the
Parties against all claims, losses, liability, suits, judgments, costs and expenses by reason
of the action or inaction of the Board and /or employees and /or the agents of the
South Central Minnesota Regional Radie Emergency Communications Board. This
Agreement to indemnify and hold harmless does not constitute a waiver by any
participant of limitations on liability provided under Minnesota Statutes, Section
466.04.
To the full extent permitted by law, actions by the Parties pursuant to this Agreement are
intended to be and shall be construed as a "cooperative activity" and it is the intent of the
Parties that they shall be deemed a "single governmental unit" for the purpose of liability,
as set forth in Minnesota Statutes, Section 471.59, subd. la(a); provided further that for
purposes of that statute, each Party to this Agreement expressly declines responsibility
for the acts or omissions of the other Party.
The Parties of this Agreement are not liable for the acts or omissions of the other
participants to this Agreement except to the extent to which they have agreed in writing
to be responsible for acts or omissions of the other Parties.
Section 2. Insurance.
The Board may obtain such insurance it deems necessary to indemnify the Board and its
members for actions of the Board and its members arising out of this Agreement.
-20-
ARTICLE X - EXECUTION
All parties need not sign the same copy. Each Party will file the signed Agreement with
Blue Earth County (the administrative agency), indicating each Party hereto has read,
agreed to and executed this Agreement on the date indicated.
In Witness Whereof, the officers indicated below of the Parties to this Agreement have
signed this Agreement by authority of their respective governing bodies.
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-21-
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-22-
Blue Earth County
Dennis McCoy, County Administrator
PO Box 8608
Mankato, MN 56002 -8608
Brown County
Charles Enter, Administrator
14 S. State Street, PO Box 248
New Ulm, MN 56073 -3154
Faribault County
John Thompson, Auditor /Coordinator
415 N. Main St., PO Box 130
Blue Earth, MN 56013
LeSueur County
Ron Germscheid, Auditor
88 S. Park Av.
LeSueur, MN 56057 -1600
Martin County
Steven E. Pierce, County Commissioner
201 Lake Av.
Fairmont, MN 56031 -1852
McLeod County
Pat Melvin, Administrator
830 11th Street East
Glencoe, MN 55336
Nicollet County
Robert Podhradsky, Administrator
501 S. Minnesota Av.
St. Peter, MN 56082 -2543
Sibley County
Lisa Pfarr, Auditor
PO Box 171
Gaylord, MN 55334 -0171
Annendix A
Contacts:
-23 -
Waseca County
Bruce Boyce, Administrator
307 N. State St.
Waseca, MN 56093 -2932
Watonwan County
Donald Kuhlman, Auditor
710 2nd Av. S.
St. James, MN 56081 -1741
City of Hutchinson
Jeremy Carter, Administrator
111 Hassan St. S
Hutchinson, MN 55350
City of Mankato
Pat Hentges, City Manager
10 Civic Center Plaza
Mankato, MN 56001
-24-
Signature Page
Joint Powers Agreement
August 21, 2013 proposed amendments
South Central Minnesota
Regional Communications Board
Citv of Hutchinson
Mayor City Clerk /Administrator
City Attorney Date
-25-
Signature Page
Joint Powers Agreement
August 21, 2013 proposed amendments
South Central Minnesota
Regional Communications Board
Citv of Mankato
Mayor City Clerk /Administrator
City Attorney Date
-26-
Signature Page
Joint Powers Agreement
August 21, 2013 proposed amendments
South Central Minnesota
Regional Communications Board
Blue Earth Countv
Chairperson of County Board Auditor /Administrator
County Attorney Date
-27-
Signature Page
Joint Powers Agreement
August 21, 2013 proposed amendments
South Central Minnesota
Regional Communications Board
Brown County
Chairperson of County Board Auditor /Administrator
County Attorney Date
Signature Page
Joint Powers Agreement
August 21, 2013 proposed amendments
South Central Minnesota
Regional Communications Board
Faribault County
Chairperson of County Board Auditor /Administrator
County Attorney Date
-29-
Signature Page
Joint Powers Agreement
August 21, 2013 proposed amendments
South Central Minnesota
Regional Communications Board
LeSueur Countv
Chairperson of County Board Auditor /Administrator
County Attorney Date
-30-
Signature Page
Joint Powers Agreement
August 21, 2013 proposed amendments
South Central Minnesota
Regional Communications Board
Martin Countv
Chairperson of County Board Auditor /Administrator
County Attorney Date
-31-
Signature Page
Joint Powers Agreement
August 21, 2013 proposed amendments
South Central Minnesota
Regional Communications Board
McLeod Countv
Chairperson of County Board Auditor /Administrator
County Attorney Date
-32-
Signature Page
Joint Powers Agreement
August 21, 2013 proposed amendments
South Central Minnesota
Regional Communications Board
Nicollet Countv
Chairperson of County Board Auditor /Administrator
County Attorney Date
-33 -
Signature Page
Joint Powers Agreement
August 21, 2013 proposed amendments
South Central Minnesota
Regional Communications Board
Siblev Countv
Chairperson of County Board Auditor /Administrator
County Attorney Date
-34-
Signature Page
Joint Powers Agreement
August 21, 2013 proposed amendments
South Central Minnesota
Regional Communications Board
Waseca Countv
Chairperson of County Board Auditor /Administrator
County Attorney Date
-35 -
Signature Page
Joint Powers Agreement
August 21, 2013 proposed amendments
South Central Minnesota
Regional Communications Board
Watonwan Countv
Chairperson of County Board Auditor /Administrator
County Attorney Date
-36-
Resolution Number 14279
A RESOLUTION APPROVING MODIFICATIONS TO THE
JOINT POWERS AGREEMENT FORMING THE
SOUTH CENTRAL MINNESOTA REGIONAL RADIO BOARD
WHEREAS, the City of Hutchinson is a participating member of the South Central Minnesota Regional
Radio Board (hereinafter the "Board "), a Joint Powers Entity formed pursuant to Minnesota Statutes
403.39 and 471.59; and
WHEREAS, a Joint Powers Agreement creating the Board was approved by the thirteen counties and two
cities comprising the Board, including the City of Hutchinson; and
WHEREAS, the Minnesota legislature has amended Minnesota Statute 403.39 by adding a new section
entitled "Regional Emergency Communications Boards" that provides authority for Regional Radio
Boards to assume responsibility for coordinating regional 911 services; and
WHEREAS, compliance with this amendment to Minnesota statute requires modification of the existing
Joint Powers Agreement; and
WHEREAS, the Board recommends modification of the Joint Powers Agreement governing the Board to
provide for regional coordination of 911 services and public safety broadband data services and changes
the name of the Board to "South Central Minnesota Regional Emergency Communications Board ".
NOW THEREFORE, BE IT RESOLVED the Hutchinson City Council approves the modifications to the Joint
Powers Agreement recommended by the Board and attached hereto; and be it further
RESOLVED that the Mayor and Administrator of the City of Hutchinson are hereby authorized to execute
the required addendum to the existing Joint Powers Agreement to implement the authorized
modifications.
READ AND PASSED this day of
By:
Steven W. Cook, Mayor
I hereby certify that Resolution
Council on 2014.
By:
Jeremy J. Carter, City Administrator
, 2014.
By:
Jeremy J. Carter, City Administrator
is true and correct and duly adopted by the Hutchinson City
Date:
HUTCHINSON CITY COUNCIL city -f 0, "J N
Request for Board Action 79 M-W
Agenda Item: Items for 2014 Pavement Management Program Project (L3/P14 -03)
Department: PW /Eng
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Kent Exner
Agenda Item Type:
Presenter: Kent Exner
Reviewed by Staff ❑
Consent Agenda
Time Requested (Minutes): 0
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
City staff requests that the City Council approve the appropriate Resolutions to set a Public Hearing for the above
referenced letting at their June 10th meeting. City staff will be administering a Neighborhood Meeting prior to this
Public Hearing to familiarize adjacent property owners with the proposed project improvements and potential
assessment amounts.
BOARD ACTION REQUESTED:
Approval of Resolutions
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost: $ 736,000.00
Total City Cost: $ 536,000.00 Funding Source: Bonding & Utility Funds
Remaining Cost: $ 200,000.00 Funding Source: Special Assessments
RESOLUTION NO. 14262
RESOLUTION ORDERING PREPARATION OF REPORT ON IMPROVEMENT
LETTING NO. 3 /PROJECT NO. 14 -03
2014 PAVEMENT MANAGEMENT PROGRAM
WHEREAS, it is proposed to improve:
Dale Street SW from Century Avenue SW to CSAH 7, TH 15 Service Rd from Echo Drive
SE to Hutchinson Health Center, Freemont Ave SE from TH15 to East Termini, Lynn Road
SW from Clinton Avenue SW to South Grade Road SW and Michael Court NW and
potentially other roadways by roadway mill /overlay, reclamation or reconstruction by
construction of grading, curb & gutter, draintile, bituminous /concrete pavement, storm
sewer, watermain, sanitary sewer, street lighting, restoration and appurtenances; and
WHEREAS, it is proposed to assess the benefited property for all or a portion of the cost of the improvement,
pursuant to Minnesota Statutes, Chapter 429,
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
THAT, the proposed improvement, called Letting No. 3 /Project No. 14 -03, be referred to the Engineer for
study and that that person is instructed to report to the Council with all convenient speed advising the Council
in a preliminary way as to whether the proposed improvement is necessary, cost - effective, and feasible;
whether it should best be made as proposed or in connection with some other improvement; the estimated
cost of the improvement as recommended; and a description of the methodology used to calculate individual
assessments for affected parcels.
Adopted by the Council this 13th day of May 2014.
Mayor: Steven W. Cook
City Administrator: Jeremy J. Carter
HUTCHINSON PUBLIC WORKS /ENGINEERING DEPARTMENT
Hutchinson City Center /111 Hassan St SE/Hutchinson MN 55350 - 2522/320 - 234- 4209/FAX 320 - 234 -4240
ENGINEERING REPORT & FEASIBILITY STUDY
TO:
Mayor & City Council
FROM:
Kent Exner, DPW /City Engineer
DATE:
May 13, 2014
SUBJECT:
Letting No. 3 /Project No. 14 -03
I have studied the following proposed improvements and find that the proposed project is feasible and recommend it
be constructed:
L3/P14 -03 Dale Street SW from Century Avenue SW to CSAH 7, TH 15 Service Rd from Echo Drive SE to
Hutchinson Health Center, Freemont Ave SE from TH15 to East Termini, Lynn Road SW from Clinton
Avenue SW to South Grade Road SW and Michael Court NW and potentially other roadways by
roadway mill /overlay, reclamation or reconstruction by construction of grading, curb & gutter, draintile,
bituminous /concrete pavement, storm sewer, watermain, sanitary sewer, street lighting, restoration and
appurtenances
ESTIMATED COST
TOTAL
Construction Cost
$600,000
Engineering
$90,000
Administration
$36,000
Engineering Services - Geotechnical
$10,000
ESTIMATED TOTAL
$736,000
ESTIMATED FUNDING
TOTAL
Assessable Costs
$200,000
State Aid
$0
City - Bonding
$506,000
City - Water Funds
$30,000
City - Wastewater Funds
$0
City - Stormwater Funds
$0
ESTIMATED TOTAL
$736,000
RESOLUTION NO. 14263
RESOLUTION RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT
LETTING NO. 3 /PROJECT NO. 14 -03
2014 PAVEMENT MANAGEMENT PROGRAM
WHEREAS, pursuant to a resolution of the Council adopted May 13th, 2014, a report has been
prepared by Kent Exner, Public Works Director /City Engineer with reference to the following proposed
improvements:
Dale Street SW from Century Avenue SW to CSAH 7, TH 15 Service Rd from Echo Drive
SE to Hutchinson Health Center, Freemont Ave SE from TH15 to East Termini, Lynn Road
SW from Clinton Avenue SW to South Grade Road SW and Michael Court NW and
potentially other roadways by roadway mill /overlay, reclamation or reconstruction by
construction of grading, curb & gutter, draintile, bituminous /concrete pavement, storm
sewer, watermain, sanitary sewer, street lighting, restoration and appurtenances; and
said report was received by the Council on May 13th, 2014.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
1. The Council will consider the improvement of such street(s)s in accordance with the report and the
assessment of benefited property for all or a portion of the cost of the improvement pursuant to Minnesota
Statutes, Chapter 429, at an estimated total cost of the improvement of $600,000.00.
2. A public hearing shall be held on such proposed improvements on the 10th day of June, 2014, in
the Council Chambers of the Hutchinson City Center at 6:00 P.M., and the Clerk shall give mailed and
published notice of such hearing and improvements as required by law.
Adopted by the Hutchinson City Council this 13th day of May 2014.
Mayor: Steven W. Cook
City Administrator: Jeremy J. Carter
HUTCHINSON CITY COUNCIL city -f 0' "d N
Request for Board Action 79 M-W
Agenda Item: Approval of Project Change Orders & Supplemental Agreements
Department: PW /Eng
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Kent Exner
Agenda Item Type:
Presenter: Kent Exner
Reviewed by Staff ❑
Consent Agenda
Time Requested (Minutes): 0
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
As construction has proceeded on the below listed projects there has been additional work, project scope revisions,
and /or construction completion date changes. The items specified below have been identified and deemed necessary
to satisfactorily complete the projects per the intent of the original construction contract. The following Change Orders
and /or Supplemental Agreements are proposed as noted:
o Supplemental Agreement No. 3 - Letting No. 1 /Project No. 13 -01 - Jefferson St SE from Washington to Oakland
This Change Order addresses the work delays due to the recent on -site project rainfall events by extending the
Substantial Completion Date for sod only to May 23, 2014. The additional work results in no increase to the current
contract amount and does not affect the Final Completion Date.
BOARD ACTION REQUESTED:
Approval of Supplemental Agreement No. 3
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost: $ 0.00
Total City Cost: $ 0.00 Funding Source:
Remaining Cost: $ 0.00 Funding Source:
Supplemental Agreement Page 1 of 1
STATE AID FOR LOCAL TRANSPORTATION
SUPPLEMENTAL AGREEMENT
City /County of Citv of Hutchinson
Supplemental Agreement No. 3
Wednesday, May 07, 2014
FEDERAL PROJECT NO. (STATE PROJECT NO. LOCAL PROJECT NO. (CONTRACT NO.
SAP 133- 103 -001 L1 P13 -01 L1 P13 -01
CONTRACTOR NAME AND ADDRESS LOCATION OF WORK
R & R Excavating Jefferson St SE from Washington Ave E to Oakland Ave SE
1149 Hwy 22 South TOTAL SUPPLEMENTAL AGREEMENT AMOUNT
Hutchinson, MN 55350 $0.00
This Contract is between the Local Government Entity and Contractor as follows:
WHEREAS: Due to the recent on -site project rainfall events, extension of the Substantial Completion Date, for sod only, will be
changed to May 23, 2014. Failure to substantially complete the work within the time period specified, or as extended in
accordance with this Article, will result in the deduction from the monies due the Contractor, the sum of $1,250.00 for each
calendar day which elapses between the end of the allowable construction period, if and as extended, and the date of certified by
the Engineer.
NOW, THEREFORE, IT IS HEREBY MUTUALLY AGREED AND UNDERSTOOD THAT:
COST BREAKDOWN
There are no items associated with this Supplemental Agreement.
* Funding category is required for federal projects.
Approved By Project Engineer: Kent Exner Approved By Contractor: R & R Excavating
Approved by Hutchinson City Council 05/13/2014.
Signed Signed
Date: 05/13/2014 Phone: (320) 234 -4212 Date: Phone: (320) 587 -5918
Original to Project Engineer; Copy to Contractor
Once contract has been fully executed, forward a copy to DSAE for funding 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:
http //hu- webs /RtAEC/Reports /rpt_Supplemental asp ?changeorderid =49 5/7/2014
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CITY OF HUTCHINSON Check Register - Council Check Register Page: 1
Report Dates: 4/13/2014 - 4/26/2014 Apr 29, 2014 11:01 AM
Report Criteria:
Transmittal checks included
Pay Period
Journal
Check
Check
Date
Code
Issue Date
Number
Payee
Amount
04/26/2014
CDPT
04/29/2014
180633
AFLAC
111.31-
04/26/2014
CDPT
04/29/2014
180634
HART
583.70-
04/26/2014
CDPT
04/29/2014
180635
NCPERS Minnesota
352.00-
04/26/2014
CDPT
04/29/2014
4291401
EFTPS
12,173.85-
04/26/2014
CDPT
04/29/2014
4291401
EFTPS
12,173.85-
04/26/2014
CDPT
04/29/2014
4291401
EFTPS
3,570.74-
04/26/2014
CDPT
04/29/2014
4291401
EFTPS
3,570.74-
04/26/2014
CDPT
04/29/2014
4291401
EFTPS
24,488.73-
04/26/2014
CDPT
04/29/2014
4291402
ICMA
1,310.00-
04/26/2014
CDPT
04/29/2014
4291403
ING
975.00-
04/26/2014
CDPT
04/29/2014
4291404
Minnesota Dept. of Revenue
10,708.33-
04/26/2014
CDPT
04/29/2014
4291405
MN Child Support System
1,410.92-
04/26/2014
CDPT
04/29/2014
4291406
MN Department of Revenue
49.00-
04/26/2014
CDPT
04/29/2014
4291407
MNDCP
250.00-
04/26/2014
CDPT
04/29/2014
4291408
PERA
11,830.28-
04/26/2014
CDPT
04/29/2014
4291408
PERA
11,830.28-
04/26/2014
CDPT
04/29/2014
4291408
PERA
5,411.82-
04/26/2014
CDPT
04/29/2014
4291408
PERA
8,117.74-
04/26/2014
CDPT
04/29/2014
4291408
PERA
36.16-
04/26/2014
CDPT
04/29/2014
4291408
PERA
36.16-
04/26/2014
CDPT
04/29/2014
4291408
PERA
21.02-
04/26/2014
CDPT
04/29/2014
4291408
PERA
1,871.80-
04/26/2014
CDPT
04/29/2014
4291409
TASC -Flex
225.00-
04/26/2014
CDPT
04/29/2014
4291409
TASC -Flex
1,514.55-
04/26/2014
CDPT
04/29/2014
4291410
TASC -HSA
4,334.94-
04/26/2014
CDPT
04/29/2014
4291410
TASC -HSA
3,391.92-
04/26/2014
CDPT
04/29/2014
4291410
TASC -HSA
1,039.44-
04/26/2014
CDPT
04/29/2014
4291410
TASC -HSA
592.24-
04/26/2014
CDPT
04/29/2014
4291410
TASC -HSA
849.22 -
Grand
Totals:
29
122,830.74-
CITY OF HUTCHINSON
Council Check Register 1
Check Issue Dates: 4/23/2014 - 5/13/2014
Check Number Check Issue Date Amount Vendor
180681 5/13/2014 470.10 CROW RIVER GLASS
Account Description
Window Repairs
HUTCHINSON CITY COUNCIL city -f 0' "J N
Request for Board Action 79 M-W
Agenda Item: Ordinance No. 14 -0726 - Franchise Agreement with Chamber of Commerce /CVB
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Jeremy Carter
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff ❑
Public Hearing
Time Requested (Minutes): 5
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
Several years ago, the City of Hutchinson granted a franchise to the Hutchinson Chamber of Commerce /Convention
& Visitors Bureau to place event specific banners in Library Square. These banners were allowed to advertise events
including Music in the Park, Dairy Days, and the Arts and Crafts Festival. The franchise agreement has expired and
the Chamber of Commerce has requested to continue to place the event specific banners in Library Square. The
banners would be located in the park fronting Main Street. The terms of the franchise are very similar to the original
franchise agreement entered into, with a term of six years and a waiver of a franchise fee.
BOARD ACTION REQUESTED:
Waive first reading and set second reading and adoption of Ordinance No. 14 -0726 for May 27, 2014, which would
authorize the placement of event specific banners in Library Square as requested by the Chamber of Commerce.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
Ordinance No. 14 -726
Publication No.
AN ORDINANCE OF THE CITY OF HUTCHINSON, MINNESOTA, GRANTING FRANCHISE TO
HUTCHINSON AREA CHAMBER OF COMMERCE, CVB, TO PERMIT "EVENT SPECIFIC" BANNERS ON CITY
OWNED PARK PROPERTY LOCATED AT 50 HASSAN STREET S.E.
THE CITY OF HUTCHINSON ORDAINS:
Section 1. The City of Hutchinson, in the County of McLeod, State of Minnesota, hereafter referred to as
Grantor, hereby grants to Hutchinson Area Chamber of Commerce, CVB, hereafter referred to as Grantee, a franchise to
place "event specific" banners on City owned park property located in Library Square, 50 Main Street S.E. The franchise
agreement is limited to the following three Chamber sponsored events: Music in the Park, Dairy Days, and Arts and
Crafts Festival.
Section 2. The franchise is granted for a term of 6 year (s) commencing on the date of the acceptance of the
franchise. Grantee shall file a written acceptance of the franchise with the City Administrator of the City of Hutchinson
within ten (10) days after the effective date of this ordinance. The franchise shall become effective only when the
acceptance has been filed and evidence of general comprehensive and liability insurance provided for in this grant of
franchise has been filed and approved. In addition, the yearly filing fee will be waived.
Section 3. Grantor reserves the right to enforce reasonable regulations concerning construction, operation and
maintenance of facilities located along, over and under the public premises before mentioned and the placement of such
facilities. Receiver tubes are permitted. Any changes in type of post must be approved by the City Council.
Section 4. Grantee will ensure that the highest quality of banners shall be used. Banners that fall into a state of
disrepair, in the sole judgment of the Grantor, will be removed by the Grantor. Grantee shall bear the expense of and
reimburse the City for the installation, changing and removal of the banners. Additionally, the Grantor agrees to allow the
Grantee to provide banners for the areas depicted on Exhibit A.
Section 5. Grantee shall not have the right to assign the franchise otherwise transfer it in any manner whatsoever
or sell, lease, license, mortgage, or permit others to use transfer in any manner whatsoever any interest in all or any part of
its facilities that are installed or operated under this grant, except on prior written approval by ordinance of the City
Council of the City of Hutchinson.
Section 6. In the event that Hutchinson Area Chamber of Commerce, CVB, should fail to use the franchise for
one calendar year, this franchise shall be deemed null and void and shall revert to the City of Hutchinson without any
action on the part of the City of Hutchinson whatsoever.
Section 7. The City may at the point of expiration of this franchise or for public purposes request that the
encroachments be removed from the rights of way at the Grantees expense.
Section 8. This ordinance shall take effect from and after passage and publication, subject to the provision above
requiring written acceptance by Hutchinson Area Chamber of Commerce.
Adopted by the City Council, this 27th day of May, 2014.
Mayor
Attest:
City Administrator
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HUTCHINSON CITY COUNCIL city -f 0, "d N
Request for Board Action 79 M-W
Agenda Item: Ordinance No. 14 -0727 - Franchise Agreement with Chamber of Commerce /CVB
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Jeremy Carter
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff ❑
Public Hearing
Time Requested (Minutes): 5
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
Several years ago, the City of Hutchinson granted a franchise to the Hutchinson Chamber of Commerce /Convention
& Visitors Bureau to place "Hutchinson" banners on city -owned lights poles. The banners are on light poles that run
along Main Street from 1st Avenue SE to Century Avenue and a one block portion of Washington Avenue West. The
franchise agreement has expired and the Chamber of Commerce has requested to continue to place the banners on
the city -owned light poles. The terms of the franchise are very similar to the original franchise agreement entered
into, with a term of six years and a waiver of a franchise fee.
BOARD ACTION REQUESTED:
Waive first reading and set second reading and adoption of Ordinance No. 14 -0727 for May 27, 2014, which would
authorize the placement of "Hutchinson" banners on city -owned light poles.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
Ordinance No. 14 -727
Publication No.
AN ORDINANCE OF THE CITY OF HUTCHINSON, MINNESOTA, GRANTING FRANCHISE TO HUTCHINSON
AREA CHAMBER OF COMMERCE, CVB, TO PERMIT BANNERS ON CITY OWNED STREET LIGHT POLES
THE CITY OF HUTCHINSON ORDAINS:
Section 1. The City of Hutchinson, in the County of McLeod, State of Minnesota, hereafter referred to as Grantor,
hereby grants to Hutchinson Area Chamber of Commerce, CVB, hereafter referred to as Grantee, a franchise to place banners
on City owned street light poles along Main Street/Hwy 15 from I't Ave. N.E. to Century Ave. and a one block portion of
Washington Ave. West.
Section 2. The franchise is granted for a term of up to 6 year (s) commencing on the date of the acceptance of the
franchise. Grantee shall file a written acceptance of the franchise with the City Administrator of the City of Hutchinson within
ten (10) days after the effective date of this ordinance. The franchise shall become effective only when the acceptance has been
filed and evidence of general comprehensive and liability insurance provided for in this grant of franchise has been filed and
approved. An annual filing fee is waived.
Section 3. Grantor reserves the right to enforce reasonable regulations concerning construction, operation and
maintenance of facilities located along, over and under the public premises before mentioned and the placement of such
facilities.
Section 4. Grantee shall indemnify and defend Grantor, its boards, commissions, officers, agents and employees, in
any and all other public agencies, and their members, officers, agents and employees, against any and all liabilities for injury to
or death of any person or any damage to any property caused by Grantee, its officers, agents or employees in the construction,
operation or maintenance of its property, or arising out of the exercise of any right or privilege under the franchise.
Section 5. At all times during the term of the franchise, Grantee will, at its own expense, maintain in force general
comprehensive liability insurance, with an insurance company approved by the City of Hutchinson, with limits approved by the
policies being for the protection of Grantor and its officers, agents and employees, against liability for loss or damage for
bodily injury, death or property damage occasioned by the activities of the Grantee under the franchise.
Section 6. Grantee shall not have the right to assign the franchise otherwise transfer it in any manner whatsoever or
sell, lease, license, mortgage, or permit others to use transfer in any manner whatsoever any interest in all or any part of its
facilities that are installed or operated under this grant, except on prior written approval by ordinance of the City Council of the
City of Hutchinson.
Section 7. In the event that Hutchinson Area Chamber of Commerce, CVB, should fail to use the franchise for one
calendar year, this franchise shall be deemed null and void and shall revert to the City of Hutchinson without any action on the
part of the City of Hutchinson whatsoever.
Section 8. The City may at the point of expiration of this franchise or for public purposes request that the
encroachments be removed from the rights of way at the Grantees expense.
Section 9. This ordinance shall take effect from and after passage and publication, subject to the provision above
requiring written acceptance by Hutchinson Area Chamber of Commerce.
Adopted by the City Council, this 27th day of May, 2014.
Mayor
Attest:
City Administrator
HUTCHINSON CITY COUNCIL city -f 0, "J N
Request for Board Action 79 M-W
Agenda Item: Public Hearing for South Grade Road Trail & Parking Lot Improvements Project
Department: PW /Eng
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Kent Exner
Agenda Item Type:
Presenter: Kent Exner
Reviewed by Staff ❑
Public Hearing
Time Requested (Minutes): 15
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
Per Resource Allocation Committee discussions, City staff has initiated the project process to implement the South
Grade Road trail and parking lot improvements. A project notice has been mailed to several City residents within the
neighborhoods immediately adjacent to the South Grade Road area improvements to inform them of the project's
potential implementation and the details regarding this Public Hearing. At this point, City staff has not received any
recent feedback regarding this project. Also, per discussions with other City departments (Parks, Creekside, Streets,
Wastewater), some additional facility parking lot and trail related work (funded through multiple sources) may be
included within this letting to hopefully achieve beneficial bid prices.
Following a brief project overview by City staff and potential public comments, staff will request that the City Council
move forward with the final preparation of project plans /specifications and future advertisement for bids.
BOARD ACTION REQUESTED:
Approval of Resolutions
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost: $ 474,800.00
Total City Cost: $ 474,800.00 Funding Source: Multiple Funding Sources (no assessments)
Remaining Cost: $ 0.00 Funding Source:
RESOLUTION NO. 14275
RESOLUTION ORDERING IMPROVEMENT
AND PREPARATION OF PLANS AND SPECIFICATIONS
LETTING NO. 9 /PROJECT NO. 14 -09
WHEREAS, a resolution of the City Council adopted the 22nd day of April, 2014, fixed a date for a
Council Hearing on the following improvements:
South Grade Road Trail and Parking Lot Surfacing adjacent to South Grade Rd near the
Otter Lake bridge by construction of grading, bituminous /concrete pavement, street lighting,
trail, sidewalk, landscaping, restoration and appurtenances.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
1. Such improvement is necessary, cost - effective, and feasible as detailed in the feasibility report.
2. Such improvement is hereby ordered as proposed in the resolution adopted the 22nd day of April
2014.
3. Such improvement has no relationship to the comprehensive municipal plan.
4. Kent Exner is hereby designated as the engineer for this improvement. The engineer shall prepare
plans and specifications for the making of such improvement.
5. The City Council declares its official intent to reimburse itself for the costs of the improvement from
the proceeds of tax exempt bonds.
Adopted by the Council this 13th day of May 2014.
Mayor: Steven W. Cook
City Administrator: Jeremy J. Carter
RESOLUTION NO. 14276
RESOLUTION APPROVING PLANS AND SPECIFICATIONS
AND ORDERING ADVERTISEMENT FOR BIDS
LETTING NO. 9 /PROJECT NO. 14 -09
WHEREAS, the Director of Engineering /Public Works has prepared plans and specifications forthe following
described improvement:
South Grade Road Trail and Parking Lot Surfacing adjacent to South Grade Rd near the
Otter Lake bridge by construction of grading, bituminous /concrete pavement, street lighting,
trail, sidewalk, landscaping, restoration and appurtenances.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
1. Such plans and specifications, a copy of which is attached hereto and made a part hereof, are hereby
approved.
2. The Director of Engineering /Public Works shall prepare and cause to be inserted in the official newspaper,
the City of Hutchinson Web -Site and in Finance and Commerce, an advertisement for bids upon the making of
such improvements under such approved plans and specifications. The advertisement shall be published for
three weeks, shall specify the work to be done, shall state that bids will be received by the Director of
Engineering /Public Works until 10:30 am on Thursday, June 11th, 2014, at which time they will be publicly
opened in the Council Chambers of the Hutchinson City Center by the City Administrator and Director of
Engineering /Public Works, will then be tabulated, and the responsibility of the bidders will be considered bythe
Council at 6:00 pm on Tuesday, June 24th, 2014 in the Council Chambers of the Hutchinson City Center,
Hutchinson, Minnesota.
Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to
address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the
Director of Engineering /Public Works and accompanied by cash deposit, cashier's check, bid bond or certified
check payable to the City of Hutchinson for 5 percent of the amount of such bid.
Adopted by the Hutchinson City Council this 13th day of May 2014.
Mayor: Steven W Cook
City Administrator: Jeremy J. Carter
HUTCHINSON CITY COUNCIL city -f 0' "J N
Request for Board Action 79 M-W
Agenda Item: Review of Draft TH 15 /Main Street Improvement Project Feasibility Study
Department: PW /Eng
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Kent Exner
Agenda Item Type:
Presenter: Kent Exner
Reviewed by Staff ❑
Communications, Requests
Time Requested (Minutes): 15
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
Following a conceptual review with MnDOT on Thursday, May 8th, City staff would like to provide an update to the
City Council in regards to the concepts and preliminary cost estimations contained within the current draft of TH
15 /Main Street Improvement Project Feasibility Study. Attached are excerpts of this document that will be briefly
reviewed at the meeting. Please note that this information is subject to change per MnDOT's input prior to the
meeting date.
BOARD ACTION REQUESTED:
City Council Feedback
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost: $ 0.00
Total City Cost: $ 0.00 Funding Source:
Remaining Cost: $ 0.00 Funding Source:
March 2014
Feasibility Study
TH 15/Main Street Improvement Project
Prepared for City of Hutchinson, Minnesota
1.0 Introduction
1.1 Authorization
The feasibility study for Trunk Highway 15 JH 15) (Main Street) was authorized by the
Hutchinson City Council to review and identify the future expected improvements related to
the complete reconstruction of streets and public utilities in the project area. This includes
that portion of TH 15/Main Street between approximately 2nd Avenue North (where 2007
TH 15 reconstruction terminated south of the South Fork Crow River bridge) to the 5th
Avenue South intersection that was partially reconstructed in 2012. The purpose of the
feasibility study is to provide a basis for identifying the expected scope and estimated costs to
completely reconstruct the corridor at an as -yet unidentified future period. It is expected that
the City and the Minnesota Department of Transportation {MnDOT) will use this report as a
basis for future discussions and negotiations related to funding and construction
opportunities.
1.2 Background Information
The City of Hutchinson and MnDOT have identified a need to prepare and plan for the future
reconstruction of the pavement and utilities through downtown Hutchinson. The concrete
surface of the highway is over 50 years old, and it is nearing the end of its useful life. It has
been repaired several times, including previous significant rehabilitation efforts. MnDOT and
the City agree that further major repairs to the surface do not appear to be the most feasible
or preferred option. Although the public utilities in the corridor are currently not experiencing
any significant issues or failures, they have some minor issues that should be addressed in
the near -term and they are at a point in their life -cycle where major issues would be expected
to occur more frequently. It has been determined that utility replacement in conjunction with
the replacement of the roadway surface is appropriate and warranted.
Since this project is not currently programmed, it is assumed the proposed improvements
would likely occur at a point in the future when State, City, and/or grant funding becomes
available.
Traffic count and turning movement data was completed and provided by MnDOT District 8,
and the City engaged Braun Intertec to complete a Geotechnical Study and Report, which is
attached.
Due to the extensive nature of study and findings included in the recent Comprehensive
Plan (adopted December 10, 2013), the Hutchinson Area Transportation Plan (February
2013), and the Imagine Hutchinson - Downtown Vision & Action Plan (adopted April 3,
HUTCH 125773
Page 1
2013), we are referencing and/or utilizing the findings in those documents where appropriate
instead of completing a redundant analysis.
2.0 Project Location
The project is proposed to include the complete reconstruction of the street and utilities on
TH 15/Main Street between approximately 2nd Avenue North, where construction terminated
as part of the TH 7/15122 project completed in 2007, and 5th Avenue S (Figure 1). The
roadway south of 5th Avenue South was reconstructed in the late 1980's, and the TH 1515tH
Avenue South intersection was partially reconstructed in 2012 to address safety and retaining
wall issues.
The project area encompasses Downtown Hutchinson, with the majority of the route being of
heavily urbanized character with one and two -story retail, restaurant, and office commercial
properties along a fully- developed route. There are also adjacent developed parks (Girl Scout
Park, Fireman's Park, and historic Library Square). MnDC'T has provided information related
to the location of historic structures and is included in Appendix C.
3.0 Issues
The issues identified include the following:
• Concrete surface is currently over 50 years old and deteriorating. Major rehabilitation
projects have been completed. The surface is near the end of its design life.
• Sanitary sewer piping system is near the end of its design life and in some locations
may be subject to potential failure.
• Water main piping system is nearing the end of its design life, and service to some
properties is from undersized and failing systems in alleys. Potential future service needs
related to installing fire suppression (sprinkier) systems in buildings may also be
considered.
• Storm sewer piping and treatment system should be designed to meet current
standards.
• Traffic Signal operations are currently not synchronized, and the systems are nearing
the end of their design and technological life.
• Street and sidewalk sections were reviewed during the recent Imagine Hutchinson and
Comprehensive Plan process. It has been identified that the typical section should be
modified to promote traffic safety and calming, while also accommodating pedestrian
business traffic.
• Signing and Wayfinding: Revisions to the downtown signing system are proposed to
promote destination wayfinding and access to parking.
• Streetscape: Improvements, including new sidewalk and street lighting, were made in
2005. Protecting that investment could provide an overall cost savings to the project.
4.0 Proposed Improvements
The street and trunk highway surfacing has been reviewed, and it has been confirmed that
the pavement has out lived its design life. In addition, the infrastructure issues noted above
warrant consideration of a comprehensive and coordinated reconstruction project. It is
proposed to utilize MnDOT standards and direction of the City's Transportation Plan, the
Imagine Hutchinson and other documents in the development of the project scope.
HUTCH 125773 Feasibility Study
Page 2 City of Hutchinson, Minnesota
The following general improvements have been identified:
• Reconstruction of the street and storm sewer system.
• Reconstruction of city-owned public utilities including water main and sanitary sewer.
• Utilize a combination of open out replacement and trenchless technologies for
replacement/rehabilitation of sanitary sewer and water service lines as deemed
necessary.
• Increase sidewalk width for improved pedestrian movement in the downtown area.
• Implementation of enhanced pedestrian crossings including use of curb extensions
(bump outs) to increase walkability, and safety.
• Increase the greening of the streetscape in downtown areas. This may consist of a
combination of trees and planter pots, and other landscape alternatives.
• Preserve on-- street parking.
• Enhance city parking lot wayfinding and signage.
• Update and synchronize the traffic signal systems to improve pedestrian and vehicular
traffic flow and safety.
Parcels in the downtown area adjacent to this project vary in size from approximately 22 feet
wide to 85 feet wide. There are an estimated 93 sanitary sewer service lines extending from
the middle of Main Street to the buildings. There are 7 water service lines that extend from
Main Street to the buildings, the balance of the water services (approximately 84) are located
in the alleys.
Due to the extensive nature of the reconstruction and the unknown timing of the potential
improvements, this report generally assumes that all of the main line underground
infrastructure will be completely replaced (sanitary sewer, water main, and storm sewer).
Based on the age of the traffic signals it is also assumed that they will be replaced.
Two options were reviewed in determining replacement of the sidewalk, lighting system,
water service lines, and sewer service lines. The base project approach would be to
reconstruct all sidewalk (from building front to building front) and replace the sanitary sewer
service lines up to the building foundations. New water service lines would also be extended
to the building foundations. Nearly all of these water service lines would need to be cored into
the building foundation since a vast majority of the properties are currently served by water
service lines in the alley. In this base approach, the light pole bases and lighting system
wiring would also need to be replaced as part of the project.
The alternate project approach would be to only remove the color stamped section of walk
immediately behind the curb along with the pedestrian ramps. The remaining portion of walk
adjacent to the building would remain in place. The sewer and water service lines would be
replaced to a point near the curb line to avoid replacement of sidewalk panels. The lighting
system bases would only be relocated on the west side of the street to accommodate a wider
sidewalk section.
Each proposed improvement area is described below in more detail, References noted in the
description are from the Imagine Hutchinson document (IH), the Comprehensive Plan (CP),
or the Transportation Plan update JP). The page number or section of the reference is
included when appropriate.
Feasibility Study HUTCH 125773
City of Hutchinson, Minnesota Page 3
4.1 Street
The existing street surfacing is concrete pavement with a face -to -face width of approximately
60 feet. Pavement markings generally include a 14 -foot wide shared center left -turn lane, 2
(two) 15 -foot driving lanes and 8 -foot wide parallel parking lane delineations. Concrete
sidewalks border each side of the street and are approximately 10.5 feet in width (see
Figure 2). The concrete walks are extended to the right -of -way, which is in most locations
bordered by existing building fronts. The roadway was originally constructed as a 6 -lane
design (2 driving lanes in each direction and 2 parking lanes), and was modified in the early
1990s to the 5 -lane design in order to address safety and traffic flow issues. The modification
has resulted in a significant reduction in crashes and improved traffic flow.
The City and MnDOT have reviewed reconstruction concepts as part of the City's
Transportation Plan (TP, Section 4.6). Based on that analysis and discussion, a Future
Typical Section was developed (see Figure 2). This concept includes a 13 -foot center -turn
lane and 11 -foot driving lanes in combination with 10 -foot parkinglright-turn lanes on each
side of the roadway. This section provides the desired level of traffic calming, while also
preserving the trunk highway transportation function and meeting the MnDOT level of service
(LOS) criteria (see Appendix B). It would provide for a roadway that is functional and also
provide for safe, accessible downtown on- street parking. This proposed street cross section
would result in reducing the total curb to curb width from 60 feet to 55 feet and provide for an
extra 5 feet of total sidewalk width.
The report reviewed two options for utilizing the extra 5 feet of sidewalk width. The base
option would be to center the street and add 2.5 feet of sidewalk width to each side of the
street. For this option the sidewalk would be wider than the existing walk width but would not
be able to accommodate both business customer activities and the required width for the
Pedestrian Access Route (PAR). See Figure 5.
An alternate option would be to develop an offset centerline for the roadway. This option
would add the 5 feet of additional walk width on the west side of Main Street. This would
result in a total sidewalk width of 15.5 feet on the west side and 10.5 feet on the east side.
The east curb line would stay in its current location and the sidewalk along the east side of
Main Street would be same as its existing width of 10.5 feet. See Figure 2. In this scenario
the light poles on the west side of the street would also be moved 5 feet east so that the
Pedestrian Access Route (PAR) could be maintained. The advantage of this option would be
to provide a sidewalk area wide enough to potentially accommodate increased pedestrian
traffic and business customer activities along the west side of Main Street. The transition area
for offsetting the street centerline would be from 4th Avenue South to 3rd Avenue South on
the south end, and from 1 st avenue North to 2nd Avenue North on the north end. See Figure
4.
The proposed street geometry includes bump -outs where feasible to enhance pedestrian
safety and provide space for aesthetic enhancements and other streetscape improvements.
Truck turning movements have been reviewed (see Appendix B) for compatibility with the
proposed configuration. As indicated, some turning movements are proposed for WB-40
sized vehicles, while other intersections (including state aid routes) can accommodate larger
vehicles. Further review of turning movements and related design considerations are
expected and proposed during pre - design. See Section 4.5 for more detail on sidewalk and
streetscape alternatives.
It is proposed to construct the street with concrete surfacing in this corridor. A life cycle
analysis will likely be required, but the project is below the threshold where a Formal
HUTCH 125773 Feasibility Study
Page 4 City of Hutchinson, Minnesota
Pavement Type Determination is required. A preliminary pavement section was identified for
the purpose of developing order of magnitude cost estimates. The pavement section includes
8.5 inches of non reinforced concrete, 6 inches of aggregate base, and 18 inches of select
granular borrow.
4.2 Water Main
Although there have been few issues with the water main on this stretch of TH 151Main
Street, the water main is nearing the end of its design life, and the newer water main directly
to the south of the proposed project area has been lined due to frequent failures. In addition,
some properties in the downtown area are served by small and undersized services from
undersized water main in the alley that have experienced some failures.
Currently, there are 7 water service lines that extend from Main Street to the building fronts,
the balance of the water services (approximately 84) are located in the alleys. These 7
service lines would be partially replaced as part of the project.
As previously outlined, the base option would be to construct new water service lines on Main
Street and extended these service lines to each building on Main Street. Nearly all of these
water service lines would need to be cored into the building foundation since a vast majority
of the properties are currently served by water service lines in the alley. Extending the service
lines to the building front will result in exposing old foundation walls and may create issues in
maintaining the integrity of these foundations. In this base approach, all of the sidewalk, the
light pole bases and lighting system wiring would also need to be replaced as part of the
project adding considerable cost.
It is recommended that the City survey property owners adjacent to the project to help identify
issues, concerns, or problems with their existing water service lines. The survey will help
identify property owners that would like to upgrade their existing service because of age,
deficient size, need for a fire suppression (sprinkler) system, or other issues. These property
owners could then be given the option to install a new service line from Main Street into the
front of their building. This would avoid the need for the property owner to excavate in the
alley to upgrade their service line.
Conversely, the properties that elect not to have a new water service installed would assume
some risk that their existing service may have maintenance or replacement needs in the near
future, or the structure use may require additional water capacity at some point. However,
future project representatives should examine the existing water service configurations that
will remain in place to determine that potential maintenance /upgrades can possibly be
achieved and, if necessary, install a new service stub and defer costs until connection.
Water distribution modeling indicates that water main trunk sizing is adequate and
appropriate, and no increase in size is proposed. PVC water main and copper water service
lines are proposed to be utilized. Hydrants will also be replaced as a part of the improvement
project.
There has been discussion in the past about the opportunity and potential to provide
adequate water service capacity that would support fire suppression systems (sprinklers) at
downtown businesses. Based on the cost, complexity, and controversy at the time, the City
did not proceed with this option. Including this fire suppression system topic as a part of the
survey sent out to property owners, as previously mentioned, could be a starting point for
determining the demand or need for these type of improvements. It is expected that
consideration of providing this service as part of this improvement will be a part of
Feasibility Study HUTCH 125773
City of Hutchinson, Minnesota Page 5
discussions prior to final design. Due to the unknown level of the likelihood for providing
increased water service capacity to feed fire suppression systems, these costs have not been
included in this report.
4.3 Sanitary Sewer
There have been few issues with the existing clay main line sanitary sewer on this stretch of
TH 15/Main Street, given the age of the line, it is nearing the end of its design life. The main
line is proposed to be replaced with new polyvinyl chloride (PVC) pipe. No upsizing of the
current sanitary sewer trunk lines are proposed, although some properties may be served
with larger services.
The sanitary sewer service lines would also be replaced to a point near the curb line. At that
point, the new PVC service lines would be connected to the existing lines. The connections
would be made near the curb line if the option to preserve the existing sidewalk was pursued.
The segment from the new connection to the building front could be addressed by lining the
service pipe using trenchless technology. The cost estimate in this report that was developed
for this option includes only the cost to replace the service line to a point near the curb line.
The cost to upgrade the remainder of the service line using trenchless technologies is
estimated at $3,000 per service line.
If the base construction plan of removing and replacing all sidewalk and the existing lighting
system was pursued, the service lines could be extended to the building front. Extending the
service lines to the building front will result in exposing old foundation walls and may create
issues in maintaining the integrity of these foundations. This approach would need to be
reviewed in detail during final design of the project.
It is recommended that the City survey property owners adjacent to the project to help identity
Issues, concerns, or problems with their existing sanitary service lines_ The survey will help
identify property owners that would like to upgrade their existing service because of age,
deficient size, history of blockages, or other issues. Those service lines that are identified in
the survey that need to be improved beyond the curb line to the building front or cannot be
addressed by trenchless repairs can be further evaluated during the final design of the
project.
4.4 Storm Sewer
The existing storm sewer system drains a majority of the downtown area and has had few, if
any, areas of concerns during major precipitation events. The storm sewer system is
proposed to be reconstructed based on MnDOT guidance and will be designed to meet the
new rain intensity standards for the Hutchinson area. In general, this means that pipe sizing
is expected to increase one or two pipe sizes. The general location of the outlets and pipe is
expected to remain similar to the existing layout. Supporting information regarding the
scoping modeling that was completed as part of this report is included in Appendix D.
Due to the severe space and logistical constraints of the project area (the adjacent
public /park properties have land -use restrictions), it is anticipated that alternatives for
significant stormwater treatment will be limited. Utilizing a strip of pervious concrete sidewalk
may provide some level of rate control, increase infiltration and provide potential access to
water for landscaping /trees. However, salt, sand and other debris levels in the downtown
area create concerns about the long -terra viability of this type of system. Since the
stormwater treatment design requirements that will be in -place at the time of this project's
design and construction are unknown, and that treatment technologies will continue to be
developed and improved, a preliminary estimate for stormwater treatment has been included
HUTCH 125773 Feasibility Study
Page 6 City of Hutchinson, Minnesota
within the budget. Actual alternatives and costs will need to be reviewed when the project
proceeds.
4.5 Sidewalk and Streetscape
Downtown sidewalk and streetscape improvements are discussed extensively within the
plans noted below, and are key elements of any downtown reconstruction efforts. Some of
the comments include:
• "Hutchinson should work to improve pedestrian crossings at key intersections downtown
with innovative crossing solutions. Street crossing improvements such as bump -outs,
countdown crossing signals and pavement markings should be implemented where
appropriate to improve pedestrian safety and comfort. The improved crossings should
also embrace increased greening of the streetscape, including more street trees as
measures to reduce the urban heat island effect and provide shade for pedestrians all
leading to an enhanced pedestrian environment downtown." (IH, p.83)
• "A supportive streetscape design concept was developed for this option. The components
of the streetscape design are intended to provide aesthetic appeal to downtown, which
will establish a greater sense of identity and to provide functional benefits that will foster
pedestrian activities in the downtown area. The City has already established a framework
of streetscape elements (ornamental lighting fixtures, pole banners, etc.) with the
previous downtown sidewalk and landscape improvements, major improvements to the
Highway 7, 15 and 22 corridors, and recent projects along Adams Street and Washington
Avenue. As previously considered in the Downtown Master Plan, additional streetscape
elements along Highway 15 could include special treatment at crosswalks (colored
concrete pavers or unique striping /markings), planter pots, and hanging baskets,
benches, special concrete finishing /jointing, and continued ornamental lighting. Several of
these elements are shown in the typical section and are included in the architectural
rendering. In ground plantings have been considered, but due to limited soil volume
available (which impacts the longevity and health and trees), reduced business visibility,
road chemicals, surface water drainage, and difficulty of providing economically feasible
growing conditions it is not recommended that the City pursue planting ornamental or
canopy trees in the downtown area.' (TP, p. 55, Streetscape Enhancements).
• The Imagine Hutchinson document recommends consideration of creating character - filled
streetscapes and having a common theme, noting that, "The street is arguably the most
important character element a city has." (IH, p.113)
• Enhanced signing and wayfinding is also discussed, with a focus on creating strong
linkages between downtown parking lots and Main Street, providing wayfinding from Main
Street to community destinations and developing signage as a "brand" for Downtown (IH,
p. 88 - 90). Signage and wayfinding is discussed in more detail in Section 4.8 below.
It is assumed that sidewalk and streetscape enhancements will be discussed in detail in the
pre - design phase of the project. Previous and future community engagement will be utilized
to establish a vision for these improvements. For purposes of this report, we are assuming
that the following improvements will be included.
4.5.1 Sidewalk
4.5.1.1 Sidewalk Replacement
As outlined above, there were two options reviewed for sidewalk replacement. The base
option would be to remove all of the sidewalk from building front to building front. This option
would cost more to construct, would limit accessibiltiy during construction, but would be
Feasibility Study HUTCH 125773
City of Hutchinson, Minnesota Page 7
necessary if all sanitary sewer service lines were replaced to the building fronts and water
services were added to each property from Main Street.
The alternate option includes removing only the color stamped section of walk immediately
behind the curb along with removing and replacing the pedestrian ramps. Advantages of this
option include an overall cost savings on the project and providing some pedestrian access to
businesses during the construction project.
4.5.1.2 Geometry
The report reviewed two options for utilizing the extra 5 feet of sidewalk width.
The base option would be to center the street and add 2.5 feet of sidewalk width to each side
of the street. The base option includes relocating all of the existing light bases to match the
narrower street width. This sidewalk width in this option would be 13 feet_ This width is not
able to accommodate the required Pedestrian Access Route width along with space for
increased pedestrian traffic and business customer activities, expanded options for retail use,
or other amenities.
The alternate option would be to develop an offset centerline for the roadway. The option
would add the 5 feet of additional walk width on the west side of Main Street. This would
result in a total sidewalk width of 15.5 feet on the west side and 10.5 feet on the east side.
The east curb line would stay in its current location and the sidewalk along the east side of
Main Street would be same as its existing width of 10.5 feet. See Figure 2. In this scenario
the light poles on the west side of the street would also be moved 5 feet east. Moving the
poles 5 feet east would place them in the stamped colored concrete portion of the walk, so
they would be located the same standard distance behind the curb.
The advantage of this option would be to provide a sidewalk area wide enough to
accommodate the required Pedestrian Access Route width along with space for increased
pedestrian traffic and business customer activities, expanded options for retail use, or other
amenities.
4.5.1.3 Sidewalk Aesthetics and Crosswalks
Sidewalk delineations using colored concrete along the curb line, similar to the current
Pattern, are proposed. The pattern currently used downtown is the same stamped pattern
that was utilized on the TH 7, 15, and 22 improvements. AAA provisions will limit the areas
that this may be utilized. Based on the City's experience with fully integrant colored concrete
versus post - stained concrete, it is suggested that the colored, stamped concrete be stained
in- place. Experience has shown that this provides a brighter and more consistent color, is
easier to match when making repairs, and also can be easily included in a regular
maintenance schedule as part of the concrete preservation process.
Some earlier planning had proposed consideration of creating elevated crosswalks, similar to
a "speed hump or table ", to prioritize and enhance pedestrian crossings. This is not currently
proposed as part of this project. Colored crosswalks with enhanced striping have been used
on past projects in the City of Hutchinson. It is recommended that during pre design other
options besides the colored concrete also be reviewed for enhancing crosswalks.
HUTCH 125773 Feasibility Study
Page 8 City of Hutchinson, Minnesota
4.5.2 Streetscape
Although there has been some discussion regarding the potential for providing locations for
trees and/or constructing raised planter boxes in order to provide sitting and vegetation
opportunities, they are not proposed in this report, but may be considered as part of the final
design. Areas of consideration:
• In order for tree plantings to be feasible, it is recommended that substantial soil
enhancement occur and watering features be installed. Although this may be feasible in
some locations, budget and space considerations make this enhancement unlikely.
• Although there are substantial open areas in the proposed bump -out areas for raised
planters, almost all locations are within sight corners. This would limit the height of the
planters and the type of vegetation that could be included.
• The City has focused on benches and large planting pots that can be relocated during the
winter for ease of maintenance. This provides more options for placement locations,
while reducing capital expenditures.
• The City may want to consider developing a theme for use in colored sidewalk or other
integral design that would provide aesthetic interest that supports the cultural vision of the
community. This design would likely focus these enhancements in areas with expected
lower pedestrian traffic, outside of higher volume crosswalk areas.
It is understood that the construction costs and future maintenance for these aesthetic
improvements will primarily be the responsibility of the City.
4.6 Lighting
New street lights were constructed along the street in 2005.
As outlined in the street section of the report, the option of constructing a roadway with an
offset centerline will require the light pole bases on the west side of the street at be relocated.
Removing the poles from the existing light bases and reinstalling them on new bases
provides an opportunity to refurbish (sand blast and paint) the poles. To maintain a uniform
appearance, we would recommend that all of the poles (each side of the street) be
refurbished as part of the project.
If the base option of reconstructing all sidewalk and service lines building front to building
front was pursued, reconstruction of the sidewalks would result in the removal of virtually all
underground wiring. In addition, construction of new sanitary sewer and water main services
beyond the curb line up to the building fronts may undermine or require relocation of the
concrete bases of the current lighting system. This would add considerable cost to the overall
project.
As this project continues to develop, another option that could be considered would be to
retrofit new LED lamps on the existing poles. The LED lighting systems would provide
significant operational and maintenance savings. In addition, the ability to program the
lighting to a variety of levels would be beneficial in providing the most efficient and effective
lighting services. The estimated cost for retrofitting the existing lighting system with LED
lamps would be approximately $105,000. This cost has only been included in the base option
attached cost estimate.
4.7 Traffic and Traffic Signals
As noted in Section 4.1 above, a newly proposed Typical Highway Section was developed in
conjunction with MnDOT and the recent Imagine Hutchinson and Comprehensive
Feasibility Study HUTCH 125773
City of Hutchinson, Minnesota Page 9
Transportation Plan efforts. Based on this proposed typical section, as part of this report a
review of traffic signal systems and traffic flow was completed.
4.7.1 Existing Traffic Signal Systems
The intersections of TH 151Main Street with 2nd Avenue South, Washington Avenue, and 1 st
Avenue North operate under control of traffic signals operated and maintained by MnDOT.
The signals operate as semi - actuated systems with vehicle detection on the minor street
approaches and mainline left turn lanes. The existing systems run in an uncoordinated mode
during all hours. Left -turns from TH 15 operate under protective /permissive control; when the
left -turn lane is occupied, a green left turn arrow is provided at the beginning of the green
interval for through traffic on the same approach; when the green arrow expires, left -turns are
still allowed, but must yield to vehicles approaching in the opposite direction.
4.7.2 Operational Alternatives Considered
Coordination of the three traffic signal systems has been evaluated. Left turn control
alternatives have also been considered. Various operational scenarios were analyzed under
existing (2013) traffic volume conditions as well as future (2033) traffic demands. 2033
volumes were estimated to be 20% greater than the existing. Detailed modeling results and
comments are included in Appendix B.
The intent of traffic signal coordination is to synchronize green intervals along TH 15 to
reduce the number of stops experienced for vehicle traversing through multiple signals. In
this case, the coordinated flows would be northbound and southbound through movements
along TH 15. Synchronization is achieved by establishing a common traffic signal cycle
length and timing the beginning of the green interval at each system such that platoons of
vehicles can be served by a sequenced green interval along the corridor. With this type of
operation, traffic waiting on minor street approaches waits for a green indication until a
specified interval within the signal cycle. Typically, the side street delay is increased, in favor
of improved traffic flow along the mainline. The traffic signals can be operated in a
coordinated mode during peak periods of traffic flow along the primary corridor and also be
operated in uncoordinated (or free) mode during off -peak times. This flexibility provides the
opportunity to maximize throughput during the busiest periods and minimize delays for minor
movements when mainline demands are less predominant.
Left turn control at signal systems is a key consideration for traffic flow and safety. Protected
left turn (green arrow) control is the safest condition. Operational alternatives considered
include providing a lead /lag left turn arrow operation. A leading left turn arrow is displayed at
the beginning of the green interval for through traffic on the same approach while a lagging
left turn phases occurs at the end of the green interval for that approach. Low speed corridors
life Main Street are often best managed with combinations of protected left turn movements
(left turns during a green arrow) and permissive movements (left turns yield to oncoming
traffic). Recent studies have concluded that a protected permissive operation is better
understood by drivers, when the permissive turns occur under control of a flashing yellow
arrow, rather than the conventional "left turns must yield on green ball (circular green light
symbol) ". Delays with the flashing yellow arrow (FYA) operation are the same as they would
be for the left turn on green ball condition, but safety is improved because the flashing yellow
arrow tends to better communicate the potential for a vehicular conflict as they complete the
left turn maneuver. Also, the additional benefit of FYA operation is the capability of having
lagging protected- permissive left turns without the danger of the left turn trap (left turn trap
occurs when a car is still in the middle of the intersection waiting to turn when the signal light
changes). This capability can lead to a wider green band for through traffic.
HUTCH 125773 Feasibility Study
Page 10 City of Hutchinson, Minnesota
4.7.3 Recommendations
Traffic signal systems along TH 15/Main Street should be replaced with control systems
capable of operating in a coordinated mode. A traffic signal interconnect system should be
provided. The interconnect system is a hard wired or fiber optic cable /conduit system with
interface equipment in each control cabinet with one controller designated as the system
master. Analysis results show that coordination of the traffic signal systems will provide a
significant reduction in the total number of stops and reduction in overall user delay in 2313
as well as in 2333. It is anticipated that coordination should be implemented for the am and
pm peak periods as a minimum. Mid -day coordination may also be beneficial. Selection of the
specific time periods each day that should operate under coordinated control should be
determined at the time of implementation. Saturday traffic flows have not been analyzed, but
may also benefit from coordination of signal systems.
Left turn signal phasing should be provided on the TH 15 approaches to the intersections. To
provide maximum flexibility of operation, 4- section left turn signal heads will allow protected
left turn control (left turns on green arrow only) in a leading or lagging mode, plus the
opportunity to allow permissive left turns on a gashing yellow arrow. It is anticipated that
protected operation would occur during the am and pm peak periods at a minimum, and
permissive control (flashing yellow arrow) may be incorporated into the peak periods (i.e.
after expiration of the green arrow) but would be predominant in the off -peak hours. Specific
hours of operation for each mode of left turn control should be reassessed at the time of
implementation.
4.8 Signing and Wayfinding
As noted above, the Imagine Hutchinson document proposes developing a strong signage
"brand" for downtown (IH, p. 88 - 90). In addition, the City would like to improve wayfinding
along the corridor as well as within other sections of the community. Specifically, the City and
some local businesses would like to establish a uniform parking lot signage and identification
system for downtown, as well as improved wayfinding to area destinations (such as the
schools, public parks, library, hospital, fairgrounds, farmer's market, etc.). Several examples
are noted in the Imagine Hutchinson document. Examples of wayfinding and parking signs
are noted in Figure 3.
It is understood that the City will need to work closely with MnDOT to meets the goals of the
community while also addressing MnDOT standards and concerns regarding safety and
distractions. The Minnesota Manual on Uniform Traffic Control Devices (MMUTCD) provides
direction on recommended and allowable devices.
4.9 Right -of -Way and Easements
The existing street right -of -way is between 83 and 99 feet in width. No additional permanent
right -of -way is expected to be required. Temporary construction easements, if needed, will be
secured for purposes of constructing the project. No costs for potential right -of -way or
easement acquisition are included in the project cost estimates.
4.10 Assessments
It is expected that special assessments will be levied to the adjoining property owners per the
City's assessment policy at the time of the project.
Feasibility Study HUTCH 925773
City of Hutchinson, Minnesota Page 11
5.0 Estimated Costs
The costs noted herein are estimates only_ The actual cost of the work would be determined
through the public bidding process and a reconciliation of all project related costs. A detailed
cost estimate has been included in Appendix A. This estimate is preliminary and will change
between now and the completion of the project as final quantities and cost splits and the
verification of compliance with MnDOT Cost Participation Policy are fully applied.
5.1 Base Project Approach
The estimated project costs are summarized below for the alternate option. This base option
includes:
• Full roadway reconstruction, including signal systems
• Full sanitary sewer, water main, and storm sewer reconstruction
• Removing all of the sidewalk from building front to building front
• Replacing existing sanitary sewer service lines to the building fronts
• Adding new water service lines to all of the properties
• Relocating all light bases and installing new wiring, refurbishing poles for the lighting
system, and installing LED lamps.
Total Estimated Construction Cost $5,177,855,00
Contingency (10 Percent) $517,785.50
Project Related Costs (21 Percent) $1,087,349.55
Total Estimated Project Cost $6,782,990.05
5.2 Alternate Project Approach
The estimated project costs are summarized below for the alternate option. This alternate
option includes:
• Full roadway reconstruction, including signal systems
• Full sanitary sewer, water main, and storm sewer reconstruction
• Removing only the decorative sidewalk behind the curb
• Replacing existing sanitary sewer and water service lines to a point near the curb line
• Relocating the light bases on the west side of the street to accommodate an offset street
centerline, and refurbishing the existing light poles.
Total Estimated Construction Cost $4,470,151.00
Contingency (10 Percent) $447,015.10
Project Related Costs (21 Percent) $938,731.71
Total Estimated Project Cost $5,855,897.81
The Project Related Costs anticipated, but not limited to, include the following items:
• Project Memorandum
• Public Involvement
• Agency Agreements
• GeotechnicalInvestigations /Analysis
• Engineering (Final Design)
HUTCH 125773 Feasibility Study
Page 12 City of Hutchinson, Minnesota
• Social /Economic/Environ mental Studies
- Use of Section 4(f) lands or properties (downtown parks near bridge and Library
Square)
- Section 106 National Historic Preservation Act, Cultural Services /Archaeological
Review
- Noise Review /Analysis (23 CFR 772)
- SWPPP /NPDES Documentation
- Flood plai n/Floodway Encroachment (includes review of emergency overflow at TH
15 /Main Street and 2nd Avenue N) (See Appendix D)
- Phase 1 Environmental Site Assessment (Phase 2 if warranted)
• Construction Oversight/Administration
• Construction/Materials Testing
• Prevailing Wage /DBE /EEO Administration
• Construction Staking and Surveying
Legal and Financing Expenses
The construction cost estimate will be revised as the project moves forward into the final
design phases. Construction costs, especially over the last year, have proven to be dynamic
in nature as fuel prices and material costs continue to fluctuate, as well as construction
industry competition.
6.0 Proposed Project Financing
The project will be funded in part through assessments to the benefiting properties. A majority
of the costs on the project is expected to be paid for by a combination of other funding
sources including the City's G.O. bonding, utility funds, MnDOT funds, or other sources such
as grant opportunities.
It has been the City's policy to assess properties on county and state routes per the same
policy as local streets. Properties are generally not assessed for the oversizing and/or other
extra costs above and beyond the typical cost to serve residential or commercial
development. Due to MnDOT's Cost Participation Policy, some costs typically paid through
assessments may be covered by state and other funding sources, while other costs on the
project may be higher because of installation of trunk utilities or over -width roadways.
It is assumed based on current policy that residential and commercial properties would be
assessed based on the comparable rates paid for local streets. The City's assessment and
funding policies in place at the time of the improvement are proposed to be followed.
7.0 Construction Details
7.1 Construction Timeline
It is understood that this project is only anticipated, and it does not have funding
programmed. The costs included are based on estimated 2014 construction year costs, and
will need to be adjusted for anticipated inflation.
7.2 Construction Staging and Detour Plans
Construction staging and temporary access measures for the adjacent properties will need to
be a major consideration. Although many Main Street businesses have created rear
entrances over the years, additional work and coordination will be needed to provide
Feasibility Study HUTCH 125773
City of Hutchinson, Minnesota Page 13
adequate customer access during construction of the project. As with past projects, it is
recommended that the City and Mn ❑OT work closely with the Hutchinson Area Chamber of
Commerce, Downtown Association and other resources, to provide information and support
during design and construction of the project.
8.0 Summary and Recommendations
From the results of the feasibility study and preliminary investigations, it can be concluded
that:
• The project is technically feasible as it relates to general engineering principles,
practices, and construction procedures as it has been presented in this report.
• The project is necessary to maintain the state and city infrastructure.
• The project is cost- effective when all related costs are considered, both public and
private.
• The alternative project approach appears to be adequate in addressing current
infrastructure needs, context sensitive, and cost effective.
9.0 Standard of Care
The conclusions and recommendations contained in this report were arrived at in accordance
with generally accepted professional engineering practice at this time and location. Other
than this, no warranty is implied or intended.
to
HUTCH 125773 Feasibility Study
Page 14 City of Hutchinson, Minnesota
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HUTCHINSON CITY COUNCIL city -f 0, "J N
Request for Board Action 79 M-W
Agenda Item: Charter Commission Recommendation - Ordinance No. 14 -720
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Marc Sebora
Agenda Item Type:
Presenter: Marc Sebora
Reviewed by Staff ❑
Communications, Requests
Time Requested (Minutes): 5
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
As you will recall, on February 11, 2014, the City Council adopted Ordinance No. 14 -720 which proposed to amend
the Hutchinson City Charter to increase mayoral terms from two years to four years. As part of that process, the City
Council forwarded the ordinance to the Charter Commission for their review and recommendation of the ordinance.
Following the Charter Commission's recommendation, the Council could consider placing the proposed Charter
amendment on the November election ballot for the voters to decide.
The Hutchinson Charter Commission met on April 28, 2014, to review and discuss Ordinance No. 14 -720. After a
detailed discussion, the Charter Commission voted 4 -2 to reject Ordinance No. 14 -720 proposed by the Hutchinson
City Council.
Attached is the Charter Commission's formal recommendation for the Council's consideration.
BOARD ACTION REQUESTED:
Accept Charter Commission's recommendation to reject Ordinance No. 14 -710 - Mayoral Terms.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
HUTCHINSON CHARTER COMMISSION
May 7, 2014
Hutchinson City Council
111 Hassan St. SE
Hutchinson, MN 55350
Re: Charter Commission Recommendation
Dear City Council:
The Hutchinson Charter Commission met on April 28, 2014, to review and discuss
Ordinance No. 14 -720 — an ordinance adopting revisions to Section 2,04 of Hutchinson
City Charter -- Form of Government. The ordinance adapted by the Hutchinson City
Council proposed to increase the mayoral terms from two years to four years.
After a detailed discussion, the Charter Commission voted 4 -2 to reject Ordinance No.
14 -720 proposed by the Hutchinson City Council.
Therefore, on behalf of the Charter Commission, I ask that you please accept our
recommendation.
Sincerely,
f
Deb Roepke
Charter Commission Chair
HUTCHINSON CITY COUNCIL city -f 0, "d N
Request for Board Action 79 M-W
Agenda Item: Discussion of Food Vendor Ordinance Revisions
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Jeremy Carter
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff ❑
Communications, Requests
Time Requested (Minutes): 15
License Contingency N/A
Attachments: No
BACKGROUND /EXPLANATION OF AGENDA ITEM:
As we have worked through our first year of implementing and issuing licenses for food vendors, a few considerations
have been brought forward to staff in regard to the food vendor ordinance. Items that staff would like to discuss with
the Council are adding a definition of "food stands" to the ordinance to encompass other methods of food delivery.
Another item of discussion is whether or not there are circumstances in which certain food vendors should be exempt
from obtaining a license, such as when they are part of a multi- vendor event or festival. Or, discussion could include
licensing an event/festival organizer to obtain an "event license" on behalf of the vendors that are part of their event.
These are just a few ideas to consider in amending the food vendor ordinance. As these considerations are
discussed at the meeting, a proposed ordinance will be brought forth to the Council at a following meeting.
BOARD ACTION REQUESTED:
Discuss potential amendments to the food vendor ordinance.
Fiscal Impact: $ 0.00 Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
Section
Hutchinson, MN Code of Ordinances
CHAPTER 123: FOOD VENDORS
123.01
Definitions
123.02
License required
123.03
Requirements
123.04
Restrictions
123.99 Penalty
§ 123.41 DEFINITIONS.
For the purposes of this chapter, the following definitions shall apply unless the context
clearly indicates or requires a different meaning.
MOBILE FOOD CART. A non - motorized cart from which prepackaged or ready -to -eat
foods are sold to the public.
MOBILE FOOD VEHICLE. A self - contained vehicle or trailer used to prepare and
serve food or ice cream novelties that is readily movable without disassembling.
(Ord. 13 -0704, passed 3- 26-13)
§ 123.02 LICENSE REQUIRED.
It is unlawful for any person to engage in the business of selling items from a mobile food
cart or food vehicle in the City of Hutchinson without having obtained the proper license therefor
except as stated herein.
(Ord. 13 -0704, passed 3- 26-13) Penalty, see § 123.99
§ 123.03 REQUIREMENTS.
(A) All persons applying for a mobile food cart or food vehicle license shall first have
obtained all proper licenses from the State of Minnesota and submit copies of said licenses to the
City of Hutchinson for review during license application process.
American Legal Publishing Corp. 1
Hutchinson, MN Code of Ordinances
(S) All mobile food cart licensees shall be properly insured naming the city as an
additional insured for liability imposed by law arising out of the ownership, maintenance, or
operation of such cart or vehicle in amounts of at least $50,000 for the injury or death of one
person, $100,000 for the injury or death of two or more persons, and $10,000 for damage to
property.
(C) Licensees shall have a waste receptacle available to patrons and are responsible
for all litter and waste generated by the food cart or food vehicle operation. No tables or chairs
for customer use are permitted.
(D) All signage, other than one sandwich board sign as permitted through the Planning
Department shall be affixed to the food cart or food vehicle only. Use of sandwich board signs by
licensees shall be subject to the requirements of this chapter.
(E) All mobile food carts or food vehicles shall prominently display all relevant state
and local licenses and permits.
(F) In areas where parking spaces are delineated, no food vehicle shall occupy more
than two parking spaces and shall otherwise comply with all parking regulations.
(Ord. 13 -0704, passed 3- 26 -13) Penalty, see § 123.99
§ 123.04 RESTRICTIONS.
It is unlawful for any mobile food cart or food vehicle licensee to engage in the following
activities:
(A) To operate within 100 feet of a restaurant that is open for service without the
written consent of the restaurant owner or operator.
A To operate a food cart within 500 feet of any festival, fair or civic event except
when authorized to do so by the event sponsor in writing.
(C) To operate on public property or adjacent parking lots where a concession stand is
open and operating,
(D) To operate in violation of nuisance statutes or ordinances.
(E) To operate on any public parking lot, trail or public sidewalk within four feet of
the curb or roadway.
(F) To operate in such a way as to impede normal traffic flow.
(G) To permit smoking within 15 feet of the food cart or food vehicle.
American Legal Publishing Corp. 2
Hutchinson, MN Code of Ordinances
(H) To operate within five feet of any crosswalk, access ramp, handicapped parking
space or in a manner that would impede access to any adjacent business.
(I) To sell or distribute alcoholic beverages.
(J} To disobey any order of the Hutchinson Police Department.
(Ord. 13 -0704, passed 3- 26-13) Penalty, see § 123.99
§ 123.99 PENALTY.
Violations of any portion of this section are punishable as a misdemeanor and are grounds
for the suspension or revocation of the mobile food cart license in accordance with § 110.03 of
the Hutchinson City Code,
(Ord. 13 -0704, passed 3- 26-13)
American Legal Publishing Corp. 3
HUTCHINSON CITY COUNCIL city -f 0, "J N
Request for Board Action 79 M-W
Agenda Item: Consideration of Support for the RiverSong Festival
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Jeremy Carter
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff ❑
New Business
Time Requested (Minutes): 5
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
Members of the RiverSong Steering Committee will be present at the Council meeting to provide a short presentation
and answer questions about the Sixth Annual RiverSong Music Festival. The Festival is scheduled for July 18 - 19,
2014, in Masonic West River Park. The Committee will be seeking the City's continued support in providing dust
control on Les Kouba Parkway and spraying for mosquitos, striping the parking area, two portable light towers for
safety and security after dark, preparing and cleaning up the site and providing equipment, such as gators and tables
and chairs.
BOARD ACTION REQUESTED:
Approve City support for RiverSong Music Festival.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
A CELEBRATION
OF GRASSROOTS MUSIC
To: City of Hutchinson - Honorable Mayor and City Council
From: John Rodeberg, RiverSong Steering Committee / Vice -Chair
RE: Consideration of Support for the RiverSong Festival
Date: Tuesday, May 13, 2014
PO Box 667
Hutchinson, MN 55350
www.riversongfestival.org
The Sixth Annual RiverSong Music Festival, a Celebration of Grassroots Music, is scheduled for July 18
— 19, 2014 in Masonic West River Park. We again plan on presenting live acoustic music in our
incredible riverside location featuring music by artists and bands from all over the nation. We will
showcase performances in a number of genres, including folk, blues, roots, Americana, acoustic jazz and
more!
Performers scheduled to appear include:
• Returning Favorite: Cory Chisel and The Wandering Sons, featuring Adriel Denae,
Invisableman (Formerly known as Space Woman) and Special Guests!
• Chic Gamine
• The Bazillions
• Choo Choo Bob and the Holy
Smokestacks
• Slaid Cleaves
• Ellis
• Jeff Ray and Harold Tremblay
• Star & Micey
• Rayland Baxter
• Hobo Nephews of Uncle Frank
• Sena Ehrhardt
• Caravan of Thieves
• Malamanya
• Jack Klatt & The Cat Swingers
• Dianne Gasch
As we have the first five years of the festival, we are requesting that the City of Hutchinson continue as a
partner in our efforts and consider supporting the Festival. Members of the Steering Committee will be at
the Council Meeting to give a short presentation, and answer your questions. If you would like more
information, please visit our website at http : / /www.riverson�4festival.or�4 or contact Steering Committee
Chair, Karen Grasmon (320 -583 -5140 / kQrasmonWQmail.com), Betsy Price (320 -587 -2599 or
clavpotnhutchtel.net) or me (651- 470 -2448 / irodeberQWsehinc.com).
RiverSona's Purpose
RiverSong utilizes and highlights the abundant music, art, history, and natural assets of the Hutchinson
area and surrounding region to provide a distinct musical and artistic experience to community members
and visitors of all ages and demographics.
RiverSong's Mission
RiverSong provides a high quality music and art festival experience in a natural and sustainable
community setting. The festival expands local arts initiatives by showcasing local and regional musical
and arts talent, and offering educational artistic opportunities for all ages. RiverSong builds on the distinct
musical heritage of the Hutchinson area and leverages the wide array of strong community assets that are
available.
RiverSona's History
The RiverSong group began as a feasibility exploration team in November 2006 which then developed
into a formal action committee, pulling in additional volunteers in October 2007. The event grew out of
the brainstorming sessions that were part of the Blandin Leadership program. The RiverSong Festival
would not be possible without the generous support of our festival sponsors and donors. Thank you to all
of our past and 2013 sponsors and donors for their generosity in supporting the arts and music community
in Hutchinson, Minnesota!
RiverSong Event Sunnort
Please note is a non - profit festival run entirely by volunteers. We receive financial support through
various grants and sponsorships, as well as proceeds from the event. It is our long -term goal to become
financially self - sustaining. Part of our business plan is to increase sales of food and beverages on site. As
part of this effort, we are proposing to again provide wine and a variety of malt beverages on -site this
year, and have applied for a Permit for a Temporary On -Sale Liquor License. We continue to work
closely with Police Services in coordinating our efforts. Based on our successful past experience with the
Festival, it is proposed to maintain the level of security and support in this area that we have in the past,
with an understanding that any issues that arise may require additional security measures in the future.
We have appreciated the help and support provided by City staff over the last three years on the festival.
Dolf Moon, Joe Nagel, Lenny Rutledge and Dan Hatten have all volunteered significant time after hours
to attend Site & Security Committee meetings. Kent Exner, John Olson and many of the Parks /Rec. and
public works staff have also supported our efforts.
We are proposing to continue to financially support city staffing efforts:
• RiverSong pays for the rental of the park and all camp sites during the event, since it is not available
for public use. We coordinate the use of the campground for festival attendees and artists.
• RiverSong rents extra picnic tables from Park and Recreation
• RiverSong pays for Police Services efforts
We would appreciate continued support for the following items, as in past years:
• Public Works provides dust control on Les Kouba Parkway and also sprays for mosquitoes
• City staff helps stripe the parking area
• Creekside provides a gator as well as 2 portable light towers for use providing safety and security
after dark each evening
• Parks employees prepare and help clean -up the site (RiverSong engages Scouts and other volunteers
to help clean as well).
• City staff and Creekside have provided gators or other equipment, such as tables or chairs
In the past few years we have added significant electrical and other improvements to the park, and also
constructed a roof for the permanent stage. We thank the City for their financial support toward the stage.
We have raised a significant portion of the costs for this effort, and continue to work toward fully funding
RiverSong's commitment.
We look forward to working with the City on the continued effort for this world -class festival in
Minnesota's Hometown!
HUTCHINSON CITY COUNCIL city -f 0, "J N
Request for Board Action 79 M-W
Agenda Item: Detachment of 42 Acres as Requested by Scott Exsted
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Jeremy Carter
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff ❑
New Business
Time Requested (Minutes): 15
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
Mr. Scott Exsted owns 42 acres east of town out by Factory Direct /Hwy 22 area. He has petitioned the MN Office of
Administrative Hearings to have this property detached from city limits. I received a letter from the State requesting
the Board by resolution either support or oppose this detachment by May 13th. Hutchinson Township has also
received the same letter and is being asked to support or oppose the detachment as well.
If both parties agree to the detachment, the detachment will occur. If both parties agree to oppose the detachment it
will remain within city limits. However, if one party supports the detachment and the other party opposes the
detachment, a hearing will be done by an administrative law judge to determine whether the land stays within city
limits or resorts back to the township. Through a hearing process, the City's greatest rationale would be to keep the
land within City limits for future economic development and to ensure it stays part of the Gateway plan that moved this
land into City limits in the past. In addition, because infrastructure is currently in place through the industrial park it will
be more economically feasible to supply infrastructure in the future when economic growth occurs. From a tax
standpoint, the 42 acres generates roughly $2000 in city taxes and probably wouldn't be a strong argument or
rationale for either party to use through a hearing process.
In talking with staff and reviewing this information, I would recommend supporting a resolution that opposes the
detachment of this property and let this topic follow the administrative hearing process at the State if the Hutchinson
Township supports this detachment request.
Any questions on this agenda item can be directed to me.
Thanks
BOARD ACTION REQUESTED:
Approve Resolution No. 14278 - Opposing a Petition for Land Detachment
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
Resolution No. 14278
Resolution Responding to a Petition Initiated by Property Owner for Detachment of
Property from the City of Hutchinson
Resolution of the City of Hutchinson Concerning Detachment of Certain Land Pursuant to
Minnesota Statutes Section 414.06
Whereas, the City of Hutchinson received notice of a petition for detachment of certain
property on April 22, 2014, for the following described property:
Parcel # 1 PID 823.249.0020 is 25.87 acres legal description is Seltz subdivision lot -
002, block -001 is located in the SE' /4 if the SE' /4 of section 32 of Hutchinson Township
and the SW 1/4 of the SW 1/4 of Section 33 of Hutchinson Township
Parcel #2 PID R23.249.0040 is 15.5 acres legal description is Seltz subdivision lot -002
block -002 is located in the SE' /4 of the SW '/4 of section 33 of Hutchinson Township
Said property owned by Scott Exsted.
NOW THEREFORE BE IT RESOLVED BY THE CITY OF HUTCHINSON
THAT, the City of Hutchinson opposes the petition for detachment.
Adopted by the City Council this 13th day of May, 2014.
ATTEST:
Steven W. Cook, Mayor Jeremy J. Carter, City Administrator
HUTCHINSON CITY COUNCIL city -f 0' "J N
Request for Board Action 79 M-W
Agenda Item: Project Award for 2014 Street Sealcoating (L4/P14 -04)
Department: PW /Eng
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Kent Exner
Agenda Item Type:
Presenter: Kent Exner
Reviewed by Staff ❑
New Business
Time Requested (Minutes): 10
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
The City received bids (see attached Bid Tabulation) for the 2014 Street Sealcoating project letting on Wednesday,
May 7th. The apparent low bidder is Allied Blacktop Company of Maple Grove, Minnesota, with a bid of $241,984.36.
City staff will provide a brief overview of the project scope, bids and construction time frames at the meeting. Per
Resource Allocation Committee discussions, this project is to be financed with City non -bond related funds.
We recommend approving the attached Resolutions.
BOARD ACTION REQUESTED:
Approval of Resolutions
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost: $ 241,984.36
Total City Cost: $ 0.00 Funding Source: non - bonding funds
Remaining Cost: $ 241,984.36 Funding Source:
RESOLUTION NO. 14277
RESOLUTION ACCEPTING BID AND AWARDING CONTRACT
LETTING NO. 4 /PROJECT NO. 14 -04
Whereas, pursuant to an advertisement for bids for the furnishing of all labor and material forthe improvement of:
2014 Street Sealcoating; application of bituminous material and crushed aggregate, clean -up
and appurtenances within specified sections of 5th Ave SE, Hwy 15 Service Rd, Oakland Ave
SE, 4th Ave SE, 7th Ave NW, 8th Ave NW, 9th Ave SW, Carolina Pkwy NW, Louisiana St NW,
Mahogany Ct SW, Maryland St NW, Minnesota St NW, Minnesota St Alley, Otter St SW, Shiloh
St NW, Texas Ave NW, Willow Dr SW, Campbell Ct NW, Campbell Ln NW, Carolina Ave NW,
Colorado Cir, NW, Colorado Ct NW, Colorado St NW, Connecticut St NW, Golf View Ct NW,
Rolling Oaks Ln NW, Westwood Rd NW, Goebel St SW, Graham St SW, Hayden Ave SW,
Hidden Cir SW, Lake St SW, Larson St SW, Lewis Ave SW, Osgood Ave SW, Thomas Ave
SW, Wagner St SW
bids were received, opened and tabulated according to law, and the following bids were received complying with
the advertisement:
Bidder Amount Bid
Allied Blacktop Company of Maple Grove MN $241,984.36
Caldwell Asphalt Co., Inc of Hawick MN $298,394.99
and whereas, it appears that Allied Blacktop Company of Maple Grove MN is the lowest responsible bidder.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
The mayor and city administrator are hereby authorized and directed to enter into a contract with
Allied Blacktop company of Maple Grove MN in the amount of $241,984.36 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 of the City Engineer.
2. The City Engineer is hereby authorized and directed to return forthwith to all bidders the deposits made
with their bids, 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 13th day of May 2014.
Mayor
City Administrator
CITY OF HUTCHINSON, 111 HASSAN ST SE, HUTCHINSON MN 55350 320 - 234 -4209
BID TABULATION - CITY OF HUTCHINSON
LETTING NO. 4 /PROJECT NO. 14 -04 - 2014 SEAL COAT PROJECT
BID OPENING: 05/07/2014 AT 11:00 AM ENGINEER'S ESTIMATE $294,000.00 COMPLETION DATE: 08/08/2014
Allied Blacktop Company
Caldwell Asphalt Co Inc
10503 89th Ave N
24060 175th St NE
}
Maple Grove MN 55369
Hawick MN 56273
0
H
NAOMI@ALLIEDBLACKTOPMN.COM
caldwellasphalt @hotmaill.com
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ITEM DESCRIPTION
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BID PRICE I BID TOTAL
BID PRICE I BID TOTAL
$241,984.36
$298,394.99
1 SEAL COATING SY 157132.7 $1.54 $241,984.36 $1.899 $298,394.99
TOTAL LETTING NO. 4 /PROJECT NO. 14 -04
1 $241,984.361
$298,394.99
Pagel of 1
HUTCHINSON CITY COUNCIL city -f 0, "J N
Request for Board Action 79 M-W
Agenda Item: Approve Res. 14280 - Awarding the Project to Commercial Refrigeration
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Jeremy Carter
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff ❑
New Business
Time Requested (Minutes): 10
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
The Facilities Committee over the past several years has been prioritizing and evaluating the conditions of the City of
Hutchinson's facilities, buildings & structures to determine the appropriate improvement schedule needed based on
funding requirements alloted to this program.
Based on the Facility Condition Index (FCI), visual assessments, how the facilities function and operate, and what
energy efficiency's can be realized Burich Arena was identified top on the list of facilities that needs to have
improvements.
On the April 8th Agenda, the council was asked to continue to move the first phase of renovations forward on Burich
Arena by approving the Preliminary Plans and Specifications and Ordering Advertisement for Bids . On May 7th staff
conducted the bid opening for this project with two (2) contractors bidding on this project. Both contractors met the bid
specs and qualification. Based on those Bids Stevens and the City of Hutchinson staff are recommending the council
approve awarding the contract to the lowest bidder Commercial Refrigeration.
Please see attached Stevens bid tabulation document, the estimated cost versus actual cost synopsis and the project
resolution for adoption. Please note alternate bid #1 (electrical upgrades in the East Rink) is being recommended by
city staff in connection with the base bid of the project at this time.
Any questions on this topic or the process that was followed can be directed to my attention.
Thanks
BOARD ACTION REQUESTED:
Approve Resolution 14280, awarding the bid to Commercial Refrigeration.
Fiscal Impact: $ 1,869,274.00 Funding Source: Capital Projects Fund - Facility Model
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
UStevens
May 8, 2014
Honorable Mayor Cook and City Council Members
c/o Mary Haugen — Burich Arena Manager
City of Hutchinson
111 Hassan Street SE
Hutchinson, Minnesota 55350
Re: Burich Arena Improvements — Review of Bids
Our File No. 900 -14 -208
Dear Mayor Cook and Council Members:
On Wednesday, May 7, 2014 bids were opened for the Burich Arena Improvement project
including building renovations and refrigeration system replacement. We have reviewed the
bids and have provided a summary in the table below along with the engineer's estimate
prepared at 95% design. The bids are also summarized on the attached bid tabulation.
Alternate Bid Descriptions
No. 1— East rink electrical upgrades
No. 2 — Salvage refrigeration equipment for Owner's use
There was a fair amount of interest in this project and the spread between the base bids indicate
that this project was bid competitively. The bids are slightly higher than expected partly due to
the current bidding climate, late season bidding and the condensed construction schedule.
We have reviewed the lowest bid submitted by Commercial Refrigeration and find no
irregularities that would cause us to be concerned with the bid. We have performed a phone
interview with Commercial Refrigeration to discuss their bid. Commercial Refrigeration has a
significant amount of ice rink experience and a good reputation for this type of work.
We recommend awarding the contract base bid to Commercial Refrigeration. In addition, we
have discussed the alternate bids with City staff and recommend approving Alternate Bid No.
for $11,979 making the total recommended contract award $1,610,345.
2211 O'Neil Road, Hudson, WI 54016 t 715.386.5819 t 651.436.2075 f 715.386.5879 www.stevensengineers.com
Engineer's Estimate
Commercial
Refrigeration
Ebert Construction
Total Base Bid
$1,493,840
$1,598,366
$1,698,000
Alternate Bid No.1
$20,000
$11,979
$11,025
Alternate Bid No.2
$7,500
$26,250
Total Bid (base bid +Alt 1)
$1,513,840
$1,610,345
$1,709,025
Alternate Bid Descriptions
No. 1— East rink electrical upgrades
No. 2 — Salvage refrigeration equipment for Owner's use
There was a fair amount of interest in this project and the spread between the base bids indicate
that this project was bid competitively. The bids are slightly higher than expected partly due to
the current bidding climate, late season bidding and the condensed construction schedule.
We have reviewed the lowest bid submitted by Commercial Refrigeration and find no
irregularities that would cause us to be concerned with the bid. We have performed a phone
interview with Commercial Refrigeration to discuss their bid. Commercial Refrigeration has a
significant amount of ice rink experience and a good reputation for this type of work.
We recommend awarding the contract base bid to Commercial Refrigeration. In addition, we
have discussed the alternate bids with City staff and recommend approving Alternate Bid No.
for $11,979 making the total recommended contract award $1,610,345.
2211 O'Neil Road, Hudson, WI 54016 t 715.386.5819 t 651.436.2075 f 715.386.5879 www.stevensengineers.com
The award should be contingent on the Contractor executing the agreement and providing the
required bonds and insurance certificates in conformance with the contract documents. As a
reminder, and as with all construction renovation projects, we recommend including a 5%
contingency in addition to the construction cost for any changes or unforeseen sight conditions
that may arise during construction.
I would be more than happy to discuss the bid results in more detail with you, your staff and the
City Council. If you have any questions after reviewing this letter please feel free to call us at
715- 386 -5819.
Sincerely,
STEVENS k'- kea-17—
Jason R. Raverty, PE
Project Manager
C:
Enclosures: Bid Tabulation
2211 O'Neil Road, Hudson, WI 54016 t 715.386.5819 t 651.436.2075 f 715.386.5879 www.stevensengineers.com
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Stevens Estimates (50% Complete)
Steven's Design Services: (Council already approved)
50% Complete Base Bid Project Estimate:
5% Project Contingency
Construction Mgmt Contract (Staff Estimated)
Concession Stand Electrical & Load Bearing Wall (Est.)
Total Estimated Project Costs
Original earmarked amount was $2,054 million, Actual
costs $184,726 less than earmarked amount
Stevens Estimates (95% Complete)
Steven's Design Services: (Council already approved)
95% Complete Base Bid Project Estimate (1):
5% Project Contingency
Construction Mgmt Contract (Stevens Estimate)
Concession Stand Electrical (Est.)
Total Estimated Project Costs
Original earmarked amount was $2,054 million, Actual
costs $184,726 less than earmarked amount
Project Actuals
$ 115,960
Steven's Design Services: (Council already approved)
$ 115,960
$ 1,420,420
Actual Base Bid Project Cost (1):
$ 1,598,366
$ 71,021
5% Project Contingency (2)
$ 80,517
$ 100,000
Construction Mgmt Contract (3)
$ 62,452
$ 50,000
Concession Stand Electrical (Alternate Bid #1)
$ 11,979
$ 1,757,401
Total Actual Project Costs
$ 1,869,274
Costs above Engineers Estimate (50% Design)
$ 111,873
Percent above Engineers Estimates
6.37%
Project Actuals
$ 115,960
Steven's Design Services: (Council already approved)
$ 115,960
$ 1,493,840
Actual Base Bid Project Cost (1):
$ 1,598,366
$ 74,692
5% Project Contingency (2)
$ 80,517
$ 62,510
Construction Mgmt Contract (3)
$ 62,452
$ 20,000
Concession Stand Electrical (Alternate Bid #1)
$ 11,979
$ 1,767,002
Total Actual Project Costs
$ 1,869,274
Costs above Engineers Estimate (95% Design)
$ 102,272
Percent above Engineers Estimates
5.79%
(1) This cost includes the addition of the load bearing wall
(2) This amount may or may not be used based on how the project goes (5% based on bid amount and concession stand electrical)
(3) Not To Exceed contract, plus misc expenses
* On the original estimates there was a $7500 credit for salvage value that was not realized through the bidding of the project.
Resolution No. 14280
Resolution Accepting Bid and Awarding Contract — Burich Arena Improvements
Whereas, pursuant to an advertisement for bids for the furnishing of all labor and
material for the improvement of Burich Arena bids were received, opened and tabulated
according to law, and the following bids were received complying with the advertisement:
Bidder Amount Bid
Ebert Construction $1,698,000 (base)
23350 Co. Rd. 10 Alt 1: $11,025
Corcoran, MN 55357 Alt 2: $26,250
Commercial Refrigeration $1,598,366 (base)
104 East Chestnut St; PO Box 1066 Alt 1: $11,979
Virginia, MN 55792 Alt 2: $7,500
And Whereas, it appears that Commercial Refrigeration of Virginia, MN is the lowest
responsible bidder,
Now, Therefore, Be It Resolved by the City Council of the City of Hutchinson that:
1. They mayor and city administrator are hereby authorized and directed to enter
into a contract with Commercial Refrigeration of Virginia, Minnesota in the base
bid amount of $1,598,366.00, including the alternate one bid amount of
$11,979.00, 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 of the City Administrator.
2. The City Administrator 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 City Council this 13th day of May, 2014.
ATTEST:
Steven W. Cook, Mayor Jeremy J. Carter, City Administrator
HUTCHINSON CITY COUNCIL
Request for Board Action
Agenda Item: Approve Construction Management Agreement with Stevens
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Contact: Jeremy Carter
Application Complete
N/A
Agenda Item Type:
Presenter: Jeremy Carter
Reviewed by Staff
❑
New Business
Time Requested (Minutes):
10 License Contingency
N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
As part of moving a construction contract forward on the Burich Civic Arena with Commercial Refrigeration, retaining
an Engineering Services company that specializes in projects of this scope and nature would be prudent, not only
because of the complexity of this project, but also because of the costs of these improvements and the integral part
these improvements play on the functionality of the two sheets of ice within these facilities.
Stevens Engineering was hired because of their expertise in this area with regards to designing plans and
specifications for this type of work. Stevens was selected through a vetting process with different Engineering firms on
the front -end of this project process. Because Stevens Engineering has the most familiarity with the scope of the
work, created the bid /specification documents, and has extensive knowledge with these types of projects staff is
requesting the City Council consider entering into a construction management agreement with Stevens to provide
management services during the duration of this project.
If the project is awarded and the construction management agreement is approved the time line of this project still falls
within the May - September 2014 project time line with the ice being ready for utilization by the high school, sports
associations and recreational programs in October of 2014.
Any questions on this topic or the process that was followed can be directed to my attention.
Thanks
BOARD ACTION REQUESTED:
Approve entering into a professional services agreement with Stevens to oversee the Burich Arena Project
Fiscal Impact: $ 62,425.00
FTE Impact:
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost:
Remaining Cost: $ 0.00
Funding Source: Capital Projects Fund - Facilities Model
Budget Change: No
Funding Source:
Funding Source:
AGREEMENT
FOR
PROFESSIONAL ENGINEERING SERVICES
THIS IS AN AGREEMENT made between the CITY OF HUTCHINSON,
a municipal corporation in the County of McLeod, State of Minnesota, hereinafter called the
"OWNER ", and Stevens Engineers, Inc., hereinafter called the "ENGINEER ". OWNER
intends to secure professional ENGINEERING services, subject to and according to the
terms of this Agreement.
OWNER intends to secure professional consulting engineering and architectural
services in connection with the Burtch Arena Renovation Project ( "Project "), as set forth in
Exhibit A, subject to and according to the terms of this agreement.
SECTION 1. BASIC SERVICES OF ENGINEER
1.1. GENERAL
1.1.1. ENGINEER shall provide for OWNER professional engineering services in
all phases of the Project to which this Agreement applies as hereinafter provided. These
services will include serving as OWNER'S professional engineering representative for the
Project, providing engineering consultation and advice and furnishing customary general
municipal engineering and architectural services thereto. ENGINEER is an independent
provider of professional engineering, responsible for means and methods used in
performing ENGINEER'S services pursuant to this Agreement.
1.2. CONSTRUCTION PHASE
During the Construction Phase:
1.2.1. General Administration of Construction Contract. ENGINEER shall consult
with and advise OWNER and act as OWNER'S representative. All of OWNER'S
instructions to Contractor(s) will be issued through ENGINEER who will have authority to
act on behalf of Owner to the extent provided in the General Conditions except as otherwise
provided in writing. The General Conditions shall not be modified without the written
agreement of the OWNER.
1.2.2. Visits to Site and Observation of Construction. In connection with
observations of the work of Contractor(s) while it is in progress:
1.2.2.1. ENGINEER shall make visits to the site at intervals appropriate to the
various stages of construction as ENGINEER deems necessary in
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order to observe as an experienced and qualified design professional
the progress and quality of the various aspects of Contractor(s) work.
Based on information obtained during such visits and on such
observations, ENGINEER shall endeavor to determine in general if the
work is proceeding in accordance with the Contract Documents and
ENGINEER shall keep OWNER informed of the progress of the work.
1.2.2.2. The purpose of the ENGINEER'S visits to the site will be to- enable
ENGINEER to better carry out the duties and responsibilities assigned
to and undertaken by ENGINEER during the Construction Phase, and,
in addition, by exercise of ENGINEER'S efforts as an experienced and
qualified design professional, to provide for OWNER a greater degree
of confidence that the completed work of Contractor(s) will conform
to the Contract Documents and that the integrity of the design concept
as reflected in the Contract Documents has been implemented and
preserved by Contractor(s). On the other hand, ENGINEER shall not,
during such visits or as a result of such observations of Contractor(s)'
work in progress, supervise, direct, or have control over Contractor(s)'
work, nor shall ENGINEER have control or charge of and shall not be
responsible for the Contractor(s)' means, methods, techniques,
sequences, or procedures of construction selected by Contractor(s), for
safety precautions and programs incident to the work of Contractor(s)
or for any failure of Contractor(s) to comply with laws, rules,
regulations, ordinances, codes, or orders applicable to Contractor(s)
furnishing and performing their work. Accordingly, ENGINEER can
neither guarantee the performance of the construction contracts by
Contractor(s) nor assume responsibility for Contractor(s)' failure to
furnish and perform their work in accordance with the Contract
Documents.
1.2.2.3. If ENGINEER observes or otherwise becomes aware of defects or
deficiencies in the work, or nonconformance to the Contract
Documents, ENGINEER shall promptly give written notice thereof to
OWNER.
1.2.3. Defective Work. During such visits and on the basis of such observation,
ENGINEER may disapprove of or reject Contractor(s) work while it is in progress if
ENGINEER believes that such work will not produce a completed Project that conforms
generally to the Contract Documents or that it will prejudice the integrity of the design
concept of the Project as reflected in the Contract Documents.
1.2.4. Interpretations and Clarifications. ENGINEER shall issue necessary
interpretations and clarifications of the Contract Documents and in connection therewith
prepare work directive changes and change orders as required for OWNER'S approval.
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1.2.5. Shop Drawings. ENGINEER shall review and approve (or take other
appropriate action in respect of) Shop Drawings, samples and other data which
Contractor(s) are required to submit, but only for conformance with the design concept of
the Project and compliance with the information given in the Contract Documents. Such
reviews and approvals or other action shall not extend to means, methods, techniques,
sequences or procedures of construction or to safety precautions and programs incident
thereto.
1.2.6. Substitutes. ENGINEER shall evaluate and determine the acceptability of
substitute materials and equipment proposed by Contractor(s), but subject to the provision
of paragraph 2.2.2.
1.2.7. Inspections and Tests. ENGINEER shall have authority, as OWNER'S
representative, to require special inspection or testing of the work, and shall receive and
review all certificates of inspections, testings and approvals required by laws, rules,
regulations, ordinances, codes, orders or the Contract Documents (but only to determine
generally that their content complies with the requirements of, and the results certified
indicate compliance with, the Contract Documents). ENGINEER shall be entitled to rely on
the results of such tests.
1.2.8. ENGINEER shall respond to all written claims submitted by Contractor in a
timely fashion. ENGINEER shall not be liable for the results of any such interpretations or
decisions rendered in good faith.
1.2.9. Applications for Payment. Based on ENGINEER'S on -site observations as an
experienced and qualified design professional and on review of applications for payment
and the accompanying data and schedules:
1.2.9.1. ENGINEER shall determine the amounts owing to Contractor(s) and
recommend in writing payments to Contractor(s) in such amounts.
Such recommendations of payment will constitute a representation to
OWNER, based on such observations and review, that the work has
progressed to the point indicated, and that, to the best of ENGINEER'S
knowledge, information and belief, the quality of such work is
generally in accordance with the Contract Documents (subject to an
evaluation of such work as a functioning whole prior to or upon
Substantial Completion, to the results of any subsequent tests called
for in the Contract Documents and to any other qualifications stated in
the recommendation). In the case of unit price work, ENGINEER'S
recommendations of payment will include final determinations of
quantities and classifications of such work (subject to any subsequent
adjustments allowed by the Contract Documents).
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1.2.9.2. By recommending any payment ENGINEER will not thereby be
deemed to have represented that exhaustive, continuous or detailed
reviews or examinations have been made by ENGINEER to check the
quality or quantity of Contractor(s)' work as it is furnished and
performed beyond the responsibilities specifically assigned to or
assumed by ENGINEER in this Agreement and the Contract
Documents. ENGINEER'S review of Contractor(s)' work for the
purposes of recommending payment will not impose on ENGINEER
responsibility to supervise, direct or control such work or for the
means, methods, techniques, sequences or procedures of construction
or safety precautions or programs incident thereto or Contractor(s)'
compliance with laws, rules, regulations, ordinances, codes or orders
applicable to their furnishing and performing the work. It will also not
impose on ENGINEER responsibility to make any examination to
ascertain how or for what purposes any Contractor has used the money
paid on account of the Contract Price, or to determine that title to any
of the work, materials or equipment has passed to OWNER free and
clear of any lien, claims, security interests or encumbrances, or that
there may not be other matters at issue between OWNER and
Contractor that might affect the amount that should be paid.
1.2.10. Contractor(s)' Completion Documents. ENGINEER shall receive and review
maintenance and operating instructions, schedules, guarantees, bonds and certificates of
insurance, tests and approvals which are to be assembled by Contractor(s) in accordance
with the Contract Documents (but such review will only be to determine that their content
complies with the requirements of, and in the case of certificates on inspection, tests and
approvals the results certified indicate compliance with, the Contract Documents); and shall
transmit them to OWNER with written comments.
1.2.11. Inspections. ENGINEER shall conduct an inspection to determine if the work
is substantially complete and a final inspection to determine if the completed work is
acceptable so that ENGINEER may recommend, in writing, final payment to Contractor(s)
and give written notice to OWNER and the Contractor(s) that the work is acceptable
(subject to any conditions therein expressed), but any such recommendation and notice will
be subject to the limitations expressed in paragraph 1.2.9.2.
1.2.12. Limitation of Responsibilities. ENGINEER shall not be responsible for the
acts or omissions of any Contractor, or of any subcontractor or supplier, or any of the
Contractor(s)' or subcontractors' or suppliers' agents or employees of any other persons
(except ENGINEER'S own employees and agents) at the site or otherwise furnishing or
performing any of the Contractor(s)' work; however, nothing contained in paragraphs 1.2.1
through 1.2.11 inclusive, shall be construed to release ENGINEER from liability for failure
to properly perform duties and responsibilities assumed by ENGINEER in the Contract
Documents.
4
SECTION 2. ADDITIONAL SERVICES OF ENGINEER
2.1. SERVICES REQUIRING AUTHORIZATION IN ADVANCE
If authorized in writing by OWNER, ENGINEER shall furnish or obtain from others
Additional Services of the types listed in paragraphs 2.1.1 through 2.1.10, inclusive. These
services are not included as part of Basic Services except to the extent provided otherwise
by attached Supplemental Agreement or Work Order and will be paid for by OWNER as
indicated in Section 5.
2.1.1. Services resulting from significant changes in the general scope, extent or
character of the Project or its design including, but not limited to, changes in size,
complexity, OWNER'S schedule, character of construction or method of financing, and
revising previously accepted studies, reports, design documents or Contract Documents
when such revisions are required by changes in laws, rules, regulations, ordinances, codes or
orders enacted subsequent to the preparation of such studies, reports or documents, or are
due to any other causes beyond ENGINEER'S control.
2.1.2. Investigations and studies involving, but not limited to, detailed consideration
of operations, maintenance and overhead expenses; providing value engineering during the
course of design; the preparation of feasibility studies, cash flow and economic evaluations,
rate schedules and appraisals; assistance in obtaining financing for the Project; evaluating
processes available for licensing; assisting OWNER in obtaining process licensing; detailed
quantity surveys of material, equipment and labor; and audits or inventories required in
connection with construction performed by OWNER.
2.1.3. Furnishing services of independent professional associates and consultants for
other than Basic Services (which include, but are not limited to, customary civil, structural,
mechanical and electrical engineering and customary architectural design incidental
thereto); and providing data or services of the types described in paragraph 3.4 when
OWNER employs ENGINEER to provide such data or services in lieu of furnishing the
same in accordance with paragraph 3.4.
2.1.4. Services during out -of -town travel required of ENGINEER other than visits
to the site or OWNER'S office as required by Section 1.
2.1.5. Assistance in connection with bid protests, rebidding or renegotiating
contracts for construction, materials, equipment or services, except when such assistance is
required to complete services called for in paragraph 6.2.2.5.
2.1.6. Preparing to serve or serving as a consultant or witness for OWNER in any
litigation, arbitration or other legal or administrative proceeding involving the Project unless
the ENGINEER is a defendant (except for assistance in consultations which is included as
part of Basic Services under paragraphs 1.2.3 and 1.4.2).
5
2.1.7. Additional services in connection with the Project, including services which
are to be furnished by OWNER in accordance with Article 3, and services not otherwise
provided for in this Agreement.
2.2. REQUIRED ADDITIONAL SERVICES
When required by the Contract Documents in circumstances beyond ENGINEER'S control,
ENGINEER shall furnish or obtain from others, as circumstances require during
construction and without waiting for specific authorization from OWNER, Additional
Services of the types listed in paragraphs 2.2.1 through 2.2.6, inclusive. These services are
not included as part of Basic Services except to the extent provided otherwise by attached
Supplemental Agreement or Work Order. ENGINEER shall advise OWNER promptly after
starting any such additional services which will be paid for by OWNER as indicated in
Section 5.
2.2.1. Services in connection with work directive changes and change orders to
reflect changes requested by OWNER if the resulting change in compensation for Basic
Services is not commensurate with the additional services rendered.
2.2.2. Services in making revisions to Plans and Specifications occasioned by the
acceptance of substitutions proposed by Contractor(s); and services after the award to each
contract in evaluating and determining the acceptability of an unreasonable or excessive
number of substitutions proposed by Contractor.
2.2.3. Services resulting from significant delays, changes or price increases
occurring as a direct or indirect result of material, equipment or energy shortages.
2.2.4. Additional or extended services during construction made necessary by (1)
work damaged by fire or other cause during construction, (2) a significant amount of
defective or neglected work of any Contractor, (3) acceleration of the progress schedule
involving services beyond normal working hours, and (4) default by any Contractor.
2.2.5. Services in connection with any partial use of any part of the Project by
OWNER prior to Substantial Completion.
2.2.6. Evaluating an unreasonable or extensive number of claims submitted by
Contractor(s) or others in connection with the work.
SECTION 3. OWNER'S RESPONSIBILITIES
OWNER shall do the following in a timely manner so as not to delay the services of
ENGINEER:
3.1. Designate in writing a person to act as OWNER'S representative with respect to the
services to be rendered under this Agreement, such person shall have complete authority to
transmit instructions, receive information, interpret and define OWNER'S policies and
decisions with respect to ENGINEER'S services for the Project.
3.2. Provide criteria and information as to OWNER'S requirements for the Project,
including design objectives and constraints, space, capacity and performance requirements,
flexibility and expandability, and any budgetary limitations; and furnish copies of design
and construction standards OWNER will require to be included in the Plans and
Specifications.
3.3. Assist ENGINEER by placing at ENGINEER'S disposal all available information
pertinent to the Project including previous reports and any other data relative to design or
construction of the Project.
3.4. Furnish to ENGINEER as required for performance of ENGINEER'S Basic Services
except to the extent provided otherwise by attached amendment, the following:
3.4.1. Data prepared by or services of others, including without limitation, borings,
probings and subsurface explorations, hydrographic surveys, laboratory tests and
inspections of samples, materials and equipment;
3.4.2. Appropriate professional interpretations of all the foregoing;
3.4.3. Environmental assessment and impact statements;
3.4.4. Property, boundary, easement, right -of -way, topographic and utility surveys;
3.4.5. Property descriptions;
3.4.6. Zoning, deed and other land use restrictions; and
3.4.7. Other special data or consultations not covered in Section 2;
all of which ENGINEER may use and rely upon in performing services under this
Agreement.
3.5. Provide engineering surveys or authorize ENGINEER to establish reference points
for construction to enable Contractor(s) to proceed with the layout of the work.
3.6. Arrange for access to and make all provisions for ENGINEER to enter upon public
and private property as required for ENGINEER to perform services under this Agreement.
3.7. Examine all studies, reports, sketches, Drawings, Specifications, proposals and other
documents presented by ENGINEER. Obtain advice of an attorney, insurance counselor and
other consultants as OWNER deems appropriate for such examination and render in writing
decisions pertaining thereto within a reasonable time so as not to delay the services of
ENGINEER.
3.8. Furnish approvals and permits from all governmental authorities having jurisdiction
over the Project and such approvals and consents from others as may be necessary for
completion of the Project.
3.9. Provide such accounting, independent cost estimating and insurance counseling
services as may be required for the Project, such legal services as OWNER may require or
ENGINEER may reasonably request with regard to legal issues pertaining to the Project
including any that may be raised by Contractor(s), such auditing service as OWNER may
require to ascertain how or for what purpose any Contractor has used the monies paid under
the construction contract, and such inspection services as OWNER may require to ascertain
that Contractor(s) are complying with any law, rule, regulations, ordinance, code or order
applicable to their furnishing and performing the work.
3.10. If OWNER designates a person or persons to represent OWNER at the site who is
not ENGINEER or ENGINEER'S agent or employee, the duties, responsibilities and
limitations of authority of such other person and the affect thereof on the duties and
responsibilities of ENGINEER and the Resident Project Representative (and any assistants)
will be set forth in an exhibit that is to be identified, attached to and made a part of this
Agreement before such services begin.
3.11. If more than one prime contract is to be awarded for construction, materials,
equipment and services for the entire Project, designate a person or organization to have
authority and responsibility for coordinating the activities among the various prime
contractors.
3.12. Furnish to ENGINEER data or estimated figures as to OWNER'S anticipated costs
for services to be provided by others for OWNER (such as services pursuant to paragraphs
3.7 through 3.11, inclusive, and other costs) so that ENGINEER may make the necessary
findings to support opinions of probable Total Project Costs.
3.13. Attend the pre -bid meeting, bid opening, pre - construction meetings, construction
progress and other job related meetings and substantial completion inspections and final
payment inspections.
0
3.14. Give prompt written notice to ENGINEER whenever OWNER observes or
otherwise becomes aware of any development that affects the scope of timing of
ENGINEER'S services, or any defect or nonconformance in the work of any Contractor.
3.15. Furnish, or direct ENGINEER to provide, Additional Services as stipulated in
paragraph 2.1 of this Agreement or other services as required.
3.16. Bear all costs incident to compliance with the requirements of this Section 3.
SECTION 4. PERIODS OF SERVICE
4.1. The provisions of Section 4 and the various rates of compensation for ENGINEER'S
services provided for elsewhere in this Agreement have been agreed to in anticipation of the
orderly and continuous progress of the Project through completion of the Construction
Phase. ENGINEER'S obligation to render services hereunder will extend for a period which
may reasonably be required for the design, award of contracts, construction and initial
operation of the Project including extra work and required extensions thereto.
4.2. The Construction Phase will commence with the execution of the first prime contract
to be executed for the work of the Project or any part thereof, and will terminate upon
written recommendation by ENGINEER of final payment on the last prime contract to be
completed. Construction Phase services may be rendered at different times in respect of
separate prime contracts if the Project involves more than one prime contract.
4.3. If OWNER has request for significant modifications or changes in the general scope,
extent or character of the Project, the time of performance of ENGINEER'S services shall
be adjusted equitably.
4.4. If ENGINEER'S services for design or during construction of the Project are delayed
or suspended in whole or in part by OWNER for more than three (3) months for reasons
beyond ENGINEER'S control, ENGINEER shall on written demand to OWNER (but
without termination of this Agreement) be paid as provided in paragraph 5.3.2. If such delay
or suspension extends for more than one year for reasons beyond ENGINEER'S control, or
if ENGINEER for any reason is required to render Construction Phase services in respect of
any prime contract for construction, materials or equipment more than one year after
Substantial Completion is achieved under that contract, the various rates of compensation
provided for elsewhere in this Agreement shall be subject to equitable adjustment.
E
SECTION 5. PAYMENTS TO ENGINEER
5.1. METHODS OF PAYMENT FOR SERVICES AND EXPENSES OF
ENGINEER
5.1.1. For Basic Services. OWNER shall pay ENGINEER for Basic Services
rendered under Section 1 by one of the following methods, or as specified by Supplemental
Agreement or Work Order for each project:
5.1.1.1. The fee for all Basic Services shall mean a fee based upon Schedule
«A»
5.1.2. For Additional Services. OWNER shall pay ENGINEER for
Additional Services rendered under Section 2 as follows:
5.1.2.1. General. For Additional Services of ENGINEER'S principals and
employees engaged directly on the Project and rendered pursuant to
paragraph 2.1 or 2.2 on the basis of ENGINEER'S Hourly Costs in
accordance with Schedule A.
5.1.2.2. Professional Associates and Consultants. For services and
Reimbursable Expenses of independent professional associates and
consultants employed by ENGINEER to render Additional Services
pursuant to paragraph 2.1 or 2.2, the amount billed to ENGINEER
therefor times a factor of 1.0, unless otherwise specified in the
Supplemental Agreement.
5.1.3. For Reimbursable Expenses. In addition to payments provided for in
paragraphs 5. 1.1 and 5.1.2, OWNER shall pay ENGINEER the actual costs of all
Reimbursable Expenses incurred in connection with all Basic and Additional Services.
5.1.4. As used in this paragraph 5. 1, the terms "Hourly Costs" and "Reimbursable
Expenses" have the meanings assigned to them in paragraph 5.4, and the term "Construction
Cost" has the meaning assigned to it in paragraph 6.1.
5.2. TIMES OF PAYMENTS
5.2.1. ENGINEER shall submit monthly statements for Basic and Additional
Services rendered and for Reimbursable Expenses incurred. The statements will be based
upon ENGINEER'S total services actually completed at the time of billing. OWNER shall
make prompt monthly payments in response to ENGINEER'S monthly statements.
5.3. OTHER PROVISIONS CONCERNING PAYMENTS
10
5.3. 1. If OWNER fails to make any payment due ENGINEER for services and
expenses within thirty -five (35) days after receipt of ENGINEER'S statement therefore, the
amounts due ENGINEER will be increased at the rate of one -half percent (1/2 %) per month
from said thirty -fifth day, and in addition, ENGINEER may, after giving seven (7) days'
written notice to OWNER, suspend services under this Agreement until ENGINEER has
been paid in full all amounts due for services, expenses and charges.
5.3.2. In the event of termination by OWNER under paragraph 7.1 upon the
completion of any phase of the Basic Services, progress payments due ENGINEER for
services rendered through such phase shall constitute total payment for such services. In the
event of such termination by OWNER during any phase of the Basic Services, ENGINEER
will be paid for services actually and necessarily rendered during that phase by
ENGINEER'S principals and employees engaged directly on the Project, on the basis of
ENGINEER'S Hourly Costs on Schedule A to date of termination.
In the event of any such termination, ENGINEER also will be
reimbursed for the reasonable charges of independent
professional associates and consultants employed by
ENGINEER to render Basic Services, and paid for all unpaid
Additional Services and unpaid reimbursables.
5.3.3. Records of ENGINEER'S Hourly Costs pertinent to ENGINEER'S
compensation under this Agreement will be kept in accordance with generally accepted
accounting principles. Copies will be made available to OWNER at cost on request prior to
final payment for ENGINEER'S services and shall be submitted with each monthly
statement as referred to in the section.
5.3.4. Whenever a factor is applied to Hourly Costs in determining compensation
payable to ENGINEER that factor will be adjusted periodically and equitably to reflect
changes in the various elements that comprise such factor. All such adjustments will be in
accordance with generally accepted accounting practices as applied on a consistent basis by
ENGINEER and consistent with ENGINEER'S overall compensation practices and
procedures.
5.4. DEFINITIONS
5.4.1. The Hourly Costs used as a basis for payment mean salaries and wages paid
to all ENGINEER'S personnel engaged directly on the Project, including, but not limited to,
engineers, architects, surveyors, designers, draftsmen, specification writers, estimators,
other technical and business personnel; plus the cost of customary and statutory benefits
including, but not limited to, social security contributions, unemployment, excise and
payroll taxes, workers' compensation, health and retirement benefits, sick leave, vacation
and holiday and other group benefits. For the purposes of this Agreement, the principals of
ENGINEER and their Hourly Costs are as shown on Schedule A.
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5.4.2. Reimbursable Expenses means the actual reasonable expenses incurred by
ENGINEER or ENGINEER'S independent professional associates or consultants, directly
or indirectly in connection with the Project, such as expenses for: transportation and
subsistence incidental thereto; obtaining bids or proposals from Contractor(s); providing and
maintaining field office facilities including furnishimgs and utilities; subsistence and
transportation of Resident Project Representatives and their assistants; toll telephone calls
and telegrams; reproduction of reports, Drawings, Specifications, Bidding Documents, and
similar Project - related items in addition to those required under Section 1; and, if authorized
in advance by OWNER, overtime work requiring higher than regular rates.
SECTION 7. GENERAL CONSIDERATION
7.1. TERMINATION
The obligation to provide further services under this Agreement may be terminated by either
parry upon written notice in the event of a material breach of this agreement. However, the
breaching party shall have a period of 10 days to cure the breach to the satisfaction of the
non - breaching parry.
7.2. REUSE OF DOCUMENTS
All documents including Plans and Specifications prepared or furnished by ENGINEER
(and ENGINEER'S independent professional associates and consultants) pursuant to this
Agreement are instruments of service in respect of the Project and the OWNER will be
provided with original record drawing copies for information and reference in connection
with the use and occupancy of the Project by OWNER and others; however, such
documents are not intended or represented to be suitable for reuse by OWNER or others on
extensions of the Project or on any other project. Any reuse by either party without written
permission of the other parry is prohibited. Reuse of the engineer's documents is at the
OWNER'S sole risk and without liability or legal exposure to ENGINEER, or to
ENGINEER'S independent professional associates or consultants, and OWNER shall
indemnify and hold harmless ENGINEER and ENGINEER'S independent professional
associates and consultants from all claims, damages, losses and expenses including
attorney's fees arising out of or resulting therefrom. Any such verification or adaptation will
entitle ENGINEER to further compensation at rates to be agreed upon by OWNER and
ENGINEER.
7.3. INSURANCE
7.3.1. ENGINEER shall secure and maintain such insurance as will protect
ENGINEER from claims under the Worker's Compensation Acts and from claims for
12
bodily injury, death, or property damage which may arise from the performance of services
under this Agreement.
7.3.2. Professional Liability Insurance. The ENGINEER shall secure and maintain
a professional liability insurance policy. Said policy shall insure payment of damages for
legal liability arising out of the performance of professional services for the OWNER, in the
insured's capacity as ENGINEER, if such legal liability is caused by a negligent error,
omission, or negligent act of the insured or any person or organization for whom the insured
is legally liable. Said policy shall provide minimum limits of $1,500,000 per claim and
$1,500,000 aggregate; A certificate of insurance shall be provided that shall state that such
insurance cannot be cancelled until thirty (30) days after the OWNER has received written
notice (upon request) of the insurer's intention to cancel this insurance. The OWNER shall
be named as an additional insured on the policy.
7.3.3. Before commencing work the ENGINEER shall provide the OWNER a
certificate of insurance evidencing the required insurance coverage in a form acceptable to
OWNER.
7.4. INDEMNIFICATION
The ENGINEER agrees, to the fullest extent permitted by law, to indemnify and hold
OWNER harmless from any damage, liability, or cost (including reasonable attorney's fees
and costs of defense) to the extent caused by ENGINEER's negligent acts, errors, or
omissions in the performance of professional services under this Agreement and those of his
or her subcontractors or anyone for whom the ENGINEER is liable.
7.5. CONTROLLING LAW
This Agreement is to be governed by the laws of the State of Minnesota.
7.6. SUCCESSORS AND ASSIGNS
7.6.1. OWNER and ENGINEER each is hereby bound and the partners, successors,
executors, administrators and legal representatives of OWNER and ENGINEER (and to the
extent permitted by paragraph 7.6.2, the assigns of OWNER and ENGINEER) are hereby
bound to the other party, to this Agreement and to the partners, successors, executors,
administrators and legal representatives (and said assigns) of such other party, in respect of
all covenants, agreements, and obligations of this Agreement.
7.6.2. Neither OWNER nor ENGINEER shall assign, sublet or transfer any rights
under or interest in (including, but without limitation, monies that may become due or
monies that are due) this Agreement without the written consent of the other, except to the
extent that any assignment, subletting or transfer is mandated by law or the effect of this
limitation may be restricted by law. Unless specifically stated to the contrary in any written
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consent to an assignment, no assignment will release or discharge the assignor from any
duty or responsibility under this Agreement. Nothing contained in this paragraph shall
prevent ENGINEER from employing such independent professional associates and
consultants as ENGINEER may deem appropriate to assist in the performance of services
hereunder.
7.6.3. Nothing under this Agreement shall be construed to give any rights or
benefits in this Agreement to anyone other than OWNER and ENGINEER, and all duties
and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive
benefit of the OWNER and ENGINEER and not for the benefit of any other party.
7.7. COPYRIGHT
7.7.1. Copyright or Patent Infringement. ENGINEER shall defend actions or claims
charging infringement of any copyright or patent by reason of the use or adoption of any
designs, Drawings or Specifications supplied by it, and it shall hold harmless the OWNER
from loss or damage resulting therefrom.
7.8. MEDIATION /ARBITRATION
7.8.1. In an effort to resolve any conflicts that arise during the design phase of the
project or following the completion of the design phase, the OWNER and ENGINEER
agree that all disputes between them arising out of or relating to this Agreement shall be
submitted to nonbinding mediation before exercising other legal remedies unless the parties
agree otherwise. The OWNER and ENGINEER further agree to consider including a
similar mediation provision in all agreements with independent contractors and consultants
retained for the project and to require all independent contractors and consultants also to
include a similar provision in all agreements with subcontractors, subconsultants, suppliers,
or fabricators so retained.
SECTION 8. SPECIAL PROVISIONS, EXHIBITS AND SCHEDULES
8.1. The following exhibits are attached to and made a part of this Agreement:
8.1.1. Schedule A "Fee Schedule for Basic Services and Per Diem Hourly Rate
Schedule for Additional Services"
8.2. This Agreement together with the Appendix and Schedules identified above
constitute the entire agreement between OWNER and ENGINEER and supersede all prior
written or oral understandings. This Agreement, Appendix and Schedules may only be
amended, supplemented, modified or cancelled by a duly executed written instrument.
14
IN WITNESS WHEREOF, the parties hereto have made and executed this
Agreement effective May 9, 2014.
OWNER:
CITY OF HUTCHINSON
BY:
Steve Cook
Its Mayor
AND
Jeremy Carter
Its Administrator
ADDRESS FOR GIVING NOTICES
Hutchinson City Center
111 Hassan Street
Hutchinson, Minnesota 55350
15
ENGINEER:
Stevens Engineers, Inc.
`�)
BY: .
Scott Ward
Its Vice - President
AND
Its
ADDRESS FOR GIVING NOTICES:
Stevens Engineers, Inc.
2211 O'Neil Road.
Hudson, WI. 54016
SCHEDULE A
FEE SCHEDULE FOR BASIC SERVICES & PER DIEM HOURLY RATE
SCHEDULE FOR ADDITIONAL SERVICES
A. Compensation for Basic Services — Standard Hourly Rate Method of Payment with a
Not -To- Exceed amount + expenses.
Owner shall pay Engineer for Basic Services as set forth in this agreement. Standard
Hourly Rates Method of Payment with a Not -To- Exceed amount of $62,425 +
expenses.
1. An amount equal to the cumulative hours charged to the Project by each
class of Engineer's personnel times Standard Hourly Rates for each
applicable billing class for all services performed on the Project, plus
Reimbursable Expenses, if any.
2. Engineer's Reimbursable Expenses Schedule and Standard Hourly Rates are
attached below.
B. Hourly Rate Schedule
Construction Administration
Firm
Staff
Hourly Rate
Total Hrs
Total Fee
292
Principal Architect
$135
15
$2,025
292
Technician
$75
20
$1,500
NRA
Principal Mechanical Engineer
$175
12
$2,100
NRA
Principal Electrical Engineer
$130
16
$2,080
NRA
Principal Structural Engineer
$175
12
$2,100
Stevens
Principal Engineer /Specialists
$185
48
$8,880
Stevens
Project Manager
$134
295
$39,530
Stevens
Technician
$88
20
$1,760
Stevens
Administrative
$49
50
$2,450
TOTALS
488
$62,425
16
C. Reimbursable expenses for services performed on the date of the Agreement are:
Reimbursable expenses for services performed on the date of the Agreement are:
8"x11" B/W Copies $0.13 /pa ,2e
81/2x 14" B/W Copies $0.15 /pa2e
11" x 17" B/W Copies
8 "x11" Color Copies
81/2x 14" Color Copies
11 "x17" Color Copies
22 "x34" B/W prints
24" x 3 6" B/W prints
28" x 42" or larger B/W prints
22 "x34" Color prints
24" x 36" Color prints
28" x 42" or larger Color prints
Binding plan sets (per set larger than 11x17)
Specification and Report Assembly (Binder, Cover)
Laminated Report Covers with Binder
Mileage (auto)
Mileage (Field Truck)
Materials to assemble reports
Other similar direct project related expenditures
Meals and Lodging
Other similar direct project related expenditures
10% will be added to all reimbursable expenses.
17
$0.20 /pate
$0.80 /pate
$0.90 /pate
$1.50 /pate
$2.60 /pate
$2.85 /pate
$4.20 /pate
$5.00 /pate
$5.50 /pate
$6.00 /pate
$5.00 each
$8.00 each
$17.00 each
IRS Allowable Rate
IRS Allowable Rate +
$0.15
at cost
at cost
per diem or at cost
at cost
HUTCHINSON CITY COUNCIL city -f 0' "J N
Request for Board Action 79 M-W
Agenda Item: Discussion of Ordinance No. 14 -720 (Four Year Mayoral Terms)
Department: Administration
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: Marc Sebora
Agenda Item Type:
Presenter: Marc Sebora
Reviewed by Staff ❑
Communications, Requests
Time Requested (Minutes): 5
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
The Hutchinson Charter Commission met on April 28, 2014, to review and discuss Ordinance No. 14 -720, which had
been forwarded to them by the Council. Ordinance No. 14 -720 would amend the Charter to increase mayoral terms
from two years to four years. After a detailed discussion at its April 28th meeting, the Charter Commission voted 4 -2
to reject Ordinance No. 14 -720 proposed by the Hutchinson City Council.
The item is placed on the agenda as a discussion item so the Council can consider the action taken by the Charter
Commission and discuss the next steps to be taken by the City Council regarding placing the ordinance increasing the
length of the mayoral term in office on the election ballot this Fall.
BOARD ACTION REQUESTED:
Discussion of Ordinance No. 14 -720 (Four Year Mayoral Terms)
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
Ordinance No. 14 -720
Publication No.
AN ORDINANCE ADOPTING REVISIONS TO SECTION 2.04 OF HUTCHINSON
CITY CHARTER —FORM OF GOVERNMENT
The City Council hereby ordains:
WHEREAS, the Hutchinson City Council met on January 14, 2014, and discussed
amending the Hutchinson City Charter to allow for four -year mayoral terms; and,
WHEREAS, as part of the discussion, the Hutchinson City Council determined that they
would like the proposed amendment to be put forth on the 2014 municipal election ballot; and,
WHEREAS, Minnesota Statute 410.12, Subd. 5 allows for Charter amendments to be put
Forth to voters by the City Council by fi rst adopting an ordinance and forwarding to the
Hutchinson Charter Commission for review and recommendation; and,
WHEREAS, the proposed amendment is attached to this ordinance,
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
HUTCHINSON, THAT
The proposed amendment to Hutchinson City Charter Section 2.04 attached hereto as
Exhibit A allowing for four -year mayoral terms be adopted by ordinance and forwarded to the
Hutchinson Charter Commission for review and recommendation. Upon receiving a
recommendation from the Charter Commission, the proposed amendment will be placed on the
2014 municipal election ballot. Any Charter amendment approved increasing the mayoral term
to four years shall not take effect until the election for the office of mayor in the year 2016.
Adopted by the City Council this I day of h; ,1 ; , 2014.
Attest:
de— �_z axL
Jeremy J. Car er, City Administrator Steven W. Cook, Mayor
EDA Board Meeting
Main Conference Room — City Center
11:30 AM Wednesday, March 26th, 2014
Members present in bold.
MEETING MINUTES
Members
Tim Ulrich Steve Jansick
Mary Christensen Mike McGraw
Staff
Lee Miller, EDA Director
Andy Reid, City Controller
Brandon Sobotta, EDA Assistant
Daron Vanderheiden Chad Czmowski
Jonny Block
Call to order - EDA President Tim Ulrich called the meeting to order at 11:34 AM
II. Approve Agenda — No Action
III. Review Meeting Minutes
A. February 19th Finance Team Meeting
M /S /P: Jansick, Czmowski to approve the February 19th Finance Team minutes as
presented; passed unanimously.
B. February 26th Board of Directors
M /S /P: Czmowski, Block to approve the February 26th Board of Directors minutes as
presented; passed unanimously.
IV. Review January EDA Financial Statements — Lee Miller
A. Cash available in operations is $160,670.
B. $56,736 is reserved (proceeds from Warrior land sale) and $103,934 is unreserved.
C. The Economic Development Loan fund has $1,145,955 in cash available.
D. $100,000 is reserved (Luce Line Trail contribution). $1,045,955 is unreserved.
E. Loan repayments for the month were $9,233.
F. Downtown revolving loan fund has $221,559 in cash available; $205,612 is unreserved,
loans receivable total $721,253 and $201,329 in capital assets (Cenex & Wright property).
G. Loan repayments totaled $9,424 for the month.
H. MIF Loan fund has $250,159 in cash available and loans receivable of $285,892 (NuCrane).
M /S /P: Block, McGraw to approve the February Financials as presented; passed unanimously.
V. Director's Report
A. Depot Marketplace Redevelopment: Staff informed the Board that work has started back
up at the depot. A grand at the Depot site has been scheduled for June 15th 2014,
immediately following the Water Carnival parade. Volunteers from Historic Hutchinson will
be helping to coordinate the event. A donation of $100 is being requested, which will allow
for the event to be advertised with other Water Carnival events.
M /S /P: Ulrich, Vanderheiden to approve the $100 donation to the Jaycees; passed
unanimously
B. 2014 Jumpstart Downtown Competition: Jumpstart Downtown has officially kicked -off.
Staff expects to see applications to be submitted soon. Staff informed the Board that the
Finance Team recommends getting The Leader to write another article to further spur
interest.
C. Greater Minnesota Partnership: Staff presented membership materials from The Greater
Minnesota Partnership (GMP). The GMP is a lobbying and advocacy group for economic
development efforts in greater Minnesota.
M /S /P: McGraw, Jansick to approve the membership to the GMP as presented; passed
unanimously.
D. Land Write Down Program: Staff is working with the Federal EDA to gain approval on
pursuing the land write down program to aid in development of the industrial park.
E. Update on Business Prospects: Staff is continuing discussion with several prospective
companies regarding space needs.
F. Co. "X" letter of intent to purchase land: Staff informed the Board that a company has
submitted a letter of intent to purchase four acres in the industrial park. The company's
preferred lot is currently 7.5 acres. Discussion followed on splitting the lot to facilitate the
sale.
M /S /P: McGraw, Czmowski to recommend splitting the southerly four acres of 1105
Benjamin Ave SE and to affirm the price of $30,000 per acre.
VI. Grant and Loan Applications
Sian & Awnina Grant Request
-none-
VII. Other Business — None
VIII. Adjourn - With no further business to attend to, the meeting adjourned at 12:37 PM
Respectfully Submitted,
Brandon Sobotta
EDA Assistant
MINUTES
Regular Meeting — Hutchinson Utilities Commission
Wednesday, March 26, 2014
Call to order — 3:00 p.m.
President Hanson called the meeting to order. Members present: President Anthony
Hanson; Vice President Monty Morrow; Secretary Mark Girard; Commissioner Dwight
Bordson; Commissioner Donna Luhring; Attorney Marc Sebora; Interim General
Manager John Webster.
Guests: Paul Harvego of Conway, Deuth & Schmiesing and City Administrator Jeremy
Carter.
Approve Minutes of the February 26, 2014 Regular Meeting
The minutes of the February 26, 2014 regular meeting were reviewed. A motion
was made by Commissioner Bordson, seconded by Vice President Morrow to
approve the minutes. Motion was unanimously carried.
2. Approve Financial Audit for 2013
Presentation by Paul Harvego of Conway, Deuth & Schmiesing
Paul Harvego of Conway, Deuth & Schmiesing was welcomed to the meeting. Mr.
Harvego presented the 2013 financial audit. A motion was made by Commissioner
Luhring, seconded by Secretary Girard to approve the 2013 financial audit. Motion
was unanimously carried. (Audit attached.)
3. Ratify Payment of Bills for February 2014
The February 2014 payables were discussed. After discussion, a motion was
made by Commissioner Bordson, seconded by Commissioner Luhring to ratify the
payment of bills in the amount of $3,822,906.71 (detailed listing in payables book).
Motion was unanimously carried.
4. Approve Financial Statements /Budget Year to Date
Jared Martig presented the February 2014 financial statements /budget year -to-
date. The rate stabilization funds took a hit due to natural gas costs. After
discussion, a motion was made by Commissioner Bordson, seconded by Vice
President Morrow to approve the financial statements /budget year -to -date. Motion
was unanimously carried.
5. Review Policies and Requirements Booklet
Interim GM Webster presented the policies and requirements booklet, sections:
• Meter Testing — Electric
• Right -of -Way Clearing
• Tree Removal or Trimming
There were no recommended changes to the policies and requirements booklet.
6. Approve Changes to Exempt and Non - Exempt Handbooks
Jan Sifferath presented changes to the exempt and non - exempt handbooks,
sections:
• Family & Medical Leave
• Parental Leave
• Sick Leave (Exempt Only)
• Sick/Vacation Leave Donation
Changes to the Family & Medical Leave section were due to changes in the FMLA
regulations. Other changes were for clean -up purposes.
Changes to the Parental Leave section were due to State mandate. The average
hours per week worked changed from 40 to "at least twenty (20)" hours per week.
Other changes were for clean -up purposes.
Changes to the Sick Leave (Exempt Only) section were for clarification and clean-
up purposes. The Board requested Jan Sifferath benchmark item #3 of Sick Leave
regarding the 720 hours accumulation.
Changes to the Sick/Vacation Leave Donation section were for clean -up purposes
and it is what HUC currently practices.
After discussion, a motion was made by Secretary Girard, seconded by
Commissioner Luhring to approve the changes to the exempt and non - exempt
handbooks. Motion was unanimously carried. (Changes attached.)
7. Approve Bid Tabulation for Horizontal Directional Drilling Machine (Tabled at
the February 26 regular meeting)
Dave Hunstad presented further analysis on the purchase of the Horizontal
Directional Drilling Machine and explained the payback calculations.
After discussion, a motion was made by Commissioner Bordson, seconded by
Secretary Girard to approve the bid tabulation for Horizontal Directional Drilling
Machine to RDO Equipment for $137,800.46. (Analysis and Bid Tabulation
attached.)
8. Approve Changes to Parallel Generation Policy (40 kW or less)
(Tabled at the January 2, January 29 and February 26, 2014 regular meetings)
Interim GM Webster presented changes to the Parallel Generation Policy (40 kW
or less), explaining HUC received information from MMUA that municipals are only
required to have a 40 kW or less and a great than 40 kW policy, not the 100kW
and less and greater than 100kW policies. Changes were made to provide clarity.
Secretary Girard abstained from voting because of a conflict of interest.
After discussion, a motion was made by Vice President Morrow, seconded by
Commissioner Bordson to approve the changes to Parallel Generation Policy (40
kW or less). Motion was unanimously carried. (Changes attached.)
2
9. Approve HTI Natural Gas Transportation Agreement
Interim GM Webster presented the HTI Natural Gas Transportation Agreement.
After discussion, a motion was made by Vice President Morrow, seconded by
Commissioner Luhring to approve the HTI Natural Gas Transportation Agreement.
Commissioner Bordson abstained from voting because of a conflict of interest.
Motion was unanimously carried. (Agreement attached.)
10. Approve Contract for Sale and Purchase of Natural Gas between Macquarie
Energy LLC and Hutchinson Utilities Commission
Interim GM Webster presented the Contract for Sale and Purchase of Natural Gas
between Macquarie Energy LLC and Hutchinson Utilities Commission. It allows
HUC to purchase natural gas from Macquarie. A motion was made by
Commissioner Bordson, seconded by Commissioner Luhring. Motion unanimously
carried. (Contract attached.)
11. Updates:
a. Industrial Rate Subcommittee (President Hanson & Vice President Morrow)
Vice President Morrow reported they met with 3M again with a proposal to offer
3M a revised industrial electric rate. The Board requested a special meeting
take place to discuss the impact to HUC of a possible revised industrial electric
rate. The goal is to make a recommendation to take to the City Council for
approval. Commissioner Bordson abstained from this discussion due to conflict
of interest.
b. Compensation Subcommittee (Commissioner Luhring & Secretary Girard)
Commissioner Luhring reported the subcommittee reviewed the compensation
study. The subcommittee recommends securing a second compensation study
to include regional, tri -state or quad -state areas along with specifics on what
the Commission is looking for in the study. The Board requested Commissioner
Luhring present a recommendation for a second study consultant at the April
regular commission meeting.
c. Joint Meeting Date with City (Commissioner Bordson)
Commissioner Bordson reported Mayor Cook suggested the joint meeting be
scheduled when the new general manager is hired. A potential date for the joint
meeting will be discussed at the April regular meeting.
12. Communication from the City Administrator
City Administrator Carter presented an update on what's going on at the City.
13. Division Reports
Finance — Jared Martig
• Tile project in the crew rooms is 50% complete.
• Collateral at banks is being monitored.
3
Electric — Dave Hunstad
• Not going to fill the vacant lineman position for now and hire seasonal summer
help instead.
Electric — Dan Lang
• Interviews next week for the open mechanic position.
Business — Jan Sifferath
• HUC has earned the Tree Line USA Utility Award from the Arbor Day
Foundation for the seventh year in a row. Tree Line USA is a national program
recognizing public and private utilities for practices that protect and enhance
America's urban forests.
Natural Gas — John Webster
• Purchased natural gas for November 2014 through October 2023 at $4.585.
• HUC received income from BP for storing extra natural gas on HUC's pipeline
last Friday and Saturday.
14. Legal Update
Nothing to report.
Unfinished Business
• Discuss Separate Business Unit for Wholesale Business
o Jared Martig has started working on this.
New Business
• Interim GM Webster reported the City of Hanska is interested in HUC
transporting natural gas to their community.
• Was contacted by U.S. Energy regarding their client's interest in purchasing
natural gas from HUC to supply regarding the City of Stewart and City of
Buffalo Lake. HUC would build an interconnection on Highway 212, funded by
the customer.
• President Hanson discussed the Charter Commission requested an HUC Board
member present reasons for the request to consider changing the Charter to
allow one non - resident to be on the Hutchinson Utilities board. The City of
Hutchinson Planning Commission currently practices this. President Hanson
will attend a Charter Commission meeting and present the reasoning behind
HUC's request.
• Commissioner Luhring and Commissioner Bordson gave an update on the
hiring of a new general manager. Commissioner Bordson reported interviews
took place last week and the final candidates will be interviewed by the
Commissioners in a special commission meeting.
12
There being no further business, a motion was made by Commissioner Bordson,
seconded by Secretary Girard to adjourn the meeting at 5:05 p.m. Motion was
unanimously carried.
ATTEST:
Anthony Hanson, President
5
Mark Girard, Secretary
Minutes of the Special Hutchinson Utilities Commission Meeting of April 7, 2014
Westlund Room - Hutchinson Event Center
Members present: President Anthony Hanson, Vice - President Monty Morrow, Commissioner Dwight
Bordson, Commissioner Donna Luhring, Commissioner Mark Girard. Also present were City of
Hutchinson Human Resources Director, Brenda Ewing and Hutchinson City Attorney, Marc Sebora.
Also present was Jeremy Carter, the finalist for the Hutchinson Utilities general manager position.
The meeting was called to order at 1:00 PM.
President Hanson explained the purpose of the meeting was to conduct the finalist interview of Jeremy
Carter for the general manager position and that Human Resources Director Brenda Ewing would be
primarily conducting the interview with the Commission having an opportunity to ask follow -up
questions. President Hanson announced that Commissioner Dwight Bordson would be leaving the
meeting at 1:45 p.m. President Hanson also stated that because Commissioner Bordson would be
leaving early and in order for the whole Commission to be able to discuss the information obtained
through the interview, he would be entertaining a motion to recess the meeting and reconvene at the
same location on April 9, 2014, at 1:00 p.m. at the conclusion of this day's session.
Vice - President Morrow stated that he wanted it in the record that he was not aware that Mr. Carter was
the only candidate being interviewed.
Ms. Ewing began by explaining the recruitment process for the general manager's position. She noted
that at its January 21, 2014, meeting, the Commission formed a recruitment subcommittee consisting of
Commissioners Bordson and Luhring, with Ms. Ewing acting as facilitator, for the purpose of attracting
applicants for the general manager position. Hutchinson Utilities advertised the position locally,
regionally, and nationally. As a result of those advertisements 19 individuals submitted applications. 11
of those individuals were found to meet the minimum qualifications necessary for the position and of
those 11, 9 were found to have most closely matched the position as advertised and were forwarded to
the Commissioners for review. Except for Commissioner Girard, the other four Commissioners
individually reviewed the qualifications of these 9 applicants and scored the applications. The top 5
scoring candidates were invited for an initial interview. Of the 5 candidates invited, four candidates
accepted the interview invitation.
Initial interviews were then held by the recruitment subcommittee. At the March 26, 2014, Commission
meeting, the Commission discussed the results of the initial interview process and determined to
conduct a finalist round of interviews for finalists as determined by the recruitment subcommittee.
Today's meeting was called for the purpose of conducting that finalist's interview.
Ms. Ewing then began conducting the interview and asked the candidate, Jeremy Carter, questions
regarding management experience, intergovernmental relations, personnel management, budgeting,
industry regulation, technology, public relations skills, and conflict management among other things.
During the questioning, Commissioner Bordson asked Mr. Carter about cost - sharing opportunities
between the Hutchinson Utilities Commission and the City of Hutchinson. President Hanson asked Mr.
Carter about maintaining the independence of the Hutchinson Utilities Commission and the importance
of that. Vice - President Morrow asked Mr. Carter about his experience in dealing with complaints from
state regulatory agencies and working with state regulatory agencies in general.
At 1:47 p.m. Commissioner Bordson excused himself from the meeting.
At this point, the prepared question portion of the interview was concluded. Commissioners were then
given an opportunity to ask additional follow -up questions. Commissioner Girard asked Mr. Carter
about what Mr. Carter felt were the pros and cons of taking the Utilities general manager job.
President Hanson then asked Mr. Carter if he had any questions of the Commission. Mr. Carter asked
the Commissioners about what they felt were the biggest challenges facing the Hutchinson Utilities
Commission at the present time. Mr. Carter also asked the Commissioners to elaborate on the
attributes that the Commission was looking for in the person that they would eventually select for the
general manager. Lastly, Mr. Carter asked the Commissioners talk about what they saw as the
Commission's short, medium and long -term goals.
The interview was then concluded and Mr. Carter excused himself from the meeting.
President Hanson then asked the Commission to consider all of the information that was presented
during the interview that was conducted and to ponder it for the next day or so. President Hanson
stated that it was important for the Commission to decide whether Mr. Carter was the person that was
appropriate for the position of general manager, or not, and asked the Commission to consider all of the
information that was presented during the meeting today in making that decision. President Hanson
then stated that he would entertain a motion to recess the meeting until April 9, 2014, at 1:00 p.m. in
the same location to consider the next steps in the Utilities general manager selection process.
At 2:21 p.m. a motion was made by Commissioner Luhring and seconded by Commissioner Girard to
recess the meeting and to reconvene at the same location on April 9, 2014, at 1:00 p.m. The motion
passed unanimously.
Reconvened Meeting of April 9, 2014
The meeting was called to order at 1:00 p.m. by President Anthony Hanson. All of the Utilities
Commission members were present as were City of Hutchinson Human Resources Director Brenda
Ewing and City Attorney Marc Sebora. President Hanson stated that it was the purpose of the meeting
to determine whether or not Jeremy Carter was the person who should be selected as the next
Hutchinson Utilities Commission general manager.
Commissioner Bordson explained that there was no candidate that completely met all of the desired
qualifications for the Utilities general manager. All of the candidates had weaknesses, or gaps, in their
qualifications, but that in his opinion Mr. Carter was the preferred candidate because of his leadership
skills. Commissioner Bordson stated that while it is true that Mr. Carter does not have extensive
experience in operating a gas or electric utility, Hutchinson Utilities staff can be utilized to assist Mr.
Carter in those areas, especially in highly technical matters. Mr. Bordson stated that Mr. Carter's
experience in dealing with governmental entities and organized labor groups was a plus for his
application. In addition, Mr. Carter's extensive financial background would be an asset for the
Commission.
Commissioner Luhring stated that other persons who interviewed for the position were not business
managers, and that she sees a person with management experience to be a critical need of the Utilities
at the present time. Commissioner Luhring stated that there are budgetary concerns looming for the
Utilities that the Commission will have to focus on and that Mr. Carter is a person that would be able to
address them. Commissioner Luhring stated that Mr. Carter has the business background required for
the job and that he is a known person in the community.
Commissioner Bordson said that he would be opposed to any suggestion of having a shared position of
a chief executive between the Hutchinson Utilities Commission and the City of Hutchinson and that it
was his opinion that such a shared position would not be in the best interests of Hutchinson Utilities.
President Hanson concurred stating that it is vital that Hutchinson Utilities have its own separate
identity separate and apart from the City of Hutchinson. President Hanson added that it is important
that the new general manager get to know all of the Utilities employees individually to help successfully
run the organization and that Hutchinson Utilities needs the full -time undivided attention of its general
manager.
President Hanson continued that based on all of Mr. Carter's experience, both in the private and public
sector, that Mr. Carter would be a good manager for the Utilities. President Hanson stated that Mr.
Carter will be able to accumulate knowledge on the technical side of the operation of the Utilities from
staff, and therefore it is important that the position of Director of the Electrical Division that will be
vacant because of the retirement of Steve Lancaster be filled by a capable person.
Commissioner Girard stated that he was impressed with the business management credentials of Mr.
Carter. Commissioner Girard stated that the Commission is looking for person skilled in management
and that Mr. Carter has the necessary training and expertise in management. Commissioner Girard
concurred with previous comments concerning the ability of Mr. Carter to gain knowledge and
experience on the technical side of utilities management from existing staff.
Vice - President Morrow stated that he is looking at the general manager's position from a different
perspective. Vice - President Morrow agreed that Mr. Carter has the experience and expertise in
business management, but Vice - President Morrow has concerns about the lack of regulatory experience
that Mr. Carter has. Vice - President Morrow stated that it is very important for a utilities general
manager to have an idea of the bigger picture and broader issues facing utilities at all levels including
local utilities. Issues like smart grid technology cannot simply be taught. President Hanson agreed that
this is an issue that should be considered, but as with previous general managers, the Commission has
received assistance from experts in particular fields to help guide the decisions of the Hutchinson
Utilities Commission.
Vice - President Morrow then stated that whoever is selected for the position of general manager must
be given the tools and support of the Commission members necessary to succeed at the Hutchinson
Utilities Commission. This would include increased involvement of Attorney Sebora and Human
Resources Director Brenda Ewing in the matters appropriate for them.
Commissioner Bordson stated that if Mr. Carter was to be offered a contract it initially should be for a
period of one year. Commissioner Luhring stated that it will take a longer period than one year for
anyone to become familiar with Hutchinson Utilities.
Commissioner Luhring stated that you won't find someone that has the complete package to run
Hutchinson Utilities but it is important that we get someone to match our needs as closely as possible.
Commissioner Luhring noted that it is important that the Commission hire someone with integrity to run
the business of the utility. President Hanson agreed, stating that truth, transparency and integrity is
what the Utilities needs in a general manager.
A motion was then made by Commissioner Luhring, seconded by Commissioner Bordson to extend an
employment contract to Mr. Carter for the position of General Manager of Hutchinson Utilities. The
motion passed unanimously.
President Hanson then stated that any contract of employment would need to be reviewed by the entire
Commission and voted on at some future Commission meeting. President Hanson then also asked
Brenda Ewing take the lead in negotiating a contract of employment with Mr. Carter with the assistance
of Commissioner Bordson. President Hanson urged Ms. Ewing to examine other contracts that exist
with other municipal utilities in the preparation of Mr. Carter's contract. Ms. Ewing also indicated that
she had resources available to her from the League of Minnesota Cities for the development of the
employment contract.
At 2:29 p.m. a motion was made by Commissioner Bordson and seconded by Commissioner Girard to
adjourn the meeting. The motion passed unanimously.
MINUTES
Special Meeting — Hutchinson Utilities Commission
Friday, April 11, 2014
Call to order — 9:01 a.m.
President Hanson called the meeting to order. Members present: President Anthony
Hanson; Secretary Mark Girard; Commissioner Donna Luhring; Attorney Marc Sebora;
Interim General Manager John Webster.
Members absent: Commissioner Dwight Bordson — due to a conflict of interest.
Others present: Jared Martig, Jan Sifferath, Randy Blake, Dave Hunstad, Dan Lang,
Kim Koski and Council Member Bill Arndt.
President Hanson explained the purpose of the workshop was to discuss:
1. Results of the rate analysis completed by Dave Berg Consulting LLC;
2. Discuss HUC's 5 year financial forecast; and
3. Discuss the possibility of an industrial rate change and the impact it would
have on HUC.
At this time, Vice President Morrow arrived: 9:18 a.m.
President Hanson distributed the rate analysis for review and discussion. The reports
outlined the financial impact to HUC if 3M should self generate along with outlining the
financial impact on HUC if changes were made to the electric industrial rates. (Analysis
attached.)
Jared Martig presented HUC's 5 year budget forecast along with a few options for
implementing proposed rate changes with their financial impact to HUC. Two, three and
four year phase -in options were discussed. (Budget forecast attached.)
The Board discussed the goal is to have commission approval by end of April 2014 and
then present the Commission's recommendations to the City Council for review and
final approval.
There being no further business, a motion was made by Commissioner Girard,
seconded by Vice President Morrow to adjourn the meeting at 11:21 a.m. Motion was
unanimously carried.
Mark Girard, Secretary
ATTEST:
Anthony Hanson, President
To: Mayor and Council
From: Candice Woods, Liquor Hutch Director
Date: 05/01/2014
Re: Liquor Hutch Sales January —April 2014
2013
Year to Date Sales: $1,471,264
2014
$1,536,386
Change
4.4% increase
Liquor
$ 509,621
$ 541,599
6.3016 increase
Beer
$ 679,262
$ 712,850
4.9016 increase
Wine
$ 258,785
$ 255,569
1.3016 decrease
Year to Date Gross Profit Dollars:
$ 374,661
$ 395,664
5.6% increase
Year to Date Customer Count:
64,080
65,386
2.0% increase
Average Sale per Customer:
$22.96
$23.50
$0.54 increase
Gross Profit Percentage:
25.50%
25.75%
.25% increase
Store Activity Highlights:
• Grape Vine Wine Dinner held with Zellas January 23rd resulted in sales of $1,436
• Grape Vine Tasting event held January 30th resulted in sales of $859
• Customer Appreciation Week February 3 -8 with advertising and InStore Tastings and Giveaways
• Performance Reviews completed for 2 Full Time and 13 Part Time Employees
• Candice Woods participated as a Trainer at MMBA Boot Camp for Municipal Liquor Store
Managers Great learning experience with lots of shared information!
• Whiskeys of the World Seminar held February 27th with 60 people resulted in sales of $980
• Three new Temporary Part Time Hires completed, Employee Handbook reviewed and initial
training begun
• Both Beer Coolers reset to include additional high profit specialty breweries and eliminate
slower moving less profitable items
• Three new POS Inventory /Cash Register systems reviewed and purchase made with RITE system
Includes new and improved marketing, inventory control and PCI compliance software
• Employee Training done with Third Street Brewhouse and Glacial Ridge Winery
• Participated in the Bring It Home Event at the Fair Grounds
• Spring Pub Club Event held April 17th with 71 people featured Oskar Blues Brewery
• Floors refinished by Liquor Hutch staff resulted in substantial savings
Further details of all statistics have been provided to the Administrative Department. Please feel free to contact me
with any questions or requests for additional data.
HUTCHINSON CITY COUNCIL city -f 0, "d N
Request for Board Action 79 M-W
Agenda Item: Report of Snow Removal /Ice Control Activities (2013/2014 Season)
Department: Public Works
LICENSE SECTION
Meeting Date: 5/13/2014
Application Complete N/A
Contact: John Olson
Agenda Item Type:
Presenter: John Olson
Reviewed by Staff ❑
communications, Requests
Time Requested (Minutes): 0
License Contingency N/A
Attachments: Yes
BACKGROUND /EXPLANATION OF AGENDA ITEM:
Enclosed for your review is the snow removal & ice control season report for 2013 -2014. The summary report is
included, along with schedules comparing the last several winters, graphs indicating staffing hours, fuel consumption,
sand use and salt use. There are also monthly summaries, that indicate the type of activity, number of
staff /equipment used, fuel consumed, and temperature /precipitation information. Last, there is a schedule of
personnel hours and equipment hours.
This was a difficult winter, considering cold temperatures, high winds, and above - average snowfall. These factors
combined to make it the second worst winter in the last 10 years, second only to the 2010/2011 season when we
ended up with 100" of snowfall.
If you have any questions about the information contained in the report, please don't hesitate to contact John Olson.
BOARD ACTION REQUESTED:
Informational purposes.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost: $ 0.00
Total City Cost: $ 0.00 Funding Source:
Remaining Cost: $ 0.00 Funding Source:
C
April 21, 2014
City of Hutchinson
Public Works Department
Operations & Maintenance
1400 Adams St SE
Hutchinson, MN 55350
Phone (320) 234 -4219 Fax (320) 234 -6971
To: Jeremy Carter, City Administrator
Kent Exner, DPW /City Engineer
From: John Olson, Public Works Manager
Subject: Snow removal & ice control (2013 -2014 winter season)
I would like to commend the many staff and contractors involved in snow removal efforts. Their
dedication to providing the best service possible to the community and their hard work in difficult
winter conditions at all times of the day and night are sincerely appreciated.
The 2013 -2014 winter season was challenging due to cold temperatures and high winds. On
average, Hutchinson sees 23 days with below zero temperatures. This season, there were 60 days
with below zero temperatures. Several storms started with heavy snow during relatively warm
weather, followed immediately by very cold temperatures. Snow that had fallen during warmer
weather was compacted onto streets and because pavement temperatures were below 20° F, de-
icing salt was not effective.
This past winter's snowfall of 58.5" was above average the winter snowfall of 40.9 ", with 16.2
inches falling in 2 large April storms. The winds were persistent throughout the winter. Blowing
and drifting snow resulted in more personnel and equipment hours being used this past winter
season. A typical winter generally results in around 2,500 personnel hours, while this winter
utilized personnel for 3,437 hours, the second most hours in the last 10 winters. Fuel
consumption ended up at 10,483 gallons, again, the second most gallons used in the last 10
winters.
Because of cold temperatures and the ineffectiveness of de -icing salt, less material was used this
past winter. In an average winter, about 1,150 tons of sand and 500 tons of salt are used. This
past winter, 1,117 tons of sand and 315 tons of salt were used.
Attached to this report are the following:
• Summary of snow removal & ice control measures (winters 2005 -2006 through
2013 -2014)
• Graphical representation of personnel hours and fuel consumption during that period
• Graphical representation of sand and salt use during that period
• Monthly summaries for April 2014 — November 2013
• Schedule of personnel hours
• Schedule of equipment hours
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