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cp03-13-2018
HUTCHINSON CITY COUNCIL MEETING AGENDA TUESDAY, MARCH 13, 2018 CITY CENTER — COUNCIL CHAMBERS (The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many decisions regarding agenda items are based upon this information as well as: City policy and practices, input from constituents, and other questions or information that has notyet been presented or discussed regarding an agenda item) 1. CALL MEETING TO ORDER — 5:30 P.M. (a) Approve the Council agenda and any agenda additions and/or corrections 2. INVOCATION — St. Anastasia Catholic Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14867 — Resolution Accepting Donation from John & Joan Bradley for Law Enforcement Memorial Park Fund PUBLIC COMMENTS (This is an opportunity or members of the public to address the City Council. If the topic you would like to discuss is on the agenda, please ask the Mayor if he will be accepting public comments during the agenda item if nota public hearing. Ifyou have a question, concern or comment, please ask to be recognized by the mayor —stateyour name and address for the record. Please keep comments under 5 minutes. Individuals wishing to speakfor more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, butplease refrain from personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of February 27, 2018 (b) Workshop of February 27, 2018 CONSENT AGENDA (The items listedfor consideration will be enacted by one motion unless the Mayor, a member of the City Council or a city staff member requests an item to be removed. Traditionally items are not discussed.) 7. APPROVAL OF CONSENT AGENDA (a) Consideration for Approval of Resolution No. 14865 - Resolution Closing Various City Funds (b) Consideration for Approval of Authorizing Crow River Winery to Dispense Wine at Minted Patina Market at McLeod County Fairgrounds on April 27 and 28, 2018 (c) Consideration for Approval of Letter of Support for State Trunk Highway 15 Downtown Reconstruction Project Geometric Layout (Letting No. 1, Project No. 20-01) (d) Consideration for Approval of Purchase Orders for Leaf Loader Units (e) Consideration for Approval of Resolution No. 14866 — Resolution Authorizing Agreement with MPCA to Host AmeriCorps Member CITY COUNCIL AGENDA MARCH 13, 2018 (f) Consideration for Approval of Compost Fund Skidsteer Loader Purchase (g) Consideration for Approval of PRCE Concession Agreement with Bernick's Pepsi (h) Claims, Appropriations and Contract Payments PUBLIC HEARINGS — 6:00 P.M. - NONE M[M[UNICATIONS RE UESTS AND PETITIONS purpose oj this portion oj the agenda is to provide the Council with information necessary to craft wise policy. ides items like monthly or annual reports and communications from other entities.) 8. PARKS, RECREATION, COMMUNITY EDUCATION ANNUAL REPORT 9. REVIEW OF PROPOSED EMERALD ASH BORER RESPONSE PLAN UPDATES UNFINISHED BUSINESS NEW BUSINESS 10. APPROVE/DENY ORDINANCE NO. 18-782 - AN ORDINANCE SUSPENDING ENFORCEMENT OF HUTCHINSON CITY ORDINANCE 92.018 PERTAINING TO HOURS OF USE OF SOUND AMPLIFICATION EQUIPMENT (SCHROEDER WEDDING) 11. APPROVE/DENY ITEMS FOR 2018 AIRPORT IMPROVEMENT PROJECT (8 -UNIT T - HANGAR) 12. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR MARCH 27, 2018, AT 4:00 P.M. TO MEET WITH PUBLIC ARTS COMMISSION GOVERNANCE (T e purpose o t is portion of the agenda is to deal with organizational development issues, including policies, performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items.) 13. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) City of Hutchinson December 2017 Preliminary Financial Statements & Local Sales Tax Update MISCELLANEOUS 14. STAFF UPDATES 15. COUNCIL/MAYOR UPDATE ADJOURNMENT 2 CITY OF HUTCHINSON RESOLUTION NO. 14867 RESOLUTION ACCEPTING DONATION WHEREAS, the City of Hutchinson is generally authorized to accept donations of real and personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens, and is specifically authorized to accept gifts and bequests for the benefit of recreational services pursuant to Minnesota Statutes Section 471.17; and WHEREAS, the following person has offered to contribute the cash amount set forth below to the city: Name of Donor Amount Donation Date John & Joan Bradley $50.00 3/6/2018 WHEREAS, such donation has been contributed to the Hutchinson Police department as a donation to the Law Enforcement Memorial Park fund. WHEREAS, the City Council finds that it is appropriate to accept the donation offered. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA, AS FOLLOWS: THAT, the donation described above is hereby accepted by the City of Hutchinson. Adopted by the City Council this 13th day of March 2018. ATTESTED: Matthew Jaunich City Administrator APPROVED: Gary T. Forcier Mayor City of A PROCLAMATION WHEREAS, the quality treatment of people of all ages, creeds, and origins is of the upmost importance; and, WHEREAS, over 70% of young people say they have seen bullying in their schools; and, WHEREAS, only 20-30% of students who are bullied notify an adult; and, WHEREAS, kindness as prescribed by Reagan Goldstein as part of Reagan's Kindness Campaign is surely a way to combat the negative environment of bullying and replace it with respect, dignity, and love, NOW, THEREFORE, I, Gary Forcier, Mayor of the City of Hutchinson, Minnesota do hereby proclaim Friday March 16, 2018, as a special day to show appreciation for Reagan Goldstein and her efforts to spread kindness throughout the world with Reagan's Kindness Campaign. IN WITNESS WHEREOF, I have hereunto set my hand this 131 day of March, 2018. Gary T. Forcier, Mayor City of Hutchinson, Minnesota HUTCHINSON CITY COUNCIL MEETING NHNUTES TUESDAY, FEBRUARY 27, 2018 CITY CENTER — COUNCIL CHAMBERS (The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many decisions regarding agenda items are based upon this information as well as: City policy and practices, input from constituents, and other questions or information that has notyet been presented or discussed regarding an agenda item) 1. CALL MEETING TO ORDER — 5:30 P.M. Mayor Gary Forcier called the meeting to order. Members present were Mary Christensen, John Lofdahl, Steve Cook and Chad Czmowski. Others present were Matt Jaunich, City Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney. (a) Approve the Council agenda and any agenda additions and/or corrections Motion by Czmowski, second by Christensen, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — Bethlehem United Methodist Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14857 — Resolution Accepting Donation from Russell and Lorraine Erickson for Law Enforcement Memorial Park Fund Motion by Czmowski, second by Lofdahl, to approve Resolution No. 14857. Motion carried unanimously. Mayor Forcier thanked the residents who have adopted a fire hydrant related to snow removal. Mayor Forcier also noted that the Council had received an email from John Arlt from 3M expressing his gratitude to the police department and fire department for their assistance in some training. PUBLIC COMMENTS (This is an opportunity or members of the public to address the City Council. If the topic you would like to discuss is on the agenda, please ask the Mayor if he will be acceptingpublic comments during the agenda item if not a public hearing. Ifyou have a question, concern or comment, please ask to be recognized by the mayor —stateyour name and address for the record. Please keep comments under 5 minutes. Individuals wishing to speakfor more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, butplease refrain from personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of February 13, 2018 Motion by Czmowski, second by Lofdahl, to approve minutes as presented. Motion carried unanimously. CONSENT AGENDA (The items listedjor consideration will be enacted by one motion unless the Mayor, a member of the City Council or a city staff member requests an item to be removed. Traditionally items are not discussed.) CITY COUNCIL MINUTES FEBRUARY 27, 2018 7. APPROVAL OF CONSENT AGENDA (a) Consideration for Approval of Resolution No. 14858 — Resolution Approving Disposal of Park and Recreation Department Surplus Property (Small Equipment) (b) Consideration for Approval of Resolution No. 14859 — Resolution Authorizing Disabled Deferral of Special Assessments (c) Consideration for Approval of Resolution No. 14860 — Resolution Authorizing Transfers to Fund the Hutchinson Enterprise Center Construction Costs (d) Consideration for Approval of Resolution No. 14861 — Resolution Ratifying an Interfund Loan for Advance of Certain Costs in Connection with Tax Increment Financing District No. 4-18 (e) Consideration for Approval of Resolution No. 14862 - Resolution Relating to Parking Restrictions on Century Avenue SE (f) Consideration for Approval of Authorization for Inter -fund Loans for Construction of the Hutchinson Enterprise Center 1. Resolution No. 14863 — Resolution Authorizing An Interfund Loan for Advance of Certain Costs in Connection With Tax Increment Financing District No. 4-19 2. Resolution No. 14864 — Resolution Authorizing An Interfund Loan From the Economic Development Loan Fund to the Hutchinson Enterprise Center Fund (g) Consideration for Approval of Purchase Order for Topography Surveying and Global Positioning System Equipment (h) Consideration for Approval of Issuing Short Term Gambling License to Crow River Habitat for Humanity on April 13, 2018 (i) Consideration for Approval of Issuing Short Term Gambling License to Rotary Foundation on April 20, 2018 (j) Consideration for Approval of Premises Permit Renewal for Hutchinson Hockey Association at Crow River Golf Club (k) Appointment of Tinea Graham to Public Arts Commission to August 2020 (1) Claims, Appropriations and Contract Payments Item 7(e) was pulled for separate discussion. Motion by Czmowski, second by Christensen, to approve consent agenda with the exception of the item noted above. Motion carried unanimously. Council Member Cook clarified that this restriction is no different than the current parking restrictions. Kent Exner confirmed that is the case where there is no parking on both sides of the street from Bradford to Hwy 15 and no parking on Century from 2 CITY COUNCIL MINUTES FEBRUARY 27, 2018 Bradford to Jefferson Street. Because federal aid dollars are being used for this improvement project, the Resolution is required. Motion by Cook, second by Lofdahl, to approve Item 7(e). Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. 8. REVIEW OF STATE TRUNK HIGHWAY 15 DOWNTOWN RECONSTRUCTION PROJECT GEOMETRIC LAYOUT (LETTING NO. 1, PROJECT NO. 20-01) Kent Exner, City Engineer, presented before the Council. Mr. Exner reviewed the proposed State Trunk Hwy 15 Downtown Reconstruction project geometric layout. The project runs from 5d' Avenue South to 2nd Avenue NW. Mr. Exner reviewed in general each intersection included. Mr. Exner also noted the proposed lane widths which includes 10 foot parking lanes, 11 foot driving lanes, and a 13 foot shared left turn lane. The walkways are proposed at 13 feet. Mr. Exner also noted improvements that will be made to stripings and turn lanes. Mr. Exner noted that a detailed analysis does not warrant a traffic signal at the Hwy 15/5d' Avenue SE intersection as some have requested. Major underground utility work will be completed as well. Mr. Exner noted that per state statute municipal consent of the geometric layout is not required. Mr. Exner also noted that if significant right of way acquisition is required, municipal consent may be determined to be necessary at that point. A municipal cooperative agreement will be entered into which of course the City will have to agree to and sign off on. Larry Karg, former City employee, presented before the Council. Mr. Karg noted that he worked for the street department for 30 years. Mr. Karg noted he does not agree with the proposed lane widths. Mr. Karg inquired why the walkway had to be increased so dramatically and he suggested instead reduce the walkway and increase the driving lanes to 12 feet and perhaps reduce the parking lanes to 9 feet. He asked that if the plan has not been approved yet that perhaps the lane widths could be reconsidered. Mr. Exner spoke about ADA requirements and achieving appropriate standards. Mr. Exner also noted that a lot of analysis was done by consultants, MnDOT and others on the design layout and the proposed widths. A large part of this design was based on the feasibility study that was completed and approved by the City Council previously. Motion by Czmowski, second by Christensen, to close public hearing. Council Member Cook mentioned that although municipal consent isn't required, the Council could voice that they are in favor of the proposed layout. Motion by Cook, second by Forcier, to express support of the geometric layout as proposed. Motion carried unanimously. purpose o t is portion of the age n a is to provi e t e ounci with information necessary to craft wise policy. ides items like monthly or annual reports and communications from other entities.) 9. REVIEW OF PROPOSED SIDEWALK POLICY UPDATE John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that the last update to the sidewalk policy was completed in 2010 and since then several additional sidewalk facilities have been added. The main updates are related to snow removal. Mr. Olson and Mr. Exner noted that previously there was some discussion regarding the potential requirement of sidewalks/trails in new developments. City staff has determined this discussion would be best started with the Planning Commission who could recommend any subsequent action regarding a related ordinance. Another discussion item CITY COUNCIL MINUTES FEBRUARY 27, 2018 was related to snow removal on routes serviced by the City. Snow removal services for selected sidewalks/trails are based on a 4 -tier priority system — 1. Downtown 2. High traffic/schools 3. North recreational and 4. South recreational. The priority system restarts after every snow event so it is possible that sidewalks serviced by the City may not be done within the period of 24 hours after snowfall as identified by City Code. Therefore, property owners/tenants abutting sidewalks serviced by the City may need to remove a minimum of four feet of snow on sidewalks adjacent to their property before the City is able to plow the sidewalk. This issue was addressed in the snow removal section of the proposed sidewalk policy. Council Member Cook spoke about items 6 and 7 in the policy and assessments to property owners. Council Member Cook spoke about differentiating trails from sidewalks related to assessing. Mr. Exner noted that this document reflects what is included in the assessment policy and the two should be uniform on procedure. Council Member Cook suggested that language should be included in Section 7 regarding City maintenance of trails. 10. REVIEW OF THE PROPOSED CENTURY AVENUE SE RECONSTRUCTION PROJECT CONSTRUCTION PHASING PLAN Kent Exner, City Engineer, presented before the Council. Mr. Exner reviewed the proposed project construction phasing plan on Century Avenue that has been developed in conjunction with specific adjacent property owners (Hutchinson Health, Ridgewater College, Greencastle Condominiums). Full roadway construction from Hwy 15 to east of the Ridgewater College entrance is scheduled to begin May 14, 2018 and last seven weeks. Water main work on this section will also begin on May 14, 2018 as well as all utility work. Roadway is scheduled to be open for traffic on or before June 29, 2018. Phase 2 of the project from the Ridgewater College entrance to Bradford Street will begin July 2, 2018, with the roadway scheduled to be open on or before July 27, 2018. Phase 3 of the project will beVe n July 30, 2018, from Bradford Street to Jefferson Street with the roadway scheduled to open on or before August 24, 2018, with final completion of the entire project scheduled for October 12, 2018 11. UPDATE ON RIVERSONG MUSIC FESTIVAL — PAT MAY Pat May, RiverSong Music Festival representative, presented before the Council. Mr. May informed the Council that RiverSong is July 14 and 15. All vendors and musical acts have been booked or are in the process of being booked. Mr. May thanked the City of Hutchinson for all of their support. The organization will be applying for their temporary liquor license soon and is working with the police department on security plans and layouts. 12. HUTCHINSON HOUSING AND REDEVELOPMENT AUTHORITY ANNUAL REPORT Jean Ward, HRA Executive Director, presented before the Council. Ms. Ward's report included data on the City's general occupancy vacancy rates which was at 1.76% for 2017; home sales which were at 333 and had a median sale price of $153,500; 216 residential lots are available; 27 new dwelling units construction; and foreclosures which were at 11 which is the lowest since 2004. Ms. Ward provided housing highlights which included the opening of the first phase of Highfield Apartments which consisted of 29 units. The second phase of this project is scheduled to open in April or May of 2018 with the third phase groundbreaking scheduled for winter of 2018. The SCDP Downtown Rental Rehab Project was closed out in 2017 with $668,271 reinvested into rental housing in the downtown target area. Ms. Ward spoke of other HRA housing highlights at Park Towers Apartments as well as other affordability options for homeowners. Ms. Ward spoke of 2018 priorities for the HRA which include continuing improvements at Park Towers Apartments, administering rehab/home improvement funds for owner occupies properties, researching the need for another SCDP Rental Rehab application, researching the need for Cooperatively Developed .19 CITY COUNCIL MINUTES FEBRUARY 27, 2018 Plan for a growing workforce; and promoting housing affordable to a growing workforce. Ms. Ward also shared predictions from local realtors for 2018 trends. 13. PLANNING AND ZONING DEPARTMENT ANNUAL REPORT Dan Jochum, Planning Director, presented before the Council. Mr. Jochum provided an annual report for the planning, zoning and building department. Mr. Jochum provided data related to the number of building permits issued, which more than doubled from 2016. Other data presented included construction valuation, total inspections, new dwelling unit construction, as well as commercial and industrial additions and remodels. Activities of the department included work on the Facility Master Plan project, updating the City landscape ordinance and demolition of 430 Water Street, along with reviewing and processing of Planning Commission applications, land use applications, building permits, sign permits and predevelopment/application meetings. Mr. Jochum noted that initiatives for 2018 include a scanning project to update address files to digital files. 2018/2019 initiatives include sion updating the City zoning and subdiviordinances by utilizing a consultant with expertise in these areas. Mr. Jochum noted that the outlook for 2018 includes a local economy that continues to be strong. Projects scheduled include the Cobblestone Hotel, Highfield Apartments, KFC Redevelopment, Century Court II, buildout of former Cub Foods and continued residential development. Lastly, Mr. Jochum provided an overview of the rental inspection program. UNFINISHED BUSINESS 14. APPROVE/DENY ACCEPTANCE OF MASTER FACILITIES PLAN REPORT Dan Jochum, Planning/Zoning/Building Department Director, presented before the Council. Mr. Jochum introduced John McNamara from Wold Architects who presented the final report on the Master Facilities Plan. Mr. McNamara explained that a study had been completed on the long-term space needs for the City and to address department service delivery for the next 20 years. The facilities that were part of this study included the police station, fire station and City Center. The study resulted in long-term solutions that would improve city operations, improve safety and security and determine appropriate space usage. This report and analysis is intended as a tool for the City to make long-term decisions regarding the buildings and potential reorganization of existing facilities. The recommendation of the Core Planning Group that best fits the long-range needs of the City includes: Construct a new police facility on a site located near the downtown business community Expand the existing fire station at the current site by purchasing additional properties around the current facility for the expansion and parking. As call volumes increase, the City should explore options for a satellite station located in the southwest portion of the city on a site yet to be determined. As an alternative, the new police facility could be designed to allow for expansion for fire operations thereby creating a public safety facility that would include both police operations and fire operations. Renovate the existing City Center to improve the customer experience by centralizing service counters, expanding the motor vehicle waiting area and modernizing the staff office areas to improve efficiency. Mr. McNamara reviewed the improvements to each facility in more detail and provided budgets for each facility. Council Member Cook asked about the additional parking at the new police facility and the necessity for so much additional parking compared to today at the current facility. Mr. McNamara spoke about the need for more indoor parking for police vehicles and the maintenance of the equipment contained in each police vehicle. CITY COUNCIL MINUTES FEBRUARY 27, 2018 Additional discussion was held regarding the final report and how the contents of it will be used as a tool in planning for the future. Motion by Lofdahl, second by Christensen, to approve acceptance of master facilities plan report. Motion carried unanimously. NEW BUSINESS 15. APPROVE/DENY ORDINANCE NO. 18-781 - AN ORDINANCE APPROVING CHARTER COMMISSION RECOMMENDATION FOR CITY CHARTER REVISIONS (FIRST READING, SET SECOND READING AND ADOPTION FOR MARCH 13, 2018) Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that the Charter Commission has submitted a recommendation to the City recommending that four sections of the City Charter be revised to incorporate law changes that have been made related to special elections. Mr. Sebora explained that a public hearing will be held along with the second reading and adoption of this ordinance. Motion by Cook, second by Czmowski, to approve first reading of Ordinance No. 18-781. Motion carried unanimously. 16. APPROVE/DENY HIRING GRANT WRITER FOR HISTORIC GRAFFITI PROJECT Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that Council Members Christensen and Lofdahl along with City staff met with representatives from Historic Hutchinson, the McLeod County Rail Authority and the McLeod County Historical Society to discuss the next phase of the graffiti preservation project at the Historic Depot. The group discussed and agreed to apply for a grant to bring someone in to do a condition/risk assessment report on the Graffiti at the Depot. The group agreed to hire a grant writer and split the costs between Historic Hutchinson, the City and the Rail Authority. The estimated cost of the grant writer is about $1500-$2000. The grant would be the Cooperative Grant/Historical and Cultural Heritage Grant which has a deadline of April 13, 2018. The group is proposing to hire Bayley Schluter and her proposal of $1500. It is proposed that Historic Hutchinson and the Rail Authority would be partners in this proj ect. Motion by Cook, second by Christensen, to approve hiring grant writer for historic graffiti project. Motion carried unanimously. 17. APPROVE/DENY SETTING STRATEGIC PLANNING SESSION FOR MARCH 16 AND 17, 2018 Matt Jaunich spoke before the Council. Mr. Jaunich noted that it has been discussed in the past a desire to conduct a strategic planning session as a City Council. Mr. Jaunich has been working with Richard Fursman of HueLife to facilitate the session. The session is scheduled to take place on Friday March 16, 2018, from 3:00-8:00 p.m. and Saturday, March 17, 2018, from 9:00 a.m. — 3:00 p.m. at the City Center. Motion by Cook, second by Czmowski, to set strategic planning session for March 16 and 17, 2018, at Hutchinson City Center. Motion carried unanimously. rel CITY COUNCIL MINUTES FEBRUARY 27, 2018 GOVERNANCE (T e purpose o t is portion of the agenda is to deal with organizational development issues, including policies, performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items.) 18. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Snow Removal and Ice Control Report for October 2017 Thru January 2018 �b) Motor Vehicle Department 2017 Year End Review c) City of Hutchinson Financial Report and Investment Report for January 2018 (d) Hutchinson Housing & Redevelopment Authority Board Minutes from January 16, 2018 Council Member Cook about the low percentage of fees that actually come back to the City for the motor vehicle transactions. Discussion was held regarding frustrations related to the new DVS system. MISCELLANEOUS 19. STAFF UPDATES 20. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook commented that previously the Council had discussed holding a workshop with the Public Arts Commission. Council Member Cook suggested that the workshop with the Public Arts Commission be held after the strategic planning session. He also asked that a formal letter be put together affirming the Council's motion to support the Hwy 15 Geometric Layout and provided to MnDOT. John Lofdahl — Council Member Lofdahl commented on the proposed sign in Library Square that had been brought up by a group including Betsy Price. Ms. Price received information that a private sign is not allowed on public property so that idea may not be moving forward. Mary Christensen — Council Member Christensen commented on the new Enterprise Center and the great asset it is to the business community. ADJOURNMENT Motion by Christensen, second by Czmowski, to adjourn at 8:20 p.m. Motion carried unanimously. 7 HUTCHINSON CITY COUNCIL SPECIAL WORKSHOP MEETING MINUTES TUESDAY, FEBRUARY 27, 2018, AT 4:30 PM CITY CENTER — COUNCIL CHAMBERS Call to Order Mayor Forcier called the meeting to order. Members present were Mary Christensen, Steve Cook, Chad Czmowski and John Lofdahl. Others present were Matt Jaunich, City Administrator, Kent Exner, City Engineer and Marc Sebora, City Attorney. DISCUSSION/REVIEW ITEMS 1. Review State Trunk Highway 15/Main Street Downtown Geometric Layout Kent Exner, City Engineer, presented before the Council. Mr. Exner provided a drawing of the Hwy 15/Main Street downtown geometric layout. Although the City does not necessarily have a formal say in the layout it does have a say in the contents of the cooperative agreement that will be entered into. Mr. Exner spoke about a mini -roundabout concept that is being put in some designs but some dangers with the mini -roundabouts allow large truck traffic to travel straight through them while other vehicles must follow roundabout driving rules. The mini -roundabout design is not part of this project's concept. Council Member Cook did bring up the 5"' Avenue/Hwy 15 intersection and Mr. Exner noted that MnDOT has determined that intersection does not meet warrants for a traffic signal. The project will include improvements to turn lanes and striping at the 5' Avenue SE/Hwy 15 intersection. The proposed roadway widths of the project include 10 foot parking lanes, 11 foot travel lanes and 13 foot shared -center left turn lanes and ultimately reduces the entire roadway from 60 feet today to 55 feet. The sidewalk width will be 13 feet. Third Avenue will be portrayed as the entrance to downtown from the south side. Second Avenue intersection will be the main intersection utilized by the fire department when crossing Main Street. Mr. Exner spoke of where bump outs will be placed at intersections. Motion by Lofdahl, second by Czmowski, to adjourn at 5:28 p.m. Motion carried unanimously. ATTEST: Gary T. Forcier Mayor Matthew Jaunich City Administrator HUTCHINSON CITY COUNCIL Cityaf Aa L� Request for Board Action 7S Resolution #14865 Closing Various City Funds Agenda Item: Department: Finance LICENSE SECTION Meeting Date: 3/13/2018 Application Complete Contact: Andy Reid Agenda Item Type: Presenter: Andy Reid Reviewed by Staff Consent Agenda Time Requested (Minutes): 1 License Contingency iN, Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: We have six city funds that have fulfilled their intended purpose and can be closed. The appropriate fund balance will be transferred out of the closed fund, may include cash balances as well as receivables or payables. 1) The 2016 Construction projects where finalized in 2017 with no further obligations. This fund will be closed into the 2016 Debt Service fund to be used towards future debt payments. The transfer amount is $980. 2) The 2007 Debt Service fund obligations ended with the final debt payment in February 2017. This fund will be closed into the Community Improvement fund. The transfer amount is $187,683. 3) The 1994 and 1997 Tax Increment funds have been decertified many years ago and have no further obligations. After consulting with Ehlers & Associates, these funds can be closed into the Community Improvement fund. The transfer amounts are $35,620 for the 1994 TIF fund and $7,795 for the 1997 TIF fund. 4) The 1996 Tax Increment fund was decertified in 2016 and paid final expenditures in 2017. This fund has no cash or remaining to transfer. 5) The EDA Development fund has had no activity since 2008. The council approved on 2/27/2018 to transfer these funds to the Hutchinson Enterprise Center to help fund construction costs. This resolution formally requests the closure of this fund. The transfer amount was $27,502. These funds have been closed and the appropriate transfers made within fiscal year 2017. BOARD ACTION REQUESTED: Approve Resolution #14865, closing city funds. Fiscal Impact: $ 0.00 Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: N/A Remaining Cost: $ 0.00 Funding Source: N/A CITY OF HUTCHINSON RESOLUTION NO. 14865 CLOSING OF THE 2016 CONSTRUCTION FUND, 2007 DEBT SERVICE FUND, 1994, 1996 AND 1997 TAX INCREMENT FUNDS AND EDA DEVELOPMENT FUND TO THE 2016 DEBT SERVICE FUND, COMMUNITY IMPROVEMENT FUND AND THE HUTCHINSON ENTERPRISE CENTER BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT, the following funds are hereby closed, Closed Fund 2016 Construction Fund 2007 Debt Service Fund 1994 Tax Increment Fund 1996 Tax Increment Fund 1997 Tax Increment Fund EDA Developmental Fund Receiving Fund 2016 Debt Service Fund Community Improvement Fund Community Improvement Fund N/A - no fund balance Community Improvement Fund Hutchinson Enterprise Center THAT, any remaining fund balances, including cash, are hereby transferred into the fund designated as the Receiving Fund. THAT, said transfers are hereby effective and apply to the 2017 fiscal year. Adopted by the City Council this 13th day of March 2018. Gary Forcier Mayor ATTESTED: Matthew Jaunich City Administrator W I N E R Y February 23, 2018 City of Hutchinson 1 1 1 Hassan Street SE Hutchinson, MN 55350 Re: Minted Patina Market Dear Hutchinson City Council Members: Crow River Winery would like to request permission from the City to offer wine by the glass sales at the Minted Patina Market which will be held at the McLeod County Fairgrounds on April 27 and 28, 2018. The event itself is hosted by Meshed Designs of Hutchinson. Crow River Winery is a locally -owned, operated and licensed Minnesota Farm Winery. Type Code: FW N Winery License Number: 6302011 Permit Number: 80780 TTB Registry Number: BWN-MN15039 We were approved to provide glass sales at other Hutchinson community events throughout the year. Please feel free to contact me with questions. Sincerely, Chelsey Schrupp General Manager Crow River Winery 14848 Highway 7 E. Hutchinson, MN 55350 320-587-2922 cschrupp@CrowRiverWinery.com W I N E R Y February 23 , 2018 City of Hutchinson 1 1 1 Hassan Street SE Hutchinson, MN 55350 Re: Minted Patina Market Liquor Service Security Plan Location: Crow River Winery has been asked to provide wine sales to shoppers during the Minted Patina Market at the McLeod County Fairgrounds on April 27 and 28. The event will take place in the Fairgrounds Commercial Building. Identifying Consumers: Crow River Winery's policy is to ID every consumer and serve alcoholic beverages only to those who are 21 + with proper ID in accordance with Minnesota Law. Wine Sales Only: Crow River Winery will only serve wine by the glass during the event. Please feel free to contact me with questions. Chelsey Schrupp General Manager Crow River Winery 14848 Highway 7 E. Hutchinson, MN 55350 320-587-2922 cschrupp@CrowRiverWinery.com �® CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, 2/26/2018 THIS CERTIFICATE IS 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(ies) 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 lieu of such endorsement(s). PRODUCER CONTACT NAME: Jenny Saylor Associated Benefits and Risk Consulting, LLCPHONE FAX 6000 Clearwater Drive A/c No Ext: 952-945-0200 A/C No): 952 ADDRIESS: Minnetonka MN 55343 INSURER(S) AFFORDING COVERAGE NAIC # $ 1,000,000 INSURERA: United Fire & Casualty Company 13021 INSURED BOXEFAR-01 INSURERB: SFM Mutual Insurance Company 11347 Boxelder Farm LLC DAMAGE TO RENTED Crow River Winery LLC DBA INSURER 7 INSURER D7 20855 Kensington Blvd Lakeville MN 55044-7486 INSURER E: INSURER F: $ 100,000 COVERAGES CERTIFICATE NUMBER: 619869453 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. 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. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF MM/DD POLICY EXP MM/DD LIMITS A X COMMERCIAL GENERAL LIABILITY 60434327 6/30/2017 6/30/2018 EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED CLAIMS -MADE X OCCUR PREMISES Ea occurrence) ccurrence $ 100,000 MED EXP (Any one person) $ 5,000 PERSONAL &ADV INJURY $1,000,000 AGGREGATE LIMIT APPLIES PER : GENERAL AGGREGATE $2,000,000 GEN'L POLICYEl PRO[::] LOC JECT PRODUCTS - COMP/OP AGG $ 2,000,000 $ OTHER: A AUTOMOBILE LIABILITY 60434327 6/30/2017 6/30/2018 COMBINED SINGLE LIMIT Ea accident $1,000,000 1 000 000 BODI LY I NJURY (Per person) $ X ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS BODI LY I NJURY (Per accident) $ Pera E TYDAMAGE $ X HIRED AUTOSX NOTOSWNED A UMBRELLA LIAB X OCCUR 60434327 6/30/2017 6/30/2018 EACH OCCURRENCE $ 5,000,000 AGGREGATE $ 5,000,000 X EXCESS LIAB CLAIMS -MADE DED X RETENTION $ 10,000 $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N 53625.206 6/30/2017 6/30/2018 x PER OTH- STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED? ❑ N /A E.L. DISEASE - EA EMPLOYEE $ 1,000,000 (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Event Date: April 27-28, 2018 CERTIFICATE HOLDER CANCELLATION © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. McLeod County Fairgrounds 840 Century Ave SW Hutchinson MN 55350 AUTHORIZED REPRESENTATIVE �1 © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: Letter of Support to MnDOT for Trunk Highway 15 Downtown Geometric Layout Department: PW/Eng LICENSE SECTION Meeting Date: 3/13/2018 Application Complete N/A Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff Consent Agenda Time Requested (Minutes): 0 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Per the City Council's request at the February 27th meeting, please see the attached letter regarding the proposed geometric layout for the Trunk Highway 15 Downtown Reconstruction project. At this point, City staff recommends that this letter be approved and signed by Mayor Forcier. BOARD ACTION REQUESTED: Approval of letter to MnDOT District 8 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: N March 13, 2018 Teal Spellman Project Manager MnDOT District 8 2505 Transportation Road Willmar, MN 56201 RE: Hutchinson - Trunk Highway 15 Downtown Reconstruction Geometric Layout Dear Mrs. Spellman: Hutchinson City Center 111 Hassan Street SE Hutchinson, MIN 55350-2522 320-587-5151/Fax 320-234-4240 Following the our review of the provided geometric layout for the proposed TH 15 Downtown Reconstruction project (emailed to City staff on February 26, 2018), the City Council would like to formally communicate our support of the currently identified layout document for this project. Please note that a public hearing was administered relative to this topic at our February 27"' Council meeting to receive potential community input, and we only had one individual attend, who spoke in regards to the narrowing of traffic lane widths. From the City Council's standpoint, we believe that this layout reflects the parameters and objectives of the project feasibility study that was delivered by the City a few years ago. At this point, we appreciate MnDOT's (and your consultant's) engagement efforts and hope that everyone will continue to work in a positive manner with City policymakers, staff and citizens as this very involved improvement project is designed and ultimately constructed. Sincerely, Gary Forcier Hutchinson Mayor HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Purchase Orders for Leaf Loader Units Department: Public Works LICENSE SECTION Meeting Date: 3/13/2018 Application Complete Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff Consent Agenda Time Requested (Minutes): 0 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: This agenda item is for purchase orders to replace two leaf loaders. The two leaf loaders to be replaced were purchased in 2010. Since the inception of the residential leaf vacuum service, we have budgeted for replacement units in 6-8 years. This typical life cycle is relatively short due to the fact the units must remain reliable. The units have gone up in price, with the main difference being in the transmission systems. a. Current units utilize a direct -drive clutch system. Industry -wide, there have been issues with direct -drive clutch systems. No new machines are being sold with direct -drive clutch systems. Direct -drive clutch systems can easily be shock -loaded by heavier material hitting the fan, which results in premature failure. We experienced that problem twice last year. b. All new units now utilize a belt -drive system, which will provide another protection from shock -loading. Also new for these machines is utilization of an industrial gasoline engine, in lieu of a diesel engine. The transition to industrial gasoline engines is a direct result of increasing emissions standards for diesel engines. PO 19737 - Recommend purchasing one leaf loader from ODB Co., Inc., to be paid for from the Refuse Fund. PO 19738 - Recommend purchasing one leaf loader from ODB Co., Inc., to be paid for from the Storm Water Fund. BOARD ACTION REQUESTED: Approval of Purchase Orders 19737 and 19738 Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 104,416.66 Total City Cost: $ 52,208.33 Funding Source: Refuse Fund Remaining Cost: $ 52,208.33 Funding Source: Storm Water Fund Purchase Order Number L try VJ' Alogn PURCHASE REQUISITION 1 1119 7 3 7 Qo : arti7leit 603-4943Account #: 90540 Date: 03/05/18 Submitted: ley; John Olson Check the Appropriate Box. Is Item Budgeted ❑ YES ❑ No If not budgeted, where will the money come from? Department Head Director �- Finance Director City Administrator VENDOR INFORMATION Invoice To: Attn: John Olson City of Hutchinson 1400 Adams St SE Hutchinson, MN 55350 Shipping Address Same Vendor: Old Dominion Brush Co., Inc. Contact Name Rick Timmerman Address 5118 Glen Alden Drive Reference .No. Richmond, VA 23231 Phone No. 800-446-9823 Customer ID rickt(cDodb.com Check if only source available and state reason ❑ check Box 14Rh3ERlNG INFORMATION QUANTITY UNITS DESCRIPTION UNIT PRICE TOTAL 1 EA New ODB trailer mounted vacuum debris collector 50,617.00 $50,617.00 Model SCL80OTM25 1 EA Air scoop to redirect exhausted air 2,472.00 $2,472.00 1 EA NJPA discount -3,981.67 -$3,981.67 1 EA Transportation from Richmond, VA 2,556.00 $2,556.00 1 EA 30' extension for boom controls with E stop 545.00 $545.00 * Average bid price for 2017 projects was $1.145/1-F SUBTOTAL $52,208.33 TAX (6.875%) SHIPPING TOTAL DUE $52,208.33 List additional quotes and comments on the reverse side of this form. (You may attach quote sheets if available). Receiving Information: Date Received Received By Invoice:Amount Verified By 19737-03-05-2018-PR-ODB Co., Inc.xlsPage 1 of 2 VENDOR INFORMATION Vendor: Address MacQueen Equipment Contart.Name Kevin Fischer 1125 7th Street E Reference No. St Paul, MN 55106 Prone No. 651-645-6668 FazNi Cis#ager ORDERING INFORMATION QUANTITY UNITS DESCRIPTION UNIT PRICE TOTAL 1 EA Tarco Hurricane 25 CY self contained leaf loader 78,670.00 $78,670.00 1 EA Trade-in of 25 CY ODB -7,078.00 -$7,078.00 SUBTOTAL $71,592.00 TAX (6.875%) HIPPINf'.. TOTALI3UE $71,592.00 VENDOR INFORMATION Vendor: CiitaetNarrte Address Reference No. Phone No.. Fax No. Customer ID ORDERING INFORMATION QUANTITY UNITS DESCRIPTION UNIT PRICE TOTAL SUBTOTAL iTAX(�$75°Io SHIPPING TOTAL DUE 19737-03-05-2018-PR-ODB Co., Inc.xls OLD DOMINION BRUSH CO., INC. 5118 Glen Alden Drive, Richmond, VA 23231 1-800-446-9823 PROPOSAL # 110217RT4 City of Hutchinson 1400 Adams Street SE Hutchinson MN 55350 DATE: November 2, 2017 ATTN: John Olson NJPA Membership # 33350 Description Price (1) New ODB Trailer Mounted Vacuum Debris Collector Model SCL80OTM25 SCL800TM25.K87 Powered by Kubota WG3800-G-E3 4 cyl. gasoline rated for 87 HP $ 50,617.00 Hopper - 25 cubic yards with self dumping underbody hoist 32" diameter suction impeller with six 3/8" thick T-1 steel blades Belt drive for suction impeller 16" diameter x 100" rubber suction hose with steel nozzle Hydraulic hose boom powered by an electric/hydraulic pump 13" clutch assembly with a 2.25" diameter PTO shaft & safety engagement 44 -gallon polyethylene fuel tank Engine controls; tachometer, hour meter, oil pressure & water temp Murphy engine safety shutdown for low oil pressure and high water temperature Underbody type hoist that dumps to 52 degrees and is power up/down Gear driven hydraulic pump powers the 26.6 ton capacity hoist Tandem axles with a combined rating of 24,000 pounds Eight 235/80R16E tires mounted on steel wheels Electric brakes with break -away actuator LED type DOT lights and two rear amber LED oval flashers HD height adjustable pintle eye with three quick release pins Manual parking jack with drop foot All components pre -painted prior to assembly - standard color is white Options SCL800.029 Air scoop for top of hopper to redirect exhausted air towards rear $ 2,472.00 Total Equipment Cost: $ 53,089.00 NJPA 7.5% Discount: $ (3,981. 8 NET Equipment Cost: $ 49,107.33 Transportation cost from Richmond, VA at $2/mile 1278 $ 2,556.00 TOTAL NJPA ITEMS COST PER UNIT: $ 51,663.33 SOURCED GOODS: 30' extension for boom controls with "E" stop button $ 545.00 TOTAL DELIVERED COST PER UNIT: $ 52,208.33 JPA AWARDED J CONTRACTS Contract #041.217-ODB Thank you, R" / 800-632-7989 rickt@odbco.com NDEQUIPMENT MACQUEEN Ship To: SAME AS BELOW Invoice To: CITY OF HUTCHINSON HUTCHINSON CITY CENTER 111 HASSAN STREET S.E. HUTCHINSON MN 55350 1125 7th Street E St Paul, MN 55106 651-645-5726 • 800-832-6417 Fax: 651-645-6668 Branch 01 - MACQUEEN EQUIP Date Time Page 03/02/2018 12:57:41 (0) 1 Account No Phone No Est No 03 HUTCH001 3202344479 Q00615 Ship Via Purchase Order P.O. Tax ID No Salesperson KEVIN FISCHER 128 EQUIPMENT ESTIMATE - NOT AN INVOICE Description ** Q U O T E ** EXPIRY DATE: 01/15/2019 Amount New TARCO HURRICAN 25 YD. SELF CONTAINED LEAF LOADER 78670.00 Trade Ins Serial #: ODB25 ODB 25 YD. SELF CONTAILED LEAF LOADER 1134 HOURS J.D. ENGINE FAN REBUILD LAST YEAR Trade In Total: 7078.00 Subtotal: 71592.00 Authorization: Quote Total: 71592.00 UNIT INCLUDES ALL STD OPTIONS * INCLUDES DELIVERY TO HUTCHINSON, MN & TRAINING Quality Environmental Solutions and Support www.macqueeneq.com ate: MACQUEEN EQUIPMENT GROUP" Purchase Order Number C ity of PURCHASE REQUISITION 1 9 7 3 8 De &tmerit i 652-4946 Acctiurt# :90540 p zEe: 03/05/18 aut?iniitedti::i John Olson Check the Appropriate Box. Is Item Budgeted ❑ YES ❑ NO If not budgeted, where will the money come from? Depaitment Director Finance Director City i4dfrtinistr�tor DOR INFORMATION Invoice To: . Attn: John Olson City of Hutchinson 1400 Adams St SE Hutchinson, MN 55350 Shipping Address::: ; : - . Same Vendor: Address Old Dominion Brush Co., Inc. Contact Name: Rick Timmerman 5118 Glen Alden Drive Reference NO. Richmond, VA 23231 Phone. No. 800-446-9823 FaxNo:' Ctistom.0.r ID ricq&odb.com Check if only source available and state reason ❑ check Box QR©ERING ;INFORMATION QUANTITY UNITS DESCRIPTION UNIT PRICE TOTAL 1 EA New ODB trailer mounted vacuum debris collector 50,617.00 $50,617.00 Model SCL80OTM25 1 EA Air scoop to redirect exhausted air 2,472.00 $2,472.00 1 EA NJPA discount -3,981.67 -$3,981.67 1 EA Transportation from Richmond, VA 2,556.00 $2,556.00 1 EA 30' extension for boom controls with E stop 545.00 $545.00 Average bid price for 2017 projects was $1.145/1-F SUBTOTAL $52,208.33 T;AX€6:$75°Io SHIPPING TOTAL DUE $52,208.33 List additional quotes and comments on the reverse side of this form. (You may attach quote sheets if available). Receiving Information: Date:Received Received By Invoice Amount Verified By 19738-03-05-2018-PR-ODB Co., Inc.xlsPage 1 of 2 ndor: MacQueen Equipment dress 1125 7th Street E St Paul, MN 55106 VENDOR INFORMATION Contact Name PI Cush` ORDERING .INFORMATION Kevin Fischer 651-645-6668 QUANTITY UNITS DESCRIPTION UNIT PRICE TOTAL 1 EA Tarco Hurricane 25 CY self contained leaf loader 78,670.00 $78,670.00 1 EA Trade-in of 25 CY ODB -7,078.00 -$7,078.00 :.....::.SUBTOTAL $71,592.00 1"A� 6875�10 i ................ .:SHIPPING I . 0 . T . ALDLIEJ $71,592.00 VENDOR INFORMATION Vendor: Contact Name Address Reference No. Phone No. Fax No. Customer ID ORDERING INFORMATION QUANTITY UNITS DESCRIPTION UNIT PRICE TOTAL SUBTOTAL iTAX 5875'lu) SHIPPING TOTALDUE 19738-03-05-2018-PR-ODB Co., Inc.xls OLD DOMINION BRUSH CO., INC. 5118 Glen Alden Drive, Richmond, VA 23231 1-800-446-9823 PROPOSAL # 110217RT4 City of Hutchinson 1400 Adams Street SE Hutchinson MN 55350 DATE: November 2, 2017 ATTN: John Olson NJPA Membership # 33350 Description Price (1) New ODB Trailer Mounted Vacuum Debris Collector Model SCL80OTM25 SCL800TM25.K87 Powered by Kubota WG3800-G-E3 4 cyl. gasoline rated for 87 HP $ 50,617.00 Hopper - 25 cubic yards with self dumping underbody hoist 32" diameter suction impeller with six 3/8" thick T-1 steel blades Belt drive for suction impeller 16" diameter x 100" rubber suction hose with steel nozzle Hydraulic hose boom powered by an electric/hydraulic pump 13" clutch assembly with a 2.25" diameter PTO shaft & safety engagement 44 -gallon polyethylene fuel tank Engine controls; tachometer, hour meter, oil pressure & water temp Murphy engine safety shutdown for low oil pressure and high water temperature Underbody type hoist that dumps to 52 degrees and is power up/down Gear driven hydraulic pump powers the 26.6 ton capacity hoist Tandem axles with a combined rating of 24,000 pounds Eight 235/80R16E tires mounted on steel wheels Electric brakes with break -away actuator LED type DOT lights and two rear amber LED oval flashers HD height adjustable pintle eye with three quick release pins Manual parking jack with drop foot All components pre -painted prior to assembly - standard color is white Options SCL800.029 Air scoop for top of hopper to redirect exhausted air towards rear $ 2,472.00 Total Equipment Cost: $ 53,089.00_ 7.5% Discount: $ (3,981.§8—P- PNETNJPA NETEquipment Cost: $ 49,107.33 Transportation cost from Richmond, VA at $2/mile 1278 $ 2,556.00 TOTAL NJPA ITEMS COST PER UNIT: $ 51,663.33 SOURCED GOODS: 30' extension for boom controls with "E" stop button $ 545.00 TOTAL DELIVERED COST PER UNIT: $ 52,208.33 4> A�WARDEID Contract #041217-ODB Thank you, R / / 800-632-7989 rlckt@odbco.com NDMACQUEEN EQUIPMENT Ship To: SAME AS BELOW Invoice To: CITY OF HUTCHINSON HUTCHINSON CITY CENTER 111 HASSAN STREET S.E. HUTCHINSON MN 55350 1125 7th Street E St Paul, MN 55106 651-645-5726 • 800-832-6417 Fax: 651-645-6668 Branch 01 - MACQUEEN EQUIP Date Time Page 03/02/2018 12:57:41 (0) 1 Account No Phone No Est No 03 HUTCH001 3202344479 Q00615 Ship Via Purchase Order P.O. Tax ID No Salesperson KEVIN FISCHER 128 EQUIPMENT ESTIMATE - NOT AN INVOICE Description ** Q U O T E ** EXPIRY DATE: 01/15/2019 Amount New TARCO HURRICAN 25 YD. SELF CONTAINED LEAF LOADER 78670.00 Trade Ins Serial #: ODB25 ODB 25 YD. SELF CONTAILED LEAF LOADER 1134 HOURS J.D. ENGINE FAN REBUILD LAST YEAR Trade In Total: 7078.00 - Subtotal: 71592.00 Authorization: Quote Total: 71592.00 UNIT INCLUDES ALL STD OPTIONS * INCLUDES DELIVERY TO HUTCHINSON, MN & TRAINING Quality Environmental Solutions and Support www.macqueeneq.com MACQUEEN EQUIPMENT GROUP" HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Resolution 14866 Authorizing Agreement with MPCA to Host AmeriCorps Membfi Department: Refuse LICENSE SECTION Meeting Date: 3/13/2018 Application Complete Contact: Andy Kosek Agenda Item Type: Presenter: Andy Kosek Reviewed by Staff Consent Agenda Time Requested (Minutes): 0 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The City has hosted two GreenCorps members in recent the past, one in 2013-2014 that assisted the Forestry Department with the Tree Inventory and Diversification project and the other in 2015-2016 that assisted the Engineering Department with Energy Conservation and Air Quality. Both members proved to beneficial to the City with the information they compiled during their assignment. The MPCA's GreenCorp member program is available once again for the 2018-2019 program year, Sept 2018 to Aug 2019. These members are tasked with collecting and compiling information for the purpose of either creating or expanding upon existing GreenStep Program best practices. The City's commitment to this program is to provide in-kind supervision of the member so that they may learn more about municipal government programs while providing a valuable resource to City staff for creating a more robust GreenStep program, as well as provide the City with valuable information that may assist in future decision makings relative to the specified focus area. Staff is currently preparing an application to apply for a member to focus in the area of Waste Reduction, Recycling and Organics Management. If the City is selected, this individual will work on projects such as, first and foremost, residential/public education. Other projects that would be assigned are; preparing up-to-date educational and reference guides, surveys and or polls gaining feedback from residents with regards to improving participation and improving contamination levels in organics, researching best management practices for collection and processing, reaching out to other other cities whom have recently started organics collection programs to compile insight on how the City may be able to improve its current program, and many more assignments. The attached resolution will supplement the host site application that will be submitted prior to the March 23rd, 2018 deadline. The program requires a resolution from the City Council authorizing the City to be a GreenCorps member host site. Please be it also known that this resolution is only reflecting the City's commitment to hosting a GreenCorp member in the event that Hutchinson is successful through the selection process. If Hutchinson is indeed selected to host a member, a formal agreement from the MPCA will come before you at a later date for approval. BOARD ACTION REQUESTED: Approve the Resolution to authorize agreement with the MPCA to host AmeriCorps member from Minnesota GreenCorps. Fiscal Impact: $ 0.00 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: RESOLUTION 14866 A RESOLUTION AUTHORIZING AGREEMENT WITH MPCA TO HOST AMERICORPS MEMBER FROM THE MINNESOTA GREENCORPS WHEREAS, the City of Hutchinson has applied to host an AmeriCorps member from the Minnesota GreenCorps, a program of the Minnesota Pollution Control Agency (MPCA), for the 2018- 2019 program year; and, WHEREAS, if the MPCA selects the City of Hutchinson, the organization is committed to implementing the proposed project as described in the host site application, and in accordance with prescoped position description; and, WHEREAS, the MPCA requires that the City of Hutchinson enter into a host site agreement with the MPCA that identifies the terms, conditions, roles and responsibilities; NOW THEREFORE, BE IT RESOLVED THAT, the City of Hutchinson hereby agrees to enter into and sign a host site agreement with the MPCA to carry out the member activities specified therein and to comply with all of the terms, conditions, and matching provisions of the host site agreement and authorizes and directs Matt Jaunich, City Administrator, to sign the grant agreement on its behalf. Adopted by the City Council this 13"' day of March, 2018 LE ATTEST: Matt Jaunich, City Administrator Gary Forcier, Mayor HUTCHINSON CITY COUNCIL ci=qf� Request for Board Action 7AL =-ft Agenda Item: Consideration for Approval of Compost Fund Skidsteer Loader Purchase Department: Compost LICENSE SECTION Meeting Date: 3/13/2018 Application Complete N/A Contact: Andy Kosek Agenda Item Type: Presenter: Andy Kosek Reviewed by Staff Consent Agenda Time Requested (Minutes): License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: In the Spring of 2017, the Fleet Committee approved the replacement of a 2010 Bobcat A300 skid loader that the Compost Fund employs in 2018. This acquisition has been identified in the CIP. Per the City's Vehicle & Equipment Policy, the target replacement guideline for Solid Waste related skid loaders is 8-10 years. The age of the 2010 machine to be replaced is at the beginning of the 8-10 year window. With larger dollar amount replacements looming in the very near future for the Compost Fund, staff has scheduled this replacement in a year where capital expenditures are low, respectively. Although this purchase qualifies for State Contract Pricing, staff has solicited two quotes for comparison, more so for the trade in value of the machine to be replaced. Farm-Rite Equipment of Dassel submitted the most favorable NET price quote of $35,900.00 after trade, whereas Bobcat of Bemidji submitted a price of $38,534.00 after trade. Please see attached quotes for further detail. If the purchase from Farm-Rite Equipment is approved, be it known that the 2010 Bobcat A300, Serial # A5GW35418, will be traded in to Farm-Rite Equipment upon delivery of the new machine. BOARD ACTION REQUESTED: Approve/Deny purchase of 2018 Bobcat A770 Skid Loader through Minnesota Department of Administration Cooperative Purchasing Venture from Farm-Rite Equipment Inc Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 35,900.00 Total City Cost: $ 35,900.00 Funding Source: Compost Fund Remaining Cost: $ 0.00 Funding Source: V oaf 1 City of Hutchinson 111 Hassan ST SE Hutchinson, MN 55350 VENDOR ADDRESS: 102223 FARM -RITE EQUIPMENT 901 PARKER AVE. PO BOX 26 DASSEL, MN 55325 Purchase Order 019739 019739 03/06/2018 102223 SHIP TO: City of Hutchinson 1500 Adams St SE Hutchinson, MN 55350 ORDERED BY FOD TERMS CONTRACT ## DEPARTMENT TERMS DBROUCEK NONE COMPOST NET30 PO DESCRIPTION: 2018 BOBCAT A770 SKID LOADER QUANTITY UNITS DESCRIPTION UNIIT PRICE AMOUNT 1 FA 2018 BOBCAT A770 SKID LOADER 49,850,50 49,850-50 659-4942-90540 Machinery & Equipment 49,850.50 1 EA A91 OPTIONS PACKAGE 7,524.90 2,524,90 651-4942-90540 Machinery & Equipment 2,524-90 1 EA OPTIONS PER QUOTE 2,272.39 2,222.39 651-4942-90549 Machinery & Equipment 2,222.39 1 EA TRADE IN 2010 BOBCAT A300 (18,697.79) (18,697.79) 659-4942-39101 Safe of General Fixed Assets (98,697-79) TAX EXEMPT ID: 6022935 NET TOTAL: 35,900.00 CITY OF HUTCHINSON PURCHASING DATE DO NOT ACCEPT THIS ORDER UNLESS IT IS SIGNED. 1. Mail one invoice to accounts payable, City of Hutchinson, 111 Hassan ST SE, Hutchinson, MN 55350. 2. All packages, cartons, or other containers must be plainly marked with the purchase order numbers. 3. Whenever a delivery is rejected, the vendor shall be notified and be given the reason for the rejection. All rejected deliveries shall be held at the vendor's risk and he shall bear the expense of removal. 4. The City of Hutchinson is specifically exempt from payment of Federal Excise Tax, State Sales Tax and Local Sales Tax. SPECIAL NOTES: *. Bobcat Product Quotation Quotation Number: 25241D025605 Date: 2018-01-23 09:52:58 Ship to _ Bobcat Dealer Bill To City of Hutchinson, Creek Side Farm -Rite Equipment, Inc, City of Hutchinson, Creek Side Soils 901 PARKER AVE Soils Attn: Dan DASSEL MN 55325-0026 Attn: Dan 1500 ADAMS ST SE Phone: (320) 275-2737 1500 ADAMS ST SE Hutchinson, MN 55350 Fax: (320) 275-3232 Hutchinson, MN 55350 Phone: (320) 583-8018 ------- -------------- - Phone: (320) 583-8018 Contact: David Cox Cellular: 320-250-4393 E Mail: cox david23 hotmail.com Description A770 T4 Bobcat All -Wheel Steer Loader 92 HP Turbo Tier 4 Diesel Engine 2 -Speed Travel Air Intake Heater {Automatically Activated] Auxiliary Hydraulics: Variable Flow Backup Alarm Bob -Tach Bobcat Interlock Control System (BIOS) Controls: Joystick Style with Hand Lever and Foot Pedal for Engine Speed Control Dual Steering Modes: All -Wheel Steer Mode Skid -Steer Mode Enclosed Cab with Air Conditioning & Heat Engine/Hydraulic Systems Shutdown Horn Part No Qty Price Ea. Total M0287 1 $49,850.50 $49,850.50 Instrumentation: Hournieter, Engine Temperature & Fuel Gauges, Warning Lights Lift Aran Support Lift Path: Vertical Lights, Front & Rear Operator Cab Includes: Adjustable Suspension Seat, Dome Light, Electrical Power Port, Top & Rear Windows, Seat Bar, 3 - Point Seat Belt Roll Over Protective Structure (ROPS) meets SAE -J 1440 & ISO 3471 Falling Object Protective Structure (FOPS) meets SAE - J 1043 & ISO 3449, Level 1; (Level 11 is available through Bobcat Parts) Parking Brake: Spring Applied, Pressure Released (SAPR) Power Bob -Tach Tires: 12-16.5, 12 PR, Bobcat Heavy Duty Machine Warranty: 12 Months, unlimited hours Bobcat Engine Warranty: Additional 12 Months or total of 2000 hours after initial 12 month warranty A91 Option Package M0287 -POI -A91 1 $2.524.90 $2,524.90 1 1'. CIS Y l., 1 lydruul PVa Oulu,-tr. lnytrunwilt Puliv) Sound Reduction Keyless Start Hydraulic Bucket Positioning Attachment Control Kit Cab Accessories Package Heated Air Ride Suspension Seat - Cloth M0287 -R05 -C12 1 $219480 $219.80 Radio M0287 -R26 -CO2 I $291.94 $291.90 Reversing Fan M4287 -R32 -CD2 l $346.50 $346.50 Automatic Ride Control M0287 -R33 -C42 1 $416.50 $416.50 Telematics US M0287 -R51 -0O2 1 $0.00 $0.40 Counterweight Kit, 300 lbs. 7129251 1 $650.38 $650.38 Engine Block Heater 7328972 1 $73.64 $73.64 Strobe Light Kit, Amber 7129301 1 $223.67 $223.67 Description Part No Qty Price Ea. Total Solid -Deal SKZ Tires 1 $0.00 $0.00 Total of Items Quoted State Contract Price $54,597.79 Discount TRADE USED BOBCAT A300, No Bucket ($18,697.79) Quote Total - US dollars $35,900,00 Product Quotation r� Bobcate Quotation Number: 26481~02699$ Date: 2018-41-23 10:46:05 Ship to Bobcat Dealer Bill To City of Hutchinson Bobcat of Bemidji, Bemidji, MN City of Hutchinson Attn: Dan 3516 IRVINE AVE NW Attn: Dan 1500 Adams St SE BEMIDJI MN 56601 1500 Adams St SE Hutchinson, MN 55350 Phone: 218-751-4660 Hutchinson, MN 55350 Phone: (320) 583-8018 Fax: 218-444-9542 Phone: (320) 583-8018 Contact; Duane Reese Cellular: 218-766-6672 E Mail: duaner oironhide.com Description A770 T4 Bobcat All -Wheel Steer Loader 92 HP Turbo Tier 4 Diesel Engine 2 -Speed Travel Air Intake Heater (Automatically Activated) Auxiliary Hydraulics: Variable Flow Backup Alarm Bab -Tach Bobcat Interlock Control System (BIOS) Controls: Joystick Style with Hand Lever and Foot Pedal for Engine Speed Control Dual Steering Modes: All -Wheel Steer Mode Skid -Steer Mode Enclosed Cab with Air Conditioning & Heat Engine/Hydraulic Systems Shutdown Hom Part No Qty Price Ea. Total M0287 1 $73,722.00 $73,722,00 Instrumentation: Hourmeter, Engine Temperature & Fuel Gauges, Warning Lights Lift Arm Support Lift Path: Vertical Lights, Front & Rear Operator Cab Includes: Adjustable Suspension Seat, Dome Light, Electrical Power Port, Top & Rear Windows, Seat Bar, 3 - Point Seat Belt Roll Over Protective Structure (BOPS) meets SAE -J 1040 & ISO 3471 Falling Object Protective Structure (FOPS) meets SAE - J 1043 & ISO 3449, Level I; (Level 11 is available through Bobcat Parts) Parking Brake: Spring Applied, Pressure Released (SAPR) Power Bob -Tach Tires: 12-16.5, 12 PR, Bobcat Heavy Duty Machine Warranty: 12 Months, unlimited hours Bobcat Engine Warranty: Additional 12 Months or total of 2000 hours after initial 12 month warranty A91 Option Package M0297 -POI -A91 I $3,647.00 $3,607.00 rri$h Flow HyJrauliva DCIUXC Instrument Pane! Sound Reduction Keyless Start Hydraulic Bucket Positioning Attachment Control Kit Cab Accessories Package Heated Air Ride Suspension Seat - Cloth M0287 -R05 -C12 1 $436.00 $436.00 Radio M0287 -R26 -CO2 1 $417.00 $417.00 Reversing Fan M0287 -R32 -CO2 1 $495.00 $495.00 Automatic Ride Control M0287 -R33 -CO2 ] $595.00 $595.00 Telematics US M0287 -RSI -0O2 I $0.00 50.00 Engine Block Heater 7328972 1 $98.00 598.00 Strobe Light Kit, Amber 7129301 1 $319.00 $319.00 Counterweight Kit, 304 lbs. 7129251 1 $745,00 $745.00 Total of Items Quoted $80,434.00 Trade-in Used Bobcat A300, No Bucket ($17,900,00) Discount Dealer Discount ($24,000.40) Quote Total - US dollars $38,534.00 HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: PRCE Concession Contract Department: PRCE LICENSE SECTION Meeting Date: 3/13/2018 Application Complete Contact: Dolf Moon Agenda Item Type: Presenter: Reviewed by Staff Consent Agenda Time Requested (Minutes): License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The PRCE Department's current concession agreement expires April 30th. Department staff solicited quotations for a new 10 year concession agreement. The agreement includes the Roberts Park, Aquatic Center and Burich Arena concession operations. A total of six proposals were submitted, three from Viking Coke and three from Bernicks Pepsi. Each proposal includes funds to purchase and install four 9'x3'x8" Daktronic wireless scoreboards for Roberts Park. The proposals are submitted on the actual quantities purchased in 2017 as the basis to compare the value over a ten year agreement. The PRCE Department recommends accepting Bernicks Pepsi $99,530 quotation. As part of their quotation they will provide $23,500 cash towards the scoreboard purchase and installation. I will be attending the meeting should you have any specific questions. Thanks for your consideration. BOARD ACTION REQUESTED: Approving the Bernicks Pepsi Quotation Fiscal Impact: $ 12,303.00 Funding Source: Annual Operating Budget FTE Impact: 0.00 Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 23,500.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 23,500.00 Funding Source: Public Sites Fund All contracts are 10 years 2018 COKE & PEPSI BIDS (ALL BIDS ARE FOR TEN YEARS) COKE OPTION 81 Difference $15,000 cash between Volume Total Cost cost and cash TOTAL CONTRACT 20oz pop $26.00 154 $4,004.00 for year one YEAR 81 YEAR 82 YEAR 83 YEAR84 YEAR 85 YEAR 86 YEAR 87 YEAR## YEARtt9 YEAR 810 COST 20oz Powrade/Gatorade $26.00 117 $3,042.00 -$2,530.00 $12,470.00 $12,470.00 $12,470.00 $12,470.00 $12,470.00 $12,470.00 $12,470.00 $12,470.00 $12,470.00 $109,700.00 20oz Water $20.00 109 $2,180.00 S gal Bib (per gallon) $16.70 45 $751.50 2.5 gal Bib (per gallon) $17.98 30 $539.40 1 gallon slush mix $28.30 69 $1,952.70 $12,469.60 $2,530.40 COKE OPTION 82 $10,000 cash Volume Total Cost 20oz pop $24.75 154 $3,811.50 TOTAL CONTRACT 20oz Powrade/Gatorade $24.75 117 $2,895.75 YEAR #1 YEAR #2 YEAR #3 YEARtt4 YEAR85 YEAR 86 YEAR 87 YEAR 88 YEARtt9 YEAR 810 COST 20oz Water $19.50 109 $2,125.50 $2,150.00 $12,150.00 $12,150.00 $12,150.00 $12,150.00 $12,150.00 $12,150.00 $12,150.00 $12,150.00 $12,150.00 $111,500.00 S gal Bib (per gallon) $16.80 45 $756.00 2.5 gal Bib (per gallon) $18.00 30 $540.00 1 gallon slush mix $29.30 69 $2,021.70 $12,150.45 -$2,150.45 COKE OPTION M3 $15,000 cash Volume Total Cost 20oz pop $24.75 154 $3,811.50 TOTAL CONTRACT 20oz Powrade/Gatorade $24.75 117 $2,895.75 YEAR 81 YEAR 82 YEAR 83 YEAR84 YEAR85 YEAR 86 YEAR 87 YEAR 88 YEAR89 YEARp10 COST 20oz Water $18.00 109 $1,962.00 -$3,087.00 $11,913.00 $11,913.00 $11,913.00 $11,913.00 $11,913.00 $11,913.00 $11,913.00 $11,913.00 $11,913.00 $104,130.00 S gal Bib (per gallon) $16.70 45 $751.50 2.5 gal Bib (per gallon) $17.98 30 $539.40 1 gallon slush mix $28.30 69 $1,952.70 $11,912.85 $3,087.15 PEPSI OPTION 84 $17,500 Volume Total Cost 20oz pop $25.68 154 $3,954.72 TOTAL CONTRACT 20oz Powrade/Gatorade $25.68 117 $3,004.56 YEAR 81 YEAR 82 YEAR 83 YEAR 84 YEAR 85 YEAR 86 YEAR 87 YEAR 88 YEARtt9 YEAR830 COST 20oz Water $18.92 109 $2,062.28 -$5,427.00 $12,073.00 $12,073.00 $12,073.00 $12,073.00 $12,073.00 $12,073.00 $12,073.00 $12,073.00 $12,073.00 $103,230.00 S gal Bib (per gallon) $17.60 45 $792.00 2.5 gal Bib (per gallon) $17.83 30 $534.90 1 gallon slush mix $25.00 69 $1,725.00 $12,073.46 $5,427.00 PEPSI OPTION 85 $22,000 cash Volume Total Cost 20oz pop $26.65 154 $4,104.10 TOTAL CONTRACT 20oz Powrade/Gatorade $26.65 117 $3,118.05 YEAR 81 YEAR 82 YEAR 83 YEAR84 YEAR85 YEAR 86 YEAR 87 YEAR 88 YEAR89 YEARp10 COST 20oz Water $18.92 109 $2,062.28 -$9,660.00 $12,340.00 $12,340.00 $12,340.00 $12,340.00 $12,340.00 $12,340.00 $12,340.00 $12,340.00 $12,340.00 $101,400.00 S gal Bib (per gallon) $17.83 45 $802.35 2.5 gal Bib (per gallon) $17.60 30 $528.00 1 gallon slush mix $25.00 69 $1,725.00 $12,339.78 $9,660.00 PEPSI $23,500 Volume Total Cost 20oz pop $29.80 154 $4,589.20 TOTAL CONTRACT 20oz Powrade/Gatorade $29.80 117 $3,486.60 YEAR 81 YEAR 82 YEAR 83 YEAR84 YEAR85 YEAR 86 YEAR 87 YEAR88 YEAR89 YEAR 810 COST 20oz Water $12.00 109 $1,308.00 -$11,197.00 $12,303.00 $12,303.00 $12,303.00 $12,303.00 $12,303.00 $12,303.00 $12,303.00 $12,303.00 $12,303.00 $99,530.00 S gal Bib (per gallon) $16.00 45 $720.00 2.5 gal Bib (per gallon) $15.80 30 $474.00 1 gallon slush mix $25.00 69 $1,725.00 $12,302.80 $11,197.00 As of March 1, 2018 OPTION #3 , TOTAL CONTRACT COST $104,130.00 TOTAL CONTRACT COST $99,530.00 $15,000 cash Volume Total Cost 20oz pop $24.75 154 $3,811.50 20oz Powrade/Gatorade $24.75 117 $2,895.75 YEAR #1 YEAR #2 YEAR #3 YEAR #4 YEAR #5 YEAR #6 YEAR #7 YEAR #8 YEAR #9 YEAR #10 20oz Water $18.00 109 $1,962.00 -$3,087.00 $11,913.00 $11,913.00 $11,913.00 $11,913.00 $11,913.00 $11,913.00 $11,913.00 $11,913.00 $11,913.00 5 gal Bib (per gallon) $16.70 45 $751.50 2.5 gal Bib (per gallon) $17.98 30 $539.40 1 gallon slush mix $28.30 69 $1,952.70 $11,912.85 $3,087.15 PEPSI $23,500 Volume Total Cost 20oz pop $29.80 154 $4,589.20 20oz Powrade/Gatorade $29.80 117 $3,486.60 YEAR #1 YEAR #2 YEAR #3 YEAR #4 YEAR #5 YEAR #6 YEAR #7 YEAR #8 YEAR #9 YEAR #10 20oz Water $12.00 109 $1,308.00 -$11,197.00 $12,303.00 $12,303.00 $12,303.00 $12,303.00 $12,303.00 $12,303.00 $12,303.00 $12,303.00 $12,303.00 5 gal Bib (per gallon) $16.00 45 $720.00 2.5 gal Bib (per gallon) $15.80 30 $474.00 1 gallon slush mix $25.00 69 $1,725.00 $12,302.80 $11,197.00 TOTAL CONTRACT COST $104,130.00 TOTAL CONTRACT COST $99,530.00 CHECK REGISTER FOR CITY OF HUTCHINSON CHECK DATE FROM 02/28/2018 - 03/13/2018 Check Date ------------------- 03/02/2018 Check --------------- EFT653 Vendor Name ---------------------------------------------------------------- EFTPS Description ------------------------------------------------------------------------ PAYROLL 2/11- 2/24 Amount ---------------------- 58,357.66 03/02/2018 EFT654 MN Dept of Revenue PAYROLL 2/11- 2/24 11,960.00 03/02/2018 EFT655 PROVIDENT LIFE & ACC INS PAYROLL 2/11- 2/24 703.64 03/02/2018 EFT656 PERA PAYROLL 2/11-2/24 47,620.23 03/02/2018 EFT657 TASC-Flex PAYROLL 2/11- 2/24 1,816.06 03/02/2018 EFT658 TASC-H S A PAYROLL 2/11- 2/24 12,745.43 03/02/2018 EFT659 ICMA PAYROLL 2/11- 2/24 2,292.40 03/02/2018 EFT660 VOYA PAYROLL 2/11- 2/24 740.00 03/02/2018 EFT661 MNDCP PAYROLL 2/11- 2/24 305.00 03/02/2018 200019 NCPERS PAYROLL 2/11-2/24 368.00 03/02/2018 200020 HART PAYROLL 2/11-2/24 662.21 03/13/2018 200021 A R ENGH HEATING & AIR CONDITIONING BOILER TRIPPED ON HIGH FIRE SWITCH 180.00 03/13/2018 200022 ACE HARDWARE VARIOUS R&M SUPPLIES 688.96 03/13/2018 200023 AG SYSTEMS COUPLE 3" POLY - WASTEWATER 18.90 03/13/2018 200024 AHLGREN ELECTRIC LIGHT REPAIRS 141.06 03/13/2018 200025 VOID - 03/13/2018 200026 ALLSTATE PARTS OF GLENCOE R&M WALKING FLOOR TRAILER - REFUSE 758.04 03/13/2018 200027 AMERICAN BOTTLING CO FEBRUARY COST OF GOODS - LIQUOR 110.00 03/13/2018 200028 AMERICAN DOOR WORKS GARAGE DOOR REPAIRS - WATER & REFUSE 1,194.12 03/13/2018 200029 AMERICAN LEGAL PUBLISHING CORP 2018 S-1 FOLIO SUPP PGS - CODE OF ORDINANCES 472.35 03/13/2018 200030 AMERICAN WATER WORKS ASSN MEMBERSHIP DUES: 4/1/18 - 3/31/19 202.00 03/13/2018 200031 AMERIPRIDE SERVICES TOWEL BAR, MOPS, MATS 108.35 03/13/2018 200032 ARCTIC GLACIER USA INC. FEBRUARY COST OF GOODS - LIQUOR 56.07 03/13/2018 200033 ARNESON DISTRIBUTING CO FEBRUARY COST OF GOODS - LIQUOR 227.24 03/13/2018 200034 ARTHUR J GALLAGHER RISK INSURANCE BROKER FEE 4/1/18 - 6/30/18 3,375.00 03/13/2018 200035 ARTISAN BEER COMPANY FEBRUARY COST OF GOODS - LIQUOR 2,253.72 03/13/2018 200036 AUTO VALUE - GLENCOE VARIOUS AUTO R&M SUPPLIES 148.85 03/13/2018 200037 AXON ENTERPRISE, INC. POLICE TASER, WARRANTY, HOLSTER 1,462.00 03/13/2018 200038 B & C PLUMBING & HEATING INC ELECTRICAL REPAIRS - SENIOR DINING & WWTP 1,028.86 03/13/2018 200039 B.W. WELDING REPAIR: ALUMINUM FLANGE - WWTP 75.00 03/13/2018 200040 BARNUM GATE SERVICES INC REPAIR TRANSMITTER & MOTION DETECTOR-WTP 1,513.89 03/13/2018 200041 BELLBOY CORP FEBRUARY COST OF GOODS - LIQUOR 2,746.95 03/13/2018 200042 BERNICK'S FEBRUARY COST OF GOODS - LIQUOR 243.41 03/13/2018 200043 BETTER HALF EMBROIDERY LOGO SHIRTS, SWEATSHIRTS, CAPS - WTP/WWTP 1,744.50 03/13/2018 200044 BIOBAG AMERICAS INC 13 GAL CUSTOM BULK BAG; 24" X 32" - REFUSE 11,100.00 03/13/2018 200045 BLUETARP FINANCIAL INC. RENEWED 1 YR ADVANTAGE - Northern Tool & Eq. 39.99 03/13/2018 200046 BOLTON & MENK INC. DESIGN & BID TO CONSTRUCT 8 -UNIT HANGAR 21,749.42 03/13/2018 200047 BRANDON TIRE CO UNIT#052 BOBCAT SKID: TIRES 1,345.56 03/13/2018 200048 BRAUN INTERTEC CORP PROF SERV THRU 2/16/18: GEOTECH EVAL 1,942.00 03/13/2018 200049 BREAKTHRU BEVERAGE FEBRUARY COST OF GOODS - LIQUOR 13,018.18 03/13/2018 200050 C & C MACHINE INC TURNER: DRILL & TAP 3/4-10 1.75" DEEP EA 72.00 03/13/2018 200051 C & L DISTRIBUTING FEBRUARY COST OF GOODS - LIQUOR 31,770.85 03/13/2018 200052 CARD SERVICES VARIOUS CASH WISE PURCHASES 359.56 03/13/2018 200053 CARS ON PATROL SHOP LLC 2/27 SNOW EMERG CAR REMOVAL CITY LOT B 285.00 03/13/2018 200054 CARVER COUNTY CASE# 201800000088 S SCHOBER, R SPRINGM 80.00 03/13/2018 200055 CENTRAL HYDRAULICS THUMB SCREWS, LOW TEMP HYDRAULIC FLUID 21.21 03/13/2018 200056 CENTRAL MCGOWAN VARIOUS R&M SUPPLIES 625.75 03/13/2018 200057 CHEP RECYCLED PALLET SOLUTIONS LLC CREEKSIDE PALLETS 07- B GRADE 48 X 40 5,449.32 03/13/2018 200058 CROW RIVER AUTO & TRUCK REPAIR POLICE 2014 EQUINOX: OIL CHANGE 49.92 03/13/2018 200059 CROW RIVER PRESS INC TRAFFIC SERVICE REQUEST & SENIOR NEWSLETTER 140.33 03/13/2018 200060 CROW RIVER WINERY FEBRUARY COST OF GOODS - LIQUOR 142.72 03/13/2018 200061 DOSTAL ELECTRONIC'S CENTER INSTALL PROJECTOR MOUNT- ENTERPRISE CTR 780.00 03/13/2018 200062 DOWNHOLE WELL SERVICES RADIAL VIEW VIDEO INSPECTION - WTP 1,600.00 03/13/2018 200063 DVS RENEWAL TABS: 2006 FORD #8795 - POLICE 10.00 03/13/2018 200064 E2 ELECTRICAL SERVICES INC ELECTRICAL REPAIRS- WATER PLANT 706.60 03/13/2018 200065 EAST SIDE OIL COMPANIES WWTP- RECYCLE OIL 30.00 03/13/2018 200066 ECOLAB PEST ELIMINATION COCKROACH/RODENT PROGRAM 64.93 03/13/2018 200067 ENERGY SALES INC TUBES, ELBOWS, COUPLINGS- CIVIC ARENA 1,386.62 03/13/2018 200068 EVERBRIDGE INC ANNUAL CHARGE - MASS NOTIFICATION SYSTEM 4,030.00 03/13/2018 200069 FASTENAL COMPANY VARIOUS R&M SUPPLIES 659.62 CHECK REGISTER FOR CITY OF HUTCHINSON CHECK DATE FROM 02/28/2018 - 03/13/2018 Check Date ------------------- 03/13/2018 Check --------------- 200070 Vendor Name ---------------------------------------------------------------- FENSKE, BRUCE Description ------------------------------------------------------------------------ REIMB: TRANSFER CONTACTS FROM OLD PHONE Amount ---------------------- 39.99 03/13/2018 200071 FIELDS FLORAL FUNERAL PLANT FOR EE FAMILY 35.00 03/13/2018 200072 FILZEN, MARY REIMB: FAST DEMO FOR REAL ID, MNLARS MTG 101.29 03/13/2018 200073 FINANCE & COMMERCE SUBSC SERVICES 1 YEAR FINANCE & COMMERCE 295.00 03/13/2018 200074 FIRE SAFETY USA INC TURNOUT GEAR WASH, BOOTS, COAT HANGER 370.00 03/13/2018 200075 FIRST ADVANTAGE LNS OCC HEALTH SOLU DRUG TESTS 122.14 03/13/2018 200076 G & K SERVICES MATS, TOWELS, CABINET ROLLS 232.50 03/13/2018 200077 GENERAL OFFICE PRODUCTS COMPANY DRAWER -CENTER, BLACK - ENTERPRISE CENTER 134.56 03/13/2018 200078 GOPHER STATE FIRE EQUIPMENT CO. NEW AMEREX EXTINGUISHER 120.00 03/13/2018 200079 GRAINGER VARIOUS R&M SUPPLIES 296.29 03/13/2018 200080 HANSEN GRAVEL 11.5 HRS SNOW REMOVAL -STREETS 943.00 03/13/2018 200081 HANSON & VASEK CONSTRUCTION 11.5 HRS SNOW HAULING - STREETS 943.00 03/13/2018 200082 HAWKINS INC 30% SODIUM HYDROXIDE - WTP CHEMICALS 3,195.37 03/13/2018 200083 HILLYARD/HUTCHINSON VARIOUS CLEAN ING/JAN ITORIALSUPPLIES 1,856.31 03/13/2018 200084 HJERPE CONTRACTING EMERG BOILER LINE REPAIR - WWTP 4,904.00 03/13/2018 200085 HOHENSTEINS INC MARCH COST OF GOODS - LIQUOR 485.50 03/13/2018 200086 HOLT MOTORS INC ST 251: CAP ASY, SEAT COVER - STREETS 148.76 03/13/2018 200087 HP INC TWO COMPUTERS FOR EDA ENTERPRISE CENTER 1,209.64 03/13/2018 200088 HUTCH AUTO & TRUCK PARTS ST 121: RADIO 25.00 03/13/2018 200089 HUTCH AUTO BODY REPAIR 2 PD SQUAD CARS 1,887.97 03/13/2018 200090 HUTCHINSON CO-OP DIESEL AND UNLEADED GAS PURCHASE 20,358.33 03/13/2018 200091 HUTCHINSON CONVENTION & VISITORS BU JANUARY 2018 LODGING TAX 5,439.55 03/13/2018 200092 HUTCHINSON HEALTH CARE FEB & MAR CAM - EVENT CENTER 4,555.98 03/13/2018 200093 HUTCHINSON LEADER ADVERTISING - VARIOUS DEPTS 2,041.29 03/13/2018 200094 HUTCHINSON UTILITIES DAMAGE PREVENTION MEETING 200.00 03/13/2018 200095 HUTCHINSON WHOLESALE #1550 OIL- POLICE 23.52 03/13/2018 200096 HUTCHINSON WHOLESALE #1552 SHOP TOOL BOX: 41RSCOMB - PARKS 949.00 03/13/2018 200097 HUTCHINSON WHOLESALE #2520 STATION: MACS BATTERY CLEANER - FIRE 5.99 03/13/2018 200098 INGSTAD BROADCASTING KDUZ: 2/3, 2/10,2/25 - LIQUOR ADVERTISING 94.00 03/13/2018 200099 INTERSTATE POWER COMPANIES INC CREEKSIDE TURNER R&M DISC HARROW BEARING 201.96 03/13/2018 200100 INTERSTATE BATTERY SYSTEM MINNEAPOL SHOP PARTS- STREETS 328.59 03/13/2018 200101 JACOBSEN, SEPTEMBER REIMB: SENIOR PROGRAM ACTIVITY 70.98 03/13/2018 200102 JJ TAYLOR DIST OF MN FEBRUARY COST OF GOODS - LIQUOR 5,319.75 03/13/2018 200103 JOCHUM, DANIEL REIMB: SAFETY FOOTWEAR 134.95 03/13/2018 200104 JOHNSON BROTHERS LIQUOR CO. FEBRUARY COST OF GOODS - LIQUOR 27,275.83 03/13/2018 200105 JUUL CONTRACTING CO HAULING SNOW 2-3 - 2/26/18 3,016.00 03/13/2018 200106 KERI'S CLEANING FEBRUARY CLEANING VARIOUS CITY FACILITIES 1,200.00 03/13/2018 200107 KONERZA, STACY DJ DANCE 100.00 03/13/2018 200108 KOSEK, JEFFREY SNOW REMOVAL 4.5 HRS 943.00 03/13/2018 200109 L & P SUPPLY CO PRE MIX FUEL 7,731.79 03/13/2018 200110 LEAGUE OF MN CITIES 2018 LEGISLATIVE CONFERENCE FOR CITIES 859.00 03/13/2018 200111 LEAGUE OF MN CITIES -INS TRUST CLAIM# LMC CA 40446 9/14/17 2,373.91 03/13/2018 200112 LOCHER BROTHERS INC FEBRUARY COST OF GOODS - LIQUOR 20,850.30 03/13/2018 200113 LOGIS NETWORK CHARGES THRU 1/27/18 1,260.53 03/13/2018 200114 MARCO TECHNOLOGIES, LLC COPIER FOR ENTERPRISE CENTER 5,182.16 03/13/2018 200115 MCKIMM MILK TRANSIT CREEKSIDE TO BFG SUPPLY FREIGHT 308.78 03/13/2018 200116 MCLEOD COUNTY COURT ADMINISTRATOR BAIL: CAN DREWS 200.00 03/13/2018 200117 MCLEOD COUNTY SHERIFF'S OFFICE 3 MISSING RSA FOBS 150.00 03/13/2018 200118 MENARDS HUTCHINSON VARIOUS R&M SUPPLIES 941.65 03/13/2018 200119 MESSAGE MEDIA U.S.A., INC MARCH MONTHLY ACCESS FEE 30.00 03/13/2018 200120 MESSNER, KEITH REIMB: SAFETY FOOTWEAR 159.95 03/13/2018 200121 MINNEAPOLIS, CITY OF JAN 2018 APS TRANSACTION FEES 45.00 03/13/2018 200122 MINNESOTA CHIEFS OF POLICE ETI REGISTRATION - FULL CONF NON-MEMBER 565.00 03/13/2018 200123 MINNESOTA DEPT OF HEALTH Q1 2018 STATE FEE - WATER CONNECTIONS 7,554.00 03/13/2018 200124 MINNESOTA FIRE SERVICE CERTIF BOARD T. PETERSON: FIRE OFFICER 1 CERT EXAM @ 115.00 03/13/2018 200125 MINNESOTA POLLUTION CONTROL AGENCY OLD CITY PUMP SITE CLOSURE: VIC REIMB E 62.50 03/13/2018 200126 MINNESOTA SPORTS FEDERATION STATE ENTRIES - 4 VB TEAMS & 3 BSKBALL TEAMS 1,300.00 03/13/2018 200127 MINNESOTA STATE HORTICULTURAL SOCIE FULL PAGE AD - MAR/APR OF NORTHERN GARDE 1,049.00 03/13/2018 200128 MINNESOTA VALLEY TESTING LAB WWTP TESTING SERVICES 1,111.00 03/13/2018 200129 MN DEPT OF NATURAL RESOURCES PYMT 4 OF 6 PER INCOME CONTRACT #105645 3,600.00 CHECK REGISTER FOR CITY OF HUTCHINSON CHECK DATE FROM 02/28/2018 - 03/13/2018 Check Date ------------------- 03/13/2018 Check --------------- 200130 Vendor Name ---------------------------------------------------------------- MN HS BASKETBALL HALL OF FAME Description ------------------------------------------------------------------------ ADVERTISING - LIQUOR STORE Amount ---------------------- 270.00 03/13/2018 200131 MNDRIVERSMANUALS.COM COMMERCIAL MANUALS- DMV 307.10 03/13/2018 200132 MORGAN CREEK VINEYARDS MARCH COST OF GOODS - LIQUOR 168.00 03/13/2018 200133 MOTOROLA BATTERY FOR RADIOS: MULTI -UNIT CHARGER - HFD 1,773.00 03/13/2018 200134 NERO ENGINEERING LLC LIFT STATIONS, MBRE, WTP 6,316.20 03/13/2018 200135 NORTHERN BUSINESS PRODUCTS VARIOUS OFFICE SUPPLIES 207.46 03/13/2018 200136 NORTHERN GREEN EXPO GREEN EXPO 2019 DEPOSIT 497.25 03/13/2018 200137 NU -TELECOM PHONE CONVERSION AND NOV-MAR SERVICE 36,355.28 03/13/2018 200138 O'REILLYAUTO PARTS GATOR: AIR & OIL FILTERS 104.69 03/13/2018 200139 PHILLIPS WINE & SPIRITS FEBRUARY COST OF GOODS - LIQUOR 24,146.08 03/13/2018 200140 POSTMASTER REIMB POSTAGE DUE #467014 50.00 03/13/2018 200141 POSTMASTER POSTAGE FOR UTILITY BILLS 1,600.00 03/13/2018 200142 POSTMASTER APRIL SR NEWSLETTERS 98.00 03/13/2018 200143 PROJECT ONE CONSTRUCTION, INC. HRA RENTAL REHAB LOAN: TWO RIVERS RENTAL 9,135.55 03/13/2018 200144 QUALITY FLOW SYSTEMS BREATHER BAG 131.91 03/13/2018 200145 QUILL CORP COIN WRAPPERS, BATTERIES, PAPER 159.94 03/13/2018 200146 REINER ENTERPRISES INC FLATBED TRUCKING, CENTRAL- CREEKSIDE FREIGHT 220.36 03/13/2018 200147 REINER, BRENT REFUND OF AIRPORT HANGAR DEPOSIT 50.00 03/13/2018 200148 REVIER WELDING REPAIR CHIPPER BOX - STREETS 1,740.89 03/13/2018 200149 RJ THOMAS MFG CO INC PICNIC TABLE FRAMES 1,660.00 03/13/2018 200150 ROSTI CONSTRUCTION COMPANY OF MN 1_61317-06 1/18 - 2/26'18 129.36 03/13/2018 200151 RUNNING'S SUPPLY VARIOUS R&M SUPPLIES 879.06 03/13/2018 200152 SAM'S CLUB DIRECT 0402 43966462 4 - PENCIL CUP HOLDER, PEN 14.96 03/13/2018 200153 SCARCELY LTD HRA RENTAL REHAB LOAN: TWO RIVERS RENTAL 625.00 03/13/2018 200154 SEPPELT, MILES REIMB: COAT HANGER FOR EDA OFFICE 67.51 03/13/2018 200155 SHAW, KAREN FEBRUARY CLASSES 210.00 03/13/2018 200156 SHI INTERNATIONAL CORP MICROSOFT SERVERS 16,104.34 03/13/2018 200157 SHORT-ELLIOT-HENDRICKSON, INC CENTURY AVE PROJ MEMO & SIGNAL DESIGN 3,380.61 03/13/2018 200158 SIBLEY COUNTY SHERIFF'S OFFICE CR -16-1607: B CRUZ 100.00 03/13/2018 200159 SOUTHERN WINE & SPIRITS OF MN FEBRUARY COST OF GOODS - LIQUOR 14,480.19 03/13/2018 200160 SPRING LAKE ENGINEERING WW LIFT STATION CONTROLS 3,970.00 03/13/2018 200161 SRF CONSULTING GROUP SGR INTERSECTIONS STUDY - SOUTH GRADE RO 2,551.86 03/13/2018 200162 STANDARD PRINTING -N -MAILING SPEEDEE TO TALL SALES CO 429.96 03/13/2018 200163 STAPLES ADVANTAGE VARIOUS OFFICE SUPPLIES 981.87 03/13/2018 200164 STURGES, JASON MILEAGE REIMB: 44 PLAN MEETING IN PLATO 22.35 03/13/2018 200165 TASC April 2018 Flex Adm. Fees 133.92 03/13/2018 200166 TKO WINES FEBRUARY COST OF GOODS - LIQUOR 360.00 03/13/2018 200167 TOWN & COUNTRY GLASS ST 926: GREEN TINT/BLUE SHADE, ADHESIVE 299.08 03/13/2018 200168 TRI COUNTY WATER RENTAL WATER COOLER 24.00 03/13/2018 200169 TRIMARK FEBRUARY COST OF GOODS - LIQUOR 219.31 03/13/2018 200170 TRNKA, JAMES SAFETY FOOTWEAR REIMBURSEMENT 175.00 03/13/2018 200171 TWO WAY COMMUNICATIONS INC EQUIPMENT PARTS - WWTP 249.95 03/13/2018 200172 US BANK EQUIPMENT FINANCE MONTHLY COPIER USAGE COST 2/20-3/20'18 419.89 03/13/2018 200173 USA BLUE BOOK NIPPLES, UNIONS, ELBOWS, PVC ADAPTERS, F 163.58 03/13/2018 200174 VALLEY SALES OF HUTCHINSON 2017 SUBURBAN: ENGINE OIL LIGHT CHECK 42.00 03/13/2018 200175 VERIZON WIRELESS JAN 24 - FEB 23, 2018 3,493.24 03/13/2018 200176 VIKING BEER FEBRUARY COST OF GOODS - LIQUOR 12,692.35 03/13/2018 200177 VIKING COCA COLA FEBRUARY COST OF GOODS - LIQUOR 298.80 03/13/2018 200178 VIVID IMAGE ANNUAL SAFE & SOUND WEBSITE HOSTING & UP 720.00 03/13/2018 200179 WASTE MANAGEMENT OF WI -MN REFUSE FEBRUARY 1ST- 15TH LANDFILL COST 9,115.32 03/13/2018 200180 WATER CONSERVATION SERVICE INC LEAK LOCATE: 605 LAKEWOOD AVE SW 552.75 03/13/2018 200181 WEST CENTRAL SANITATION INC. MAR SERVICE - EDA ENTERPRISE CENTER 247.82 03/13/2018 200182 WINE MERCHANTS INC FEBRUARY COST OF GOODS - LIQUOR 175.22 Total - Check Disbursement 557,154.10 HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: EAB response plan update Department: Public Works LICENSE SECTION Meeting Date: 3/6/2018 Application Complete Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff Communications, Requests Time Requested (Minutes): 10 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: This agenda item is intended to follow up on discussions regarding forestry operations that took place during presentation of the annual report in early January. Since that time, staff has provided copies of the City's EAB response plan and urban forestry program documents to the University of Minnesota and to the MN Dept. of Agriculture. These agencies were asked to review the documents and provide any input regarding updates that should be made. In early February, we received information back from the University of Minnesota. The MN Dept. of Agriculture held additional training in EAB response, resulting in some updates based on current information. Based upon reviews conducted and discussion held in early January, Public Works staff is recommending changes highlighted in the various documents. On another note, since the report made in early January, we have learned EAB is also in Fairmont, 91 miles from Hutchinson. As you remember, we had reported that EAB is as close to Hutchinson us as Eden Prairie, 47 miles. Public Works staff will be present to address any issues regarding the EAB response plan. BOARD ACTION REQUESTED: None. Review of EAB response plan updates 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: Emerald Ash Borer (EAB) Management Plan City of Hutchinson January, 2018 Purpose The purpose of this management plan is to address what likely will be an eventual infestation of EAB in the City of Hutchinson's urban forest. The goal of this plan is to slow the spread of the infestation through public education, inspection, and strategic management. By refining and maintaining efforts begun in the early 2000's, the hope is to mitigate the disruption of an EAB infestation to the urban forest to the extent possible. Creating awareness of EAB will help to detect infestations and their spread as early as possible and to stretch the costs associated with an infestation over as long a period of time as possible. Applicability This plan is applicable to rights-of-way and publicly owned trees. Removal orders for infested trees on private properties may be necessary when infestations result in specific public hazards, negatively affect public land and/or threaten the overall health of Hutchinson's urban forest. Administration The Public Works Manager and Arborist will implement and oversee this plan, implementing components of the plan with support from others in Public Works, the Parks, Recreation & Community Education department, and Creekside Soils. EAB Background EAB is non-native beetle that causes widespread decline and death of ash trees. EAB, in its larval stage, feeds on plant tissues between the bark and sapwood, disrupting the transport of water and nutrients within the tree. When the infestation is severe enough in an individual tree, the tree will die. EAB has destroyed millions of ash trees in other states and many within Minnesota. EAB Status in Minnesota In 2009, EAB was found in southern Minnesota along the Mississippi river and in the City of St. Paul. EAB was found soon after that in Minneapolis. Since then, EAB has been confirmed to be as close to Hutchinson as Eden Prairie, MN, located in western Hennepin County, 47 miles from Hutchinson. Infestations in the metro area tend to be about a mile apart. The Minnesota Department of Agriculture (MDA) and the University of Minnesota both helped to coordinate responses and continue to produce educational material that is helpful for planning. EAB Management Strategies In general, there are both proactive and reactive strategies for managing EAB. When EAB was first found in Minnesota, the belief was that, as had earlier been the case in other states, the infestation would move rapidly, affecting vast numbers, if not all, of the state's ash trees. EAB has spread quite differently in Minnesota, however. Extensive efforts have been taken to detect infestations early. Efforts have also been taken to place quarantines on counties to restrict transportation of potentially infested wood from affected counties. Since the beginning of EAB infestations in the U. S., integrated proactive and reactive management approaches have been developed to address the mortality of ash trees. By slowing an infestation and reducing local mortality rates, costs to manage an infestation can be spread over a longer period. In addition, there are now biological and pesticide controls and processes being developed and refined that make Minnesota's EAB infestation look very different from past infestations in other states. Proactive management • Maintain tree inventory information • Establish tree condition ratings to reflect the health of a tree (Good, Moderate, Poor). • Establish an 800 meter grid overlaying ash trees throughout the City that are in Good condition. to determine sites for chemical injection of ash trees and to refine cost estimates for a program. • Implement public education initiatives. • Identify triggering event(s) used to implement reactive management components of the plan. • Initiate removal of ash trees in poor or moderate health condition. • Continue forestry diversification programs. o Continue the forestry diversification program begun in 2014 at levels increased in 2017 to remove and replace up to 40 selected ash trees, replacing them with other species. o As opportunity arises, to reduce the population of ash trees as part of street and roadway improvement projects. • Both the University of Minnesota and the Minnesota Department of Agriculture have recognized that removal of low value ash is an effective tool when preparing for an infestation of Emerald Ash Borer. City staff will concentrate on removing low quality ash as part of the forestry diversification program, especially in areas where ash make up a significant portion of publicly owned trees. This will allow us to maintain the benefits of good quality ash as long as possible. Reactive management • Initiate and continue injection treatments at selected sites for a specified time. Once the period has expired, only high-value ash trees will continue to receive treatment. • Continue removal of ash trees in poor or moderate health condition, particularly in areas with a high percentage of ash trees. • Regularly monitor infested ash tree conditions. Removal orders for ash trees, other than those deemed of significant public hazard, will include instructions to remove trees during winter months (November- March). Ash trees can deteriorate quickly and can cause significant hazards shortly after their death, necessitating removal of ash trees as soon as practicable as they decline or die. • Replace trees as resources permit Triggering Events, Subsequent Inspection, Detection & Monitoring Triggering events are one or more of the following: 1) A verified EAB infestation in any adjoining county 2) A verified EAB infestation anywhere within McLeod County Once a triggering event takes place, a public hearing will be held to consider declaring EAB a public nuisance and to initiate reactive management measures. Proactive measures at that time will cease or be significantly decreased, depending upon available resources. Treelnventory A tree inventory is the foundation for this management plan and provides baseline data. Inventory data is kept up to date as resources permit and allows the tracking of tree management similar to other infrastructure management programs, such as pavement management. For purposes of this plan, the publicly owned tree inventory is estimated at: Total boulevard trees 8,202 Total Park trees 3,993 Boulevard trees — Ash 1,312 (16%) Park trees — Ash 639 (16%) Total cemetery trees 778 Est. School trees 657 Cemetery trees — Ash 23 (3%) School trees -Ash 118 (18%) Total other trees 318 Total trees 13,948 Other trees — Ash 50 (16%) Total trees — Ash 2,142 (16%) Efforts are undertaken to assign a general health condition rating (Good, Moderate, Poor) to publicly owned ash trees, as time and other resources permit. Upon a triggering event, using location information from the existing tree inventory, the ash tree inventory will be broken down into 800 -meter radii. One tree, located centrally located within the 800 - meter radii will be selected to receive chemical treatment. The total number of ash trees that will receive chemical treatment, to include estimating anticipated treatment costs, will be calculated based on one tree per 800 -meter radius, plus up to five additional high-value ash trees on public property. Inspection, Detection & Monitoring The goal is to find infestations and determine their extent as early as possible. Once an infestation is found, efforts will be undertaken to identify the outer boundaries of the infestation and the potential duration. Several individuals and agencies are involved in inspection, detection and monitoring efforts. • City Arborist— In conjunction with inspections for Dutch Elm Disease, Bur Oak Blight, and other diseases and infestations, the Arborist's duties include inspection, detection and monitoring of EAB infestations. City staff (Parks & Public Works) — City staff that are outdoors on a regular basis will be trained in the identification of ash trees in all seasons. Training will include detection of potential ash tree defects, both natural defects and those potentially caused by infestation. Staff will be trained in the identification of EAB insects and the signs they tend to leave on ash trees. Property owners/Residents — Property owners/Residents may likely be the first to detect EAB on private property. Property owners/Residents are encouraged to contact the City with information relating to any known or suspected infestation. They may directly contact the City by calling (320) 234-4219, or contact the Mn Dept. of Agriculture's "Arrest the Pest" website at http://www.mda.state.mn.us/arrestthepest. • Federal and State Agencies — Federal and State agencies may provide a variety of services to assist in detecting and monitoring an infestation. For example, MDA may set EAB traps throughout the area to determine whether there is an infestation and, if so, to help determine the extent of the infestation. Pesticide Treatment As soon as a triggering event takes place, predetermined trees will begin to be treated using pesticides. Generally, these treatments will be on ash trees in a good health condition that are in key locations to maximize the effectiveness of pesticide treatments. It has been established that having one treated tree significantly reduces the larval population within an 800 meter radius. The pesticide treatments will continue for a predetermined amount of time. The goal of pesticide treatments is to allow the cost of removals and replacements to be spread over a longer time. Eventually, infested trees will die. In general, no other public ash trees will receive ongoing pesticide treatments. On a case-by-case basis, however, it may be determined that high-value ash trees in specifically identified locations could be selected for ongoing pesticide treatment. Property owners/residents may choose to initiate pesticide treatments of privately owned ash trees at their own expense. Tree Removal The City has established a diversification program to strategically, proactively remove ash trees. The program replaces ash trees with a wide diversity of tree species. Specific areas with high ash tree populations or ash trees in poor or moderate health are identified as time and resources permit to establish program delivery goals. This program is considered proactive and is intended to continue until a triggering event takes place, but may be extended depending upon available resources. Once a triggering event occurs, available inventory and health condition assessment information will be used to identify ash trees in poor health and steps will be taken to remove those trees as soon as is practicable. Strategic removals of declining and aged ash trees will help to spread out the cost of removals and replacements and may help to slow the spread of EAB. It is often difficult to identify infested trees, often for as many as 3-5 years, because of the subtle signs within the tree. When an infested tree is identified, the extent of the infestation and the number of trees affected needs to be ascertained to the extent practicable, so an appropriate response can be made. If necessary, Federal or State agencies or arboricultural specialists may be brought in to help City staff determine the extent of the infestation. Once ash trees die, they can quickly become hazardous to nearby buildings, parks or boulevards, and the people using them. In nearly all cases, dead ash trees will need to be removed as soon as possible after the death of the tree. Dead ash trees in parks, on boulevards or dead trees on private properties that can negatively affect use of public property must be removed quickly. In large open spaces, it may not be necessary to remove dead ash trees right away, so these removals can be prioritized based on their potential hazard. Property owners and residents will need to remove affected trees in a timely manner, so they do not end up presenting a hazard to either people or structures. Tree removal programs established must account for what is happening in the wider area. Removal efforts are to be coordinated with other agencies whenever possible to maximize their effectiveness. Responses by the Federal, State, County or other governmental agencies will need to be reviewed and adjustments may need to be made the City's response plans, based upon the goals and objectives of the plans at higher levels of government. Public Education and Outreach Once a triggering event occurs, efforts will be undertaken to provide information about EAB to property owners/residents. Understanding the threat, knowing what to look for, knowing what options exist and knowing what to do will be areas of focus for the City's public education and outreach efforts. In addition, all City staff will be educated to recognize obvious signs and symptoms of an EAB infestation. Diverse forums will be used to disseminate information about EAB, to include public hearings and programs, website information, articles, handouts, press releases and public service announcements. Whenever possible, neighboring property owners/ residents will be notified prior to any ash tree management functions taking place near or adjacent to their property. Neighborhood and/or volunteer groups that are interested in assisting in efforts to detect and manage EAB will be directed to appropriate educational opportunities in order to gain necessary skills. Replanting If large numbers of ash trees are removed, there will be an aesthetic and ecological impact to the City. It is recommended that, where feasible considering engineering parameters, one-to-one replacements of removed trees should be done as soon as practicable, considering available resources. The actual number of trees replanted may be reduced, due to available resources, obstructions, setbacks, and clearance requirements. As trees are replanted, the goal will be to further tree species diversification within the urban forest, having no more than 10% of any species, 20% of any genus, or 30% of any family of species, whenever possible. The goal is to maintain species diversification, whenever possible, within 5-10% (no more than 700 - 1,400 trees of any one species). Wood Disposal and Utilization EAB spreads most quickly through transportation of infested wood, whether in the form of logs, tree waste, chips or firewood. Once an infestation has been verified, the County in which the infestation is discovered is quarantined. No wood may be moved out of the affected County without complying with regulations under a separate agreement with the State of Minnesota. Creekside Soils will be the GeuRtyfs designated disposal site for infested ash trees. Once large numbers of affected ash are transported to Creekside, there will be an opportunity to decide the highest, best use for the wood waste. Possible uses for ash wood include biomass fuel, mulch, pulpwood, and/or saw logs. Ordinances, Policies and Programs Applicable ordinances are included in City Code: §31.27 City Tree Board X92 Nuisances; Health and Sanitation §92.02 Tree Diseases §153.85 Tree Planting in New Subdivisions §154.060 R-5 Manufactured Home Park §154.065 C-5 Conditional Commercial District §154.115 Screening, Landscaping, Outdoor Storage and Display This management plan is subject to the most recent Public Works Urban Forest Maintenance Program, including boulevard tree recommendations, and the most current approved species list for boulevard trees. Contractor Registration It will be necessary to manage the likely influx of tree care contractors into the community following an EAB infestation. Once a triggering event occurs, minimum standards will be established and City -sponsored educational seminars will be initiated. Any contractor who provides proof of insurance, successfully meets minimum standards, and attends related educational seminars will be registered as a tree care contractor on the City's website. Contractors will be responsible for initiating this process. City residents and property owners will be warned on the City's website to check the credentials of any tree services they engage for work on private properties. Funding & Finances In 2011, the City began putting away funds to mitigate potential tree diseases/infestations. Approximately $55,000 per year has been transferred into this dedicated account. Primarily, the fund is to provide for future tree removal/replacement costs. Secondarily, and as a proactive effort, it funds tree diversification projects. Diversification projects were done in 2013-2015, at a cost of up to $25,000 per year. In 2016, grant funds were utilized to remove/replace several ash trees. In 2017, 3 grant trees and 30 other ash trees were affected. In 2018 and following, the focus will be on ash trees in poor health or those that are over -mature, as well as areas with high ash tree populations. The balance available at the beginning of 2017 was estimated at $362,000. Based on the balance in this account, the primary use of this account will be for tree removals once a triggering event occurs. Until a triggering event occurs, replacement of up to 40 ash trees per year for diversification projects using these funds has been deemed reasonable. Additional funding sources will likely be required to respond to an EAB infestation for replacing trees, according to cost estimates prepared using available information: Trees in City inventory 13,948 Total ash trees 2,142 Under the current plan, adequate funding is available for removals and approximately 33% of replacements. Funding/financing options for the remaining 67% of replacements may include: • Grants — City staff will stay informed of available grant opportunities. • General funds — Some additional general levies or fees may be needed for tree replacement. • Chapter 429 assessments/Capital improvement plans — planting trees on boulevards and their trimming, care and removal are a recognized public improvement able to be specially assessed to abutting property owners. Historically, tree -related costs that are part of a City improvement project have not been assessed to abutting properties. 0 Donations — Cash or in-kind donations from private groups will be emphasized. POTENTIAL EAB COSTS EAB Mortality Ash trees lost Removal cost/tree Total Replace Removal cost cost/tree Total Replace cost Total Cost Yr 1-5 (10%) 214 $365 $78,110 $260 $55,640 $ 133,750 Yr 6-10 (20%) 428 $425 $181,900 1 $300 1 $ 128,400 $ 310,300 Yr 11-15 (70%) 1,500 1 $490 $ 735,000 $350 $ 525,000 $1,260,000 Totals 2,142 $ 995,010 $ 709,040 $ 1,704,050 Pesticide 35* $200 $7,000 for 10 yrs = 70 000 *land area of Hutchinson: 24 km' _ 800 m grid = 30 trees + 5 high-value sites. Annual need $1,774,415 =15yrs $118,270 FUNDING EAB COSTS Forestry diversification transfer Annual $55,000 01/01/2017 Balance $362,077 - 15 yrs$24,138 Current resources 65% $79,138 Remaining unfunded need 35% $39,132 Under the current plan, adequate funding is available for removals and approximately 33% of replacements. Funding/financing options for the remaining 67% of replacements may include: • Grants — City staff will stay informed of available grant opportunities. • General funds — Some additional general levies or fees may be needed for tree replacement. • Chapter 429 assessments/Capital improvement plans — planting trees on boulevards and their trimming, care and removal are a recognized public improvement able to be specially assessed to abutting property owners. Historically, tree -related costs that are part of a City improvement project have not been assessed to abutting properties. 0 Donations — Cash or in-kind donations from private groups will be emphasized. Action plans Short-term (0-3 years) 1. Review and update ash tree inventory. 2. Assign health condition ratings to ash trees. 3. Develop strategic removal plan using inventory & health condition ratings. Mid-term (4-6 years) 1. Using ash tree inventory information, establish 800 -meter radii, selecting an ash tree to receive pesticide treatments for a given period. 2. Develop educational and outreach material for property owners/residents, appropriate City staff and volunteers. 3. Thoroughly investigate any report of potential infestation, using outside help, as necessary, to verify an infestation and determine its extent. Triggering event 1. Initiate communication with the City Council regarding the triggering event 2. Set and hold public hearing declaring EAB as a nuisance 3. Identify the processes that will be used to manage EAB during communications with the Council and the public. 4. Implement identified post -triggering event EAB management components identified in the plan. HUTCHINSON CITY COUNCIL agfof Aa Ls Request for Board Action Agenda Item: Ordinance No. 18-782 - Noise Ordinance Exemption for Schroeder Wedding Department: Police LICENSE SECTION Meeting Date: 3/13/2018 Application Complete N/A Contact: Daniel T. Hatten Agenda Item Type: Presenter: Daniel T. Hatten Reviewed by Staff ✓❑ New Business Time Requested (Minutes): 2 License Contingency N/A Attachments: No BACKGROUND/EXPLANATION OF AGENDA ITEM: Mr. Joshua Schroeder and his bride are planning a wedding on May 12th 2018 between the hours of 9:00 am and 11:00 pm. The wedding will take place in Les Kouba Park on the riversong stage. They are planning to have a music festival including several bands and plan to have amplified music throughout the day with the ceremony to take place around 1 pm While the music will be amplified the music will range from polka, bluegrass and country. The wedding party is requesting they be granted an exemption to the city ordinances to allow the music until 11 pm. they intend to tell the closing band to end at 10 40 so that should an final song be requested the music will end by 11 pm. Mr. Schroeder has met with me to review the plans and usage of the park. The wedding party has agree to take the necessary measures to ensure all guests receive a wrist band and pass through a "gate" where they will have their identification checked to verify legal drinking age. Those guests 21 and over will receive an additional wrist band so that those serving beer will easily be able to identify guests of legal drinking age. The Beer tent will be manned at all times and placed in a secure location to ensure all guests consuming beer will be served by an attendant and at no time will beer be self serve. I have attached the a diagram the wedding party has provided to show how this event will br situated within the park on the day of the event. Mr. Schroeder has already been in contact with the Parks Department and have reserved the necessary park facilities. The camping facility will be open for public usage but the wedding guests have been advised to reserve the camping sites. It is anticipated the majority of the camping sites will be reserved by guests of the wedding party. The remainder of the park will be open to the public including the trails. BOARD ACTION REQUESTED: Recommend Council Approval Fiscal Impact: $ 0.00 Funding Source: n/a FTE Impact: 0.00 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 SHEI.'tER O%OT L -MOT Swow 4em- 40 ORDINANCE NO. 18-782 AN ORDINANCE SUSPENDING ENFORCEMENT OF HUTCHINSON CITY ORDINANCE 92.018 PERTAINING TO HOURS OF USE OF SOUND AMPLIFICATION EQUIPMENT Findings of the City Council: That Joshua Schroeder is holding his wedding and reception on May 12, 2018, at West River Park; That part of the wedding festivities include a music festival including several bands beginning from 1:00 p.m. and running until 11:00 p.m.; That sound amplification equipment will be used as part of this wedding event; That pursuant to Hutchinson City Code §92.018 V(1)(d) this equipment may only be used until 10:00 p.m. Therefore, the Council of the City of Hutchinson does hereby ordain that Hutchinson City Code §92.018 or any other City ordinance pertaining to noise shall not be enforced until 11:00 p.m. for the outdoor wedding/musical festival being held on May 12, 2018, at West river Park for the Schroeder wedding event. Adopted by the City Council this 27th day of March, 2018. Attest: Matthew Jaunich, City Administrator Gary T. Forcier, Mayor HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: 2018 Airport Improvement Project Department: Public Works LICENSE SECTION Meeting Date: 3/6/2018 Application Complete N/A Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff New Business Time Requested (Minutes): 10 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The proposed 2018 Airport improvement Project consists of site preparation and potential construction of an 8-unit T-hangar. This project would be funded 90% by FAA, 5% by MnDOT Aeronautics, and 5% by the City of Hutchinson. 1) Project schedule. At the meeting, the project will be presented for approval for bids, with an anticipated bid opening date of April 4. At the April 10 meeting, the intent would be to accept the low bid contingent upon receipt of Federal and State grant funding. Finally, assuming Federal and State grant funding is approved, to award the project on June 3, 2018. This would be 90 days from the time of the accepting the low bid. 2) Attached are selected pages from the draft plan set that will be presented. 3) Attached are project budgets. There are two options based on whether we can get AI P entitlement transfers from other Minnesota airports in a timely manner. A deficit remains in both budget scenarios. Option #1 would be preferred, but it may be easier to administer Option #2 in the future. 4) LeSueur has repaid the $50,000 they borrowed from Hutchinson for one of their projects. We anticipate Dodge Center to pay back $50,000 and we anticipate a transfer from Tracy of $150,000, which we will have to pay back in 2019. 5) Disadvantaged Business Enterprise (DBE) program update. Due to the size of the potential project, it is necessary to update the City's DBE program. BOARD ACTION REQUESTED: Approval for bidding the 2018 Airport Improvement project. Approval of the DBE program update. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 1,093,222.00 Total City Cost: $ 54,661.00 Funding Source: Airport construction Remaining Cost: $ 1,038,561.00 Funding Source: Fed grant $938,900; State grant $54,661 Plans for the T -Hangar Construction project. The project has been split into two bid schedules: • Schedule 1: Civil Site Work and Concrete Footings, Foundations, and Apron Slab. • Schedule 2: 8 -Unit T -Hangar Completion dates per schedule are as follows: • Schedule 1: Completion Date of December 1, 2018. • Schedule 2: Completion Date of July 1, 2019 The plan is to state in bid documents that contract award would be made within 90 calendar days of bid opening, following the proposed project schedule below: • Council Authorizes Project for Bid: March 13, 2018 • Bid Opening: April 4, 2018 • Council Approved Low Bid: April 10, 2018 (bid award made contingent upon FAA and MNDOT grant) • Council Awards Contract June 3, 2018 (90 days after bid award) Please review and let me know any questions or comments you may have. Thanks. SCHEDULE 2: CNIL SITE WORK; T -HANGAR FOOTINGS, FOUNDATIONS, AND FLOOR SLAB SPEC NO. DESCRIPTION UNIT EST. QUANTITY FINAL QUANTITY GP50-06 CO NTRACTOR SFAKI NG IS 1 SAFETY ANDCON IN IN SPSPIONNOTES (SEE CONSTRUCTIO N SAFETY AND PHASING PLAN IN ECT FICATIONS FOR ADDITIONAL DETAIL) 6P J0-08 PROVIDE AND INSTALL LOW PROFILE BARRICADE EA 15 GP 105-02 MOBILIZATION IS 1 AIRCRAFT OPERATIONS AREA 2104.503 SAW CUTTI NG SITUM I NO US PAV E M E NT LF 280 • RUNWAY 15/33 SHALL REMAIN OPEN AND OPERATIONAL FOR THE DURATION OF THE PROJECT. • AIRPORT SHALL ISSUE ALL NOTAMS 2105.507 COMMON EXCAVATION'EVT P CY 3,050 2105.507 SELECT GRANULAR BORROW (CV) CY 3,581 CONSTRUCTION EQUIPMENT: 2105.507 SALVAGED TOPSOIL RE SPREAD AC 1 • ALL CONSTRUCTION EQUIPMENT MUST BE MARKED WITH A 3- FEET X3 -FEET ORANGE AND WHITE CHECKERED FLAG. • A FLASHING AMBER BEACON IS OPTIONAL BUT IS REQUIRED DURING TIMES OF LOW VISIBILITY. 2211.507 AGGREGATE BASE (CV) CLASS 6 CY 320 • CONTRACTOR MUST OBTAIN APPROVAL FROM THE ENGINEER FOR ANY EQUIPMENT WHICH EXCEEDSA HEIGHT OF 20 FEET. 2360.509 TYPE SP 9.5 WEARING COURSE MIX (3,C) TON 240 2360.509 TYPE SP 9.5 NON WEAR COURSE MIX (3,Q TON 240 SWEEPING AND CLEANING: • CONTRACTOR SHALL HAVE A SWEEPER OIWSITE ATALL TISEES TO PICKUP DEBRIS FROM ACTIVE PAVEMENT AREA AS IT OCCURS. 2502.503 8" PVC DRAI N PIPE, SCHEDULE 40 LF 195 2506.502 CO NSTRUCT DRAINAGE STRUCTURE, DESIGN IT ITS 1 HAUL ROUTES: • HAUL ROUTES AND ACCESS TO THE CO NSTRUCTION SITE ARE DEPICTED ON THIS SHEET. 2531.604 6" CONCRETE VALLEY G UTTER LF 204 2573.503 SILT FENCE; TYPE MS LF 600 2575.508 SEED MIXTURE 25-131 AC 1 • GROUND O PERATIONS ARE UNCONTROLLED AT TH E Al RPO RT. W HEN A RUNWAY OR TAXIWAY IS OPEN TO Al R TRAFFIC, THE CONTRACT O R MUST OBTAIN RADIO CLEARANCE PRIOR TO PROCEEDING. • THE AIRPORT FREQUENCY 1512280 MITI. 2575.508 FERTILIZER TYPE I AC 1 2575.508 HYDRAULIC MULCH MATRIX AC 1 P 620-5.2 PAI RUING, YELLOW SF 365 STAGING AREA: • STAG NGAREA SHALL BE RESTORED TO ORIGINAL CONDITION AT CONTRACTOR'S EXPENSE AFTER PROJECT IS COMPLETED. • EXACTLOCATIONTO BE DETERMINED BY ENGINEER. N 03NSTURCTCONCRETE FOOTINGS, - FOUNDATIONS, AND FLOOR SLAB, ALLAS LS 1 SPECIFIED IN DESIGN DOCUMENTS. Q ,�� yC SC HEDULE 2: &UNIT T -HANGAR Z' ffff SPEC NO, DESCRIPTION UNIT EST. QUANTITY FINAL QUANTITY - 9` I yC y E-UNITT- HANGAR '2025'%60'); INCLUDING BUT NOTLIMITEDTO PRE- ENGINEERING FRAMING, OVERHEAD DOORS, PEDESTRIAN DOORS, STEEL 1 CONSTRUCTION NOTES: yy SIDING, METAL ROOF, ELECTRICAL WIRING, LIGHTING, ALLAS SPECIFIED IN DESIGN C Tq DOCUMENTS. WORK ELEMENTS: 99 9 • 8UNITT-HANGAR CONST R UCTION • CO NCRETEVALLEYGUTTERCONSTRUCTION • BITUMINOUS APRON& TAXI LANE CONSTRUCTION L 0 , _'' ; PAVEMENT MARKINGS ACTIVE AREAS AFFECTED: - • EXISTING APRON ADIACENTTO NEW CONSTRUCTION Gy 9 DURATION: • SCHEDULE 1: CIVIL SITE WORK; T -HANGAR FOOTINGS, FOUNDATION, AND FLOOR SLAB ; •• SCHEDULE 1 SUBSTANTIAL COMPLETION SHALL BE ACHIEVED BY DECEMBER 1, _ - 9 , 2018 SCHEDULE 2: 8 UNI TT HANGAR ••• u' 3 PPNP OG , SCHEDULE 2 SUBSTANTIAL COMPLETION SHALL BE ACHIEVED BY JULY 1, 2019 FINAL COMPLETION SHALL BE ACHIEVED BY AUGUST 1, 2019 !Q , •• 9 2Pyc _ N , Y POINT LAT/LONG DATA POINT NUMBER 1 LATITUDE N44°51'40.911" LONGITUDE W94°22'50.335" ELEVATION 1061.18' 2 N44°51'40.472" W94°22'50.018" 1061.47' 9 2 3 N44°51'40.247" W94°22'50.635" 1060.59' 9,FZin ,` AIRPORT ENTRANCE ROAD 360' LIGHT - 4 5 N44°51'40.686" N44°51'40.450" W94°22'50.952" W94°22'49.634" 1060.39' 1062.28' _ _ _ _ _ _ _ _ _ - 6 7 8 N44°51'40.313" N44°51'40.039" N44°51'39.802" W94°22'50.004" W94°22'50.742" W94°22'51.383" 1061.37' 1060.48' 1059.71' 96" %Y LOW PROFILE AIRPORT BARRICADE 9 10 N44°51'38.676" N44°51'38.540" W94°22'48.336" W94°22'48.705" 1061.15' 1060.20' LEGEND: O PROPOSED PAVEMENT CZ Noiio scnLE 11 N44°51'38.266" W94°22'49.444" 1059.66' PROPOSED 8 UNITT-HANGAR NOTES: 12 N44°51'38.143" W94°22'49.776" 1059.63' �� R. s LOW PROFILE BARRICADES (15 TOTAL) GAPS BETWEEN BARRICADES SHALL BE NO MORE THAN 10 FEET. 13 N44°51'38.029" W94°22'50.084" 1059.43' Zc 92 59 PyC - - - CONTRACTOR HAUL ROUTE 14 N44°51'37.641" W94°22'49.017" 1059.67' +-r 15 N44°51'37.298" W94°22'49.939" 1058.92' j CONSTRUCTION STAGING&STORAGE AREA 50' X 50' Hoaz. ®0 BOLTON 0111N.,IJTE yob Na Mau © W MIzfi3)aaa �s HUTCHINSON MUNICIPAL AIRPORT (HCD) s"EST r^ 8 UNIT T -HANGAR CONSTRUCTION +4 k. scnLE FEET mse km enk.�om LASP ° & M E N K E l.L 10- o3JosnoEs www.6ol �.�� .=om CONSTRUCTION SAFETY & PHASING PLAN LEGEND: —rns SILTFENCE-MACHINESLICED \ \ GRADING LIMITS TURF REESTABLISHMENT \ 5' 5' (TVP.) 47' 12' VARIES G61 062 �I 25'(TVP.) 60' (TYP.1 (TYP)_ f \ I ,FO,i- I � 1 99 C \ PROPOSEDT-HANGAR 1.5" DROP MS , \ MATCH EXISTING i; 11 p /1 (TVP) / if 8�1(TVP.) PAVEMENT 11 TL g'/1'(TYP.) (TYP.) " I 90'� 0.4%-15Y 20%(TVP.) SD! —III (T_P_) MATCH \ \ — — — — — — — -- EXISTING �� A \ --- TOPSOIL, SEED, \\ \ i— PROPOSED RTILIZER, AND C 2" MNDOT2360 BITUMINOUSWAR COURSE PROPOSED: MULCH FILLWITH COMMON SIB— �r— MNDOT235J BITUMINOUS TAIX COAT 6" PCC CONCRETE SAB EXCAVATION MATERIAL\\ \ 2' MNDOT 2360 BITUMINOUS WEAR COURSE 48"MNDOT3149 SELECT GRANULAR BORROW EXISTI N6 6 RADE PROPOSED: (TOPSOIL) \ I A , 6"MNDOT 2211 AGGREGATE BASE CLA556 30"TOPSOILSTRIPPIN6 (COMMON EXCAVATION) 2" MNDOT2360 BITUMINOUS WEAR COURSE MNDOT 2357 BITUMINOUSTACK COAT \ \ 24" BORROW 2" MNDOT2360 BITUMINOUSWEAR COURSE 4"ODN"MEVATFE49SELECTGRANULAR 4" CONCRETE VALLEY GUTTER 6" MNDOT2211 AGGREGATE BASE CLASS6 f- O 24"-44" M NDOT 3149 S E LEI G RAN U LAR �\1\\\\ a p3,— MI A -A TYPICAL SECTION OT Tos E&� vv vF III—III—I oloua ELECTRICAL IT / C3 Vv osn TO BE LOCATED BY III—III—III oN w \ l CONTRACTOR I \ MATCH EXISTING PAVEMENT STEEL STUDDED 'T' POST S' SURFACE PLASTIC' ZIP' TIES MINIMUM LENGTH POSTSBITUMINOUS (50#TENSILE) LOCATED IN TOP 8" AT6'MAXIMUM SPACING GEOTEXTILE FABRIC, 36"WIDTH l F 0 Z =1059.95' 0 Z =1060.61' 0 Z =1060.89' DIRECTION OF jVAR11S1.11 RUNOFF FLOWV, BAIX ORGANIC LEAN CLAY, BLAIX ORGANIC LEAN GAY, BLACK u~i LIIISAND 3-W3 REINFORCING BA R 4"3,000 PSI Co CONCRETE - W MACHINE SLICE �� CLAYEY SAND,A LITTLE GRAVEL, LEAN C1Y, MOILEDWITH RWNAND 6RAYMG, FIRM WITH RED IROS STAINING, FIRM SANDY LEAN CLAY, GRAY, STIFF 6"MNDOT 2211 AGGREGATE 24" MNDOT 3149 SELECT BASE CLA556 GRANULAR BORROW 8"-12"DEPTH (PLUS 6" FLAP) 5 BROWNAND GRAY MOTTLED WITH RED IRON STAINING, FIRM TO STIFF 5 5 SANDY LEAN CLAY,A LITTLE GRAVE4 BROWN AND GRAY MOTTLED, FIRM _ _ _ _—_—_- B CONCRETE VALLEY GUTTER DETAIL �\ / L \ SILT FENCE -MACHINE SLICED C3 NOTHOICALE C3 NOTHOICALE 10 --- — — — SANDY LEAN CLAY, BROWN WITH IRON STAINING, STIFF 10 SANDY LEAN CLAY, BROWN, STIFF 10 TO VERY STIFF —_—_—_ --- — — — SAN DY LEAN CLAY, A LITTLE GRAVEL, BROWN AND GRAY MOTTLED, FIRMTOSTIFF 14 14.5 SANDY LEAN CLAY, A LITTLE GRAVEL, GRAY, VERY STI FF 14 14.5 SANDY LEAN CLAY, A LITTLE GRAVEL, GRAY, VERY STIFF 14.5 ——— SB -1 SB -2 SB -3 HOPE. ® ���__ }� , "'orrlw�E1 N © BOLTON 0o W MITeala.. 1o1,s�ITE �o6 ...303 HUTCHINSON MUNICIPAL AIRPORT(HCD) SHEET C3 8 UNITT-HANGARCONSTRUCTION scALE FEET � � � � E m�v Obolm��e�k.Pom 1. LASP ° o3)osnoL3 TYPICAL SECTION &SOIL BORINGS LAYOUT www.6ol ��e� .gym i HUTCHINSON MUNICIPAL AIRPORT T -HANGAR HUTCHINSON, MINNESOTA ISG PROJECT # 17-21172 .�RcooROwATwcANOcoRREaTwcOUANTInesPNO BEFORE PRoA PIPES STOPPING TT_ PROVIDETEIPORARYWALLS OTILLINI 12 PROVIDE STRUCTURETOREMAN COIAPON WKILLS 14 PROVIDE oLTICKELCITINI PROJECT GENERAL NOTES PROJECT GENERAL NOTES SHEETINDEX BOLTON NI ENK Real People, Real SoILtUom 1 ALL —11 CONFORMTOTHE CPSN"O ESMALLENT THE A" NOT L Wu CoND I INS ANDIL (vU' .H iNE SPECIFICATIONS)OARAN TAL N" .OSCE PCONTRACTOR ^L NES PNO PLL ADDENDA °IFICATIONSAN°CLIFICATIONSISSUE°6PTHEARCHITECT, ENGINEE ED A CINFORMFy AEGATIONORCODFICATION PROCEEDING PATH THE WOR A fiHEETp SHEET TITLEBUT G 2 CONTR � D GO MENTS SHALL BE I SSUED TO ALL SUBCONTRACTORS BY THE GENERAICTNTRACU'R NCo'PLE E SETS I ORDER To ACT EVE THE L RE I ONT I I CUT SEA OUT D ALL MATERIALS AT EXTERI OR WALL FECTIPELPIsoaTEO FROM EACH OTHER LVANCoRRoS ON TIEN D MEN IS I IPR ECEDENCE OVER SCALED D IENS INS NOTIFY ARCH I ECTO DOZEN TF AN Y D SCREPAN I ES OR CONDIT INS RE.0 R NG IN11LMAI IIN IR IIN F111— I U, 11ILI OPEN CIA I WALLS FLOORS CEILINGS AND ROOFS AROUND DUCTS _ I AND ALL OTHER PENETRATIONS WITH FILLI AS SPECIFIED AND REQUIRED BY COD ES ENCLOSURES DUST SHIELDS AND WOLKOFF HATS 111 GOT P EXTERI LEFORTIONS — BULDINGSECTION A ENG NEE R I F AN y D SIR EPAN I E A OR I OND IT ON A REST R NG IF oRMAUT I I 1 E D D CONSTRUCTION FRO. EVENING DOOR SCHEDULE DOOR TYPES AND D- STRUCTURAL 5 DETALS SHOWN ARE INTENDEDTO BE INDICATIVE OF THE PROFTESANDTOPE m ENG NEER BEFORE PROCEED NGWTH THEWoR 6 ALL MANUFACTURED ARTICLES MATERIALS AND E.UOMENT SHALL BE APPLIED BRACING AND SHORING AS REQUIRED TO PROTECT EFISTING PROVIDE SECURE AND WEATHERPROOF ENCLOSURE OF ENTS FRO. DA=GE D=NG C`E.On'0N'ANE'CONSUR`U`C`TION NO I HEREBY CERTIFY THAI THIS PIN SPECIFICATION A I ON AND AS LULI LICENSED PROFES NA WS OF THE STATE OF MINNESOTA JASON HOEHN r 1IONP NSTALLED CONNECTED EREC o s IN IT ARCHITECT /ENGINEER BEFORE PROCEEDING WITH THE WORK FLOORS AND CEILINGS AND THEIR ASSOCIATED FINISHES SOLID WALL BACKNG WTH METAL OR FIRIRETARDANT MOD uuuH HPuwuPueeOIH PavuPLLel uve, eumveHe,HOLD ENS E2 FIRST FLOOR PGK- 02/23/,8 111 NO 40422 1-11LIAILD RISER DIAGRAM HEREBY CERT FYTHAT TH SPIN SPEC F CAT ON OR REPORT WAS PREPARED By ME 'OR UNDER My ABBREVIATIONS aoxnxuxsma� aoP„aEo��EMONOM� nALADSERAYTNOPICEDIN' a 4-7 L.wvanixrEnvux. Zo N�No MATERIALS KEY RICANsu TION ICA CONCRETE C ON,INTERIOR, 111(SECTION) 0 RNULRFILL GRAVEL SHEATH NC ICIO INsouATION PLYWO0° S N° STEEL vNTHETI��uCC0 0° TAGS AND SYMBOLS SECTIo6 SECT ONNUMBER XX aoo666M6E65 INNARooM°OOR R ELEJATIO6 SHEET NUM6ER INAROOM —L EFEECATIONNUM6ERs IMIND—TYPE ® (ALTERNA1TNE) �.�`� SH ETNUM6 R 4 DELALNUBER GRADS ETER C x DETAIL CALOUT AREA OFDETAILREASION ELEVATION . �,00-0° 6A�R6T6LE VIEW NAME z STRUCTION GRADS�� E6 ROME ATEoFMEEEJECT UNDER THE ws of THE EREMywesEN 451 —111 o°PLI�TE IROJEOT HUTCHINSON MUNICIPAL AIRPORT T-HANGAROR HUTCHINSON MINNESOTA SCHEDULE „T2 MME DE—LED .1 1 POP PROJECT INDEX: REM -ED OF 02RE"a OWNER: CITY OF HUTCHINSON 11 HASSAN ST SE HUTCHINSON, MINNESOTA 55350 PHONE #620-694-2692 PROJECT ADDRESS: HUTCHINSON MUNICIPAL AIRPORISHEETINDEX, 1700 BUTLER FIELD DR SW HUTCHINSON, MINNESOTA 55350 MANAGING OFFICE: MANKATO OFFICE 115 EAST HICKORY ST. SUITE 300 MANKATO, MN 56001 PHONE: 507.387.6651 FAX 507.387.3583 PROJECT MANAGER: CHRIS ADAMS EMAIL: chns.atlams�js-grp D TITLE TITLE SHEET, PROJECT GENERAL NOTES LEEL w ■ - 1-10 1O M EF 1� - � �m =� LLILL � L �''IENK PVo7Pow? RealPe.SoiuUons. DOOR TO-o goo'-o" —IT=----_ --- ----_ ---_ _ ---_ _---+---_ _-- _--- _--- _---- --- _----_---=----_ ------_-- SP OF FOOT NG n D DOOR By �1 NORTH ELEVATION BUILDING MCNITFACTURER eulEowcnnnmuFnc7ueEe o^ V 1/8"-1_oEFs_��. B--- C T.o EAVE nIIIIIIIIIIIIIIIIIII�irT,��� d 11 a' -s" 11, os UPus WEST ELEVATION �'6'BI-FOLD oOORy—� 226I -FOLD DOOR D NO NANUFACTURER 3 SOUTH ELEVATIONp C B EF-° A 1/8" -1-0 ,. .. /LOT EAVE EF 11 'bT.0. D00 R TRUSS n EFF 117'-0" V EIRST QOR 160'_0" OF FOOTING n 96'-0" V �s 1919.1 j_l'T OEAVE CENSED ARCH TECT UNDER THE -Y- OFTHE niE of nnlnlnl OUC JEREMY W EISEN DATE 0 451 HUTCHINSON MUNICIPALFFFTFT AIRPORT T -HANGAR HUTCHINSON MINNESOTA DOOR TRUSSn 117-0 FE 17 p ON T FOR lu- FIRST FLOOR IT -0" V I 100'ING OP OF FOOT — J REMSION SCHEDULE DESCRIPTION BY EXTERIOR FINISH SCHEDULE COLOR COMMENTS BE SELECTED BY OMER T, T 6 E ES ® T5 3 2 EF 6 EF T TI F- EF 1T s �111111111111111111111111111111111111111111111111111111111111111111 DESICNED .1 OCH -ED EY IRICINAL ISSUE —E 02/22/18 W �IIIIIIIIIIIIIIIIIIII�IIA111111�1�111111�1111G1�1111111111--/ ................................. ................................................. ---------- ---------- -----------.---------- ----------.,-.------.-.----------------------..----...--.�-...---....I, EF 1� - � �m =� LLILL � L �''IENK PVo7Pow? RealPe.SoiuUons. DOOR TO-o goo'-o" —IT=----_ --- ----_ ---_ _ ---_ _---+---_ _-- _--- _--- _---- --- _----_---=----_ ------_-- SP OF FOOT NG n D DOOR By �1 NORTH ELEVATION BUILDING MCNITFACTURER eulEowcnnnmuFnc7ueEe o^ V 1/8"-1_oEFs_��. B--- C T.o EAVE nIIIIIIIIIIIIIIIIIII�irT,��� d 11 a' -s" 11, os UPus WEST ELEVATION �'6'BI-FOLD oOORy—� 226I -FOLD DOOR D NO NANUFACTURER 3 SOUTH ELEVATIONp C B EF-° A 1/8" -1-0 ,. .. /LOT EAVE EF 11 'bT.0. D00 R TRUSS n EFF 117'-0" V EIRST QOR 160'_0" OF FOOTING n 96'-0" V �s 1919.1 j_l'T OEAVE CENSED ARCH TECT UNDER THE -Y- OFTHE niE of nnlnlnl OUC JEREMY W EISEN DATE 0 451 HUTCHINSON MUNICIPALFFFTFT AIRPORT T -HANGAR HUTCHINSON MINNESOTA DOOR TRUSSn 117-0 FE 17 p ON T FOR lu- FIRST FLOOR IT -0" V I 100'ING OP OF FOOT — J REMSION SCHEDULE DESCRIPTION BY 7-21172 DESICNED .1 OCH -ED EY IRICINAL ISSUE —E 02/22/18 EXTERIOR ELEVATIONS A2.11 OPTION #1 Project cost estimate 1,093,222 Federal share (90%) 983,900 MnDOT Aeronautics (5%) 54,661 City of Hutchinson (5%) 54,661 Project funding 1,093,222 Current federal non -primary entitlement 8 35,054 Current balance 237,572 City of LeSueur repayment 50,000 City of Dodge Center repayment 50,000 City of Tracy transfer (due 2019) 150,000 Current federal non -primary available 487,572 * Current federal non -primary deficit 496,328 2019 AIP entitlement transfer repayment (150,000) 2020 AIP entitlement transfer repayment (150,000) 2021 AIP entitlement transfer repayment (150,000) 2022 AIP entitlement transfer repayment (150,000) 2023 AIP entitlement transfer repayment (46,328) AIP entitlement transfer repayment ('20-'23) (496,328) Con- Design City Project struction fees Const fees admin costs Civil 438, 8 35,054 2,335 510,587 Building construction 500,000 39,970 665 582,635 Total 938,170 74,998 75,054 5,000 1,093,222 We would need to find airports willing to transfer AIP entitlement dollars to us for repayment in 2020-2022. It would make the most sense for the City to cover the $46,328, as it may be easier to find airports willing to transfer $450,000 of entitlement. It is likely the $46,328 amount could be reduces, since there is some contingency built into the project cost estimate. OPTION #2 Project cost estimate (Civil only) 510,587 Federal share (90%) 459,527 MnDOT Aeronautics (5%) 25,530 City of Hutchinson (5%) 25,530 Project funding 510,587 Current federal non -primary entitlement Current balance 237,572 City of LeSueur repayment 50,000 City of Dodge Center repayment 50,000 City of Tracy transfer (due 2019) 150,000 Current federal non -primary available 487,572 * Current federal non -primary SURPLUS (28,045) 2019 AIP entitlement transfer repayment (150,000) AIP entitlement transfer repayment ('20-'23) Building costs 582,635 Building inflation costs 2018-2022 77,365 Total building costs 660,000 Federal share (90%) 594,000 MnDOT Aeronautics (5%) 33,000 City of Hutchinson (5%) 33,000 Project funding 660,000 2019 AIP entitlement 150,000 2019 City of Tracy repayment (150,000) 2020 AIP entitlement 150,000 2021 AIP entitlement 150,000 2022 AIP entitlement 150,000 Entitlement balance 2022: 450,000 2022 entitlement deficit 144,000 Con- Design City Project struction fees Co�fees admin costs Civil 438,170 35,028 , 510,587 582,635 1,093,222 In the future, we would need to find an airport willing to transfer AIP entitlement dollars to us for future repayment. Assuming future project costs inflate at 3% per year, building costs would be estimated at $660,000. Considering repayment due to Tracy in 2019, it would take until 2022 to build up the City's AIP entitlement balance to $450,000. At that time, it would be necessary to find willing airports to transfer $144,000 of AIP funding, which would need to be paid back in 2023. Request for FAA Approval of Agreement for Transfer of Entitlements In accordance with 49 USC § 47117(c)(2), Name of Transferring Sponsor: CITY OF LE SUEUR, MN hereby waives receipt of the following amount of funds apportioned to it under 49 USC § 47117(c) for the: Name of Transferring Airport (and Locid): LE SUEUR MUNICIPAL (K12Y) for each fiscal year listed below: Entitlement Type (Passenger, Cargo or Nonprimary) Fiscal Year Amount NONPRIMARY 2016 $10,071 NONPRIMARY 2017 $39,929 Total $50,000 The Federal Aviation Administration has determined that the waived amount will be made available to: Name of Airport (and Locid) Receiving Transferred Entitlements: HUTCHINSON MUNICIPAL (KHCD) Name of Receiving Airport's Sponsor: CITY OF HUTCHINGON, MN a public use airport in the same state or geographical areas as the transferring airport for eligible projects under 49 USC § 47104(a). The waiver expires on the earlier of NOVEMBER 1 2018 (date) or when the availability of apportioned funds lapses under 49 USC § 47117(b). For the United States of America, Federal Aviation Administration: Signature: Name: Title: Date: FAA Form 5100-110 (1/16) SUPERSEDES PREVIOUS EDITION Page 1 Certification of Transferring Sponsor I declare under penalty of perjury that the foregoing is true and correct. I understand that knowingly and willfully providing false information to the federal government is a violation of 18 USC § 1001 (False Statements) and could subject me to fines, imprisonment, or both. Executed on this 9th day of February 2018. Name of Sponsor: CITY OF LE SUEUR, MN Name of Sponsor's Authorized Official: JASPER KRUGGEL Title of Sponsor's Authorized Official: CITY ADMINISTRATOR Signature of Sponsor's Authorized Official: Certificate of Transferring Sponsor's Attorney 1-" 1, 'U "', Gil ✓,- A Cc, V � (, ( -, acting as Attorney for the Sponsor do hereby cern Vy that in my opinion the Sponsor is empowered to enter into the foregoing Agreement under the laws of the state of k ( tA.- 41 � -04 .91 . Further, I have examined the foregoing Agreement and the actions taken by said Sponsor and Sponsor's official representative has been duly authorized and that the execution thereof is in all respects due and proper and in accordance with the laws of the said state and 49 USC § 47101, et seq. Dated at L--? (City, State), this _ i p__?,( day of re b rLA,2f Signature of Sponsor's Attorney: N c>/1Xn FAA Form 5100-110 (1/16) SUPERSEDES PREVIOUS EDITION Page 2 QBOLTON Real People. Real Solutions. FY 2017-2019 DBE Program Update Hutchinson Municipal Airport (HCD) City of Hutchinson, MN Submitted by: Bolton & Menk, Inc. 12224 Nicollet Avenue Burnsville, MN 55337 P: 952-890-0509 F: 952-890-8065 49 CFR PART 26 Rev. July 29, 2016 City of Hutchinson DBE PROGRAM 2017-2019 POLICY STATEMENT Section 26.1, 26.23 Objectives/Policy Statement The City of Hutchinson owner of Hutchinson Municipal Airport - Butler Field has established a Disadvantaged Business Enterprise (DBE) Program in accordance with regulations of the U.S. Department of Transportation (DOT), 49 CFR Part 26. The City of Hutchinson has received Federal financial assistance from the Department of Transportation, and as a condition of receiving this assistance, the City of Hutchinson has signed an assurance that it will comply with 49 CFR Part 26. It is the policy of the City of Hutchinson to ensure that DBEs as defined in Part 26, have an equal opportunity to receive and participate in DOT—assisted contracts. It is also our policy: 1. To ensure nondiscrimination in the award and administration of DOT- assisted contracts; 2. To create a level playing field on which DBEs can compete fairly for DOT -assisted contracts; 3. To ensure that the DBE Program is narrowly tailored in accordance with applicable law; 4. To ensure that only firms that fully meet 49 CFR Part 26 eligibility standards are permitted to participate as DBEs; 5. To help remove barriers to the participation of DBEs in DOT assisted contracts; 6. To promote the use of DBEs in all types of federally -assisted contracts and procurement activities; 7. To assist the development of firms that can compete successfully in the marketplace outside the DBE Program; and 8. To provide appropriate flexibility to recipients of Federal financial assistance in establishing and providing opportunities for DBEs. John Olson has been delegated as the DBE Liaison Officer. In that capacity, the DBE Liaison Officer is responsible for implementing all aspects of the DBE program. Implementation of the DBE program is accorded the same priority as compliance with all other legal obligations incurred by the City of Hutchinson in its financial assistance agreements with the Department of Transportation. The City of Hutchinson has disseminated this policy statement to the City Council of the City of Hutchinson and all of the components of our organization. We have distributed this statement to DBE and non -DBE business communities that perform work for us on DOT -assisted contracts. We have informed the general public and business community of this DBE program and goal through publication. We have further informed the business community that works on DOT -assisted contracts through the inclusion of DBE goal requirements into project bidding/contract documents. DBE reporting documentation is included as an attachment to this policy. John Olson, DBE Liaison Officer Date Prepared by: Bolton & Menk, Inc. Hutchinson Municipal Airport - Butler Field Page 1 49 CFR PART 26 SUBPART A — GENERAL REQUIREMENTS Rev. July 29, 2016 Section 26.1 Objectives The objectives are found in the policy statement on the first page of this program. Section 26.3 Applicability The City of Hutchinson is the recipient of Federal airport funds authorized by 49 U.S.C. 47101, etseq. Section 26.5 Definitions The City of Hutchinson will use terms in this program that have the meaning defined in Section 26.5. Section 26.7 Non-discrimination Requirements The City of Hutchinson will never exclude any person from participation in, deny any person the benefits of, or otherwise discriminate against anyone in connection with the award and performance of any contract covered by 49 CFR Part 26 on the basis of race, color, sex, or national origin. In administering its DBE program, the City of Hutchinson will not, directly or through contractual or other arrangements, use criteria or methods of administration that have the effect of defeating or substantially impairing accomplishment of the objectives of the DBE program with respect to individuals of a particular race, color, sex, or national origin. Section 26.11 Record Keeping Requirements Reporting to DOT: 26.11 (b) You must continue to provide data about your DBE Program to the Department as directed by DOT operating administrations. We will report DBE participation to DOT/FAA as follows: We will transmit to FAA annually on December 1, the "Uniform Report of DBE Awards or Commitments and Payments" form, found in Appendix B to this part. We will also report the DBE contractor firm information either on the FAA DBE Contractor's Form or other similar format. We will begin using the revised Uniform Report of DBE Awards or Commitments and Payments for reporting FY 2015 reports due December 1, 2015. Bidders List: 26.11(c) The City of Hutchinson will create and maintain a bidders list. The purpose of the list is to provide as accurate data as possible about the universe of DBE and non -DBE contractors and subcontractors who seek to work on our DOT -assisted contracts for use in helping to set our overall goals. The bidders list will include the name, address, DBE and non -DBE status, age of firm, and annual gross receipts of firms. We will collect this information using the attached form in Attachment 3 (Bidders List Collection Form). Prepared by: Bolton & Menk, Inc. Page 2 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 Section 26.13 Federal Financial Assistance Agreement The City of Hutchinson has signed the following assurances, applicable to all DOT -assisted contracts and their administration: Assurance: 26.13(a) - Each financial assistance agreement the City of Hutchinson signs with a DOT operating administration (or a primary recipient) will include the following assurance: The City of Hutchinson shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of any DOT -assisted contract or in the administration of its DBE program or the requirements of 49 CFR part 26. The City of Hutchinson shall take all necessary and reasonable steps under 49 CFR part 26 to ensure nondiscrimination in the award and administration of DOT -assisted contracts. The City of Hutchinson's DBE program, as required by 49 CFR part 26 and as approved by DOT, is incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to carry out its terms shall be treated as a violation of this agreement. Upon notification to the City of Hutchinson of its failure to carry out its approved program, the Department may impose sanctions as provided for under 49 CFR part 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq. ). Contract Assurance: 26.13b — The City of Hutchinson will ensure that the following clause is included in each contract we sign with a contractor and each subcontract the prime contractor signs with a subcontractor: The contractor, sub recipient or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR part 26 in the award and administration of DOT -assisted contracts. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as the City of Hutchinson deems appropriate, which may include, but is not limited to: (1) Withholding monthly progress payments; (2) Assessing sanctions; (3) Liquidated damages; and/or (4) Disqualifying the contractor from future bidding as non -responsible. SUBPART B - ADMINISTRATIVE REQUIREMENTS Section 26.21 DBE Program Updates The City of Hutchinson is required to have a DBE program meeting the requirements of this part as it will receive grants for airport planning or development and will award prime contracts, cumulative total value of which exceeds $250,000 in FAA funds in a federal fiscal year. We are not eligible to receive DOT financial assistance unless DOT has approved our DBE program and we are in compliance with it and this part. We will continue to carry out our program until all funds from DOT financial assistance have been expended. We do not have to submit regular updates of our program, as long as we remain in compliance. However, we will submit significant changes in the program for approval. Section 26.23 Policy Statement The Policy Statement is elaborated on the first page of this DBE Program. Section 26.25 DBE Liaison Officer (DBELO) We have designated the following individual as our DBE Liaison Officer: Prepared by: Bolton & Menk, Inc. Page 3 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 John Olson DBE Liaison Officer HATS 1400 Adams Street Hutchinson, MN 55350 (651) 366-3073 jolson@ci.hutchinson.mn.us In that capacity, the DBELO is responsible for implementing all aspects of the DBE program and ensuring that the City of Hutchinson complies with all provision of 49 CFR Part 26. The DBELO has direct, independent access to the [indicate chief executive officer of City of Hutchinson concerning DBE program matters. An organization chart displaying the DBELO's position in the organization is found in Attachment 2 to this program. The DBELO is responsible for developing, implementing and monitoring the DBE program, in coordination with other appropriate officials. The DBELO has a staff to assist in the administration of the program. The duties and responsibilities include the following: 1. Gathers and reports statistical data and other information as required by DOT. 2. Reviews third party contracts and purchase requisitions for compliance with this program. 3. Works with all departments to set overall annual goals. 4. Ensures that bid notices and requests for proposals are available to DBEs in a timely manner. 5. Identifies contracts and procurements so that DBE goals are included in solicitations (both race -neutral methods and contract specific goals) and monitors results. 6. Analyzes City of Hutchinson's progress toward attainment and identifies ways to improve progress. 7. Participates in pre-bid meetings. 8. Advises the CEO\governing body on DBE matters and achievement. 9. Chairs the DBE Advisory Committee. 10. Determine contractor compliance with good faith efforts. 11. Provides DBEs with information and assistance in preparing bids, obtaining bonding and insurance. 12. Plans and participates in DBE training seminars. 13. Acts as liaison to the Uniform Certification Process. 14. Provides outreach to DBEs and community organizations to advise them of opportunities. Prepared by: Bolton & Menk, Inc. Page 4 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 15. Maintains the agency's updated directory on certified DBEs. Section 26.27 DBE Financial Institutions It is the policy of the City of Hutchinson to investigate the full extent of services offered by financial institutions owned and controlled by socially and economically disadvantaged individuals in the community, to make reasonable efforts to use these institutions, and to encourage prime contractors on DOT -assisted contracts to make use of these institutions. Section 26.29 Prompt Payment Mechanisms The City of Hutchinson has established, as part of its DBE Program, a contract clause to require prime contractors to pay subcontractors for satisfactory performance of their contracts no later than 30 days from receipt of each payment you make to the prime contractor. We will ensure prompt and full payment of retainage from the prime contractor to the subcontractor within 30 days after the subcontractor's work is satisfactorily completed. We will use one of the following methods to comply with this requirement: Hold retainage from prime contractors and provide for prompt and regular incremental acceptances of portions of the prime contract, pay retainage to prime contractors based on these acceptances, and require a contract clause obligating the prime contractor to pay all retainage owed to the subcontractor for satisfactory completion of the accepted work within 30 days after your payment to the prime contractor. The City of Hutchinson will consider a subcontractor's work is satisfactorily completed when all the tasks called for in the subcontract have been accomplished and documented as required by the City of Hutchinson. When City of Hutchinson has made an incremental acceptance of a portion of a prime contract, the work of a subcontractor covered by that acceptance is deemed to be satisfactorily completed. The City of Hutchinson will provide appropriate means to enforce the requirements of this section. These means include: The City of Hutchinson will include the following clause in each DOT -assisted prime contract: The prime contractor agrees to pay each subcontractor under this prime contract for satisfactory performance of its contract no later than 30 days from the receipt of each payment the prime contractor receives from City of Hutchinson. The prime contractor agrees further to return retainage payments to each subcontractor within 30 days after the subcontractors work is satisfactorily completed. Any delay or postponement of payment from the above referenced timeframe may occur only for good cause following written approval of the City of Hutchinson. This clause applies to both DBE and non -DBE subcontractors. The City of Hutchinson has also established, as part of our DBE program, the following mechanisms to ensure prompt payment: Prepared by: Bolton & Menk, Inc. Page 5 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 (1) A contract clause that requires prime contractors to include in their subcontracts language providing that prime contractors and subcontractors will use appropriate alternative dispute resolution mechanisms to resolve payment disputes. You may specify the nature of such mechanisms. (2) A contract clause providing that the prime contractor will not be reimbursed for work performed by subcontractors unless and until the prime contractor ensures that the subcontractors are promptly paid for the work they have performed. (3) Other mechanisms, consistent with this part and applicable state and local law, to ensure that DBEs and other contractors are fully and promptly paid. Section 26.31 Directory The City of Hutchinson uses the State of MN DBE directory, maintained by the State. The directory lists the firm's name, address, phone number, and the type of work the firm has been certified to perform as a DBE. In addition, the directory lists each type of work for which a firm is eligible to be certified by using the most specific NAICS code available to describe each type of work. The state of Minnesota revises the directory annually. We make the Directory available as follows: Mn/DOT Office of Civil Rights 395 John Ireland Boulevard St. Paul, MN 55155-1899 (651) 366-3073 The Directory may be found at http://www.dot.gov/osdbu/disadvantaged-business-enterprise/state- dot-and-dbe-program-websites Section 26.33 Over -concentration The City of Hutchinson has not identified that over -concentration exists in the types of work that DBEs perform. Section 26.35 Business Development Programs The City of Hutchinson has not established a business development program. Section 26.37 Monitoring and Enforcement Mechanisms The City of Hutchinson will take the following monitoring and enforcement mechanisms to ensure compliance with 49 CFR Part 26. 1. We will bring to the attention of the Department of Transportation any false, fraudulent, or dishonest conduct in connection with the program, so that DOT can take the steps (e.g., referral to the Department of Justice for criminal prosecution, referral to the DOT Inspector General, action under suspension and debarment or Program Fraud and Civil Penalties rules) provided in 26.107. 2. We will implement similar action under our own legal authorities, including responsibility determinations in future contracts. Attachment 7 lists the regulation, provisions, and contract Prepared by: Bolton & Menk, Inc. Page 6 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 remedies available to us in the events of non-compliance with the DBE regulation by a participant in our DBE Program. 3. We will implement a monitoring and enforcement mechanism to ensure that work committed to DBEs at contract award or subsequently (i.e., as the result of modification to the contract) is actually performed by the DBEs to which the work was committed. 4. We will implement a monitoring and enforcement mechanism that will include written certification that we have reviewed contracting records and monitored work sites for this purpose. 5. We will implement a mechanism that will provide for a running tally of actual DBE attainments (e.g., payment actually made to DBE firms), including a means of comparing these attainments to commitments. In our reports of DBE participation to DOT, we will show both commitments and attainments, as required by the DOT uniform reporting form. Section 26.39 Fostering small business participation. The City of Hutchinson has created a Small Business element to structure contracting requirements to facilitate competition by small business concerns, taking all reasonable steps to eliminate obstacles to their participation, including unnecessary and unjustified bundling of contract requirements that may preclude small business participation in procurements as prime contractors or subcontractors. The City of Hutchinson's small business element is incorporated as Attachment 10 to this DBE Program. We will actively implement the program elements to foster small business participation; doing so is a requirement of good faith implementation of our DBE program. Prepared by: Bolton & Menk, Inc. Page 7 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 SUBPART C — GOALS. GOOD FAITH EFFORTS, AND COUNTING Section 26.43 Set -asides or Quotas The City of Hutchinson does not use quotas in any way in the administration of this DBE program. Section 26.45 Overall Goals The City of Hutchinson will establish an overall DBE goal covering a three-year federal fiscal year period if we anticipate awarding DOT/FAA funded prime contracts the cumulative total value of which exceeds $250,000 during any one or more of the reporting fiscal years within the three-year goal period. In accordance with Section 26.45(f) the City of Hutchinson will submit its Overall Three -Year DBE Goal to FAA by August 1st as required by the established schedule below. Airport Type Non -Primary (GAs, Relievers and State DOTs) Region Alaskan, Eastern, & Great Lakes Date Due (Goal Period) August 1, 2016 (2017/2018/2019) Next Goal Due (Goal Period) August 1, 2019 (2020/2021/2022) The DBE goals will be established in accordance with the 2 -step process as specified in 49 CFR Part 26.45. If the City of Hutchinson does not anticipate awarding DOT/FAA funded prime contracts the cumulative total value of which exceeds $250,000 during any of the years within the three-year reporting period, we will not develop an overall goal; however, this DBE Program will remain in effect and the City of Hutchinson will seek to fulfill the objectives outlined in 49 CFR Part 26.1. (c) Step 1. The first step is to determine the relative availability of DBEs in the market area, "base figure". We will use the state DBE Directories and Census Bureau Data, as a method to determine our base figure. The second step is to adjust the "base figure" percentage from Step 1 so that it reflects as accurately as possible the DBE participation the recipient would expect in the absence of discrimination based on past participation, a disparity study and/or information about barriers to entry to past competitiveness of DBEs on Contracts. 26.45 (g)(1) In establishing the overall goal, the City of Hutchinson will provide for consultation and publication. This includes consultation with minority, women's and general contractor groups, community organizations, and other officials or organizations which could be expected to have information concerning the availability of disadvantaged and non -disadvantaged businesses, the effects of discrimination on opportunities for DBEs, and the City of Hutchinson efforts to establish a level playing field for the participation of DBEs. The consultation will include a scheduled, direct, interactive exchange (e.g., a face-to-face meeting, video conference, teleconference) with as many interested stakeholders as possible focused on obtaining information relevant to the City of Hutchinson's goal setting process, and it will occur before we are required to submit our goal methodology to the operating administration for review pursuant to paragraph (f) of this section. We will document in our Prepared by: Bolton & Menk, Inc. Page 8 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 goal submission the consultation process that we engaged in. Notwithstanding paragraph (f)(4) of this section, we will not implement our proposed goal until we have complied with this requirement. Following consultation, the City of Hutchinson will publish a notice announcing our proposed overall goal and it's rationale are available for inspection during normal business hours at HATS, 1400 Adams Street, Hutchinson, MN 55350 for 30 days following the date of notice, and informing the public that the City of Hutchinson and DOT/FAA will accept comments on the goals for 30 days from the date of the notice. Notice will be issued in general circulation media and available minority -focus media and trade publications, and/or websites. Notice of the comment period will include the addresses to which comments may be sent and where the proposal may be reviewed. Our Overall Three -Year DBE Goal submission to DOT/FAA will include a summary of information and comments received, if any, during this public participation process and our responses. We will begin using our overall goal on October 1 of the reporting period, unless we have received other instructions from DOT. Section 26.45 (e) - Project Goals If we establish a goal on a project basis, we will begin using our goal by the time of the first solicitation for a DOT -assisted contract for the project. Section 26.45(f) - Prior Operating Administration Concurrent The City of Hutchinson understands that we are not required to obtain prior operating administration concurrence with our overall goal. However, if the operating administration's review suggests that our overall goal has not been correctly calculated or that our method for calculating goals is inadequate, the operating administration may, after consulting with us, adjust our overall goal or require that we do so. The adjusted overall goal is binding. In evaluating the adequacy or soundness of the methodology used to derive the overall goal, the U.S. DOT operating administration will be guided by the goal setting principles and best practices identified by the Department in guidance issued pursuant to § 26.9. A description of the methodology to calculate the overall goal and the goal calculations can be found in Attachment 5 to this program. Section 26.47 Failure to meet overall goals. The City of Hutchinson will maintain an approved DBE Program and overall DBE goal, if applicable as well as administer our DBE Program in good faith to be considered to be in compliance with this part. If the City of Hutchinson awards and commitments shown on our Uniform Report of Awards or Commitments and Payments at the end of any fiscal year are less than the overall goal applicable to that fiscal year, we will do the following in order to be regarded by the Department as implementing your DBE Program in good faith: (1) Analyze in detail the reasons for the difference between the overall goal and our awards and commitments in that fiscal year; (2) Establish specific steps and milestones to correct the problems we have identified in our analysis and to enable us to meet fully your goal for the new fiscal year; Prepared by: Bolton & Menk, Inc. Page 9 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 Section 26.51(a -c) Breakout of Estimated Race -Neutral & Race -Conscious Participation (a) The City of Hutchinson will meet the maximum feasible portion of its overall goal by using race - neutral means of facilitating race -neutral DBE participation. Race -neutral DBE participation includes any time a DBE wins a prime contract through customary competitive procurement procedures or is awarded a subcontract on a prime contract that does not carry a DBE contract goal. Section 26.51(d -g) Contract Goals The City of Hutchinson will arrange solicitations, times for the presentation of bids, quantities, specifications, and delivery schedules in ways that facilitate participation by DBEs and other small businesses and by making contracts more accessible to small businesses, by means such as those provided under § 26.39. We will establish contract goals only on those DOT -assisted contracts that have subcontracting possibilities. We need not establish a contract goal on every such contract, and the size of contract goals will be adapted to the circumstances of each such contract (e.g., type and location of work, availability of DBEs to perform the particular type of work). We will express our contract goals as a percentage of the total amount of a DOT -assisted contract. Section 26.53 Good Faith Efforts Procedures Demonstration of Rood faith efforts (26.53(a) & (c The obligation of the bidder/offeror is to make good faith efforts. The bidder/offeror can demonstrate that it has done so either by meeting the contract goal or documenting good faith efforts. Examples of good faith efforts are found in Appendix A to Part 26. John Olson, the DBE Liaison Officer is responsible for determining whether a bidder/offeror who has not met the contract goal has documented sufficient good faith efforts to be regarded as Responsive. We will ensure that all information is complete and accurate and adequately documents the bidder/offeror's good faith efforts before we commit to the performance of the contract by the bidder/offeror. Information to be submitted (26.53(b)) In our solicitations for DOT/FAA-assisted contracts for which a contract goal has been established, we will require the following: (1) Award of the contract will be conditioned on meeting the requirements of this section; (2) All bidders or offerors will be required to submit the following information to the recipient, at the time provided in paragraph (b)(3) of this section: (i) The names and addresses of DBE firms that will participate in the contract; (ii) A description of the work that each DBE will perform. To count toward meeting a goal, each DBE firm must be certified in a NAICS code applicable to the kind of work the firm would perform on the contract; (iii) The dollar amount of the participation of each DBE firm participating; Prepared by: Bolton & Menk, Inc. Page 10 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 (iv) Written documentation of the bidder/offeror's commitment to use a DBE subcontractor whose participation it submits to meet a contract goal; and (v) Written confirmation from each listed DBE firm that it is participating in the contract in the kind and amount of work provided in the prime contractor's commitment. (vi) If the contract goal is not met, evidence of good faith efforts (see Appendix A of this part). The documentation of good faith efforts must include copies of each DBE and non - DBE subcontractor quote submitted to the bidder when a non -DBE subcontractor was selected over a DBE for work on the contract; and (3) We will require that the bidder/offeror present the information required by paragraph (b)(2) of this section: [Select either responsiveness or responsible option] Under sealed bid procedures, as a matter of responsiveness, or with initial proposals, under contract negotiation procedures; Administrative reconsideration (26.53(d)) Within 5 business days of being informed by City of Hutchinson that has not documented sufficient good faith efforts, a bidder/offeror may request administrative reconsideration. Bidder/offerors should make this request in writing. The reconsideration official will not have played any role in the original determination that the bidder/offeror did not document sufficient good faith efforts. As part of this reconsideration, the bidder/offeror will have the opportunity to provide written documentation or argument concerning the issue of whether it met the goal or made adequate good faith efforts to do so. The bidder/offeror will have the opportunity to meet in person with our reconsideration official to discuss the issue of whether it met the goal or made adequate good faith efforts to do. We will send the bidder/offeror a written decision on reconsideration, explaining the basis for finding that the bidder did or did not meet the goal or make adequate good faith efforts to do so. The result of the reconsideration process is not administratively appealable to the Department of Transportation. Good Faith Efforts when a DBE is replaced on a contract (26.53(f)) The City of Hutchinson will require a contractor to make good faith efforts to replace a DBE that is terminated or has otherwise failed to complete its work on a contract with another certified DBE, to the extent needed to meet the contract goal. We will require the prime contractor to notify the DBE Liaison officer immediately of the DBE's inability or unwillingness to perform and provide reasonable documentation. In this situation, we will require the prime contractor to obtain our prior approval of the substitute DBE and to provide copies of new or amended subcontracts, or documentation of good faith efforts. We will provide such written consent only if we agree, for reasons stated in our concurrence document, that the prime contractor has good cause to terminate the DBE firm. For purposes of this paragraph, good cause includes the following circumstances: (1) The listed DBE subcontractor fails or refuses to execute a written contract; Prepared by: Bolton & Menk, Inc. Page 11 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 (2) The listed DBE subcontractor fails or refuses to perform the work of its subcontract in a way consistent with normal industry standards. Provided however, that good cause does not exist if the failure or refusal of the DBE subcontractor to perform its work on the subcontract results from the bad faith or discriminatory action of the prime contractor; (3) The listed DBE subcontractor fails or refuses to meet the prime contractor's reasonable, non-discriminatory bond requirements. (4) The listed DBE subcontractor becomes bankrupt, insolvent, or exhibits credit unworthiness; (5) The listed DBE subcontractor is ineligible to work on public works projects because of suspension and debarment proceedings pursuant to 2 CFR Parts 180, 215 and 1,200 or applicable state law; (6) We have determined that the listed DBE subcontractor is not a responsible contractor; (7) The listed DBE subcontractor voluntarily withdraws from the project and provides to us written notice of its withdrawal; (8) The listed DBE is ineligible to receive DBE credit for the type of work required; (9) A DBE owner dies or becomes disabled with the result that the listed DBE contractor is unable to complete its work on the contract; and (10) Other documented good cause that we have determined compels the termination of the DBE subcontractor. Provided, that good cause does not exist if the prime contractor seeks to terminate a DBE it relied upon to obtain the contract so that the prime contractor can self -perform the work for which the DBE contractor was engaged or so that the prime contractor can substitute another DBE or non -DBE contractor after contract award. Before transmitting to us its request to terminate and/or substitute a DBE subcontractor, the prime contractor must give notice in writing to the DBE subcontractor, with a copy to us, of its intent to request to terminate and/or substitute, and the reason for the request. The prime contractor must give the DBE five days to respond to the prime contractor's notice and advise us and the contractor of the reasons, if any, why it objects to the proposed termination of its subcontract and why we should not approve the prime contractor's action. If required in a particular case as a matter of public necessity (e.g., safety), we may provide a response period shorter than five days. In addition to post -award terminations, the provisions of this section apply to pre -award deletions of or substitutions for DBE firms put forward by offerors in negotiated procurements. If the contractor fails or refuses to comply in the time specified, our contracting office will issue an order stopping all or part of payment/work until satisfactory action has been taken. If the contractor still fails to comply, the contracting officer may issue a termination for default proceeding. Sample Bid Specification: The requirements of 49 CFR Part 26, Regulations of the U.S. Department of Transportation, apply to this contract. It is the policy of the City of Hutchinson to practice nondiscrimination Prepared by: Bolton & Menk, Inc. Page 12 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 based on race, color, sex, or national origin in the award or performance of this contract. All firms qualifying under this solicitation are encouraged to submit bids/proposals. Award of this contract will be conditioned upon satisfying the requirements of this bid specification. These requirements apply to all bidders/offerors, including those who qualify as a DBE. A DBE contract goal has been established for this contract. The bidder/offeror shall make good faith efforts, as defined in Appendix A, 49 CFR Part 26 (Attachment 1), to meet the contract goal for DBE participation in the performance of this contract. The bidder/offeror will be required to submit the following information: (1) the names and addresses of DBE firms that will participate in the contract; (2) a description of the work that each DBE firm will perform; (3) the dollar amount of the participation of each DBE firm participating; (4) Written documentation of the bidder/offeror's commitment to use a DBE subcontractor whose participation it submits to meet the contract goal; (5) Written confirmation from the DBE that it is participating in the contract as provided in the commitment made, and (6) if the contract goal is not met, evidence of good faith efforts. Section 26.55 Counting DBE Participation We will count DBE participation toward overall and contract goals as provided in 49 CFR 26.55. We will not count the participation of a DBE subcontract toward a contractor's final compliance with its DBE obligations on a contract until the amount being counted has actually been paid to the DBE. If the firm is not currently certified as a DBE in accordance with the standards of subpart D of this part at the time of the execution of the contract, we will not count the firm's participation toward any DBE goals, except as provided for in 26.87(j). SUBPART D — CERTIFICATION STANDARDS Section 26.61— 26.73 Certification Process City of Hutchinson will use the certification standards of Subpart D of Part 26 to determine the eligibility of firms to participate as DBEs in DOT -assisted contracts. To be certified as a DBE, a firm must meet all certification eligibility standards. We will make our certification decisions based on the facts as a whole. For information about the certification process or to apply for certification, firms should contact: Mn/DOT Office of Civil Rights 395 John Ireland Boulevard St. Paul, MN 55155-1899 (651) 366-3073 Our certification application forms and documentation requirements are found in Attachment 1 to this program. The Uniform Certification Form contained in the Final Rule, 49 CFR Part 26, dated 10/02/2014 as shown in Attachment 1. Prepared by: Bolton & Menk, Inc. Page 13 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 SUBPART E — CERTIFICATION PROCEDURES Section 26.81 Unified Certification Programs City of Hutchinson is the member of a Unified Certification Program (UCP) administered by [Name]. The UCP will meet all of the requirements of this section. [Attach a copy of the signed agreement page of the membership of the UCP between the Recipient and the UCP] SUBPART F — COMPLIANCE AND ENFORCEMENT Section 26.109 Information, Confidentiality, Cooperation and intimidation or retaliation We will safeguard from disclosure to third parties information that may reasonably be regarded as confidential business information, consistent with Federal, state, and local law. Notwithstanding any provision of Federal or state law, we will not release any information that may reasonably be construed as confidential business information to any third party without the written consent of the firm that submitted the information. This includes applications for DBE certification and supporting information. However, we will transmit this information to DOT in any certification appeal proceeding under § 26.89 of this part or to any other state to which the individual's firm has applied for certification under § 26.85 of this part. All participants in the Department's DBE program (including, but not limited to, recipients, DBE firms and applicants for DBE certification, complainants and appellants, and contractors using DBE firms to meet contract goals) are required to cooperate fully and promptly with DOT and recipient compliance reviews, certification reviews, investigations, and other requests for information. Failure to do so shall be a ground for appropriate action against the party involved (e.g., with respect to recipients, a finding of noncompliance; with respect to DBE firms, denial of certification or removal of eligibility and/or suspension and debarment; with respect to a complainant or appellant, dismissal of the complaint or appeal; with respect to a contractor which uses DBE firms to meet goals, findings of non -responsibility for future contracts and/or suspension and debarment). The City of Hutchinson, contractor, or any other participant in the program will not intimidate, threaten, coerce, or discriminate against any individual or firm for the purpose of interfering with any right or privilege secured by this part or because the individual or firm has made a complaint, testified, assisted, or participated in any manner in an investigation, proceeding, or hearing under this part. If we violate this prohibition, we are in noncompliance with this part. Prepared by: Bolton & Menk, Inc. Page 14 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 Attachment 1 Regulations: 49 CFR Part 26 or website link Attachment 2 Organizational Chart Attachment 3 Bidder's List Collection Form Attachment 4 DBE Directory or link to DBE Directory Attachment 5 Overall Goal Calculations Attachment 6 Demonstration of Good Faith Efforts or Good Faith Effort Plan - Forms 1 & 2 Attachment 7 DBE Monitoring and Enforcement Mechanisms Attachment 8 DBE Certification Application Form Attachment 9 Fostering Small Business Attachment 10 Small Business Element Program Prepared by: Bolton & Menk, Inc. Page 15 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 ATTACHMENT 1 Regulations: 49 CFR Part 26 Rev. July 29, 2016 DOT published Part 26 in the Federal Register on February 2, 1999, and it became effective March 4, 1999 (64 F.R. 5096). It made extensive revisions to DOT's DBE program, formally administered under 49 CFR Part 23. The Final Rule to 49 CFR Part 26 was published in the Federal Register, Volume 68, No. 115 on June 16, 2003. Four (4)) subsequent Final Rules to 49 CFR Part 26 were published in the Federal Register on April 2, 2007, April 3, 2009, February 3, 2010 and January 28, 2011 which made additional revisions to the regulation. The e -version of the regulations has combined all of these documents into one for easy reading. The e -CFR data is current as of January 11, 2017. http://www.ecfr.gov/cgi- bin/retrieveECFR?gp=&SI D=c557eOc662d8af4ad52a3 I b56b5bb2f2&n=49y1.0. 1. 1. 20&r=PART&tv=HTM L Prepared by: Bolton & Menk, Inc. Page 16 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 ATTACHMENT 2 ORGANIZATIONAL CHART City Council City Administrator City Engineer DBE Liaison Prepared by: Bolton & Menk, Inc. Hutchinson Municipal Airport - Butler Field Rev. July 29, 2016 Page 17 49 CFR PART 26 ATTACHMENT 3 Bidder's Collection Form DBE CERTIFICATE OF GOOD FAITH EFFORTS TITLE 49 CFR 26 Project Name: Prime Contractor: Low Bid: DBE Goal: 7.7% Total DBE Commitment: Rev. July 29, 2016 LIST YOUR SOLICITATION OF ALL SUBCONTRACTORS, SUPPLIERS, AND SERVICE PROVIDERS Subcontractor/Supplier/Service Provider DBE? Small Business ? ( as defined by § 26.65) Phone Dates, Method of Contact Description of Work Dollar Amount of Quote Yes No Yes No Letter Phone 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. (Make additional copies of this form as necessary) FORM TO BE COMPLETED AND SUBMITTED BY APPARENT LOW BIDDER WITHIN 5 DAYS OF BID OPENING Prepared by: Bolton & Menk, Inc. Page 18 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 ATTACHMENT 4 DBE DIRECTORY Rev. July 29, 2016 State DOT and DBE Program Websites: https://www.transportation.gov/civil- rights/disadvantaged-business-enterprise/state-dot-and-dbe-program-websites Prepared by: Bolton & Menk, Inc. Page 19 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 ATTACHMENT 5 Section 26.45: Overall DBE Three -Year Goal Methodology Rev. July 29, 2016 Section 26.45: Overall DBE Three -Year Goal Methodology Name of Recipient: City of Hutchinson Goal Period: FY -2017-2018 -2019— October 1, 2016 through September 30, 2019 Overall Three -Year Goal: 7.7%, to be accomplished through 7.7% RC and 0% RN Total dollar amount to be expended on DBE's: $1,100, 000.00 Describe the Number and Type of Projects that the airport anticipates awarding: City of Hutchinson Project(s) DBE Eligible Project Cost 2018: 8 Unit T -Hangar $1,100,000 Scott MN Total $1,100,000 Market Area: The market area was determined by selecting counties within a 50 -mile radius. Brown MN McLeod MN Scott MN Carver MN Meeker MN Sherburne MN Chippewa MN Nicollet MN Sibley MN Hennepin MN Redwood MN Stearns MN Kandiyohi MN Renville MN Wright MN Le Sueur MN Prepared by: Bolton & Menk, Inc. Page 20 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 Step 1. 26.45(c) Actual relative availability of DBE's The relative availability of DBE's has been calculated by dividing the total number of DBE's by the total number of All Firms = base figure for each project. The overall base figure for more than one project, adds all the project percentages together. NAICS Code Description % of Work # of Firms # of DBE's % DBE DBE Goal Setting - Weighted Calculation 236220 Building Construction 62.0% 307 21 6.8% 4.2% 237310 Construction 10.0% 84 14 16.7% 1.7% 237990 Ditch/ Drainage 1.0% 31 4 12.9% 0.1% 238210 Electrical 5.0% 537 11 2.0% 0.1% 238910 Site Prep 5.0% 290 21 7.2% 0.4% 484220 Trucking 2.0% 264 35 13.3% 0.3% 541330 Engineering 15.0% 415 27 6.5% 1.0% 100.0% 1928 133 6.9% 7.7% Step 2. 26.45(d): Adjustments to Step 1 base figure. After calculating a base figure of the relative availability of DBEs, evidence was examined to determine what adjustment (if any) was needed to the base figure in order to arrive at the overall goal. The last DBE goal for the City of Hutchinson was 4.6 percent. The City of Hutchinson has an excellent reputation for making a good faith effort or meeting DBE goals. In recognition of the City of Hutchinson policy regarding use of DBE's, the goal -setting calculations and available DBE firms, the City of Hutchinson as sponsors of the Hutchinson Municipal Airport - Butler Field accepts the DBE goal of 7.7 percent. Past History Participation Other data used to determine the adjustment to the base figure was the median of historical DBE accomplishments os follows: FY Totol Grant $ Amount DBE Gools Accomplishments Type of work RC RN Totol RC RN Totol FY 14 FY 15 4.6 0 4.6 9.6 0 9.6 Trucking FY 16 Prepared by: Bolton & Menk, Inc. Page 21 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 To arrive at an overall goal, we added our Step 1 base figure with our Step 2 adjustment figure and then averaged the total arriving at an overall goal of 7.7%. We feel this adjusted goal figure will accurately reflect DBE participation that can be achieved for the type of project work being awarded during this three-year period. Breakout of Estimated "Race and Gender Neutral" (RN) and "Race and Gender Conscious" (RC) Participation. 26.51(b) (1-9) The recipient will meet the maximum feasible portion of its overall goal by using RN means of facilitating DBE participation. [Use all the applicable RN measures that the recipient will use to increase DBE participation:] 1. Arranging solicitations, times for the presentation of bids, quantities, specifications, and delivery schedules in ways that facilitates DBE, and other small businesses, participation; 2. Providing assistance in overcoming limitations such as inability to obtain bonding or financing; 3. Carrying out information and communications programs on contracting procedures and specific contract opportunities; 4. Providing services to help DBE's and other small businesses improve long-term development, increase opportunities to participate in a variety of kinds of work, handle increasingly significant projects, and achieve eventual self-sufficiency; 5. Asist with distribution of MnDOT DBE directory, through electronic means, to the widest feasible universe of potential prime contractors; and 6. Through project opportunities, assist DBE's and other small businesses, to develop their capability to utilize emerging technology and conduct business through electronic media. The recipient estimates that in meeting its overall goal 7.7%, it will obtain 0% from RN participation and 7.7% through RC measures. The City of Hutchinson will adjust the estimated breakout of RN and RC DBE participation as needed to reflect actual DBE participation (see Section 26.51(f)) and track and report RN and RC participation separately. For reporting purposes, RN DBE participation includes, but is not necessarily limited to, the following: DBE participation through a prime contract obtained through customary competitive procurement procedures; DBE participation through a subcontract on a prime contract that does not carry a DBE goal, DBE participation on a prime contract exceeding a contract goal and DBE participation through a subcontract from a prime contractor that did not consider a firm's DBE status in making the award. PUBLIC PARTICIPATION Consultation: Section 26.45(g)(1). In establishing the proposed goal, consult with minority, women's and general contractor groups, community organizations who can share information on the availability of disadvantaged and non - disadvantaged businesses, the effects of discrimination on opportunities for DBE's and the recipients efforts to establish a level playing field for the participation of DBE's. Prepared by: Bolton & Menk, Inc. Page 22 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 In establishing the overall goal, the City of Hutchinson provided for consultation and publication. This included consultation with minority, women's and general contractor groups, community organizations, and other officials or organizations which could be expected to have information concerning the availability of disadvantaged and non -disadvantaged businesses, the effects of discrimination on opportunities for DBEs, and the City of Hutchinson's efforts to establish a level playing field for the participation of DBEs. Suggested language to use: The City of Hutchinson submits its overall DBE three-year goal to DOT on August 1 as required by the set schedule. Before establishing the overall goal, the City of Hutchinson has obtained information concerning the availability of disadvantaged and non -disadvantaged businesses, the effects of discrimination on opportunities for DBEs, and is aware of efforts to establish a level playing field for the participation of DBEs. Following the consultation, we will publish a notice in the Hutchinson Leader of the proposed overall goal, informing the public that the proposed goal and its rationale are available for inspection during normal business hours at the airport administration building for 30 days following the date of the notice, and informing the public that the City of Hutchinson and DOT will accept comments on the goals for 30 days from the date of the notice Our overall goal submission to DOT will include a summary of information and comments received during this public participation process and our responses, if any. Sample Public Notice Language: PUBLIC NOTICE The City of Hutchinson hereby announces its fiscal years 2017 through 2019 goal of 7.7 % for Disadvantaged Business Enterprise (DBE) airport construction Contracts. The proposed goals and rationale is available for inspection between 8:00 a.m. and 5:00 p.m., Monday through Friday at HATS, HATS, Hutchinson, MN 55350 for 30 days from the date of this publication. Comments on the DBE goal will be accepted for 30 days from the date of this publication and can be sent to the following: John Olson DBE Liaison Officer HATS 1400 Adams Street Hutchinson, MN 55350 320-234-4219 jolson@ci.hutchinson.mn.us AND Prepared by: Bolton & Menk, Inc. Page 23 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 Federal Aviation Administration Office of Civil Rights Staff Nancy Cibic FAA Great Lakes Regional Office 2300 E. Devon Ave., Rm. 440, AGL-9 Des Plaines, IL 60018 http://www.faa.gov/about/office_org/headquarters_offices/acr/bus_ent_program/ Contract Goals The City of Hutchinson will use contract goals to meet any portion of the overall goal that the recipient does not project being able to meet using RN means. Contract goals are established so that, over the period to which the overall goal applies, they will cumulatively result in meeting any portion of the recipient's overall goal that is not projected to be met through the use of RN means. The City of Hutchinson will establish contract goals only on those DOT -assisted contracts that have subcontracting possibilities. It need not establish a contract goal on every such contract, and the size of the contract goals will be adapted to the circumstances of each such contract (e.g., type and location of work and availability of DBE's to perform the particular type of work). We will express our contract goals as a percentage of the Federal share of a DOT -assisted contract. Prepared by: Bolton & Menk, Inc. Page 24 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 ATTACHMENT 6 Demonstration of Good Faith Efforts - Forms 1 & 2 Rev. July 29, 2016 DISADVANTAGED BUSINESS ENTERPRISE (DBE) UTILIZATION The undersigned bidder/offeror has satisfied the requirements of the bid specification in the following manner. (Please mark the appropriate box) ❑ The bidder/offeror is committed to minimum of _% DBE utilization on this contract. Documentation will be submitted within 5 days of the bid opening. ❑ The bidder/offeror, while unable to meet the DBE goal of _%, hereby commits to a minimum of % DBE utilization on this contract and also submits documentation, as an attachment demonstrating good faith efforts (GFE). ❑ The bidder/offeror is committed to allow for competition amongst small businesses and will document, as an attachment demonstrating good faith efforts (GFE) Bidder's/Offeror's Firm Name (Signature) (Title) FORM TO BE COMPLETED AND SUBMITTED WITH THE BID Prepared by: Bolton & Menk, Inc. Hutchinson Municipal Airport - Butler Field Page 25 49 CFR PART 26 DBE LETTER OF INTENT TITLE 49 CFR 26 Disadvantage Business Enterprise (This page shall be submitted for each DBE firm) Bidder/Offer: DBE Firm: DBE Contact Person: DBE Certifying Agency: CLASSIFICATION: DBE CATEGORY: Work item(s) to be performed by DBE Rev. July 29, 2016 Name: Address: City: State: Zip: DBE Firm: Address: City: State: Zip: Name: Phone: Expiration Date: Each DBE Firm shall submit evidence (such as a photocopy) of their certification status. ❑Prime Contractor ❑ Manufacturer ❑ Black American ElNative American ElAsian Pacific American Description of Work Item ❑ Subcontractor ❑ Joint Venture ❑ Supplier ElHispanic American ❑ Subcont. Asian American ❑Non -minority Women Cost Percentage of Total Contract The bidder/offeror is committed to utilizing the above-named DBE firm for the work described above in an effort to meet the project DBE goal of _%. The estimated participation is as follows: DBE contract amount: $ Percent of total contract: % AFFIRMATION: The above-named DBE firm affirms that it will perform the portion of the contract for the estimated dollar value as stated above. (Signature) (Title) In the event the bidder/offeror does not receive award of the prime contract, any and all representations in this Letter of Intent and Affirmation shall be null and void. FORM TO BE COMPLETED AND SUBMITTED BY APPARENT LOW BIDDER WITHIN 5 DAYS OF BID OPENING Prepared by: Bolton & Menk, Inc. Page 26 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 ATTACHMENT 7 DBE Monitoring and Enforcement Mechanisms Rev. July 29, 2016 The City of Hutchinson has available several remedies to enforce the DBE requirements contained in its contracts, including, but not limited to, the following: 1. Breach of contract action, pursuant to the terms of the contract; 2. Breach of contract action, pursuant to [insert State Code Section No.]; In addition, the Federal government has available several enforcement mechanisms that it may apply to firms participating in the DBE problem, including, but not limited to, the following: 1. Suspension or debarment proceedings pursuant to 49 CFR Part 26 2. Enforcement action pursuant to 49 CFR Part 31 3. Prosecution pursuant to 18 USC 1001. Prepared by: Bolton & Menk, Inc. Page 27 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 ATTACHMENT 8 DBE Certification Application Form (Form lost revised October 2, 2014) o Appendix UNIFORM ('LR7IFIC'ATION APPLICATION DISADVANTAGED BUSINESS ENTERPRISE (DBE) l AIRPORT CONCESSION DISADVAN'T'AGED BUSINESS ENTERPRISE (ACDBE) 49 L.F.R. Parts 23 and 26 Rev. July 29, 2016 1. Should I apply? You may be eligible to participate in the DBE/ACDBE program if: • The firm is a for-profit business that performs or seeks to perform transportation related work (or a canccssion activity) for a recipient of Federal Transit Administration, Federal I [ighway Administration, or Federal Aviation Administration funds. • The firm is at Icost 51% owned by a socially and economically disadvantaged individual(s) who also controls it. • The firm's disadvantaged owners are U.S. citizens or lawfully admitted permanent residents of the U.S. •'Phe firm meets the Small Business Administration's size standard and does not exceed $23.98 million in gross annual receipts for DBE ($56.42 million for ACDBEs). (Other size standmds apply for ACDBE that are banks/financial institutions, car rental companies, pay telephone firms, and automobile dealers.) 2. How do 1 apply? First time applicants for DBE. certification must complete and submit this certification application and related material to the certifying agency in your home state and participate in an on-site interview conducted by that agency. The attached document checklist can help you locate the items you need to submit to the agency with your completed application. If you fail to submit the required documents, your application may be delayed and/or denied. Firms already certified as a DBE do not have to complete this form, but may be asked by certifying agencies outside of your home state to provide a copy of your initial application form, supporting documents, and any other information you submitted to your home state to obtain certification or to any other state related to your certification. 3. Where can I send my application? [114SERT t)CP PARTICIPA1lNG Mt.MBER CONTACT d, Who will contact me about my application and what are the eligibility standards? The DBF and ACDBE programs require that all U.S. Department of Transportation (DOT) recipients of federal assistance participate in a statewide Unified Certification Program (UCP). The UCP is a one-stop certification program that eliminates the need for your fum to obtain certification from multiple certifying agencies within your state. The UCP is responsible For certifying firms and maintaining a database of certified DBEs and ACDBEs far DOT grantees, pursuant to the eligibility standards Found in 49 C.F.R. Parts 23 and 26. 5. Where can 1 Find more information? U.S. DOT haps://www.civiii ghts.doL.gov/(ThiS site provides useful links to the rules and regulations governing the DBEIACDBE program, questions and answers, and other pertinent information) SBA—Small Business Size Standards matched to the North American Industry Classification System (NAICS): bitp://www,ceiistis.gov/eos/www/mics(andhttpa/wwwsba.gnvlamtentltabl srttall-business-size-standards. In edlecling the inrormalion lcyucsLcd by this oim, the Uepurtmenl of 17anspuraltpn L l lepaumenq coalpli" with the provisions ,I the I ederal Freedom of hub' natiand Privacy Acts (5 U,S.0 552 :.d 552.1. Che I'dvacy Act plvvido comprehensive le,,t— ons lbr your per "l to Wrnati,,n /'his includes how iel'nr xca, is collectul. umd, disclosed, shnecl, and discarded, Your inlbnnation will not hedi90l 4 to third partiu without yaurcuc10.1 he inl'vnnalmn colleeled will he used solely to determine }.nr funis el 0hility Ie pnnidl le in the 1XIFWh l"I's Disadvantaged Rusin 5s timoquisa Program as defined m 49 CFR §26.5 and the Aigmrt Cunt..... Di dvaalagcd Business Enlcrpriec Program ns defined in 411k I R §2.3.3. You may review IX) r s c, a rktc Privacy Act Shaea-1 in the Pert Kul Regisier puhlishod on Api it 11. 2(an l45 lit 19477). Ilnder 49 CY R. §26.107. dated Fcbru.ry 2. 1999 and J.nua ry 28. 2011. il'at any 111ne. the Mranment ora recipient has reason hr helicve Ilett any persona, lir. has willfully and knowingly provided ilwu — iarurnuni,m or made false sr:dcnlcnl5. ds Mrsd—I nu, initi:dc suspension or debannent pnxccdni,, ngainsr the person or lion tinder 2 CFR Pral+ 180 and F 23a1a11d ugxtment. lake enfc— cot aclinn under 49 C I K. Part 31. Program Froud and Civil Remedies. and/or ,IcF the nu [,, rn the Dep3r011 fl1t of )usuw lbr cr.11nal p—caii- uitacr 13 I R.C..Intl 1. ,hi0 p.4fib1rs Like Yta1C111C1115 in Fcd-1 urk 1gra111S. Prepared by: Bolton & Menk, Inc. Page 28 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 ATTACHMENT 9 Rev. July 29, 2016 FOSTERING SMALL BUSINESS PARTICIPATION TITLE 49 CFR 26.39 (This page shall be submitted for each Small Business firm) In accordance with Section 26.39, detailed information shall be completed by the Prime Contractor for work items. The firms listed may or may not be certified DBE's. Bidder/Offer: Name: Address: City: Small Business Firm: Small Business Firm Address: _ City: Contact Person: Name: State: Zip: State: Zip: Phone: CERTIFICATION: Is the firm a Small Business as defined by Section 26.65 ❑ Yes ❑ No *Proof of eligibility may be requested CERTIFIED DBE: Is the firm a Certified DBE? ❑ Yes ❑ No Work item(s) Percentage of Total to be performed by Small Description of Work Item Cost Contract Business Firm The bidder/offeror is committed to utilizing the above-named Small Business firm for the work described above in an effort to foster Small Business participation. The estimated participation is as follows: Small Business contract amount: $ Percent of total contract: AFFIRMATION: The above-named Small Business firm affirms that it will perform the portion of the contract for the estimated dollar value as stated above. By: (Signature) (Title) In the event the bidder/offeror does not receive award of the prime contract, any and all representations in this Letter of Intent and Affirmation shall be null and void. FORM TO BE COMPLETED AND SUBMITTED BY APPARENT LOW BIDDER WITHIN 5 DAYS OF THE BID OPENING Prepared by: Bolton & Menk, Inc. Page 29 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 ATTACHMENT 10 SMALL BUSINESS ELEMENT A. Objective/Strategies Rev. July 29, 2016 Recognizing that the DBE Program goals are met through a mixture of race conscious and race neutral methods and, that by definition, DBE firms are small businesses; the Airport Sponsor seeks to implement a small business element into its current DBE policy. The Airport Sponsor is including this element to facilitate competition by and expand opportunities for small businesses. The Sponsor is committed to taking all reasonable steps to eliminate obstacles to small businesses that may preclude their participation in procurements as prime contractors or subcontractors. If necessary and where appropriate, the Sponsor will meet its objectives using a combination of the following methods and strategies: 1. Race -neutral small business set -asides: Where feasible, the Sponsor will establish a percentage of the total value of all project contracts over $1 million to be set aside for participation by small businesses on FAA - assisted contracts. A "set-aside" is the reserving of a contract or a portion of a contract exclusively for participation by small businesses. This encourages the prime contractors/ consultants set aside a portion of the value of each contract for participation by small businesses. A small business set-aside is open to all small businesses regardless of the owner's gender, race or geographic location. The prime contractor will review FAA -assisted purchases and contracts to assess the small business opportunities, giving consideration to the size and scope of each purchase or contract to establish the set aside percentage. This set aside is in addition to the DBE contract goals which may be required pursuant to applicable law or policy. 2. Multi-year design/build contracts: For larger "mega projects" that are compatible with the design/build procurement policy, the Sponsor will require the bidders on the prime contract to specify elements of the contract or specific subcontracts that are of a size that small business, including DBEs, can reasonably perform. 3. Unbundling larger projects: To meet the portion of the overall DBE goal through race -neutral measures, the Sponsor, where feasible, may "unbundle" projects or separate large contracts into smaller contracts which may be more suitable for small business participation. The Sponsor will conduct contract reviews on each FAA -assisted contract to determine whether portions of the project could be "unbundled" or bid separately. Similarly, the Sponsor will encourage its prime contractors or prime consultants to unbundle contracts to facilitate participation by small businesses. Prepared by: Bolton & Menk, Inc. Page 30 Hutchinson Municipal Airport - Butler Field 49 CFR PART 26 Rev. July 29, 2016 4. Continued outreach: The sponsor will continue to actively conduct outreach with organizations in accordance with procedures of the DBE program. B. Definitions 1. Small Business: A small business is a business that is independently owned and operated, is organized for profit, and is not dominant in its field. Depending on the industry, size standard eligibility is based on the average number of employees for the preceding twelve months or on sales volume averaged over a three-year period. Small businesses must meet the definitions specified in Section 3 of the Small Business Act and the Small Business Administration regulations implementing it (13 CFR Part 121). C. Implementation Schedule The Sponsor will implement this small business element within 6 months of FAA's approval of the update of the DBE plan. D. Assurances The Sponsor makes the following assurances: 1. Assurance that the program is authorized under state law; 2. Assurance that certified DBEs that meet the size criteria established under the program are presumptively eligible to participate in the program; 3. Assurance that there are no geographic preferences or limitations imposed on any federally assisted procurement included in the program; 4. Assurance that there are no limits on the number of contracts awarded to firms participating in the program but that every effort will be made to avoid creating barriers to the use of new, emerging, or untried businesses; 5. Assurance that steps will be taken to encourage those minority and women owned firms that are eligible for DBE certification to become certified; and 6. Assurance that the program is open to small businesses regardless of their location (i.e., that there is no local or other geographic preference). Prepared by: Bolton & Menk, Inc. Page 31 Hutchinson Municipal Airport - Butler Field HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Calling a Special Workshop Meeting for 4 pm on March 27 with the PAC Department: Administration LICENSE SECTION Meeting Date: 3/13/2018 Application Complete Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff New Business Time Requested (Minutes): 1 License Contingency Attachments: No BACKGROUND/EXPLANATION OFAGENDA ITEM: As has been previously discussed, there has been a desire for the Public Arts Commission (PAC) to conduct a workshop meeting with the City Council to discuss the public arts program, answer questions, share any concerns and opportunities, bounce ideas off each other and develop some sort of an agreement on what the focus and direction of the program should be for the next few years. BOARD ACTION REQUESTED: Approval of calling a special workshop meeting for 4 p.m. on March 27 with the Public Arts Commission Fiscal Impact: $ 0.00 Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: December 2017 Preliminary Financial Statements & Local Sales Tax Update Department: Finance LICENSE SECTION Meeting Date: 3/13/2018 Application Complete Contact: Andy Reid Agenda Item Type: Presenter: Reviewed by Staff Governance Time Requested (Minutes): 0 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: For Council review, attached are preliminary 2017 financial statements for the general and enterprise funds. Also attached is my narrative regarding the financial results of each fund. The last page of this report provides an update on the historical local sales tax and excise tax collected within the Water and Sewer funds. As a reminder, these funds are entirely dedicated to paying annual debt service. If not for this revenue source, both funds would have a significant cash deficit each year, most likely requiring user rate increases. Feel free to contact me with any questions. Thank you. BOARD ACTION REQUESTED: 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: 2017 Preliminary Financial Results GENERAL FUND SUMMARY The preliminary 2017 financial statement for the General fund currently contains a net surplus of $50,751. These results are preliminary and subject to change as we finalize the 2017 financial audit, however I do not anticipate any material adjustments. Actual Budget Variance % Used Total Revenues $12,662,255 $12,300,128 $362,127 102.9% Total Expenses $12,611,504 $12,800,128 $188,624 98.5% Net Revenue $ 50,751 $ (500,000) $550,751 Total revenues exceed budgeted expectations by $362,127 while total expenses are under budget by $188,624. We budgeted for a $500,000 deficit as we planned to use reserve funds to help finance the Aquatic Center construction costs. The $500,000 transfer was made in 2017 to the Capital Projects fund. Overall, it was a very good year for the General fund operations. If not for the aquatic center funding, the general fund would have a surplus of $550,751. Our 2017 fund balance represents 52.2% of the 2018 budgeted expenditures, down from 54.3% last year. This was a planned reduction and we originally estimated a fund balance of 50%-51% after the aquatic center funding. Keep in mind that the State Auditor recommends a fund balance reserve of at least 40%, so we continue to maintain a healthy reserve. REVENUES Total revenue exceeds the budget by $362,127. The following is a summary of the key activity within each revenue category. Taxes ($4,514 less than budget) Since the repeal of the State's Market Value Homestead Credit at the end of 2011, the City's collection of current general fund property taxes averages approximately 99.2% annually; less than a 1% delinquency rate. The 2017 collection rate was 99.3%. This revenue category normally outperforms the budget due to the collection of delinquent taxes, not only from the general levy but also from the debt levy. Our practice with the debt levy is to make the debt service funds "whole" by transferring the delinquency to the general fund. This allows the debt service funds to maintain healthy fund balances to meet scheduled debt service payments on the G.O. Improvement Bonds. For budgeting purposes, we are very conservative with the delinquent taxes simply due to the uncertainty around delinquent collections. Other Taxes ($6,160 less than budget) This category includes the collection of Lodging Taxes ($9,136 under budget) and Cable TV Franchise Fees ($2,976 over budget). We had assumed a $15,000 increase in lodging tax related to the new hotel at the intersection of highways 7 & 15, but unfortunately, that did not materialize in 2017. For lodging taxes collected, 95% is remitted to the Hutchinson Convention & Visitors Bureau to fund those operations. While our lodging tax revenue fell below budgeted expectations, the corresponding expense (the 95% to HCVB) fell below budget as well, resulting in a minimal impact to the bottom line. Similarly, for the cable TV franchise fees, 50% is remitted to HCVN to help fund the public television network. The payments to HCVB and HCVN are reflected as a Miscellaneous Expense within the general fund. Licenses & Permits ($403,437 greater than budget) The largest driver in this category is Building Permits, which exceeded the budget by $410,514. Commercial permits was the factor behind the increased revenue with nearly $53M of new value added during the year. For comparison purposes, the value added in 2016 from commercial building permits was just under $12M. Liquor Licenses and Other Licenses & Permits each missed budgeted expectations, by $8,800 and $6,711, respectively. Intergovernmental Revenue ($43,011 greater than budget) Airport Aid, Police Pension Aid and Fire Relief Association Pension Aid exceeded the budget by $19,128, $9,345, and $7,435, respectively. The higher airport aid was the result of additional state grants procured by John Olson that were not budgeted. We typically budget conservatively for the pension aid due to uncertainty with the State's funding. The police aid dollars stay in the General fund as an offset to the City's pension contributions to police officers. Unlike the police aid, the fire aid is transferred to the Fire Relief Association. The FRA invests the state funds, along with the city's contribution, in its pension investment portfolio. The transfer of state aid from the City to the FRA is reflected as an expenditure within the Wages & Benefits category so the net impact on the City's bottom line is -0- regarding the increased pension aid from the State. Charges for Services ($77,323 less than budget) The waterpark revenue was the main factor in missing our budgeted revenue for this category. The season membership revenue surpassed expectations by $52,698, however, the daily admission revenue ended below budget by $147,444. The combined waterpark admission revenue ended the season $94,746 below budgeted expectations. In addition, the waterpark concessions revenue was $17,192 below budget. Obviously, the first year operations is difficult to predict due to the unknown factors, such as attendance, weather, staffing and unanticipated expenses. The positive is that we now have attendance data that was factored into the 2018 budget along with modest increases in the daily admission and membership prices. Other areas that underperformed compared to the budget include: Recreation Activity Fees ($34,968) and Recreation Center Building Rentals ($20,237). Areas that outperformed compared to the budget include: Civic Arena Rental Fees ($37,182), Campground Fees ($27,395), Engineering Fees ($18,636), Cemetery Fees ($13,410) and Park Rental Fees ($10,390), Miscellaneous Revenues ($23,939 less than budget) The 2017 budgetary shortfall is due to a write-down of our investment valuation to account for premiums paid on two investments that matured in 2017. During the recession, the City purchase two investments with significant premiums in order to achieve higher than market yields. Buying investments at a premium simply means that we paid more than the par value in order to achieve a yield higher than current market yields, however only the par value is redeemed at maturity. Over the term of the bond, the higher annual yield is essentially covering the cost of the premium. Premium offerings are typically associated with investments purchased on the secondary market from the initial purchaser. Governmental accounting does not dictate that premiums be amortized over the life of the investment so the entire premium must be accounted for in the year of maturity. The 2017 premium adjustment reduced the General fund's Interest Income by $23,982. Other governmental and enterprise funds received an allocated share of the total premium adjustment as well. Attempts to increase yields on our investment portfolio proved beneficial in 2017 with General fund investment earnings of $59,962 compared to a budget of $50,000. We saw investment yields rise after the 2016 presidential election and they continued to rise throughout 2017. This was a welcome change from the past several years where we needed to invest monies for at least 5 years to achieve somewhat respectable yields of 1.50% to 2.00%. During 2017, yields on 3 -year maturities increased to around 2.4% while 5 -year maturity yields increased to around 2.6%. In early 2017, we made the decision to maximize our interest earnings by transferring cash reserves out of our local bank and into a money market within our brokerage account. The money market earned 0.90% annually in 2017 compared to only 0.13% annual interest at our local bank. On a balance of $7,000,000, we are earning an additional $54,000 per year by making this change. The money market funds are liquid and can be accessed on a daily basis if needed. Transfers In ($57,383 greater than budget) The increase is due to the $55,000 transfer from the Refuse fund into the General fund reserves for the Tree Disease Infestation and Mitigation plan. We do not budget for this transfer as it would misrepresent the annual revenues needed to fund our daily General fund operations. The funding plan began in 2010 and we have a balance of $401,288 at the end of 2017. Fines & Forfeitures ($4,767 less than budget) This category consists of the City's portion of court fines received from the State. Capital Contributions ($25,000 less than budget) The budget in this category basically represents the use of General fund reserves to fund specific expenditures. In this case, we are budgeting to use $25,000 annually from the Tree Disease Infestation and Mitigation plan. The expenditures related to this activity are within the Street Department's Service & Charges expenditure category. In 2017, we incurred expenditures of $15,789. EXPENDITURES Total expenditures were less than the budget by $188,624. The following is a summary of the key activity within each expenditure category. Wages & Benefits ($56,806 more than budget) Several factors comprise the negative budget variance of $56,806. The largest factor is within the Police department budget where we have budgeted a 5% vacancy factor to deal with anticipated officer turnover. We began this budgeting practice in 2016 in an attempt to minimize the historical budgetary surplus caused by officer turnover. Officer turnover in 2017 was not as high as expected resulting in the Police wages and benefits being $76,323 over budget. The hospital security program may be having an impact, essentially shortening the length of time to fill vacant officer positions if we have security guards capable of becoming officers. This is a budgetary assumption we will definitely look at adjusting downward in the 2019 budget. Other factors during 2017 were the result of departmental workload. Motor Vehicle was $16,140 over budget as the department dealt with the challenges of the MNLARS software implementation. More employee hours were needed as the new software system essentially passed functions previously completed by State employees down to the local governments. Building Inspections was $9,580 over budget due to the use of summer temporary employees to assist with front desk duties. This was necessary as the high volume of permit activity in 2017 resulted in less time available for the building official and building specialist to be in the office assisting with the front desk. Other departments exceeding the budget include Fire ($3,808), Civic Arena ($7,079), Waterpark ($2,992) and Cemetery ($3,284). The Unallocated Expense department was over budget by $7,435 due to the State Fire Pension Aid being higher than expected. This had no impact on the General fund bottom line since it is simply a pass-thru of State revenue to the Fire Relief Pension fund. The higher expense was offset by higher revenue. Supplies ($79,171 less than budget) The mild winter and stable fuel prices had a positive impact on the City's budget once again, resulting in a $43,237 budgetary savings. Other expenses contributing to the budget surplus in this category include Equipment Parts ($38,012) and Street Maintenance Materials ($36,550). These two categories also benefited from the lighter than normal snow removal operations. Expenses that exceeded the budget in this category include Small Tools & Equipment ($11,987), Repair & Maintenance Supplies ($11,104) and Sign Repair Materials ($10,287). The high tree expenses were the result of a DNR grant that will reimburse the city for a majority of those expenses. Services & Charges ($125,158 less than budget) Several factors contribute to the budget surplus, including lower Utilities ($21,819 under budget) due to the mild winter weather, Contract Repair & Maintenance ($61,713) and Contract Snow Removal ($27,336). Areas that exceeded the budget include Credit Card Processing ($19,392) and Police Body Cameras ($14,976). When the City converted to its current software system in 2015, it also changed credit card processing companies for utility billing payments. This greatly reduced the amount of credit card transactions through the original processor which was still utilized by the Park & Recreation department throughout 2017. The lower activity resulted in higher fee percentages for PRCE charges. This combined with the fact that more payments to the city are being done by debit and credit cards has translated into higher fees. We budgeted $40,000 for the police body -camera program to match the private donation received to fund the start-up of the program. The first year contract costs exceeded original estimates mainly due to issues with the squad car cameras. Miscellaneous Expenses ($31,101 less than budget) As explained in the Other Taxes revenue above, the Lodging Tax revenue was under budget by $9,136, translating into the Expense being under budget by $8,680. The expense represents the 95% of lodging taxes remitted to the Hutchinson Convention & Visitor's Bureau. Miscellaneous Expense for the police Department ended the year $9,817 under budget, which helped to offset the higher body camera expense. Transfers -Out (Actual equals Budget) Transfer -out include $100,000 for the City's share of annual funding of the HATS facility in addition to $500,000 being used to finance the 2017 construction costs of the new aquatic center. Capital Outlay ($10,000 less than budget) The budgeted activity in this account is for the on-going fence improvements at the Cemetery. No fencing improvements were made in 2017. ENTERPRISE FUNDS The 2017 financial statements for the enterprise funds are substantially complete but still have some necessary work as we prepare for the audit. Accounting for our fixed asset activity is our final function prior to the audit fieldwork in April. In accounting for fixed assets, we move all capital expenditures incurred in the year from the P&L expense to the Balance Sheet asset accounts. We also calculate depreciation expense for the year. These preliminary financials do include estimates for the Depreciation expense mainly for budgetary comparison purposes. We also will move the debt service principal payments from the P&L to the Balance Sheet. While those entries have yet to be made, the preliminary financials should give council a good understanding of how the various funds performed in comparison to the budget since we budget for those various Balance Sheet items on our P&L (Capital and Debt). LIQUOR FUND Total revenues for 2017 exceeded the budget by $23,841 while expenditures were under budget by $25,236. While 2017 ended with a negative net revenue of $53,976, this was favorable by $49,076 when compared to the budgeted negative net revenue of $103,052. The liquor store had another good year financially, with total sales increasing 2.7% over the prior year and beating our budget by $25,149. Liquor sales was the only line item that did not meet budgeted expectations, falling short by $1,708, but still realizing a 1.4% increase over the prior year. This is a significant drop from the past three years where Liquor sales averaged a 4.3% annual increase. Beer and Wine sales increased 3.0% and 2.8% in 2017, which is consistent with the past three-year trend. Sunday liquor may have had a larger impact than anticipated with the customer count increasing by 3.4%. The annual average increase has been 2.1% over the past three years. The average sale per customer dropped to $25.14 from $25.31 in 2016. The gross margin was 24.9%, just below our goal of 25% and the labor to sales ratio was 10.2%, lower than our budget of 10.8%. After transferring $500,000 to the general fund, the Liquor fund ended the year with a cash balance of $119,737, increasing $3,906 from 2016. The cash balance is expected to sustain this fund at the $500,000 transfer level until the debt to the Water and Sewer funds ends in 2020. The fully repaid loan will result in an additional $128,000 of annual cash flow for the fund, starting in 2021. Wages and benefits ended the year $34,192 under budget due mainly to budgeted assumptions with the new full-time employee that was approved for 2017 operations. We conservatively budget new full- time employees for family coverage on medical and dental benefits. The new liquor employee opted for single coverage, saving the liquor fund $10,000 in expense. The timing of the new hire was also two months later than the budgeted assumption resulting in additional expense savings. The budgeted $20,000 of Capital Outlay was for a new security camera system. This project was delayed as staff looked into security cameras for other city facilities as well. The project is now on - track for a completion in 2018, which may require the use of fund balance to complete. REFUSE FUND Total revenues for 2017 fell below budgeted expectations by $3,314 while expenditures were under budget by $983,195. The fund ended the year with a positive net revenue of $46,613. The large positive expense variance is the result of budgeting a $750,000 aquatic center interfund loan that proved unnecessary. Contributing to the expense variance is the fact that no capital outlay dollars were spent in 2017 despite the budget of $190,374. Every other expense category ended the year below budget as well. The refuse hauling expense contract with West Central ended the year at a total of $512,061, or $1,061 over budget. The overage is due to a smaller impact of snowbird activity than anticipated. The contract rate was subject to CPI increases of 0.52% and 0.96% effective April 1, 2018 and October 1, 2018. The contract limits each semi-annual increase to 2% and we had budgeted for 1% based on the CPI trend. The current five-year contract expires September 30, 2020 and has three optional three-year extensions. The landfill disposal expense totaled $141,129. This is favorable when compared to the budget of $149,600, with residential disposal being $926 under budget and source separated disposal being $7,545 under budget. The contract with the landfill calls for a rate increase of one dollar per ton every October 1. This three-year contract expires September 30, 2018 and allows for automatic one-year renewals. A breakdown of the disposed tonnage and cost is as follows: 2017 Actual Residential tons 2,206 Source Separate tons 241 Total tons 2,446 Residential cost $127,674 Source Separate cost $ 13,455 Total cost $141,129 2017 Budget 2,235 367 2,602 $128,600 $ 21,000 $149,600 2016 Actual 2,198 265 2,463 $124,368 $ 13,835 $138,203 The Refuse fund ended the year with a cash balance of $1,400,198, which is up $187,975 from 2016. This is after the $55,000 transfer to general fund reserves to fund the tree disease infestation and mitigation fund. The cash addition is due to deferring capital expenditures that will most likely need to be incurred in the near future. Regardless, the fund is very healthy with no rate increases since 2008 and no increases anticipated in the foreseeable future. COMPOST FUND Total revenues fell below expectations by $2,767 and expenditures were under budget by $578,883. The large positive expense variance is due to financing the Rotochopper grinder over a 5 -year period instead of a cash purchase as assumed in the budget. Other budgeted capital expenditures did not take place during the year. Bagged sales revenue surpassed the budget by $23,683 and increased $8,046 over 2016. Bulk sales did not perform as well, missing the budget by $38,102. This is mainly due to running out of Bitcon early in the year and not having new material ready for sale until October. Grinding the bitcon is a major cost of over $100,000. We had prior success managing our inventory by grinding bitcon every other year. Moving forward, we may have to look at grinding every year. The challenge is balancing the volume to produce with the price point. With substantial mobilization costs for the vendor's equipment, it does not make sense to produce small quantities of bitcon as the cost would translate into extremely high prices for our customers. On the other hand, we do not want produce too much bitcon at one time and tie up too much cost in inventory that may not be sold for several years. Andy Kosek is analyzing this area with the goal of not running out of bitcon, if possible. The Compost fund ended the year with a cash balance of $2,117,547, which is up $73,502 from 2016. This is after the $110,000 transfer to the General fund. While this is a healthy cash balance, we do have substantial capital needs in the near future that will most likely erode our cash position if sales revenue continues at the current levels. WATER FUND Total revenues for 2017 surpassed the budget by $76,326 while expenditures are $95,475 higher than budget. The year's net loss is $19,149 worse than budgeted. The positive revenue results are due to higher than expected water connection charges ($60,068) and local sales taxes ($29,299). Water consumption was below budget for Residential (5.4%) and Commercial (6.2%) while Industrial consumption increased 12.3%. Comparing to the 2016 consumption, Residential and Industrial increased by 1.3% and 9.4% while Commercial decreased 2.8%. Total expenditures are over budget due to $383,462 in capital expenditures compared to the budget of $250,000. The actual capital expenditures consists of $91,827 in the Capital Outlay account in addition to $291,635 in Transfers -Out, net of the $60,000 transfer to the General Fund. The $291,635 represents monies transferred to the 2017 Construction Fund to fund water infrastructure installed in the School Road and Roberts Road reconstruction project. The budgeted capital allowance of $250,000 is designed to account for not only the facility and equipment needs, but also the infrastructure needs within the annual street improvement projects. The 2018 budget assumption for capital outlay increased to $350,000 based on a more recent analysis of cash flow and target cash balance. The Water fund ended the year with a cash balance of $3,447,033, which is up $253,958 from 2016. The fund is healthy with no rate increases since 2011. Annual local sales tax is definitely helping to maintain a healthy fund balance and keep user rates stable. The local tax is devoted to paying the debt service, covering approximately 44% of the 2017 debt payments. SEWER FUND Total revenues for 2017 fell below budgeted expectations by $63,047 while expenditures are $241,388 higher than budget. The year's net loss is $304,435 worse than budgeted. The negative revenue results were driven largely by Residential sales that was $117,262 below budget. Commercial and Industrial were both below budget as well, by $34,708 and $55,251. Sewer sales, in total, were $207,221 below budget. Comparing to 2016 sales, all categories saw a decrease; Residential -1.9%, Commercial -2.4% and Industrial -2.3%. Sewer connection charges helped to offset the negative budget variance by being $86,003 higher than anticipated. Total expenditures are over budget due to $775,271 in capital expenditures compared to the budget of $350,000. The actual capital expenditures consists of $750,387 in the Capital Outlay account in addition to $24,884 in Transfers -Out, net of the $60,000 transfer to the General Fund. The $24,884 represents monies transferred to the 2017 Construction Fund to fund sewer infrastructure installed in the School Road and Roberts Road reconstruction project. The budgeted capital allowance of $350,000 is designed to account for not only the facility and equipment needs, but also the infrastructure needs within the annual street improvement projects. The 2018 budget assumption for capital outlay increased to $650,000 based on a more recent analysis of cash flow and target cash balance. The Sewer fund ended the year with a cash balance of $5,871,935, which is up $389,104 from 2016. The fund is healthy with no rate increases since 2011. Annual local sales tax is definitely helping to maintain a healthy fund balance and keep user rates stable. The local tax is devoted to paying the debt service, covering approximately 45% of the 2017 debt payments. STORM WATER FUND Total revenues for 2017 ended above budgeted expectations by $20,203 while expenditures are $133,390 higher than budget. The year's net loss is $113,187 worse than budgeted. Revenues outperformed the budget due to a combination of storm water rates, interest earnings and other revenues. The storm water rates increased 3% in 2017. Total expenditures are over budget due to the $125,000 transfer to fund baseball field improvements necessary due to the anticipated Linden Park retention pond project. The existing G.O. Revenue debt service will end in February 2019, but most likely will be replaced with new debt related to the anticipated Linden Park storm water improvements. The Storm Water fund ended the year with a cash balance of $1,222,881, which is down $40,408 from 2016. The fund is healthy with annual rate increases occurring since 2012. General Fund Taxes Other Taxes Licenses & Permits Intergovernmental Revenue Charges for Services Miscellaneous Revenues Transfers -In Fines & Forfeitures Capital Contributions Wages & Benefits Supplies Services & Charges Miscellaneous Expenses Transfers -Out Capital Outlay NET REVENUE REVENUE AND EXPENDITURE REPORT for CITY of HUTCHINSON PERIOD ENDING DECEMBER 31, 2017 2017 ACTUALS DECEMBER YTD 2017 AVAILABLE BUDGET BALANCE 2017 % BDGT 2016 YTD USED ACTUAL 2016 BUDGET 2016 % BDGT USED 2,225,712 4,759,282 4,763,796 4,514 99.9 4,581,303 4,581,035 100.0 60,170 293,840 300,000 6,160 97.9 291,910 272,000 107.3 (2,811) 686,987 283,550 (403,437) 242.3 281,558 271,500 103.7 28,760 1,466,841 1,423,830 (43,011) 103.0 1,318,016 1,284,330 102.6 619,206 2,739,968 2,817,291 77,323 97.3 2,377,289 2,350,666 101.1 33,471 315,561 339,500 23,939 92.9 319,891 291,300 109.8 1,204,083 2,349,544 2,292,161 (57,383) 102.5 2,386,939 2,332,404 102.3 4,883 50,233 55,000 4,767 91.3 45,588 55,000 82.9 - - 25,000 25,000 - - 25,000 - 4,173,474 12,662,255 12,300,128 (362,127) 102.9 11,602,494 11,463,235 101.2 883,131 8,231,858 8,175,052 (56,806) 100.7 7,582,131 7,595,480 99.8 79,637 787,374 866,545 79,171 90.9 635,509 770,593 82.5 269,431 2,471,298 2,596,456 125,158 95.2 2,443,317 2,461,936 99.2 37,578 520,974 552,075 31,101 94.4 540,726 525,226 103.0 500,000 600,000 600,000 - 100.0 599,755 600,000 100.0 - - 10,000 10,000 - - 10,000 - 1,769,777 12,611,504 12,800,128 188,624 98.5 11,801,438 11,963,235 98.6 2,403,698 50,751 (500,000) (550,751) (198,945) (500,000) REVENUE AND EXPENDITURE REPORT for CITY of HUTCHINSON PERIOD ENDING DECEMBER 31, 2017 2017 ACTUALS DECEMBER YTD General Fund Expense by Department 2017 AVAILABLE BUDGET BALANCE 2017 % BDGT 2016 YTD USED ACTUAL 2016 BUDGET 2016 % BDGT USED Mayor & City Council 7,133 44,349 49,962 5,613 88.8 38,240 44,290 86.3 City Administrator 42,897 399,632 395,266 (4,366) 101.1 407,379 430,251 94.7 Elections - - 6,850 6,850 - 13,527 15,950 84.8 Finance Department 31,213 333,373 355,653 22,280 93.7 351,046 361,468 97.1 Motor Vehicle 25,575 222,364 217,890 (4,474) 102.1 215,428 203,836 105.7 Assessing - 60,963 46,496 (14,467) 131.1 60,953 60,911 100.1 Legal 40,976 295,257 294,100 (1,157) 100.4 286,652 288,193 99.5 Planning 15,166 151,283 151,585 302 99.8 138,202 149,972 92.2 Information Services 83,728 508,910 535,168 26,258 95.1 470,600 504,738 93.2 City Hall Building 21,287 172,903 173,368 465 99.7 119,536 131,322 91.0 Police Department 449,425 3,270,632 3,216,585 (54,047) 101.7 3,084,810 3,062,565 100.7 Hospital Security 37,005 292,633 296,977 4,344 98.5 293,798 293,886 100.0 Emergency Management 2,859 24,648 10,000 (14,648) 246.5 9,499 12,800 74.2 Safety Committee - 9,896 10,000 104 99.0 8,772 9,500 92.3 Fire Department 15,461 318,245 343,461 25,216 92.7 295,786 306,733 96.4 Protective Inspections 24,977 248,889 236,552 (12,337) 105.2 225,959 227,556 99.3 Engineering 31,366 427,735 418,877 (8,858) 102.1 400,477 402,714 99.4 Streets &Alleys 140,587 1,417,551 1,548,036 130,485 91.6 1,380,903 1,517,341 91.0 Park/Recreation Administration 13,393 233,806 233,898 92 100.0 233,806 222,323 105.2 Recreation 15,247 218,486 232,724 14,238 93.9 204,589 234,397 87.3 Senior Citizen Center 7,764 84,655 84,801 146 99.8 83,391 83,747 99.6 Civic Arena 62,943 341,672 333,284 (8,388) 102.5 329,379 323,727 101.7 Park Department 82,318 867,559 879,100 11,541 98.7 873,671 852,751 102.5 Recreation Building 26,085 215,803 211,726 (4,077) 101.9 163,169 170,818 95.5 Events Center 32,174 241,509 259,478 17,969 93.1 237,604 243,017 97.8 Evergreen Building 3,377 24,895 26,225 1,330 94.9 23,827 25,450 93.6 Library 5,875 207,754 211,842 4,088 98.1 206,216 206,365 99.9 Waterpark (2,109) 408,103 424,753 16,650 96.1 - - - Cemetery (465) 120,478 132,974 12,496 90.6 152,010 130,785 116.2 Airport 17,078 104,087 103,679 (408) 100.4 97,671 104,635 93.3 Unallocated General Expense 536,442 1,343,432 1,358,818 15,386 98.9 1,394,539 1,341,194 104.0 TOTAL EXPENDITURES 1,769,777 12,611,504 12,800,128 188,624 98.5 11,801,438 11,963,235 98.6 Liquor Fund Sales Miscellaneous Revenues TOTAL REVENUES Cost of Sales Wages & Benefits Supplies Services & Charges Miscellaneous Expenses Transfers -Out Capital Outlay Depreciation Expense Debt Service 1ri11If_10*/»kiU]III r11:1*1 NET REVENUE Comments Liquor Sales Revenue REVENUE AND EXPENDITURE REPORT for CITY of HUTCHINSON PERIOD ENDING DECEMBER 31, 2017 2017 ACTUALS DECEMBER YTD 2017 AVAILABLE BUDGET BALANCE 2017 % BDGT 2016 YTD USED ACTUAL 2016 BUDGET 2016 % BDGT USED 687,769 6,148,149 6,123,000 (25,149) 100.4 5,986,472 5,868,000 102.0 335 2,692 4,000 1,308 67.3 3,729 3,000 124.3 688,104 6,150,841 6,127,000 (23,841) 100.4 5,990,201 5,871,000 102.0 502,788 4,616,974 4,591,390 (25,584) 100.6 4,519,724 4,398,810 102.7 81,391 628,185 662,377 34,192 94.8 588,971 568,211 103.7 2,291 18,545 24,250 5,705 76.5 19,888 17,400 114.3 31,990 228,994 218,550 (10,444) 104.8 213,348 198,350 107.6 200 4,115 5,850 1,735 70.3 4,121 5,650 72.9 500,000 500,000 500,000 - 100.0 475,000 475,000 100.0 - - 20,000 20,000 - - 20,000 - 80,750 80,750 80,000 (750) 100.9 81,228 80,200 101.3 127,253 127,253 127,635 382 99.7 23,686 128,055 18.5 1,326,663 6,204,816 6,230,052 25,236 99.6 5,925,965 5,891,676 100.6 (638,559) (53,976) (103,052) (49,076) 64,236 (20,676) Customer Count Average Sale per Customer $ Gross Margin on Sales Labor to Sales Ratio 244,599 236,564 3.4% 25.14 $ 25.31 -0.7% 24.9% 25.0% 10.2% 10.8% December Sales 2017 Year to Date Sales Change 250,509 2017 2016 Change Liquor 2,064,292 2,034,646 1.5% Beer 2,959,294 2,866,497 3.2% Wine 993,807 965,433 2.9% Other 130,756 119,897 9.1% 6,148,149 5,986,472 2.7% Customer Count Average Sale per Customer $ Gross Margin on Sales Labor to Sales Ratio 244,599 236,564 3.4% 25.14 $ 25.31 -0.7% 24.9% 25.0% 10.2% 10.8% December Sales 2017 2016 Change 250,509 254,205 -1.5% 270,902 252,708 7.2% 152,216 154,168 -1.3% 14,143 19,867 -28.8% 687,769 680,947 1.0% 24,228 23,855 1.6% $ 28.39 $ 28.55 -0.6% 24.5% 25.0% 9.8% 9.7% REVENUE AND EXPENDITURE REPORT for CITY of HUTCHINSON PERIOD ENDING DECEMBER 31, 2017 Water Fund Sales Sales - Other Local Sales Tax Intergovernmental Revenue Charges for Services Miscellaneous Revenues Capital Contributions TOTAL REVENUES Wages & Benefits Supplies Services & Charges Miscellaneous Expenses Transfers -Out Capital Outlay Depreciation Expense Debt Service 1ri11If_10*/»kiU]III r11:1*1 NET of REVENUES & EXPENDITURES 2017 ACTUALS DECEMBER YTD 2017 BUDGET AVAILABLE BALANCE 2017 % BDGT USED 2016 YTD ACTUAL 2016 BUDGET 2016 % BDGT USED 125,536 1,819,485 1,870,000 50,515 97.3 1,785,750 1,799,000 99.3 49,555 588,199 514,950 (73,249) 114.2 577,668 507,000 113.9 127,323 654,299 625,000 (29,299) 104.7 635,407 685,000 92.8 - - - - - 2,221 - - 2,940 53,552 50,000 (3,552) 107.1 62,008 50,000 124.0 77,582 112,741 92,000 (20,741) 122.5 54,621 85,000 64.3 382,937 3,228,276 3,151,950 (76,326) 102.4 3,117,675 3,126,000 99.7 38,904 462,128 461,635 (493) 100.1 533,044 479,983 111.1 14,825 134,565 126,600 (7,965) 106.3 117,147 122,400 95.7 76,638 488,417 522,250 33,833 93.5 367,224 507,350 72.4 190 10,836 12,200 1,364 88.8 13,228 13,500 98.0 351,635 351,635 60,000 (291,635) 586.1 308,497 43,145 715.0 - 91,827 250,000 158,173 36.7 - 250,000 - 1,205,000 1,205,000 1,205,000 - 100.0 1,227,284 1,150,000 106.7 124,096 1,470,057 1,481,305 11,248 99.2 363,482 1,408,611 25.8 1,811,287 4,214,465 4,118,990 (95,475) 102.3 2,929,906 3,974,989 73.7 (1,428,351) (986,189) (967,040) 19,149 187,769 (848,989) Year to Date Water Sales Comments 2017 2016 Change Water Sales Revenue: Residential 1,126,047 1,111,085 1.3% Commercial 356,509 366,734 -2.8% Industrial 336,929 307,931 9.4% Water Sales 1,819,485 1,785,750 1.9% Base Charge 420,834 418,225 0.6% WAC Charge 92,068 86,048 7.0% Other 75,297 73,396 2.6% Other Sales 588,199 577,668 1.8% REVENUE AND EXPENDITURE REPORT for CITY of HUTCHINSON PERIOD ENDING DECEMBER 31, 2017 Sewer Fund Sales Sales - Other Local Sales Tax Intergovernmental Revenue Licenses & Permits Charges for Services Miscellaneous Revenues Capital Contributions TOTAL REVENUES Wages & Benefits Supplies Services & Charges Miscellaneous Expenses Transfers -Out Capital Outlay Depreciation Expense Debt Service TOTAL EXPENDITURES NET of REVENUES & EXPENDITURES Comments Sewer Sales Revenue 2017 ACTUALS DECEMBER YTD 2017 BUDGET AVAILABLE BALANCE 2017 % BDGT USED 2016 YTD ACTUAL 2016 BUDGET 2016 % BDGT USED 166,217 2,712,779 2,920,000 207,221 92.9 2,769,912 2,805,000 98.7 39,123 504,028 410,000 (94,028) 122.9 495,808 408,000 121.5 127,323 654,299 625,000 (29,299) 104.7 635,407 685,000 92.8 - - - - - 2,215 - - - 5,100 6,500 1,400 78.5 5,200 7,000 74.3 - 13,458 3,500 (9,958) 384.5 9,160 4,000 229.0 71,988 135,289 123,000 (12,289) 110.0 71,704 117,000 61.3 404,651 4,024,953 4,088,000 63,047 98.5 3,989,404 4,026,000 99.1 80,181 577,027 655,584 78,557 88.0 637,919 622,085 102.5 15,133 141,948 219,650 77,702 64.6 181,332 236,100 76.8 96,655 738,270 780,450 42,180 94.6 824,640 742,550 111.1 1,725 21,790 32,500 10,710 67.0 34,033 24,500 138.9 84,884 84,884 60,000 (24,884) 141.5 79,523 43,145 184.3 412,403 750,387 350,000 (400,387) 214.4 - 350,000 - 1,660,000 1,660,000 1,623,000 (37,000) 102.3 1,621,495 1,530,000 106.0 104,021 1,448,916 1,460,650 11,734 99.2 304,958 1,568,854 19.4 2,455,001 5,423,222 5,181,834 (241,388) 104.7 3,683,901 5,117,234 72.0 (2,050,350) (1,398,269) (1,093,834) 304,435 305,504 (1,091,234) Year to Date Sewer Sales 2017 2016 Change Residential 1,557,738 1,587,619 -1.9% Commercial 435,292 445,872 -2.4% Industrial - Flow 494,440 529,226 -6.6% Industrial - Violation Surcharges 225,309 207,195 8.7% Sewer Sales 2,712,779 2,769,912 -2.1% Base Charge 366,036 363,449 0.7% SAC Charge 121,003 113,091 7.0% Other 16,988 19,268 -11.8% Other Sales 504,028 495,808 1.7% REVENUE AND EXPENDITURE REPORT for CITY of HUTCHINSON PERIOD ENDING DECEMBER 31, 2017 Refuse Fund Sales Sales - Other Intergovernmental Revenue Miscellaneous Revenues TOTAL REVENUES Wages & Benefits Supplies Services & Charges Miscellaneous Expenses Transfers -Out Capital Outlay Depreciation Expense Debt Service 1ri11If_10*/»kiU]III r11:1*1 NET of REVENUES & EXPENDITURES Comments Transfers -Out 2017 ACTUALS DECEMBER YTD 2017 AVAILABLE BUDGET BALANCE 2017 % BDGT 2016 YTD USED ACTUAL 2016 BUDGET 2016 % BDGT USED 96,942 1,142,083 1,151,900 9,817 99.1 1,127,161 1,109,000 101.6 3,959 45,222 41,400 (3,822) 109.2 45,089 40,500 111.3 3,143 12,854 12,500 (354) 102.8 13,448 12,500 107.6 (739) 9,327 7,000 (2,327) 133.2 22,385 2,500 895.4 103,305 1,209,486 1,212,800 3,314 99.7 1,208,083 1,164,500 103.7 17,507 175,439 188,733 13,294 93.0 175,233 190,804 91.8 9,510 58,207 62,400 4,193 93.3 50,831 62,400 81.5 132,097 712,794 731,550 18,756 97.4 717,019 704,727 101.7 - 1,253 5,750 4,497 21.8 4,252 3,750 113.4 55,000 55,000 805,000 750,000 6.8 55,000 55,000 100.0 - - 190,374 190,374 - - 95,000 - 136,500 136,500 138,000 1,500 98.9 128,830 124,000 103.9 0 23,680 24,261 581 97.6 1,262 24,260 5.2 350,615 1,162,873 2,146,068 983,195 54.2 1,132,427 1,259,941 89.9 (247,310) 46,613 (933,268) (979,881) 75,656 (95,441) The budgeted transfer of $750,000 to serve as an interfund loan to help finance the aquatic center construction costs was not necessary and therefore did not occur. REVENUE AND EXPENDITURE REPORT for CITY of HUTCHINSON PERIOD ENDING DECEMBER 31, 2017 2017 2016 2017 ACTUALS 2017 AVAILABLE % BDGT 2016 YTD 2016 % BDGT DECEMBER YTD BUDGET BALANCE USED ACTUAL BUDGET USED Compost Fund Sales 80,057 1,946,347 1,991,476 45,129 97.7 2,065,479 1,636,796 126.2 Charges for Services 51,226 80,713 58,500 (22,213) 138.0 71,279 58,500 121.8 Miscellaneous Revenues 1,354 27,150 7,000 (20,150) 387.9 41,624 6,000 693.7 TOTAL REVENUES 132,637 2,054,209 2,056,976 2,767 99.9 2,178,383 1,701,296 128.0 Cost of Sales 82,307 1,297,433 1,348,002 50,569 96.2 1,452,700 1,117,265 130.0 Inventory Cost Adjustment (62,706) (600,745) (538,028) 62,717 111.7 (470,530) (525,746) 89.5 Wages & Benefits 63,215 583,702 582,363 (1,339) 100.2 574,416 559,899 102.6 Supplies 9,268 79,787 78,626 (1,161) 101.5 89,868 70,257 127.9 Services & Charges 36,883 297,435 231,004 (66,431) 128.8 261,982 188,573 138.9 Miscellaneous Expenses 67 9,875 14,000 4,125 70.5 15,668 13,500 116.1 Transfers -Out 110,000 110,000 110,000 - 100.0 110,000 110,000 100.0 Capital Outlay - - 623,000 623,000 - - 150,000 - Depreciation Expense 175,000 175,000 174,000 (1,000) 100.6 139,830 134,000 104.4 Debt Service 3,763 91,596 - (91,596) - - - - TOTAL EXPENDITURES 417,797 2,044,084 2,622,967 578,883 77.9 2,173,935 1,817,748 119.6 NET of REVENUES & EXPENDITURES (285,159) 10,125 (565,991) (576,116) 4,448 (116,452) Year to Date Sales Comments 2017 2016 Change Compost Sales Bagged 1,651,065 1,643,020 0.5% Bulk 170,992 262,211 -34.8% Other 124,290 160,249 -22.4% Total 1,946,347 2,065,479 -5.8% Debt Service The new expenditure for 2017 is related to the financing of the Rotochopper grinder that was purchased in early August. The financing agreement is for five years with the principal payments in advance, not in arrears. This first debt payment for 2017 is all principal and no interest. REVENUE AND EXPENDITURE REPORT for CITY of HUTCHINSON PERIOD ENDING DECEMBER 31, 2017 TOTAL REVENUES 77,987 907,978 887,775 (20,203) 102.3 874,501 860,667 101.6 Wages & Benefits 27,389 243,181 256,432 2017 94.8 267,727 2016 109.7 2017 ACTUALS 2017 AVAILABLE % BDGT 2016 YTD 2016 % BDGT 43,925 DECEMBER YTD BUDGET BALANCE USED ACTUAL BUDGET USED Storm Water Utility 164,100 87.3 Miscellaneous Expenses - 7,160 11,250 4,090 Sales 73,945 884,028 879,275 (4,753) 100.5 853,070 853,667 99.9 Licenses & Permits 570 5,350 1,500 (3,850) 356.7 4,970 - - Charges for Services - 560 - (560) - - - - Miscellaneous Revenues 3,472 18,039 7,000 (11,039) 257.7 16,462 7,000 235.2 Capital Contributions - - - - - - - - TOTAL REVENUES 77,987 907,978 887,775 (20,203) 102.3 874,501 860,667 101.6 Wages & Benefits 27,389 243,181 256,432 13,251 94.8 267,727 243,986 109.7 Supplies 247 15,674 38,800 23,126 40.4 15,603 43,925 35.5 Services & Charges 15,091 204,364 163,600 (40,764) 124.9 143,299 164,100 87.3 Miscellaneous Expenses - 7,160 11,250 4,090 63.6 9,132 11,250 81.2 Transfers -Out 298,814 298,814 - (298,814) - 270,097 - - CapitalOutlay - 15,337 170,000 154,663 9.0 - 120,000 - Depreciation Expense 151,000 151,000 153,000 2,000 98.7 143,566 133,000 107.9 Debt Service 2,542 151,492 160,550 9,058 93.5 149,383 150,850 70.2 TOTAL EXPENDITURES 495,083 1,087,022 953,632 (133,390) 114.0 998,808 867,111 115.2 NET of REVENUES & EXPENDITURES (417,096) (179,044) (65,857) 113,187 (124,306) (6,444) HATS Operation Intergovernmental Revenue Charges for Services Miscellaneous Revenues Transfers -In TOTAL REVENUES Wages & Benefits Supplies Services & Charges Miscellaneous Expenses Capital Outlay TOTAL EXPENDITURES Comments Charges for Services REVENUE AND EXPENDITURE REPORT for CITY of HUTCHINSON PERIOD ENDING DECEMBER 31, 2017 2017 ACTUALS DECEMBER YTD 2017 AVAILABLE BUDGET BALANCE 2017 % BDGT 2016 YTD USED ACTUAL 2016 BUDGET 2016 % BDGT USED 6,650 162,280 162,280 - 100.0 156,045 156,045 100.0 23,048 233,037 325,000 91,963 71.7 232,407 530,000 43.9 1,550 3,390 3,500 110 96.8 8,367 3,150 265.6 - 100,000 100,000 - 100.0 99,755 99,755 100.0 31,248 498,707 590,780 92,073 84.4 496,574 788,950 62.9 2,965 25,171 39,495 14,324 63.7 48,785 59,470 82.0 16,690 258,108 341,650 83,542 75.5 233,286 528,600 44.1 23,561 131,607 162,000 30,393 81.2 140,084 161,200 86.9 5,000 5,025 5,600 575 89.7 5,025 5,171 97.2 - 19,663 42,035 22,372 46.8 - 33,600 - 48,216 439,574 590,780 151,206 74.4 427,180 788,041 54.2 (16,968) 59,133 - (59,133) 69,394 909 The main activity in this category is the sale of fuel to City departments, the State, County and Hutchinson Utilities. Supplies The main activity in this category is the cost of fuel for the fueling system. Local Option Sales Tax and Excise Tax State Administered Local Sales Tax Sewer Fund Allocation of Local Sales Tax Revenue Water Sewer % Fund Fund Allocation 546,383 Gross Water Fund Net State Vehicle Total Annual Year Sales Tax State Fees Receipts Excise Tax Received % Change 2012 1,303,707 (30,296) 1,273,411 27,500 1,300,911 2013 2013 1,348,688 (22,660) 1,326,028 28,640 1,354,668 4.1% 2014 1,311,213 (22,015) 1,289,198 34,100 1,323,298 -2.3% 2015 1,213,641 (21,733) 1,191,908 32,940 1,224,848 -7.4% 2016 1,261,682 (20,996) 1,240,686 30,128 1,270,814 3.8% 2017 1,299,327 (20,186) 1,279,141 29,457 1,308,598 3.0% Totals 7,738,258 (137,886) 7,600,372 182,765 7,783,137 Sewer Fund Allocation of Local Sales Tax Revenue Water Sewer % Fund Fund Allocation 546,383 754,528 Water Fund 568,961 785,707 42%/58% 661,476 % of Debt 50%/50% Annual Local Sales Funded by 635,407 Debt Service Tax Receipts Local Tax 2012 1,210,884 546,383 45% 2013 1,251,870 568,961 45% 2014 1,229,016 661,476 54% 2015 1,311,514 612,424 47% 2016 1,407,710 635,407 45% 2017 1,480,405 654,299 44% Sewer Fund Allocation of Local Sales Tax Revenue Water Sewer % Fund Fund Allocation 546,383 754,528 42%/58% 568,961 785,707 42%/58% 661,476 661,822 50%/50% 612,424 612,424 50%/50% 635,407 635,407 50%/50% 654,299 654,299 50%/50% Totals 7,891,399 3,678,950 47% 9,034,017 4,104,187 45% Notes: The State of Minnesota administers thte Local Option Sales Tax, collecting the tax along with the State sales tax. 3,678,950 4,104,187 49%/51% The State fees average 1.8% of the gross local sales tax collected. The City of Hutchinson administers the Vehicle Excise Tax, which is $20 per vehicle sold and applicalbe to retail dealers in the city. The allocation between the Water and Sewer funds is determined based on the total outstanding debt each year. % of Debt Annual Local Sales Funded by Debt Service Tax Receipts Local Tax 1,516,212 754,528 50% 1,558,722 785,707 50% 1,531,727 661,822 43% 1,514,931 612,424 40% 1,510,315 635,407 42% 1,402,110 654,299 47% Totals 7,891,399 3,678,950 47% 9,034,017 4,104,187 45% Notes: The State of Minnesota administers thte Local Option Sales Tax, collecting the tax along with the State sales tax. 3,678,950 4,104,187 49%/51% The State fees average 1.8% of the gross local sales tax collected. The City of Hutchinson administers the Vehicle Excise Tax, which is $20 per vehicle sold and applicalbe to retail dealers in the city. The allocation between the Water and Sewer funds is determined based on the total outstanding debt each year.