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cp11-09-1977 cHUTCH INSON CITY CALENDAR WEEK OF November 6 TO November 12 s 1977 WEDNESDAY Biwa - Transportation Board at City Hall 7:30 P.M. - City Council Meeting City Hall SUNDAY I MONDAY I TUESDAY DAY OF REST! I I ELECTION DAY THURSDAY 9:00 A.M. - Council to Hear Auditor Proposals at City Hall FRIDAY CITY HALL CLOSED FOR HOLIDAY V 0 T E SATURDAY (612) 879-2311 CITY OF HUTCHINSON 37 WASHINGTON AVENUE WEST HUTCHINSON, MINN. 55350 November 7,_1977 Mayor and City Council Kenneth Merrill, Accountant/Controller Audit Proposal - 1977 I have scheduled the presentations for the audit of 1977 on November 10 as follows: 9:00 A.M. Lyle Jensen 9:20 A.M. Richard Anderson 9:40 A.M. David McGraw 10:00 A.M. Bob Campbell - Anderson, Lieser 6 Thorsen The auditors have all been notified by phone and letter of their scheduled times. The auditors (except for Bob Campbell) have been given an opportunity to look at the records and to ask questions. There has not been a format given to any of the auditors on how or what information to give in the presen- tation. I have asked them to be present 10 minutes before their scheduled time to help speed the process. /ms !)ATL .....�.+�. NOVEMBER 9, 1977 (-$ TV OF 11T PC.Hf N:1ON ISSUE NO. 17 REPORT ON INTERNATIONAL CITY MANAGEMENT CONFERENCE - OCTOBER 30 - NOVEMBER 4. 1977 Over 2,400 managers and administrators attended this conference that offered over 135 seminars over a four-day period. Sixty-five (65) Minnesota managers and admin- istrators were in attendance, many from communities in the 5,000 and 10,000 range. The conference started Sunday with an opening address from Mrs. Joan Mondale. She promoted the arts with a slide presentation highlighting artistic designs on older downtown buildings. A reception followed. On Monday I attended a seminar led by Steve Bernard, City Manager of White Bear Lake, on the topic of "Managing a City in a Tight Economy with Limited Resources." I also attended a seminar on "Coordinating between Mayor, Council and Administra- tion." Another seminar that I attended was "Effective Council Meetings and City Staff Roles." One session that I was unable to attend was "Transportation in Small Cities"; however, I have secured a cassette recording of this seminar. On Tuesday morning the former City Administrator of Atlanta, Georgia provided a small group of us a tour of downtown Atlanta and later provided a lecture in their so-called "War Room" on the growth and development of downtown Atlanta; how they brought business into the community and secured investment were the primary topics. Other seminars I attended on Tuesday were "The Lonel=iness of a Small City Manager" and the "Problems in Coping with Many Duties." Also, "Small City Idea Exchange." On Wednesday I attended a seminar on "Resources Available to Small Cities" and in the afternoon I attended the annual ICMA business meeting. In the evening there was the annual banquet, including the honoring of outstanding managers and admin- istrators. In conclusion, I feel the conference was very worthwhile from the learning aspect and mixing and exchanging ideas with fellow administrators. I an grateful for such an opportunity. F AGENDA REGULAR MEETING - HUTCHINSON CITY COUNCIL WEDNESDAY, NOVEMBER 9, 1977 A. Call Meeting to Order - 7:30 P.M. ,✓2. Invocation - Reverend Thor Skeie J3. Consideration of Minutes dated October 25, 1977 4. Public Hearing None 5. Communications, Requests and Petitions ✓(a) Consideration of Request to Attend General Revenue Sharing and Anti - Recession $$$ Seminar on November 14 by Ken Merrill Action - Motion to approve - Motion to reject J(b) Consideration of Request for Application for Snow Removal Permit by Walter Clay Action - Motion to approve - Motion to reject 6. Resolutions and Ordinances V(a) Ordinance No. 30/77 - Ordinance Amending Ordinance No. 519 Revising the Name of the Community Center Board to Hutchinson Civic Arena Board Action - Motion to reject - Motion to waive second reading and adopt Ordinance No. 551 V(b) Ordinance No. 31/77 - Ordinance Amending Section 410 - Auctioneers Ordinance (DEFERRED OCTOBER 25, 1977) Action - Motion to reject - Motion to waive first reading and set second reading for November 22, 1977 ✓(c) Resolution No. 6039 - Ordering Preparation of Report on 1978 Improvements Action - Motion to reject - Motion to waive reading and adopt J(d) Resolution No. 6040 - Ordering Preparation of Report on 1978 Improvements Action - Motion to reject - Motion to waive reading and adopt Council Agenda November 9, 1977 ,/(e) Resolution No. 6041 - Ordering Preparation of Report on 1978 Improvements Action - Motion to reject - Motion to waive reading and adopt V(f) Resolution No. 6042 - Resolution Receiving Report and Calling for 1978 Improvement Project (78-02) Action - Motion to reject - Motion to waive reading and adopt and set public hearing for December 13, 1977 at 8:00 P.M. V(g) Resolution No. 6043 - Resolution Receiving Report and Calling for 1978 Improvement Project (78-03) Action - Motion to reject - Motion to waive reading and adopt and set public hearing for December 13, 1977 at 8:00 P.M. +/(h) Resolution No. 6044 - Resolution Receiving Report and Calling for 1978 Improvement Project (78-04) Action - Motion to reject - Motion to waive reading and adopt and set public hearing for December 13, 1977 at 8:00 P.M. 7. Reports of Officers, Boards and Commissions �(a) Building Official's Monthly Report - September 1977 Action - Order by Mayor received for filing \/(b) Monthly Financial Report - September 1977 Action - Order by Mayor received for filing 8. Unfinished Business None 9. New Business f(a) Consideration of Establishing Date for November Department Head Meeting with Council Action - �(b) Consideration of Request for Preliminary and Final Plat of Miller Town- house Addition with favorable recommendation of Planning Commission Action - Motion to reject - Motion to waive reading and adopt Resolu- tion No. 6038 -2- Council Agenda November 9, 1977 4(c) Consideration of Annexation into City Action - Motion to reject - Motion to adopt resolution of annexation 410. Miscellaneous (a) Communications from Clerk -Administrative Assistant 11. Claims, Appropriations and Contract Payments 4(a) Verified Claims Action - Motion to approve and authorize payment from appropriate fund J12. Adjournment -3- r AGENDA ADDITION REGULAR MEETING - HUTCHINSON CITY COUNCIL WEDNESDAY, NOVEMBER 9, 1977 5. Communications, Requests and Petitions ,/(c) Communication for Appointment to Burns Manor Board Action - V(d) Communication for Appointments to Community Center Board Action - ✓(e) Consideration of Request to Attend Minnesota Public Works Officials' Winter Conference by Marlow Priebe Action - Motion to approve - Motion to reject 6. Resolutions and Ordinances Ai) Resolution No. 6045 - Resolution Canvassing Election Returns of City General Election Held November 8, 1977 Action - Motion to reject - Motion to waive reading and adopt ✓(j) Resolution No. 6046 - Resolution Authorizing Submission of Application for 1978 Funding under the Minnesota Department of Agriculture Shade Tree Program Action - Motion to reject - Motion to approve application and waive reading and adopt 7. Reports of Officers, Boards and Commissions �(c) Minutes of Hutchinson Community Center Board dated November 1, 1977 and November 3, 1977 Action - Order by Mayor received for filing J(d) Minutes of Park and Recreation Board dated November 3, 1977 Action - Order by Mayor received for filing 8. Unfinished Business 4(a) Consideration of Proposed Relief Driver Roster for Transit System Action - Motion to reject - Motion to approve relief drivers A Council Agenda Page Z 9. New Business f(d) Consideration of Permanent Appointment and Salary Adjustment for Ralph Neumann Action - Motion to reject - Motion to approve permanent appointment and salary adjustment �(e) Consideration of Personnel for Civic Arena Action - Motion to reject - Motion to approve additional personnel MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, OCTOBER 25, 1977 1. CALL TO ORDER The meeting was called to order by Mayor Black at 7:30 P.M. with the following members present: Aldermen B. Peterson, Haag, and K. Peterson in addition to Mayor Black. Absent: Alderman Ralph West- lund. Also present were: Administrative Assistant Plotz, City En- gineer/Public Works Director Priebe, and City Attorney Schantzen. 2. INVOCATION In the absence of a pastor to give the invocation, Mayor Black called for a time of silent prayer. 3. MINUTES On a motion by Alderman K. Peterson, seconded by Alderman Haag, the minutes of the Regular Meeting of October 11, 1977 and Special Meet- ing of October 24, 1977 were unanimously approved. 4. PUBLIC HEARING None 5. COMMUNICATIONS, REQUESTS AND PETITIONS (a) CONSIDERATION OF REQUEST TO ATTEND ACCOUNTING I CLASS BY JANELL SWANSON After discussion, it was moved by Alderman B. Peterson, second- ed by Alderman K. Peterson, to approve the request by Janell Swanson with the City to pay 50% of the course fee and books. Motion carried unanimously. (b) CONSIDERATION OF REQUEST FOR APPLICATION FOR SNOW REMOVAL PER- MIT BY ERICKSON & TEMPLIN CONTRACTING After discussion, it was moved by Alderman K. Peterson, seconded by Alderman B. Peterson, to approve the request by Erickson & Templin Contracting for a snow removal permit and issue said permit. Motion carried unanimously. (c) CONSIDERATION OF REQUEST FOR APPLICATION FOR SNOW REMOVAL PER- MIT BY DON PETERSON CONSTRUCTION After discussion, it was moved by Alderman Haag, seconded by Alderman K. Peterson, to approve the request by Don Peterson Council Minutes October 25, 1977 for a snow removal permit and issue said permit. Motion car- ried unanimously. 6. RESOLUTIONS AND ORDINANCES (a) RESOLUTION NO. 6034 - TRANSFERRING $10,000 FROM LIQUOR STORE TO GENERAL FUND After discussion, it was moved by Alderman Haag, seconded by Alderman K. Peterson, to waive reading and adopt Resolution No. 6034 entitled Transferring $10,000 from Liquor Store to General Fund. Motion carried unanimously. (b) ORDINANCE No. 30/77 - ORDINANCE AMENDING ORDINANCE NO. 519 REVISING THE NAME OF THE COMMUNITY CENTER BOARD TO HUTCHINSON CIVIC ARENA BOARD After discussion, it was moved by Alderman K. Peterson, seconded by'Alderman B. Peterson, to waive first reading of Ordinance No. 30/77 and'set second reading for November 9, 1977. Motion car- ried unanimously. (c) RESOLUTION NO. 6035 - COMMENDING VICTOR OLESON After discussion, it was moved by Alderman B. Peterson, seconded by Alderman K. Peterson, to waive first reading and adopt Reso- lution No. 6035 entitled Commending Victor Oleson. Motion car- ried unanimously. (d) RESOLUTION NO. 6037 - TRANSFER OF GENERAL REVENUE SHARING FUNDS FOR SUPPORT OF HUTCHINSON GENERAL FUND After discussion, it was moved by Alderman K. Peterson, seconded by Alderman B. Peterson, to waive reading and adopt Resolution No. 6037 entitled Transfer of General Revenue Sharing Funds for Support of Hutchinson General Fund. Motion carried unanimously. (e) ORDINANCE NO. 31/77 - ORDINANCE AMENDING SECTION 410 - AUCTIONEERS ORDINANCE City Attorney Schantzen reported that he was not ready to pre- sent Ordinance No. 31/77 at this time. It was moved by Alderman Haag, seconded by Alderman B. Peterson, to defer action until the next Council meeting. Motion carried unanimously. 7. REPORTS OF OFFICERS. BOARDS AND COMMISSIONS -2- Council Minutes October 25, 1977 (a) MINUTES OF DOWNTOWN DEVELOPMENT COMMITTEE DATED OCTOBER 4 AND 18, 1977 There being no discussion, the minutes were ordered by the Mayor to be received for filing. (b) MINUTES OF HUTCHINSON PLANNING COMMISSION DATED SEPTEMBER 20, 1977 There being no discussion, the minutes were ordered by the Mayor to be received for filing. (c) MINUTES OF BURNS MANOR NURSING HOME DATED SEPTEMBER 22, 1977 There being no discussion, the minutes were ordered by the Mayor to be received for filing. (d) MINUTES OF HOSPITAL EXECUTIVE COMMITTEE DATED SEPTEMBER 23, 1977 AND SEPTEMBER 8, 1977 AND BOARD OF DIRECTORS MEETING DATED SEPTEMBER 20, 1977 There being no discussion, the minutes were ordered by the Mayor to be received for filing. (e) MINUTES OF TRANSPORTATION BOARD DATED OCTOBER 19, 1977 There being no discussion, the minutes were ordered by the Mayor to be received for filing. (f) MINUTES OF PARK AND RECREATION BOARD DATED OCTOBER 4, 1977 There being no discussion, the minutes were ordered by the Mayor to be received for filing. (g) MINUTES OF HUTCHINSON COMMUNITY CENTER BOARD DATED OCTOBER 14, 1977 Mayor Black reported on a tour of the Civic Arena by the Op- timist Club members. He further commented on the Open House of the Arena to be held Sunday, October 30, 1977. 8. UNFINISHED BUSINESS (a) CONSIDERATION OF CIVIC ARENA LEASE BETWEEN CITY OF HUTCHINSON AND SCHOOL DISTRICT NO. 423 IS12 Council Minutes October 25, 1977 Administrative Assistant Plotz commented that the Board of Education had approved the Lease Agreement between the City and School District #423 at their meeting of October 4, 1977, with a change in language terminology under the section of Insurance. Mr. Plotz explained the effect of this revision on the contract. City Attorney Schantzen was asked for his opinion regarding the legal aspects of the contract. It was moved by Alderman Haag, seconded by Alderman K. Peterson, to authorize the Mayor and City Clerk to enter into an agreement with School District #423 with the revised wording, contingent upon recommendation of City Attorney Schantzen. Motion carried unanimously. (b) CONSIDERATION OF REQUEST FOR 15 -MINUTE PARKING METERS ALONG SOUTH PORTION OF FIRST AVENUE NORTHWEST (BETWEEN MAIN AND ALLEY) Administrative Assistant Plotz gave results of the survey conducted by the Chamber of Commerce to businesses in the vicinity of the request. It was pointed out by Alderman Haag that the majority of those who re- sponded to the survey were either indifferent or not in favor of 15 -minute parking meters by Citizens Bank. Alderman B. Peterson commented that inasmuch as the Downtown Council did not support any changes in parking meter charges or fines at this time, it is his motion to reject the request for 15 -minute parking meters along the south portion of First Avenue Northwest. Seconded by Alderman K. Peterson, the motion carried unanimously. 9. NEW BUSINESS (a) CONSIDERATION OF ESTABLISHING DATE FOR FIRST COUNCIL MEETING IN NOVEMBER Inasmuch as the first Council meeting in November falls on the date of City elections, it is necessary to determine a different date. It was moved by Alderman K. Peterson, seconded by Alderman B. Peterson, to set the date of Wednesday, November 9, 1977 for the first Council meet- ing in November. Motion carried unanimously. (b) CONSIDERATION OF DELINQUENT WATER AND SEWER ACCOUNTS Mayor Black read a copy of the letter mailed to all parties with delin- quent water and sewer accounts, requesting payment before October 25 or appearance at the Council meeting on that date. He then asked if there -4- Council Minutes October 25, 1977 was anyone present wishing to be heard. No one responded. Alderman Haag made the motion to discontinue service to all delinquent accounts listed, with the exception of Account No. 02-0485-0-00 if paid by November 1, 1977. This would include individuals who made partial payment on their accounts. Seconded by Alderman K. Peterson, the motion carried unanimously. (c) CONSIDERATION OF EMPLOYMENT OF JEFF MC KAY AS ASSISTANT RECREATION DIRECTOR, INCLUDING SALARY ADJUSTMENT AND REVISED JOB DESCRIPTION Mayor Black commented that the Recreation Board has requested that Jeff McKay be given the responsibility of Assistant Recreation Director. Alderman K. Peterson further reported that the salary adjustment is al- most equal to the over -time plus regular wage Jeff has been receiving. Also, this new position will give him authority to act when Director Rod Keith is away from the office or if there are problems to be handled. She further commented that the position of Assistant Recreation Director is not permanent and would be temporary for a period of about one year. After due deliberation, it was moved by Alderman Haag, seconded by Alder- man K. Peterson, to approve the temporary appointment of Jeff McKay as Assistant Recreation Director with a salary adjustment and revised job description. Alderman Haag, K. Peterson and Mayor Black voted yes; Alder- man B. Peterson voted no. Motion carried. (d) CONSIDERATION OF APPLICATION FOR SECOND -YEAR FUNDING FOR TRANSIT Administrative Assistant Plotz reported that the original grant applica- tion was for a one-year period only and, therefore, it is necessary to file again for second -year funding. The deadline for the grant applica- tion is October 28, 1977. After discussion, it was moved by Alderman K. Peterson, seconded by Alder- man Haag, to approve application for second -year funding for Transit Grant. Motion carried unanimously. (e) CONSIDERATION OF REQUEST FOR PRELIMINARY AND FINAL PLAT - HELLAND'S SECOND ADDITION WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION CONTINGENT UPON REVIEWAL OF PARKS AND PLAYGROUND CONTRIBUTION After discussion, it was moved by Alderman Haag, seconded by Alderman B. Peterson, that upon favorable recommendation of Planning Commission, to waive reading and adopt Resolution No. 6036 entitled Resolution Giving Ap- proval of Preliminary and Final Plat of Helland's Second Addition. Motion carried unanimously. -5- Council Minutes October 25, 1977 (f) CONSIDERATION OF REQUEST FOR PRELIMINARY PLAT - BOYLE'S FIRST ADDITION WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION CONTINGENT UPON REVIEWAL OF PARKS AND PLAYGROUND CONTRIBUTION After discussion, it was moved by Alderman K. Peterson, seconded by Alder- man B. Peterson, to approve the preliminary plat of Boyle's First Addition with favorable recommendation of Planning Commission. Motion carried unan- imously. (g) CONSIDERATION OF SNOW REMOVAL After discussion, it was moved by Alderman B. Peterson, seconded by Alder- man Haag, to approve the services of Erickson and Templin Contracting for snow removal during the winter season at Burns Manor Nursing Home, the hospital and airport. Motion carried unanimously. (h) CONSIDERATION OF TRUCK RENTAL FOR HAULING SNOW After consideration, it was moved by Alderman Haag, seconded by Alderman B. Peterson, to approve truck rental from Eugene Birk at a rate of $13.50 per hour to haul snow during the winter season. Motion carried unani- mously. (i) CONSIDERATION OF HIRING CITY HALL CUSTODIAN Following discussion, it was moved by Alderman Haag, seconded by Alderman B. Peterson, to approve the employment of Stanley Koehler as City Hall cus- todian, effective November 14, 1977, to replace Lester Steinhaus who is retiring. Motion carried unanimously. (j) CONSIDERATION OF TAX FORFEITED LAND The County Auditor's Office has provided the City with a list of tax for- feited land, and it is not able to collect any assessments on these proper- ties. It is the recommendation of the City Engineer to refer this matter to the City Attorney. After discussion, it was moved by Alderman Haag, seconded by Alderman K. Peterson, to refer the tax forfeited land matter to the City Attorney for proper action. Motion carried unanimously. (k) CONSIDERATION OF PURCHASE OF GARDEN TRACTOR BY HOSPITAL After discussion, it was moved by Alderman K. Peterson, seconded by Alder- man Haag, to approve the purchase of a garden tractor and attachments from Hutchinson Equipment Inc. in the amount of $3,125. Motion carried'unani- mously. IF:� Council Minutes October 25, 1977 (1) CONSIDERATION OF REQUEST TO CHANGE HOSPITAL OPERATING FISCAL YEAR JANUARY 1, 1979 The Hutchinson Community Hospital has requested the City Council to ap- prove their request to delay changing the hospital operating year from the current April through March to the calendar year beginning January 1, 1979. After discussion, it was moved by Alderman Haag, seconded by Alderman B. Peterson, to approve the change of hospital operating fiscal year effec- tive January 1, 1979. Motion carried unanimously. 10. MISCELLANEOUS (a) COMMUNICATIONS FROM CLERK -ADMINISTRATIVE ASSISTANT Administrative Assistant Plotz commented on the Downtown Development Com- mittee meeting scheduled for Wednesday, November 2, for the purpose of offering assistance to local businesses. Ken Merrill and Mr. Plotz met with Ted Willard, Executive Director of LOGIS, regarding their accounting system to be implemented at City Hall by January 1, 1978. Messrs. Plotz and Merrill have contacted the three local CPA's in Hutchin- son and have met with each one. It is recommended that the City Council establish a date to listen to the proposals for this year's year -ending audit. After discussion, it was the consensus of the Council to meet on Thursday, November 10, 1977 at 9:00 A.M. to hear the CPA proposals. Mr. Plotz reminded the Council that he will be attending the ICMA Confer- ence in Atlanta, Georgia November 1-4, 1977. (b) COMMUNICATIONS FROM THE MAYOR Mayor Black commented on a meeting he had with Jean Lerberg, Executive Director of Hutchinson Housing and Redevelopment Authority, regarding time spent working on development work. Mrs. Lerberg has requested a HAVTI stu- dent be hired part-time under the Community Development Grant monies. After discussion, it was moved by Alderman Haag, seconded by Alderman K. Peterson, to approve the employment of a HAVTI student to assist Jean Ler- berg. Motion carried unanimously. Since there are two terms expiring on the Transportation Board, Mayor Black appointed Ronald Jonas to replace Brian Buchmayer and Jack Kjos to replace Carly Hoeft, both for a three-year term to run until October, 1980. -7- Council Minutes October 25, 1977 It was moved by Alderman Haag, seconded by Alderman B. Peterson, to ratify the appointment of Ronald Jonas for a three-year term to the Transporta- tion Board. Motion carried unanimously. It was moved by Alderman Haag, seconded by Alderman B. Peterson, to ratify the appointment of Jack Kjos for a three-year term to the Transportation Board. Motion carried unanimously. Mayor Black reported that approximately nine gentlemen from the Tax Incre- ment Sub -Committee of the Senate Tax Committee will be visiting the City of Hutchinson on Friday, October 28, at 3:30 P.M. in regards to tax incre- ment financing. He intends to ask Clarence Simonowicz to be present for the meeting, as well as the Downtown Development Committee and Council members. (c) COMMUNICATIONS FROM ALDERMAN HAAG Alderman Haag reported that over the weekend the Medical Clinic will be moving to its new facilities at the hospital. (d) COMMUNICATIONS FROM CITY ATTORNEY City Attorney Schantzen reported on the Aaron Wendt property. He and Mr. Plotz met with Mr. Wendt on October 6 to discuss acquisition of the Wendt property. He was agreeable to a life estate for the house and garage, and Mr. Schantzen has drawn up the agreement for signatures, contingent upon approval of Mr. and Mrs. Wendt. 11. CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS (a) VERIFIED CLAIMS A motion was made by Alderman Haag, seconded by Alderman B. Peterson, to approve the verified claims and authorize payment from the appropriate funds. Motion carried unanimously. 12. ADJOURNMENT There being no further business to come before the Council, the meeting was ad- journed at 9:00 P.M. on motion by Alderman Haag, seconded by Alderman B. Peter- son. Motion carried unanimously. 10 The Program First Session — General Revenue Sharing An Overview •— What the Final Regulations Mean • Major Changes in the Final Regulations • A Recipient's Checklist of Potential Problem Areas • What the Regulations Mean to Small Governments How to Meet the Public Participation Pro- visions • Big Changes from the Interim Regulations Mean Added Requirements • New Hearings, New Notices and Their Costs • Publicity and Public Access Requirements • Waivers and Publication Alternatives — limited but still there • The GRS Citizen Participation Timetable • What Your Published Notices Should Look Like How to Fulfill the Reporting Requirements • The All New Actual Use Report (AUR) • What is the AUR Asking and How to Fill It Out Property — the First Time • Ways to Reduce Publication Costs and Still Be Legal Second Session' -- Anti-Recession Fiscal Assistance (ARFA) Prospects for ARFA • Will the Program Be Extended? • A New Set of Rules — What They Mean to Recipients • Who Is Eligible and How Their Status Can Change • Impact of the 1977 Changes to the ARFA Law Making the New Formula Work For You • Why Are Some Places Frozen Out of ARFA -- Can Your Governor Open the Door? • New Opportunities for the Use of State -Developed Un- employment Data How to Avoid ARFA "Strings" • The BIG Question: How Can ARFA Be Spent? • Restrictions on the Use of ARFA for Supplies • Can ARFA Be Used for Construction — Or When Is Construction a Repair? • What the New Regulations Say About Purchasing Capital Equipment and Vehicles • Civil Rights Requirements for ARFA — Just As Complex As Revenue Sharing • Keeping on Top of Use Reports, Special Reports, and Assurances Forms So the $$ Won't Stop Tips on Auditing and Accounting Pro- cedures • Is Your Auditor Independent Enough for ORS? • How Often an Audit? • New Responsibility to Audit Secondary Recipients • The 24 -Month Decision Making Time Limit — Taking Advantage of Its Flexibility How to Avoid Civil Rights Violations • Explanation of the Greatly Expanded Nondiscrimi- nation Regulations • Ways to Test How Your Government Would Fare Under a Civil Rights Review • The Three New Protected Classes — Elderly, Handicapped, Religion • How an Administrative Complaint Can Jeopardize the Flow of GRS Dollars — Some Examples Update on ORS Problem Areas • The Overwhelming Impact of State and Local Law on GRS Decisions • How the Allocation Process Works • Inside Davis -Bacon Testimonials To Mr. Schiff "I would like to express my personal ap- preciation to you for the tremendous job that you did in explaining General Revenue Sharing. This is by far the best presentation I have ever heard. It is a pleasure to attend a meeting where the speaker knows exactly what he is talking about." Tony Byrne Mayor Natchez, Miss. "I am pleased to report that Pontiac's ef- forts to revise its population base for Gen- eral Revenue Sharing purposes has met with success. "On behalf of the City, I want to thank you for your kind assistance. You provided the resources necessary to not only make the proper contacts, but to also assemble the proper demographic data " Del Anderson Acting Development Executive Pontiac Mich Registration The advance registration fee is $65 for the first person and $45 for each additional person from �e same jurisdiction. The ration fe'� ee MUMS a paid prior to or on the day of the seminar unless a purchase order has been received. There is a $15 sur- charge for walk-in registrations. A full refund will be given for cancellations made at least five days prior to the seminar with a $25 service charge for cancellations made after that. Substi- tutions may be made at any time. The registration fee includes the 1978 General Revenue Sharing and Anti -Recession Aid Resource Book, coffee and rolls, and a luncheon. Any Questions? Call during busi- ness hours (9 a.m. — 5 p.m. EST) if you have any questions on cities, dates, topics covered, etc. Locations Harrisburg, PA Host Inn —1-283 and PA 441 Nov 11 (Fri.) (717) 939-7841 Hotel Reservations A block of rooms has been set aside at each of the hotels for participants at the seminar. Contact the hotel directly at least 10 days prior to the seminar to make a reservation. Be sure to indi- cate that you plan to attend the seminar in order to take ad- vantage of reduced rates. Two Ways to Register Fast By Phone — Dial (202) 638-5095 and provide the names and addresses of people planning to attend and location Con- firmation and bill will be sent to you the same day. By Mail — Complete and mad the registration form below. Confirmation will be sent to you the same day registration is received Hours — Registration starts at 8:30 with each day's session starting at 9:30. Each seminar will end at approxi- mately 4:30. Cincinnati, OH Nov. 30 (Wed.) GRS Funds — Seminar registration fee and Resource Book are permissible uses of General Revenue Sharing Funds. Marriott Inn — 11320 Chester Road (513) 772-1720 REGISTRATION FORM If XXX Please register me/us for the one -day seminar: Protecting Your General Revenue Sharing and Anti -Recession $$$ Participant Names & Titles 1st Kenneth Merrill 2nd 3rd City & gate of Seminar (see above) November 14. 1977 — Minneapolis, MN Organization City of Hutchinson Address 37 Washington Avenue West Ciry Hutchinson State MN _Zip 55350___ Tel. No.& Area Code 879-2311 Registration fee is $65 per person and $45 for each additional person. This fee includes the 1978 General Revenue Sharing and Anti -Recession Aid Resource Book, coffee and rolls, and a luncheon. Enclosed is check for _ Enclosed is Purchase Order No ___,___ .___ XUiPlease bill me Payment will be made prior to seminar XX Please send me additional information on the serv- F-1 Although I will be unable to attend any of the semi - ices offered by the Advisory Center for General nars I would like to purchase the 1978 General Revenue Sharing and a complimentary copy of Revenue Sharing and Anti -Recession Aid Re - Shared Revenues Report. source Book. Enclosed is payment of $19 95 Clip and Mail to Goverr--nent Information Services, 752 "rational Press Building, Washington, D.C. 20045 Chicago, IL Holiday Inn -O'Hare /Kennedy — Minneapolis, MN Marriott Inn (Bloomington) — Dec. 2 (Fri.) 5440 N. River Road (312) 671-6350 Nov. 14 (Mon.) 1919 E. 78th Street (612) 854-7441 Washington, DC The Mayflower Hotel — 1127 Connecticut Kansas City, MO Hilton Airport Plaza Inn — K.C. Dec. 8 (Thurs.) Ave„ N.W. (202) 3473000 Nov 16 (Wed.) International Airport (816) 891-8900 Denver, CO Hilton Inn —1-70 at Peoria Dallas, TX Royal Coach — 3800 W. Northwest Hwy. Dec 12 (Mon.) (303) 373-5730 Nov. 18 (Fri.) (214) 357-9561 Seattle, WA Sea -Tac Motor Hotel — 18740 New York, NY The Warwick Hotel — 54th St. Dec. 14 (Wed) Pacific Hwy, S. (206) 246-8600 Nov. 21 (Mon.) and 6th Ave. (212) 247-2700 San Francisco, CA Holiday Inn — S.F International Atlanta, GA Sheraton-Bittmore — 817 W. Dec. 16 (Fri.) Airport — 245 S Airport Blvd. Nov. 28 (Mon.) Peachtree St., N.E. (404) 881-9500 (415) 589.7200 CLIP AND MAIL 100104 REGISTRATION FORM If XXX Please register me/us for the one -day seminar: Protecting Your General Revenue Sharing and Anti -Recession $$$ Participant Names & Titles 1st Kenneth Merrill 2nd 3rd City & gate of Seminar (see above) November 14. 1977 — Minneapolis, MN Organization City of Hutchinson Address 37 Washington Avenue West Ciry Hutchinson State MN _Zip 55350___ Tel. No.& Area Code 879-2311 Registration fee is $65 per person and $45 for each additional person. This fee includes the 1978 General Revenue Sharing and Anti -Recession Aid Resource Book, coffee and rolls, and a luncheon. Enclosed is check for _ Enclosed is Purchase Order No ___,___ .___ XUiPlease bill me Payment will be made prior to seminar XX Please send me additional information on the serv- F-1 Although I will be unable to attend any of the semi - ices offered by the Advisory Center for General nars I would like to purchase the 1978 General Revenue Sharing and a complimentary copy of Revenue Sharing and Anti -Recession Aid Re - Shared Revenues Report. source Book. Enclosed is payment of $19 95 Clip and Mail to Goverr--nent Information Services, 752 "rational Press Building, Washington, D.C. 20045 mp 99 r MUNICIPAL NURSING HOME PHONE 879-6071 NORTH HIGH DRIVE HUTCHINSON, MN 55350 October 31, 1977 Mr. Ralr-1-i Wesi--1 ind Citzens Sant 13uildinq Hutchinson, ' iinnesota Dear Ralph, The Board or Directors of 3-irns i-anor_ ;:unicipal 'dursimi Nome recommend t:iat Moria Dan sereau be considered as a comber of the nursing hone 'board. lin are regjesting that ;you bring this to the attention of the Cic�• Council. Lacile Ulrich will have caapleted the Full torii- , _ fiance: -her 1, 1977. Tnanl vou. Sincerel-.•, mavi� J. Geier Secretary %r"' C. 0 (612) 879-2311 CITY OF HUTCHINSON 37 WASHINGTON AVENUE WEST HUTCHINSON, MINN. 55350 ME M0 RA ND [rM DATE: -• November 7,-1977 — — — — — TO: Ma_„yor_and Citi► Council SUBJECT: "MiBBtsgtg. b1hUcWQrks O1f1cAA1'A ldiutftr_C&gfeteU&" — — — — Request permission to attent "Minnesota Public Works Official's Winter Conference" in Brooklyn Park on December 8th and 9th. This is a budgeted conference. Sincerely, CITY OFF EMCHINSON Marlon V. Priebe Director of Public Works pv ORDINANCE NO. 31/77 ORDINANCE AMENDING SECTION 410 - AUCTIONEERS ORDINANCE OF THE 1974 ORDINANCE CODE OF THE CITY OF HUTCHINSON THE CITY OF HUTCHINSON DOES ORDAIN: SECTION 1. Section 410:00 of the 1974 Ordinance Code of the City of Hutchinson, entitled Auctioneers, is hereby amended to read as follows: Section 410:00. License Required, Exception. No person shall sell or attempt to sell any real or personal property at public auction within the corporate limits of this municipality without first obtaining a ##eeaee permit therefor from the Gmme## City, except that this ordinance shall not apply to sales or public auctions of house- hold goods and furniture, to commercial sales of household goods and furn- iture, nor to sales of property under process from some court or on a fore- closure of mortgage. Section 410:05. Nesaeber-e€-�#eeeeeee-eeid-dee. �►-##ees�ae-eke##-be-�eqa#eed-�e-ea##-geeda;-aexee;-sed--meeehaed#ee-e�+d-�r- eeea#---epeteyv-efher-ehaee-#a-mese#axed-#a-Seee#eR-4#9199;-st-peb##e-oue- t#ee�-w#eh#e�-thee-eerpereee-##eaf es-e€-ehe-8#ty-a€-Ht:teh#eesee�--the-!lateber e�-ea#d-##eesgee-ee-be-#sewed-aha##-�►e-deeere�#r�ed-eeee�d#ng-to-e�+e-peps#a- t#ee-ef-ea#d-6#eg-w#th-ae-mere-thea-ane--##ee�sse-ee-ire-#eased-fee-e�+e-f #fee #8;988-er-#ass-pepe#at#err; ae�d-en#y-sere-##cense-far-eseh-#9;A9A-ef-pepu3a- t#eet-thereefter:--�'keere-ahs##-be-e-fee-#n-the-ea�eant-des�r-eatebi#ahed-b' the-6eea�e##-€rase-t#me-to-t#me-far-each-##eee�e-pedrab#e-erg-em-eeiriese�-heafa eee�ee�e�g-ate:airy-#-e€-each-�*ee�r. Issuance of Permit and Fee. All persons requesting a public auction permit shall first submit an_appli- cation on a form to be supplied by the City, together with the permit fee in an amount as established by the City Council, to the City Clerk. The City Clerk shall then refer said application(s) to the Chief of Police and the Fire Chief for their determination as follows: 1. That the holding of a public auction at the site named in the applica- tion will not cause injury to persons or propertyi nor provoke dis- orderly conduct;nor interfer with proper fire and police protection within the area. 2. That the holding of a with the applicable Ci applicable thereto. lic auction at said auction site will Ordinances, Fire Codes, and Building es 1 Upon approval by the Chief of Police and the Fire Chief, City Clerk shall issue said public auction permit in the name of the person making applica- same. 4 WA Section 410:10. Violation. Any person not having obtained a 9#eense-ee-se-1-1ep rmit, who sells or at- tempts to sell at public auction goods, wares, merchandise, personal pro- perty and real estate within the corporate limits of this municipality, according to the provisions of this ordinance,e-sees-eye-sten�+Es-fie awt-wear-eoteteV-peweeea"eepeet-yrgsede;-va*es-e*-m*ehaad#ee, shall be guilty of a penal offense. Section 410:15. Duties of Tenants and Occupants. The tenant or occupant of any house, store or lands having the actual possession and control of the same within the corporate limits of this municipality, who knowingly permits any person, not having a .1#eense permit as provided as aforesaid, to sell any property at public auction, in said house, store, or in any apartments or lands appertaining to same, shall be guilty of a penal offense. SECTION 2. Penalty. Any person violating the provisions of this ordinance shall be guilty of a penal offense and upon conviction shall be punished by a fine of not more than three hundred dollars ($300) or by imprisonment for not to exceed ninety (90) days, or both. SECTION 3, Effective Date. This Ordinance shall take effect upon its pas- sage and publication. Adopted by the City Council this day of , 1977. D. J. Black Mayor ATTEST: Gary D. Plotz City Clerk RESOLUTION N0. 6039 ORDERING PREPARATION OF REPORT ON 1978 IMPROVEMENTS WHEREAS, it is proposed to improve the following streets by construction of curb and gutter, bituminous surfacing and appurtenances: STREET FROM TO Rona T-Me Fifth Ave. NE South Termini Rdbert-a._itvad Lakeview Lane Sibley Drive Fourth Ave. NE T. H. 7 East and Rolling Oaks Service Drive in Rolling Oaks Addition and to assess the benefited property for all or a portion of the cost of the improvement, pursuant to Minn. Stats., Sec. 429.011 to 429.111 (Laws 1953, Ch. 39, as amended) NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: That the proposed improvement be referred to Marlow V. Priebe for study and that he 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 feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. Adopted by the City Council this 9th day of November, 1977. D. J. Black Mayor ATTEST: Gary D. Plotz City Clerk 6-c. RESOLUTION NO. 6040 ORDERING PREPARATION OF REPORT ON 1978 IMPROVEMENTS WHEREAS, it is proposed to improve the following areas by construction of storm sewer and appurtenances: AREA: Southeasterly Drainage District Outlet School Road and T. H. 7 West Drainage System 0ge System Loren's Third Addition Drainage System Shady Ridge Road Area Drainage System and to assess the benefited property for all or a portion of the cost of the improvement, pursuant to Minn. Stats., Sec. 429.011 to 429.111 (Laws 1953, Ch. 39, as amended) NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: That the proposed improvement be referred to Marlow V. Priebe for study and that he 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 feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. Adopted by the City Council this 9th day of November, 1977. D. J. Black Mayor ATTEST: Gary D. Plotz City Clerk RESOLUTION NO. 6041 ORDERING PREPARATION OF REPORT ON 1978 IMPROVEMENTS WHEREAS, it is proposed to improve the following areas by construction of sanitary sewer, watermain and appurtenances: T. H. 7 East from L & P to East City Limits Extension to Clifton Heights Extension in Loren's Third Addition E��o s ee a Helland's Third id -1 -1 --ion School Road from Robert's Road to McDonald Drive T 1 T F Q A 7 Read - Re - t and to assess the benefited property for all or a portion of the cost of the improvement, pursuant to Minn. Stats., Sec. 429.011 to 429.111 (Laws 1953, Ch. 39, as amended) NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: That the proposed improvement be referred to Marlow V. Priebe for study and that he 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 feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. Adopted by the City Council this 9th day of November, 1977. D. J. Black Mayor ATTEST: Gary D. Plotz City Clerk RESOLUTION NO. 6042 RESOLUTION RECEIVING REPORT AND CALLING HEARING FOR 1978 IMPROVEMENT PROJECT 78-02 WHEREAS, pursuant to Resolution Number , adopted by the City Council on November 9, 1977, a report has been prepared by Marlow V. Priebe with reference to the improvement of curb and gutter, bituminous surfacing and sidewalk on: STREET Hd gh Qt -nd Fifth Ave LiV Famr4h�Avc-iffl and Rolling Oaks Service Drive in Rolling Oaks Addition TO S T H 7yagf- NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF HUTCHINSON, MINNESOTA: 1. The Council will consider the improvement of such streets in accordance with the report and the assessment of abutting property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Sections 429.011 to 429.111 (Laws 1953, Chapter 398, as amended) at an estimated total cost of the improvement of $434,200.00. 2. A public hearing shall be held on such proposed improvement on the 13th day of December, 1977, in the Council Chambers of the City Hall at 8:00 P.M. and the Clerk shall give mailed and published notice of such hearing and improvement as required by law. Adopted by the Council this 9th day of November, 1977. D. J. Black Mayor ATTEST: Gary D. Plotz City Clerk 6-1 ENGINEER'S REPORT DATE: October 31, 1977 TO: Mayor and Council FROM: City Engineer SUBJECT: Curb and Gutter, Bituminous Surfacing and Appurtenances Improvement Project Gentlemen: I have studied the following areas and find that the proposed project is feasible and recommend it be constructed. If acceptable, I recommend a hearing be held on December 13, 1977. Project 78-02 Rose Lane, Robert's Road from Lakeview Lane to Sibley Drive, Rolling Oaks Service Road and High Street Fifth Avenue NE from Fourth Avenue NE to T. H. 7 East Construction Cost . $ 334,000.00 Engineering $ 33,400.00 Fiscal and Miscellaneous $ 33,400.00 Land Acquisition $ -0- Capitalized Interest $ 33,400.00 TOTAL $ 434,200.00 Assessable Cost $ 329,500.00 City Cost $ 104,700.00 TOTAL $ 434,200.00 Respectfully submitted, Marlow V. Priebe City Engineer RESOLUTION NO. 6043 RESOLUTION RECEIVING REPORT AND CALLING HEARING FOR 1978 IMPROVEMENT PROJECT 78-03 WHEREAS, pursuant to Resolution Number , adopted by the City Council on November 9, 1977, a report has been prepared by Marlow V. Priebe with reference to the improvement of storm sewer and appurtenances for the following areas: Southeasterly Drainage District Outlet School Road and T. H. 7 West Drainage System Loren's Third Addition Drainage System :• 7 1 .i pica j— -ter 7cyet Shady Ridge Road Area Drainage System NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF HUTCHINSON, MINNESOTA: 1. The Council will consider the improvement of such streets in accordance with the report and the assessment of abutting property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Sections 429.011 to 429.111 (Laws 1953, Chapter 398, as amended) at an estimated total cost of the improvement of $744,250.00. 2. A public hearing shall be held on such proposed improvement on the 13th day of December, 1977, in the Council Chambers of the City Hall at 8:00 P.M. and the Clerk shall give mailed and published notice of such hearing and improvement as required by law. Adopted by the Council this 9th day of November, 1977. D. J. Black Mayor ATTEST: Gary D. Plotz City Clerk G -r ENGINEER'S REPORT DATE: October 31, 1977 TO: Mayor and Council FROM: City Engineer SUBJECT: Storm Sewer and Appurtenances Improvement Project Gentlemen: I have studied the following areas and find that the proposed project is feasible and recommend it be constructed. If acceptable, I recommend a hearing be held on December 13, 1977. Project 78-03 Southeasterly Drainage District Outlet, School Road and T. H. 7 West Drainage System, Clifton Heights Drainage System, Loren's Third Addition Drainage System, Helland's Third Addition Drainage System and Shady Ridge Road Area Drainage System Construction Cost $ 572 500.00 Engineering $ 57 250.00 Fiscal and Miscellaneous $ 57 250.00 Land Acquisition $ -0 Capitalized Interest $ 57,250.00 TOTAL $ 744 250.00 Assessable Cost $ 573,750.00 City Cost $ 170 500.00 TOTAL $ 744 250.00 Respectfully submitted, Marlow V. Priebe City Engineer r RESOLUTION NO. 6044 RESOLUTION RECEIVING REPORT AND CALLING HEARING FOR 1978 IMPROVEMENT PROJECT 78-04 WHEREAS, pursuant to Resolution Number , adopted by the City Council on November 9, 1977, a report has been prepared by Marlow V. Priebe with reference to the improvement of sanitary sewer, watermain and appurtenances for the following areas: T. H. East from L & P to East City Limits Extension to Clifton Heights Extension in Loren's Third Addition Ext"agina in r School Road from Robert's Road to McDonald Drive NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF HUTCHINSON, MINNESOTA: 1. The Council will consider the improvement of such streets in accordance with the report and the assessment of abutting property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Sections 429.011 to 429.111 (Laws 1953, Chapter 398, as amended) at an estimated total cost of the improvement of $317,450.00. 2. A public hearing shall be held on such proposed improvement on the 13th day of December, 1977, in the Council Chambers of the City Hall at 8:00 P.M. and the Clerk shall give mailed and published notice of such hearing and improvement as required by law. Adopted by the Council this 9th day of November, 1977. ATTEST: Gary D. Plotz City Clerk D. J. Black Mayor G-� ENGINEER'S REPORT DATE: October 31, 1977 TO: Mayor and Council FROM: City Engineer SUBJECT: Sanitary Sewer, Watermain and Appurtenances Improvement Project Gentlemen: I have studied the following areas and find that the proposed project is feasible and recommend it be constructed. If acceptable, I recommend a hearing be held on December 13, 1977. Project 78-04 T. H. 7 East from L & P to East City Limits, Extension to Clifton Heights, Extension in Loren's Third Addition, Extension in Helland's Third Addition, School Road from Robert's Road to McDonald Drive and Lakeview Lane from School Road to Robert's Road Construction Cost $ 236,500.00 Engineering $ 23,650.00 Fiscal and Miscellaneous $ 23,650.00 Land Acquisition $ -0- Capitalized Interest $ 23,650.00 TOTAL $ 317,450.00 Assessable Cost $ 215,800.00 City Cost $ 101,650.00 TOTAL $ 317,450.00 Respectfully submitted, Marlow V. Priebe City Engineer RESOLUTION NO. 6045 RESOLUTION CANVASSING ELECTION RETURNS OF CITY GENERAL ELECTION HELD NOVEMBER 8, 1977 WHEREAS, the City Council has duly met as a canvassing board as required by the City Charter for the purpose of canvassing the election returns of the City General Election held November 8, 1977, wherein voting machines were used for the casting of votes in every voting precinct of the City, and WHEREAS, the City Council has duly inspected the Return Sheets of each Precinct using voting machines at said election, prepared and certified to by the election officers of the several Precincts in which the election was held, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON THAT: 1. Said election returns be hereby canvassed, and the number of votes received by each candidate voted upon at such election, together with the number of absentee ballots and spoiled ballots, if any, is hereby determined to be as follows: GENERAL ELECTION 6 Total Machine Absentee Office Votes Ballots Ballots Mayor - 2 Year Term D. J. Black 540 538 2 David Volkenant 244 243 1 Gerald Beck (Write -In) 1 1 0 Alderman - 4 Year Term (2) Kay Peterson 648 646 2 Bruce Peterson 621 619 2 Alderman - 2 Year Term Unexpired Kenneth Gruenhagen 690 688 2 Spoiled Ballots 0 0 0 6 2. That the total good ballots casted at said election was 786. 3. Upon the basis of such returns the following persons have been duly elected to the respective offices as hereinafter set forth: Mayor - 2 Year Term D. J. Black Alderman - 4 Year Term Kay Peterson Bruce Peterson Alderman - 2 Year Term Unexpired Kenneth Gruenhagen 4. That the Judges of said election were as follows: Precinct #1 Precinct #4 I. Olga Kern, Chairperson 1. Grace Sanstead, Chairperson 2. Verna Anderson 2. Jo Gilhousen 3. Marilyn Schaeffer 3. Norma Schepers 4. Florence Jarcho 4. Evelyn Odegaard Precinct #2 1. Emma Lake, Chairperson 2. Margaret Sorenson 3. Lillian Jorgenson 4. DeLaine Rolfe 1. Doris Daggett, Chairperson 2. Pat Kuester 3. Norma Totusek 4. Darlene Knigge 1. Mildred Nelson, Chairperson 2. Grace Kottke 3. Bernice Erickson 4. Nancy Greve Registration 1. Harriet White, Chairperson 2. Fern Frank 91 5. That the attached is a true copy of the ballots used as absentee ballots in said election: OFFICIAL CITY ELECTION BALLOT CITY OF HUTCHINSON, MINNESOTA TUESDAY, NOV. 8, 1977 7:00 A.M. TO 8:00 P.M. INSTRUCTIONS TO VOTERS PUT AN (X) OPPOSITE THE NAME OF EACH CANDIDATE YOU WISH TO VOTE FOR, IN THE SQUARE INDICATED BY THE ARROW. FOR MAYOR - VOTE FOR ONE aD. J. BLACK ❑ . DAVID VOLKENANT F1 FOR AWERMAN AT LAKGE - 4 YEAR i ER<1 - VOTE FOR TWO KAY PETERSON BRUCE PETERSON FOR ALDERMAN AT LARGE - 2 YEAR TERM (UNEXPIRED) = VOTE FOR ONE QKENNETH GRUENHAGEN 6. That the following are true copies of the ballots used on the voting machine in said election: COPIES OF THE STRIPS WILL BE INCLUDED AT THE END OF THIRTY DAYS. IA 2A ' 1 .I r. 5A OJ DAVE, Kkr BROCE K:NNETH BLACK VOL.KENANT PETI_RSON I-ETERSrtd IJENHAGEN IA 2A A DAVID D J BRUCE KAIF VOLKENANT 8L ACK PETERSON PETERSON Adopted by the City Council this 9th day of November, 1977. D. J. Black Mayor ATTEST: Gary D. Plotz City Clerk RESOLUTION NO. 6046 RESOLUTION AUTHORIZING SUBMISSION OF APPLICATION FOR 1978 FUNDING UNDER THE MINNESOTA DEPARTMENT OF AGRICULTURE SHADE TREE PROGRAM WHEREAS, the City of Hutchinson is concerned with controlling Dutch Elm Disease within the community, and WHEREAS, the State of Minnesota has made funds available for control of Dutch Elm Disease and replanting. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: That the Mayor and City Clerk are authorized to file the application and enter into an agreement with the Minnesota Department of Agri- culture for participation in the Shade Tree Program. Adopted by the City Council this 9th day of November, 1977. D. J. Black Mayor ATTEST: Gary D. Plotz City Clerk cr F I O.M.B. No. 41-11202.5; Approval Lxpir D- ernber 19-9 FORM C -404t Permits issued t (12-30-75) in month of i 7(: Tf'i i P l v 77 0 U.S. DEPARTMENT OF COMMERCE BUREAU OF THE CENSUS PLEASE MAIL ON OR BEFORE THE 4TH DAY OF THE MONTH (Please correct any error in name and address rncludtn({ ZIP code) REPORT OF BUILDING PERMITS ISSUED AND 11035C,rr 4t 7 ci9'4') 5 01 LOCAL PUBLIC CONSTRUCTION C%(lu I t ) L�_-.E1. '••JII L,. R? 'iL r.C: GF'FTCIAL C1 I Y" r,AL L `7 i' �1, I IGTt;'� !AVE vJi:S I PLEASE Bureau of the Census RETURN ATTN: Construction `IrJTC1!IIiSO; � ''1. 55350 WHITE Statistics Division COPY TO Washington, D.C. 20233 If no permits were issued this month enter "X" in box and return form. 2730 Section I — HOUSEKEEPING PRIVATELY OWNED PUBLICLY OWNED Number cost of Number cost of RESIDENTIAL BUILDINGS, Item Build- (lousing Build- Housing EXCLUDING ADDITIONS No. construction construction AND ALTERATIONS 1nKS units (Omit cents) ings units (Omit cents) (a) (b) (c) (d) (e) (f) (g) One -family houses, including semidetached, row, and town 001 13 13 $ 650 958 $ Z Two-family buildings 002 3 Three- and four -family buildings 003 W = Five -or -more family buildings 004 TOTAL (001-004) 094 13 13 650,958 Moved or relocated buildings 005 Mobile homes 300 Section 11 —NEW NONHOUSEKEEPING PRIVATELY OWNED PUBLICLY OWNED Number (.ou of Number - (,ost of RESIDENTIAL BUILDINGS Item No. Build- Rooms Build- Rooms construction ion %traction Ings (Omit cents) ings (Omit cent%) (a) (b) (c) (d) (t) If) (►1 Transient hotels, motels, tourist courts, and cabins 006 If $ Other shelter 007 Section III — DEMOLITION AND RAZING Item PRIVATELY OWNED PUBLICLY OWNED Number Number OF BUILDINGS No. Buildings Ilousing units Buildings Housing units (a) (b) (c) (d) (e) One -family houses, including J � semidetached, row, and town 231 VI Z Z Two-family buildings 232 W Q 0 J WS Three- and four -family buildings 233 W. -- — Five -or -mote family buildings 234 All other buildings and structures 240 Section IV — NEW NONRESIDENTIAL Item PRIVATELY OWNED PUBLICLY OWNED Number of Cost of construction .Number of Cost of construction BUILDINGS No. buildings (Omit cents) buildings (Omit cents (a) (h) (r) (d) (e) Amusement and recreational buildings 008 $ _ $ Churches and other religious buildings 009 Industrial buildin s 010 Parking garages Oil Residential garages and carports 012 6 12,626 Service stations and repair garages 013 Hospitals and other institutional buildings 014 Office, bank, and professional buildings 015 Public works and utilities buildings 016 Schools and other educational buildings 017 Stores and other mercantile buildings 018 Other nonresidential buildings 019 Structures other than buildings 020 CONTINUE ON REVERSE SIDE Section V — ADDITIONS, ALTERATIONS, AND CONVERSIONS PRIVATELY OWNED PUBLICLY OWNED Item --- ` —' TYPE OF BUILDINGS No. Number of Cost of construction Number of Lost of construction permits (Omit cents) permlt (Omit (ent) (a) (b) (c) (d) !e) Housekeeping residential buildings 021 17 $ 27,5811 All other buildings and structures FO2 6 18,913 Section VI — INDIVIDUAL PERMITS — $100,000 OR MORE Please list below permits issued for new buildings and for new additions and alterations with a consrrucu(-n (ost of $100,000 or more. Classify a permit for a combination residential -nonresidential building according to the major use of floor area of the building; enter number of housing units in column (f). Also list all permits for buildings omitted from Sections I, II, IV, and V because you could not classify them, enter a dash under item number in column (a). Item No. Kind of building Name and address of Ownershl p t wo of construe twn .nruLcr „f hr tv Irlq owner or builder (Mark one) (Omit cents) units (a) (b) (c) (df (e) (f) --------- --- ----- j Private ( ( Public --- -------- --- — ----- -- ( j Private j Puf,lrc i --------------------- --- ( Private ( ( Publir ( } 11tivate Publif ( ( Prlvat,- j _f Publi, I F ri rate ;Public J Private j ( Public Prl ldte ( I Publl( Private Publl- lrrl':.ftr• � l _ Putdf( Comments Name of person to contact regarding this report 'I elephone Area code Number -xu•n%v,r T Elden Willard Title BuildingOfficial 612 879-2311 26 rvRM C•404 (12.30-75) Eli HUTCHINSON COMMUNITY CENTER BOARD MINUTES NOVEMBER 1, 1977 The Ba rd of Directors for the Community Center met on October 269 1977 at' the Hutchinson Civic Arena. The following persons were present:RAllie Jensen, Ward Haugen, Ron McGraw, Lyle Block Ralph Neumann, and Curt Bradford. The Meeting was called to older at 7:00 AM. The minutes of the October 12, 1977 meeting were approved. motion by lion McGraw, second by Lyle Block. Motion passed. Motion by Ron McGraw, Second by Lyle Block. Motion passed. To set prices as follows: Adult open skating $1.00 Student open skating $ .30 Skate Rental $ .23 Skate sharpening $1.00 (ticket of 8 sharpenings for $ 8.00.) Discussion was held regarding the income from advertising signs. Motion by Ron McGraw, Second by Lyle Block. Motion passed. To prorate the income from advertising sales as follows: 3/12 of the income to be put in the 1977 Budget, and 9/12 of the income in -the 1978 Budget. ( The contracts are due each October 1st.) Discussion was held on more outside lighting. Ralph Neumann is to check with Marlow preibe on the possibility of more lighting. Rat ph Neumann reported that the city is having directional signs made to be placed at the intersection of Highway 13 South and South Grade Road. The next meeting will be held an Wednesday, November 16, 1977 at 7:00 AM at the Hutchinson Civic Arena. Motion to Adjourn by Ward Haugen, Second by Lyle Block. Motion passed. Re pectfully Submitted, Lyle A. Block - Secretary 7- e, HUTCHINSON COMMUNITY CENTER BOARD SPECIAL MEETING MINUTES NOVEMBER 3, 1977 A special meeting of the Board of Directors was called for Wednesday, November 2, 1977. The meeting was called to er der at 7:00 AM at the Hutch Cafe. Consideral discussion was held about the Civic Arena open house held on Sunday, October 30, 1977. Many favorable comments were heard throughout the afternoon. It is estimated that there were approximately 3500 people were at,: the Arena sometime throughout the afeternoon and evening, The Board of Directors wishes to thank the Hutchinson Youth Hockey Association for all of their donated assistance in various areas of construction and pre- paration bf the Arena for the Grand Opening, The Board of Directors wishes to thank the Campaign Fund Executive Committee for their unselfish efforts in raising the money to make this facility possible. The Bm rd of Directors wishes to commend Mr Ralph Neumann for the extra time and effort he put forth to make the Grand Opening such a great sucess. It should be noted that Ralph Neumann put in many extra hours the two weeks prior to the opening and much of the sucess was though his efforts alone, Notion by Ron McGraw, Second by Lyle Block. Motion Passed. To recommend to the City Council that the Hutchinson Civic Arena managers salary be established at $149500.00 per year effective November 1, 1977. Discussion was held on the need for more help at the Arena. The general agreement, was that there is definitely a need for more help at the Arena in the areas of iaintenance and evening / weekend supervision. It appears that the facility Will be used weekdays from 10:00 AM to Approxamately 11:00 PM, Saturdays from 8:00 AM to 11:00 Pm and Sundays from 12:00 noon to 11:00 PM. Some of the present employees are limited to a maximum of 20 hours and some to a maximum of 40 hours. It is our recommendation that additional persons be hired to provide the necessary Supervisory and Maintenance help, Notion by Ralph Westlund, Second by Lyle Block, Notion Passed. To recommend to the City Council that Ron McGraw and Rollie Jensen be reappointed to the Hutchinson Community Center Board for mother term.. Motion to Adjourn by Lyle Block, Second by Ron McGraw. Notion passed. A special meeting of the Board of Directors was called to order at 7:45 AM for the purpose of approving the above minutes. Motion by Ron McGraw, Second by Ward Haugen. Motion passed. To approve the minutes of the 7:00 AM November 2, 1977 meeting. Motion to Adjourn by Ralph Westlund, Second by Ward Haugen. Notion passed Respectfully Submitted, L e A. Block - Sec ltary 7-e'v NOVEMBER 3, 1977 CITYjOF HUTCHINSON c otitesofa 55350 OFFICES, AT 37 WASHINGTON AVENUE WEST PARK d RECREATION BOARD MINUTES The Park and Recreation Board met with "Bud" Dagget, Larry Morrissette, Dr. Chernausek and Ward Haugen present. Also present were Fred Roberts (Assistant Director of Public Works), Rod Keith (Recreation Director), Ruth Dunn (Hutch Leader) and Grace Sanstead (Secretary). Marlow Priebe (Director of Public Works), made his entrance during the course of the meeting. The minutes of the October meeting were read and approved. Mr. Haugen making the motion, seconded by Dr. Chernausek, motion carried unanimously. Fred Roberts gave his report. All of the parks are now closed. Work has been done'at the Miller Park - the pole fence placed to keep cars out. The trees have arrived, however, only ash were received. Work will begin at Tarton Park, readying the outfield of the ball diamond for sodding. All of the coin operated machines have been removed from the elementary tennis courts and the parts from these will be used in the high school clocks. Rod Keith gave his report. He gave credit for the success of the program to the dedication of the volunteer fathers that helped with the 7 teams, which have now reached an enrollment of 122 youngsters in the 5th and 6th grades. 140 youngsters are registered with the hockey association. Mr. Keith was asked by the board to break down figues generated by the adult programs as compared with the revenue generated by the youth programs. The total for the adult programs comes to $5,539.00, Miscellaneous revenue comes to $838.00 and the total revenue generated by the youth programs is $10,556. There are 19 programs for youngsters and approximately 14 adult programs. The swimming program this summer generated $6,669.78, or 39% of the total revenue. Most adult programs are team oriented and no individual fees are charged. (Team entry fees paid by sponsors). It was decided administrative time must be spent with adult programs as well as youth programs. Board members estimated $2,500 to $3,000 is needed if adult programs are to be self-supporting. Rod said 65% of administrative time is spent on youth programs, 35% on adult programs. He said he would have exact figures on the amount of time spent at the next meeting. The 6th annual awards night for football is ��-�. Park d Recreation Board Minutes November, 1977 Page 2 November 10th. Mr. Haugen volunteered to attend for the Park and Recreation Board. Mr. Morrissette said Mr. Dietel would be at the December meeting as he Was unable to attend at this time. Mr. Haugen gave a report on the Civic Arena opening and extended their appreciation to Mr. Roberts and Mr. Priebe for their cooperation in making is a success. He made a motion to accept Mr. Robert's and Mr. Keith's reports, seconded by Mr. Morrissette and unanimously passed by the Board. Mr. Haugen stated a compressor pump was the only complaint which he figured would be corrected to running only one hour a day after there is Ice on the arena, another man is needed to help at the arena. Mr. Priebe came before the Board to advise them of land that might be available for future park use. An aprtment building will be built on County Road 76, West of Highway 14, with 144 units. The playground area Will be small and the Board did not think it Would be feasible to avail themselves of this space and would take the $10 fee instead which could be applied to larger areas in the future. There will also be land available for Parks on the east side of Campbell Lake along Shady Ridge Road and possibly be 3 acres In one area which mould be ample for a park. Mr. Priebe also reminded the Board to have the council apply for Law -Con grants in the spring which the board immediately did, making a request to the council at their next meeting. Dr. Chernausek made the resolution, and all members were in unanimous agreement. Chairman Daggett thought it might be a nice gesture on the part of the Board to honor Les Kouba, a local boy, who was responsible for Little Crow In the Joe Eheim Park, with some kind of recognition, which they might be thinking about. The meeting was then adjourned at 8:30 P.M. - the next meeting to be held on December 7th, 1977. Respectfully submitted, Grace Sanstead, Secretary c lv ' (612) 879-2311 GIT Y OF H H11VS0N 37 WASHINGTON AVENUE WEST HUTCHINSON, MINN. 55350 M E M O R A N D U M TO: MAYOR AND CITY COUNCIL FROM: PERSONNEL COORDINATOR RE: TRANSIT = ROSTER OF RELIEF DRIVERS DATE: November 9, 1977 The Hutchmobile now has one full time driver and it is necessary that we have a roster of relief drivers who can be called upon to drive during vacation periods or in the case of emergency, such as illness of the regular driver. Two of these drivers would be new to the Hutchmobile. The remainder of the roster consists of persons who have done some driving for the department in the past. It is noted that all these people are available on a limited basis only, since they have other employment or commitments as well. This roster is therefore expected to cover only the limited number of hours described above. NEW DRIVERS Philip Binder Walter Vorpahl HAVE DRIVEN PREVIOUSLY AND STILL INTERESTED Darol Wylie Gladys Hogan Raymond Field Police Officers: Haasl Mattsfield Wegner Approval of this roster is requested. spectfully, Sk Personnel Coordinator (612) 879-2311 CITY OF HUTCHINSON 37 WASHINGTON AVENUE WEST HUTCHINSON, MINN. 55350 M E M O R A N D u N DATE: ,November 2. 1977_ _ ago: -.- 6txbJnsQP--C y- C.oQrr..iL Pe°x: — H anal u9smi uiPn .- — .- -_ — — -- — — — — -- _- .-. — _ ._ ._ — — — stere _ Ere,] jmbary- vi Einal Plot-MiI Ier Townhouse Addition_ Pursuant to Section 3.20 of Subdivision Ordinance No. 466, the Hutchinson Planning Commission is hereby submitting its finding of fact and recommendation with respect to the aforementioned request for preliminary and final plat. HISTORY At its regular meeting on October 18, 1977 the Planning Commission was presented with a request to set a public hearing to approve the Preliminary Plat for Miller Townhouse Addition. A special public hearing was set for Monday, October 31, 1977 at noon. At the public hearing no one, beside Eldred Miller, was present to speak for or against the request. FINDING OF FACT 1. The required application was submitted by Eldred Miller. 2. Notice was provided to surrounding property owners and published in the Hutchinson Leader on October 21, 1977. 3. It was found by the Planning Commission that the request complies with the conditions required for a preliminary plat. They also felt it met the requirements for a final plat. RECOMMENDATION It is the recommendation of the Planning Commission that the requested preliminary and final plat be approved contingent upon arrangement for Parks and Playground contribution. Respectfu y submitted, Thomas Cone,Chairman Hutchinson Planning Commission . RESOLUTION NO. 6038 RESOLUTION GIVING APPROVAL OF PRELIMINARY AND FINAL PLAT MILLER TOWNHOUSE ADDITION WHEREAS, Eldred Miller of Hutchinson, Minnesota, owner and subdivider of the land proposed to be platted as Miller Townhouse Addition has submitted its application for approval of final plat of said subdivision in the manner required for platting of land under the Hutchinson Ordinance Code, and all proceedings have been duly had thereunder, and WHEREAS, said plat is in all respects consistent with the City Plan and the regulations and requirements of the Laws of the State of Minnesota and the ordi- nances of the City of Hutchinson and WHEREAS, said plat is situated upon the following described lands in McLeod County, Minnesota, to -wit: Lots 8, 9, and 10, Block 1, Stoney Point Addition, according to the recorded plat thereof. Except the southwesterly 41.22 feet of said Lot 8. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. That said plat of Miller Townhouse Addition is hereby approved and ac- cepted by the City as being in accord and conformity with all ordinances, City plans and regulations of the City of Hutchinson and the laws of the State of Minnesota. 2. That the City Clerk is hereby directed to file a certified copy of this resolution in the office of the County Recorder for their use as required by M.S.A. 462.358 (3). BE IT FURTHER RESOLVED THAT such execution of the certificate upon said plat by the City Clerk, as required, shall be conclusive showing of proper compliance therewith by the subdivider and City officials charged with duties above described and shall entitle such plat to be placed on record forthwith without further for- mality. Adopted by the City Council this 9th day of November, 1977. D. J. Black Mayor ATTEST: Gary D. Plotz City Clerk 11512' 879-2311 37 WASHINGTON AVENUE WEST HUTCHINSON, MINN. 55350 M E M O R A N D U M DATE: — Or-tnher-31,,-U7.Z - - - -- - TO:-Mayor-Aud co-unCil-------_---------- - - - - - - FROM: City Di ineer------------------ ------ SUBJECT: Annexation As you know, State Law allows the City to initiate action to have certain lands, adjacent to the City limits, annexed provided they are presently 60% surrounded by the City. I would recommend the'City consider annexing the following areas that meet the above requirements. 1. The balance of Clifton Heights area and together with the area north of the trail as far east as Richard Larson's property. 2. John Horsewell's property lying between the Country Club and Oakwood Additions. 3. The area lying south of Eldred Miller's house and south of Ben Phiel's house between Jefferson Avenue and the Crow River. A map will be provided at the Council meeting to clarify said areas. Sincerely, CITY OF/HUTCHINSON 4Z; /,(-o Marlow V. Priebe City Engineer pv q—e, (612) 879-2311 CITY OF HUTCHINSON 37 WASHINGTON AVENUE WEST HUTCHINSON, MINN. 55350 1 •. t a:. November 8, 1977 I ,_ Mayor and City Council 1,k„t Gary D. Plotz, Administrative Assistant Permanent Appointment and Salary Review - Ralph Neumann Ralph Neumann has compldted six (6) months of employment for the City of Hutch- inson as of November 1, 1977. Based on Ralph's outstanding performance as Civic Arena Coordinator, it is a pleasure to recommend him to permanent status. Hazel Sitz and I have, also, reviewed his existing salary of $12,000 per year, and recommend a salary increase to $15,000 per year. This would be in a similar range as that of our Liquor Store Manager, City Accountant/Controller, and Rec- reation Director. We have also contacted the cities of Brainerd and Northfield, and have been in- formed that their Civic Arena Directors are at or near $15,000. q,t# (612) 879-2311 CITY OF HUTCHINSON 37 WASHINGTON AVENUE WEST HUTCHINSON, MINN. 55350 November 8, 1977 Mayor and City Council - Ralph Neumann, Civic Arena Coordinator _ "4, ,i.•i Personnel Because of the long hours involved in each day's operation of the Civic Arena (7 days a week), I would like to request the addition of a 40 -hour per week employee until the ice is removed from the Arena, which should be about the last week of March. Also, I would like to have Boyd Ahrens temporary employ- ment extended until this same date. He was hired as a two month employee originally. My present payroll consists of myself, Charles Frietage, a CETA employee that costs the Arena nothing, two HAVTI students who are able to work only 20 hours a week evenings under a work study program that costs us 50*,, an hour, Gary Falk who is a HAVTI student working part-time in the evening at $2.50 per hour, and Boyd Ahrens at $3.25 per hour full-time for one more month of his employment. There is money in our payroll budget to cover my request. In the best interest of health and safety, I request that this be acted upon at your earliest con- venience. The Arena is presently open approximately 94 hours over 7 days a week, includ- ing holidays, for maintenance and usage. /mS MINUTES F'O� Y0 1f DOWNTOWN DEVELOPMENT MEETING Wednesday, November 2, 1977 1111®6iRA no 1. The meeting was called to order at 2:00 P.M. by Vice Chairman Bob Stearns with the following members being present: Steve Richards, Jay Alrick, Dennis Hukried, Ralph Westlund, Don Abbott, Lloyd Torgimson, and Tom O'Connell in addition to Vice Chairman Stearns. Also present were Mayor D. J. Black, Jean Lerberg, HRA Executive Director, Clarence Simonowicz from CRS and Associates, and Marlow Priebe City Engineer/Public Works Director. Approximately twenty local business people were also in attendance to this meeting. 2. Vice Chairman Stearns opened the meeting by stating the purpose of the meeting was to more fully explain to the public the Downtown Development Program. Mayor Black then welcomed everyone present and stated he hoped the meeting would help to get people involved, bring them up to date on the project, and keep the public aware as to what is being planned for the down- town area. Clarence Simonowicz brought everyone up to date by briefly going over what has happened to date in regards to the Council adopting the concept, the advertisement for developers and the tentative dates for selection of a proposal. He explained the City will help with the acquisition and relocation phases, and financial 'assistance whenever possible. Mr. Simonowicz asked for their input as to ideas for development, any questions on the Downtown Development they may have or the procedure for submitting a proposal. Clarence also explained the concept of tax increment financing, the aspect of tax increment districts and so forth. Steve Richards expressed concern regarding confidentiality for people sub- mitting proposals to the City. Many questions were raised in regard to parking, the tax increment financing and the expressed mistrust from the people regarding future taxes. Mr. Simonowicz reported interest has been expressed by potential developers to both Gary and himself, people have been visiting Hutchinson looking over what's available and probable. Most of the interest has been with regard to ho ing, then general downtown improvements. Vice Chairman Stearns pointed out again the importance of the local business people getting together, discuss with others what they have learned at this meeting today, and they may contact the Administrative Assistant, Mr. Gary Plotz, Clarence Simonowicz from CRS & Associates or Mayor D. J. Black with any ideas they may have. Mayor Black closed the meeting by thanking everyone for coming and expressed the need for their input into the project. 3. The meeting was adjourned at 2:55 P.M. DIVISION OF MOTOR VEHICLES HIGHWAY BUILDING October 21, 1977 STATE OF MINNESOTA DEPARTMENT OF PUBLIC SAFETY SAINT PAUL 55155 Gary D. Plots, Deputy Motor Vehicle Registrar 36 '1st Avenue Northwest Hutchinson, Minnesota 55350 Dear Mr. Plotz: FOR YOUR INFORMATION An excellent review of your office was submitted by Dennis Norland. His report indicates that you are outstanding in the execution of your duties as a Deputy Registrar. The staff at our Central Office agrees with that assessment. The applications submitted are complete and accurate. You file your reports in compliance with state law. The prompt, courteous service you extend your customers, the general efficiency of your office, and the cooperation you give our office are all of immeasurable value. The quality of your work makes our job easier and allows the entire work flow to move a little faster. As a result, your customers receive their titles faster and the public image of both our office and yours is enhanced. I wanted you to know that all of us here at the Division appreciate your efforts. Thank you for doing an excellent job. Sincerely, K. A. Dirkzwagbr, i +� Driver and Vehicle Services Director SAD:alp:mc AN EQUV ^F-0fj14T;JMT'l F-',1PL (, . EP ^jp FOR YOUR INFORMATION J� �J 6,a(LI rA: ct, 04 �J 74 HUTCir:MSON SAFETY C Cd L FOR YOUR INFORMATION Tke Cutchin4o+t Sa4aq CouncsA met OrtobeA 14, 1977, at 12:00 neon, at .the Pkt iAie HOMO a <A Hut chk o n . Them_ w At 9 mernbeA4 p to ex t. The tieet4M wa.a opened wcth"a anent p%wfen. The � eptemben +n°e.nuteA wane appwved aa keard. No ba -M were pi"ented. Ladd upoAted .that tie and P,4+t. ce Chc.e6 Dean O'Bouky wane tnteAv-cewed by 1kggdut Knutaon on K1(A2, Ae_-qa4dLnq .the bike aa,�ety pu,.yam bene cn Ha& :mon. It mz an cm.6o4matcve and 4.n.tene6tAAq p+tugnam wkth a tot u{ gaw,�,ens and wow+e u Morn tadcc tutenenb . Ha-Ltc"o. n hay 2 o.tudent patlLt- t me, bi kc pxIt of o j jac end . PUA--fext Johxaon anxounced .that the 6att(x" Stitt aenve on .the nom:.rxt;c.nq eo tY; sL: Clc66 Popp, ChacA n, te4tce 0. Sm.ctJt and 0,tL.t.:te kuckKn. They w tt. z'.i.ve )tcpdntd at ancthet meet-ing. Di6a�a,,4on ttvA hetd tegcud.i.ng ,the .a<.deamtk en cennec Icon. wc,th thenew bn.c.dge. Thi. fts tdb.ted to aee Aat the .tna j6.0 denax& and we i4xutd tcke to have c. CUM f.ePteAentatwe. c<'We Jai Out h#'11t di.Aua.bcon at a t teh. ofle t,(ng. Rgo, .the e4.det utk to -the. South PaAk, on the. north a.cde of 2nd. Avenue., wthxmg�a been done. Ad nen ok4xit aqu-cwen-t, the c-1-4 .c.a :te6pom.cb.te Aon thi.a znd the motwn Ax" :rade and ®econded the c cfy tn,s gate thce i cd,, ua a a.s 000st Fra poaecbte and ban enough knack 4ot 6a4c. incus hv-mvvax. The w tion wao made and aeconded we tequeAt the c cty count -:.t ,tc tepon.t bacu on .tha peael►.tniaA c_toaa.cnge on H-Lghmy 1115 South, i -t the Na:.a. 15 a ea, ad agrees' by Glen Gnahx and Ma4tow Puebe at ouA Jut y wect n3. The Movemben meeting wude be hetd on #ovembeA 20, at the P,(.autte Housc. Ltetii Smith aeBunded 45f Jon ove4paynent cn poc-ta.ge Jcbas. (Tn.w wktt bt u4 Ad 4o.% poeta ge at a tAiten date.) T.e A&i4eu Report: e on hand October 1, 1917 115.76 Ak d'am4itb ---- W, d.iabuAAementA ---- opt --- on ha4d Oct,o ben 310 1917 115.76 Su6wbc tted by- Lout.4a F. PUhney, Scm -TuAu. Myron lohnaon, Pneacdent BUILDING CODE DIVISION July 28, 1977 ISI STATE OF MINNESOTA DEPARTMENT OF ADMINISTRATION SAINT PAUL BUILDING CODE LETTER NO. 54 TO: ALL PUBLIC OFFICIALS FROM: Don Pates, Director j Building Code Division alt 408 METR(j S1jUAPE 71 H AH[L Rrjgl n4 ',T:. ..T. P! -U _ 'Ali 551111 FOR YOUR INFORMATION SUBJECT: Information on State Building Code - Applicable July 1, 1977 GENERAL The Minnesota Legislature in 1971 enacted a law that provided for the Commissioner of Administration to establish and administer a State Building Code. The law was revis-d in 1974 and 1977. The intent of that legislation as stated in the preamble was to I/leo- vide for the construction of buildings at the least possible cost consistence with recognized standards of health and safety. The purpose of Chapter 561, 1911 was to prescribe and provide for administration and enforcement of the State Building Codi, which would provide basic and uniform standards, establish reasonable safeguards fol. health, safety, welfare, comfort, security and energy conservation for the reside W, of the State, who are occupants and users of buildings and provide for the ust of :r<G6,--r11 methods, devices, materials, and techniques. National model codes provide safer builn- ings at reasonable costs. DEFINITIONS The following definitions are used in the statutes: Code - means the State Building Code or any amendment thereof established b; the CA(1- missioner in accordance with the terms of the laws of 1971. City - means a home rule charter or statutory tiny. Municipality - means any city, county, or town meeting the requirements of Minn. Section 368.01, Subd. l,or the University of Minnesota. Agricultural Building - means a structure on agricultural land as defined in Secl"(:(l 273.13, Subd. 6, designed, constructed, and used to house farm implements, live,,t,.:1.' or agricultural produce or products used by the owner, leasee, and sub -leasee of building and members of their immediate fancily, their employee and persons engaof•d irl pickup or delivery of agricultural produce or products. AN EQUAL OPPORTUNITY EMPLOYER EFFECTIVE DATE On July 1, 1977 or as soon thereafter as possible, but in no event later than July ', 1978 all municipalities must adopt and enforce the State Building Code with resrect tr. construction within their respective jurisdictions. If a municipality has adopted ur is now enforcing the State Building Code on the effective date, or if a municipality determines by ordinance thereafter to undertake enforcement, it shall be charged with enforcement of the Code within that municipality. The statute states that a city may by ordinance extend the enforcement of the Code to adjoining unincorporated territories not more than two miles distance from its corporate limits in any direction provided that where two or more cities in close proximity which have elected to enforce the Code have boundaries less than four miles apart, each is authorized to enforce the Code equi- distant between them. Any city shall thereafter enforce the Code in the designated area to the same extent as if such area were situated within its corporate limits. If a city determines to enforce the Code in such area, that city must give written notice to the Commissioner of Administration, the County Auditor, and the Town Clerk of each town in which it intends to enforce the Code. Municipalities may provide for the is- suance of permits, inspection and enforcement within their jurisdictions by any means that may be convenient and lawful. Municipalities may carry on their own enforcement, may contract with other municipalities, or with qualified individuals. The primary purpose of the Code is to provide uniform standards to safeguard life, or limb, health, property, public welfare, and energy conservation by regulating and controlling design, construction, heat loss/gain, and quality of materials. BUILDING CODES STANDARDS COMMITTEE In order to establish a code and to provide for a means of amending it, the Commissioner of Administration has appointed an advisory hoard called the Building Codes Standards Committee. The Committee is composed of nine members who are residents of the Stat(. The membership is a broad representation from industry and professions, including repre- sentation from Building Code enforcement agencies, architectural and engineering associa- tions, building construction trades, the contracting and rnanufacturing inlustry, govern- ing bodies of local government and the general public. Members of the Building Codes Standards Committee are appointed from all congressional districts within the State. If the Building Code is to be amended the information is submitted to the Building Codes Standards Committee for review. Public hearings are held on proposed amendments to pre- sent the information to the public. SUR -CHARGE To defray the cost of operating the State Building Code Division, a surcharge is imposed on all permits issued by municipalities. This surcharge is For all permits issued for construction, additions and alterations to buildings. Where the permit charge is a fix- ed amount, the surcharge shall be equivalent to one-half mill of such fee or 50 cents, whichever amount is greater. For all other permits the surcharge shall be equivalent to one-half mill of the valuation of the structure is greater than one -million dollars, but less than ten -million dollars the surcharge shall be $1,000. Where the valuation is equal or greater than ten -million dollars, but less than twenty -million dollars the sur- charge shall be $1,500, and where the said valuation is equal to or greater than twenty - million dollars, the surcharge shall be $2,000. All permit surcharges shall be collect- ed by each municipality and remitted to the State. A portion of this surcharge is re- tained by the municipality to defray collection and reporting costs. These surcharges are payable to the State, who deposits these amounts in the State Treasury for credit to the General Fund. By September 1 of each odd numbered year, commencing September 1, 1979, the Commissioner will rebate to the municipalities any surcharge that is in e"C.e'_. of the operating costs of the State Buildinq Code division. The rebate will be in pro- portion to the amount of the surcharge collected by that municipality and remitted to the State. BUILDING OFFIC.iAL <<o`deroi r,n Lody t. each :l!L+n i ci Era 1 i ty shall appoint a person o •idmi n i ster the ;z�ciF 'Vi;i) ``,ii'tl 'Je mown -IF the BLWding Oifi::iai Two or more mUn'l�:ipolitleS may combine .tl �.!le a�;pcini::,c��ii ,�� sin�lle +��ailclinq official for the p0rposes of •idninistering the {_oJe in -heir t ovwrunitias. Tha building official to be eligible for appointment rn d t lave e;,,perience in 0,;i9n.. construction and supervision and shall be generally lofc-rmed the quality end of building material::, accepted building construction re- fll;irement, and the nature of -quipment ar•d needs conducive to the safety, comfort, and convenience of building occupants. The Building Official must he certified by the Stat-.. io carry on the duties of Cole enforcement, the municipality must properiy establi,-h a building department which may consist of one or more persons. For a building department to effectively administer the Code it is essential to establish a system of record-keeping and forms to carry on as daily activities and to establish permanent records. In addition to the need for knowledge of design, construction, and supervision, the building official must also have administrative capability. Among those he deals with are other departments in a municipality, contractors, designers and the general public. A very important part of a building officials qualification is display of willingness to continue education provided through seminars, annual schools, community colleges and other means. The Building Official in the municipality must attend to all aspects of Code administra- tion including the issuance of all building permits, and inspection of all construction, including mobile home installations. A building official must be certified as specified in the statutes. The building official must pass an examination to determine if he is qualified to perform the demanding responsibilities of Code administration. If the per- son is qualified the Commissioner shall issue certification to the building official. STATE BUILDING CODE DIVISION The Building Code Division of the Department of Administration is established under the direction of the State Building Inspector. Among the duties of the Building Code Divi- sion are the following: - To establish the Building Code and the amendment process as necessary. - Holds appeal hearings for aggrieved parties of the local administrative process or interpretations. - To assist municipal building officials as the need arises. This is done through training programs, contact with building officials, elected officials, adminis- trative officials, and informational code letters. - The Building Code Division reviews plans that are required to be submitted to state agencies. - The Division also reviews plans that are sent directly from the building official. This is done when the building official does not have the staff to properly review the plans or which he feels are beyond his knowledge or personal ability. The cost of this plan checking is based upon valuation of the building. - The Division reviews plans for manufactured buildings and monitors the in -plant manu- facturing process for the application of the state approval seals. -The Division licenses mobile home dealers and manufacturing, monitors mobile home installation, and makes inspections of mobile home dealer sales lots. - Administer Building Official Certification Program in conjunction with the State De- partment of Personnel. - 3 - iC MUNICPAL. Ri i! JJVia LEF,�k_Jil:'t` Where does the building department lit ir;fc ol.'?,er itonicivai funcr.'tr,;sr `.r. ; Jire,. :y related to other departments within a municipaiity, however, ;t is recomrreo,ied !nat :r remain a separate entity for more efficient operation. The building depar"'went shoul(_ be a self-sustaining department. The fees that are charged for building permits are intended to recover costs of operation of the department. This can be modifi-_d to :lit the needs of the municipality. The building official may be a municipal employe_, or be a contract employee, either full-time or part-time. Also he may be a contract em- ployee shared with another municipality. It is essential that a plan review is performed before a permit is issued for the con- struction of a building. An application is required for a building permit. From this the building permit can be completed. The building official would check for such things as proper footing, construction size and thickness of the foundation walls, joist spans, beam spans between columns and numerous other items. He would check if the plan r.et the minimum room size, if the room has the proper amount of light and ventilation, if the proper amount of exits were shown, if the exterior wall, complied, if the rafters :fret the building code minimum, he would also check energy calculations for exterior walls roof -ceiling assemblies, and other aspects of the energy rulos. Complex building pians may be sent to the Quildinq Code Div;sion for review and th- •-itj will receive a copy of the Division`s }elan review roifaont%. chis is in accordancP ,, t -h Section 111 of the State Building Code. An enertly calculeti,or sneet must he ",s. for each building. The above items mentioned in the pian r,::view process are only ex.a.ples and help to prevent errors from being built into the structure. INSPECTIONS Inspectors may be classified in two general categories. The first category could be celn.- sidered a specialized inspector. Examples of this would be a building inspector, a plumbing inspector, and a heating inspector and electrical inspector. A second cate- gory could be calied,a combination inspector. An example of this would be a person that would do building, heating and plumbing inspections. Inspections that are usually performed on a building are the following: 1) Site inspection. 2) Footing and foundation inspection. 3) Heating inspection. 4) Plumbing inspection. 5) Individual sewage system. 6) Electrical inspection (by the State or local inspector). 7) Framing inspection. 8) Insulation inspection. 9) Wallboard inspection. 10) Final inspection on the building. -4- 11) Reinspection of the previously mentioned inspections are sometimes necessary for corrections of deficiencies. Many of the inspections may be performed simultaneously and do not necessitate individual inspection trips. Special inspections are sometimes needed. A special inspector shall be a qualified per- son approved by the building official. SpPr:ial inspP(tion, may occur in concrete struc- tures, masonry work, welded structures, r(,irJor:.vd (1yp,,(jt;i con,:rete work, and in special cases or special construction or work inolivinri unusual hazards or requiring constant inspection. The special inspector Or,!) rF-nnrt to thn huildinn official in writing as to his observations. Maintaining records such as permit,,, in,,po( t ion and (on,>rruction documents is essential to the completeness of the building d(-uartmHnt. Permanent records must be kept for all construction activity in the muni0 pality. Permanent records establish and maintain a complete history on construction activities involved on one property. It is the respon- sibility of each municipality and the buildinq official to preserve construction documen- tation for public record. There are many advantages to adopting and administering the Building Code. Some of them could be enumerated as follows: 1) Provide safer buildings, structural, fire safety, and environmental health concerns. 2) It establishes a minimum level of construction standards that tend to maintain property value. An effective inspection program with a fire prevention program will help obtain a better insurance rating classification. 4) Qualified building officials can adjust citizens complaints and take care of citizens problems, thereby alleviating unnecessary complaints to elected officials. 5) Adequate plan review save-, builders money, when code non-compliance tems are detected prior to construction, thus savinq the cost of later changes on site. 6) Responsible builders in a community welcome code enforcement as it standardizes the minimum base of construction requirements and permits innovation as the basis of competition.