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cp04-10-2018C. CITY OF HUTCHINSON MCLEOD COUNTY HUTCHINSON, MINNESOTA Hutchinson City Center II I Hassan Street SE Hutchinson, MN 55350-2522 Phone 320-587-5 15 J. Fax 320-234-4240 NOTICE OF A SPECIAL CITY COUNCIL WORKSHOP Tuesday, April 10, 2018 4:00 p.m. Council Chambers -- Hutchinson City Center Notice is hereby given that the I Iutchinson City Council has called a special workshop meeting for "Tuesday, April 10, 2018, at 4:04 p.m. in the Council Chambers at the Hutchinson City Center, 111 Hassan Street SE, Hutchinson, Minnesota for the following purpose: ■ Joint Meeting with Public Arts Commission DATED: April 5, 2018 POSTED: City Center Matthew.la City Admini for HUTCHINSON CITY COUNCIL MEETING AGENDA TUESDAY, APRIL 10, 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 — Seventh Day Adventist Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14873 — Resolution Accepting $5000 Donation from Hutchinson Health Hospital Auxiliary to Hutchinson Fire Department (b) Resolution No. 14874 — Resolution Accepting $1000 Donation from Historic Hutchinson 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 March 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 Hutchinson Jaycee Water Carnival Requests (b) Consideration for Approval of Issuing Transient Merchant License to Tina Novotny (c) Consideration for Approval of Issuing Transient Merchant License to Virginia Daniel (d) Consideration for Approval of Issuing Short -Term Gambling License to Crow River Cutters on May 21, 2018, at Main Street Sports Bar (e) Consideration for Approval of Issuing Carnival Permit to J&K Amusements May 31 — June 3, 2018, at Hutchinson Mall CITY COUNCIL AGENDA APRIL 10, 2018 (f) Consideration for Approval of Engineering Services Agreement with Erickson Engineering Co. for 2" Avenue SE Bridge Replacement Construction Inspection/Observation (g) Consideration for Approval of Authorizing $1,000 to Purchase Smart Cycling Quick Guides (h) Appointment of Steve Synstelien to Police Civil Service Commission to May 2021 (i) Claims, Appropriations and Contract Payments — Register A 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B PUBLIC HEARINGS — 6:00 P.M. - NONE NtMUNICATIONS RE UESTS AND PETITIONS purpose o this portion o the agenda is to provide the Councilwith information necessary to craft wise policy. ides items like monthly or annual reports and communications from other entities.) 10. HUTCHINSON POLICE SERVICES ANNUAL REPORT UNFINISHED BUSINESS NEW BUSINESS 11. APPROVE/DENY RESOLUTION NO. 14875 — RESOLUTION ACCEPTING BID AND AWARDING CONTRACT FOR 2018 WATEWATER LIFT STATION IMPROVEMENTS PROJECT (LETTING NO. 13, PROJECT NO. 18-13) 12. APPROVE/DENY RESOLUTION NO. 14876 — RESOLUTION ACCEPTING BID AND AWARDING CONTRACT FOR 2018 AIRPORT IMPROVEMENTS PROJECT (LETTING NO. 15, PROJECT NO. 18-15) 13. APPROVE/DENY RESOLUTION NO. 14852 — RESOLUTION APPROVING LOCAL BRIDGE REPLACEMENT PROGRAM GRANT AGREEMENT 14. APPROVE DENY ORDINANCE NO. 18-785 - AN ORDINANCE AMENDING SECTION 30.18, "REGULAR MEETING ORDER OF BUSINESS" TO REMOVE THE INVOCATION (FIRST READING, SET SECOND READING AND ADOPTION FOR APRIL 24, 2018) 15. APPROVE/DENY CALLING SPECIAL MEETING TO COMPLETE STRATEGIC PLANNING SESSION ON APRIL 26, 2018, AT 2:30 P.M. GOVERNANCE (The purpose of this portion of the agenda is to deal with organizational development issues, including policies, 2 CITY COUNCIL AGENDA APRIL 10, 2018 performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items.) 16. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS MISCELLANEOUS 17. STAFF UPDATES 18. COUNCIL/MAYOR UPDATE ADJOURNMENT CITY OF HUTCHINSON RESOLUTION NO. 14873 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 Hutch Health Hospital Auxiliary $5,000.00 4/2/2018 WHEREAS, such donation has been contributed to the Hutchinson Fire department to assist in the replacement of their laundering equipment. 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 10th day of April 2018. ATTESTED: Matthew Jaunich City Administrator APPROVED: Gary T. Forcier Mayor HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Resolution Accepting a Donation of Cash from Historic Hutchinson Department: Administration LICENSE SECTION Meeting Date: 4/10/2018 Application Complete N/A Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff Recognition of Gifts/Donations Time Requested (Minutes): 5 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Back in February, the City Council authorized the expenditure of $500 to assist in hiring a grant writer to bring someone in to do a condition/risk assessment report on the Graffiti at the Deport. The total cost of the project was $1,500 with the costs being split between Historic Hutch, the City, and the Rail Authority. The donated $1,000 covers the costs for Historic Hutchinson and the Rail Authority. BOARD ACTION REQUESTED: Approve Resolution 14874 accepting a donation of $1,000 from Historic Hutchinson Fiscal Impact: $ 500.00 Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: Resolution No. 14874 RESOLUTION ACCEPTING A 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 WHEREAS, the following organization has offered to contribute the cash amount set forth below to the City of Hutchinson: Name of Donor Amount Historic Hutchinson $1,000.00 WHEREAS, the donation is being made on behalf of both Historic Hutchinson and the McLeod County Rail Authority to assist the City in the costs associated with the grant writer for the Historic Graffiti Project; and WHEREAS, The City Council hereby finds that it is appropriate to accept the donation offered and assign use to offset the costs associated with the grant writing costs which were estimated to cost $1,500; NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, NHNNESOTA: THAT, the donation described above is hereby accepted by the City of Hutchinson with the conditions as laid out in the resolution. Adopted by the City Council this 10th day of April 2018. Gary T. Forcier, Mayor Matthew Jaunich, City Administrator HUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, MARCH 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 — 5:32 P.M. Mayor Gary Forcier called the meeting to order. Members present were Mary Christensen, John Lofdahl, Steve Cook and Chad Czmowski. Other 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 Christensen, second by Cook, to approve the agenda as written. Motion carried unanimously. 2. INVOCATION — St. Anastasia Catholic Church 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY— 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 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 March 13, 2018 Motion by Lofdahl, second by Cook, to approve minutes as presented. Motion carried unanimously. 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 44th Annual Arts & Crafts Festival to Be Held September 14 & 15, 2018, in Library Square (b) Consideration for Approval of Dairy Day Celebration on June 1, 2018 CITY COUNCIL MINUTES MARCH 27, 2018 (c) Consideration for Approval of Resolution No. 14869 — Resolution Approving Disposal of Information Technology Department Surplus Property (Phones) (d) Consideration for Approval of Resolution No. 14872 — Resolution Approving a Preliminary and Final Plat and Vacation of Easement for Garbers Addition to Fairway Estates Located at 1424 and 1428 Heritage Avenue NW with Favorable Planning Commission Recommendation (e) Consideration for Approval of Issuing Short -Term Gambling License to Saturday Night Cruisers from June — December 2018 at the Hutchinson Mall (f) Claims, Appropriations and Contract Payments — Register A Item 7(d) was pulled for separate discussion Motion by Czmowski, second by Christensen to approve the consent agenda with the exception of the item noted above. Motion carried unanimously. Item 7(d). Council Member Cook questioned the applicants about why they decided to combine the lots. Lynn and Mark Garbers, applicants, explained that the lots were too narrow and there was a fire hydrant in the front middle of the lot. They wanted to create a larger lot in this area. Council Member Cook commented on how these lots are smaller and is questioning if issues like this come forward in the future, how does the Council want to handle that. Dan Jochum, Planning/Zoning/Building Director, made comments about how it has been easy to handle these situations right now and they utilize the "variance tool" as needed. Motion by Cook, second by Christensen, to approve the Resolution No. 14872. Motion carried unanimously. 8. APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B Motion by Lofdahl, second by Forcier to approve. Motion carried, Czmowski abstained. PUBLIC HEARINGS — 6:00 P.M. 9. APPROVE/DENY ORDINANCE NO. 18-781— AN ORDINANCE APPROVING REVISIONS TO SECTIONS OF THE HUTCHINSON CITY CHARTER AS RECOMMENDED BY THE CHARTER COMMISSION (SECOND READING AND ADOPTION) Marc Sebora, City Attorney, explained that the 2017 Legislature passed a law requiring that special election dates for all cities to be held on specific dates during each year. Currently the city's election dates are "fluid" and are not on specific dates. Mr. Sebora reviewed each section of the Charter that the Charter Commission is proposing to be revised to comply with the law changes. The revisions are encompassed in Ordinance No. 18-781. Motion by Lofdahl, second by Czmowski to close the public hearing. Motion carried unanimously. Motion by Cook, second by Gary to approve the change in this ordinance. Motion carried unanimously. 2 CITY COUNCIL MINUTES MARCH 27, 2018 purpose o t is portion o t e agen a is to provi e the Councilwith information necessary to craft wise policy. ides items like monthly or annual reports and communications from other entities.) 10. PUBLIC WORKS GROUP ANNUAL REPORT Kent Exner, City Engineer, presented the Public Works group annual report. Mr. Exner reviewed staffing changes and provided an overview of the Core Services Identification. Mr. Exner noted that major accomplishments in 2017 included new trails, hotel access road, pavement management on many roads throughout the city, rehabilitation projects, infrastructure maintenance, grants for trees and airport pavement maintenance, study & planning documents/efforts, and capital improvement projects for 2018. There was a discussion about road projects and issues with current streets that are not in ideal shape for their age. Mr. Exner noted that these areas have poor soil and make it difficult to keep the roads in good shape. Mr. Exner also reviewed information pertaining to utility rates, urban forest, public works facilities, and infrastructure improvements. Discussion was held about road improvement plans and underground pipes and fluoride in the city water and filtration practices. 11. PRESENTATION OF THE PROPOSED FINANCIAL MANAGEMENT PLAN Matt Jaunich, City Administrator, noted that staff has drafted a document of all of the City's financial policies to make it easier for the City Council and City staff. These are encapsulated in the proposed Financial Management Plan and includes information on a new cash policy as well as a new purchasing policy that would replace the current policy. Andy Reid, Finance Director, talked about the importance of this document for the ease of the City staff on day to day operations. Council Member Cook mentioned when this document should be reviewed and how often it should be updated. This topic will be considered in upcoming meetings. UNFINISHED BUSINESS 12. 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) — SECOND READING AND ADOPTION Motion by Cook, second by Christensen, to approve Ordinance No. 18-782. Motion carried unanimously. NEW BUSINESS 13. APPROVE/DENY RESOLUTION NO. 14868 — RESOLUTION AMENDING THE 2018 GENERAL FUND BUDGET Andy Reid, Finance Director, noted that the proposed amendments include eliminating the operating expense and transferring funds of $25,000 of expense out of the streets department budget, as well as removing that $25,000 fund balance revenue that was showing the City using reserves to fund those expenses from the General Fund. The second component is to be budgeting for the transfer of $401,288 and transferring that out of the general fund and into a special revenue fund. Discussion was held about scanning current files/documents, such as property documents, into the City's computer system. This would be done for the ease of staff, reduce the amount CITY COUNCIL MINUTES MARCH 27, 2018 of paper being used, and save office space. Discussion was held about document retention and if electronic documents have the same retention as hard copy documents. Motion by Cook, second by Christensen, to approve Resolution No. 14868. Motion carried unanimously. 14. APPROVE/DENY RESOLUTION NO. 14870 — RESOLUTION AMENDING RESOLUTION NO. 13853 AUTHORIZING FUNDING OF AN EMERALD ASH BORER FUND Andy Reid, Finance Director, discussed the current Resolution and the amount of money in the tree disease mediation plan. Reid proposed to set up a new special revenue fund that would make it easier to track this program and its improvements and remove it from the general fund. Mr. Reid explained that moving it out of the general fund would make it easier to track the mediation of this program and it would generate its own balance sheet/income statement. Motion by Lofdahl, second by Cook, approve Resolution No. 14870, amending the previous resolution and to transfer the $401,288 for the Emerald Ash Borer Fund out of the general fund and into a new special revenue fund. Motion carried unanimously. 15. APPROVE/DENY RESOLUTION NO. 14871 — APPROVING LEASE AGREEMENT WITH HUTCHINSON HEALTH/HEALTH PARTNERS Matt Jaunich presented an overview of current lease agreement with Hutchinson Health. There is going to be a merger with Hutchinson Health and Health Partners. According to the City's current lease, the merger would result in termination of the lease. Hutchinson Health would then have to make a payment equal to the current net value, $6.2 million. It would be to the City's advantage as well as Hutchinson Health/Health partners to keep the lease, rather than terminate it, to continue the partnership. The City has the right to terminate and turn over the lease agreement to Hutchinson Health at any time and the hospital has this same right. Council Member Cook presented his interaction with Hutchinson Health and agrees that it is a great partnership for the City to have. Motion by Cook, second by Czmowski, to approve Resolution No. 14871 to continue lease agreement with Hutchinson Health/Health Partners. Motion carried unanimously. Dr. Steve Mulder, Hutchinson Health, talked to the Council about how this has been a great partnership and they want to continue moving this forward. 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.) 16. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Snow Removal and Ice Control Report for February 2018 .19 CITY COUNCIL MINUTES MARCH 27, 2018 �b) City of Hutchinson Financial Report and Investment Report for February 2018 c) Public Arts Commission Minutes from January 11 and February 8, 2018 �d) Hutchinson Housing & Redevelopment Authority Board Minutes from February 20, 2018 e) Planning Commission Minutes from January 16, 2018 NUSCELLANEOUS 17. STAFF UPDATES Kent Exner — Mr. Exner made the request to limit traffic on alleys while the frost moves out in order to avoid beating them up too much. Matt Jaunich — Mr. Jaunich discussed an article that was in the newspaper about the ball field at New Century. He noted that as of right now the City is not involved with this project and he wanted to make sure this was made clear to the Council. He also noted that from March 30 — April 18 the City's legislators will be on break and staff is going to make an attempt to meet with them over this time. He also did a shout out to the 3rd grade class about the work he has been doing with them about learning about cities. He noted that the Chamber of Commerce will be having an event to inform the public about the Main Street 2020 road construction proj ect. 18. COUNCIL/MAYOR UPDATE Mary Christensen — Council Member Christensen relayed a comment from a citizen about the Dog Park and that it is the "best thing that Hutchison ever did". Chad Czmowski — Council Member Czmowski talked about his interaction with a citizen that comes to Hutchinson to use our bike trails because Glencoe doesn't have them. They gave positive reviews! He also noted that on May 19th the Jaycees are holding their annual bicycle check/safety event. Steve Cook — Council Member Cook proposed removing the Invocation/"moment of silence" from the Council agenda. He noted that he has conducted research and it is not a common thing. He suggested taking formal action at the next Council meeting to remove this from the agenda. Council Member Cook also presented a brochure about bicycling programs and was interested in getting the citizens of Hutchinson more involved and to get children educated on bicycle safety. He proposed the City Council purchase these brochures to hand out to 4th and 5th grade students. Council Member Cook also mentioned that he had a college student email him wondering if there will be any internship opportunities this summer. Gary Forcier — Mayor Forcier noted that alleys are meant for deliveries first and public transportation second. Mayor Forcier also brought up the flashing speed limit signs and that citizens would like to see them more around town. Mr. Exner talked about the importance about moving them around town so they don't lose their effectiveness. They cost about $2,000 each. Mayor Forcier also proposed appointing Steve Synstelien to the Police Civic Service Commission. Council Members were in agreement and this appointment will be on the next Council agenda. ADJOURNMENT Motion by Cook, second by Czmowski, to adjourn meeting at 7:25 p.m. Motion carried unanimously. HUTCHINSON CITY COUNCIL ci=v-f AFQ� Request for Board Action 7AL =-a Agenda Item: Jaycee Water Carnival Requests Department: Police LICENSE SECTION Meeting Date: 4/10/2018 Application Complete N/A Contact: Daniel T. Hatten Agenda Item Type: Presenter: Daniel T. Hatten Reviewed by Staff ✓❑ Consent Agenda Time Requested (Minutes): 2 License Contingency No Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: I am in receipt of a letter from Jacob Sanken and the Water Carnival Committee in reference to the 2018 Water Carnival Celebration. My staff and I have reviewed the request and are confident that we can meet the needs of the Water Carnival Committee. As in the past the Water Carnival Committee as assured us that they have been in contact with the other city department mentioned in the attached request. The Police Department looks forward to working those departments and the Hutchinson Jaycees to insure another safe and successful Water Carnival Celebration. BOARD ACTION REQUESTED: I recommend approval. Fiscal Impact: $ 8,000.00 Funding Source: Police FTE Impact: 31.00 Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: chinsvn Jaycee Water Carnival_ 23 March, 2018 Matt Jaunich, City Administrator City of Hutchinson 111 Hassan Street SE Hutchinson, MN 55350 Matt, The 76th Annual Hutchinson Jaycee Water Carnival city festival will be held from June 9-17 this year, and the entire committee is working hard to prepare for it. We are requesting that approvals and permits be issued for the 2018 Water Carnival as follows: 1. Close the appropriate streets and issue a Parade permit for the Grande Day Parade on Sunday, June 17th, from 11:00 AM to 4:00 PM. We are working to have this year's parade route the same as last year's. We anticipate MN Dot will grant approval for the same route as last year. Again this year we request there would be no parking on 1St Ave SE from Main Street to Hassan St., 2 n Ave NW/ Franklin St. to Washington Ave., and no parking allowed in the parking lot behind Dunn Brothers Coffee due to space needed for parade units. 2. Close or monitor intersections at all necessary points for Grande Day Parade Route on Sunday, June 17th from 10:00 AM to 4:00 PM, including posting no parking signs in designated areas as determined by Hutchinson Police Department. 3. Issue a permit for a fireworks display on Thursday, June 14th (tentative) and Sunday, June 17th beginning at approximately 10:00 PM to be displayed over the Crow River. Fireworks will be launched from either AFS Park or Oddfellows Park. The Fire Department Chief will be notified concerning the display of fireworks. The Water Carnival committee will arrange to have Sheriff Department, Fire Department and Ambulance support on hand. No parking will be allowed on School Rd from Hwy 7 W to Lewis Ave. 4. We have contracted with Mini Biff, Inc. to provide portable lavatory services for the Grande Day Parade route, Parade staging area and Kids Fun Days area. 5. Request permit to close 1St Ave SE between Main St. and Hassan St. NE beginning Saturday June 16th at approximately 5:00 P.M. until Sunday June 17th until parade completion or as determined by police personnel. 6. Request permit for Street Dance located behind Main Street Sports Bar on Friday, June 16th and Saturday, June 17th. See separate request with details. P.O. Box 624 • Hutchinson, MN 55350 • www.watercarnival.org chinsvn Jaycee Water Carnival_ 7. Request a temporary suspension of the noise ordinance to allow the music following the Boat Parade on Thursday, June 14th until up to 11:00 P.M. and the street dance concerts on Friday, June 15th and Saturday, June 16th until 12:30 A.M, referenced above in line item 6. 8. The Boat Parade on Thursday, June 14th will require the use of the Roberts Park parking lot. The Hutchinson Police Department has agreed to provide assistance for this event to minimize parking congestion. We also plan to launch some boats from the landing at West River Park to minimize congestion. 9. The Kiddy Day parade will be held Saturday, June 16th at West River Park and the Hutchinson Police Department has been contacted and agrees to be present to monitor traffic flow. 10. We are requesting to be able to close the frontage road (3rd Ave NW) from SWIF parking lot to Caspers Chiropractic for a car show on Saturday June 16th from Sam to 4pm. Businesses will been contacted and we will continue to work with them to prevent any disruptions to their business. We are working with the Hutchinson PD to coordinate traffic for this event. 11. We are requesting a temporary liquor license in order to sell beer and non-alcoholic beverages during the boat parade on Thursday June 14th until the music ends at 10pm and the tentative fireworks start, as well as during the events at West River Park on Saturday the 16th until 4pm. We will have all of the necessary liability insurance through the MN Jaycees and have applied for the permit through the city. We are working with the PD on coordinating this event to ensure everything goes well. 12. We plan to have Andy Austin playing music on the Riversong Stage during the Boat parade on Thursday night June 14th until 10 pm. We would like to have spectators of the Boat Parade and Fireworks (tentative) to be able to park in the parking spots throughout Masonic/West River Park. 13. We plan to have most of the 76th Water Carnival events on Saturday June 16th down at West River Park. The day will start with the run from Jaycee Riverside park as in previous years. There will be Painting in the Park at 9:30 am at the Riversong Stage. Sporting events including Human Foosball and Knockerball will be played from 10am-3pm. Canoe Races will follow around 3:30pm. We are still coordinating have a Ski Team perform on the Crow River at 1:00 pm, however this is subject to change based on schedules and available funding. P.O. Box 624 • Hutchinson, MN 55350 • www.watercarnival.org chinsvn Jaycee Water Carnival_ 14. The Hutchinson Jaycee Water Carnival sporting events and water events chairs will coordinate traffic flow, park layout and control with the Hutchinson Police department and the Parks Dept for the events including 5K - 15K— Family Fun runs, Entertainment, Sporting events, and Canoe Races. The Water Carnival is a non-profit event, and the Jaycees would appreciate the waiver of any fees or rentals during the duration of the Water Carnival to help defray expenses. We appreciate the assistance received from the City of Hutchinson and its staff, and we could not have a community celebration without this support. If you should have any questions or concerns, or would like additional information, please contact me directly. Thank you, Jacob Sanken 2018 Commodore Hutchinson Jaycee Water Carnival 320-582-0141 jacob sanken@us.aflac.com commodore@watercarnival.org cc: Dan Hatten, Police Chief Pat Egan, Ambulance Services Mike Schumann, Fire Chief Dolf Moon, PRCE Director P.O. Box 624 • Hutchinson, MN 55350 • www.watercarnival.org chinson Jaycee Water Carnival. 23 March 2018 Chief Dan Hatten Hutchinson Police Department 10 Franklin St. SW Hutchinson, MN 55350 Re: Water Carnival/MSSB Street Dance Chief Hatten, The 2018 Hutchinson Jaycee Water Carnival, in cooperation with Main Street Sports Bar (MSSB) would like to hold a street dance the evenings of Friday, June 15 and Saturday, June 16th, 2018. We would like to hold the street dance in the public parking lot located behind MSSB beginning at 7:00 pm and concluding at 12:30 am. Main Street Sports Bar has been in contact with and coordinating the bands that will be performing. This would be a 21+ event. MSSB would supply 5 qualified "bouncers" and we'd hire a minimum 2 officers from the Hutchinson Police Department to provide the necessary staffing for an event this size. We request permission to block the public alley between MSSB and the parking lot with orange fencing. This fencing would continue into the parking lot and create an enclosed space. The fence would attach to the rear wood fencing of MSSB using large zip ties. Within the space we would have a flatbed of some sort to provide an elevated space for the musicians, a beer/liquor sales area (using MSSB's liquor license), a dance floor/viewing area, 4 port -a -potties, and possibly some sort of tables in the rear. Everything for the set-up and layout will be the same as last year. We would have two approved entry points, one at the alley and one thru the back door of MSSB. Both entry points would have a bouncer checking ID's and providing wristbands to dance customers. We would need to secure this space Thursday morning, June 14th. Clean-up/take down would be Sunday, June 17th. Written notification will be distributed to the surrounding one block of residence and businesses the week before the event. This would be a fun event to provide the city of Hutchinson and add an additional income source for the Water Carnival. Please contact us with questions regarding this event. Sincerely, Jacob Sanken, Commodore 2018 Hutchinson Jaycee Water Carnival 320-582-0141 Ryan Alsleben, Main Street Sports Bar 320-296-9228 2018 Hutchinson Jaycee Water Carnival Car Show Sponsored By: �r°ttAnne chinson Jaycee ATE4 'ALW VARNIVAt Hosted By: Saturday, June 15th, 2018 Registration loam to 11am Award presentations at Spm Top Zo and Mayor and Royalty Choice for top two cars Entrance off HWY 7 by Marco, 3rd Ave NW ga shol escc@ya h oo. cam AH Cam and umgk2 wek(D)me Free Admission HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Transient Merchant License Application - Tina Novotny Department: Police LICENSE SECTION Meeting Date: 4/10/2018 Application Complete Yes Contact: Daniel T. Hatten Agenda Item Type: Presenter: Daniel T. Hatten Reviewed by Staff Consent Agenda Time Requested (Minutes): 2 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: A background investigation was conducted on Tina Novotny for the purpose of renewing her transient merchant license in the City of Hutchinson. Tina Novotny has applied for a license as owner/operator of a pop-up Rev320 shop. Ms. Novotny will be using the Depot for her next sales in Hutchinson. Ms. Novotny does not have a criminal history or any violations on his driving record. It would be my recommendation to issue the transient merchant license to Ms. Tina Novotny. BOARD ACTION REQUESTED: Recommend 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: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: I I I Hassan Street Southeast Hutchinson- MN .55350 (3 20) 587-5151/Fax:(320)2344240 City of Hutchinson APPLICATION FOR PEDDLERS AND TRANSIENT MERCHANTS (Under Ordinance No. I11) Application Ty2e choose one Peddler $125.00 Date of Application Transient Merchant $125.00 License Period: j ,(to eved ❑ Expires on !, j December 315° of license year Valid for the following dates: ❑ Parade Peddler $ 30.00 Date of Event: A licant Infarrrtation .fid l�} J44, 2" X 2" Picture Required — Name: Tina Novotny Height: 5' 8" Weight: 140 Eye Color: Blue s Driver's License Number: State: MN Permanent Address: 45164 880' Avenue Hector MN 55342 City State zip Permanent Telephone: (320) 848-6075 Temporary Address: NIA hAml.. Cny State lip Temporary Telephone Access: NIA Have you been convicted of any crime, misdemeanor, or violation of any municipal ordinance, other than traffic violations? ❑ yes ® no If yes, state the nature of offense and punishment or penalty assessed therefore: Ctn• of Ilutrhinson Application for Peddlers and Transient !Merchants Page ? of d Location Information f{I Depot Marketplace (temporary venue) E Location Nance ((,ANNOT OCCUPY PUBLIC. RIGHT-OF-WAY) !$ 25 Adams St SE Hutchinson MN 55350 I Location Address Ciry State Zip It applicant is not the property owner, the property owner most sign below granting permission for use of said property: NIA N/A Property owner signature Property owner name Business Information Describe relationship between applicant and employer: The Applicant is The Business Owner; Self Employed Describe nature of business and describe item(s) offered - Pop -Up Shop Featuring Women's Apparel & Accessories. May Also Expand in Offering a Small Variety of Home Goods Such as Handcrafted Barn Wood Items, Etc. Describe method of delivery. Short-term Rental of a Space to Host a Pop -Up Sale (sales are approx. three days — thursday thru saturda Describe source of supply.. 1 currently work with suppliers from the west coast Oran eShine (213) 745-3401. Supplier Name Suppler Phone Ni(mber 1015 S Crocker St. #S21 Los Angeles CA 90021 SupplierAddress City State Zip FashionGo (213) 745-2667 Supplier Name Suppler Phone Number 726 E. 12th St. 4306 Los Angeles CA 90071 Supplier Address Circ' State Zip Handba Fashion (213) 489-5861 Supplier Name Suppler Phone Numher 2866 W. 7th St. Los Angeles CA 90005 Supplier Addjress City State Zi Reference Information Provide two (2) property owners (in McLeod County) for character references: Matt Field, CEO of Goebel Fixture Company 587-2112 Property Owner Name Property OwnerPhone Number 528 Dale Street SW Hutchinson MN 55350 Property Owner Address City Slate Zip David Blake 587-6152 Property Owner Name Property Owner Phone Number 20636 Hwy 15 Noah Hutchinson MN 55350 Property Ohvner Address City State Zip Cit) of Hutchinson .application for Peddlers and Transient Merchants Nage 3 of J Reference Information continued List last (up to three (3)) previous city(ies) where you carried on same activity (immediately preceding today's date): Olivia MN 12/7/17 to 12/9/17 city Stale Dales) of Activity Hutchinson Cid; Hutchinson Crry MN 11/16/17 MN 9/14117 11/17/17 to Date(s) of Activity 9115/l7 to Date(sJ of Activity Checklist The following items need to be completed and/or attached in order for the application to be processed: Application/investigation fee paid in full (check or money order): 0 yes ❑ no Application completed in full and signed: 0 yes ❑ no I hereby certify l have completely filled out the entire above application and that the application is true, correct, and accurate. I fully understand that any person who violates any provision of the Peddlers, Solicitors, and Transient Merchants Ordinance No. 673 is guilty of a misdemeanor and upon conviction thereof shall be punished by a fine not exceeding $1,000.00 or by imprisonment for a period not exceeding 90 days or both, plus, in either case, the costs of prosecution. 4 ell 5 Internal Use Only Police ❑ approved ❑ denied Notes: City Council ❑ approved ❑ denied Notes: H:ILicensesfApplic tionslYeddler, Solicitor, Transicnt.doc Date HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Transient Merchant License Application - Virginia Daniel Department: Police LICENSE SECTION Meeting Date: 4/10/2018 Application Complete Y, Contact: Daniel T. Hatten Agenda Item Type: Presenter: Daniel T. Hatten Reviewed by Staff Consent Agenda Time Requested (Minutes): 2 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: A background investigation was conducted on Virgina Daniel for the purpose of obtaining a transient merchant license in the City of Hutchinson. Virgina Daniel has applied for a license as licensing Coordinator for the American Promotional Events which is doing business as TNT Fireworks. This business will be located in a tent in the northeast corner of the Wal-Mart parking lot. This business has been licensed by the City and located at Wal-Mart since 2006 Ms. Daniel does not have a criminal history or any violations on his driving record. It would be my recommendation to issue the transient merchant license to Ms. Virgina Daniel. BOARD ACTION REQUESTED: Recommend 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: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: n y ,r44a� I I I Hassan Street Southeast Hutchinson, MN 55350 (3 20) 587-5151/Fax: Q20) 234-4240 City of Hutchinson APPLICATION FOR PEDDLERS AND TRANSIENT MERCHANTS (Under Ordinance No. 111) Application Type (choose one p Peddler $125.00 Date of Application �?0 ,9, 20 1 V Transient Merchant $125.00 License Period: ❑ Expires on December 31 " of license year ❑ Valid for the following dates: to I' L3 Parade Peddler $ 30.00 Date of parade: Applicant Information ?,� 12-G 1t3 G loi 2" X 2" Picture Required pX Name: VIRGINIA LEE DANIEL Height: 52 Weip-ht: 140 Eye Calor: BROWN Driver's License Number State: TN Permanent Address: 4003 H E LTG N DRIVE FL RENCE Al 35630 city Scale Zrp Permanent 'Telephone: 256.764.6131 Temporary Address: 1300 HIGHWAY 15 S HUTCHINSON MN 55350 City State Zip Temporary Telephone Access: Have you been convicted of y crime, misdemeanor, or violation of any municipal ordinance, other than traffic violations? © yes no If yes, state the nature of offense and punishment or penalty assessed therefore: Cin' o! Hutchinson Applicarion jbr Peddlers and frarrsienI Merchanis Page 2 04 Location Information WAL-MART PARKING LOT Location Name (CAMNOT OCCUPY PUBLIC BIGHT -OF -WAY) 1300 HIGHWAY 15 5 Location Address If the applicant is not the property owner, the property owner must sign below granting permission for use of said property: Pro erre owner si nature HUTCHINSON MN 55350 01.1. Stare Zip ownername Business Information Describe relationship between applicant and employer: PERMITTING COORDINATOR Describe nature of business and describe items) offered: RETAIL SALE OF MN STATE APPROVED FIREWORKS Describe method of delivery: BY TRUCK Describe source of supply: AMERICAN PROMOTIONAL EVENTS 890.243.1189 Supplier Name Suppler Phone Nuttzber 4511 HELTON DRIVE FLORENCE Al 3553 Supplier Address Ci; 1 State Zip Supplier Name Suppler Phone Number SupplierAddress Co. Stale lip Supplier Name Suppler Phone Number SilierAddr•ess Citti• Stare Zi Reference Information Provide two (2) property owners (in McLeod County) for character references: -WAL-MART STORES, INC 479.273.4219 Propertv Otisner Name Property Owner Phone Number 702 SW 8TH STREET BENTONVILLE AR 72716 PropeHyOwnerAddress Ciry State Zip Proper{i- CArner-Nume Property ONvrer Phone Number Properic Owner Address C 1 Slate Cin' of Htrtchirrsorr Appkcatior+ for Peddlers and Trarrsrertt Mercharlrs Page 3aj4 Reference Information (continued) List last (up to three (3)) previous city(ies) where you carried on same activity (immediately preceding today's date): ST. CLOUD cit. WEST ST. PAUL Cin: SA ELL City MN 06.20.2017 to 07.05.2017 Slate Dale(s) oj'Aeuvin• MN 06.20.2017to 07.05.2017 State Dales) o1'ActiOA- M N 06.20.2017to 07.05.2017 State Daie(s) gfAM 01Y Checklist The following items need to be completed and/or attached in order for the application to be processed: Applicationllnvestigation fee paid in full (check or money order): U( yes ❑ no Application completed in full and signed: 0l yes ❑ no I hereby certify I have completely filled out the entire above application and that the application is true, correct, and accurate. 1 fully understand that any person who violates any provision of the Peddlers, Solicitors, and Transient Merchants Ordinance No. 673 is guilty of a misdemeanor and upon conviction thereof shall be punished by a fine not exceeding $1,000.00 or by imprisonment for a period not exceeding 90 days or both, plus, in either case, the costs of prosecution. Applicant's Sigrratrere Internal Use Only Police Q approved ❑ denied Notes: City Council ❑ approved ❑ denied Notes: H:�I.icernes'Applicatians'Peddlee. Solicitor.Traz ien[.JuC 03.03.2013 DALE' Walmart Independent Sales Organization (1S0) Access Letter 1 N I Fireworks to scope parking lot space and sell fireworks I s- American Promotional Events, Inc. D.13 -A. TNT Fireworks Walmart Services 01/02117 RB: TNT Fireworks to scope parking lot space and sell fireworks Dear Valued ISO, Thank you for your continued support and collaboration. Upon arrival at the store where the event/promotion will occur, this access Letter ('Letter) should be provided to store management. This letter shall sere as proof that you are authorized to enter the store and complete the parking lot scoping and execution of a temporary firework stand as a promotion/event for the time period specified below. You are also authorized and required to obtain the proper permitting as required by the local city, county, and/or state. Only your employees (collectively "Representatives') may perform the promotion on your behalf. Your Representatives must produce credentials to store management showing that the Representative has been authorized by you to perform the promotion on your behalf. Scoping Timeline: Scope work may happen anytime from January 41, 2017 - July 31, 2018 Sales Timeline: Parking lot sales may happen anytime from June 15, 2017 -July 31, 2018 Store Associate• IManage rnent) Res Pons ibiIitias: 1) Allow and agree upon space with TNT Fireworks to sell fireworks on the parking lot during the Independence Day season 2) Customers and employees of TNT Fireworks may have access to restrooms in Walmart facilities 3) For other questions call Walmart Field Support at 1-700-Walmart 4) Keep a copy of this LOA for your records This particular program does NOT violate the Walmart Corporate Solicitation Policy. Best regards, se Danielson Manager tl, WM Services Anne J�Gfinso Direct�f,.Mlmart Services STATEMENT OF PURPOSE American Promotional Events dba TNT Fireworks is submitting for approval for the attached application. Location address: Wal-Mart, 1300 Highway 15 S, Hutchinson, MN 55350 The purpose is to sell Minnesota State approved fireworks in a temporary tent from, approximately, June 24th 2018 - July 51' 2418. The tent will be erected about three days prior to the sale and removed within two to five days of completion of the sale. The hours of operation will be from 8am-10pm, or as dictated by local location ordinances. There will be two fire extinguishers readily accessible. "No Smoking," age limit signs, as well as "No Discharging Fireworks within 300fr signs will be posted and enforced. There will be a minimum of two people onsite at all times and the product will be secured 2417 to ensure safety. If you have any questions, please do not hesitate to call me at 256-740-6158. Sincerely, Virginia Daniel Permitting Coordinator danielv@tntfireworks.com AMERICAN PROMOTIONAL EVENTS, INC. P,O. BOX 1318 . 4511 HELTON DRIVE • FLORENCE, AL 35630 PHONE (256) 764-6131 • FAX (205) 533-6043 www.tntfireworks.com HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Short-Term Gambling License -Crow River Cutters Department: Administration LICENSE SECTION Meeting Date: 4/10/2018 Application Complete Yes Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff Consent Agenda Time Requested (Minutes): License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Crow River Cutters of the National Wild Turkey Federation, a nonprofit organization, has submitted a short-term gambling license application into administration for review and processing. The application is for an event the organization is holding on May 21, 2018, at Main Street Sports Bar. The applicant has completed the appropriate application in full and all pertinent information has been received. BOARD ACTION REQUESTED: Approve issuing short-term gambling license to Crow River Cutters on May 21, 2018, at Main Street Sports Bar. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: I I I Hassan Street Southeast Hutchinson, MN 55350 (3 20) 587-5151/Far: (3 20) 234.4240 City of Hutchinson APPLICATION FOR GAMBLING DEVICES LICENSE In provisions of the City of Hutchinson Ordinance No. 655 and Minnesota Statutes Chapter 349 All applications must be received at least 30 des before event in order to be considered Application Type .Z Short Term Date(s) - Jr 12.11 ZiW fee: $30.00 MonthlDa /Year - MonthlDav/Year Qrpnization Information +sam e� cK:4 I ! 5� Cr:ac.) ,Pc'€r �'� TT S ljl&)-)r & 578S r 3-7�:;' Name Phone Number 2;Z'f "/-/ -Zff�o Address, where regular meeting are held City Stale Zip Day and time of meetings? /-5T fry^%e D� -r' o {1'(&V1 --V Is this organization organized under the laws of the State of Minnesota? 91 yes ❑ no How long has the organization been in existence'? Z-5 How may members in the Organization? 2 - What is the purpose of the organization? -%4VCr"--ht1AJr4 Hq6-457AU¢ In whose custody will organization records be kept? f.{ 1 e� Lek..:- 3yj�) e,"Y3 t i--S-79- Name Phone Number -se Address ON State Zi Duty Authorized Officer of the Organization Information True Name Phone Number -521 Ser Residence Address City State Zip Date of Birth: 1 Z- 1 l f C f Place of Birth: r 1�.A!G 6�20"A*kly Monthldaylvear ON State Have you ever been convicted of any crime other than a traffic offense? ❑ yes idno If yes, explain: City of Hulchinson Applicationfor Bi+;go Garnhling Devices License Page 2 oj'3 Designated Gambling Manager ( uali led tinder Minnesota Statute §3 Mlkj�5- Jots Tease Name Phone Number 3Z/ Fzlle ]-r SE WVO,;r«.eJ A.,(d Residence Address City Stale zip Date of Birth: G3 116 Place of Birth: t .l6r6, Monthldaylyear C411 State Have you ever been convicted of any crime other than a traffic offense'? ❑ yes '<no If yes, explain: How long have you been a member of the organization? Game Information Location #1 Name of location where game will be played Phone Number �� 10 i(A4�w 5T+Z� IWYI-e t Il rrG� rluXfcJ i% 7 U Address of location where game will be played City .State 7_ip Date(s) and/or day(s) gambling devices will be used: through 6 -x1 `,44U�k; AM Hours of the day gambling devices will be used: From pM To AM PM Maximum number of player: (& Will prizes be paid in money or merchandise? ❑ money 2(mercliandise Will refreshments be served during the time the gambling devices will be used? 4 yes ❑ no If yes, will a char a be made for such refreshments? Oyes ❑ no Game Information Location #2 Nance of location where game will be played Phone Member Address of locatian where game ivill be played City State Zip Date(s) and/or day(s) gambling devices will be used: through AM AM Hours of the day gambling devices will be used: From pM To PM Maximum number of player: Will prizes be paid in money or merchandise? ❑ money ❑ merchandise Will refreshments be served during the time the gambling devices will be used? ❑ yes ❑ no If yes, will a char e be made for such refreshments? ❑ yes ❑ no Officers of the Organization Cifnecessary, list additional names on separate sheet Gc►,� —c C,4s c---- Y S--CsZ-- :may Name 4 Title O#t1c1E f] �j ::� L Afgl . — - ;? w Residence Address City Ofusr i Noine Au ii 1.1ZECT &14-T%—,A I`lV' 4 ti fti tis Residence .address Citv � ty Title State Zip City of Hutchinson Appheation for Bingo Gambling Devices License Page 3 ❑1'3 14# �F Nance 1&t rjtL— Residence Address Title f f� �►I �rJ A.Ju �Z—'ZD City State Zip Officers or Other Persons Paid for Services Infotination i neeessa , list additional names on separate sheet Name Residence Address Name Residence Address Title City State 211, Title City Stale Zip Name Title Residence Address City State Have you (Gambling Manager and Authorized Officer) read, and do you thoroughly understand the provisions of all laws, ordinances, and regulations governing the operation and use of gambling devices (as outlined in City of Hutchinson Ordinance 114.20 and Minnesota Statutes Chapter 349)? Gambling Manager s ❑ no Authorized Officer yes ❑ no Initial Initial I declare that the information I have provided on this application is truthful, and I authorize the City of Hutchinson to investigate the information submitted. Also, I have received from the City of Hutchinson a copy of the City Ordinance No. 114.20 relating to gamb g and 1 will familiarize myself with the contents thereof. 3- 21-7 •- 2-0 196 Signature of aut rued ofcei af'organization Date Signature of ga n i'bling—i7irmagaer of organization Date Internal Use Only City Council ❑ approved ❑ denied Notes: HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Carnival Permit - J&K Amusements Department: Administration LICENSE SECTION Meeting Date: 4/10/2018 Application Complete Y, Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff Consent Agenda Time Requested (Minutes): License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: J&K Amusements has submitted a carnival permit application into Administration for review and processing. The applicant has completed the appropriate application in full and all pertinent information has been received. J&K Amusements has put on their carnival in this same location for the last several years. The Hutchinson Mall management has granted permission for the carnival to occur again this year on their property. BOARD ACTION REQUESTED: Approve carnival permit application. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: Ck 1 1 1 11assan Street 5oullieast Hutchinson, MN 55350 (320) 587-5151 Fax_ (320) 2344240 CITY OF HUTCHINSON LICENSEIPERMIT APPLICATION FAIR \ CIRCUS SHOWS/EXHIBITIONS ($100,00 fee) DEMONSTRATIONS El OTHER (Describe) U. CARNIVALS ($525.00 deposit) ❑ AMUSEMENT DEVICES AMUSEMENT RIDES/GAMES PUBLIC PROPERTY USE Please complete the following information and submit the appropriate fee/deposit along with this application to the City of Hutchinson, 111 Hassan Street, SE, Hutchinson, Minnesota 55350. Full Name of Person Filing Application: Kimberly Kay Pack First Middle Last Business Name & Address: J & K Amusements 4496 235th Lane NW St. Francis, MN 55070 Business Telephone: 512.250.006$ Alternate Telephone: If business is a partnership, please provide name of officers or if corporation, please provide corporate name. Partnership Joseph and Kimberly Pack dba J & K Amusements Corporation Mail permit to this address: 4496 2351h Lane NW St. Francis MN 55070 LOCATION OF EVENT: Hutchinson Mall 1060 HM 15 Hutchinson MN 55350 GIVE BRIEF DESCRIPTION OF EVENT: Carnival in the parking lot at the Hutchinson Mall on Hwy 15 DATES AND HOURS OF OPERATION:_ May 31, 2018 5:00 pm until 10:00 pm June 1, 2018 5:00 pm unitl 10:00 pm June 2, 2018 11:00 am until 10:00 pm and .lune 3, 2018 11:00 am until 5:00 pm_ ARE STRUCTURES TO BE ERECTED XX Yes No NIA I1'yes, please describe: Carnival Rides, games and concessions INSURANCE: Submit proof of SPECIAL EVENTS PUBLIC LIABILITY INSURANCE, naming the City of Hutchinson as "ADDITIONAL INSURED" in amounts not less than $500,000 per person and $1,000,000 per accident. DEPOSIT: CLEAN UP/DAMAGE DEPOSIT (Refundable) Alcohol Use $1,100.00 ❑ CLEAN UP/DAMAGE DEPOSIT (Refundable) No Alcohol Use $525.00 ■' INDEMNIFICATION: I hereby indemnify and hold harmless the municipality and the City Council from any liability in whatsoever manner arising which may be incurred by the licensee and the municipality as the result of the operation of any of the events listed on this application. 3.16.18 Date Kimberly Kay Pack (electronic signature) Applicant's Signature DFce Use Only Fee _ Approved By: Insurance Police Dept Deposit Council License Issued Special Conditions: 3.15.18 J & K Amusements has permission to set up a carnival in the Hutchinson Mali parking lot located in Hutchinson, MN on May 31, 2018 until June 3, 2018. Thank yaer, - Nicki Martineau DATE tIVIMIDD;YYYYj CERTIFICATE OF LIABIL7Y INSURANCE 1 03/16/2018 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 have ADDITIONAL INSURED provisions or be endorsed. It SUBROGATION IS WAIVED, subject to the terns 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 CONTACTNAM Tom Ploutfe Specialty Insurance, LTD PHONE lam C, N �: 203-931-7095 FAX ny}; 203-931-0682 PC Box 16901, 430 Kelsey Ave Ste 1 L ADDRESS: Tom@specialtyinsuranceltd.com _ West Haven CT 06516 INSURERS AFFORDING COVERAGE F NAICR_ _ INSURES A: Certain Underwriters C Lloyds Of London AMB# .048337 INSURED J&K Amusements-- - - i INSURER B ; 4406 235th Lane NW St. Francis MN 55070 COVERAGES CFRTIFICOTF NI IURFR• Ori RRIiFi R77r77r 'iR RFVirlinid K11I%APr_R- 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>• - - — -- - - - -- ADOL SUER T-•-•-•---- POLICY EFF POLICY EXP LTR TYPE OF INSURANCE POLICYHUM13ER OIYYYY MNdDDFYYYY LIMITS X CO MME RCIALGENERALLIASILITY EACHOCCURRENCE $ 1,000,(}40 CLAIMS -MADE FXJOCCUR DAMAGE TO RENTED 300 000 23—EMI �4 {Ea occurrence-__- S -_ _ MED EXP (Any ono person) $ 5,440 R' Y Y CC/1 6-0031 08/16/2017 08/16/2018 PERSONALaADV INJURY $ 1,004,440 `GCN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 3,004,000 POLICY L I PRO LXJ LOC JECT I PRODUCTS CO $ 3,044.040 F. _ - - OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ accitlernj _�(Ea BODILY INJURY.(Per person) ANY AUTO 1 ` $ OWNED I SCHEDULED AUTOSONLY__ AUTOS t $ BODILY INJURY Per accrdenl] HIRED NON -OWNED ! $ $ PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY { P _ _ _ — I{ is UM BRELLALIAB OCCUR EACHOCCUR_R_E_NCE_ _3 - EXCESS LI AB CLAIMS -MADE AGGREGATE _ _ I.$ DEO RETENTION c WORKERS COMPENSATION PER 1 OTH- AND EMPLOYERS' LIABILITY YIN STATUTE ER , AtVYPROPRIETOR: PARTNEniEXECUTIVE E.L EACH ACCIDENT $ OFFICEWIVEMBEREXCLUDEW N t A , (Mandalory in NH) �Fl. DISEASE - EA EMPLOYEE, b 11r. describe under -- I DESCRIPTION OF OPERATIONS below I E.L. DISEASE - POLICY LIMIT .$ k DESCRIPTION OF OPERATIONS + LOCATIONS 1 VEHICLES (ACORD 101, Additional Remarks Schodule, may be attached If more space is require)] City of Hutchinson and Hutchinson Mall are added as additional insured but only with the respects to the operations of the named insured during the policy period. Dates: May 31 - June 3, 2018 Hutchinson Mali 1050 Hwy 15 5 Hutchinson MN 55350 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE " z: ©1988-2D15 ACORD CORPORATION, All rights reserved. ACORD 25 (2016.:03) The ACORD name and logo are registered marks of ACORD HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: Engineering Services Agreement with Erickson Engineering Co. (L2/P18-02) Department: PW/Eng LICENSE SECTION Meeting Date: 4/10/2018 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: As you most likely recall, the City Council recently awarded the construction contract for the 2nd Avenue SE Bridge Replacement project. Thus, due to the City not having a certified bridge construction inspector on staff, we have negotiated a proposed engineering services agreement (see attachment) with Erickson Engineering Co. (project design consultant) to administer the necessary construction inspection and observation for the associated fee amount of $63,408.00. At this point, we recommend that this agreement be approved to begin the upcoming project preparation activities. Please note that this agreement was reviewed by the Resource Allocation Committee and is accounted for within the City's proposed 2018 Infrastructure Improvement Program. BOARD ACTION REQUESTED: Approval of Engineering Services Agreement 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: ENGINEERING SERVICES AGREEMENT between CITY OF HUTCHINSON ERICKSON and ENGINEERING ERICKSON ENGINEERING CO., LLC Erickson Engineering Co., LLC for Construction of New Bridge 43539 9531 W 78t" St Ste 100 Eden Prairie, MN 55344 on 2nd Avenue over South Fork Crow River ph 952-929-6791,800-545-8020 fx 952-929-2909 Sec 6, Twp 116 N, Rge 29 W info@ericksonengineering.com www.ericksonengineering. com Tom Wilson, P.E., Vice President Erickson Engineering Agreement 18002, January 8, 2018 612-249-0839 twilson@ericksonengineering.com CONTENTS ASERVICES....................................................................................................................................1 1.0 CONSTRUCTON INSPECTION / OBSERVATION......................................................................... I B COMPENSATION.........................................................................................................................2 CTIMELINE...................................................................................................................................4 D TIME AND MATERIALS RATES....................................................................................................4 E KEY PERSONNEL.........................................................................................................................4 F GENERAL CONDITIONS..............................................................................................................6 G AUTHORIZATION.......................................................................................................................8 A SERVICES In this document, "Client" refers to the City of Hutchinson and "Consultant" refers to Erickson Engineering Co., LLC. The Consultant agrees to provide the following services to the Client in connection with the aforementioned project, according to the terms of this agreement. 1_0 CONSTRUCTON INSPECTION / OBSERVATION 1.1 The Consultant shall participate in preconstruction meetings. 1.2 The Consultant shall review shop drawings and falsework design, if needed. 1.3 The Consultant shall provide construction survey staking for the bridge working points. 1.4 The Consultant shall observe all bridge construction activities as required by the Plans, Special Provisions, and MnDOT Standard Specifications for Construction, to determine general conformance with the design. The Consultant's duties will include construction observation of the following: ■ Planned dimensions during construction of the bridge - 1 - City of Hutchinson Bridge 43539 Erickson Engineering Co., LLC, Engineering Services Agreement 18002 ■ Placement and location of reinforcing steel ■ Pile driving ■ All concrete construction ■ Installation of ornamental railing and lighting 1.5 The Consultant shall complete appropriate construction documentation which will include: ■ Daily and weekly construction diaries ■ Applicable testing data and test forms ■ Payment vouchers 1.6 The Consultant shall provide inspection of materials in accordance with the MnDOT Schedule of Materials Control which will include: ■ Insurance of appropriate certification of materials before incorporation into the work ■ Provide on-site testing of cast -in-place concrete materials ■ Cast strength test cylinders and control cylinders as required ■ Coordinate submittal and breaking of concrete test cylinders and monitoring test results ■ Obtain aggregate samples as required 1.7 The Consultant shall provide documentation of all quantities in accordance with the MnDOT Contract Administration Manual — Section 5-591.400 Documentation through final project acceptance by MnDOT, which will include: ■ Maintain a current record of all completed construction ■ Prepare any required supplemental agreements and change orders ■ Complete final documentation and submittal of project records B COMPENSATION The Client shall pay the Consultant in full for services described in section A Services as indicated below. All payments are due upon receipt of invoice. FEES Compensation for the work described will be on a Cost Plus (Time and Materials) basis, which includes the Consultant's profit. Section D shows the Consultant's Time and Materials rates, and these rates are a part of this agreement. Fees for services listed in this agreement will be as follows: —2— City of Hutchinson Bridge 43539 Erickson Engineering Co., LLC, Engineering Services Agreement 18002 Estimated Time and Cost Breakdown: Service a) Pre -Construction Meeting b) Review shop drawings and falsework design c) Bridge Survey Layout of Working Points d) Abutment Construction Pile Driving Rebar and Forms Concrete Pour Construction Observation Documentation e) Pier Construction Pile Driving Rebar and Forms Concrete Pour Construction Observation Documentation f) Superstructure Construction Falsework Rebar and Forms Deck Pour Rail Pour Sidewalk Pour Ornamental Rail Lighting Approach Panels Construction Observation Documentation g) Mileage, Lodging :3 32 40 16 40 32 40 32 16 32 20 40 40 16 16 8 16 8 16 56 40 Hours Hourly Rate Estimated Fee 4 $90.00 $360.00 56 $98.00 $5,488.00 8 $190.00 $1,520.00 160 $90.00 $14,400.00 140 $90.00 $12,600.00 256 $90.00 $23,040.00 $6,000.00 The estimated total fee is: $63,408.00 CONDITIONS AND PAYMENT SCHEDULE The Consultant shall submit monthly invoices to the Client, listing the work performed and with fees based on time and materials provided. Payments are due upon receipt of invoice. Cancellation: If the Client cancels this agreement, the Consultant may request payment for all work performed up to the cancellation date. The Client shall pay for fully completed work as outlined above. The Consultant will invoice partially completed work on a Time and Materials —3— City of Hutchinson Bridge 43539 Erickson Engineering Co., LLC, Engineering Services Agreement 18002 basis, according to section D Time and Materials Rates. The total amount invoiced for the partially completed work will not exceed the amount which would have been due had the work been fully completed. Additional Services: If the Client requests that the Consultant provide services not listed in this agreement, or if any additional services are required due to revisions in MnDOT, FHWA, AASHTO, or Client standards or specifications, then the Consultant may request reimbursement for such services. The Client shall pay the Consultant on a Time and Materials basis, according to section D Time and Materials Rates, unless otherwise agreed to in writing by both the Consultant and the Client. C TIMELINE The Consultant shall provide experienced personnel as required during the construction of Bridge 43539. 0 E TIME AND MATERIALS RATES TITLE RATE/HR Vice President Engineering Manager Project Manager Project Engineer Design Engineer Drafting Manager Engineering Technician II Engineering Technician I Certified Inspector Mileage Rate Lodging $ 170.00 $ 161.00 $ 105.00 - $ 125.00 $ 87.00 - $ 100.00 $ 85.00 $ 111.00 $ 85.00 $ 77.00 $ 88.00 - $ 92.00 $ 0.54/mile $ Actual Cost (room charge / night) Rates may be adjusted annually to reflect cost of living increases. KEY PERSONNEL We anticipate one full-time Bridge Construction Inspector will be required for this project. Diego Santos -Noble will be assigned as Lead Bridge Construction Inspector. —4— City of Hutchinson Bridge 43539 Erickson Engineering Co., LLC, Engineering Services Agreement 18002 DIEGO SANTOS-NOBLE, E.I.T. PROJECT ENGINEER- CONSTRUCTION INSPECTOR Diego joined Erickson Engineering in SIMILAR PROJECT EXPERIENCE 2012, and performs bridge structure Carver County Bridge 10551 — Construction Inspection: design, design review, construction plan review, construction inspection, and 70 ft long, single span prestressed concrete beam bridge with condition inspection. Prior to employment total width of 82 ft. Project included approach panels, with us, Diego worked for TSH omamental railing, raised concrete sidewalk and center median, Engineering in Denver, Colorado, assisting lighting, suspended conduits under bridge deck, and integral in the design of bridge structures abutments supported on piling. Diego was responsible for throughout the Denver metro area. His bridge design and construction inspection. experience includes: ■ City of Fridley Bridge 02587 — Construction Inspection: - Design and analysis of bridge structure types including: prestressed concrete 200 ft long steel truss pedestrian bridge with 12 ft clear width. beam, continuous concrete slab, steel The bridge crosses 1-694 and includes a concrete deck, plate girder, caisson and spread footing reinforced concrete abutments supported on steel piling, foundations concrete slope paving, formliner, and ornamental railing. Diego assisted with construction inspection on this project. - Construction inspection of bridge replacement and rehabilitation projects; City of Brooklyn Center Bridge 27806 — Construction Inspection: responsibilities include pile driving, concrete testing, inspecting steel Rehabilitation of a 260 ft long, 2 -span continuous steel beam reinforcement, maintaining diaries, bridge located on 57th Ave crossing over 1-94. Project included concrete reports, pay estimates, work removal of wear course, deck slab patching, removal and orders and other project documents replacement of expansions joints, and sidewalk widening. Diego was responsible for construction inspection and rehab design. - Condition inspection of existing bridges - Retaining wall design Carver County Bridge 10550 — Bridge Design: - Design and plan review for bridge rehab 167 ft long, 3 -span prestressed concrete beam bridge with / replacement projects varying width of 64 ft to 67 ft. Project included approach panels, omamental railing, raised concrete sidewalks on each side, - Load rating calculations lighting, suspended conduits under bridge deck, integral - Gusset plate analysis abutments and solid wall piers supported on piling. Design allowed for phased construction to maintain traffic on bridge. - Preparation of bridge special provisions Diego was responsible for design and plan review. and construction cost estimates Diego holds MnDOT certifications in Mower County Bridge 50587 — Bridge Design: Bridge Construction Inspection Level I and 125 ft long, 2 -span prestressed concrete beam bridge with total 11, Concrete Field I and 11, Grading and width of 70 ft. Project included approach panels, ornamental Base, and Aggregate Production, Tech railing, raised concrete sidewalks on each side, lighting, ID# 18738. suspended conduits under bridge, expansion abutments, solid Diego is a graduate of the Colorado wall pier, and cast -in-place retaining walls extending upstream. School of Mines and has BS degrees in Diego was responsible for design and plan review. Civil Engineering and Physics. —5— City of Hutchinson Bridge 43539 Erickson Engineering Co., LLC, Engineering Services Agreement 18002 F GENERAL CONDITIONS Scope of Professional Engineering Services The Consultant agrees to provide the services described in section A Services when the Client requests and authorizes the Consultant to provide the services. The Client shall pay the Consultant for these services on a Time and Materials basis, at the rates stated in section D Time and Materials Rates, unless otherwise stated in this agreement. II Jobsite Safety Neither the professional activities of the Consultant, nor the presence of the Consultant or its employees and sub -consultants at a construction/project site, will relieve the General Contractor of its obligations, duties and responsibilities. The General Contractor's obligations, duties, and responsibilities include but are not limited to ■ construction means, methods, sequence, techniques or procedures necessary for performing, superintending and coordinating the Work in accordance with the contract documents, and ■ any health or safety precautions required by any regulatory agencies. The Consultant and its personnel have no authority to exercise any control over any construction contractor or its employees in connection with their work or any health or safety programs or procedures. The Client agrees that the General Contractor must be solely responsible for jobsite safety, and warrants that this intent will be carried out in the Client's contract with the General Contractor. The Client also agrees that the Client, the Consultant and the Consultant's sub -consultants will be indemnified by the General Contractor and will be made additional insureds under the General Contractor's policies of general liability insurance. III Responsibilities of the Consultant The Consultant shall maintain Professional Liability Insurance for $2,000,000 (two million dollars) during the life of this contract. If the Client requests additional insurance, the Consultant will purchase such insurance if available. The Client will pay the cost of the additional insurance. The Consultant is not responsible for the failure of others to perform in accordance with other contracts. The Consultant's services do not relieve others of their responsibilities. IV Responsibilities of the Client The Client shall make available to the Consultant all known information applying to the site and services provided by the Consultant. The Client shall immediately inform the Consultant of new information which may be in conflict with previous information regarding the site or Consultant services. The Consultant has a right to depend on documents and information supplied by the Client. V Other Damages The Consultant and the Client will not be liable to each other for any incidental, consequential, or special damage relating to the Consultant's services. This includes business interruption, good will, or loss of anticipated profits. City of Hutchinson Bridge 43539 Erickson Engineering Co., LLC, Engineering Services Agreement 18002 VI Termination Either party may terminate this agreement by giving fourteen days written notice to the other party. Upon termination, the Client will pay the Consultant for costs incurred to the date of termination, including termination costs and other obligations and commitments incurred in providing services. All obligations and liabilities between the parties will terminate upon payment. These costs are payable under the contract when invoiced. VII Document Ownership The Client acknowledges the Consultant's construction documents as instruments of professional service. Nevertheless, the plans and specifications prepared under this Agreement will become the property of the Client upon completion of the work and payment in full of all monies due to the Consultant. The Client shall not reuse or make any modification to the plans and specifications without the prior written authorization of the Consultant. To the fullest extent permitted by law, the Client agrees to indemnify and hold the Consultant harmless from any claim, liability or cost (including reasonable attorney's fees and defense costs) arising or allegedly arising out of unauthorized reuse or modification of the construction documents by the Client, or by any person or entity that obtains the plans and specifications from or through the Client, without written authorization of the Consultant. VIII Party Relationship The Consultant shall act solely as an independent contractor. The Client and the Consultant may not enter into any agreement or assume any obligation for the other. IX Force Majeure The Consultant shall not be liable for failure to perform due to circumstances beyond the Consultant's control. These may include, but are not limited to, wars, floods, strikes, riots, fire, acts of nature, or inability to obtain equipment or material. In the event of such circumstances, the Client will agree to extend the performance time sufficiently to overcome the effects of such events. X Successors and Assigns The Consultant and Client each binds itself, its successors, and assigns to the other party of this agreement and to the successors and assigns of the other party with respect to all provisions of this agreement. XI Entire Agreement This agreement represents the entire understanding between the Client and the Consultant. No change of the terms or conditions of this agreement will be binding on either party unless these changes are in writing and signed by an authorized representative of both parties. XII Applicable Law The laws of the State of Minnesota will govern this agreement. XIII AA/EEO The Consultant is an Affirmative Action and Equal Employment Opportunity Employer. —7— City of Hutchinson Bridge 43539 Erickson Engineering Co., LLC, Engineering Services Agreement 18002 XIV Dispute Resolution In the event of a dispute arising out of or relating to this Agreement or the services the Consultant renders or will render hereunder, the Client and Consultant agree to attempt to resolve such disputes in the following manner: First, the parties agree to attempt to resolve such disputes through direct negotiations between the appropriate representatives of each party. Second, if such negotiations are not fully successful, the parties agree to attempt to resolve any remaining dispute by formal non-binding mediation, conducted according to rules and procedures agreed upon by the parties, unless the parties mutually agree otherwise. Third, if the dispute or any issues remain unresolved after the above steps, the parties agree to allow the mediator to help select an alternative resolution method. G AUTHORIZATION The Client and the Consultant agree as set forth above. For the Client: City of Hutchinson 111 Hassan St SE Hutchinson, MN 55350-2522 Signature Title Date Signature Title Date For the Consultant: Erickson Engineering Co., LLC 9531 W 78th St Ste 100 Eden Prairie, MN 55344 Thomas J. Wilson, .E. Vice President Title January 8, 2018 Date HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Approve Authorizing $1,000 to purchase Smart Cycling Quick Guides Department: Administration LICENSE SECTION Meeting Date: 4/10/2018 Application Complete Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff Consent Agenda Time Requested (Minutes): 1 License Contingency Attachments: No BACKGROUND/EXPLANATION OFAGENDA ITEM: At our last council meeting, council member Cook asked for support to purchase a $1,000 worth of Smart Cycling Quick Guides for bicycle education. The guide is an easy -to -read booklet that outlines the basic rules of the road, components of a bicycle, and all of the information you would need to ride a bike safely and confidently. Council member Cook noted that the material could be used for educational purposes at our local schools along with placing the guides at City Center, the Police Department, the Rec Center, Library, and other areas. For additional information on the guide, visit http://bikeleague.org/quickguide BOARD ACTION REQUESTED: Approval of Authorizing $1,000 to purchase Smart Cycling Quick Guides from the League of American Bicyclists Fiscal Impact: $ 1,000.00 Funding Source: General Fund - Council 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: CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 04/2/18 - 04/10/18 Check Date -03/30/2018 03/30/2018 Check ------------ EFT671 Vendor Name ------------------------------------------------------ EFTPS Description ------------------------------------------------------------------ PAYROLL 3/11- 3/24/2018 Amount- ---------------- 64,164.33 03/30/2018 EFT672 MN Dept of Revenue PAYROLL 3/11- 3/24/2018 13,483.93 03/30/2018 EFT673 PERA PAYROLL 3/11- 3/24/2018 49,383.71 03/30/2018 EFT674 TASC-Flex PAYROLL 3/11- 3/24/2018 1,816.06 03/30/2018 EFT675 TASC-H S A PAYROLL 3/11- 3/24/2018 12,800.19 03/30/2018 EFT676 ICMA PAYROLL 3/11- 3/24/2018 2,299.06 03/30/2018 EFT677 VOYA PAYROLL 3/11- 3/24/2018 740.00 03/30/2018 EFT678 MNDCP PAYROLL 3/11- 3/24/2018 305.00 03/30/2018 200369 HART PAYROLL 3/11- 3/24/2018 684.22 04/02/2018 200370 VERHEY, JJ REIMB: WINTER BOOTS 125.00 04/10/2018 200371 A TO Z CHEMICAL SUPPLY GRAFITTI REMOVER 810.49 04/10/2018 200372 ABSOLUTE LOGISTICS LLC CREEKSIDE FREIGHT TO RIVER COUNTRY CO-OP 590.00 04/10/2018 200373 ACE HARDWARE VARIOUS R&M SUPPLIES 541.08 04/10/2018 200374 ADVANCED POWER SERVICES, INC GENERATOR INSPECTIONS - WTP & WWTP 770.00 04/10/2018 200375 ALPHA WIRELESS TECH SERVICE ON PORTABLE RADIO - POLICE 542.00 04/10/2018 200376 AMERICAN BOTTLING CO MARCH COST OF GOODS - LIQUOR 172.32 04/10/2018 200377 AMERICAN RED CROSS WATER SAFETY INSTRUCTOR TRAINER -WATERPARK 350.00 04/10/2018 200378 AMERIPRIDE SERVICES TOWEL BAR, MOPS, MATS, BAG 108.35 04/10/2018 200379 ARCTIC GLACIER USA INC. MARCH COST OF GOODS - LIQUOR 173.14 04/10/2018 200380 ARNESON DISTRIBUTING CO MARCH COST OF GOODS - LIQUOR 852.00 04/10/2018 200381 ARTISAN BEER COMPANY MARCH COST OF GOODS - LIQUOR 1,504.32 04/10/2018 200382 ASHWILL INDUSTRIES INC PARK BENCH MOUNTING PADS KITS (20) 1,048.00 04/10/2018 200383 AUTO VALUE - GLENCOE SHOP PART: PURPLE POWER WASH 26.94 04/10/2018 200384 AXON ENTERPRISE, INC. TASER CARTRIDGES (50) - POLICE 1,300.00 04/10/2018 200385 B & C PLUMBING & HEATING INC REPAIR AC IN SMALL ROOM AT PD 157.66 04/10/2018 200386 BAERTSCHI, PAUL RENEW 1 YEAR SUBSCRIPTION - MN POLICE BRIEFS 155.00 04/10/2018 200387 BEACON ATHLETICS HOME PLATE (3), BASES (2 SETS), OTHER ACCESSORIES 1,245.00 04/10/2018 200388 BELLBOY CORP MARCH COST OF GOODS - LIQUOR 2,765.66 04/10/2018 200389 BERGER PLUMBING HEATING A/C, LLC INSTALL WATER FOUNTAIN & BOTTLE FILLER-C.ARENA 1,994.00 04/10/2018 200390 BERNICK'S MARCH COST OF GOODS - LIQUOR 171.15 04/10/2018 200391 BIO -TEC EMERGENCY SERVICES SQUAD CAR #1- BIO CLEAN AFTER INCIDENT 205.00 04/10/2018 200392 BLACK HILLS AMMUNITION POLICE AMMUNITION 418.50 04/10/2018 200393 BME LAB AND SCIENCE CALIB/MAINTAUTOCLAVE - WWTP 643.00 04/10/2018 200394 BREAKTHRU BEVERAGE MARCH COST OF GOODS - LIQUOR 19,739.78 04/10/2018 200395 BURMEISTER, JEROME REIMB: LODGING/MILEAGE - SD COLLECTION SYSTEMS 457.68 04/10/2018 200396 C & L DISTRIBUTING MARCH COST OF GOODS - LIQUOR 39,134.31 04/10/2018 200397 CANNON RIVER WINERY MARCH COST OF GOODS - LIQUOR 288.00 04/10/2018 200398 CARD SERVICES VARIOUS PURCHASES AT CASH WISE - PRCE 233.13 04/10/2018 200399 CARLOS CREEK WINERY MARCH COST OF GOODS - LIQUOR 576.00 04/10/2018 200400 CHANKASKA CREEK MARCH COST OF GOODS - LIQUOR 487.20 04/10/2018 200401 CHEMISOLV CORP CHEMICALS FOR WASTEWATER PROCESS 6,993.52 04/10/2018 200402 CORE & MAIN LP WATER METER PARTS 1,605.46 04/10/2018 200403 CRAGUN'S RESORT & HOTEL ON GULL LAK MIKE LIEN LODGING 5/22/18 - 5/24/18 CONFERENCE 212.60 04/10/2018 200404 CROW RIVER AUTO & TRUCK REPAIR OIL CHANGES ON 2 SQUAD CARS 110.57 04/10/2018 200406 CROW RIVER PRESS INC ENVELOPES FOR FINANCE AP 1,236.69 04/10/2018 200407 DOUGLAS COUNTY SHERIFF'S OFFICE CASE #201800000249 - D CRAIG 45.00 04/10/2018 200408 DPC INDUSTRIES INC CHEMICALS FOR WASTEWATER PROCESS 888.32 04/10/2018 200409 DUHOUX, VICTORIA REFUND FOR SPRING BREAK CHALLENGE 50.00 04/10/2018 200410 DYNA SYSTEMS AIR BLASTER, SILICONE GREASE - WWTP 184.78 04/10/2018 200411 E2 ELECTRICAL SERVICES INC ELECTRICAL REPAIRS MULTIPLE FACILITIES 5,294.83 04/10/2018 200412 EMERGENCY RESPONSE SOLUTIONS LLC FIRE DEPARTMENT SCBA REPLACEMENT PROJECT 69,671.26 04/10/2018 200413 EXNER, KENT REIMB: MN TRANS CONF; APWA POSTERS/MANUAL 284.49 04/10/2018 200414 FARM -RITE EQUIPMENT VARIOUS R&M SUPPLIES 204.02 04/10/2018 200415 FASTENAL COMPANY VARIOUS R&M SUPPLIES 618.38 04/10/2018 200416 FIRST CHOICE FOOD & BEVERAGE SOLUTI COL 1.5 FP CASE 76.00 04/10/2018 200417 FRONTIER PRECISION INC TRIBLE R10 GNSS WITH UHF 67,399.60 04/10/2018 200418 G & K SERVICES JANITORIAL AND CLEANING SUPPLIES 232.51 04/10/2018 200419 GRAINGER VARIOUS R&M SUPPLIES 503.38 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 04/2/18 - 04/10/18 Check Date -04/10/2018 04/10/2018 Check ------------ 200420 Vendor Name ------------------------------------------------------ HACH COMPANY Description ------------------------------------------------------------------ VARIOUS CHEMICALS FOR WATER PLANT Amount- ---------------- 1,235.81 04/10/2018 200421 HCVN-TV COUNCIL MEETINGS ON -DEMAND 3/27 - 12/31/18 190.00 04/10/2018 200422 HENNEPIN COUNTY COURT ADMIN BAIL: D PIERSON 78.00 04/10/2018 200423 HENRY'S WATERWORKS INC COLD PATCH FOR STREETS DEPT 2,538.60 04/10/2018 200424 HILLYARD / HUTCHINSON VARIOUS CLEANING SUPPLIES 1,266.28 04/10/2018 200425 HOHENSTEINS INC MARCH COST OF GOODS - LIQUOR 624.00 04/10/2018 200426 HOMERO LOPEZ REFUND DAMAGE DEPOSIT- EVENT CENTER 300.00 04/10/2018 200427 HUTCH AUTO & TRUCK PARTS TRUCK #218 REPAIR: PARK LAMP -TURN SIGN - WWTP 30.00 04/10/2018 200428 HUTCHINSON CONVENTION & VISITORS BU FEBRUARY 2018 LODGING TAX 5,459.41 04/10/2018 200429 HUTCHINSON HEALTH CARE APRIL MAINTENANCE - EVENT CENTER 2,277.99 04/10/2018 200430 HUTCHINSON UTILITIES IST QTR SHARED GIS SERVICES FOR BRANDON FITZ 6,137.94 04/10/2018 200431 HUTCHINSON WHOLESALE#1550 AUTO R&M SUPPLIES -STREETS 114.58 04/10/2018 200432 HUTCHINSON WHOLESALE#1551 AUTO R&M SUPPLIES-CREEKSIDE 36.38 04/10/2018 200433 HUTCHINSON WHOLESALE #1552 AUTO R&M SUPPLIES - PARKS 79.87 04/10/2018 200434 HUTCHINSON WHOLESALE #2520 AUTO R&M SUPPLIES - FIRE DEPT 3.99 04/10/2018 200435 INDEPENDENT EMERGENCY SERVICES TECH SERVICES - POLICE 400.00 04/10/2018 200436 INSELMANN, ERIC REIMB: MEALS/FUEL/LODGING - ATSSA CONFERENCE 54.50 04/10/2018 200437 INTERIOR VIEWS INSTALL/MATERIAL FOR VERTICAL BLINDS - EDA 1,394.50 04/10/2018 200438 INTERSTATE BATTERY SYSTEM MINNEAPOL SHOP PARTS 728.75 04/10/2018 200439 INTERSTATE POWER COMPANIES INC CREEKSIDE BAGGER REPAIRS SUPPLIES 161.87 04/10/2018 200440 INTOXIMETERS INC MOUTHPIECE ASIV OR ECIR - POLICE 180.00 04/10/2018 200441 JACK'S UNIFORMS & EQUIPMENT POLICE UNIFORMS - PANTSAND SHIRTS 278.78 04/10/2018 200442 JEFF MEEHAN SALES INC. FEBRUARY 2018 CREEKSIDE COMMISSIONS 4,528.64 04/10/2018 200443 JEREMY POWELL ICE SHOW PROPS REIMBURSEMENT 397.56 04/10/2018 200444 JJ TAYLOR DIST OF MN MARCH COST OF GOODS - LIQUOR 5,343.80 04/10/2018 200445 JOHNSON BROTHERS LIQUOR CO. MARCH COST OF GOODS - LIQUOR 25,889.77 04/10/2018 200446 JORDAHL, PAXTON REIMB: SAFETY FOOTWEAR: SEASONAL 129.99 04/10/2018 200447 JUUL CONTRACTING CO SNOW REMOVAL, MCDONALD DRIVE WATER REPAIR 2,617.50 04/10/2018 200448 KERI'S CLEANING MARCH CLEANING CC, LIB, SR DIN, FIRE DEPT 3,344.00 04/10/2018 200449 KONERZA, STACY 03/20 DJ DANCE - SENIOR CENTER EVENT 100.00 04/10/2018 200450 L & P SUPPLY CO MAINT EQUIPMENT - FIRE DEPT AND PARKS DEPT 145.71 04/10/2018 200451 LEVINE, ERIC REIMB: REG FOR WW ANNUAL CONF; AWWA WEBINAR 335.00 04/10/2018 200452 LITIN PAPER COMPANY CREEKSIDE BAGGER REPAIRS SUPPLIES 1,181.01 04/10/2018 200453 LOCHER BROTHERS INC MARCH COST OF GOODS - LIQUOR 14,631.25 04/10/2018 200454 LOGIS FEBRUARY CHARGES FOR SERVICES/SOFTWARE 7,044.00 04/10/2018 200455 MARCELLUS, RICHARD UB refund for account: 1-820-0950-0-00 5.72 04/10/2018 200456 MARCO TECHNOLOGIES, LLC PROJECTOR FOR EVENT CENTER / MONTHLY COPIERS 2,673.52 04/10/2018 200457 MATHESON TRI -GAS INC ACETYLENE, HIGH PRESSURE - WWTP 17.52 04/10/2018 200458 MCDONALD, AMANDA REFUND FOR SPRING BREAK CHALLENGE 25.00 04/10/2018 200459 MCKAY, JEFF REIMB: MILEAGE FOR FIRE OFFICER SCHOOL; 249.60 04/10/2018 200460 MCKIMM MILK TRANSIT CREEKSIDE FREIGHT TO BFG SUPPLY, ST PAUL 309.63 04/10/2018 200461 MCLEOD COUNTY COURT ADMINISTRATOR BAIL: A PREGLER 400.00 04/10/2018 200462 MENARDS HUTCHINSON VARIOUS R&M SUPPLIES 1,488.55 04/10/2018 200463 MIDWEST MACHINERY CO 013X: REAR VIEW MIRRORS- LEAF VACUUM 198.91 04/10/2018 200464 MINNEAPOLIS, CITY OF APS TRANSACTION FEES: FEB 2018 47.70 04/10/2018 200465 MINNESOTA POLLUTION CONTROL AGENCY WATER PERMIT ANNUAL FEES - AIRPORT 400.00 04/10/2018 200466 MINNESOTA VALLEY TESTING LAB TESTING SOLIDS, BOD, COLIFORM - WWTP 1,234.90 04/10/2018 200467 MRPA PAVED TRAILS/BEST PRACTICES SEMINAR - PARKS 87.00 04/10/2018 200468 NATIONAL RECREATION & PARK ASSN NRPA MEMBERSHIP: DOLF MOON 170.00 04/10/2018 200469 NEUBARTH, JULI APRIL -JUNE AIRPORT HANGAR RENT REFUND 330.00 04/10/2018 200470 NEW FRANCE WINE APRIL COST OF GOODS - LIQUOR 359.50 04/10/2018 200471 NORTH CENTRAL LABORATORIES LAB SUPPLIES - WWTP 1,138.26 04/10/2018 200472 NORTHERN BUSINESS PRODUCTS HOT CUP LIDS - CREEKSIDE 49.74 04/10/2018 200473 NORTHERN STATES SUPPLY INC REPAIR & MAINTSUPPLIES-STREETS & HATS 398.49 04/10/2018 200474 NORTHERN TIER TRANSPORTATION LLC CREEKSIDE FREIGHT TO VARIOUS LOCATIONS 3,025.00 04/10/2018 200475 NU -TELECOM April Phone Service 5,885.39 04/10/2018 200476 O'REILLY AUTO PARTS VARIOUS AUTO R&M SUPPLIES/ PAINT 317.67 04/10/2018 200477 OFFICE DEPOT VARIOUS OFFICE SUPPLIES 118.89 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 04/2/18 - 04/10/18 Check Date -04/10/2018 04/10/2018 Check ------------ 200478 Vendor Name ------------------------------------------------------ OFFICE OF MN IT SERVICES Description ------------------------------------------------------------------ FEBRUARY 2018 SERVICES - DMV Amount- ---------------- 158.33 04/10/2018 200479 PAKOR INC PRINTER W/ CAMERA, MEDIA FOR PRINTER - DMV 1,195.98 04/10/2018 200480 PAUSTIS WINE COMPANY MARCH COST OF GOODS - LIQUOR 2,068.58 04/10/2018 200481 PENMAC STAFFING SERVICES, INC. MARCH TEMPORARY STAFFING - CREEKSIDE 748.65 04/10/2018 200482 PHILLIPS WINE & SPIRITS MARCH COST OF GOODS - LIQUOR 10,573.97 04/10/2018 200483 PIKE TRANSFER LLC CREEKSIDE FREIGHT TO FRATTALONES, CIRCLES PINE 625.00 04/10/2018 200484 PLUNKETTS PEST CONTROL GENERAL PEST CONTROL 74.75 04/10/2018 200485 POSTMASTER SENIOR CENTER NEWSLETTERS 100.00 04/10/2018 200486 POSTMASTER MONTHLY UTILITY BILLING POSTAGE 1,600.00 04/10/2018 200487 PRO AUTO MN INC. OIL CHANGE - FD / NEW BATTERY - BLDG INSPECTIONS 174.58 04/10/2018 200488 PRO -VISION VIDEO SYSTEMS NIGHT VISION CAMERA SYSTEM - STORMWATER 657.58 04/10/2018 200489 QUADE ELECTRIC ELECTRICAL R&M SUPPLIES 47.40 04/10/2018 200490 QUALITY FORKLIFT SALES & SERV INC FORKLIFT (2): OIL CHANGE, LUBE, MISC - CREEKSIDE 493.00 04/10/2018 200491 RDO EQUIPMENT CO. JOHN DEERE LOADER: ALTERNATOR - CREEKSIDE 740.85 04/10/2018 200492 RECREONICS CPR POCKET MASK - WATERPARK 122.26 04/10/2018 200493 REINER ENTERPRISES INC FLATBED TRUCKING - CREEKSIDE 7,624.93 04/10/2018 200494 RITE INC RMS MAINT RENEWAL THROUGH 5/15/19 - LIQUOR 915.71 04/10/2018 200495 ROSS WENDLING RECREATION FEE WAIVED FOR COACHING 30.00 04/10/2018 200496 ROUND LAKE VINEYARDS & WINERY APRIL COST OF GOODS - LIQUOR 108.00 04/10/2018 200497 RUNNING'S SUPPLY VARIOUS R&M SUPPLIES 284.01 04/10/2018 200498 SALTMAN LLC SOFTENER SALT - CIVIC ARENA 123.00 04/10/2018 200499 SCHOOLER, JASON UB refund for account: 3-980-3610-9-02 6.01 04/10/2018 200500 SCHUETTE, DONOVAN REIMB: SAFETY GLASSES 100.00 04/10/2018 200501 SEBORA, MARC REIMB: MILEAGE/MEALS - DECEMBER - MARCH 454.67 04/10/2018 200502 SIRCHIE ACQUISITION COMPANY, LLC SUPPLIES FOR POLICE 135.80 04/10/2018 200503 SOUTHERN WINE & SPIRITS OF MN MARCH COST OF GOODS - LIQUOR 38,054.08 04/10/2018 200504 SOUTHWEST CHAPTER MSPE 48TH ANNUAL INSPECTORS WORKSHOP: K MESSNER 180.00 04/10/2018 200505 SRF CONSULTING GROUP SGR INTERSECTIONS STUDY 2,646.13 04/10/2018 200506 STANDARD PRINTING -N -MAILING FEBRUARY MAILING AND POSTAGE SERVICES 1,273.10 04/10/2018 200507 STAPLES ADVANTAGE VARIOUS OFFICE SUPPLIES 641.24 04/10/2018 200508 STATE CHEMICAL SOLUTIONS DRAIN ROCKET, SANITIZER - PARKS DEPT 240.75 04/10/2018 200509 STREICH TRUCKING CREEKSIDE FREIGHT FROM DULUTH TO CREEKSIDE 4,320.00 04/10/2018 200510 SUN LIFE FINANCIAL March Dental Claims and Admin Fees 10,887.01 04/10/2018 200511 TECH SALES R&M SUPPLIES FOR WASTEWATER 259.57 04/10/2018 200512 THOMSON REUTERS -WEST FEB 05 - MAR 04'18 CHARGES - LEGAL 1,163.00 04/10/2018 200513 TODD ALEXANDER REFUND OVERPAYMENT FOR BREATH TESTING 25.00 04/10/2018 200514 TRI-STATE BOBCAT STREETS#688 CHIPPER: DISCS, BOLTS, NUTS 784.96 04/10/2018 200515 TRIPLE G COMPANIES FEBRUARY CONTRACT SNOW REMOVAL 700.00 04/10/2018 200516 US BANK EQUIPMENT FINANCE 3/20 - 4/20'18 CONTRACT - FINANCE COPIER/PRINTER 389.92 04/10/2018 200517 VERIZON WIRELESS MARCH CELLPHONE SERVICE 3,802.63 04/10/2018 200518 VIKING BEER MARCH COST OF GOODS - LIQUOR 14,241.60 04/10/2018 200519 VIKING COCA COLA MARCH COST OF GOODS - LIQUOR 890.78 04/10/2018 200520 WACONIA, CITY OF SANITATION PERMIT- CREEKSIDE 150.00 04/10/2018 200521 WASTE MANAGEMENT OF WI -MN REFUSE DISPOSAL MARCH IST - 15TH 3,575.61 04/10/2018 200522 WATER CONSERVATION SERVICE INC 3/8/18 LEAK LOCATE @ CENTURY & BLUEJAY SW 568.80 04/10/2018 200523 WEGNER, NEIL REIMB: CLASS CANCELLED 10.00 04/10/2018 200524 WENDLANDT, JUSTIN REIMB: MEALS- SFM CLASS IN PRIOR LAKE 17.13 04/10/2018 200525 WINE COMPANY, THE APRIL COST OF GOODS - LIQUOR 1,420.75 04/10/2018 200526 WINE MERCHANTS INC MARCH COST OF GOODS - LIQUOR 2,837.23 Total - Check Disbursement $ 605,305.44 CHECK REGISTER B FOR CITY OF HUTCHINSON CHECK DATE FROM 04/2/18 - 04/10/18 Check Date ----------------- 04/10/2018 Check ------------- 200405 Vendor Name ------------------------------------------------------ CROW RIVER GLASS INC. Description --------------------------------------------------------------- GLASS FOR LOADER & FORKLIFT AT CREEKSIDE Amount ----------------- 589.67 Total - Check Disbursement $ 589.67 I Year Population Sworn Officers Officers on Patrol Community Service Officer Office and Hospital Security Total Staffing Calls for Service Dispatch Staff 1998 12,989 22 15 0 7 29 15,349 1999 13,307 22 15 1 7 30 15,308 2000 13,081 22 15 1 7 30 15,521 2001 13,185 22 15 1 7 30 16,883 2002 13,403 22 16 3 7 32 16,020 2003 13,545 22 15 3 9 34 16,364 2004 13,616 22 15 3 9 34 14,748 2005 14,285 22 15 3 9 34 15,923 2006 14,417 22 15 2 9 33 16,425 2007 14,493 23 16 2 9 34 15,741 2008 14,650 23 16 2 9 34 15,087 2009 14,650 23 16 2 9 34 16,583 2010 14,170 22 15 2 9 33 17,844 2011 14,170 22 15 1 8 33 17,894 2012 14,170 22 15 1 8 33 11,135 2013 14,178 22 15 1 8 4 33 16,182 2014 14,178 22 15 1 8 4 33 17,179 2015 14,178 22 15 1 8 4 33 15,589 2016 14,178 22 15 1 10 7 40 17,152 2017 14,178 2 18,913 • 201.7 Accomplishments ➢ To work with other city departments and the community to accomplish the end statements developed by the City Council. Addressing end statement 2.3. In 2017 this was and continues to be our mission as we provide police services to our community. ➢ Upgrade the Civil Defense Siren System. This project was completed in July of 2017 with allocated funds from Capital Improvement. ➢ Police and Fire Training Grounds Improvement. The goal of the project was to improve safety for participants on the grounds and outside of the facility. This project was completed in August of 2017 with allocated funds from Capital Improvement. ➢ Develop and implement a Body -worn Camera and In -Car Camera Program for the Department. The Body -worn Camera portion was completed in April on 2017 with the In -Car Camera Portion completed in December of 2017. ➢ Impliment a Departmental Chaplaincy program. This program is designed to assist officers in supporting community members during times of crisis. This program also provides assistance and support to members of the department. ➢ Order a Special Response Tactical Vehicle: The goal of the project was to replace the existing SRT vehicle that is 30 years old. This vehicle is scheduled to be delivered 2018. ➢ Impliment a responsive speed signs pilot project: This project in collaboration with City of Hutchinson Engineering Department was implemented in September of 2017 as part of street improvement project. The signs are currently located on School Road between Lewis Ave NW and Roberts Road NW. In 2017 Hutchinson Police Department employees had a total of 3525 hours of internal and external training, which was an average of 81.9 hours of training per employee. 0 2017 Calls for Services OFA 18 16 17.119 14 12 10 8 6 4 2 0 Calls for Service Calls for Service WPopulation —Linear (Calls for Service) 2014 2015 17.152 2016 18.913 Note: There were 9 - SRT Call Outs 2017 0 2017 2016 2015 2014 2013 CALLS FOR SERVICE 18,913 17,152 15,589 17119 16,812 NUMBER OF ARRESTS 422 379 371 380 369 BURGLARIES 30 27 26 33 38 NSF CHECKS 5 9 8 8 13 THEFTS 432 432 303 458 398 DOMESTICS 47 59 48 71 63 Arrests 37 39 35 32 44 Reports/Assist 10 20 13 39 19 D.U.I. 47 59 63 78 74 Misdemeanor 32 44 30 49 40 Gross Misdemeanor 13 15 33 29 33 Felony 2 0 0 0 1 SHOPLIFTING 81 59 61 55 62 Juvenile 4 13 6 4 15 Adult 34 31 28 26 47 Unknown 38 15 20 24 ACCIDENTS 357 261 289 326 294 Fatal 0 0 1 0 0 Property Damage 283 187 205 263 217 Personal Injury 21 29 37 30 24 Hit £t Run 53 45 46 33 53 DETOX/MENTAL HEALTH 137 124 155 99 91 CITATIONS - OVERALL 757 802 484 1179 1185 Seatbelt 19 9 12 205 158 Parking 117 311 32 170 252 Fail to Yield to Pedestrian 0 0 0 2 1 'd WARNINGS -OVERALL 1688 984 584 997 962 Arrests 430 420 410 400 390 380 370 360 350 340 330 2017 2016 2015 2014 2013 0 Parti Grimes 361 357 F M L 2017 2016 PART 1 CRIMES 401 360 Em 2015 2014 2013 337 2012 0 757 TOTAL CITATIONS AND WARNINGS CITATIONS 6__AWARNINGS —Linear (CITATIONS) —Linear (WARNINGS ) 2017 2016 2015 2014 2013 2012 0 Nuisance Properties ■ M 2013 2014 2015 2016 2017 0 Hospital Security Assists 2014 2015 2016 2017 i )atch to Arrive Time 2015 0 Vulnerable Adult Intakes • e%01C 2014 Total Calls 247 ID 2015 310 2016 415 2017 0 Child Protection Intakes 273 2015 283 2016 315 -W PFI 2017 0 Southwest Metro Drug Task Force SWMDTF 2017 Cases by Jurisdiction 120 80 60 40 37 37 20 3 4 2 5 0 - Carver Scott McLeod Hennepin Dakota Ramsey Sibley Other 0 ➢Continue to enhance the Nuisance Ordinance Program. ➢Continue to collaborate with other City Departments 8t MNDOT to develop and prepare for the Hwy 15 construction project. ➢Review and update the Hutchinson Police Services Policy Manual. ➢Complete a Sergeant Promotional Process to fill the current vacancy. ➢Take delivery and prep for service the Special Response Team vehicle. 0 HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Project Award for 2018 WW Lift Station Improvements Project (L13/P18-13) Department: PW/Eng LICENSE SECTION Meeting Date: 4/10/2018 Application Complete Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff New Business Time Requested (Minutes): 5 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The City received six (6) bids (see attached bid tabulation) for the 2018 Wastewater Lift Station Improvements project. The apparent low bid is from R & R Excavating Inc. of Hutchinson, MN, in the amount of $110,943.00 (approximately 3.1 % lower than the final Engineer's Estimate). This bid appears to be responsive and appropriate (please see attached Letter of Recommendation from this project's technical consultant). This project's total cost and associated funding contributions were reviewed by the Resource Allocation Committee and are accounted for within the City's proposed 2018 Infrastructure Improvement Program. City staff will provide a brief overview of this project's scope and construction bids. The necessary Resolution to award this project is attached. BOARD ACTION REQUESTED: Approval of Resolution Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 110,943.00 Total City Cost: $ 110,943.00 Funding Source: Wastewater Utility Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 14875 RESOLUTION ACCEPTING BID AND AWARDING CONTRACT LETTING NO. 13/PROJECT NO. 18-13 Whereas, pursuant to an advertisement for bids for the furnishing of all labor and material for the improvement of: 2018 Lift Station Improvements: Rehabilitation and upgrades to Otter Lake area wastewater lift station by construction of controls equipment/panel, wastewater pipe installation, structural modifications, site improvements and appurtenances. bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Bidder R & R Excavating Inc of Hutchinson MN MN Mechanical Solutions Inc of Waite Parke MN CCS Contracting Inc of New Brighton MN Land Pride Construction LLC of Paynesville MN Magney Construction Inc of Chanhassen MN Gridor Construction Inc of Buffalo MN Total Bid $110,943.00 $113,400.00 $141,000.00 $149,682.00 $153,732.00 $157,732.00 and whereas, it appears that R & R Excavating Inc of Hutchinson MN is the lowest responsible bidder; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: The mayor and city administrator are hereby authorized and directed to enter into a contract with R & R Excavating Inc of Hutchinson MN in the amount of $110,943.00 in the name of the City of Hutchinson, for the improvement contained herein, according to the plans and specifications therefor approved by the City Council and on file in the office of the City Engineer. The City Engineer is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed, and the deposit of the successful bidder shall be retained until satisfactory completion of the contract. Adopted by the Hutchinson City Council this 10th day of April, 2018. Mayor, Gary Forcier City Administrator, Matthew Jaunich CITY OF HUTCHINSON, 111 HASSAN ST SE, HUTCHINSON MN 55350 320-234-4209 BID TABULATION -CITY OF HUTCHINSON LETTING NO. 13/PROJECT NO. 18-13 Lift Station Improvements - Otter Lake BID OPENING: 03/21/2018 @ 11:00 AM ENGINEER'S ESTIMATE $114,500.00 COMPLETION DATE: 09/14/2018 R & R Excavating Inc MN Mechanical Solutions Inc CCS Contracting Inc Lantl Pritle Constrution, LLC Magney Construction, Inc Gritlor Construction Inc — Brent Reiner Greg Holm Paul Johnson Troy Soine Sue Mason Estimating Department Engineer's EstimMe 1149 Hwy 22 South 313 34th Ave S 2190 Pike Lake Dr 2 50480 360th St 1401 Park Rd 3990 27th St BE 4w Hutchinson MN 55350 Waie Park MN 563] New Brighton MN 55112612-]01- Paynesville MN 55362 Chanhassen MN 5531] Buffalo MN 55313 — w 320-58]5918 320-]]43600 6544 320-094-25]9 bitls0nag-Womd—tion.com ]63-5593]34 — � o michelle@rrexcavating.net gholm�i,nnmechanical.com paulccs34@gmail.com lantlpritleconstruction@gmail.com estimateing@gritlor.com BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BASE BID $114,500.00 $110,943.00 1 $113,400.00 $141,000.00 $149,682.00 $153,732.00 $157,732.00 BASE BID UNIT QUANTITY BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL 1 B1 CONTROL PANEL ALLOWANCE LUMP SUM 1 $30,132.00 $30,132.00 $30,132.00 $30,13200 $30,13200 $30,132.00 $30,132.00 $30,132.00 $30,132.00 $30,132.00 $30,132.00 $30,132.00 $30,132.00 $30,13200 2 B2 ALL REMAINING WORK FOR THE OTTER LAKE LIFT STATION REHABILITATIO LUMP SUM 1 $84,368.00 $84,368.00 $80,811.00 $80,81100 $83,26800 $83,268.00 $110,868.00 $110,868.001 $119,550.00 $119,550.00 $123,600.00 $123,600.00 $127,600.00 $127,60000 TOTAL - LETTING NO. 13/PROJECT NO. 18-13 $114,500.00 $110,943.00 $113,400.00 $141,000.00 1 $149,682.00 1 $153,732.00 $157,732.00 March 27, 2018 TO: City of Hutchinson Attn: Kent Exner 1300 Adams St. SE Hutchinson, MN 55350 (320) 234-4212 Re: Letter of Recommendation Otter Lake Lift Station Rehabilitation Project Dear Mr. Exner: N E RO ENGINEERING 7135 MADISON AVENUE W MINNEAPOLIS, MN 55427 www.neroeng.com (612) 240-0524 On behalf of the City, Nero Engineering reviewed the bids for the rehabilitation of the Otter Lake Lift Station. This is the second lift station rehabilitation project in an overall effort to standardize equipment in all of the City's lift stations. The lift stations were separated into groups that had similarly sized pumps and hydraulic qualities. The Otter Lake pumps are in the same group as the first rehabilitation project completed at the Harmony Lift Station last fall so the pumps have already been selected and will be procured separately from this project. This project includes the work to install the procured pumps as well as the removal of the existing equipment and the furnishing and installing of the required piping, hatches, control panel, asphalt driveway and other ancillary work to complete the rehab of the Otter Lake lift station. This project was publicly bid and there was a mandatory prebid meeting on March 8, 2018. The attendance sheet from the mandatory meeting is attached to this letter. Bids were received from six contractors, all of whom were present at the mandatory prebid meeting: Gridor Construction, Magney Construction, MN Mechanical Solutions, CCS Contracting Inc., Land Pride Construction, and R & R Excavating. The results of the bids are: 1. R & R Excavating, Inc.- $110,943.00 2. MN Mechanical Solutions- $113,400.00 3. CCS Contracting Inc- $141,000.00 4. Land Pride Construction- $149,682.00 5. Magney Construction- $153,732.00 6. Gridor Construction- $157,732.00 Our engineer's estimate of probable cost for the Otter Lake Rehabilitation Project was $114,500. It is our recommendation to award the Otter Lake Lift Station Rehabilitation Project to R & R Excavating, Inc., in the amount of $110,943.00. We have spoken to the project engineers for a few of the references that R & R submitted with their bid. The experiences the references had with R & R were consistent with each other: R & R had quality workmanship and a good final product, but the project management and scheduling were lacking so the construction process required more effort for the engineer than was expected as well as extended timelines and milestones. Since we received only positive comments about the quality of work performed, we feel that R & R is qualified to complete this project. While the references' comments about their project management and scheduling skills are not ideal, we don't feel like that is enough justification to not award the project to R & R. We are prepared to make our expectations on scheduling and project management clear at the beginning of construction. We will be pleased to answer any questions concerning the recommendations set forth herein. Sincerely, �"tp-dmwL& Jennifer Svennes, PE CC: Tim Gratke, City of Hutchinson PREBID MEETING ATTENDANCE Otter Lake Lift Station Rehabilitation Project March 8, 2018; 11 AM Name Company SS ��� N-a�ri. i yah �i[rc.�a►t � �-4 L �a� �ct k rt�+ti a.. r1 �a. ►] �®r]S�7^Gt C +�,►`�f'j oat (JAX 14 Ye l ❑ o f- CLQ STRL TIL I CS Cortrac Y) h E.r/2� cL ��r CI �Qn � ��. L...e •� �'� e..� � ss i HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: 2018 Airport Improvements Project Department: Public Works LICENSE SECTION Meeting Date: 4/10/2018 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 two components: 1) Site preparation; 2) Construction of an 8-unit T-hangar. This project is eligible for being funded 90% by FAA, 5% by MnDOT Aeronautics, and 5% by the City of Hutchinson. Project schedule. At the April 10 meeting, the intent is to accept the low bid, contingent upon receipt of Federal and State grant funding. Assuming Federal and State grant funding is approved, the project award is scheduled for June 3, 2018. Project bid/award. The City can choose the combination of project components that best fits funding circumstances. 1. At this point the site preparation portion of the project could be done, with borrowing/repaying the City of Tracy $150,000 of AIP funds. 2. AIP fund transfers of $496,327 from other airports would be needed to complete the building portion of the project concurrently. As an alternative, the City could wait on the building portion of the project until 2023, accumulate $450,000 of AIP entitlement, and borrow approximately $144,000 of AIP funds from another airport at that time. FAA does / does not allow the City to borrow against future AIP entitlements, which would / would not make an interfund loan of $496,327, paid over a 5-year period, possible. BOARD ACTION REQUESTED: Accept low bid, contingent upon receipt of Federal and State grant funding. Enter into agreement with City of Tracy for entitlement transfer of $150,000 to be repaid with 2019 AIP funds. 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 RESOLUTION NO. 14876 RESOLUTION ACCEPTING BID AND AWARDING CONTRACT LETTING NO. 15/PROJECT NO. 18-15 Whereas, pursuant to an advertisement for bids for the furnishing of all labor and material for the improvement of: • Schedule 1: Civil Site Work, Concrete Footings, Foundations, and Apron Slab • Schedule 2: 8 Unit T -Hangar bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Bidder of of of Total Bid and whereas, it appears that of is the lowest responsible bidder; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. The mayor and city administrator are hereby authorized and directed to enter into a contract with of in the amount of $ in the name of the City of Hutchinson, for the improvement contained herein, according to the plans and specifications therefor approved by the City Council and on file in the office of the City Engineer. 2. The City Engineer is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed, and the deposit of the successful bidder shall be retained until satisfactory completion of the contract. Adopted by the Hutchinson City Council this 10th day of April, 2018. Mayor, Gary Forcier City Administrator, Matthew Jaunich Pagel of 1 CITY OF HUTCHINSON, 111 HASSAN ST SE, HUTCHINSON MN 55350 320-234-4209 BID TABULATION - CITY OF HUTCHINSON LETTING NO. 5/PROJECT NO. 18-15 8 UNIT T -HANGAR BID OPENING: 04/06/2018 @ 2:00 PM ENGINEER'S ESTIMATE $949,675.00 COMPLETION DATE: 07/01/2019 0 z z a v } Engineer's Estimate z w w z z - 0 w H cy BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BASE BID $0.00 $0.00 $0.00 $0.00 BASE BID UNIT QUANTITY BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE BID TOTAL BID PRICE I BID TOTAL SCHEDULE 1: CIVIL SITE WORK; T -HANGAR FOOTINGS, FOUNDATIONS, AND FLOOR SLAB 1 GP 50-06 CONTRACTOR STAKING LS 1 $0.00 $0.00 $0.00 $0.00 2 GP 70-08 PROVIDE AND INSTALL LOW PROFILE BARRICADE EA 15 $0.00 $0.00 $0.00 $0.00 3 GP 105-02 MOBILIZATION LS 1 $0.00 $0.00 $0.00 $0.00 4 2104.503 SAW CUTTING BITUMINOUS PAVEMENT LF 280 $0.00 $0.00 $0.00 $0.00 5 2105.507 COMMON EXCAVATION (EV), P CY 3050 $0.00 $0.00 $0.00 $0.00 6 2105.507 SELECT GRANULAR BORROW (CV) CY 3581 $0.00 $0.00 $0.00 $0.00 7 2105.507 SALVAGED TOPSOIL RE -SPREAD AC 1 $0.001 $0.00 $0.00 1 $0.00 8 1 2211.507 IAGGREGATE BASE (CV) CLASS 6 CY 320 $0.00 $0.00 $0.00 $0.00 9 2360.509 ITYPE SP 9.5 WEARING COURSE MIX (3,C) TON 240 $0.00 $0.00 $0.00 $0.00 10 2360.509 TYPE SP 9.5 NON WEAR COURSE MIX (3,C) TON 240 $0.00 $0.00 $0.00 $0.00 11 2502.503 8" PVC DRAIN PIPE, SCHEDULE 40 LF 195 $0.00 $0.00 $0.00 $0.00 12 2506.502 CONSTRUCT DRAINAGE STRUCTURE, DESIGN H LS 1 $0.00 $0.00 $0.00 $0.00 13 2531.604 6" CONCRETE VALLEY GUTTER LF 204 $0.00 $0.00 $0.00 $0.00 14 2573.503 SILT FENCE; TYPE MS LF 600 $0.00 $0.001 $0.00 $0.00 15 2575.508 SEED MIXTURE 25-131 AC 1 1 $0.001 $0.00 $0.00 1 $0.00 16 1 2575.508 FERTILIZER TYPE 1 AC 1 $0.00 $0.00 $0.00 $0.00 17 2575.508 HYDRAULIC MULCH MATRIX AC 1 $0.00 $0.00 $0.00 $0.00 18 P-620-5.2 PAINTING, YELLOW SF 365 $0.00 $0.00 $0.00 $0.00 19 CONSTRUCT CONCRETE FOOTINGS, FOUNDATIONS, AND FLOOR SLAB, ALL AS SPECIFIED IN DESIGN DOCUMENTS LS 1 $0.00 $0.00 $0.00 $0.00 TOTAL BID SHEDULE 1: $0.00 $0.00 $0.00 $0.00 SCHEDULE 2: 8 -UNIT T -HANGAR 8 -UNIT T -HANGAR (202.5'X60'); INCLUDING BUT NOT LIMITED TO PRE - 20 ENGINEERING FRAMING, OVERHEAD DOORS, PEDESTRIAN DOORS, STEEL SIDING, METAL ROOF, ELECTRICAL WIRING, LIGHTING, ALLAS SPECIFIED - IN DESIGN DOCUMENTS. LS 1 $0.00 $0.00 $0.00 $0.00 TOTAL BID SHEDULE 2: $0.00 $0.00 $0.00 $0.00 TOTAL BID - SCHEDULES 1 & 2: 8 -UNIT T -HANGAR LETTING NO. 15/PROJECT NO. 18-15 $0.00 $0.00 $0.00 $0.00 Pagel of 1 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. Site OPTION 1 OPTION 2 Site prep construction 438,170 438,170 Design 35,028 35,028 Construction 35,054 35,054 City admin 2,335 2,335 Site prep cost 510,587 510,587 FAA share 459,528 * 459,528 MnDOT share 25,529 25,529 City of Hutchinson 25,530 25,530 Funding 510,587 510,587 Current AIP funding situation 582,635 660,000 Current AIP balance 237,572 237,572 LeSueur repay 50,000 50,000 Dodge Center repay 50,000 50,000 Tracy transfer 150,000 150,000 2019 AIP revenue 150,000 150,000 2019 repay Tracy (150,000) (150,000) AIP funds available 487,572 * 487,572 Surplus 28,044 * 28,044 Building construction 500,000 500,000 Architect 39,970 39,970 Construction 40,000 40,000 City admin 2,665 2,665 Invlationary'18-'22 77,365 Building cost 582,635 660,000 FAA share 524,371 * 594,000 MnDOT share 29,132 33,000 City of Hutchinson 29,132 33,000 Funding 582,635 660,000 Current AIP funding situation Surplus from site prep 28,044 * 28,044 2019 AIP revenue 150,000 150,000 2019 repay Tracy (150,000) (150,000) 2020 AIP revenue 150,000 150,000 2021 AIP revenue 150,000 150,000 2022 AIP revenue 150,000 150,000 2023 AIP trsfr to City 46,327 115,956 524,371 594,000 496,327 Agreement for Repayment of Transfer of Entitlements The City of Hutchinson accepts the transfer of a portion of the City of Tracy's FAA AIP entitlement funds in the amount of $150,000.00. It is further agreed that the City of Hutchinson will make repayment of these funds to the City of Tracy in federal fiscal year 2019. The City of Hutchinson intends to use these funds for Date: John Olson Airport Manager City of Hutchinson, MN Date: Shane Daniels Interim City Administrator City of Tracy HUTCHINSON CITY COUNCIL gas Request for Board Action Agenda Item: < 2018 Airport Improvements Project Department: Public Works LICENSE SECTION Meeting Date: 4/10/2018 Application Complete N/A Contact: John Olson agenda Item Type: Presenter: John Olson Reviewed by Staff New Business Time Requested ;(Minutes);10 License Contingency, N/A Attachments'; Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: The proposed 2018 Airport improvement Project consists of two components: 1) Site preparation; 2) Construction of an 8 -unit T -hangar. This project is eligible for being funded 90% by FAA, 5% by MnDOT Aeronautics, and 5% by the City of Hutchinson. Project schedule. At the April 10 meeting, the intent is to accept the low bid, contingent upon receipt of Federal and State grant funding. Assuming Federal and State grant funding is approved, the project award is scheduled for June 3, 2018. Project bid/award. The City can choose the combination of project components that best fits funding circumstances. 1. At this point the site preparation portion of the project could be done, with borrowing/repaying the City of Tracy $150,000 of AIP funds. 2. AIP fund transfers of $496,327 from other airports would be needed to complete the building portion of the project concurrently. As an alternative, the City could wait on the building portion of the project until 2023, accumulate $450,000 of AIP entitlement, and borrow approximately $144,000 of AIP funds from another airport at that time. FAA does / does not allow the City to borrow against future AIP entitlements, which would / would not make an interfund loan of $496,327, paid over a 5 -year period, possible. BOARD ACTION REQUESTED: Accept low bid, contingent upon receipt of Federal and State grant funding. Enter into agreement with City of Tracy for entitlement transfer of $150,000 to be repaid with 2019 AIP funds. 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 Rev Ge -j 12 r RESOLUTION NO. 14876 RESOLUTION ACCEPTING BID AND AWARDING CONTRACT LETTING NO. 15/PROJECT NO. 18-15 FAA AIP NO. 3-27-0042-17-18 SP NO. A4304-37 2018 AIRPORT IMPROVEMENTS Whereas, pursuant to an advertisement for bids for the furnishing of all labor and material for the improvement of: • Schedule 1: Civil Site Work, Concrete Footings, Foundations, and Apron Slab • Schedule 2: 8 Unit T -Hangar bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Bidder Total Bid Kraemer Trucking & Excavating of Cold Spring MN $802,266.25 Everstrong Construction Inc of Redwood Falls MN $977,320.53 and whereas, it appears that Kraemer Trucking & Excavating of Cold Spring MN is the lowest responsible bidder; NOW THEREFORE, BE IT RESOLVED .BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: The mayor and city administrator are hereby authorized and directed to enter into a contract with Kraemer Trucking & Excavating Inc of Cold Spring MN in the amount of $802,266.25 in the name of the City of Hutchinson, for the improvement contained herein, according to the plans and specifications therefor approved by the City Council and on file in the office of the City Engineer. The City Engineer is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except that the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed, and the deposit of the successful bidder shall be retained until satisfactory completion of the contract. Adopted by the Hutchinson City Council this 10th day of April, 2018. Mayor, Gary Forcier City Administrator, Matthew Jaunich ABSTRACT OF BIDS HUTCHINSON MUNICIPAL AIRPORT (HCD) 8 UNIT T -HANGAR CONSTRUCTION AIP NO. 3-27-0042-17-18 S.P. NO. A4304-37 BMI PROJECT NO.: T51.115241 BID OPENING: APRIL 6, 2018 ITEM NO. REF. NO. ITEM APPROX. QUANT. UNIT ENGINEER'S ESTIMATE UNITPRICE AMOUNT KRAEMER TRUCKING & EXCAVATING, INC EVERSTRONG CONSTRUCTION, INC. UNITPRICE AMOUNT UNITPRICE AMOUNT SCHEDULE 1: CIVIL SITE WORK; T -HANGAR FOOTINGS, FOUNDATIONS, AND FLOOR SLAB ESTIMATE UNITPRICE I AMOUNT UNITPRICE AMOUNT UNITPRICE AMOUNT 1 GP 50-06 CONTRACTOR STAKING 1 LS $5,290.00 $5,290.00 $2,500.00 $2,500.00 $4,200.00 $4,200.00 2 GP 70-08 PROVIDE AND INSTALL LOW PROFILE BARRICADE 15 EA $250.00 $3,750.00 $175.00 $2,625.00 $300.00 $4,500.00 3 GP 105-02 MOBILIZATION 1 LS $26,430.00 $26,430.00 $18,372.00 $18,372.00 $6,000.00 $6,000.00 4 2104.503 SAW CUTTING BITUMINOUS PAVEMENT 280 LF $10.00 $2,800.00 $1.75 $490.00 $2.40 $672.00 5 2105.507 COMMON EXCAVATION (EV), P 3,050 CY $15.001 $45,750.00 $10.00 $30,500.00 $8.22 $25,071.00 6 2105.507 SELECT GRANULAR BORROW (CV) 3,581 CY $25.00 $89,525.00 $14.25 $51,029.25 $27.60 $98,835.60 7 2105.507 SALVAGED TOPSOIL RE -SPREAD 1 AC $10,000.00 $10,000.00 $1,250.00 $1,250.00 $4,680.00 $4,680.00 8 2211.507 AGGREGATE BASE (CV) CLASS 6 320 CY $50.00 $16,000.00 $35.25 $11,280.00 $33.60 $10,752.00 9 2360.509 TYPE SP 9.5 WEARING COURSE MIX (3,C) 240 TON $150.00 $36,000.00 $100.00 $24,000.00 $103.92 $24,940.80 10 2360.509 TYPE SP 9.5 NON WEAR COURSE MIX (3,C) 240 TON $150.00 $36,000.00 $96.00 $23,040.00 $103.92 $24,940.90 11 2502.503 8" PVC DRAIN PIPE, SCHEDULE 40 195 LF $25.00 $4,875.00 $18.00 $3,510.00 $31.201 $6,084.00 12 2506.502 CONSTRUCT DRAINAGE STRUCTURE, DESIGN H 1 LS $5,000.00 $S,000.00 $2,750.00 $2,750.00 $1,950.00 $1,950.00 13 2531.604 6" CONCRETE VALLEY GUTTER 204 LF $40.00 $8,160.00 $18.00 $3,672.00 $37.22, $7,592.88 14 2573.503 SILT FENCE; TYPE MS 600 LF $5.00 $3,000.00 $2.00 $1,200.00 $2.40 $1,440.00 15 2575.508 SEED MIXTURE 25-131 1 AC $2,000.00 $2,000.00 $770.00 $770.00 $1,260.00 $1,260.00 16 2575.508 FERTILIZER TYPE 1 1 AC $2,000.00 $2,000.00 $440.00 $440.00 $900.00 $900.00 17 2575.508 HYDRAULIC MULCH MATRIX 1 AC $2,000.00 $2,000.00 $4,620.00 $4,620.00 $3,360.00 $3,360.00 18 P-620-5.2 PAINTING, YELLOW 365 SF $3.001 $1,095.0011 $6.001 $2,190.00 $6.53 $2,383.45 19 CON5TURCT CONCRETE FOOTINGS, FOUNDATIONS, AND FLOOR SLAB, ALL AS ISPECIFIED IN DESIGN DOCUMENTS. 1 LS $175,000.00 $175,000.00 $225,000.00 $225,000.00 $334,608.00 $334,608.00 TOTAL BID SCHEDULE 1: 1 $474,675.0011 1 $409,238.25 $564,170.53 PERCENT BELOW ENGINEER'S ESTIMATE: -13.79% 18.85% ITEM REF. APPROX. ENGINEER'S NO. NO. ITEM QUANT. UNIT ESTIMATE UNITPRICE I AMOUNT UNITPRICE AMOUNT UNITPRICE AMOUNT SCHEDULE 2: 8-UNITT-HANGAR 8-UNITT-HANGAR (202.5 x60'); INCLUDING BUT NOT LIMITED TO PRE - ENGINEERING FRAMING, OVERHEAD DOORS, PEDESTRIAN DOORS, STEEL SIDING, METAL ROOF, ELECTRICAL WIRING, LIGHTING, ALL AS SPECIFIED IN 20 - DESIGN DOCUMENTS. 1 LS $475,000.00 $475,000.00 $393,028.00 $393,028.00 $413,150.00 $413,150.,0 TOTAL BID SCHEDULE 2: $475,000.00 $393,028.00 1 $413,150.00 _..= MATHEMATICAL ERROR ON BID FORM PERCENT BELOW ENGINEER'S ESTIMATE: -17.26% TOTAL BIDSCHEDULES 1 & 2: $949,675.5qj 1 $802,266.2511$977,320:5 PERCENT BELOW ENGINEER'S ESTIMATE: -15.52% 2.91% H:\H UTC\T51115241\3_Design\A_Ca Ic u I ations\HC D_T_H a nga r_Bi d_Abstract.xlsx MBOLTON & MENK Real People. Real Solutions. April 6, 2018 Mr. John Olson Public Works Manager City of Hutchinson 1400 Adams Street SE Hutchinson, MN 55350 RE: Hutchinson Municipal Airport — Butler Field (HCD) 8 Unit T -Hangar Construction Bid Results & Award Recommendation Dear Mr. Olson, 7533 Sunwood Drive NW Suite 206 Ramsey, MN 55303-5119 Ph: (763) 433-2851 Fax: (763) 427-0833 Bolton-Menk.com I have completed my review of the Contractor's Bid Proposals for the aforementioned project and have the following comments and recommendations. Two (2) bids were received for the project on April 6, 2018. Bid were submitted by Kraemer Excavating and Trucking and Everstrong Construction. The bid results as submitted are as follows: BIDDERS: SCHEDULE 1 SCHEDULE 2 TOTAL AMOUNT BID ENGINEER'S ESTIMATE $ 474,675.00 $ 475,000.00 $ 949,675.00 KRAEMER EXCAVATING & TRUCKING $ 409,238.25 $ 393,028.00 $ 802,266.25 EVERSTRONG CONSTRUCTION $ 564,170.00 $ 413,150.00 $ 977,320.00 After review of the bidder's proposals, mathematical errors were encountered with the following bid proposals: • Everstrong Construction The mathematical errors are identified in the attached bid abstract. The corrected bid results are as follows: BIDDERS: SCHEDULE 1 SCHEDULE 2 TOTAL AMOUNT BID ENGINEER'S ESTIMATE $ 474,675.00 $ 475,000.00 $ 949,675.00 KRAEMER EXCAVATING & TRUCKING $ 409,238.25 $ 393,028.00 $ 802,266.25 EVERSTRONG CONSTRUCTION $ 564,170.53 $ 413,150.00 $ 977,320.53 H:\HUTC\T51115241\6-Plans-Specs\B-Bid Tabu lation\115241 HCD T Hangar Bid Recommendation.docx Britton % tiienk is nn oni.i7i oppm tunity rnn Name: Mr. John Olson Date: April 6, 2018 Page: 2 of 2 The bids were further analyzed to determine whether necessary documentation was enclosed with the bid proposal in order to consider the bid as being responsive as specified in the contract documents. It is my opinion both bids included the necessary documentation and thereby should be considered responsive. The low bid for the Total Amount Bid was found to be approximately 15.5% below the Engineer's estimate; thus it is determined to be within funding parameters. Based on the information analyzed, I would recommend award to Kraemer Excavating and Trucking for Schedules 1 and 2 for the 8 Unit T -Hangar Construction project in the amount of $ 802,266.25, contingent upon the availability of Federal funds. Sincerely, Bolton & Menk, Inc. _24141&PWW." Silas Parmar, P.E. Project Manager Enclosures (1) Cc: Nick Pratt, FAA DMA -ADO Dan Boerner, MNDOT Aeronautics Joe Wendinger, ISG Chris Adams, ISG H:\HUTC\T51115241\6-Plans-Specs\B_Sid Tabulation\115241 HCD T Hangar Sid Recommendation.docx Rnitr P R Menk i,,— r^,n:;l opport.mey OPTION #1 Project cost estimate 1,093,222 Federal sh6re (90%j 983,9110': MnDOT Aeronautics (5%) 54,661 City of Hutchinson (5%) 54,661 Project funding 1,093,222 Current federal non -primary entitlement Current federal non-p4mary4v"aiiable:. 487'5x72 Current federai non-primarydeficit 496,328 2019 AIP entitlement transfer repayment (150,000) 2020 AIP entitlement transfer repayment Design (150,000) 2021 AIP entitlement transfer repayment struction (150,000); 2022 AIP entitlement transfer: repayment (1501000), 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%).' .,< 455,52,` " MnDOT Aeronautics (5%) 25,530 City of Hutchinson (5%) 25,530 Project, funding 510,587 Current federal non -primary SURPLUS (28,045)>" 2019 AIP entitlement transfer repayment (150,000) AIP entitlement transfer repayrnenrt(`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 ruction 7ivil��438,170 fees Const fees admin costs 35,028 35,054 510,587 Building construction 500,000 39,970 40,000 '2,66 582,635 Total 938,170 74,998 75,054 5 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. Site OPTION 1 OPTION 2 SITE PREPARATION 50,000 50,000 Site prep construction 438,170 438,170 Design 35,028 35,028 Construction 35,054 35,054 City admin 2,335 2,335 Site prep cost 510,587 510,587 FAA share 459,528 * 459,528 MnDOT share 25,529 25,529 City of Hutchinson 25,530 25,530 Funding 510,587 510,587 Current AIP funding situation Current AIP balance 237,572 237,572 LeSueur repay 50,000 50,000 Dodge Center repay 50,000 50,000 Tracy transfer 150,000 150,000 2019 AIP revenue 150,000 150,000 2019 repay Tracy (150,000) (150,000) AIP funds available 487,572 * 487,572 Surplus 28,044 * 28,044 BUILDING CONSTRUCTION Building construction 500,000 500,000 Architect 39,970 39,970 Construction 40,000 40,000 City admin 2,665 2,665 Invlationary'18-'22 77,365 Building cost 582,635 660,000 FAA share 524,371 * 594,000 MnDOT share 29,132 33,000 City of Hutchinson 29,132 33,000 Funding 582,635 660,000 Current AIP funding situation Surplus from site prep 28,044 * 28,044 2019 AIP revenue 150,000 150,000 2019 repay Tracy (150,000) (150,000) 2020 AIP revenue 150,000 150,000 2021 AIP revenue 150,000 150,000 2022 AIP revenue 150,000 150,000 2023 AIP trsfr to City 46,327 115,956 524,371 594,000 496,327 t Agreement for Repayment of Transfer of Entitlements The City of Hutchinson accepts the transfer of a portion of the City of Tracy's FAA AIP entitlement funds in the amount of $150,000.00. It is further agreed that the City of Hutchinson will make repayment of these funds to the City of Tracy in federal fiscal year 2019. The City of Hutchinson intends to use these funds for John Olson Airport Manager City of Hutchinson, MN Shane Daniels Interim City Administrator City of Tracy Date: Date: HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: Local Bridge Replacement Program Grant Agreement - MnDOT No. 1028839 Department: PW/Eng LICENSE SECTION Meeting Date: 4/10/2018 Application Complete Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff New Business Time Requested (Minutes): 5 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: As previously mentioned, please see the attached Local Bridge Replacement Program grant agreement associated with the 2nd Avenue SE Bridge Replacement Program in the amount of $427,275.00 (approximately 40% of the construction bid amount). This project's total cost and associated funding contributions were reviewed by the Resource Allocation Committee and are accounted for within the City's proposed 2018 Infrastructure Improvement Program. The necessary Resolution to proceed with this grant agreement is attached. BOARD ACTION REQUESTED: Approval of Grant Agreement MnDOT-No.1028839 and Resolution 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: RESOLUTION No. 14852 For Agreement to State Transportation Fund Local Bridge Replacement Program Grant Terms and Conditions SAP 133-109-008 April 10, 2018 WHEREAS, the City of Hutchinson has applied to the Commissioner of Transportation for a grant from the Minnesota State Transportation Fund for construction of Bridge No. 43539; and WHEREAS, the Commissioner of Transportation has given notice that funding for this bridge is available; and WHEREAS, the amount of the grant has been determined to be $427,275.00 by reason of the lowest responsible bid; NOW THEREFORE, be it resolved that the City of Hutchinson does hereby agree to the terms and conditions of the grant consistent with Minnesota Statutes, section 174.50, subdivision 5, and will pay any additional amount by which the cost exceeds the estimate, and will return to the Minnesota State Transportation Fund any amount appropriated for the bridge but not required. The proper city officers are authorized to execute a grant agreement with the Commissioner of Transportation concerning the above -referenced grant. Adopted by the Hutchinson City Council this 10th day of April, 2018. Mayor, Gary Forcier City Administrator, Matthew Jaunich MnDOT Agreement No. 1028839 LOCAL BRIDGE REPLACEMENT PROGRAM (LBRP) GRANT AGREEMENT This Agreement between the Minnesota Department of Transportation ("MnDOT") and the Grantee named below is made pursuant to Minnesota Statutes Section 174.50 and pursuant to Minn. Laws 2017, 1St Special Session, Chapter 8- H.F. 5. The provisions in that section and the Exhibits attached hereto and incorporated by reference constitute this Agreement and the persons signing below agree to fully comply with all of the requirements of this Agreement. This Agreement will be effective on the date State obtains all required signatures under Minnesota Statutes §16C.05, subdivision 2. 1. Public Entity (Grantee) name, address and contact person: City of Hutchinson 111 Hassan Street SE Hutchinson, MN 55350 Contact: Kent Exner — Hutchinson City Engineer 2. Prcject(s): Name of Project & Project Number (See Exhibit C for location) Amount of LBRP Funds Amount of Required Matching Funds Completion Date S.A.P. 133-109-008 $427,275.00 $572,514.00 November 15,2018_ Old Bridge 43506 Grantee Resolution Approving Grant Agreement Exhibit F General Terms and Conditions 3. Total Amount of LBRP Grant for all projects under this Agreement: $427,275.00 4. The following Exhibits for each project are attached and incorporated by reference as part of this Agreement: Exhibit A Completed Sources and Uses of Funds Schedule Exhibit B Project Completion Schedule Exhibit C Bond Financed Property Certification Exhibit D Grant Application Exhibit E Grantee Resolution Approving Grant Agreement Exhibit F General Terms and Conditions MnDOT Agreement No. 1028839 5. Additional requirements, if any: None 6. Any modification of this Agreement must be in writing and signed by both parties. (The remaining portion of this page was intentionally left blank.) MnDOT Agreement No. 1028839 PUBLIC ENTITY (GRANTEE) Title: Mayor, Gary Forcier Date: April 10, 2018 Title: City Administrator, Matthew Jaunich Date: April 10, 2018 DEPARTMENT OF TRANSPORTATION Approval and Certifying Encumbrance By: Title: State Aid Programs Engineer Date: Office of Financial Management, Grant Unit By: Agency Grant Supervisor Date: OFFICE OF CONTRACT MANAGEMENT By: Contract Administrator Date: MnDOT Agreement No. 1028839 EXHIBIT A S.A.P. 133-109-008 SOURCES AND USES OF FUNDS SCHEDULE Subtotal : $572,514.00 TOTAL FUNDS : $999,789.00 USES OF FUNDS -Expenses -------------------------- p --------- - ------------------------------------------------- --------------Amount ------------------------------------------- ---------------------------------------------------------------------------------------- Items Paid for with --------------------------------------------------------- LBRP Grant Funds: ---------------- ----------------------------------------------------------------------- --------------------------------------------------------- Structural Concrete - - - --- - - -------------------------------------------------------------------------- $69,550.00 Reinforcement Bars $124,030.00 ---------------------------------------------------------------------------------------- Bridge Slab Concrete ----- - - - - ---- - - - --- - - - - - - - ------------- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ---------------------------------------------------------------------------------------- --------------------------------------------------------- $233,695.00 --------------------------------------------------------- - - F--------------------------------------------------------- F--------------------------------------------------------- ---------------------------------------------------------------------------------------- --------------- ------------------------------------------------------------------------ Subtotal ---------------------------------------------------------------------------------------- --------------------------------------------------------- --------------------------------------------------------- $427,275.00 --------------------------------------------------------- --- ------------------------------------------------------------------------------------ Items paid for with --------------------------------------------------------- Non- ---------------------------------------------------------------------------------------- --------------------------------------------------------- LBRP Grant Funds: ---------------------------------------------------------------------------------------- Bridge Construction --------------------------------------------------------- $427,275.00 ---------------------------------------------------------------------------------------- Removals -------------- - - - - - - ----------------------------------------- --------------------------------------------------------- $79,376.00 --------------------------------------------------------- Excavation $10,260.00 -------------- - - - - - -- ------------------------------------------ Roadway -------------- - - - - - - ------------------------------------------- --------------------------------------------------------- $55,603.00 --------------------------------------------------------- --------------- ------------------------------------------------------------------------ Subtotal - - - ------------------------------------------------------------- ------------------- ---------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------- --------------------------------------------------------- $572,514.00 --------------------------------------------------------- --------------------------------------------------------- F--------------------------------------------------------- --------------------------------------------------------- --------------------------------------------------------- EXHIBIT B 3 MnDOT Agreement No. 1028839 EXHIBIT B S.A.P. 133-109-008 PROJECT COMPLETION SCHEDULE (Provide for enough time to final the project through the MnDOT state aid pay request process.) • Project Award —February 13, 2018 • Construction Contract Execution — April 2018 • Preconstruction Meeting — May 2018 • Notice to Proceed — June 4, 2018 • Construction Final Completion — August 24, 2018 • MnDOT State Aid Project Inspection - September 2018 • Final Pay Request & Project Close Out — October 2018 • Project Completion Date — November 15, 2018 4 MnDOT Agreement No. 1028839 EXHIBIT C S.A.P. 133-109-008 BOND FINANCED PROPERTY CERTIFICATION State of Minnesota General Obligation Bond Financed Property The undersigned states that it has a fee simple, leasehold and/or easement interest in the real property located in the City of Hutchinson, McLeod County, State of Minnesota that is generally described or illustrated graphically in Attachment 1 attached hereto and all improvements thereon (the "Restricted Property") and acknowledges that the Restricted Property is or may become State bond -financed property. To the extent that the Restricted Property is or becomes State bond -financed property, the undersigned acknowledges that: A. The Restricted Property is State bond -financed property under Minn. Stat. Sec. 16A.695, is subject to the requirements imposed by that statute, and cannot be sold, mortgaged, encumbered or otherwise disposed of without the approval of the Commissioner of Minnesota Management and Budget; and B. The Restricted Property is subject to the provisions of the Local Bridge Replacement Program Grant Agreement between the Minnesota Department of Transportation and the undersigned dated , 20; and C. The Restricted Property shall continue to be deemed State bond -financed property for 37.5 years or until the Restricted Property is sold with the written approval of the Commissioner of Minnesota Management and Budget. Date: April 10, 2018 [name of Public Entity grantee], a political subdivision of the State of Minnesota By: Name: Gary Forcier Title: Mayor By: Name: Matthew Jaunich Title: City Administrator 5 MnDOT Agreement No. 1028839 Attachment 1 to Exhibit C GENERAL DESCRIPTION OF RESTRICTED PROPERTY S.A.P. 133-109-008 (Insert a narrative or graphic description of the Restricted Property for the project. It need not be a legal description if a legal description is unavailable.) I ILIVENUE PROJECT AREA T El �lsp 1� E ETE M M a i ATTACHMENT 1 TO EXHIBIT C WATER EDGE J y DEDICATED �% T -OF -WAY Fa1M1t:1fImilli] swim Yom'° SCALE FEET WATER EDGE NBY DATE PENSIONS DRAYM BY: w 0. � 2ND AVECOY NUE SOUTHEAST BRIDGE REPLACEMENT LOCATION MAP' DESIGNED BY: CM APPROVED OV.NE MNDOT AGREEMENT NO. 1028839 IIF S.A.P. 133-109-008 MnDOT Agreement No. 1028839 EXHIBIT D GRANT APPLICATION S.A.P. 133-109-008 Attach the grant application for the project Mn00T 30809(1112014) y=8% lop APPLICATION FOR BRIDGE FUNDS State of Minnesota - Department of Transportation State Aid for Local Transportation project Number S.A.P. 133-109-008 Old Bridge Number 43506 c R New Bridge No. 43539 Over South Fork of the Crow River I County of McLeod Road or Street No. MSAS 109 Township of City of Hutchinson Road or Street Name 2nd Avenue SE CU Municipality of Proposed Const Year 2018 Does the municipality have a population of 5,000 or less? ❑ Yes ❑r No Bridge Sufficiency Rating 42.6 Is this bridge hydraulically deficient? ❑ Yes ❑ No n Adequacy Status from Structure Inventory E7 Structurally Deficient ❑ Functionally Obsolete ❑ Adequate Cr Date of Council/Board action prioritizing this bridge 12/23/14 " U Is this a road -in -lieu of bridge project? ❑ Yes l] No How many people are affected by this deficiency? Unknown What is the ADT on this bridge? 1250 Describe the economic im ortance of replacing this bridge 2nd Avenue SE serves as a collector street that connects the City's primary industrial 5 area to the City's core commercial area. Also, this roadway/bridge provides for local a daily commuter/business traffic. Is the road designated or planned to be designated as a Minimum Maintenance road? ❑ Yes 0 No (Attach additional sheets for explanation if necessary) Is the township net tax capacity less than $300,000? ❑ Yes ❑ No Is the bridge listed on the National Register of Historic Places or been determined to be eligible? ❑ Yes 0 No National Register of Historic Places link here: httoanvww.nps.gov1hfstorv/nr/research/ Eligible Amount Ineligible Amount Structure Costs $ 909,822 $ 22,500 Approach Costs $ 0 $ 3 Engineering Costs $191,063 $4,725 3 Total Costs 1 $ 1,100,885 $27,225 Total Project Cost _ v $ 1,128.110 En QawRWCi ty Engineer to l DISTRICT STATE AID ENGINEER RECOMMENDATION Replace X Defer .---District State id Engineer Signature Date STATE AIR USE ONLY Federal -Aid $ State -Aid $ Local/Other $ Town Bridge $ Unallocated Town Bridge $_ State Bridge Funds $ Total $ MnDOT Agreement No. 1028839 EXHIBIT E S.A.P. 133-109-008 GRANTEE RESOLUTION APPROVING GRANT AGREEMENT RESOLUTION No. 14852 For Agreement to State Transportation Fund Local Bridge Replacement Program Grant Terms and Conditions SAP 133-109-008 April 10, 2018 WHEREAS, the City of Hutchinson has applied to the Commissioner of Transportation for a grant from the Minnesota State Transportation Fund for construction of Bridge No. 43539; and WHEREAS, the Commissioner of Transportation has given notice that funding for this bridge is available; and WHEREAS, the amount of the grant has been determined to be $427,275.00 by reason of the lowest responsible bid; NOW THEREFORE, be it resolved that the City of Hutchinson does hereby agree to the terms and conditions of the grant consistent with Minnesota Statutes, section 174.50, subdivision 5, and will pay any additional amount by which the cost exceeds the estimate, and will return to the Minnesota State Transportation Fund any amount appropriated for the bridge but not required. The proper city officers are authorized to execute a grant agreement with the Commissioner of Transportation concerning the above -referenced grant. Adopted by the Hutchinson City Council this 10th day of April, 2018. Mayor, Gary Forcier City Administrator, Matthew Jaunich MnDOT Agreement No. 1028839 EXHIBIT F S.A.P. 133-109-008 GENERAL TERMS AND CONDITIONS FOR LOCAL BRIDGE REPLACEMENT PROGRAM (LBRP) GRANTS Article I DEFINITIONS Section 1.01 Defined Terms. The following terms shall have the meanings set out respectively after each such term (the meanings to be equally applicable to both the singular and plural forms of the terms defined) unless the context specifically indicates otherwise: "Advance(s)" - means an advance made or to be made by MnDOT to the Public Entity and disbursed in accordance with the provisions contained in Article VI hereof. "Agreement" - means the Local Bridge Replacement Program Grant Agreement between the Public Entity and the Minnesota Department of Transportation to which this Exhibit is attached. "Certification" - means the certification, in the form attached as Exhibit C, in which the Public Entity acknowledges that its interest in the Real Property is bond financed property within the meaning of Minn. Stat. Sec. 16A.695 and is subject to certain restrictions imposed thereby. "Code" - means the Internal Revenue Code of 1986, as amended, and all treasury regulations, revenue procedures and revenue rulings issued pursuant thereto. "Commissioner" - means the Commissioner of Minnesota Management & Budget. "Commissioner's Order" - means the "Fourth Order Amending Order of the Commissioner of Minnesota Management & Budget Relating to Use and Sale of State Bond Financed Property" dated July 30, 2012, as it may be amended or supplemented. "Completion Date" - means the projected date for completion of the Project as indicated in the Agreement. "Construction Contract Documents" - means the document or documents, in form and substance acceptable to MnDOT, including but not limited to any construction plans and specifications and any exhibits, amendments, change orders, modifications thereof or supplements thereto, which collectively form the contract between the Public Entity and the Contractor(s) for the completion of the Construction Items on or before the Completion Date for either a fixed price or a guaranteed maximum price. "Construction Items" - means the work to be performed under the Construction Contract Documents. "Contractor" - means any person engaged to work on or to furnish materials and supplies for the Construction Items including, if applicable, a general contractor. "Draw Requisition" - means a draw requisition that the Public Entity, or its designee, submits to MnDOT when an Advance is requested, as referred to in Section 4.02. MnDOT Agreement No. 1028839 "G.O. Bonds" - means the state general obligation bonds issued under the authority granted in Article XI, Sec. 5(a) of the Minnesota Constitution, the proceeds of which are used to fund the LBRP Grant, and any bonds issued to refund or replace such bonds. "Grant Application" - means the grant application that the Public Entity submitted to MnDOT which is attached as Exhibit D. "LBRP Grant" - means a grant from MnDOT to the Public Entity under the LBRP in the amount specified in the Agreement, as such amount may be modified under the provisions hereof. "LBRP" - means the Local Bridge Replacement Program pursuant to Minn. Stat. Sec. 174.50 and rules relating thereto. "MnDOT" - means the Minnesota Department of Transportation. "Outstanding Balance of the LBRP Grant" - means the portion of the LBRP Grant that has been disbursed to the Public Entity minus any amounts returned to the Commissioner. "Project" - means the Project identified in the Agreement to be totally or partially funded with a LBRP grant. "Public Entity" - means the grantee of the LBRP Grant and identified as the Public Entity in the Agreement. "Real Property" - means the real property identified in the Agreement on which the Project is located. Article II GRANT Section 2.01 Grant of Monies. MnDOT shall make the LBRP Grant to the Public Entity, and disburse the proceeds in accordance with the terms and conditions herein. Section 2.02 Public Ownership, The Public Entity acknowledges and agrees that the LBRP Grant is being funded with the proceeds of G.O. Bonds, and as a result all of the Real Property must be owned by one or more public entities. The Public Entity represents and warrants to MnDOT that it has one or more of the following ownership interests in the Real Property: (i) fee simple ownership, (ii) an easement that is for a term that extends beyond the date that is 37.5 years from the Agreement effective date, or such shorter term as authorized by statute, and which cannot be modified or terminated early without the prior written consent of MnDOT and the Commissioner; and/or (iii) a prescriptive easement for a term that extends beyond the date that is 37.5 years from the Agreement effective date. Section 2.03 Use of Grant Proceeds. The Public Entity shall use the LBRP Grant solely to reimburse itself for expenditures it has already made, or will make, to pay the costs of one of the following applicable activities: (i) constructing or reconstructing city streets, county highways, or town roads with statewide or regional significance that have not been fully funded through other state, federal, or local funding sources; or (ii) capital improvement projects on county state -aid highways that are intended primarily to reduce traffic crashes, deaths, injuries, and property damage. The Public Entity shall not use the LBRP Grant for any other purpose, including but not limited to, any work to be done on a state trunk highway or within a trunk highway easement. MnDOT Agreement No. 1028839 Section 2.04 Operation of the Real Property. The Real Property must be used by the Public Entity in conjunction with or for the operation of a county highway, county state -aid highway, town road, or city street and for other uses customarily associated therewith, such as trails and utility corridors, and for no other purposes or uses. The Public Entity shall have no intention on the effective date of the Agreement to use the Real Property as a trunk highway or any part of a trunk highway. The Public Entity must annually determine that the Real Property is being used for the purposes specified in this Section and, upon written request by either MnDOT or the Commissioner, shall supply a notarized statement to that effect. Section 2.05 Sale or Lease of Real Property. The Public Entity shall not (i) sell or transfer any part of its ownership interest in the Real Property, or (ii) lease out or enter into any contract that would allow another entity to use or operate the Real Property without the written consent of both MnDOT and the Commissioner. The sale or transfer of any part of the Public Entity's ownership interest in the Real Property, or any lease or contract that would allow another entity to use or operate the Real Property, must comply with the requirements imposed by Minn. Stat. Sec. 16A.695 and the Commissioner's Order regarding such sale or lease. Section 2.06 Public Entity's Representations and Warranties. The Public Entity represents and warrants to MnDOT that: A. It has legal authority to execute, deliver and perforin the Agreement and all documents referred to therein, and it has taken all actions necessary to its execution and delivery of such documents. B. It has the ability and a plan to fund the operation of the Real Property for the purposes specified in Section 2.04, and will include in its annual budget all funds necessary for the operation of the Real Property for such purposes. C. The Agreement and all other documents referred to therein are the legal, valid and binding obligations of the Public Entity enforceable against the Public Entity in accordance with their respective terms. D. It will comply with all of the provisions of Minn. Stat. Sec. 16A.695, the Commissioner's Order and the LBRP. It has legal authority to use the G.O. Grant for the purpose or purposes described in this Agreement. E. All of the information it has submitted or will submit to MnDOT or the Commissioner relating to the LBRP Grant or the disbursement of the LBRP Grant is and will be true and correct. F. It is not in violation of any provisions of its charter or of the laws of the State of Minnesota, and there are no actions or proceedings pending, or to its knowledge threatened, before any judicial body or governmental authority against or affecting it relating to the Real Property, or its ownership interest therein, and it is not in default with respect to any order, writ, injunction, decree, or demand of any court or any governmental authority which would impair its ability to enter into the Agreement or any document referred to herein, or to perform any of the acts required of it in such documents. G. Neither the execution and delivery of the Agreement or any document referred to herein nor compliance with any of the provisions or requirements of any of such documents is prevented by, is a breach of, or will result in a breach of, any provision of any agreement or document to which it is now a party or by which it is bound. MnDOT Agreement No. 1028839 H. The contemplated use of the Real Property will not violate any applicable zoning or use statute, ordinance, building code, rule or regulation, or any covenant or agreement of record relating thereto. L The Project will be completed and the Real Property will be operated in full compliance with all applicable laws, rules, ordinances, and regulations of any federal, state, or local political subdivision having jurisdiction over the Project and the Real Property. All applicable licenses, permits and bonds required for the performance and completion of the Project and for the operation of the Real Property as specified in Section 2.04 have been, or will be, obtained. K. It reasonably expects to possess its ownership interest in the Real Property described in Section 2.02 for at least 37.5 years, and it does not expect to sell such ownership interest. L. It does not expect to lease out or enter into any contract that would allow another entity to use or operate the Real Property. M. It will supply whatever funds are needed in addition to the LBRP Grant to complete and fully pay for the Project. N. The Construction Items will be completed substantially in accordance with the Construction Contract Documents by the Completion Date and all such items will be situated entirely on the Real Property. O. It will require the Contractor or Contractors to comply with all rules, regulations, ordinances, and laws bearing on its performance under the Construction Contract Documents. P. It shall furnish such satisfactory evidence regarding the representations and warranties described herein as may be required and requested by either MnDOT or the Commissioner. Q. It has made no material false statement or misstatement of fact in connection with its receipt of the G.O. Grant, and all the information it has submitted or will submit to the State Entity or Commissioner of MMB relating to the G.O. Grant or the disbursement of any of the G.O. Grant is and will be true and correct. Section 2.07 Event(s) of Default. The following events shall, unless waived in writing by MnDOT and the Commissioner, constitute an Event of Default under the Agreement upon either MnDOT or the Commissioner giving the Public Entity 30 days' written notice of such event and the Public Entity's failure to cure such event during such 30 -day time period for those Events of Default that can be cured within 30 days or within whatever time period is needed to cure those Events of Default that cannot be cured within 30 days as long as the Public Entity is using its best efforts to cure and is making reasonable progress in curing such Events of Default; however, in no event shall the time period to cure any Event of Default exceed six (6) months unless otherwise consented to, in writing, by MnDOT and the Commissioner. A. If any representation, covenant, or warranty made by the Public Entity herein or in any other document furnished pursuant to the Agreement, or to induce MnDOT to disburse the LBRP Grant, shall prove to have been untrue or incorrect in any material respect or materially misleading as of the time such representation, covenant, or warranty was made. MnDOT Agreement No. 1028839 B. If the Public Entity fails to fully comply with any provision, covenant, or warranty contained herein. C. If the Public Entity fails to fully comply with any provision, covenant or warranty contained in Minn. Stat. Sec. 16A.695, the Commissioner's Order, or Minn. Stat. Sec. 174.52 and all rules related thereto. D. If the Public Entity fails to use the proceeds of the LBRP Grant for the purposes set forth in Section 2.03, the Grant Application, and in accordance with the LBRP. E. If the Public Entity fails to operate the Real Property for the purposes specified in Section 2.04. F. If the Public Entity fails to complete the Project by the Completion Date. G. If the Public Entity sells or transfers any portion of its ownership interest in the Real Property without first obtaining the written consent of both MnDOT and the Commissioner. H. If the Public Entity fails to provide any additional funds needed to fully pay for the Project. L If the Public Entity fails to supply the funds needed to operate the Real Property in the manner specified in Section 2.04. Notwithstanding the foregoing, any of the above events that cannot be cured shall, unless waived in writing by MnDOT and the Commissioner, constitute an Event of Default under the Agreement immediately upon either MnDOT or the Commissioner giving the Public Entity written notice of such event. Section 2.08 Remedies. Upon the occurrence of an Event of Default and at any time thereafter until such Event of Default is cured to the satisfaction of MnDOT, MnDOT or the Commissioner may enforce any or all of the following remedies. A. MnDOT may refrain from disbursing the LBRP Grant; provided, however, MnDOT may make such disbursements after the occurrence of an Event of Default without waiving its rights and remedies hereunder. B. If the Event of Default involves a sale of the Public Entity's interest in the Real Property in violation of Minn. Stat. Sec. 16A.695 or the Commissioner's Order, the Commissioner, as a third party beneficiary of the Agreement, may require that the Public Entity pay the amounts that would have been paid if there had been compliance with such provisions. For other Events of Default, the Commissioner may require that the Outstanding Balance of the LBRP Grant be returned to it. C. Either MnDOT or the Commissioner, as a third party beneficiary of the Agreement, may enforce any additional remedies it may have in law or equity. The rights and remedies specified herein are cumulative and not exclusive of any rights or remedies that MnDOT or the Commissioner would otherwise possess. If the Public Entity does not repay the amounts required to be paid under this Section or under any other provision contained herein within 30 days of demand by the Commissioner, or any amount ordered by a court of competent jurisdiction within 30 days of entry of judgment against the Public Entity and in favor MnDOT Agreement No. 1028839 of MnDOT and/or the Commissioner, then such amount may, unless precluded by law, be offset against any aids or other monies that the Public Entity is entitled to receive from the State of Minnesota. Section 2.09 Notification of Event of Default. The Public Entity shall furnish to MnDOT and the Commissioner, as soon as possible and in any event within seven (7) days after it has obtained knowledge of the occurrence of each Event of Default, a statement setting forth details of each Event of Default and the action which the Public Entity proposes to take with respect thereto. Section 2.10 Effect of Event of Default. The Agreement shall survive Events of Default and remain in full force and effect, even upon full disbursement of the LBRP Grant, and shall only be terminated under the circumstances set forth in Section 2.11. Section 2.11 Termination of Agreement and Modification of LBRP Grant. A. If the Project is not started within five (5) years after the effective date of the Agreement or the LBRP Grant has not been disbursed within four (4) years after the date the Project was started, MnDOT' s obligation to fund the LBRP Grant shall terminate. In such event, (i) if none of the LBRP Grant has been disbursed by such date, MnDOT shall have no obligation to fund the LBRP Grant and the Agreement will terminate, and (ii) if some but not all of the LBRP Grant has been disbursed by such date, MnDOT shall have no further obligation to provide any additional funding for the LBRP Grant and the Agreement shall remain in force but shall be modified to reflect the amount of the LBRP Grant that was actually disbursed and the Public Entity is still obligated to complete the Project by the Completion Date. B. The Agreement shall terminate upon the Public Entity's sale of its interest in the Real Property and transmittal of the required portion of the proceeds of the sale to the Commissioner in compliance with Minn. Stat. Sec. 16A.695 and the Commissioner's Order, or upon the termination of the Public Entity's ownership interest in the Real Property if such ownership interest is an easement. Section 2.12 Excess Funds. If the full amount of the G.O. Grant and any matching funds referred to in Section 5.13 are not needed to complete the Project, then, unless language in the G.O. Bonding Legislation indicates otherwise, the G.O. Grant shall be reduced by the amount not needed. Article III COMPLIANCE WITH MINNESOTA STATUTE, SEC. 16A.695 AND THE COMMISSIONER'S ORDER Section 3.01 State Bond Financed Property. The Public Entity acknowledges that its interest in the Real Property is, or when acquired by it will be, "state bond financed property", as such term is used in Minn. Stat. Sec. 16A.695 and the Commissioner's Order and, therefore, the provisions contained in such statute and order apply, or will apply, to its interest in the Real Property, even if the LBRP Grant will only pay for a portion of the Project. Section 3.02 Preservation of Tax Exempt Status. In order to preserve the tax-exempt status of the G.O. Bonds, the Public Entity agrees as follows: A. It will not use the Real Property or use or invest the LBRP Grant or any other sums treated as "bond proceeds" under Section 148 of the Code (including "investment proceeds," "invested sinking funds" and "replacement proceeds") in such a manner as to cause the G.O. Bonds to be classified as "arbitrage bonds" under Code Section 148. 10 MnDOT Agreement No. 1028839 B. It will deposit and hold the LBRP Grant in a segregated non-interest-bearing account until such funds are used for payments for the Project. C. It will, upon written request, provide the Commissioner all information required to satisfy the informational requirements set forth in the Code, including Sections 103 and 148, with respect to the G.O. Bonds. D. It will, upon the occurrence of any act or omission by the Public Entity that could cause the interest on the G.O. Bonds to no longer be tax exempt and upon direction from the Commissioner, take such actions and furnish such documents as the Commissioner determines to be necessary to ensure that the interest to be paid on the G.O. Bonds is exempt from federal taxation, which such action may include: (i) compliance with proceedings intended to classify the G.O. Bonds as a "qualified bond" within the meaning of Code Section 141(e), or (ii) changing the nature of the use of the Real Property so that none of the net proceeds of the G.O. Bonds will be deemed to be used, directly or indirectly, in an "unrelated trade or business" or for any "private business use" within the meaning of Code Sections 141(b) and 145(a). E. It will not otherwise use any of the LBRP Grant or take, permit or cause to be taken, or omit to take, any action that would adversely affect the exemption from federal income taxation of the interest on the G.O. Bonds, and if it should take, permit or cause to be taken, or omit to take, as appropriate, any such action, it shall take all lawful actions necessary to correct such actions or omissions promptly upon obtaining knowledge thereof. Section 3.03 Changes to G.O. Compliance Legislation or the Commissioner's Order. If Minn. Stat. Sec. 16A.695 or the Commissioner's Order is amended in a manner that reduces any requirement imposed against the Public Entity, or if the Public Entity's interest in the Real Property becomes exempted from Minn. Stat. Sec. 16A.695 and the Commissioner's Order, then upon written request by the Public Entity, MnDOT shall execute an amendment to the Agreement to implement such amendment or exempt the Public Entity's interest in the Real Property from Minn. Stat. Sec. 16A.695 and the Commissioner's Order. Article IV DISBURSEMENT OF GRANT PROCEEDS Section 4.01 The Advances. MnDOT agrees, on the terms and subject to the conditions set forth herein, to make Advances of the LBRP Grant to the Public Entity from time to time in an aggregate total amount not to exceed the amount of the LBRP Grant. If the amount of LBRP Grant that MnDOT cumulatively disburses hereunder to the Public Entity is less than the amount of the LBRP Grant delineated in Section 1.01, then MnDOT and the Public Entity shall enter into and execute whatever documents MnDOT may request in order to amend or modify this Agreement to reduce the amount of the LBRP Grant to the amount actually disbursed. Provided, however, in accordance with the provisions contained in Section 2.11, MnDOT's obligation to make Advances shall terminate as of the dates specified in Section 2.11 even if the entire LBRP Grant has not been disbursed by such dates. Advances shall only be for expenses that (i) are for those items of a capital nature delineated in Source and Use of Funds that is attached as Exhibit A, (ii) accrued no earlier than the effective date of the legislation that appropriated the funds that are used to fund the LBRP Grant, or (iii) have otherwise been consented to, in writing, by the Commissioner. It is the intent of the parties hereto that the rate of disbursement of the Advances shall not exceed the rate of completion of the Project or the rate of disbursement of the matching funds required, if any, under Section 11 MnDOT Agreement No. 1028839 5.13. Therefore, the cumulative amount of all Advances disbursed by the State Entity at any point in time shall not exceed the portion of the Project that has been completed and the percentage of the matching funds required, if any, under Section 5.13 that have been disbursed as of such point in time. This requirement is expressed by way of the following two formulas: Formula #1: Cumulative Advances < (Program Grant) X (percentage of matching funds, if any, required under Section 5.13 that have been disbursed) Formula 92: Cumulative Advances < (Program Grant) X (percentage of Project completed) Section 4.02 Draw Requisitions. Whenever the Public Entity desires a disbursement of a portion of the LBRP Grant the Public Entity shall submit to MnDOT a Draw Requisition duly executed on behalf of the Public Entity or its designee. Each Draw Requisition with respect to construction items shall be limited to amounts equal to: (i) the total value of the classes of the work by percentage of completion as approved by the Public Entity and MnDOT, plus (ii) the value of materials and equipment not incorporated in the Project but delivered and suitably stored on or off the Real Property in a manner acceptable to MnDOT, less (iii) any applicable retainage, and less (iv) all prior Advances. Notwithstanding anything herein to the contrary, no Advances for materials stored on or off the Real Property will be made by MnDOT unless the Public Entity shall advise MnDOT, in writing, of its intention to so store materials prior to their delivery and MnDOT has not objected thereto. At the time of submission of each Draw Requisition, other than the final Draw Requisition, the Public Entity shall submit to MnDOT such supporting evidence as may be requested by MnDOT to substantiate all payments which are to be made out of the relevant Draw Requisition or to substantiate all payments then made with respect to the Project. The final Draw Requisition shall not be submitted before completion of the Project, including any correction of material defects in workmanship or materials (other than the completion of punch list items). At the time of submission of the final Draw Requisition the Public Entity shall submit to MnDOT: (I) such supporting evidence as may be requested by MnDOT to substantiate all payments which are to be made out of the final Draw Requisition or to substantiate all payments then made with respect to the Project, and (ii) satisfactory evidence that all work requiring inspection by municipal or other governmental authorities having jurisdiction has been duly inspected and approved by such authorities and that all requisite certificates and other approvals have been issued. If on the date an Advance is desired the Public Entity has complied with all requirements of this Agreement and MnDOT approves the relevant Draw Requisition, then MnDOT shall disburse the amount of the requested Advance to the Public Entity. Section 4.03 Additional Funds. If MnDOT shall at any time in good faith determine that the sum of the undisbursed amount of the LBRP Grant plus the amount of all other funds committed to the Project is less than the amount required to pay all costs and expenses of any kind which reasonably may be anticipated in connection with the Project, then MnDOT may send written notice thereof to the Public Entity specifying the amount which must be supplied in order to provide sufficient funds to complete the Project. The Public Entity agrees that it will, within 10 calendar days of receipt of any such notice, supply or have some other entity supply the amount of funds specified in MnDOT's notice. 12 MnDOT Agreement No. 1028839 Section 4.04 Condition Precedent to Any Advance. The obligation of MnDOT to make any Advance hereunder (including the initial Advance) shall be subject to the following conditions precedent: A. MnDOT shall have received a Draw Requisition for such Advance specifying the amount of funds being requested, which such amount when added to all prior requests for an Advance shall not exceed the amount of the LBRP Grant set forth in Section 1.01. B. No Event of Default under this Agreement or event which would constitute an Event of Default but for the requirement that notice be given or that a period of grace or time elapse shall have occurred and be continuing. C. No determination shall have been made by MnDOT that the amount of funds committed to the Project is less than the amount required to pay all costs and expenses of any kind that may reasonably be anticipated in connection with the Project, or if such a determination has been made and notice thereof sent to the Public Entity under Section 4.03, then the Public Entity has supplied, or has caused some other entity to supply, the necessary funds in accordance with such section or has provided evidence acceptable to MnDOT that sufficient funds are available. D. The State Entity shall have received evidence, in form and substance acceptable to the State Entity, that the Public Entity has sufficient funds to fully and completely pay for the Project and all other expenses that may occur in conjunction therewith. E. The Public Entity has supplied to the State Entity all other items that the State Entity may reasonably require Section 4.05 Processing and Disbursement of Advances. The Public Entity acknowledges and agrees as follows: A. Advances are not made prior to completion of work performed on the Project. B. All Advances are processed on a reimbursement basis. C. The Public Entity must first document expenditures to obtain an Advance. D. Reimbursement requests are made on a partial payment basis or when the Project is completed. E. All payments are made following the "Delegated Contract Process or State Aid Payment Request" as requested and approved by the appropriate district state aid engineer. Section 4.06 Construction Inspections. The Public Entity shall be responsible for making its own inspections and observations regarding the completion of the Project, and shall determine to its own satisfaction that all work done or materials supplied have been properly done or supplied in accordance with all contracts that the Public Entity has entered into regarding the completion of the Project. Article V MISCELLANEOUS Section 5.01 Insurance. If the Public Entity elects to maintain general comprehensive liability insurance regarding the Real Property, then the Public Entity shall have MnDOT named as an additional named insured therein. 13 MnDOT Agreement No. 1028839 Section 5.02 Condemnation. If, after the Public Entity has acquired the ownership interest set forth in Section 2.02, all or any portion of the Real Property is condemned to an extent that the Public Entity can no longer comply with Section 2.04, then the Public Entity shall, at its sole option, either: (i) use the condemnation proceeds to acquire an interest in additional real property needed for the Public Entity to continue to comply with Section 2.04 and to provide whatever additional funds that may be needed for such purposes, or (ii) submit a request to MnDOT and the Commissioner to allow it to sell the remaining portion of its interest in the Real Property. Any condemnation proceeds which are not used to acquire an interest in additional real property shall be applied in accordance with Minn. Stat. Sec. 16A.695 and the Commissioner's Order as if the Public Entity's interest in the Real Property had been sold. If the Public Entity elects to sell its interest in the portion of the Real Property that remains after the condemnation, such sale must occur within a reasonable time period after the date the condemnation occurred and the cumulative sum of the condemnation and sale proceeds applied in accordance with Minn. Stat. Sec. 16A.695 and the Commissioner's Order. If MnDOT receives any condemnation proceeds referred to herein, MnDOT agrees to or pay over to the Public Entity all of such condemnation proceeds so that the Public Entity can comply with the requirements of this Section. Section 5.03 Use, Maintenance, Repair and Alterations. The Public Entity shall not, without the written consent of MnDOT and the Commissioner, (i) permit or allow the use of any of the Real Property for any purpose other than the purposes specified in Section 2.04, (ii) substantially alter any of the Real Property except such alterations as may be required by laws, ordinances or regulations, or such other alterations as may improve the Real Property by increasing its value or which improve its ability to be used for the purposes set forth in Section 2.04, (iii) take any action which would unduly impair or depreciate the value of the Real Property, (iv) abandon the Real Property, or (v) commit or permit any act to be done in or on the Real Property in violation of any law, ordinance or regulation. If the Public Entity fails to maintain the Real Property in accordance with this Section, MnDOT may perform whatever acts and expend whatever funds necessary to so maintain the Real Property, and the Public Entity irrevocably authorizes MnDOT to enter upon the Real Property to perform such acts as may be necessary to so maintain the Real Property. Any actions taken or funds expended by MnDOT shall be at its sole discretion, and nothing contained herein shall require MnDOT to take any action or incur any expense and MnDOT shall not be responsible, or liable to the Public Entity or any other entity, for any such acts that are performed in good faith and not in a negligent manner. Any funds expended by MnDOT pursuant to this Section shall be due and payable on demand by MnDOT and will bear interest from the date of payment by MnDOT at a rate equal to the lesser of the maximum interest rate allowed by law or 18% per year based upon a 365 -day year. Section 5.04 Recordkeeping and Reporting. The Public Entity shall maintain books and records pertaining to Project costs and expenses needed to comply with the requirements contained herein, Minn. Stat. Sec. 16A.695, the Commissioner's Order, and Minn. Stat. Sec. 174.52 and all rules related thereto, and upon request shall allow MnDOT, its auditors, the Legislative Auditor for the State of Minnesota, or the State Auditor for the State of Minnesota, to inspect, audit, copy, or abstract all of such items. The Public Entity shall use generally accepted accounting principles in the maintenance of such items, and shall retain all of such books and records for a period of six years after the date that the Project is fully completed and placed into operation. Section 5.05 Inspections by MnDOT. The Public Entity shall allow MnDOT to inspect the Real Property upon reasonable request by MnDOT and without interfering with the normal use of the Real Property. 14 MnDOT Agreement No. 1028839 Section 5.06 Liability. The Public Entity and MnDOT agree that each will be responsible for its own acts and the results thereof to the extent authorized by law, and neither shall be responsible for the acts of the other party and the results thereof. The liability of MnDOT and the Commissioner is governed by the provisions of Minn. Stat. Sec. 3.736. If the Public Entity is a "municipality" as that term is used in Minn. Stat. Chapter 466, then the liability of the Public Entity is governed by the provisions of Chapter 466. The Public Entity's liability hereunder shall not be limited to the extent of insurance carried by or provided by the Public Entity, or subject to any exclusion from coverage in any insurance policy. Section 5.07 Relationship of the Parties. Nothing contained in the Agreement is to be construed as establishing a relationship of co-partners or joint venture among the Public Entity, MnDOT, or the Commissioner, nor shall the Public Entity be considered to be an agent, representative, or employee of MnDOT, the Commissioner, or the State of Minnesota in the performance of the Agreement or the Project. No employee of the Public Entity or other person engaging in the performance of the Agreement or the Project shall be deemed have any contractual relationship with MnDOT, the Commissioner, or the State of Minnesota and shall not be considered an employee of any of those entities. Any claims that may arise on behalf of said employees or other persons out of employment or alleged employment, including claims under the Workers' Compensation Act of the State of Minnesota, claims of discrimination against the Public Entity or its officers, agents, contractors, or employees shall in no way be the responsibility of MnDOT, the Commissioner, or the State of Minnesota. Such employees or other persons shall not require nor be entitled to any compensation, rights or benefits of any kind whatsoever from MnDOT, the Commissioner, or the State of Minnesota, including tenure rights, medical and hospital care, sick and vacation leave, disability benefits, severance pay and retirement benefits. Section 5.08 Notices. In addition to any notice required under applicable law to be given in another manner, any notices required hereunder must be in writing and personally served or sent by prepaid, registered, or certified mail (return receipt requested), to the address of the party specified below or to such different address as may in the future be specified by a party by written notice to the others: To the Public Entity: At the address indicated on the first page of the Agreement. To MnDOT at: Minnesota Department of Transportation Office of State Aid 395 John Ireland Blvd., MS 500 Saint Paul, MN 55155 Attention: Patti Loken, State Aid Programs Engineer To the Commissioner at: Minnesota Management & Budget 400 Centennial Office Bldg. 658 Cedar St. St. Paul, MN 55155 Attention: Commissioner Section 5.09 Assignment or Modification. Neither the Public Entity nor MnDOT may assign any of its rights or obligations under the Agreement without the prior written consent of the other party. Section 5.10 Waiver. Neither the failure by the Public Entity, MnDOT, or the Commissioner, as a third party beneficiary of the Agreement, in one or more instances to insist upon the complete observance or performance of any provision hereof, nor the failure of the Public Entity, MnDOT, or the Commissioner to exercise any right or remedy conferred hereunder or afforded by law shall be construed as waiving any breach of such provision or the right to exercise such right or remedy thereafter. In addition, no delay by 15 MnDOT Agreement No. 1028839 any of the Public Entity, MnDOT, or the Commissioner in exercising any right or remedy hereunder shall operate as a waiver thereof, nor shall any single or partial exercise of any right or remedy preclude other or further exercise thereof or the exercise of any other right or remedy. Section 5.11 Choice of Law and Venue. All matters relating to the validity, interpretation, performance, or enforcement of the Agreement shall be determined in accordance with the laws of the State of Minnesota. All legal actions arising from any provision of the Agreement shall be initiated and venued in the State of Minnesota District Court located in St. Paul, Minnesota. Section 5.12 Severability. If any provision of the Agreement is finally judged by any court to be invalid, then the remaining provisions shall remain in full force and effect and they shall be interpreted, performed, and enforced as if the invalid provision did not appear herein. Section 5.13 Matching Funds. Any matching funds as shown on Page 1 of the Grant Agreement that are required to be obtained and supplied by the Public Entity must either be in the form of (i) cash monies, (ii) legally binding commitments for money, or (iii) equivalent funds or contributions, including equity, which have been or will be used to pay for the Project. The Public Entity shall supply to MnDOT whatever documentation MnDOT may request to substantiate the availability and source of any matching funds. Section 5.14 Sources and Uses of Funds. The Public Entity represents to MnDOT and the Commissioner that the Sources and Uses of Funds Schedule attached as Exhibit A accurately shows the total cost of the Project and all of the funds that are available for the completion of the Project. The Public Entity will supply any other information and documentation that MnDOT or the Commissioner may request to support or explain any of the information contained in the Sources and Uses of Funds Schedule. If any of the funds shown in the Sources and Uses of Funds Schedule have conditions precedent to the release of such funds, the Public Entity must provide to MnDOT a detailed description of such conditions and what is being done to satisfy such conditions. Section 5.15 Project Completion Schedule. The Public Entity represents to MnDOT and the Commissioner that the Project Completion Schedule attached as Exhibit B correctly and accurately sets forth the projected schedule for the completion of the Project. Section 5.16 Third -Party Beneficiary. The Governmental Program will benefit the State of Minnesota and the provisions and requirements contained herein are for the benefit of both the State Entity and the State of Minnesota. Therefore, the State of Minnesota, by and through its Commissioner of MMB, is and shall be a third -party beneficiary of this Agreement. Section 5.16 Public Entity Tasks. Any tasks that the Agreement imposes upon the Public Entity may be performed by such other entity as the Public Entity may select or designate, provided that the failure of such other entity to perform said tasks shall be deemed to be a failure to perform by the Public Entity. Section 5.17 Data Practices. The Public Entity agrees with respect to any data that it possesses regarding the G.O. Grant or the Project to comply with all of the provisions and restrictions contained in the Minnesota Government Data Practices Act contained in Minnesota Statutes Chapter 13, as such may subsequently be amended or replaced from time to time. Section 5.18 Non -Discrimination. The Public Entity agrees to not engage in discriminatory employment practices regarding the Project and it shall fully comply with all of the provisions contained in Minnesota Statutes Chapters 363A and 181, as such may subsequently be amended or replaced from time to time. lRO MnDOT Agreement No. 1028839 Section 5.19 Worker's Compensation. The Public Entity agrees to comply with all of the provisions relating to worker's compensation contained in Minn. Stat. Secs. 176.181 subd. 2 and 176.182, as they may be amended or replaced from time to time with respect to the Project. Section 5.20 Antitrust Claims. The Public Entity hereby assigns to MnDOT and the Commissioner of MMB all claims it may have for over charges as to goods or services provided with respect to the Project that arise under the antitrust laws of the State of Minnesota or of the United States of America. Section 5.21 Prevailing Wages. The Public Entity agrees to comply with all of the applicable provisions contained in Minnesota Statutes Chapter 177, and specifically those provisions contained in Minn. Stat.§. 177.41 through 177.435 as they may be amended or replaced from time to time with respect to the Project. By agreeing to this provision, the Public Entity is not acknowledging or agreeing that the cited provisions apply to the Project. Section 5.22 Entire Agreement. The Agreement and all of the exhibits attached thereto embody the entire agreement between the Public Entity and MnDOT, and there are no other agreements, either oral or written, between the Public Entity and MnDOT on the subject matter hereof. Section 5.23 E -Verification. The Public Entity agrees and acknowledges that it is aware of Minn.Stat. § 16C.075 regarding e -verification of employment of all newly hired employees to confirm that such employees are legally entitled to work in the United States, and that it will, if and when applicable, fully comply with such order. 17 HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Consideration of a 1st Reading of Ordinance 18-785 - Meeting Order of Business Department: Administration LICENSE SECTION Meeting Date: 4/10/2018 Application Complete N/A Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff New Business Time Requested (Minutes): 5 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: At the last council meeting, there was a brief discussion on removing the invocation from the council agenda. As noted, the removal of the invocation would have to be done by an ordinance since it is noted in our "Regular Meeting Order of Business" section in our City Code (30.18). Attached for your consideration is a first reading of Ordinance 18-785, an ordinance which would remove the invocation from future council agendas. If a first reading is approved, the second reading and adoption will be considered at our next meeting. I've also included an updated memo from when we discussed the invocation issue back in July of 2017. BOARD ACTION REQUESTED: Approve/Deny first reading of Ordinance 18-785 - An ordinance amending section 30.18, "Regular Meeting Order of Business" of the Hutchinson City Code to remove the invocation and set the second reading for April 24, 2018 Fiscal Impact: 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: ro Memo To: Mayor Forcier and City Council Members From: Matt Jaunich, City Administrator Date: 4/5/2018 Re: Ordinance 18-785 — Removing the Invocation Office of the City Administrator 111 Hassan Street SE Hutchinson, MN 55350-2522 320-234-4241/Fax 320-234-4240 This past July we discussed the invocation portion of our agenda at a council meeting. While there were suggestions made at the meeting, no formal request for action was given. At our last council meeting, there was a brief discussion on removing the invocation from the council agenda. There was a recommendation to staff to bring something forward as an action item so the invocation portion of the agenda could be considered for removal from future city council agendas. The inclusion of an invocation is specifically referred to in two of our official city documents. It can be found in our City Code, specifically Section 30.18, which notes that the invocation is included in our official order of business at regular council meetings. It is also included in the City Council Bylaws, Section 10, as an order of business for all (regular) council meetings. As noted, the removal of the invocation would have to be done by an ordinance since it is noted in our City Code. If an ordinance would be approved, staff would then come back at a future meeting to amend the bylaws. As I did back in July, in an effort to assist you in your discussions and potential action on this item, I've tried to pull together some information on the invocation and its history in Hutchinson, the legality of continuing with it, and what other levels of government do when it comes to the invocation/legislative prayer. HISTORY AND BACKGROUND The "invocation" portion of the agenda is meant to serve as a "legislative prayer" offered by someone who is not on the City Council. Generally speaking, the intended audience of the invocation are the elected officials as a whole. Many cities cite the use of an invocation as a means to "set a serious tone for their meetings". Reciting the Pledge of Allegiance or some other ceremonial act are used by other city councils as an alternative to and/or in addition to the invocation. The list of cities who include an invocation in their council agenda is not easily assessable. Staff is not completely sure on when the invocation became a part of the city council agenda. The invocation is first recorded in our minute books starting in May of 1966. For as long as staff can recall, the invocation has been given by a member of the Hutchinson Ecumenical Ministerial Association. The Ministerial Association is a group of local clergy and other leaders of local churches who serve the people living in and around Hutchinson. Membership in the group has been open to those churches who request to be part of the organization. As long as staff can recall, there has been an informal agreement between the City and the Hutchinson Ecumenical Ministerial Association on who will be giving the invocation. The Ministerial Association simply provides a schedule to the City on who will be delivering the invocation and that is who we use when we organize the agenda. From an organizational standpoint, this is easy for city staff instead of searching out for individuals to give the invocation. On average, an invocation is not given 3-4 times a year. There are many different reasons for this from the clergy simply forgetting to something coming up in which the clergy member was in need of attending to. To staff's knowledge, there have been no requests to the City Council to deliver an invocation from anyone outside of the Hutchinson Ecumenical Ministerial Association. Subsequently, we also know of no circumstances in which someone was prohibited from delivering an invocation that requested to do so. LEGALITY OF DOING AN INVOCATION The League of Minnesota Cities has noted that the use of legislative prayer (invocation) raises two main constitutional issues: first, whether it violates the First Amendment to the U.S. Constitution, which prohibits the government from establishing a religion; and second, whether it violates the provisions in the Minnesota Constitution providing for the right to exercise one's religious beliefs without infringement. The 81h Circuit U.S. Court of Appeals has held that a county board's practice of opening its meetings with legislative prayer did not violate either the U.S. Constitution or the Minnesota Constitution. The Court of Appeals noted that the county's use of legislative prayer served a secular or non -religious purpose of establishing a solemn atmosphere and serious tone for its meetings. The U.S. Supreme Court has held that a town board's practice of opening its meetings with legislative prayer did not violate the Establishment Clause of the First Amendment to the U.S. Constitution. The Supreme Court reasoned that the Establishment Clause must be read with an understanding of its historical tradition and noted that the men who wrote the U.S. Constitution "considered legislative prayer a benign acknowledgment of religion's role in society." The Supreme Court noted several factors (5) that supported its decision to uphold the town board's use of legislative prayer. As noted back in July, whether or not the Council would choose to continue with an invocation, these five factors should be used in the future as a set of guidelines for what our expectation will be. These five factors are important when the City Council considers whether or not to continue with the invocation. 1) The first factor is that the prayer occurred at the beginning of the meetings instead of during the decision-making part of the meetings. Likewise, city councils that choose to include legislative prayer should limit it to the beginning of their meetings. This practice will help reduce the chances that an individual attending a meeting will feel pressured to 2 participate in the prayer because of a concern that the failure to do so may affect how the council will act on a specific decision affecting that individual. 2) The second factor is that the elected officials were the intended audience of the legislative prayer and found this acceptable. If city councils decide to include legislative prayer at the beginning of their meetings, it is best to view it as a benefit to the city council, not to other meeting attendees. 3) The third factor noted is that participation in the town board's legislative prayer was voluntary. City councils that include legislative prayer in their meetings also should be careful not to require the public to participate in the prayer and should not criticize anyone who chooses not to bow his or her head, stand, or otherwise engage in the prayer. 4) The fourth factor is that the town board "at no point excluded or denied an opportunity to a would-be prayer giver." City councils that include legislative prayer at their meetings also should not discriminate against any prayer givers based on their religious beliefs and should make efforts to ensure that prayer givers represent a diversity of religious belief. The Supreme Court upheld the town clerk's practice of using the local business directory to contact churches seeking volunteer ministers to offer legislative prayer at town meetings. The Supreme Court reasoned, "So long as the town maintains a policy of nondiscrimination, the Constitution does not require it to search beyond its borders for non-Christian prayer givers in an effort to achieve religious balancing." 5) The fifth factor is that the town board "neither reviewed the prayers in advance of the meetings nor provided guidance as to their tone or content." The town board's opening prayers were overwhelmingly Christian in content. But the Supreme Court held that legislative prayer does not need to be nonsectarian, or not identifiable with any one religion, reasoning that adopting such a requirement would not be consistent with the history of legislative prayer and would force the town board to act as a censor of religious speech. City councils that include legislative prayer in their meetings generally should not tell prayer givers what they can or cannot say in their prayers. However, there are likely some reasonable limits on the content of legislative prayer. The Supreme Court indicated, for example, that legislative prayers that consistently criticize nonbelievers, threaten damnation, or preach conversion do not accomplish an acceptable legislative purpose, and therefore, may raise constitutional concerns. STATE AND FEDERAL GOVERNMENT Both the Minnesota State Government and US Federal Government use legislative prayer. The US Senate and the House of Representatives pray or offer an invocation at the beginning of each day of congressional business. Furthermore, both the House and Senate hire their own chaplains to offer formal prayers and to provide pastoral care to members of Congress. To date, congressional chaplains have been exclusively Christian. However, both the House and Senate allow "Guest Chaplains" to offer invocations. Many times these are brought forward by members of Congress and they usually represent a variety of the religions/faiths in the world. In Minnesota, both the House and Senate open each legislative day with a legislative prayer. The Senate has appointed a Chaplain to deliver legislative prayer since 1857. When noted, they have had one representing the Jewish faith, one was a Spiritual Elder, and the remaining were Christian in nature. The House appointed a Chaplain from 1849 to 2012. When noted, one was a Universalist, 3 represented the Jewish faith, and the remaining were Christian in nature. Starting in 2013, the Chaplain delivering the daily legislative prayer have been "guest Chaplains" brought forth by the members of the House representing various denominations/religions/faiths. A proposed ordinance has been included for your consideration that would remove the invocation portion of the agenda if approved. If you are in need of any additional information in regards to this subject, please don't hesitate to ask. Matt fl Ordinance No. 18-785 Publication No. AN ORDINANCE AMENDING SECTION 30.18, "REGULAR MEETING ORDER OF BUSINESS" TO REMOVE THE INVOCATION. The City Council of the City of Hutchinson does hereby ordain that Hutchinson City Code Section 30.18 be hereby amended to read as follows: SEC. 30.18 COUNCIL PROCEDURE AT REGULAR MEETING. The City Administrator shall prepare the following items: (1) an agenda for the forthcoming meeting; (2) a copy of all minutes to be considered; (3) copies of such other proposals, communications, or other documents as the City Administrator deems necessary or proper for advance consideration by the Council; (4) a compiled list of all claimants who have filed verified accounts claiming payment for goods or services rendered the City during the preceding month, such list to be called the "Claim Report" and bearing headings "Claimant", "Purpose", and "Amount"; and, (5) miscellaneous communications from the City Administrator on administrative activities of the preceding month. The City Administrator shall forthwith cause to be mailed or delivered to each member of the Council copies of all said documents. Roberts' Rules of Order (Newly Revised) shall govern all Council meetings as to procedural matters not set forth in the Charter or City Code. The order of business at regular meetings shall be as follows: Call to Order. 2. i aeatiefl. 2. Pledge of Allegiance. 4 3. Recognition of Gifts, Donations and Community Service to the City 5- 4. Public Comments 6- 5. Minutes 6. Consent Agenda. 8-. 7. Public Hearings. 9- 8. Communications, Requests and Petitions. 9. Unfinished Business. 10. New Business. 11. Governance 12. Miscellaneous 44, 13. Adjournment. Matters inappropriate for consideration at a meeting, or not in the order specified, shall not be considered except (1) with the unanimous consent of the members of the Council, or (2) scheduled public hearings or bid lettings at the time stated in the notice. Adopted by the City Council this day of , 2018. Attest: Matt Jaunich, City Administrator Gary T. Forcier, Mayor HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Calling a Special Meeting to Complete the Strategic Planning Session Department: Administration LICENSE SECTION Meeting Date: 4/10/2018 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: Back on March 16 and 17 we conducted a Strategic Planning Session with Richard Fursman of Huel-ife. We didn't quite finish the session and we still have about an hour and half to two hours remaining. To complete the Session, I have scheduled Richard to come back out on Thursday, April 26 at 2:30 p.m. Our plan is to finish the session at the Fire Hall (training room). BOARD ACTION REQUESTED: Approval of calling a special meeting to complete the Strategic Planning Session from 2:30 p.m. to 4:30/5 p.m. on Thursday, April 26 at the Fire Hall Fiscal Impact: 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: 15.5 HUTCHINSON CITY COUNCIL==y� Request for Board Action AgendaItem: Special Event Department: Police LICENSE SECTION Meeting Date: 4/10/2018 Application Complete N/A Contact: - Daniel T. Hstten Agenda Item Type: Presenter: Daniel T. Hatten Reviewed by Staff 0 Consent Agenda Time Requested (Minutes): 2 License Contingency; N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Hutchinson Police Services has been asked to assist with a special event within the city limits of Hutchinson on April 21 st 2018. The event "Lest We Forget" marks the 50th anniversary of the disappearance of Hutchinson native, Lyle E. Mackedanz, during the Vietnam War. The event intends to honor Mackedanz and five other crew members who went missing during this conflict. The event is scheduled to be held on Saturday April 21, 2018, at Veterans Memorial Park from 1:00 -3:30 p.m. and will be attended by approximately 500-1000 people, including approximately 75 Patriot Guard members who are requesting a police escorted motorcycle ride from the McLeod County Fairgrounds to Veterans Memorial Park. The event organizers plan to have a special salute by having a Vietnam era Huey Helicopter flyover and land at the site (Econo Foods parking lot) for the duration of the program. Tentative Schedule: 8 am. Secure the landing area using barricades and cones 12 pm. Close all streets affected by the event 1 pm. Patriot Guard parade from the Fair Grounds to Veterans Memorial Park. Escorted by HPD 2 pm. Flyover and landing of Huey Helicopter 2 pm.-3 pm. Program 3 pm. Huey Helicopter take off 3:30 pm. All streets opened. Staffing It is estimated that six Hutchinson Police Department personnel will be needed to staff this event. Parking No additional parking area will be designated, parking will be encouraged in public and private lots. Authorizations needed Closing of 2nd Ave NE for the duration of the event Parade Permit BOARD ACTION REQUESTED: Recommend Approval Fiscal Impact: + $ 1,300.00 Funding Source: FTE Impact: 6.00 Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost. Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: 15.5 U.'4 "'f jtj? F4 ()11(11 f `11I11KS '11W rfill AINNPt I SIUlY W1197, WSlall'PlDWANCX (W WFUMSONT NTXII"1 LUX ):. )ltIt',iUMILM LN 11137 NML LN RED 'IIIIIULN(I (W LYLI: ILM) '1'Illj 171'i: tr1 .1 ('lll:�f ili�all4IlLS ( 14)M)I(X IW4 1, IVE i HI, ill: INKITLN(T AN MINN Xf '11fl iilCld4)1) CAUR IN VE 1143I SNS PjUtK IN M71Y3MRSi)N Xf 211111, iU)ItH, 2bS - LN A SPEN I U, S1#I,17frig A U FLIC"IE VIIX tNXVI MIN IlERI)VII34 1. H I, ill: 1'LYI.Nb ENT I. XND UDI Nt" Xf '17M.7, SI E ` DONXPIONS TO m-:I.I' COVEM IIH7, c(nT OF BRINGING IN TiIL HITY ARE, NI33H3). iVE HAITs A .50 ;3, SO AIJ, I)ONA'PIONS AREI TAY 1)IIMJCi'A1111- UITI S S7IOULi) BE-HAIN's t 7OIPI' TO BANDUH) QLUIIJE ASSN AND ILUL13) '11) 14) BOY ZL K "INYOHI, MIN. 5fi`«iL PLEISI: BRING' LAWN CILIURS. OUES PIONS? CALL R.ON ILICKllkVNZ X20 1391 7810. MAJOR SPONSORS FOR,rim, I,1'I.NT ARI. HUTCHINSON SERVIC'EMEIN'S CLUB, YFiV POST' 9OG, AMEIRICAN LEGION POST 196 AND DAV C1IAP'I'ER 37