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cp03-13-2018HUTCHINSON 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'
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CONSTRUCTION SAFETY & PHASING PLAN
LEGEND:
—rns SILTFENCE-MACHINESLICED
\
\
GRADING LIMITS
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\
5'
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--
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PROPOSED:
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MNDOT235J BITUMINOUS TAIX COAT
6" PCC CONCRETE SAB
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\
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48"MNDOT3149
SELECT GRANULAR BORROW
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\
I
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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
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III—III—III
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STEEL STUDDED 'T' POST S'
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(50#TENSILE)
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GEOTEXTILE FABRIC, 36"WIDTH
l F
0
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0
Z =1060.61'
0
Z =1060.89'
DIRECTION OF
jVAR11S1.11
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ORGANIC LEAN CLAY, BLAIX
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11 HASSAN ST SE
HUTCHINSON, MINNESOTA 55350
PHONE #620-694-2692
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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
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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:
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(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
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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.
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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
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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;
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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;
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(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;
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(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
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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.
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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.
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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
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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
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ATTACHMENT 2
ORGANIZATIONAL CHART
City Council
City
Administrator
City
Engineer
DBE
Liaison
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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
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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
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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
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49 CFR PART 26
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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.
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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
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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
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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.
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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.
