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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, •. Q1 N 0 a w Z � CI; F� �n 4 d 0 N L `4 ,} U W qCIO _Z w� L] Q CO G a, �S�rgYY `o A, J ''� ti rnyq Ali I zz f� i t-r in Ld CL u =—! F vi • H Z � CI; F� �n 4 d 0 N L `4 ,} U W qCIO _Z w� L] Q CO G a, �S�rgYY `o A, J ''� ti rnyq Ali I zz as a o a Cr `a v 0 c°7i N m d) m r d) v ❑ ❑ '- 7 N Cl -0 O M J v❑ 0 t a) C7 w ED ., ° Y 0 �.., Z ❑ =. a a] Z 0 C v ..2 -0 -0 rl c� Q ❑_ d N 7C d [V U "d N 0 ca C F` C6 ..Q - Z �. N O G .[11 a Fri W v ch s A p N c° m n _ J rn rn ° V N CD V N ` (u uj — - ❑ [0 F N ❑ y Csl -0 ai a m c rnn �r µ+ ►A . C U] v CL CD ca CL LU M wp T 0-0 cc I a �; o ❑ m Q !�1 w spa =' 2p ° c� Q U) z � �° IL C) CLN r Z)0 a Om �' ❑ ❑ o cu N U v w v Z 70 d +- ❑ .� 0 V N [� � Qom] U O 73 S O CU ❑ "C3 _ Z v ❑ 0 � o❑ m m 4 _D. ;= W cu C7 a Ca? Z Z >v`n U EL IV D CL � Q w �`� p o a o a C7 m C v v v w J J Z m v a Q w v w U) v Q c �v ❑ (cD U) ° Z3 Q ca U cu M y v W r cr-a ❑ > Z 7.C°v — 2 U v Ix . p �. to F- a] 5 0 c L N +�i v :3 ? 0 E t � § u ED « 2 $ Ir Z w CO ? / af Zor- u 5 « u g % e 10- « a / ® C) ƒ 7 r a /k3~ k / £\ / LL ? /kk d§ ƒ§2% cl � /� % $ G �\ ƒ& ® ee o LU / ^ mwq\ /: X0 0 to # ®S 4 \ LL / « 0 / \ % ƒ ® ®± m 2 Z 2 R ƒ § 7 \ .f 3 \ « Z f m q & ± » b \ \ _ / I 0 I m $ « /E § LL, \ 7 / 0 \ ƒ L \ @ / ^ / � 5 LL }k » $ / kC'4 / \ \ g \/k 9 / £ 7, 5 _ / $ ( &w/ q / g /7/ -% - tr 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 Ll 27 rn I 3Z Los C, Ej 1 1-4 B3 V, CA 0 U, L 4 Ar f4 > > C, -4 Al C4') 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: -2- 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. -3- 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 -5- 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 -7- 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. -10- 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. -11- 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. -12- 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. - 13 - 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 -14- 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. - 15 - 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. Ch4p✓rs d Ch4p✓rs Attcat Attcat Dwta �wta -Clx�rp ors d Clx�rp ors Attcat Attcat Sato �wta Mar-tin r,.0 t v 1 r-7 Pod- -Clx�rp ors d Clx�rp ors Attcat Attcat Dato Dato -21- r. F i -Cbc�rp ax" d C��Fp axs IAI —A.Q .e GoiInt'l Attest Attest Dato Dato City Alanag-of Afayc# City C-1 City Ch -1 Dato Data -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. 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Z w Q 0 2 U D w > U = p LU Ln <L O w Z `n U 0 Q a< o O Z w Ln H LU O w cn w —_ Z Q W O U m z Z Z N w C W Z w W 0 w Z J Z< 'n O co O Y H O X `1 m X se m Ln Q u 2 Y a U w vi 2 Q 2 Z w w LU J O ]G O < Z Z p J LL N Z Z Z Ln F- U 0 S D F- U U U- H N 2 2 2 = 2 2 2 Z O Z Q X w U Z Z Q Q W O O O Q W W J Q W W O Y Y Y Y Y Y Y J J J J J J O E M Ln Ln O Ln O O O O O m O m O O O O w Ln r- O I-o O Ln I-o R:j: Ln O O O O O rn O Ln O I-o O O I-o Co rn Ln ri r, r, O O O O ri �q oo �q of O m O of O m r; �o Rt Ol to ri O r-I l0 O O Ln ri ri ri ri O N N a) N Rt 1p N O 7 Rt M N N ri N N Ln ri O M Ol r-I N r, Ln N c-I R c-I c-I c-I o0 N N M Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt c-I c-I c-I c-I c-I c-I c-I ri ri ri ri ri ri ri ri ri ri c-I c-I c-I c-I c-I c-I c-I c-I c-I ri ri ri ri ri ri ri ri O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI N M I Ln to r, w m O r-I N M Rt Ln to r, w m O r-I N M Rt Ln to r, w m O r-I N M Rt Ln M M M M M M M M Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln p to to to to to r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri V) C: O V) a) V) a) Q V) � +: a) Q- Ln a) a) o a) a) U •L u •L u •L u •L C: u •L C: +, N W E C� C W CL CL a) a) O L > a) a) X N a) X -p N N m m U p f6 N N f6 N w a-+ N W L O N ' (6 C (6 C N +� N 0 N ' CT a) C N (6 C: p (6 C: u C, O (6 C u a) a) CL O O CL O S CL " L a) CL J > CL O an L O u = O N CO CL 'n 'N CL CL (� an CL O CL I O I CL 'a 'an a) 7 Ln VI 7 E C a) 7 7 VI J VI 7 C VI C VI a) to a) VI a) VI m X N a) CA a) N O N - N N a) +, a) N a) W 0 C 'N 0 W U Q- 7 CL Q- W an W a co C co W 7 O a) O O +' a) O O > C L aL L aL C: 41 C a-+ C 4- N a) E N 4— C: ' � 4-+ L L \ C u L \ N L 0 io L f6 a) L N O O io L CL L CL L L f6 L O _� •Eb L a) a) a) L N > a..l +, CL L O L L a-+ Q- .CS +, L 41 L a) L 0 a) > 7 a) L a) > +, C ON CL s 4� > -0 s � — 4� CL a) — +� F- C o O CL C CL U U O O CL C: O +' C: +' a) an � NO > J O O Q O 2 O 2 Q U s N O 2 0 0 0 w U O U L N O L N 2 O H w O H U O 0 Q o2S O w Z L Y w F O J N L Q N Q Q w2 W w m LL LL a J 2 0 0 Z O J 0 O J O �_ �_ L Q Q Z 2 O O S J cavil D U U C 0 0 0 0 0 0 0 0 0 0 L Lu F L U U U U U U U U U U a c L 2 2 2 2 2 2 2 2 2 2 Z e r� M O O O M m O r� O O C r-I l0 O l0 Uf O M O C0 O O r r1 m m�� m O O m o Ln o M w M M Rt w r- O Ln O N U W N M W Ln Ln M Ln O O M L Ln Ln r-I N O r-I M Rt Ol J > O w U D > � J J a O F- D N W LU w z Z � O U N Z U _ mm N � w z Ln J U co c J W Z W W F- N - Z w Q 0 2 U D w > U = p LU Ln <L O w Z `n U 0 Q a< o O Z w Ln H LU O w cn w —_ Z Q W O U m z Z Z N w C W Z w W 0 w Z J Z< 'n O co O Y H O X `1 m X se m Ln Q u 2 Y a U w vi 2 Q 2 Z w w LU J O ]G O < Z Z p J LL N Z Z Z Ln F- U 0 S D F- U U U- H N 2 2 2 = 2 2 2 Z O Z Q X w U Z Z Q Q W O O O Q W W J Q W W O Y Y Y Y Y Y Y J J J J J J O E M Ln Ln O Ln O O O O O m O m O O O O w Ln r- O I-o O Ln I-o R:j: Ln O O O O O rn O Ln O I-o O O I-o Co rn Ln ri r, r, O O O O ri �q oo �q of O m O of O m r; �o Rt Ol to ri O r-I l0 O O Ln ri ri ri ri O N N a) N Rt 1p N O 7 Rt M N N ri N N Ln ri O M Ol r-I N r, Ln N c-I R c-I c-I c-I o0 N N M Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt c-I c-I c-I c-I c-I c-I c-I ri ri ri ri ri ri ri ri ri ri c-I c-I c-I c-I c-I c-I c-I c-I c-I ri ri ri ri ri ri ri ri O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI N M I Ln to r, w m O r-I N M Rt Ln to r, w m O r-I N M Rt Ln to r, w m O r-I N M Rt Ln M M M M M M M M Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln p to to to to to r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri ri c c U f6 U Ln Q N Q a) a) a) a) L C '- C U C U U '� C OL j a) j' j u a) a O CL S Q O L Q O L L S Q to L x W x U a) x a) a) W -a x (6 a W L W C (n W N C (n (n L ° W U S N - U C U C a) to a) '� O Q m m C d L U mm a) 06 c c U m C G C °' Q o Q C CL Q LLxJ o o L� (�� N o s 'n ao c a a) Co U +� a) '� � � � � a) Ln ,n � � Ln Ln � o2S a - >_ m C C a) co >, m o o L o W O� W o o= C� o o o� >, 'm o W a °C +� E E o ao LO � �_ N s °� a a a o aai v cn C i Q- Q Q C C ° a) — a) �_ L m L 0 (6 a) � L L L a' (6 N O CA 'L - - +, �, C C f6 a) - L U VI (� a) a) a) Q- C a) L U �-+ •7 •7 — N > C O L > Q S •7 > C a) N > s s (6 •7 C > a) .L L 6 6 •f6 'L > O m" C i (6 a) CL +' 6 Q O -0 4-+ a-'' E 6> CA Q -r- < W N w w m a— U F- N a (7 F- = O O W O F- U C� Q O O Ln w— in F- O U O C L _ L � e L > F ] w L C p ; ' � C O _ U J Lu c z L ] > 0 ] C] C J pLL) L J U D O C D O D 00 l D M r r-1 c c � = L F- J > LLu W W [ � Z F- - < w a W N H F L 2 U' U p Q cn = > > Q H LU W > Z L. c >� O co U = O L F Q 0 a' U W 0 > Q cn Z w Z W w p N 1 J Z Z a Q= F LU U Q Q = ~ U = D a a' U c Y ~ = 0 O Q pU C] � cavil c a Q= o2S Y m O O w Q Q Q Q L Ln LPL) m Q w Z O H LNU O O O O L J �he a' Q N N N W = N J Z Z Z Z c w w w w w w w D N N M O N N M 0 0 0 m O O O O C J M Ln M O m Rt 0 0 r- O O O O C D m O l6 O 4 00 6 cl r` O M Ln Ln Ln O C J r- O O M Rt r, Ol M O to N r-1 N N -i O Ln r, Rt rn N r- N r-I C r-I J L m _ a J (D j Z LLU Z U z N J W Z Q LU J J J J (D L Q Z J Ln w z< > J o ° Lu L Ln z z U N (D Z O Z Z L- (Z7 Q U ,, c~i1 z ) Q O Z N H O a ' z 0 0 0 0 U= J p 0 0 0 0 M 0 0 0 0 0 D Ln O O m Ln r-1 O 00 M O n 6 O o Uri r` Cn Ln O ri O t 00 O Rt Rt O to r- m m r-I D N ri w Rt N Ln M cI cI N RZF Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln to r- 00 m O r-1 N M -:i- Ln p r, 00 m O ri N M Rt Ln to r- 00 m O ri N M Rt Ln to r- 00 m to to to to r- r- r- r- r- r- r- r- r- rl 00 00 00 00 00 00 00 00 00 00 O) O) Ol Ol Ol Ol Ol Ol Ol Ol r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I F C U [ U Z - Z � a Q ( D F LU o z z LU J O Z W W w D Y Z O C Q uZ (7 L L li O O N r*� C rl O N r-1 N C N Ln M O ri C rn C) Ln r N Ln r-I C L _ L � e L > F ] w L C p ; ' � C O _ U J Lu c z L ] > 0 ] C] C J pLL) L J U D O C D O D 00 l D M r r-1 c c � = L F- J > LLu W W [ � Z F- - < w a W N H F L 2 U' U p Q cn = > > Q H LU W > Z L. c >� O co U = O L F Q 0 a' U W 0 > Q cn Z w Z W w p N 1 J Z Z a Q= F LU U Q Q = ~ U = D a a' U c Y ~ = 0 O Q pU C] � cavil c a Q= o2S Y m O O w Q Q Q Q L Ln LPL) m Q w Z O H LNU O O O O L J �he a' Q N N N W = N J Z Z Z Z c w w w w w w w D N N M O N N M 0 0 0 m O O O O C J M Ln M O m Rt 0 0 r- O O O O C D m O l6 O 4 00 6 cl r` O M Ln Ln Ln O C J r- O O M Rt r, Ol M O to N r-1 N N -i O Ln r, Rt rn N r- N r-I C r-I J L m _ a J (D j Z LLU Z U z N J W Z Q LU J J J J (D L Q Z J Ln w z< > J o ° Lu L Ln z z U N (D Z O Z Z L- (Z7 Q U ,, c~i1 z ) Q O Z N H O a ' z 0 0 0 0 U= J p 0 0 0 0 M 0 0 0 0 0 D Ln O O m Ln r-1 O 00 M O n 6 O o Uri r` Cn Ln O ri O t 00 O Rt Rt O to r- m m r-I D N ri w Rt N Ln M cI cI N RZF Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln to r- 00 m O r-1 N M -:i- Ln p r, 00 m O ri N M Rt Ln to r- 00 m O ri N M Rt Ln to r- 00 m to to to to r- r- r- r- r- r- r- r- r- rl 00 00 00 00 00 00 00 00 00 00 O) O) Ol Ol Ol Ol Ol Ol Ol Ol r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` r` O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I Ln c U O c D v) U 0 H ( c O w O U Z L U U w V) D L w w LNU W u Z > a U W ` a Z Q Z Z H a °� V) Co O LLLL a c v) w Z U Z O Z m= Z cn LL I w Z < Z LU Co z z O a ~_ m U° Lu O O `o Z w Q oU z o LU c Qwwo0U -< �ZZZ .z —j 0zLU C J J O O Z V) a Q w w Q i W F- w U U Z Z wa a' J J N a' J> w V) a' ~ W LL O 0 � LL 0 D D D Q � J W Z Q J V) V) ` L z Z 0 0 0 0 0 a a a a a a a a a a a a a a c o m �o I- o o�t Rt Ln I- �o �o o o o Rt o o o o o o c O I" O 01 CA O�j Gl Il VI ri N O O� 0 0 0 0 01 O C . . . . . . . . . . . . . . . . . . . . N Rt M VI M M VI Rt M r- VI 00 00 Lr) O to Ol I� O Rt 00 � L Ol ri to to Ol I� M N Ol :1- 0) to N Tt Lr) I- Ol Ol O M r-I Rt f VI to Rt M Lr) -:I- r-I M M Lr) r-I Ol r-I r-I L c-I N l 6 N c-I Lr c-I r-I C U J Z U v) Z U v) 0 LU Z U w O Z Lu a Z Lu Z H J LL a w w N J O ' U LL a a Ln H N O_ U Z H w O w a w p C7 C7 Z D w U N H Z a w O z w O o2S a Z ~ Z ~ Q w a a a cn N VI 00 O VI O N O l0 00 m ] N I- to O N m M O�t r- m I, M to c l J N M to VI ci N to VI Rt r-I CA I r-I N N r-I to 0) r-I c-I M c-I M Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt c-I c-I c-I c-I c-I c-I c-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I c-I c-I c-I c-I c-I c-I c-I c-I c-I r-I r-I r-I r-I r-I r-I r-I r-I O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI O r-I N M -:i- VI to I, 00 m O r-I N M Rt VI to I, 00 m O r-I N M Rt VI to I, CA Ol O r-I N M 0 0 0 0 0 0 0 0 0 0 r-I r-I r-I r-I r-I r-I ri ri ri r-I N N N N N N N N N N M M M M 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I V) V) V) 4, U Q Q N V) C C C U OL C .Q 6) 6) 6) u ' j a u 6) V) V) 6) 6 CL CL CL W N W W W 6) O V1 O U .E f6 O C U .O U LU C >> U U U C a C 6 N L Q C C U O C C C y, .o J +�+ f6 i, Lu 6) C 6) C C 6) Q Vl 7 6) U 6) - .Q U 6) .Q Q 7 Vl m Vl Vl U C m VL a' - .CL 'S - = .F .L .5 6) bio C m C co f6 q0 L 0 00 O O O f6 f6 � 7 7 .f6 N V) C N 7 N U 0 7 C U U V) L L V) m Q L f6 6) U U O ��( ^� U ��( Co U o O C L O .6) C Ln .� L L U 0 6) 0 U 6) 6) 0 u f6 4+ 4+ p U f6 q0 'O q0 " 6) i O O Q O S } O S 6) +� `� Q O � S 4, O S C � a� 6) 0 0 O C O C O - } Q 6) C O Q 6) C U O a O a L Q O O L H L H U� 0 U U Ln � a U U Q 0 LL w LL U " H D Ln c U O c D v) U 0 H ( c O w O U Z L U U w V) D L w w LNU W u Z > a U W ` a Z Q Z Z H a °� V) Co O LLLL a c v) w Z U Z O Z m= Z cn LL I w Z < Z LU Co z z O a ~_ m U° Lu O O `o Z w Q oU z o LU c Qwwo0U -< �ZZZ .z —j 0zLU C J J O O Z V) a Q w w Q i W F- w U U Z Z wa a' J J N a' J> w V) a' ~ W LL O 0 � LL 0 D D D Q � J W Z Q J V) V) ` L z Z 0 0 0 0 0 a a a a a a a a a a a a a a c o m �o I- o o�t Rt Ln I- �o �o o o o Rt o o o o o o c O I" O 01 CA O�j Gl Il VI ri N O O� 0 0 0 0 01 O C . . . . . . . . . . . . . . . . . . . . N Rt M VI M M VI Rt M r- VI 00 00 Lr) O to Ol I� O Rt 00 � L Ol ri to to Ol I� M N Ol :1- 0) to N Tt Lr) I- Ol Ol O M r-I Rt f VI to Rt M Lr) -:I- r-I M M Lr) r-I Ol r-I r-I L c-I N l 6 N c-I Lr c-I r-I C U J Z U v) Z U v) 0 LU Z U w O Z Lu a Z Lu Z H J LL a w w N J O ' U LL a a Ln H N O_ U Z H w O w a w p C7 C7 Z D w U N H Z a w O z w O o2S a Z ~ Z ~ Q w a a a cn N VI 00 O VI O N O l0 00 m ] N I- to O N m M O�t r- m I, M to c l J N M to VI ci N to VI Rt r-I CA I r-I N N r-I to 0) r-I c-I M c-I M Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt c-I c-I c-I c-I c-I c-I c-I r-I r-I r-I r-I r-I r-I r-I r-I r-I r-I c-I c-I c-I c-I c-I c-I c-I c-I c-I r-I r-I r-I r-I r-I r-I r-I r-I O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI O r-I N M -:i- VI to I, 00 m O r-I N M Rt VI to I, 00 m O r-I N M Rt VI to I, CA Ol O r-I N M 0 0 0 0 0 0 0 0 0 0 r-I r-I r-I r-I r-I r-I ri ri ri r-I N N N N N N N N N N M M M M 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I Z N U a J O J O Q H N Q U w Z H W Z N Z w Z_ O LLB w O z OU a w z w Q 0 O w = co cn � (J 0 J W Q � Z >- = Z O N O U m W Z S d W' W O J Q W C7 S O < U W N J N W Q W d > w - U Z O J = S S > Q m W U C7 N Q S Z Z Z N Q 0� U N N W Q U U N O Q U O Z Q d Y O N w LLA Z Q N W 0-1 Z U Q LQL. O Q Z LU 06 N W O W O= O O Z z S O H J = 2 2 cn 2 Z� z m U 0 0 � �i w O w Q H w U Z a C7 Q Q cn U w V) Z Z S S S m S Q Q H> Q cn Q Q w a cn cn cn w O Q 0 tail tail cUi1 cUi1 cUi1 cavil cavil c=i1 c=i1 c=i1 O O O O Ln Ln Ln Ln Ln V) cV) H H H H H H H H H H to O Ln O O Ln O O O O O M r-I O I, O O O N O O Ln lO O O M O N O O N O M C l I� l0 N O O M� l0 O ri DO M l0 O O O r": O M M Lq O Lq M O N O UP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . I- O M M DO M l0 O O to O M Ln O m 00 Ln O Rt Ln to O Ln to Ol I- Ol Ln DO M Rt to O to to ri M M DO M DO O Ln M N Rt 00 O 00 ri M M N ri DO Ln N r� ri Ln Ol N I- Rt N Rt O M to to O Rt ri Rt 00 rl to ri N ri Ol Ln Ln N DO DO Ln ri Ln Rt N M DO O N ri ri ri Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt c-I c-I c-I c-I c-I c-I c-I ri ri ri ri ri ri ri ri ri ri c-I c-I c-I c-I c-I c-I c-I c-I c-I ri ri ri ri ri ri ri ri O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M M c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ \ LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI LfI -:i- Ln to I, 00 m O ri N M Rt Ln to I, 00 m O ri N M Rt Ln to I, DO Ol O ri N M Rt Ln to I- M M M M M M Rt Rt Rt Rt Rt Rt Rt Rt Rt Rt Ln Ln Ln Ln Ln Ln Ln Ln Ln Ln Co to to to to to to to 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 00 c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I c-I V) a� — V) a� — V) a� — a� a� CL V) a� V) o� a) a CL 0 W aa) W c U U c U N c U c U N 'j j N N C C N 'j N N N '> V) c >` ± • Q x L Q) L (1) O u Q x L (1) O a-+ (6 Q x L w X w O u O u Q x L w CL V) > w N N c LLB N N N co w cn - c c W cn p .Q •Q •Q c �l c CL c N Q c O N 0 .0 0) L C: O 5N V) � � � O G G C w .2 I I •N N N N � .p T Q L .N I •f6 � {�/) VI N Q N U .� f6 (6 d L N N N •- - .Q - •Q VI VI 7 •f6 •f6 N N Q c O O •� }�j c O O � � O. O � O N C C > > c6 O u > Q O O O w' C p m m p CL CL CL L f6 O O DA ccN O 'N J O EL U L L L I ..]f N U Vi (A L Ln U L w � Co Co U � O N 4 O i-� 76 N\ O N L E\ 4— 4— d N N N -p ,� \ d �_ }� L L\ d E E O L E aj L W L N •c6 Q O O L O O O � O O L L •f6 •f6 L O 'a L U c E N Q E > N y. N - > +� +� N v v v a-+ > N E N Q Q N O +� O +- c s O 0 s 41 �n s s s s 4� 0 4� .- U Q O Ln U H O H O LU H 0 0 0 0 0 0 U H O Q O H O Q U Q m U Z N U a J O J O Q H N Q U w Z H W Z N Z w Z_ O LLB w O z OU a w z w Q 0 O w = co cn � (J 0 J W Q � Z >- = Z O N O U m W Z S d W' W O J Q W C7 S O < U W N J N W Q W d > w - U Z O J = S S > Q m W U C7 N Q S Z Z Z N Q 0� U N N W Q U U N O Q U O Z Q d Y O N w LLA Z Q N W 0-1 Z U Q LQL. O Q Z LU 06 N W O W O= O O Z z S O H J = 2 2 cn 2 Z� z m U 0 0 � �i w O w Q H w U Z a C7 Q Q cn U w V) Z Z S S S m S Q Q H> Q cn Q Q w a cn cn cn w O Q 0 tail tail cUi1 cUi1 cUi1 cavil cavil c=i1 c=i1 c=i1 O O O O Ln Ln Ln Ln Ln V) cV) H H H H H H H H H H to O Ln O O Ln O O O O O M r-I O I, O O O N O O Ln lO O O M O N O O N O M C l I� l0 N O O M� l0 O ri DO M l0 O O O r": O M M Lq O Lq M O N O UP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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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 s 2 _ 2 S 14 19 24 30 34 44 44 54 70� .04 114 M11e RI"�[[YYa'ewri WnaycJitS. C FCj LOGS¢$ 2765 7 2 ` i wASHENGTON AVE 50 ISTAVE 1CL5 - 1'26 100 25 m 31 2 45 f.5 —fig„ 115 75 � 7 F � 905 101 39 117 113 719 6 yip 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. 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A [] 11 3 P, 5TH AVE NW 7 f'![.MPF4" f --2ND AVcrl �' °— I f = ?w o T w o Q I— � G 3 x I4 II � w V F 2 Z x V U � N F Q I+i 1ST AVE 1 1 6U kA Illl�l J = WASHINGTON AVE �. 1111111 lit J 'c - a mew, 7• 1ST AVE S - 1yT If � 3A00V 33S. ]ILNC 33S 3NI IH:)iVri HNI 1H JIt y', 3 Iw[++10 �P', Ri iaG121}+AfroG o.��1¢Op�lKIZI1� +�K++'J1'L 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 M w a ITEM DESCRIPTION ? a C 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 C) / a a o �m ^ u o C ® � 0 �\ _ / / 2 § C4 g 2 2 C) c\% ® e \ � o t 7 $ \ o r # - _ � \ k / ° \ � k k (A ® � o c e § / _ E 0 o \ 00 00 ƒ / § e® _ )% S W 6 " 2 /q/ ©® ¥ % »» \ \ C e a E \ � ° cc f ® 7 7 / o co ƒ 0 0 0 0 ± ? 9 o = » U)en LO kE2 eo 2 /_ 2/ E L $G CO a % /may Io / o -� � 2 c q 6 E -E \\ = E :f o E & ¥ » @ 6 E :2 E E #/\ 6 b cu / 7 \ a 5 & & 2 : . 6 \ f ƒ E co \/ k k ® k Co a b e r x 7/ � k 7� 0k /� E co 0 2 / g c e / $ c 7 _ �2 \ ° 0 ƒf Q§ 7 7 c/ = E _22 G ƒ 2 2» -2 /:;7,' �3 k/ /� /�\ � fV) a �(D0 \ E e E Z C-) -C E 2 E 2\ \72&u� cO / - N n �� 3M 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 1 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. 2 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). 3 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. 11 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 13 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 Ob N Ln CN lD M N I, ri Il ri N 0 O -1 N M M Ln Ln j In N tD r-1 In Q ri Ln M 01 n M -t -Ct l0 00 ri LO N M 00 n O O ri ri M Co N � ri ri ri N M N f'n 01 M O ri N h M -czr ul m — 00 l0 q* N r n ri N c M i► 00 o 00 r1 C) N 1� � En Ln O o OY CN N t `n N00 N p 00 rt ri 14 c O N — C v — r.{ lf1 In N 00 f� ri N a O 000 NO V aM-1 N OMO 00 Q Ln co rn M ko NN O 'A ri � N N .G 01 M N 00 r, ri M C N o r, N N 0M0 00 c 01 In 471 In M to l0 O v N p O N Ln ri n N w O I� ri N v a.o N 00 h N M Q%1 O rNi 00 ONO m N Ln O1 O � O N 0 C) ri In W rI r, .Zr N w O I, ri 77 N C Q M Ol a° N N M V p 01 O rI Ol tLO r-4 a _ 6 N v n � � e N O 00 O ri In r, r-I M 00 LO N ri �O N I, ri N a O N -4 001 00 N O N N c O W O N N i0 M ri ) O G NO b ) O N l0 W N M H w N Il H r-i N O ON f 0 1 N M oni O On O to N ri tN D v � O G O O LO Ln W M ri 1.0 N LO 14 N N rl tO 0) r- O� 0 N M N O Ln -tzr m LO O h j O p a.. c +� �^ o C m O Y ' O1 C C O Z O) in U � m ++ C O C C N E Y a) C ` N O ` O C 4 c Y cu u °-° O +� s v v N Y u w 3 Q n v O W � `1 w 7 to 0) bA Y - 3: f`0 ` O cr ► )- U a a Q d J N I- (-D F- m W U. 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