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cp10-23-2018HUTCHINSON CITY COUNCIL MEETING AGENDA TUESDAY, OCTOBER 23, 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: Citypolicy andpractices, inputfrom constituents, and other questions or information that has not yet 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 — Faith Lutheran Church (The invocation is a voluntary expression of theprivate citizen, to and for the City Council, and is not intended to affiliate the City Council with, or express the City Council's preference for, any religious/spiritual organization. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Council or staff) 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14964 — Accepting a Property Donation (Rescue Equipment) PUBLIC COMMENTS (T is 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. If you have a question, concern or comment, please ask to e recognized by the mayor — state your 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, but please refrain from personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of October 9, 2018 CONSENT AGENDA (The items iste or consi eration 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 I (a) Consideration for Approval of Small Business Saturday Event on November 24, 2018 (b) Consideration for Approval of Invocation Schedule (c) Consideration for Approval of 2019 Preliminary Proposal to Small Cities Development Program (SCDP) (d) Consideration for Approval of Resolution No. 14960 - Resolution for Certification of Special Assessments from City of Hutchinson to McLeod County Auditor (e) Consideration for Approval of Resolution No. 14962 — Resolution Approving Conditional Use Permit for Dog Daycare Boarding Facility at 518 Hwy 7 East with Favorable Planning Commission Recommendation (f) Consideration for Approval of Resolution No. 14963 — Resolution Approving a Conditional Use Permit for a Cellular Tower Located at 1470 South Grade Road SW with Favorable Planning Commission Recommendation CITY COUNCIL AGENDA OCTOBER 23, 2018 (g) Consideration for Approval of Out of State Travel for Kent Exner to attend the National Transportation Research Board Conference in Washington D.C. from January 13-17, 2019 (h) Claims, Appropriations and Contract Payments PUBLIC HEARINGS — 6:00 P.M. - NONE COMMUNICATIONS RE UESTS AND PETITIONS e purpose o th is portion oj the agenda is to provi e the ounci with information necessary to craft wise policy. Includes items like monthly or annual reports and communications from other entities) 8. HUTCHINSON PUBLIC LIBRARY ANNUAL UPDATE 9. DISCUSSION ON REQUEST FROM GOPHER CAMPFIRE SANCTUARY BOARD UNFINISHED BUSINESS NEW BUSINESS 10. APPROVE/DENY SETTING A PUBLIC HEARING TO DECLARE EMERALD ASH BORER A NUISANCE IN THE CITY OF HUTCHINSON AND REVIEW OF EMERALD ASH BORER MANAGEMENT PLAN 11. APPROVE/DENY RESOLUTION NO. 14961 - RESOLUTION ACCEPTING BID AND AWARDING CONTRACT FOR SOUTH CENTRAL DRAINAGE AREA IMPROVEMENTS PHASE 1 (LETTING NO. 5, PROJECT NO. 18-05) 12. APPROVE/DENY ORDINANCE NO. 18-792 — AN ORDINANCE AUTHORIZING THE SALE OF MUNICIPALLY -OWNED LAND TO HUTCHINSON HEALTH (WAIVE FIRST READING, SET SECOND READING AND ADOPTION FOR NOVEMBER 13, 2018) 13. APPROVE/DENY SETTING BUDGET WORKSHOP FOR NOVEMBER 13, 2018, AT 4:00 P.M. 14. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR NOVEMBER 27, 2018, AT 4:00 P.M. TO REVIEW STATE TRUNK HIGHWAY 15 DOWNTOWN RECONSTRICTION PROJECT ITEMS GOVERNANCE (Thep urpose 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.) 15. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Hutchinson Housing & Redevelopment Authority Board Minutes from September 18, 2018 (b) City of Hutchinson Financial Report and Investment Report for September 2018 MISCELLANEOUS 16. STAFF UPDATES 17. COUNCIL/MAYOR UPDATE ADJOURNMENT 2 Resolution No. 14964 RESOLUTION ACCEPTING A PROPERTY 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 personal property set forth below to the City of Hutchinson: Name of Donor David Larson Financial and Insurance Services, Inc. Type of Property "Tube of Life" grain bin rescue equipment along with four-hour training session ($5000 value) WHEREAS, it is the intention of the City of Hutchinson to use the equipment donation for use at the Hutchinson Fire Department; and WHEREAS, the City Council hereby finds that it is appropriate to accept the donation offered, 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. Adopted by the City Council this 23rd day of October, 2018. Gary T. Forcier, Mayor Matthew Jaunich, City Administrator HUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, OCTOBER 9, 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: Citypolicy andpractices, inputfrom constituents, and other questions or information that has not yet been presented or discussed regarding an agenda item) 1. CALL MEETING TO ORDER — 5:30 P.M. Mayor Gary Forcier called the meeting to order. Members present were Steve Cook, Chad Czmowski and Mary Christensen. Member absent was John Lofdahl. Others present were Matt Jaunich, City Administrator, Marc Sebora, City Attorney and Kent Exner, City Engineer (a) Approve the Council agenda and any agenda additions and/or corrections Motion by Czmowski, second by Christensen, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION — The invocation was dispensed due to the absence of a pastor. Instead a moment of silence was given. (The invocation is a voluntary expression of the private citizen, to and for the City Council, and is not intended to affiliate the City Council with, or express the City Council's preference for, any religious/spiritual organization. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Council or staff) 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 14954 — Resolution Accepting Donation from Walt and Lynne Clay ($500 to Hutchinson Police Department for Law Enforcement Memorial Park Fund) (b) Resolution No. 14957 — Resolution Accepting Donation from Hutchinson Rotary Foundation ($5000 to Hutchinson Parks Department for Rotary Park Play Structure) Motion by Czmowski, second by Cook, to approve Resolution Nos. 14954 and 14957. Motion carried unanimously. 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. If you have a question, concern or comment, please ask to e recognized by the mayor — state your name and address for the record. Please keep comments under 5 minutes. Individuals wishing to speak for more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, but please refrain from personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of September 25, 2018 (b) Special Workshop of September 25, 2018 Motion by Czmowski, second by Christensen, to approve the minutes as presented. Motion carried unanimously. CONSENT AGENDA 77- (The items listedor consi eration 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 CITY COUNCIL MINUTES OCTOBER 9, 2018 (a) Consideration for Approval of Issuing Parade Permit to Hutchinson High School on October 12, 2018, for Homecoming Parade (b) Consideration for Approval of Resolution No. 14959 - Resolution Appointing Additional Election Judge for General Election (c) Consideration for Approval of Resolution No. 14953 — Resolution to Sell Surplus Property at Auction (d) Consideration for Approval of Resolution No. 14958 — Resolution Activating Deferred Assessment (Assessment Rolls SA5067/SA5067A) (e) Consideration for Approval of Tigers After Dark/Octoberfest Celebration at Bobbing Bobber Brewing Company on October 12-14, 2018 (f) Consideration for Approval of Spooky Sprint Event on October 27, 2018 (g) Consideration for Approval of Out -of -State Travel for Miles Seppelt to Attend the 2018 Mid - America Competitiveness Conference and Site Selector Forum in Chicago, Illinois from December 2-4, 2018 (h) Reappointment of Dave Skaar to Airport Commission to September 2021 (i) Claims, Appropriations and Contract Payments Item 7(e) was pulled for separate discussion. Motion by Czmowski, second by Christensen, to approve consent agenda. Motion carried unanimously. Item 7(e) had further discussion. Council Member Cook noted that 3BC indicated that they would have security personnel on -site throughout the weekend, but asked if HPD would be providing security at the event as well. Matt Jaunich, City Administrator, clarified that HPD would be at the event providing security assistance. Council Member Cook also asked about parking on -site in relation to traffic flow and the location of the large tent. Mark Schierman and Dan Hart of Bobbing Bobber Brewing Company presented before the Council. Mr. Hart explained that the very front area on the south side of the parking lot will be designated for staff parking and the rest of the parking lot will be blocked off for no traffic flowing through the lot. All customers will be parking in the back and the side of the brewery. Mr. Hart explained that he is in the process of writing a letter to the neighborhood and placing it on their doors to inform them of the event. Council Member Cook suggested and asked that Mr. Hart follow through with notifying the neighbors of the event and inform them that there will be outdoor music and the event is going until 11:00 p.m. Mr. Hart stated that he has a clean-up crew coming in after the event on Monday and they intend to cover a two block radius of the brewery to clean up the neighborhood if needed. The Octoberfest event will begin at 12:00 p.m. on Saturday and Sunday. Motion by Cook, second by Czmowski, to approve Item 7(e). Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. - NONE purpose o t is portion oj the agenda is to provide the ounci with information necessary to craft wise policy. ides items like monthly or annual reports and communications from other entities.) REVIEW OF RECENT SOUTHWEST CORRIDOR TRANSPORTATION COALITION ACTIVITIES 2 CITY COUNCIL MINUTES OCTOBER 9, 2018 Kent Exner, City Engineer, presented before the Council. Mr. Exner stated that he recently attended the regular Southwest Corridor Transportation Coalition membership meeting in Glencoe and he reviewed the Coalition's recent activities. Mr. Exner detailed the potential addressing of the US Highway 212 two-lane gaps between Norwood Young America and Carver. The Coalition submitted a letter to the Metropolitan Council explaining the importance of funding for improvements along the corridor. Mr. Exner spoke about the 2018 Build Transportation Discretionary Grant Program for the two segments from Cologne to Carver and Norwood Young America to Cologne and the favorable chance that these projects will qualify for grant funds for improvements. There are pavement rehab and intersection improvements construction scheduled in 2020 as well as a pedestrian underpass being constructed in 2020 in Norwood Young America. Mr. Exner also explained other improvements that are scheduled on Hwy 212 should funding be awarded. Mr. Jaunich noted that the improvements of Hwy 212 are part of the City's strategic plan due to no four -lane highways coming directly into Hutchinson. 9. DISCUSSION OF INVOCATION SCHEDULE Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that last June the City Council approved a new invocation policy that provided staff guidelines on establishing a schedule on who gives the invocation at Council meetings for the upcoming year. In mid -August an invitation was sent out to all of the churches/religious institutions within city limits seeking volunteers to deliver the invocation for the upcoming year. Mr. Jaunich provided a report of the responses received and included a sample schedule for the upcoming year. The sample schedule indicates organizations to provide the invocation at Council meetings through June of 2019. The majority of the organizations on the schedule are slotted to provide the invocation at both Council meetings in the same month. Mr. Jaunich reminded the Council that policy states that any spots left vacant may be filled by the City Council by a council member invite, left vacant to be filled at a later date or simply left open and unfilled. Council Member Cook suggested that the organizations be scheduled in such a way that they are covering one meeting during a month in an effort to distribute the invocations during the year more evenly. Council Member Christensen noted her disappointment in the responses and expressed that she feels the invocation schedule was always full when the Hutchinson Ministerial Association took care of this. UNFINISHED BUSINESS 10. APPROVE/DENY ORDINANCE NO. 18-790 — AN ORDINANCE AMENDING SECTION 154.004 AND SECTION 154.064(C) OF CITY CODE ALLOWING DOG DAYCARE BOARDING FACILITIES BY CONDITIONAL USE PERMIT IN THE C-4 (FRINGE COMMERCIAL DISTRICT) AND AMENDING THE DEFINITION OF DOG DAYCARE TO SECTION 154.004 WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (SECOND READING AND ADOPTION) Dan Jochum, Planning Director, presented before the Council. Mr. Jochum explained that at the last Council meeting discussion was held regarding amending sections of the city code to allow for dog daycare boarding facilities for up to 12 dogs in the C-4 zoning district. A current business would like to expand their business to allow for this type of boarding facilities. Brian and Dana Duscher, applicants, presented before the Council. The Duschers are current business owners who would like to expand their business to include dog daycare boarding facilities. Mr. Jochum explained that a conditional use permit will be on the next agenda for consideration specific to the Duscher's business. CITY COUNCIL MINUTES OCTOBER 9, 2018 Motion by Christensen, second by Czmowski, to approve second reading and adoption of Ordinance No. 18-790. Motion carried unanimously. 11. APPROVE/DENY ORDINANCE NO. 18-791 — AN ORDINANCE EXTENDING THE CORPORATE LIMITS OF THE CITY OF HUTCHINSON TO INCLUDE CERTAIN LAND OWNED BY HUTCHINSON TECHNOLOGY INC AND UPONOR LOCATED IN HUTCHINSON TOWNSHIP, SECTION 32 WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (SECOND READING AND ADOPTION) Dan Jochum, Planning Director, presented before the Council. Mr. Jochum reminded the Council that at the last Council meeting it was discussed that the property owners are requesting annexation of property for the purpose of a possible future public street in this location. The access road off Highway 7 has historically been one of the primary access points to Hutchinson Technology Inc. Recently, Uponor bought a portion of the HTI property and has converted a former HTI building into a large manufacturing facility. Due to the volume of vehicles that access both HTI and Uponor, representatives have discussed the possibility of the access road becoming a public street. Annexing into the city is the first step. Motion by Christensen, second by Czmowski, to approve second reading and adoption of Ordinance No. 18-791. Motion carried unanimously. NEW BUSINESS 12. APPROVE/DENY RESOLUTION NO. 14955 — RESOLUTION AUTHORIZING ISSUANCE OF $2,470,000 GENERAL OBLIGATION BONDS 2018A Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that Bruce Kimmel from Ehlers & Associates will review the bids received for the 2018 bond issuance. The new debt, with a total par value of $2,470,000, will finance the following projects: Century Avenue SE Reconstruction; 2nd Avenue Bridge Replacement; Pavement Management Program; Trail and Parking Improvements; and City Alley 917 Improvements. The City's Standard & Poor's bond rating was reaffirmed at AA-. Mr. Kimmel presented before the Council. Mr. Kimmel explained that this bond's principal amount is $2,395,000 with a low bid of 3.14%. The par amount was reduced from $2,470,000 due to reoffering premium and unused discount allowance in the winning bid. Mr. Reid explained that when the debt management plan was first adopted in 2008 the bond rates were at 4.24%. When the City updated the plan in 2015 the rates were at 2.34% and today they are at 3.14%. Mr. Reid noted that if rates continue to increase, the City will need to look at either reducing the City's annual project debt from $1.9 million to $1.8 million and/or increasing the target debt levy from $2.6 million (tax ley increases would be needed prior to 2023). Motion by Czmowski, second by Forcier, to approve Resolution No. 14955. Motion carried unanimously. 13. APPROVE/DENY RESOLUTION NO. 14956 — RESOLUTION AUTHORIZINGISSUANCE OF $1,625,000 GENERAL OBLIGATION STORM WATER REVENUE BONDS, SERIES 2018B Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that these bonds are for the stormwater retention pond project on Linden Avenue. This is not a reimbursement -type of financing like the other bond series and these funds are immediately available for the project. The project is scheduled into three phases over the years 2018 through 2020. This bond issuance will finance the storm water system improvements only. The roadway improvements will be financed by the 2019 and 2020 general obligation improvement bond issuances. In addition to 4 CITY COUNCIL MINUTES OCTOBER 9, 2018 the debt issuance, the project will require the use of Storm Water funds of approximately $175,000 per year for years 2018-2020. Mr. Reid noted that this project qualifies for the State's credit enhancement on city utility projects. Essentially, the City would apply to the State and if approved, the City's storm water bonds would be backed by the State's credit rating of AAA rather than the City's rating of AA-. This would result in a lower interest rate on the bonds that Ehlers estimates could save the City $20,000. Bruce Kimmel, Ehlers & Associates, presented before the Council. Mr. Kimmel explained that this bond's principal amount is $1,550,000 with a low bid of 2.88%. The par amount was reduced from $1,625,000 due to reoffering premium and unused discount allowance in winning bid. Motion by Czmowski, second by Christensen, to approve Resolution No. 14956. Motion carried unanimously. 14. APPROVE/DENY SANCTIONS TO BE IMPOSED AGAINST SONORA'S FOR LIQUOR LICENSE VIOLATION Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that earlier this year an employee of Sonora's pled guilty to the charge of providing liquor to a minor as part of a compliance check that was conducted by Hutchinson Police Services back in 2017. The Council had previously appointed a subcommittee consisting of Mary Christensen and Steve Cook to conduct a hearing into the violation and to determine what, if any, license consequences Sonora's should suffer. Sonora's retained legal representation to assist them with this matter. There have been discussions amongst the subcommittee, Sonora's legal counsel and Mr. Sebora and as a result the subcommittee is recommending the following as license sanctions to be imposed against Sonora's: No sales of alcohol on the Sonora's premises for a consecutive Wednesday, Thursday, Friday and Saturday prior to November 1, 2018 and pay an administrative penalty in the amount of $1250.00 by December 1, 2018. Should these sanctions be approved by the Council, Sonora's will waive their right to a hearing. Sonora's has provided documentation that alcohol compliance training has been completed by employees and a copy of their employee handbook was provided on how they deal with serving alcohol responsibly. Motion by Czmowski, second by Forcier, to approve sanctions against Sonora's for liquor license violation as indicated above. Motion carried unanimously. 15. APPROVE/DENY RESCHEDULING DECEMBER 25, 2018, CITY COUNCIL MEETING Matt Jaunich, City Administrator, explained that the second City Council meeting in December is scheduled for December 25', Christmas Day, and by law no business can be conducted. Staff is recommending that the meeting be rescheduled to December 27, 2018, or December 20, 2018. Motion by Czmowski, second by Forcier, to reschedule December 25, 2018, City Council meeting to December 27, 2018. Motion carried unanimously. 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) Library Board Minutes (b) Liquor Hutch Quarterly Report 5 CITY COUNCIL MINUTES OCTOBER 9, 2018 (c) Planning/Zoning/Building Department Quarterly Report NHSCELLANEOUS 17. STAFF UPDATES Kent Exner — Mr. Exner noted that leaf vacuuming began today; 2" Avenue bridge is open; improvement projects are moving along in spite of the wet weather; south central drainage pond (Linden Park pond) bids will be opened on Thursday — work is scheduled to begin this Fall and the pond is to be excavated by December with completion done by Memorial Day of 2019 Matt Jaunich — Mr. Jaunich noted that the City recognition event is scheduled for October 25t'; Uponor grand opening is this Thursday 18. COUNCIL/MAYOR UPDATE Chad Czmowski — Council Member Czmowski commented that a McLeod County street worker had informed him that City street department employees are excellent to work with and he wanted to pass that along Mary Christensen — Council Member Christensen noted that she, Gary and Matt had attended a League of Minnesota Cities regional meeting last week and many cities are dealing with the same issues as Hutchinson. Christensen also noted that former Council Member Bill Arndt is going to be inducted into the Hutchinson High School Hall of Fame Steve Cook — Council Member Cook asked for an update on the Ameresco project — Kent Exner explained that quite a bit of time has been spent on reviewing LED street lighting (standardizing, collector street intersections, etc.), and what the proper installations are for taller -type poles. He noted that Ameresco will be taking this information and conducting an analysis on costs. A facilities overview will begin end of October/early November Gary Forcier — Mayor Forcier reminded everyone that farmers are in the field and on the roads so he asked everyone to be cautious of them. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 6:45 p.m. Motion carried unanimously. rel HUTCHINSON CITY COUNCIL agfof A Ls Request for Board Action L =-Nz-,7 Agenda Item: Street Closure Request Department: Police LICENSE SECTION Meeting Date: 10/23/2018 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 N/A Attachments: No BACKGROUND/EXPLANATION OF AGENDA ITEM: The Chamber of Commerce would like to request having the block of Washington Ave, from Main Street to the alley west of Main Street, shut down for the event Small Business Saturday on November 24th, 10am-12pm. During this time they will have ping pong ball drop, a welcome station, cookies, cider, and holiday music. They will be looking to have a licensed alcohol vendor to sell adult beverages as well. Local businesses will be able to participate by offering gifts and gift cards for a low fee, to help cover the cost of marketing this event. These will correlate with a ping pong ball, which we will drop during this time frame. This will also serve as the first event of the thinkLOCAL marketing campaign, which will replace Bring It Home. I have spoken with Mary Hodson about this request and I have reviewed the traffic and security plans for the sale of alcohol and overall event. The PD will insure the parking is secured in the early morning prior to the event and close the street down just prior to the start of the event to allow for setup. The PD will close the entire block of Washington between Main St and Franklin Ave SW. There will be limited access to Hutchinson Family Dentistry if needed during the street closure. I look forward to work with the Chamber of Commerce, Mary Hodson, and her staff to ensure a safe and successful event. 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: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: Office of the City Administrator 111 Hassan Street SF Hutchinson, MN 55350-2522 320-234-4241/Fax 320-234-4240 Memo To: Mayor and City Council From: Matt Jaunich, City Administrator Date: 10/19/2018 Re: Memo on Think Local Agenda Item At Tuesday's meeting, city staff will be seeking City Council approval for a Think Local/Small Business Saturday event hosted by the Chamber of Commerce that will be taking place on Saturday, November 24, 2018. A part of the request is the seeking of a road closure on Washington Avenue from Main Street to the alley. I have no concerns with the road closure. Included within the request is also a request to sell alcohol/liquor at the event. The Council's approval of alcohol/liquor is needed because the location of the event will be on a public right- of-way outside of an establishment licensed to sell alcohol/liquor. It is this portion of the request that I have some concern about. In speaking with Mary at the Chamber, Landy Lodge has agreed to be the vendor who will be selling alcohol. They will have a tent/table set up on Washington Street. My concern on the alcohol/liquor has to do with our liquor ordinances. Since Landy Lodge has an on -sale liquor license, allowing this type of sale off -premise poses some concerns. If it was a caterer with a liquor license or a non-profit with a temporary liquor license, then all the City Council would need to do is authorize the sale of liquor at the location that has been identified. (The caterer or non-profit would still need to get their liquor license and that would have to be done at the November 13 meeting) For an on -sale liquor license holder to sell alcohol/liquor off premise, the event needs to be a "social affair" or a "community festival". I have some concerns that this event qualifies as a "social affair". To be a "social affair", it needs to take place within a facility (sports facility, convention center, cultural facility, etc.) of which this event is not. In speaking with Mary, they are calling this a community festival since it is a gathering of people to celebrate small businesses in our community. The Chamber notes that this is an important day for our small businesses who they want to keep open and in town. Their hope is that the more we can support them in the work they do the better off our entire community is. They noted that the vibrancy of a community is defined by the downtown and that we are losing businesses downtown and they are working to combat that with all they can. The Chamber also noted they want to engage our community to support locally owned and operated businesses, and if we can get a "small ball rolling" now before the 2020 Project, the better off our business and community will be. The Chamber also noted that this event would be their official rollout for thinkLOCAL, which is the replacement of Bring It Home. While I think the event will be great for our local/downtown businesses, I have a concern with calling it a community festival, especially when it comes to the selling of alcohol/liquor. Calling it a community festival is ultimately up to the City Council to determine, but I would have some concerns that we may be pushing the envelope a little on what we are going to call a community festival in town and the type of requests we may get in the future. To date, the only events that have qualified as a "community festival" are the Water Carnival, Riversong, and Arts and Crafts. I felt it was appropriate for me to note this prior to your approval of the liquor portion of the event. To be clear, I have no concerns with the event or even the fact that Landy Lodge will be selling the liquor, my concern is calling it a community festival and what affects that might have on future requests to sell alcohol/liquor at certain events. Matt 2 HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Approve Invocation Schedule for the remainder of 2018 and for 2019 Department: Administration LICENSE SECTION Meeting Date: 10/23/2018 Application Complete N/A Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff Consent Agenda Time Requested (Minutes): 1 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Back in late June the City Council approved a new invocation policy that gave staff guidelines on establishing a schedule on who gives the invocation at council meetings for the upcoming year. In mid -August, an invitation was sent out to all of the churches/religious institutions within city limits seeking volunteers to deliver the invocation for the upcoming year. A reminder notice was sent out in late September as well to those who had not responded to the invitation the first time. 26 invitations were sent out. Of those 26, we heard back from 13 of which 9 have volunteered to give the invocation. Our policy notes that no one should give the invocation more than twice within a year. The Council discussed the schedule at the last meeting and staff have made changes to spread out the invocation givers throughout the upcoming year. Attached is the proposed schedule for the upcoming year for your consideration. Our invocation policy notes that the City Council will approve the invocation schedule for the upcoming year. Please note that our policy states that any spots left vacant may be filled by the City Council by a council member invite, left vacant to be filled at a later time, or simply left open and unfilled (meaning no invocation will be given). Any last minute -changes to the schedule will be noted at the meeting on Tuesday. Any requests that come in after the schedule is approved will be brought forth to the Council for consideration in adding to the calendar. BOARD ACTION REQUESTED: Approve Invocation Schedule (as attached) for the remainder of 2018 and for 2019. Fiscal Impact: $ 0.00 Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: Invocation Schedule City Council Meeting Date Church/Organization November 13, 2018 Oak Heights Covenant Church November 27, 2018 Christ the King December 11, 2018 River of Hope December 27, 2018 January 8, 2019 Hunter's Ridge January 22, 2019 Hunter's Ridge February 12, 2019 Faith Lutheran February 26, 2019 CrossPoint Church March 12, 2019 Hope Family Church March 26, 2019 April 9, 2019 New Journey UCC April 23, 2019 May 14, 2019 Oak Heights Covenant Church May 28, 2019 June 11, 2019 Faith Lutheran June 25, 2019 July 9, 2019 Maranatha House of Prayer July 23, 2019 August 13, 2019 New Journey UCC August 27, 2019 September 10, 2019 River of Hope September 24, 2019 October 8, 2019 Maranatha House of Prayer October 22, 2019 CrossPoint Church November 12, 2019 Hope Family Church November 26, 2019 December 10, 2019 Christ the King December 24, 2019 HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: Small Cities Development Program (SCDP) Rental Rehab Application Department: HRA LICENSE SECTION Meeting Date: 10/23/2018 Application Complete Contact: Jean Ward Agenda Item Type: Presenter: Reviewed by Staff Consent Agenda Time Requested (Minutes): License Contingency Attachments: No BACKGROUND/EXPLANATION OFAGENDA ITEM: The Hutchinson HRA has prepared a 2019 SCDP Preliminary Proposal to request SCDP grant funds for the Rental Rehab of Southdale Apartments. If invited by the MN Employment and Economic Development, a full SCDP application will be prepared and a public hearing held in 2019 for public input and formal review by the City Council. The Preliminary Proposal for SCDP Rental Rehab funding was prepared for the following reasons: Workforce housing is in short supply, evidenced by a 2.76% General Occupancy Vacancy Rate and it is important to preserve rental inventory in Hutchinson. According to the City of Hutchinson Rental Registration Inspector,David Halquist, the exterior is substandard, suitable for rehab and a good property to utilize a City/HRA Rental Rehab program. Only limited renovation has been made to Southdale Apartments since it was constructed in 1974, resulting in a substandard visual presence on a busy intersection of Dale and South Grade Road. The rents and incomes of tenants at Southdale Apartments fit the eligibility requirements for SCDP funding. The owner has expressed an Intent to Participate in the SCDP Rental Rehab program and has fully cooperated with providing tenant information, rent information and other information needed for the Preliminary Proposal. The HRA Board of Commissioners has reviewed and approved the Preliminary Proposal at the October 16, 2018 HRA Board meeting and recommends execution of the 2019 SCDP Preliminary Proposal to the MN Employment and Economic Development SCDP program. BOARD ACTION REQUESTED: Approval to execute 2019 Preliminary Proposal to Small Cities Development Program (SCDP) Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: EMPLOYMENT AND ECONOMIC DEVELOPMENT Small Cities Development Program (SCDP) 2019 Preliminary Proposal Submission Deadline Thursday, November 15, 2018 4:3❑ PM City of Hutchinson EMPLOYMENT AND ECONOMIC DEVELOPMENT Small Cities Development Program Preliminary Proposal Applicant (City/County): City of Hutchinson If Multi -Community Proposal, List N/A Partnering Community(ies) Application Author: Hutchinson HRA SCDP Amount Requested $469,750.74 Estimated Amount of Other Funds $214,285.71 Program Income $105,249.2G Estimated Total Project Cost $789,285.71 If Program income, Identify the sources) with an "x": SCDP J Minnesota Investment Fund (PA IF) 50urces and Uses Outline List the proposed activities and proposed goals. Please separate administration costs from each activity. Activity # of units SCDP Cost per Unit Total SCDP Program Income of applicable) Total Leveraged Sources MF Rental Rehab w/o MHFA 40 $10,23.1.97 $408,478.90 $91,521.10 $214,285.71 MF Rental Rehab Admin. fee 40 $1,532.80 $61,271.84 $13,728.16 $ Totals 40 $11,743.77 $469,750.74 $105,249.26 $214,285.71 Source of Total Costs Leveraged Funds -use "c" after source if committed $714,285.71 $75,000 $789,285.71 Renta I Housing Rehabilitation: (At least 51% of the units must be occupied by low to moderate households (80% of the county median income) and rent restrictions must be met. In the case of duplexes, at least 50% of the duplex would need to be occupied by a low and moderate income household. For 8 or more units, Federal Davis -Bacon wages will apply. Rental rehabilitation is broken out by these types: Mixed -Use Rental Within Commercial Buildings (Must designate a rehabilitation area) .Sig► le Family Rental — Scattered Site, Stick Built and/or Double -Wide Manufactured Houses on a Foundation Duplex Rental — Free Standing Structures on Scattered Sites Multi -Family Rental Rehabilitation - Free Standing Structures on Scattered Sites Multi -Family Rental Rehabilitation —1 Complex With 3 or More Units Without MHFA Tax Credits Multi-FamilV Rental Rehabilitation in coniunction with Minnesota Housing Fund Tax Credits Mixed -Use Housing Rehabilitation would need to designate a mixed -use housing rehabilitation area in a central business district. If a commercial rehabilitation activity is also proposed, the rehabilitation area will often mirror the boundaries of the slum and blight district. Single-family rental, duplex rental, and scattered -site multi -family rental rehabilitation can be done on a city-wide basis but proposed target areas A and B are also options. Complete the appropriate sections) below for the type of rental rehabilitation being proposed. If more than one type of rental rehabilitation is being proposed, please complete a page and budget line for each type. Note: If multi -community application — complete the questions that correspond with this activity for each partnering community. Grantee/Administratorf Co-Funder/Author/Legislative District Information Sheet Small Cities Development Program — State of Minnesota Multi -Family Rental Rehabilitation —1 Building or Complex With 3 or More Units Without MHFA Tax Credits, If more than 1 complex is proposed, complete questions for each complex. Background Name of the owner: 907 Dale Street, LLC 13uilding addres5(es):907 Dale Street SW, 1004 Neal Avenue SW, & 1035 South Grade Road SW, Hutchinson is the building, or any building in a complex, more than 4 stories? No Is any type of temporary relocation expected during the rehabilitation of the building? No If so, explain the relocation plan and how it would be financed: Map Attach a map with the location of the project indicated on the map. Refer to a sample map at the end of this document. Activity Specific Questions Need Is t is complex for public housing? Number of multi -family rental buildings in the city that are in standard condition: Number of dilapidated multi -family rental buildings in the city that are not suitable for rehabilitation: Number of substandard, but suitable for rehabilitation multi -family rental buildings in the city: Rental vacancy rate of city: If the vacancy rate percentage is more than 10%, provide a narrative to describe the factors that will increase the market demand for rental units: N 33 0 19 2.76% Grantee/Administrator/[o-Funder/Author/Legislative District Information Sheet Small Cities Development Program — State of Minnesota Is this complex owned by a city, county, local HRA, local EDA, or equivalent? Date of original construction of the building (month/day/year)— D ate of last major rehabilitation (year): Is the property owner planning t4 increase rents to finance their costs? If yes, describe the increases and how these increases will occur without displacement issues: �:.Ndf%�.� Number of units proposed for rehabilitation: Number of units in building or complex: Now many of the units in the building or complex are currently occupied? How many units in the complex are ADA compliant? How many units will be designated for LMI households with affordable rents after rehabilitation? N 1974 907 Dale St. Bldg. 2014 Re -roof 2012 Sign Installation 2003 Misc. repairs 2002 Garage addition 1004 Neal Ave. Bldig. Furnace 2006 Replacement 1035 South Grade Rd. Bldg. 2004 Misc. repairs 2002 Mechanical repairs 40 40 38 0 21 T Grantee/Administrator/Co-Funder/Author/Legislative District Information Sheet Small Cities Development Program — State of Minnesota Explain how any current units could be converted to become ADA compliant and what work items would be necessary (DEED could allow extra fund ing per unit for these items): If all units are not occupied, identify the market that is expected to fill the units: LMI tenants Does the property have a post -rehabilitation budget plan for ya maintenance and capital costs? Number of units that are: 1 bedroom: 7 2 bedroom: 30 3 bedroom: 1 Number of Other Types of Units (efficiency, 4 BR, etc.): 2 Efficiency If Other — specify: Cost Effectiveness Are RRDL or POHP funds from MHFA proposed as another source? No If RRDL or POHP funds from MHFA proposed are not being proposed as RRDL is another source, explain why: (e.i. — No RRDL available, not public not available housing, etc.) & Not a PHA property. If RRDL or POHP are proposed and the budget indicates that the funds N/A are not yet committed, please provide the projected date (Mvnth/Day/Year) on when the status of the RRDL funds will be known: -Grantee/Administrator/Co-Funder/Author/Legislative District Information Sheet Small Cities Development Program —State of Minnesota SCDP is proposed to be what percentage of total rehabilitation costs per 57% rinit (cannot exceed 70%): Length of SCDP deferred (forgivable) loans (Minimum of 60 months): Cost Effectiveness If the SCDP funds proposed per unit for deferred or forgivable loans are not 100% of the SCDP assistance, complete the questions below: What is the length of the installment loan in months? What is thr: interest rate of the installment loan? What percentage of the SCDP funds would be an installment loan (where regular payments are required? 60 Months N/A Months °la o� In 1,000 characters or less describe the following: + Project need and impact —including any unique needs Market Rate General Occupancy workforce housing is in short supply as evidenced by the September 2018 Market Rate General Occupancy Vacancy rate in Hutchinson of 2.76%. 907 Dale Street Apartments, LLC are over forty years old, constructed in 1974 and according to the letter from the City of Hutchinson Rental Registration Department, the buildings are substandard and in need of rehab. This apartment building is a NOAH project with unsubsidixed affordable rents, and is important to preserve for the Hutchinson rental inventory. 907 Dale Street Apartments has a worn, substandard visual presence located on a very busy intersection. According to the City of Hutchinson Building Department, only limited repairs have been made since 1974. State whether or not the common areas and entry[ies] are ADA compliant. The entries are split entry ADA Non -Compliant. The design of the split entry are neither conducive nor cost reasonable to become ADA compliant. If not, what work items would be needed to gain ADA compliance (DEED could allow extra funding over the $12,500 per unit maximum for these items). • How community is impacted by this and other activities (activities with or without SCDP funding). The City of Hutchinson is supportive of affordable workforce housing in the community. The great recession caused a shift in demand from owner occupied to rental housing in Hutchinson. As a regional center, Hutchinson provides about half of the rental units for McLeod County. The rehab of multifamily rental plays an important role in housing and neighborhood improvement efforts. Other rehab efforts include the City of Hutchinson owner occupied single family rehab funded through available TIF and Minnesota Housing Impact funds, Park Towers high-rise public housing rehab, and the recently completed 2017 SCDP downtown rental rehab project. The city has scheduled for 2019, over $2.0m for a trail, directly adjacent to 907 Dale Street SW Apartments, LLC for walking and Grantee/Administrator/Co-Funder/Author/Legislative District Information Sheet Small Cities Development Program — State of Minnesota biking from Dale Street to Main Street. The City of Hutchinson has approved TIF for Highfield Apartments, a total of 87 units consisting of three buildings of twenty nine units each. Highfield Apartments has two buildings completed and filled, and a third building under construction, scheduled to be completed early winter. The HRA has also submitted an affordability gap application to MN Housing Impact Fund for new construction of five detached starter homes affordable to our workforce. How activity is cost effective. The rents at 907 Dale Street 5W Apartments, LLC are not subsidized but are affordable to the Hutchinson Workforce. 3M is projecting 250 job -openings needing rental housing within the next three years paying $16 - $20 per hour. At these pay rates, affordable rents at 30% of gross income would range from $832 per month to $1040 per month. Other employers are projecting 60 job openings within the next three years ranging from $10-$13.78 per hour with corresponding affordable rents ranging from $520 to $717 per month. 78% of the 907 Dale Street Apartment units have rents that are less than the Fair Market Rents (FMR) for McLeod County. The FMR rents for McLeod County are $511 for a studio, $590 for a one bedroom, $780 for a two bedroom and $1115 for a three bedroom. This project is very cost effective, planning to conserve this rental housing stock at a SCDP construction cost of $10,212 per unit and total SCDP (including admin) cost of $11,744. If these units were lost, the replacement new construction cost would be $100,000 - $200,000 per unit depending on design and amenities. Because there is $105,000 in Program Income for the project, the need for SCDP funds is reduced with 60% of the project coming from SCDP. Leverage includes $105,000 from SCDP Program Income and a total owner match of $214,286 with $164,286 in owner funds and a $50,000 loan to the owner from Greater MN Housing Fund. Grantee/Administrator/Co-Funder/Author/Legislative District Information Sheet Small Cities Development Program — State of Minnesota Directions: Please complete all sections that apply to the implementation of the activities in the proposal/application. If the same person is responsible for multiple duties their contact information need only be listed once. The name of the person/contact who is responsible for the day-to-day tasks associated with this information sheet MUST be provided. Name of Applicant: City of Hutchinson I. Applicant Information (city/county) Authorized Official & Environmental Certifying Officer Information (Mayor or Board Chair whichever is applicable) --------------------------------------------------------------- Name: Gary Forcier Title: Mayor of Hutchinson City/County Address, including zip code: 111 Hassan Street SE, Hutchinson, MN 55350 Phone #: 320-587-5035 Email: gforcier@ci.hutchinson.mn.us Federal ID #: 41-6005253 State I D #: wm-)93s State Vendor #: 0000194621 Applicant DUNS #: 068169SIS Primary Administrator/Implementing Agency Information Name: Jean Ward Title: Executive Director Name of Organization; Hutchinson HRA Address, including zip code: 111 Hassan Street SE, Hutchinson, MN S5350 Phone #: 320-234-4235 Email: 1ward@6hutchinson.mn.us Environmental Coordinator N-2me: Judy ..� rimming Title: Name of Organization: Phone #: Email: Application (Proposal) Author Name: Judy Flemming Title: Program Coordinator Name of Organization: Hutchinson HRA Phone 9: 320-234-4451 Email: jflemming@ci.hutchinson.mn Applicant Financial Officer Information ----------------------------------------------------------------- Name: Andrew Reid, City of Hutchinson Title: Finance Director Address: 111 Hassan Street SE, Hutchinson, MN 55350 Phone #: 320-234-4244 Email: areid@ci.hutchinson.mn.us Individual Signing SCDP Payment Request Form (Applicant or Program Administrator) Name: Andrew Reid, City of Hutchinson Title: Name of Organization: Phone #: Email. Fair Housing/Equal Opportunity Coordinator Name: Judy Flemming Title: Name of Organization: Phone #: Email: GranteejAdministratorf Co-Funder/Author/Legislative District Information Sheet Small Cities Development Program — State of Minnesota Property Inspector Info: -------------------------------------------------------- Name: ICYle ElimleQ Title: Building Official Name of Organization: city of Hutchinson Phone #: 320-234-4220 Email: kdim ler0ci.h utchinsnn.mn.i,e Rent Limit and Rental Notice Coordinator ----------------------------------------------------- dame: Judy Flemming Title: Name of Organization: Phone #: Email: Income Verification Coordinator info: Name: Judy Flemming Title: Name of Organization: Phone #: Email: Labor Standards Coordinator Info: Name: Judy Flemming Title: Name of Organization: Phone #: Email: Grantee/Administrator/to-Funder/Author/Legislative District Information Sheet Small Cities Development Program — State of Minnesota Provide qualifications of those performing the following roles. if the role does not apply to any activity in the proposal, enter "N/A". Include work on past SCDP projects, SCDP trainings attended, or other relevant information. if no experience or training is in place, provide plan for how capacity to fulfill the role will be developed. Primary Implementation Agency: The Hutchinson HRA has over 29 years experience in administering property improvements in the community, which include several SCDP grants, variety of MHFA programs and Greater Minnesota Housing Fund programs. Environmental Coordinator: Judy Flemming has been working with the SCDP since 1999 and has attended multiple SCDP, MHFA and NAHRO trainings throughout the years to stay current on regulations. Fair Housing/Equa1 ❑pportunity Coordinator! Judy Flemming has been working with the SCDP since 1999 and has attended multiple SCDP, MHFA and NAHRO trainings throughout the years to stay Current on regulations. Rehabilitation Coordinator: Judy Flemming has been working with the SCDP since 1999 and has attended multiple SCDP, MHFA and NAHRO trainings throughout the years to stay current on regulations. Labor Standards Coordinator: Judy Flemming has been working with the SCDP since 1999 and has attended multiple SCDP, MHFA and NAHRO trainings throughout the years to stay current on regulations. Property Inspector. Provide information on all inspectors if multiple activities and inspectors would be used: Kyle Dimler, City Building Official has been doing inspections for HRA rehab programs since 2005. Income Verification Coordinator:Judy Flemming has been working with the SCDP since 1999 and has attended multiple SCDP, MHFA and NAHRO trainings throughout the years to stay current on regulations. Rent Limit and Rental Notice Coordinator:Judy Flemming has been working with the SCDP since 1999 and has attended multiple SCDP, MHFA and NAHRO trainings throughout the years to stay current on regulations. G ra ntee/Ad min istrator/Co-F under/Author/ Legislative District Information Sheet Small Cities Development Program — State of Minnesota II. Co-Funder Contact Information: If any of the proposed activities within the Application are aIs❑ requesting funding from agencies such as MN Housing and/or Greater MN Housing (rental new development); Public Facilities Authority and/or Rural Development (public facility projects) to the make the project financially teasible, please provide the following information for each respective funding partner. Agency: Greater MN Housing Fund Agency: ------------------------------------------------------------- Name: Name: John Rocker Title: Title: Senior Underwriter & Loan officer Address: Address: 332 MN street, Suite 1201 Easi, St. Paul, M N 55101 Phone #: Phone #: (651) 350-7233 Email: Email: jrocker@gmhf.com Agency: ------------------------------------------------------------- Agency: Name: Name: Title: Title: Address: Address. Phone #: Phone #: Email: Email: Agency: ------------------------------------------------------------- Agency: Name: Name: Title: Title: Address: Address: Phone #: Phone #: Email: Email. III. Legislative District Information (Provide the following information for the geographical district(s) the SCDP funded activities are taking place in.) Legislative House District: 18A & 18B Congressional District: 7 By signing below, the individuals understand the content within the preliminary proposal, the activities contained in the preliminary proposal, and understand any target areas, policy proposals, etc., that are contained. We will require signatures from the authorized official of the primary community and all partnering, applying communities, if applicable. We will require signatures from the primary administrator representing their organization. If any other administrative entities representing separate organizations will be carrying out grant functions, we will require signatures from them as well. Signature of Authorized Official: Signature o` Authorized Official }Partnering Community): Signature of Authorized Official (Partnering Community): Signature of Primary Ad 'nistrator: Date; Signature of Administrative Entity In This Table, But Not Primary Administrator (if applicable): Date: �J�J Signature of Administrative Entity In This Table, But Not Primary Administrator (if two administrator, if applicable): Date: 11, If necessary, add additional signatures. HUTCHINSON CITY COUNCIL Ciiy of. Request for Board Action 7AL O-n-,7 Agenda Item: Resolution 14960 - Special Assessment Certification to McLeod County Department: Finance LICENSE SECTION Meeting Date: 10/23/2018 Application Complete N/A Contact: Andy Reid Agenda Item Type: Presenter: Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 1 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OF AGENDA ITEM: Attached is the annual certification of special assessments to be sent to McLeod County for collection in 2019. The list includes the current year of each assessment roll along with unpaid water, sewer utility bills and/or weed removal bills. The special assessment dollars collected in 2019 will be recorded in the appropriate debt fund and used to pay the 2019 debt service on the City's bonded debt. BOARD ACTION REQUESTED: Approve resolution 14960 for special assessments to be certified to McLeod County for collection in 2019. Fiscal Impact: $ 0.00 Funding Source: FTE Impact: 0.00 Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 14960 RESOLUTION FOR CERTIFICATION OF SPECIAL ASSESSMENTS FROM THE CITY OF HUTCHINSON TO MCLEOD COUNTY AUDITOR BE IT RESOLVED BY THE CITY COUNCIL OF HUTCHINSON, MN; This is to certify that the following embraces all unpaid assessments levied by the City Council of Hutchinson, MN under Minnesota Statutes, Chapter429, various assessments of the City of Hutchinson, to be levied and assessed upon the properties as listed on the "Exhibit A" forthe following purposes forthe current year and as required under Minn. Stat. § 429.061, a copy of this Resolution along with the attached "Exhibit A" shall be provided to the McLeod County Auditor Installment Term SA# Yea r Payoff Balance Project Description Jefferson St SE & Jefferson Ct SE - 10th Ave NE & future extension of loth Ave NE to the East - SM/SS/W/ST - 7 10 5059H 2O12 $ 25,518.95 L9P02-18 Activated 10/09/2012 1 10 5067A 2018 $ 58,048.48 L5PO4-05 Activation of deferred assessment at 847 Hwy 7 W Jefferson St SE & Jefferson Ct SE to Toronto Ave SE - 7 9 5070B 2012 $ 11,840.35 L3PO4-03 SM/SS/W/ST - Activated 2012 Activation of 2006 deferred assessment for TH 7/15/22 3 10 5079G 2006 $ 19,998.35 LlP06-01 - SM/SS/W/ST Jefferson St SE & Jefferson Ct SE - 10th Ave NE & future 10 10 5090 2009 $ 5,277.20 L3P09-03 extension of loth Ave NE to the East - SM/SS/W/ST 2009 Pavement Mgmt - Phase 2 - Elm St NE, loth Ave 10 10 5092 2009 $ 6,266.30 L4P09-04 NE - W/ST REHAB 9 10 5093 2010 $ 58,448.22 L1P10-01 Adams St & Washington Ave E - SM/SS/W/ST Sherwood St SE - Edmonton to Airport Rd - 9 10 5094 2010 $ 1,789.46 L2P10-02 SM/SS/W/ST 2011 Pavement Mgmt- James, Kouwe, Water- 8 10 5096 2011 $ 25,286.94 L3P11-04 SM/SS/W/ST REHAB Activation of deferred assessments & unpaid water 1 10 5096/5096A 2018 $ 26,230.89 Multiple bills (2011-2017) at 455 & 465 Water St NW 8 10 5097 2011 $ 23,998.54 L1P11-01 School Rd NW - ST 8 10 5098 2011 $ 5,904.00 L2P11-02/P11-03 Indust Blvd SE - ST RECONST & Energy Pk - WEAR CRSE 2011 Pavement Mgmt - Phase 2 - Jackson & Roberts - 8 10 5099 2011 $ 26,039.12 L4P11-05 ST REHAB 8 10 5100 2011 $ 133,918.77 L5P11-06 Plaza 15 Parking Lot - ST 2012 Pavement Mgmt - Ash, Oak, Maple, TH 15 Service 7 10 5101 2012 $ 50,848.36 L3P12-04 Rd H1, 11th Ave NE, Northwoods Ave - ST REHAB 7 10 5102 2012 $ 58,223.35 L1P12-01 5th Ave NW - SS/W/ST Les Kouba Pkwy - Montana to Lind & Lind St - Les 7 10 5103 2012 $ 14,036.67 L8P12-09 Kouba Pkwy to 3rd Ave - ST 2013 Pavement Mgmt - Grove St SW, Brown St SW, Glen St SW, Franklin St SW, Division Ave SW - ST 6 10 5104 2013 $ 45,858.65 L3P13-03 OVERLAY/REHAB 6 10 5105 2013 $ 91,749.50 L1P13-01 Jefferson St SE - Washington to Oakland - SS/W/ST 2013 Pavement Mgmt - COH2 - Milwaukee & Miller - ST 6 10 5107 2013 $ 1,008.00 L3P13-03 OVERLAY/REHAB Lynn Rd SW - Washington to Clinton - ST 5 10 5108 2014 $ 36,906.51 L2P14-02 OVERLAY/REHAB 5 10 5109 2014 $ 137,688.88 L1P14-01 Jefferson St SE - Oakland to Century - SM/SS/W/St 2014 Pavement Mgmt - Dale, TH 15 Service Rd, Freemont, Lynn, Michael Ct NW, HHC Parking Lot - ST 5 10 5110 2014 $ 34,226.45 L3P14-03 MILL/OVERLAY/RECLAIM 2015 Pavement Mgmt - Shady Ridge Rd N W & Golf 4 10 5111 2015 $ 19,516.00 L3P15-03 Course Rd NW - SM/SS/W/ST 4 10 5112 2015 $ 82,061.49 L1P15-01 2nd Ave SE - Main to Bridge - SM/ST 2016 Pavement Mgmt—Linden, Madson, Milwaukee, 3 10 5113 2016 $ 243,623.75 L1P16-01 Church, West Shore — W/SS/SM School Rd SW & Roberts Rd SW Reconstruction - ST 2 10 5115 2017 $ 35,732.48 L2P17-02 RECONST/RECLAIM Alley H36 - Alley between Main St S & Hassan St SE & 2 2 5116 2017 $ 935.04 L13P17-13 5th Ave SE to 6th Ave SE - Alley Patch/Mill/Overlay Alley H52 - Alley south of 5th Ave SE between Jefferson 2 5 5117 2017 $ 9,524.26 L14P17-14 St SE & Adams St SE - G/STM/CC/BP Century Ave SE Reconstruction - 1 10 5118 2018 $ 263,122.18 L1P18-01 G/GB/CG/SM/SS/WM/ST Hutchinson Health Century Ave SE Reconstruction - 1 10 5118A 2018 61530.70 L1P18-01 G/GB/CG/SM/SS/WM/ST Alley H17 - Alley from Milwaukee Ave SW to Miller Ave 1 10 5119 2018 $ 33,666.60 L7P18-07 SW (Between Glen St & Franklin St) Installment Term SA# Year Payoff Balance Project Description 2018 Pavement Mgmt - Northwoods Ave NE, 11th Ave 1 10 5120 2018 $ 285,294.46 L4P18-04 NE, Spruce St NE Installment Term SA# Yea r DEFERRED Payoff ASSESSMENTS Balance Project Description Adams St & Washington Ave E - SM/SS/W/ST - DEFERRED FOR A 10 YEARS OR UNTIL HOOKUP OCCURS, WHICHEVER OCCURS FIRST, WITH INTEREST 9 10 DEFERRED 5093A 2010 $ 10,420.00 L1P10-01 ACCRUEING. ACTIVATE IN 2020 FOR 2021 COLLECTION. 8 10 DEFERRED 5096A 2011 $ 6,000.00 L3P11-04 2011 Pavement Mgmt - James, Kouwe, Water - 2014 Pavement Mgmt - Dale, TH 15 Service Rd, Freemont, Lynn, Michael Ct NW, HHC Parking Lot - ST MILL/OVERLAY/RECLAIM - DEFERRED FOR 20 YEARS OR UNTIL DEVELOPED,WITH INTEREST ACCRUING, 5 10 DEFERRED 5110C 2014 $ 75,809.35 L3P14-03 WHICHEVER OCCURS FIRST. 2015 Pavement Mgmt - Shady Ridge Rd NW & Golf Course Rd NW - SM/SS/W/ST - DEFERRED WITH INTEREST ACCRUING UNTIL SPLIT OR PLATTED OR 4 10 DEFERRED 5112A 2015 $ 45,305.00 L3P15-03 DEVELOPMENT OCCURS. 2 10 DEFERRED 5114A 2017 $ 149,222.61 L1P17-01 Denver Ave SE Extension - Montreal St SE to Bradford 2 10 DEFERRED 5114E 2017 $ 78,098.35 L1P17-01 Denver Ave SE Extension - Montreal St SE to Bradford BE IT FURTHER RESOLVED That the following unpaid water, sewer, weed cutting, snow removal and tree removal bills to be certified to the McLeod County Auditor for collection with 2019 taxes. City Property ID Address Payoff Balance County PID # 12-116-30-01-0060 36-117-30-02-0270 06-116-29-05-0350 1094 S HWY 15 900 N HIGH DR NW 338 SW 4TH AVE $424.44 $2,038.10 $855.75 23.400.0040 23.309.0030 23.050.4160 06-116-29-03-0080 25 SEJEFFERSON ST $62.95 23.050.0380 07-116-29-08-0050 1373 SE JEFFERSON ST $304.20 23.230.0190 01-116-30-07-0700 978 SW HAYDEN AVE $117.54 23.180.0020 10-116-30-08-0760 1847 SW ISLAND VIEW CIR $11.60 23.454.0070 10-116-30-08-0750 1855 SW ISLAND VIEW CIR $11.60 23.454.0060 01-116-30-01-0060 575 SW LINCOLN AVE $69.82 23.108.0060 01-116-30-09-0020 564 SW LYNN RD $62.95 23.112.1630 36-117-30-07-0600 935 NW 8TH AVE $46.00 23.436.0030 36-117-30-11-0200 486 NW CALIFORNIA ST $62.95 23.310.0110 36-117-30-11-0390 495 NW CALIFORNIA ST $38.90 23.312.0050 36-117-30-06-0310 791 NW CALIFORNIA ST $15.90 23.300.0250 06-116-29-02-0460 206 SE ERIE ST $274.93 23.050.1770 31-117-29-07-0120 854 NE MAPLE ST $24.82 23.102.0090 31-117-29-01-0040 240 N HIGH DR NE $370.25 23.238.0025 31-117-29-10-0470 456 NE PROSPECT ST $34.49 23.056.1370 31-117-29-12-0270 430 NW WATER ST $62.95 23.056.0840 31-117-29-12-0370 455 NW WATER ST $62.95 23.056.1030 31-117-29-12-0360 465 NW WATER ST $62.95 23.056.0990 30-117-29-14-0020 110 NW MICHAEL CT $158.55 23.398.0020 01-116-30-10-1230 750 SW DALE ST $290.08 23.112.2010 36-117-30-09-0570 620 NW TEXAS AVE $225.89 23.469.0070 31-117-29-10-0140 141 NE 5TH AVE $386.10 23.056.0520 06-116-29-12-0990 715 SW BROWN ST $62.95 23.145.0590 07-116-29-10-0301 259 SE OTTAWA AVE $96.89 23.451.0060 $6,236.50 Total Utility Billing & Tree Removal to Assess Adopted by the Hutchinson City Council this 23rd day of October 2018. Gary Forcier, Mayor Matt Jaunich, City Administrator HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: Consideration of a CUP for a Dog Daycare Boarding Facility - 518 Hwy 7 East Department: Planning LICENSE SECTION Meeting Date: 10/23/2018 Application Complete Contact: Dan Jochum Agenda Item Type: Presenter: Dan Jochum Reviewed by Staff Consent Agenda Time Requested (Minutes): 0 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Dana Duscher is seeking approval of a conditional use permit for a dog daycare boarding facility located at 518 Highway 7 East in Hutchinson. Staff feels the applicant is meeting the standards for being granted a conditional use permit above. The following definition needs to be followed for this use. DOG DAYCARE BOARDING FACILITY. The boarding and regular care of dogs, including daycare and overnight care. Facilities must have indoor kennel runs and a fenced outdoor exercise area. Outside kennel runs are not permitted. Dogs must be under the supervision of a staff member when outside at all times. No dogs are allowed in the outdoor exercise area between 10:00 PM and 7:00 AM unless there is an emergency. No more than 12 dogs are permitted on the property at any one time, for the purposes of the dog daycare boarding facility. Facility layout, including indoor kennel runs, floor and wall materials, and outdoor exercise area design must be approved by City staff. The applicant will be meeting all of the requirements set forth with the recent ordinance amendment. There will be a fenced area between the main building and the accessory building to allow for an exercise area/area for the dogs to go the bathroom. Please see attached diagram for location. This request was discussed by the Planning Commission at their October 16th meeting. Nobody from the public spoke regarding the request. The Planning Commission asked what kind of fence is going to be built and staff answered they believed it would be chain link. The Planning Commission unanimously recommended approval of this request. BOARD ACTION REQUESTED: Approval of Conditional Use 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: CITY OF HUTCHINSON MCLEOD COUNTY, MINNESOTA RESOLUTION NO. 14962 RESOLUTION ADOPTING FINDINGS OF FACT AND REASONS FOR APPROVAL OF A CONDITIONAL USE PERNHT FOR A DOG DAYCARE BOARDING FACILITY LOCATED AT 518 HWY 7 E, DANA DUSCHER, APPLICANT. FACTS John Elder is the owner of a parcel of land located at 518 Highway 7 E, Hutchinson, Minnesota; and 2. Dana's Dog Spa has applied for a conditional use permit for a dog daycare boarding facility; and 3. The subject property is legally described as: FULL LEGAL: Lot 3 EX S30% Auditors Plat of Lot 14 of Auditors Plat of West Half Section 32-117-29 4. The property is located in the C-4 (Fringe Commercial) Zoning District. 5. The request for a conditional use permit is required because of Section 154.064 (C) of the Hutchinson Zoning Ordinance. 6. Following a public hearing on the application, the City of Hutchinson Planning Commission has recommended approval of the Conditional Use Permit on October 16, 2018 with the following findings and conditions: a. The proposed building and site improvements shall comply with the standards of the C-4 Zoning district and the Zoning Ordinance, as well as all other City regulations. b. A maximum of 12 dogs are allowed on site for the purposes of the dog daycare boarding facility. c. The Applicant must provide the Planning Director a plan for the facility layout, including indoor kennel run plans, floor and wall materials for approval. d. The facility cannot open until Planning Director approves all items in 93 above. e. This Conditional Use Permit nullifies all previous Conditional Use Permits that may have been issued for this property. 7. The City Council of the City of Hutchinson reviewed the requested conditional use permit at its meeting on October 23, 2018 and has considered the recommendation and findings of the Planning Commission and hereby does recommend approval of the conditional use permit, subject to the following findings and conditions: a. The proposed building and site improvements shall comply with the standards of the C-4 Zoning district and the Zoning Ordinance, as well as all other City regulations. b. A maximum of 12 dogs are allowed on site for the purposes of the dog daycare boarding facility. Findings of Fact — Resolution 14962 Conditional Use Permit 518 Hwy 7 E 10/23/2018 Page 2 c. The Applicant must provide the Planning Director a plan for the facility layout, including indoor kennel run plans, floor and wall materials for approval. d. The facility cannot open until Planning Director approves all items in 93 above. e. This Conditional Use Permit nullifies all previous Conditional Use Permits that may have been issued for this property. APPLICABLE LAW 8. The conditional use permit request meets the following standards as required in Section 154.064 (C) of the City of Hutchinson Municipal Code. (a) The proposed building or use at the particular location requested is necessary or desirable to provide a service or a facility which is in the interest of the public convenience and will contribute to the general welfare of the neighborhood or community; (b) The proposed building or use will not have a substantial or undue adverse effect upon adjacent property, the character of the neighborhood, traffic conditions, utility facilities and other matters affecting the public health, safety and general welfare; and (c) The proposed building or use will be designed, arranged and operated so as to permit the development and use of neighboring property in accordance with the applicable district regulations. CONCLUSIONS OF THE LAW 9. The requested conditional use permit is consistent with the comprehensive plan. 10. The proposed use will not have a substantial or undue adverse effect upon adjacent property, character of the neighborhood, traffic conditions, utility facilities and other matters affecting the public health, safety and general welfare. 11. The proposed use will be designed, arranged and operated so as to permit the development and use of neighboring property in accordance with the applicable district regulations NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hutchinson, Minnesota, that the application to issue a conditional use permit to allow Dana Duscher, applicant, to operate a dog daycare boarding facility in a C-4 zoning district located at 518 Hwy 7 E is hereby approved. Adopted by the City Council this 23rd day of October, 2018. ATTEST: Matt Jaunich City Administrator Gary T. Forcier Mayor DIRECTORS REPORT - PLANNING DEPARTMENT To: From: Date: Application Applicant: Hutchinson Planning Commission Dan Jochum, AICP and City of Hutchinson Planning Staff October 11, 2018, for October 16, 2018, Planning Commission Meeting Consideration of a Conditional Use Permit for a Dog Daycare Boarding Facility Dana Duscher Conditional Use Permit Dana Duscher is seeking approval of a conditional use permit for a dog daycare boarding facility located at 518 Highway 7 East in Hutchinson. Existing Zoning: Property Location Lot Size: GENERAL INFORMATION C-4 (Fringe Commercial) 518 Highway 7 East, Hutchinson. 0.68 Acres Existing Land Use: Dog Spa/Grooming Business Conditional Use Permit 518 Highway 7 East Planning Commission—10/16/18 Page 2 Adjacent Land Use And Zoning: Comprehensive Land Use Plan: Zoning History: Applicable Regulations: Building: C-2 (Automotive Service) and C4 (Fringe Commercial) Commercial Property was a dance studio prior to being a dog spa Section 154.064 (C) The existing building will be utilized for the boarding facility. Conditional Use Permit: A Conditional Use Permit (CUP) is needed for this use. The following are standards for granting a conditional use permit: (a) The proposed building or use at the particular location requested is necessary or desirable to provide a service or a facility which is in the interest of the public convenience and will contribute to the general welfare of the neighborhood or community; (b) The proposed building or use will not have a substantial or undue adverse effect upon adjacent property, the character of the neighborhood, traffic conditions, utility facilities and other matters affecting the public health, safety and general welfare; and (c) The proposed building or use will be designed, arranged and operated so as to permit the development and use of neighboring property in accordance with the applicable district regulations. Staff feels the applicant is meeting the standards for being granted a conditional use permit above. The following definition needs to be followed for this use. DOG DAYCARE BOARDING FACILITY. The boarding and regular care of dogs, including daycare and overnight care. Facilities must have indoor kennel runs and a fenced outdoor exercise area. Outside kennel runs are not permitted. Dogs must be under the supervision of a staff member when outside at all times. No dogs are allowed in the outdoor exercise area between 10:00 PM and 7:00 AM unless there is an emergency. No more than 12 dogs are permitted on the property at any one time, for the purposes of the dog daycare boarding facility. Facility layout, includine indoor kennel runs, floor and wall materials, and outdoor exercise area desien must be approved by City staff. The applicant will be meeting all of the requirements set forth with the recent ordinance amendment. There will be a fenced area between the main building and the accessory building to allow for an exercise area/area for the dogs to go the bathroom. Please see attached diagram for location. Recommendation: Staff recommends approval of the conditional use permit with the following conditions: The proposed building and site improvements shall comply with the standards of the C-4 district and the Zoning Ordinance, as well as all other City regulations. Conditional Use Permit 518 Highway 7 East Planning Commission—10/16/18 Page 3 2. A maximum of 12 dogs are allowed on site for the purposes of the dog daycare boarding facility. 3. Applicant must provide the Planning Director a plan for the facility layout, including indoor kennel run plans, floor and wall materials for approval. 4. Facility cannot open until Planning Director approves all items in 93 above. 5. This Conditional Use Permit nullifies all previous Conditional Use Permits that may have been issued for this property. 32-117-29-14-0040 518 HWY 7E Print Date: April 12, 2018 1.721 A LOGIS HUTCHINSON CITY COUNCIL ci=q­f� Request for Board Action 7AL =-ft Agenda Item: Consideration of a CUP for a Cellular Tower at 1470 South Grade Rd SW. Department: Planning LICENSE SECTION Meeting Date: 10/23/2018 Application Complete Contact: Dan Jochum Agenda Item Type: Presenter: Dan Jochum Reviewed by Staff Consent Agenda Time Requested (Minutes): 0 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Verizon Wireless is seeking approval of a Cellular Tower located at 1470 South Grade Road SW in Hutchinson. The tower is proposed to be located on the same property as L&P Supply and is proposed to be 147 feet high. The property owner and applicant are requesting a conditional use permit for the construction of a 142 foot monopole tower, with a five foot lighting rod (147 feet total), to be located on the rear lot of the L&P Supply property located at 1470 South Grade Road SW. The setback requirement for the tower is 73.4 feet. The tower will be setback 74' from the south property line, over 255' from the eastern line and over 300' from the northern property line. There are no existing structures within 1-mile on which to co -locate antennas. The proposed tower is being built to accommodate at least two other wireless carriers. The tower and related equipment will be within a fenced in area. Verizon is also in the process of receiving approval from the FAA. It should be noted that the tower is close to Airport Zone C but is not within Airport Zone C. FAA may have a preference on the pole color. The City is fine with a galvanized pole that is not painted. Lighting will only be included on the pole if the FAA requires it. Nobody from the public attended the public hearing or spoke at the public hearing. The landowners and a representative from Verizon where at the meeting but didn't speak. The Planning Commission unanimously recommended approval of the Conditional Use Permit for the Cellular Tower. BOARD ACTION REQUESTED: Approval of Conditional Use Permit. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: CITY OF HUTCHINSON MCLEOD COUNTY, MINNESOTA RESOLUTION NO. 14963 RESOLUTION ADOPTING FINDINGS OF FACT AND REASONS FOR APPROVAL OF A CONDITIONAL USE PERNHT FOR A CELLULAR TOWER LOCATED AT 1470 SOUTH GRADE RD SW, VERIZON WIRELESS, APPLICANT. FACTS 1. B & B Properties are the owner of a parcel of land located at 1470 South Grade Rd SW, Hutchinson, Minnesota; and 2. Verizon Wireless has applied for a conditional use permit for a cellular tower; and 3. The subject property is legally described as: FULL LEGAL: E361.50' OF N361.50' OF NW 1/4 OF NE'/4, Section 11- 116-30 4. The property is located in the C-2 (Automotive Service Commercial) Zoning District. 5. The request for a conditional use permit is required because of Section 154.119 of the Hutchinson Zoning Ordinance. 6. Following a public hearing on the application, the City of Hutchinson Planning Commission has recommended approval of the Conditional Use Permit on October 16, 2018 with the following findings and conditions: a. The proposed building and site improvements shall comply with the standards of the C-2 Zoning district and the Zoning Ordinance, as well as all other City and FAA regulations. b. All abandoned or unused towers and associated facilities shall be removed within six months of cessation of operations at the site unless a time extension is approved by the Planning Commission. In the event that a tower is not removed within six months of cessation of operations at the site, the tower and associated facilities may be removed by the city and the costs of removal assessed against the property. c. A building permit is required for the construction of the tower. d. The plans submitted to the City by Verizon will be reviewed and approved by the City's Telecom consultant. The City reserves the right for a propagation study to be completed. e. New antennas for new carriers will require a telecommunications permit application. f. Any work within the City of Hutchinson right -of —way will require a permit. g. Verizon shall provide the City of Hutchinson a copy of their determination letters and approvals from FAA. 7. The City Council of the City of Hutchinson reviewed the requested conditional use permit at its meeting on October 23, 2018 and has considered the recommendation and Findings of Fact — Resolution 14963 Conditional Use Permit 1470 South Grade Rd SW 10/23/2018 Page 2 findings of the Planning Commission and hereby does recommend approval of the conditional use permit, subject to the following findings and conditions a. The proposed building and site improvements shall comply with the standards of the C-2 Zoning district and the Zoning Ordinance, as well as all other City and FAA regulations. b. All abandoned or unused towers and associated facilities shall be removed within six months of cessation of operations at the site unless a time extension is approved by the Planning Commission. In the event that a tower is not removed within six months of cessation of operations at the site, the tower and associated facilities may be removed by the city and the costs of removal assessed against the property. c. A building permit is required for the construction of the tower. d. The plans submitted to the City by Verizon will be reviewed and approved by the City's Telecom consultant. The City reserves the right for a propagation study to be completed. e. New antennas for new carriers will require a telecommunications permit application. f. Any work within the City of Hutchinson right -of —way will require a permit. g. Verizon shall provide the City of Hutchinson a copy of their determination letters and approvals from FAA. APPLICABLE LAW 8. The conditional use permit request meets the following standards as required in Section 154.119 of the City of Hutchinson Municipal Code. (a) The proposed building or use at the particular location requested is necessary or desirable to provide a service or a facility which is in the interest of the public convenience and will contribute to the general welfare of the neighborhood or community; (b) The proposed building or use will not have a substantial or undue adverse effect upon adjacent property, the character of the neighborhood, traffic conditions, utility facilities and other matters affecting the public health, safety and general welfare; and (c) The proposed building or use will be designed, arranged and operated so as to permit the development and use of neighboring property in accordance with the applicable district regulations. CONCLUSIONS OF THE LAW 9. The requested conditional use permit is consistent with the comprehensive plan. 10. The proposed use will not have a substantial or undue adverse effect upon adjacent property, character of the neighborhood, traffic conditions, utility facilities and other matters affecting the public health, safety and general welfare. Findings of Fact — Resolution 14963 Conditional Use Permit 1470 South Grade Rd SW 10/23/2018 Page 3 11. The proposed use will be designed, arranged and operated so as to permit the development and use of neighboring property in accordance with the applicable district regulations NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Hutchinson, Minnesota, that the application to issue a conditional use permit to allow Verizon Wireless, applicant, to construct a cellular tower in a C-2 zoning district located at 1470 South Grade Rd SW is hereby approved. Adopted by the City Council this 23rd day of October, 2018. ATTEST: Matt Jaunich City Administrator Gary T. Forcier Mayor DIRECTORS REPORT - PLANNING DEPARTMENT To: From: Date: Application Applicant: Hutchinson Planning Commission Dan Jochum, AICP and City of Hutchinson Planning Staff October 11, 2018, for October 16, 2018, Planning Commission Meeting Consideration of a Conditional Use Permit for a Cell Tower at 1470 South Grade Road SW, Hutchinson. Verizon Wireless Conditional Use Permit Verizon Wireless is seeking approval of a Cellular Tower located at 1470 South Grade Road SW in Hutchinson. The tower is proposed to be located on the same property as L&P Supply and is proposed to be 147 feet high. Existing Zoning: Property Location: GENERAL INFORMATION C-2 (Automotive Service Commercial) 1470 South Grade Road SW Lot Size: 3.0 Acres Conditional Use Permit 1470 South Grade Road SW Planning Commission—10/16/18 Page 2 Existing Land Use: Adjacent Land Use And Zoning: Comprehensive Land Use Plan: Zoning History: Applicable Regulations: Building: tower. Commercial — Lawn Tractor Sales and Service Agricultural to East, West, and South. Residential to North across Street Commercial Property has been L&P Supply for many years. Section 154.119 There will be a small equipment building located near the base of the Conditional Use Permit: A Conditional Use Permit (CUP) is needed for this use. The following are standards for granting a conditional use permit: (a) The proposed building or use at the particular location requested is necessary or desirable to provide a service or a facility which is in the interest of the public convenience and will contribute to the general welfare of the neighborhood or community; (b) The proposed building or use will not have a substantial or undue adverse effect upon adjacent property, the character of the neighborhood, traffic conditions, utility facilities and other matters affecting the public health, safety and general welfare; and (c) The proposed building or use will be designed, arranged and operated so as to permit the development and use of neighboring property in accordance with the applicable district regulations. The property owner and applicant are requesting a conditional use permit for the construction of a 142 foot monopole tower, with a five foot lighting rod (147 feet total), to be located on the rear lot of the L&P Supply property located at 1470 South Grade Road SW. The setback requirement for the tower is 73.4 feet. The tower will be setback 74' from the south property line, over 255' from the eastern line and over 300' from the northern property line. There are no existing structures within 1-mile on which to co -locate antennas. The proposed tower is being built to accommodate at least two other wireless carriers. The tower and related equipment will be within a fenced in area. Verizon is also in the process of receiving approval from the FAA. It should be noted that the tower is close to Airport Zone C but is not within Airport Zone C. FAA may have a preference on the pole color. The City is fine with a galvanized pole that is not painted. Lighting will only be included on the pole if the FAA requires it. Conditional Use Permit 1470 South Grade Road SW Planning Commission—10/16/18 Page 3 Recommendation: Staff recommends approval of the conditional use permit with the following conditions: The proposed building and site improvements shall comply with the standards of the C-2 district and the Zoning Ordinance, as well as all other City and FAA regulations. All abandoned or unused towers and associated facilities shall be removed within six months of cessation of operations at the site unless a time extension is approved by the Planning Commission. In the event that a tower is not removed within six months of cessation of operations at a site, the tower and associated facilities may be removed by the city and the costs of removal assessed against the property. 3. A building permit is required for the construction of the tower. 4. The plans submitted to the City by Verizon will be reviewed and approved by the City's Telecom consultant. The City reserves the right for a propagation study to be completed. 5. New antennas for new carriers will require a telecommunications permit application. 6. Any work within the City of Hutchinson right-of-way will require a permit. 7. Verizon shall provide the City of Hutchinson a copy of their determination letters and approvals from FAA. " ......... .... . z. 0 P- Iz Iz gi z. W, 6 z z -W :mz w 092 E So ou z w Do 0 x 0,0 9 HAI V S IM o 0 6 M u LU z g LU -San- Z D 82. 9 FR z 0 ;MR F LU ly- z it LU RU Elffi .9 R T, fB w D2 rmh og pqp wa z. H Roe 1. I z 5w ..f z .1 z 0`0 0E-I 0 . v_; W 0 I Z> r 0 0 Iz Iz z. lw :MS alOOHDS LLJ Z z 0- . W LU (%) Z Q) > 0 -P C) 0 w D U) LU Lo MS 12 S1N3GM r 0 0 -in N U) y ZZ ^ y4y Q m z p wi = p - e tt q z' Z a x W tV m a x w X t.5 z Z. 0 - N w L, Z, 10 uj 0 0 Z. Z z Z 20 Z, z.. .......... 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Hk 1 t, 3 o e 79 1H9 8 1,35 E re Si 8 Ajg 'sEgi t R 2! 1*! -1 El� -Rog 9 -E E 8 SE-1 sp. is -9 �2 E'i ASA- RiL 1 E- EE� S 91ems a , �2 2, �P all E.2 '... 18 t IMHZ; 6 HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Travel Request - Kent Exner - National Transportation Research Conf - Wash DC Department: PW/Eng LICENSE SECTION Meeting Date: 10/23/2018 Application Complete Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff Consent Agenda Time Requested (Minutes): 10 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Requesting approval of Travel Request for Kent Exner to attend the National Transportation Research Board Conference in Washington DC January 13th-17th, 2019. There will be no cost to the City as all costs will be covered by the Local Road Research Board (LRRB). BOARD ACTION REQUESTED: Approval of Travel Request 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: CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 10/11/18- 10/23/18 Check Date ---------------- 10/12/2018 Check ---------------- EFT798 Vendor Name -------------------------------------------------------------- EFTPS Description -------------------------------------------------------------------------- PAYROLL 9/23 - 10/6/2018 Amount ---------------------- 65,513.22 10/12/2018 EFT799 MN Child Support PAYROLL 9/23 - 10/6/2018 324.00 10/12/2018 EFT800 MN Dept of Revenue PAYROLL 9/23 - 10/6/2018 12,853.55 10/12/2018 EFT801 Provident Life PAYROLL 9/23 - 10/6/2018 703.64 10/12/2018 EFT802 PERA PAYROLL 9/23 - 10/6/2018 50,516.75 10/12/2018 EFT803 TASC-Flex PAYROLL 9/23 - 10/6/2018 2,191.06 10/12/2018 EFT804 TASC-H S A PAYROLL 9/23 - 10/6/2018 12,740.52 10/12/2018 EFT805 ICMA PAYROLL 9/23 - 10/6/2018 2,448.56 10/12/2018 EFT806 VOYA PAYROLL 9/23 - 10/6/2018 480.00 10/12/2018 EFT807 MNDCP PAYROLL 9/23 - 10/6/2018 305.00 10/12/2018 202927 NCPERS PAYROLL 9/23 - 10/6/2018 384.00 10/12/2018 202928 HART PAYROLL 9/23 - 10/6/2018 566.37 07/24/2018 201733 BACKYARD REFLECTIONS VOID - LOST CHECK, REISSUED on 10/11/2018 (876.52) 10/11/2018 202929 BACKYARD REFLECTIONS 4/25/18 - N ROUNDABOUT MAINT - SPRING CL 876.52 10/17/2018 202930 WILKENS INDUSTRIES WALKING FLOOR TRAILER #029 REFURBISHMENT 30,578.46 10/23/2018 202931 48FORTY SOLUTIONS, LLC 08- B GRADE 48 X 40 PALLETS 2,621.33 10/23/2018 202932 ACE HARDWARE VARIOUS R&M SUPPLIES 698.69 10/23/2018 202933 ACTIVE NETWORK LLC PRCE SOFTWARE RENEWAL FOR 2019 12,600.00 10/23/2018 202934 AEM MECHANICAL SERVICES INC REPAIR CORAYVAC BURNER - HATS 162.50 10/23/2018 202935 AHLGREN ELECTRIC RE -WIRE LIBRARY FOUNTAIN PUMPS 1,393.35 10/23/2018 202936 ALEX AIR APPARATUS INC ANNUAL COMPRESSOR AIR QUALITY TEST - FIRE 626.57 10/23/2018 202937 ALPHA WIRELESS ANNUAL MAINT 10/1/19 - 10/1/19 1,634.75 10/23/2018 202938 AMERICAN BOTTLING CO OCTOBER COST OF GOODS - LIQUOR 248.48 10/23/2018 202939 AMERIPRIDE SERVICES VARIOUS JANITORIAL SUPPLIES 116.73 10/23/2018 202940 AMY BORSTAD REFUND - 5 UNUSED 2018 SWIM DISCOUNT TICKETS 30.00 10/23/2018 202941 AMY DUFRENE REFUND - 1 UNUSED 2018 SWIM DISCOUNT TICKET 6.00 10/23/2018 202942 ANDREW BOLL REFUND - 6 UNUSED 2018 SWIM DISCOUNT TICKETS 36.00 10/23/2018 202943 ANGELAASHWILL REFUND - 6 UNUSED 2018 SWIM DISCOUNT TICKETS 36.00 10/23/2018 202944 ANGELAJONES REFUND-1 UNUSED 2018 SWIM DISCOUNT TICKET 6.00 10/23/2018 202945 ANIMAL MEDICAL CENTER ON CROW RIVER AUGUST/SEPTMBER PROCESSING/BOARDING 1,352.00 10/23/2018 202946 ANITA HOESE REFUND - 6 UNUSED 2018 SWIM DISCOUNT TICKETS 36.00 10/23/2018 202947 ARCTIC GLACIER USA INC. OCTOBER COST OF GOODS - LIQUOR 251.42 10/23/2018 202948 ARNESON DISTRIBUTING CO OCTOBER COST OF GOODS - LIQUOR 632.50 10/23/2018 202949 ARTISAN BEER COMPANY OCTOBER COST OF GOODS - LIQUOR 1,574.75 10/23/2018 202950 AUTO VALUE - GLENCOE VARIOUS AUTO R&M SUPPLIES 288.04 10/23/2018 202951 B & C PLUMBING & HEATING INC BUILD & INSTALL 3 FRESH AIR HOODS - WWTP 1,500.00 10/23/2018 202952 B.W. WELDING FABRICATION: 1" SHAFT 15" LONG - WWTP 129.27 10/23/2018 202953 BARGEN INC REPLAY REAPPLICATION & TRAIL MAINTENANCE 42,581.37 10/23/2018 202954 BELLBOY CORP OCTOBER COST OF GOODS - LIQUOR 910.93 10/23/2018 202955 BENNY'S MEAT MARKET HAMBURGER PATTIES FOR CONCESSIONS 90.00 10/23/2018 202956 BERNICK'S NEW INSTALL 3 HEAD CAPPUCCINO MACHINE @ 1,134.00 10/23/2018 202957 BETH THEIS REFUND -1 UNUSED 2018 SWIM DISCOUNT TICKET 6.00 10/23/2018 202958 BIOBAG AMERICAS INC BIOBAGS FOR REFUSE 9,250.00 10/23/2018 202959 BLUE VALLEY SOD PEAT DELIVERED 9/24/18 TO CREEKSIDE 3,420.00 10/23/2018 202960 BONNIE BAUMETZ REFUND -1 UNUSED 2018 SWIM DISCOUNTTICKET 6.00 10/23/2018 202961 BRADLEY SECURITY LLC GAIN ENTRY: 565 JEFFERSON ST SE, APT 11- POLICE 101.00 10/23/2018 202962 BRANDON TIRE CO #032 TIRE REPAIR - PARKS 37.40 10/23/2018 202963 BRAUN INTERTEC CORP TESTING - PMP, TRAIL & PARKING, CENTURY AVE 10,885.00 10/23/2018 202964 BREAKTHRU BEVERAGE OCTOBER COST OF GOODS - LIQUOR 13,703.68 10/23/2018 202965 BRETH-ZENZEN FIRE PROTECTION SPRINKLER TESTING AT VARIOUS FACILITIES 2,857.24 10/23/2018 202966 BROOKE SMITH REFUND -1 UNUSED 2018 SWIM DISCOUNT TICKET 6.00 10/23/2018 202967 BUREAU OF CRIM. 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SCHUETTE: DUPLICATE APPLICATOR LICENSE 10.00 10/23/2018 203095 MINNESOTA DEPT OF TRANSPORTATION RECORD SAMPLING: PAYROLL, EQUIP USAGE 887.43 10/23/2018 203096 MINNESOTA OFFICE OF ADMIN HEARINGS ANNEXATION FEE 100.00 10/23/2018 203097 MINNESOTA UNEMPLOYMENT INSURANCE 3RD QTR 2018 UNEMPLOYMENT INSURANCE 2,184.00 10/23/2018 1203098 1 MINNESOTA VALLEY TESTING LAB VARIOUS SAMPLE TESTING FOR WWTP 708.10 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 10/11/18- 10/23/18 Check Date ---------------- 10/23/2018 Check ---------------- 203099 Vendor Name -------------------------------------------------------------- MN DEPT OF LABOR & INDUSTRY/CODE Description -------------------------------------------------------------------------- 3RD QTR STATE SURCHARGE FEES - BLDG INSPECTIONS Amount ---------------------- 4,214.86 10/23/2018 203100 MOTION INDUSTRIES INC VALVE FOR CREEKSIDE EQUIPMENT 198.77 10/23/2018 203101 MR CUTTING EDGE ICE SCRAPER BLADES - CIVIC ARENA 160.00 10/23/2018 203102 MYGUY INC. HATS CAR WASH SUPPLIES 560.00 10/23/2018 203103 NERO ENGINEERING LLC WWTF ASSESSMENT, LIFT STATION REHAB, MISC 4,620.40 10/23/2018 203104 NEW FRANCE WINE OCTOBER COST OF GOODS - LIQUOR 2,921.34 10/23/2018 203105 NICKY GUTORMSON REFUND -4 UNUSED 2018 SWIM DISCOUNT TICKETS 24.00 10/23/2018 203106 NICOLE TEUBERT CANCELLED RESERVATION FOR 10/28/18 56.00 10/23/2018 203107 NORTH CENTRAL BUS & EQUIPMENT INC EQUIPMENT PARTS - STREETS DEPT 201.27 10/23/2018 203108 NORTHERN BUSINESS PRODUCTS VARIOUS OFFICE SUPPLIES 1,040.06 10/23/2018 203109 NORTHERN GREEN EXPO CREEKSIDE EXHIBIT BOOTH - FINAL PYMT 331.50 10/23/2018 203110 NORTHERN SAFETY & INDUSTRIAL SAFETY SUPPLIES - REFUSE FUND 217.11 10/23/2018 203111 O'REILLY AUTO PARTS VARIOUS AUTO R&M SUPPLIES 146.94 10/23/2018 203112 OEM SERVICE CO, LLC GRINDER SCREENS - CREEKSIDE 407.38 10/23/2018 203113 OFFICE DEPOT VARIOUS OFFICE SUPPLIES 280.10 10/23/2018 203114 ON TRAX TRUCK REPAIR UNIT #390: GASKET & REPAIR - STREETS DEPT 47.71 10/23/2018 203115 PAULTHELEN REFUND -6 UNUSED 2018 SWIM DISCOUNTTICKETS 36.00 10/23/2018 203116 PAUSTIS WINE COMPANY OCTOBER COST OF GOODS - LIQUOR 3,044.33 10/23/2018 203117 PEAT INC. SPHAGNUM FINE - CREEKSIDE INVENTORY 9,618.75 10/23/2018 203118 PELLINEN LAND SURVEYING SET PROPERTY CORNERS FOR PARCEL IN PART 205.00 10/23/2018 203119 PEN & INC. SPLENDOR GRO - BAG GRAPHICS/DESIGN 7,398.89 10/23/2018 203120 PENMAC STAFFING SERVICES, INC. TEMPORARY STAFFING CREEKSIDE 9/30-10/13 5,643.48 10/23/2018 203121 PHILLIPS WINE & SPIRITS OCTOBER COST OF GOODS - LIQUOR 31,365.84 10/23/2018 203122 PIONEER MANUFACTURING CO SIGN REPAIR MATERIALS FOR PARKS DEPT 941.50 10/23/2018 203123 PLUNKETTS PEST CONTROL GENERAL PEST CONTROL PROGRAM - CIVIC ARENA 36.40 10/23/2018 203124 QUADE ELECTRIC LAMPS - CREEKSIDE & CITY CENTER 396.90 10/23/2018 203125 QUALITY FLOW SYSTEMS MAIN LS PUMP #1 REPLACEMENT & INSTALL 32,890.00 10/23/2018 203126 QUILL CORP VARIOUS SUPPLIES 724.86 10/23/2018 203127 R & H PAINTING 500 MIL PROPRIETARY MH LINING - WWTP 8,620.00 10/23/2018 203128 RACHEL GARTNER REFUND -9 UNUSED 2018 SWIM DISCOUNTTICKETS 54.00 10/23/2018 203129 RED BULL DISTRIBUTION COMPANY, INC. OCTOBER COST OF GOODS - LIQUOR 144.00 10/23/2018 203130 REFLECTIVE APPAREL FACTORY INC VEST, AIRPORT LOGO 72.06 10/23/2018 203131 REINER ENTERPRISES INC FLATBED TRUCKING - CREEKSIDE PRODUCT 446.65 10/23/2018 203132 ROSANNE HEATON REFUND -3 UNUSED 2018 SWIM DISCOUNTTICKETS 18.00 10/23/2018 203133 RUNNING'S SUPPLY VARIOUS R&M SUPPLIES 456.71 10/23/2018 203134 SALLY VAN DERPLOEG REFUND -6 UNUSED 2018 SWIM DISCOUNT TICKETS 36.00 10/23/2018 203135 SCARCELY LTD HRA CITY HOME IMPR PROG LOANS - LEAD ASSESSMT 900.00 10/23/2018 203136 SHANNON HENDRICKSON REFUND -3 UNUSED 2018 SWIM DISCOUNTTICKETS 18.00 10/23/2018 203137 SHELLEY TERNING REFUND -2 UNUSED 2018 SWIM DISCOUNT TICKETS 12.00 10/23/2018 203138 SHORT-ELLIOT-HENDRICKSON, INC CENTURY AVE PROJECT MEMO & SIGNAL DESIGN 1,125.42 10/23/2018 203139 SITEONE LANDSCAPE SUPPLY ROTORS FOR PARKS DEPT 878.07 10/23/2018 203140 SOUTHERN WINE & SPIRITS OF MN OCTOBER COST OF GOODS - LIQUOR 12,212.12 10/23/2018 203141 SRF CONSULTING GROUP SOUTH GRADE ROAD CONCEPT DESIGN - PE AUG 283.14 10/23/2018 203142 STANDARD PRINTING-N-MAILING POSTAGE TO VARIOUS LOCATIONS 105.30 10/23/2018 203143 STAPLES ADVANTAGE VARIOUS OFFICE SUPPLIES 569.30 10/23/2018 203144 STAR TRIBUNE 10/13/18 - 1/12/19 SUBSCRIPTION - POLICE 114.53 10/23/2018 203145 STREICH TRUCKING CREEKSIDE FREIGHT TO VARIOUS LOCATIONS 1,726.78 10/23/2018 203146 SUN LIFE FINANCIAL October Admin Fees 8,448.80 10/23/2018 203147 SYSCO WESTERN MN CONCESSIONS SUPPLIES 333.73 10/23/2018 203148 TAMI FASCHING REFUND -1 UNUSED 2018 SWIM DISCOUNTTICKET 6.00 10/23/2018 203149 TANYA BLACK REFUND -8 UNUSED 2018 SWIM DISCOUNT TICKETS 48.00 10/23/2018 203150 TAPS-LYLE SCHROEDER CLEANED LINEN & TOPS - EVENT CENTER 25.00 10/23/2018 203151 THOMSON REUTERS-WEST SEPT WEST INFO CHARGES - LEGAL 120.00 10/23/2018 203152 TIFFANY LINDBERG REFUND -1 UNUSED 2018 SWIM DISCOUNTTICKET 6.00 10/23/2018 203153 TINA RYBERG REFUND -1 UNUSED 2018 SWIM DISCOUNTTICKET 6.00 10/23/2018 203154 TRAFFIC MARKING SERVICE INC STRIPING & PAVEMENT MARKING 874.00 10/23/2018 203155 TRI COUNTY WATER 6 MO RENT COOLER RENTAL- HATS 180.00 10/23/2018 203156 TRI-STATE BOBCAT KAGE LARGE HUB - STREETS AUTO R&M SUPPLY 1,650.00 10/23/2018 203157 TRUE BRANDS OCTOBER COST OF GOODS - LIQUOR 1,080.89 10/23/2018 203158 TWO WAY COMMUNICATIONS INC CLEAN PAGER SPEAKER & TEST - FIRE DEPT 25.00 10/23/2018 1203159 1 ULTRAMAX TMJ SPEER LAWMAN, NON MARKING ROUND - POLICE 1,701.00 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 10/11/18- 10/23/18 Check Date ---------------- 10/23/2018 Check ---------------- 203160 Vendor Name -------------------------------------------------------------- UNITED FARMERS COOP Description -------------------------------- ---- ------------ -------------------------- SUPER UNLEADED & DYED FUEL HATS Amount ---------------------- 40,384.78 10/23/2018 203161 UNIVERSITY OF MINNESOTA APWA MN CHAPTER FALL CONFERENCE - K.EXNER 255.00 10/23/2018 203162 UNUM LIFE INSURANCE CO OF AMERICA November Life Insurance 2,320.84 10/23/2018 203163 USA BLUE BOOK VARIOUS R&M SUPPLIES 638.70 10/23/2018 203164 VALLEY SALES OF HUTCHINSON 2015 CAPRICE SQUAD: REPAIR INJECTOR 284.06 10/23/2018 203165 VER-TECH SOLUTIONS & SERVICES DISHMACHINE RENTAL- SENIOR DINING 69.95 10/23/2018 203166 VERHEY, A REIMB: MEALS FOR WORKSHOP 24.66 10/23/2018 203167 VERIZON WIRELESS AUG 24 - SEP 23, 2018 CELL SERVICE 3,075.83 10/23/2018 203168 VESSCO INC PUMPHEAD FOR WWTP 789.72 10/23/2018 203169 VICTOR PROESCHEL REIMB FOR RENTAL CERT APPLIED FOR IN ERR 20.00 10/23/2018 203170 VIKING BEER OCTOBER COST OF GOODS - LIQUOR 6,145.85 10/23/2018 203171 VIKING COCA COLA OCTOBER COST OF GOODS - LIQUOR 421.15 10/23/2018 203172 VINOCOPIA INC OCTOBER COST OF GOODS - LIQUOR 5,005.70 10/23/2018 203173 VIVID IMAGE ANNUALSAFE & SOUND WEBSITE - IT & HRA 2,160.00 10/23/2018 203174 VLIET, MARJORIE UB refund for account: 3-383-1430-7-01 64.89 10/23/2018 203175 WACONIA COMMUNITY ED VOLLYBALL SCHEDULING - RECREATION TEAM 40.00 10/23/2018 203176 WASTE MANAGEMENT OF WI -MN REFUSE DISPOSAL 9/16 - 9/30'18 - CITY & WWTP 9,131.22 10/23/2018 203177 WELCOME NEIGHBOR HUTCH NEW RESIDENT VISITS, CLIENTS CERTS 184.13 10/23/2018 203178 WEST CENTRAL SANITATION INC. SEPTEMBER RESIDENTIAL HAULING / CITY FACILITIES 47,976.84 10/23/2018 203179 WEST CENTRAL SHREDDING MONTHLY SHREDDING SERVICE - CITY CENTER 25.00 10/23/2018 203180 WINE COMPANY, THE OCTOBER COST OF GOODS - LIQUOR 2,584.10 10/23/2018 1203181 WINE MERCHANTS INC OCTOBER COST OF GOODS - LIQUOR 1,395.32 10/23/2018 1203182 1 WM MUELLER & SONS FINE ASPHALT & FALL STREET REPAIRS 16,272.68 10/23/2018 1203183 1 WOLD ARCHITECTS & ENGINEERS NEW POLICE FACILITY - SCHEMATIC DESIGN 8,484.68 Total- Check Disbursements: $ 1,080,628.93 Department Purchasing Card Activity - September 2018 Date Dept Vendor Name Description Amount 09/07/2018 ADMIN SUPREME CT LAWYER REGISTR Supreme Court Lawyer Registration 252.00 09/28/2018 FINANCE ARROWWOOD RESORT AND CONF Lodging at MNGFOA Conf - A.Reid 247.24 09/10/2018 FIRE CASH WISE Food and Supplies for the annual HFD open house 153.68 09/11/2018 FIRE CASH WISE drinking water for annual open house 29.80 09/11/2018 FIRE OPTICSPLANET, INC. Red uniform polo shirts for FF 155.09 09/11/2018 FIRE CASH WISE Flowers for Lieutenant Viks new baby 36.99 09/25/2018 FIRE CASH WISE drinking water for FF 53.24 09/28/2018 FIRE FELD FIRE Grain bin rescue auger and FF cooling towels 854.56 09/03/2018 IT AMAZON Cemetery Toner 69.89 09/03/2018 IT AMAZON DVDs for Body Cams 27.79 09/06/2018 IT AMAZON Mouse for JJ, flashlights for IT 55.11 09/12/2018 IT AMAZON Supplies for JJ 19.11 09/13/2018 IT CROSS BORDER TRANS FEE Video Converter for Court case 0.26 09/13/2018 IT 2CO.COM SCREENPRESSO.0 80 Video Converter for Court case 25.64 09/14/2018 IT AMAZON UPS for CreekSide switch 138.16 09/18/2018 IT CROSS BORDER TRANS FEE Video Converter for Court case 5.00 09/18/2018 IT PDQCOM PDQ inventory module 1,350.00 09/18/2018 IT WWW.TRAFX.NET Trafx software maintenance for Parks 500.00 09/25/2018 IT AMAZON Supplies for JJ 48.20 09/27/2018 IT BARCODESINC DL bar code scanner 295.80 09/27/2018 IT AMAZON Cell phone cases JOlson, MMaiers 15.70 09/10/2018 PRCE THE WEBSTAU RANT STORE Assorted Supplies 299.81 09/12/2018 PLANNING AMERICAN PLANNING ASSN MN State Planning Conference - D.Jochum 300.00 09/17/2018 PLANNING AMAZON shoe covers for inspectors to use. 57.21 09/17/2018 PLANNING CASH WISE Peanut Oil to keep drains from smelling. 29.94 09/19/2018 POLICE BCA/TRAINING & DEVELOPMENT Training 375.00 09/19/2018 POLICE BCA/TRAINING & DEVELOPMENT Training 375.00 09/19/2018 POLICE BCA/TRAINING & DEVELOPMENT Training 375.00 09/07/2018 PUB WKS JACKS SMALL ENGINES & GEN Overseeder Blade Set 72.35 09/19/2018 PUB WKS TCD CENGAGE LEARNING Licensure Class -Jim N. 129.00 09/19/2018 IPUBWKS FIRE HOSE DIRECT WW Wash Hose Replacement 1,211.56 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 10/11/18- 10/23/18 Check Date ---------------- 09/19/2018 Check ---------------- PUB WKS Vendor Name -------------------------------------------------------------- POLLUTION CONTROL AGENCY Description -------------------------------------------------------------------------- Project MPCA NPDES Permit Amount ---------------------- 400.00 09/20/2018 PUB WKS OWPSACSTATE Apprenticeship Program Training - Deb P. 96.00 09/24/2018 PUB WKS MINNESOTA STATE COLLEGES Leadership Training- Randy C. and Eric M. 798.00 09/06/2018 CREEKSIDE HOLIDAY INN -EXPRESS Hotel at Prince Distributing Show - A. Kosek - Night 1 146.99 09/06/2018 CREEKSIDE HOLIDAY INN -EXPRESS Hotel at Prince Distributing Show - D. Broucek- Night 1 146.99 09/07/2018 CREEKSIDE BREDE Booth supplies for United Hardware Fall Booking Show 271.77 09/10/2018 CREEKSIDE SUBWAY Lunch - Kosek & Broucek Prince Distributing Show 17.26 09/10/2018 CREEKSIDE APPLEBEES Dinner- Kobow Fosters Show 18.13 09/10/2018 CREEKSIDE LANIER PARKING 1st day parking at Fosters Fall Booking Show, 9/6/18 8.50 09/10/2018 CREEKSIDE LINO CHICAGO GRILL Dinner - Kosek & Broucek Prince Distributing Show 50.10 09/10/2018 CREEKSIDE HAMPTON INN Hotel at Fosters Show - Becky Kobow 142.76 09/10/2018 CREEKSIDE LANIER PARKING 2nd day parking at Fosters Fall Booking Show, 9/7/18 8.50 09/10/2018 CREEKSIDE FAMOUS DAVES Dinner - Kosek & Broucek Prince Distributing Show 43.52 09/12/2018 CREEKSIDE HOLIDAY INN -EXPRESS Hotel at Prince Distributing Show - A. Kosek - Night 2 95.97 09/12/2018 CREEKSIDE PORTILLOS HOT DOGS #50 Dinner - Kosek & Broucek Prince Distributing Show 27.22 09/12/2018 CREEKSIDE HOLIDAY INN -EXPRESS Hotel at Prince Distributing Show - D. Broucek- Night 2 95.97 09/13/2018 CREEKSIDE AMAZON Open House supplies- banner 49.99 09/27/2018 CREEKSIDE WM SUPERCENTER Open House supplies- bottled water and snacks 70.28 09/27/2018 CREEKSIDE WALMART Open House supplies- table clothes 11.64 09/28/2018 CREEKSIDE WALMART Open House supplies- serving tongs 11.30 09/28/2018 CREEKSIDE CASH WISE Open House supplies- cookies and bars 268.42 09/03/2018 LIQUOR HUTCHINSON ACE cooler repair 18.63 09/03/2018 LIQUOR FACEBOOK facebook advertising 10.00 09/03/2018 LIQUOR FACEBOOK facebook advertising 25.00 09/17/2018 LIQUOR RETAIL INFORMATION TEC monthly Card Defender fee 42.75 09/19/2018 LIQUOR HUTCHINSON ACE counterfeit pen replacement/painting supplies 21.95 09/24/2018 LIQUOR HUTCHINSON ACE cooler rail lubrication 12.98 09/24/2018 LIQUOR EIG CONSTANTCONTACT.COM email advertising 70.00 09/26/2018 LIQUOR AMAZON vacuum replacement 357.90 09/27/2018 LIQUOR HUTCHINSON ACE painting supplies - outside rails and posts 13.98 09/13/2018 EDA SIMONSON LUMBER CO Construction materials to seal off two overhead doors 501.59 09/26/2018 EDA EB MBPTA FALL SEMINAR Ticket for SWIF Grow Our Own Summit 20.00 09/28/2018 EDA SUBWAY Lunches for EDA Board meeting 62.48 Total- Purchasing Cards $ 11,494.70 GRAND TOTAL $ 1,092,123.63 U 0 o g g g g O O O O O O u'7 O u6 O u6 O O O Q1 Q1 CPO OO ri ri allil sixy 0 0 0 0 0 0 0 0 0 O O O O O O O O O 00 ti r+ k.9 �e �+ i �+ i c-I c-I c-I rl c-I rl c-I rl c-I a��l1 sexy a, D O m m m0 00 f: N O1 m Itt Ln �D r� I-i I-i I-i I-i I-i O O Q Q Q [V [V N N N m m m m m L.D O M rl_ -e N 00 m Lr Lr 7 L r� m Ln �D r-_ a a a a a N N N N N m m m r-1 i N ca N7 O � N � s� a C13 • M L o � � a p a� c d a-+ E 0 O O O O O O O O O O O O O O O O O O O O O O [ u [ N I OpI.Lsixy m rn ova � Sri � �-; u-i M � V1 lD n Q Q O O Q N N N N N n i � N ca U N i � a � fun as U � 4-P CL Z E O O o 0 0 0 0 0 0 O O O O O O O O O O O O O O O O l- r- O 00 to � f V c-I c-I c-I rl alzilslxy a^ -I N O O�1 M Ln � Ol O1 N m � �n � r� ON ON O N N HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Discussion on Request from Gopher Campfire Sanctuary Board Department: Administration LICENSE SECTION Meeting Date: 10/23/2018 Application Complete N/A Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff Communications, Requests Time Requested (Minutes): 10 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Back in late September, Mayor Forcier received a letter from the Gopher Campfire Sanctuary Board (attached) seeking assistance and requesting a meeting with the City on the Wildlife Sanctuary. Staff is seeking direction from the Council on how you would like to respond to this request. A memo has been included with additional information on the City's relationship with Gopher Campfire. BOARD ACTION REQUESTED: No action Required. Discussion only. Fiscal Impact: $ 0.00 Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: ro Memo Office of the City Administrator 111 Hassan Street SE Hutchinson, MN 55350-2522 320-234-4241/Fax 320-234-4240 To: Mayor and City Council From: Matt Jaunich, City Administrator Date: 10/18/2018 Re: Memo on Gopher Campfire Sanctuary Agenda Item At Tuesday's meeting, city staff will be seeking direction from the City Council on the letter Mayor Forcier received (attached) from the Gopher Campfire Sanctuary Board on September 26 requesting assistance from the City on funding needs at the Sanctuary. The requested assistance specifically addresses issues the Sanctuary is having with funding to pay for improvements to their water supply/well and their need for an electrical source to the site. Staff wanted to discuss the request with the City Council prior to reaching out to Gopher Campfire. We also wanted to put together a synopsis of the City's relationship with the Sanctuary. This memo is meant to be an "informational" piece for the City Council to help you in making an informed decision. To date, we have received no information on any financial contribution the Gopher Campfire may be willing to make. Past City Costs Records show that our involvement with the Sanctuary goes back to at least 1987. In fact, the City has incurred nearly $20,000 of expenses directly related to the well/pond at the Sanctuary. Those costs are as follows: Check Date Vendor 1987 ?? 11/27/07 LTP 2/10/15 Gopher Campfire 10/24/17 Joe Mscan Windmill 5/11/18 Gopher Campfire Expense Description Well Improvement Well Repair 50% of Well Repair by LTP Windmill for Sanctuary Reimbursement of Windmill Citv Pavment $7,342.90 $2,073.11 $9,235.97 $2,150.00 ($1,075.00) Total: $19,726.98 City staff is not confident in records prior to 2011 so there very well could have been additional expenses related to the Sanctuary. We don't have any details on the 1987 expenditure other than we depreciated it over 20 years. In regards to the 2015 expense, our recollection is that Gopher Campfire and Mr. Quade were trying to figure out the issue with their well and did not involve the City until they had incurred over $18,000 in expense with LTP. At the time, it seemed more of a trial and error process with LTP racking up many man-hours. In our opinion, it was very evident that the project got away from Gopher Campfire and the City was brought in after the fact mainly to make the contractor whole. At the time, we explained to Mr. Quade that the process was unacceptable and that the City would not participate in future projects if they were handled that way. After being approached in 2017 for assistance once again, we approved helping with the windmill project noting that this would be the last time the City would provide assistance to the Gopher Campfire Sanctuary group unless there was a formal cooperative agreement put in place between the Sanctuary Board and the City Council. It is important to note that the Gopher Campfire Sanctuary Board is a private group and that city monies have been spent on non -city related property and/or assets. Staff has concerns that prior and any future expenditures would not be proper public purposes expenditures, formal agreement or not. Other Costs Incurred Directly or Indirectly Related to the Sanctuary Outside of assisting on costs related to the well/pond, the City also has incurred costs that were directly or indirectly related to the Sanctuary. On a yearly basis, the Parks Department will use both full time and part time staff around the Sanctuary site to collect garbage, mow, and weed whip the land adjacent to the fenced in area. The parks department also maintains the granite sand pathway. When the roadway adjacent to park was constructed, the City paid for the concrete pads and the Parks Department installed benches at the site along with a new fence. The Parks Department estimates that they spend roughly $1,300 a year maintaining the area round the Sanctuary. Along with the work put in by the Parks Department, the City has invested a significant amount of money to improve the infrastructure around the Sanctuary. Since 2007, the City has invested nearly $900,000 in infrastructure adjacent to the Sanctuary that directly or indirectly benefitted Gopher Campfire. Those investments were as follows: Year Description Cily Cost 2007 Partnership with Sanctuary to Improve Pond $28,380.38 2007 Montana St. Extension (Les Kouba to TH 7) $195,399.10 2009 Les Kouba Parkway Road, Trail & Parking Lot $179,755.79 2012/13 Les Kouba Parkway New Roadway $440,235.93 2015 Trail/Landing Improv. Adjacent to Sanctuary $48,746.25 Total: $892,519.45 Looking at the above projects in a little more detail, the improvement to the pond in 2007 was a cooperative agreement with the Sanctuary group. The City agreed to make some improvements and related maintenance issues within the Sanctuary (northeasterly basin) in exchange for a drainage and utility easement for the installation of a stormwater pipe that had an outlet into the Sanctuary. The City needed the outlet to assist us in the Montana Street NW detention pond and street project, and that has been part of the reason we have assisted Gopher Campfire recently with some of their improvements to the pond/well. The City also agreed to make the improvement due to impacts on the Sanctuary related to the Dam Replacement, Montana Street NW Extension, and Les Kouba Parkway projects. Those projects had an impact on pond 2 hydraulics, erosion control, bank stabilization and water quality within the sanctuary. While the construction of Les Kouba Parkway and Montana Street were not directly related to the Sanctuary, they did provide an indirect benefit to the facility making it easier to access. While the City did make improvements to the street system, we also covered the costs for the parking lot adjacent to the Sanctuary and made improvements to the trail system directly adjacent to the Sanctuary. Staff simply notes these improvements to identify the significant improvements we have made in this area of town. Future Involvement with the Gopher Campfire Sanctuary When looking at the Gopher Campfire Sanctuary, staff has significant concerns in our continued involvement with this facility from here on out. First off, we have been unable to find any statutory language that gives us the authority to financially contribute to this private organization. In all reality, previous contributions by the city probably should not have taken place. Secondly, while the Gopher Campfire Sanctuary Board has noted the partnership between the City and the Sanctuary, there has never been any formal agreement put in place that identifies that relationship. With that being said, I would have concerns on our ability to even enter into some sort of agreement. The attorney general and the state auditor, over the years, have considered the question of whether cities like Hutchinson can donate/contribute public funds to various groups, and in particular, private groups like the Gopher Campfire Sanctuary. Both the attorney general and state auditor have found that such donations/contributions are not authorized and are invalid. Outside of the financial aspect of things, our staff has additional concerns with any potential involvement with the Sanctuary. We have had concerns over the lack of maintenance at the site. The noxious weed issue has become almost an epidemic and is in need of being addressed. Staff also has concerns on the approach taken by the Gopher Campfire Sanctuary Board. The general attitude toward the City has been that of how the City needs to be more involved in the maintenance and improvements of the site. I have already touched on the aspect of this facility being privately owned, but the Council needs to be aware of the fact that since the facility is not publicly owned, our involvement with the site is legally limited in the current setup. Staff is hopeful that this memo will provide you with some additional background behind the request that has come before us by the Gopher Campfire Sanctuary Board. Since we have received a formal request, staff is seeking your input on the matter. Please let us know if you need any additional information. Matt Gopher Campfire Sanctuary Board (a 501-3C organization) September 26, 2018 Crow River Glass Att: Gary Forcier 125 Michigan Street NE Hutchinson, MN 55350 Dear Mayor Forcier: Re: Sanctuary Water and Power Supply As you perhaps read in the September 9, 2018 edition of the Hutchinson Leader Gopher Campfire Sanctuary needs help. We are faced with a serious funding problem with our water supply, ie. well and electrical source. Our funds at this time are sufficient to maintain the wildlife population and provide feed for them. Contributions in kind at the present time are our only source of funding. Without a permanent source of water, the water level in the north pond cannot be maintained properly to prevent contamination by disease producing organisms. We cannot sufficiently keep the water level high enough to provide open, fresh water for winter survival of birds and animals. The sanctuary board requests a meeting with the city and Hutchinson Utilities to attempt to find a solution to the above problem. We need to maintain this major attraction in Hutchinson. Respectfully submitted, Skip Quade Chairman Sanctuary Board Quade Electric 1162 Hwy. 7 E. Hutchinson, MN 55350 (320)583-8087 cc: Jeremy Carter HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: Setting a Public Hearing to declare EAB a nuisance in the City of Hutchisnon Department: PW/Eng LICENSE SECTION Meeting Date: 10/23/2018 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: Chapter 92.02 of the City Code - Tree Diseases identifies only a few specific issues. Knowing that, in our EAB Management Plan, we identified that once a triggering event occurred, we would call for a public hearing to declare Emerald Ash Borer (EAB) as a nuisance in the City of Hutchinson. As you can see from the attached map, unfortunately EAB has been found in Wright County, a neighboring County. Per the EAB Management Plan, this qualifies as a triggering event. Thankfully, the infestation was found in the extreme north of Wright County, about 49 miles from Hutchinson. The infestation in Eden Prairie about the same geographical distance, but is not in a County abutting McLeod County. We hope the hold the Public Hearing at the November 27, 2018 City Council meeting, at which time we would go over Chapter 92.02 - Tree Diseases in detail, along with a presentation about EAB and the attached items. Information was supplied to the City Council at this time for your reference. If there are questions, please forward them to Public Works so we can do our best to address the questions at the Public Hearing. BOARD ACTION REQUESTED: Set EAB Public Hearing for November 27, 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: Stormwater Utility Fund Bonding Remaining Cost: $ 0.00 Funding Source: Emerald Ash Borer in Minnesota :hrr]1,1 `•w•J p, r I $JI{ !I Sher f�U r11�- v`: �Jdle I u�aa fr Elk Rily FtK 'I L' e R rY � Michael !:"tier•: �crn RaNds Cilau�� l r;.......... hl*e l riy'+: 1 N•;ron F.iR IS Innelkm i .r. SI al F .1 Pr. 1 494 ��Pvllle - R ed %11 ' r Rrre ti r �,ar.11hua Lo Su*vt 1eOtl�1 � ' New Ulnl '40� Fall :►I-tii pt�� �a�4 Lul"°•p R 10/12/2018 10:13:32 AM O EAB Biocontrol EAB Generally Infested Areas EAB County Quarantines ® EAB Quarantine Outer Boundary 1:1,155,581 0 5 10 20 mi 0 10 20 40 km Sources: Esri, HERE, Garmin, Intermap, increment P Corp., GEBCO, USGS, FAO, NPS, NRCAN, GeoBase, IGN, Kadaster NL, Ordnance Survey, Esri Japan, METI, Esri China (Hong Kong), swisslopo, OpenSlreetMap contributors, and the GIS User Community Minnesota Department of Agriculture (MDA) Web Map Esri, HERE, Garmin, FAO, USGS, NGA, EPA, NPS I EAB -- Short -Term Action Plan • Fall/Winter 2018/19 o Conduct a Public Hearing declaring Emerald Ash Borer a nuisance under City Code §92.02 —Tree Diseases. Schedule hearing for November 27, 2018. Following the public hearing, prepare handouts/flyers/web page information relating to EAB and the City's Tree Diseases ordinance. o Conduct a level 1 (windshield) survey of publicly owned ash trees. Determine the lowest quality ash and pursue removals of these trees. o Undertake an aggressive removal program in parks and actively pursuing boulevard ash removals. o Communicate with adjoining property owners for boulevard ash trees, determined to be of low quality, by writing and/or making personal contact. o Identify the most cost-effective, commonly available options for replacement trees. It will be necessary to select size options that allow for appropriate latitude when siting replacement trees. Not all sites are candidates for larger ball and burlap stock and some tree species are not available as ball and burlap stock. • Spring/Summer 2019 o Inject approximately 30 high quality ash trees evenly distributed around town. This is analogous to an 800-meter grid. o Determine time/labor availability for treatment of areas with high concentrations of ash. Determine whether it would be beneficial to inject trees in these areas more closely than the typical 800-meter grid. o Provide public awareness of insecticides intended for use. Address residents' concerns about how the chemicals interact with the environment, specifically its effect on beneficial insects. Address other concerns related to the insecticide, as necessary. o Focus public awareness programs relating to EAB. 2019 will be the City's 40t" year as a Tree City USA. This anniversary will be a great opportunity to highlight EAB during Arbor Day events. (3M, New Discoveries, New Horizons, St. Anastasia's, Park Elementary & West Elementary) o Closely review potential removal and replacement costs. Over the long-term, it will likely be impossible to maintain 1:1 removal/replacement ratios. It is likely removal costs will need to be prioritized over replacement costs, if the City's ash population mortality curve follows expected trends historically experienced in other Cities. § 92.02 TREE DISEASES. (A) Trees constituting nuisance declared. The following are public nuisances whenever they may be found within the city: (1) Any living or standing elm tree or part thereof infected to any degree with the Dutch Elm disease fungus Ceratocystis Ulmi (Buisman) Moreau or which harbors any of the elm bark beetles Scolytus Multistriatus (Eichh) or Hylungopinus Rufipes (Marsh); (2) Any dead elm tree or part thereof, including branches, stumps, firewood or other elm material from which the bark has not been removed and burned or sprayed with an effective elm bark beetle insecticide; (3) Any living or standing oak tree or part thereof infected to any degree with the Oak Wilt fungus Ceratocystis fagacearum; (4) Any dead oak tree or part thereof which in the opinion of the designated officer constitutes a hazard, including but not limited to logs, branches, stumps, roots, firewood or other oak material which has not been stripped of its bark and burned or sprayed with an effective fungicide; (5) Any other shade tree with an epidemic disease. (B) Abatement of nuisance. It is unlawful for any person to permit any public nuisance as defined in division (A) of this section to remain on any premises the person owns or controls within the city. The City Council may by resolution order the nuisance abated. Before action is taken on that resolution, the City Council shall publish notice of its intention to meet to consider taking action to abate the nuisance. This notice shall be mailed to the affected property owner and published once no less than one week prior to the meeting. The notice shall state the time and place of the meeting, the street affected, action proposed, the estimated cost of the abatement, and the proposed basis of assessment, if any, of costs. At such hearing or adjournment thereof, the City Council shall hear any property owner with reference to the scope and desirability of the proposed project. The City Council shall thereafter adopt a resolution confirming the original resolution with modifications as it considers desirable and provide for the doing of the work by day labor or by contract. (C) Record of costs. The City Administrator shall keep a record of the costs of abatement done under this section for all work done for which assessments are to be made, stating and certifying the description of the land, lots, parcels involved, and the amount chargeable to each. (D) Unpaid charges. On or before September 1 of each year, the City Administrator shall list the total unpaid charges for each abatement against each separate lot or parcel to which they are attributable under this section. The City Council may then spread the charges or any portion thereof against the property involved as a special assessment as authorized by M.S. § 429.101, as it may be amended from time to time, and other pertinent statutes for certification to the County Auditor and collection the following year along with the current taxes. Penalty, see § 92.99 Emerald Ash Borer (EAB) Management Plan City of Hutchinson August 2018 Purpose The purpose of this management plan is to address what likely will be an eventual infestation of EAB in the City of Hutchinson's urban forest. The goal of this plan is to slow the spread of the infestation through public education, inspection, and strategic management. By refining and maintaining efforts begun in the early 2000's, the hope is to mitigate the disruption of an EAB infestation to the urban forest to the extent possible. Creating awareness of EAB will help to detect infestations and their spread as early as possible and to stretch the costs associated with an infestation over as long a period of time as possible. Applicability This plan is applicable to rights -of -way and publicly owned trees. Removal orders for infested trees on private properties may be necessary when infestations result in specific public hazards, negatively affect public land and/or threaten the overall health of Hutchinson's urban forest. Administration The Public Works Manager and Arborist will implement and oversee this plan, implementing components of the plan with support from others in Public Works, the Parks, Recreation & Community Education department, and Creekside Soils. EAB Background EAB is non-native beetle that causes widespread decline and death of ash trees. EAB, in its larval stage, feeds on plant tissues between the bark and sapwood, disrupting the transport of water and nutrients within the tree. When the infestation is severe enough in an individual tree, the tree will die. EAB has destroyed millions of ash trees in other states and many within Minnesota. EAB Status in Minnesota In 2009, EAB was found in southern Minnesota along the Mississippi river and in the City of St. Paul. EAB was found soon after that in Minneapolis. Since then, EAB has been confirmed to be as close to Hutchinson as Eden Prairie, MN, located in western Hennepin County, 47 miles from Hutchinson. Infestations in the metro area tend to be about a mile apart. The Minnesota Department of Agriculture (MDA) and the University of Minnesota both helped to coordinate responses and continue to produce educational material that is helpful for planning. EAB Management Strategies In general, there are both proactive and reactive strategies for managing EAB. When EAB was first found in Minnesota, the belief was that, as had earlier been the case in other states, the infestation would move rapidly, affecting vast numbers, if not all, of the state's ash trees. EAB has spread quite differently in Minnesota, however. Extensive efforts have been taken to detect infestations early. Efforts have also been taken to place quarantines on counties to restrict transportation of potentially infested wood from affected counties. Since the beginning of EAB infestations in the U. S., integrated proactive and reactive management approaches have been developed to address the mortality of ash trees. By slowing an infestation and reducing local mortality rates, costs to manage an infestation can be spread over a longer period. In addition, there are now biological and pesticide controls and processes being developed and refined that make Minnesota's EAB infestation look very different from past infestations in other states. Proactive management • Maintain tree inventory information • Establish tree condition ratings to reflect the health of a tree (Good, Moderate, Poor). • Establish an 800-meter grid overlaying ash trees throughout the City that are in Good condition to determine sites for chemical injection of ash trees and to refine cost estimates for a program. • Implement public education initiatives. • Identify triggering event(s) used to implement reactive management components of the plan. • Initiate removal of ash trees in poor or moderate health condition. • Continue forestry diversification programs. o Continue the forestry diversification program begun in 2014 at levels increased in 2017 to remove and replace up to 40 selected ash trees, replacing them with other species. o As opportunity arises, to reduce the population of ash trees as part of street and roadway improvement projects. o Selected ash trees in good health may be removed along public rights -of -way in areas with a high concentration of ash trees to maximize diversification. • Both the University of Minnesota and the Minnesota Department of Agriculture have recognized that removal of low value ash is an effective tool when preparing for an infestation of Emerald Ash Borer. City staff will concentrate on removing low quality ash as part of the forestry diversification program, especially in areas where ash make up a significant portion of publicly owned trees. This will allow us to maintain the benefits of good quality ash as long as possible. Reactive management • Initiate and continue injection treatments at selected sites for a specified time. Once the period has expired, only high -value ash trees will continue to receive treatment. • Continue removal of ash trees in poor or moderate health condition, particularly in areas with a high percentage of ash trees. • Regularly monitor infested ash tree conditions. Removal orders for ash trees, other than those deemed of significant public hazard, will include instructions to remove trees during winter months (November- March). Ash trees can deteriorate quickly and can cause significant hazards shortly after their death, necessitating removal of ash trees as soon as practicable as they decline or die. • Replace trees as resources permit Triggering Events, Subsequent Inspection, Detection & Monitoring Triggering events are one or more of the following: 1) A verified EAB infestation in any adjoining county 2) A verified EAB infestation anywhere within McLeod County Once a triggering event takes place, a public hearing will be held to consider declaring EAB a public nuisance and to initiate reactive management measures. Proactive measures at that time will cease or be significantly decreased, depending upon available resources. Treelnventory A tree inventory is the foundation for this management plan and provides baseline data. Inventory data is kept up to date as resources permit and allows the tracking of tree management similar to other infrastructure management programs, such as pavement management. For purposes of this plan, the publicly owned tree inventory is estimated at: Total boulevard trees 8,202 Total Park trees 3,993 Boulevard trees —Ash 1,312 (16%) Park trees — Ash 639 (16%) Total cemetery trees 778 Est. School trees 657 Cemetery trees — Ash 23 (3%) School trees -Ash 118 (18%) Total other trees 318 Total trees 13,948 Other trees — Ash 50 (16%) Total trees — Ash 2,142 (16%) Efforts are undertaken to assign a general health condition rating (Good, Moderate, Poor) to publicly owned ash trees, as time and other resources permit. 3 Upon a triggering event, using location information from the existing tree inventory, the ash tree inventory will be broken down into 800-meter radii. One tree, located centrally located within the 800- meter radii will be selected to receive chemical treatment. The total number of ash trees that will receive chemical treatment, to include estimating anticipated treatment costs, will be calculated based on one tree per 800-meter radius, plus up to five additional high -value ash trees on public property. Inspection, Detection & Monitoring The goal is to find infestations and determine their extent as early as possible. Once an infestation is found, efforts will be undertaken to identify the outer boundaries of the infestation and the potential duration. Several individuals and agencies are involved in inspection, detection and monitoring efforts. City staff shall seek help from and cooperate with state agencies regarding placement of EAB traps and other inspection, detection and monitoring activities. • City Arborist — In conjunction with inspections for Dutch Elm Disease, Bur Oak Blight, and other diseases and infestations, the Arborist's duties include inspection, detection and monitoring of EAB infestations. • City staff (Parks & Public Works) — City staff that are outdoors on a regular basis will be trained in the identification of ash trees in all seasons. Training will include detection of potential ash tree defects, both natural defects and those potentially caused by infestation. Staff will be trained in the identification of EAB insects and the signs they tend to leave on ash trees. • Property owners/Residents — Property owners/Residents may likely be the first to detect EAB on private property. Property owners/Residents are encouraged to contact the City with information relating to any known or suspected infestation. They may directly contact the City by calling (320) 234-4219, or contact the Mn Dept. of Agriculture's "Arrest the Pest" website at http://www.mda.state.mn.us/arrestthepest. • Federal and State Agencies — Federal and State agencies may provide a variety of services to assist in detecting and monitoring an infestation. For example, MDA may set EAB traps throughout the area to determine whether there is an infestation and, if so, to help determine the extent of the infestation. Pesticide Treatment As soon as a triggering event takes place, predetermined trees will begin to be treated using pesticides. Generally, these treatments will be on ash trees in a good health condition that are in key locations to maximize the effectiveness of pesticide treatments. It has been established that having one treated tree significantly reduces the larval population within an 800-meter radius. The pesticide treatments will continue for a predetermined amount of time. The goal of pesticide treatments is to allow the cost of removals and replacements to be spread over a longer time. Eventually, infested trees will die. In general, no other public ash trees will receive ongoing pesticide treatments. On a case -by -case basis, however, it may be determined that high -value ash trees in specifically identified locations could be selected for ongoing pesticide treatment. 4 Property owners/residents may choose to initiate pesticide treatments of privately owned ash trees at their own expense. Tree Remnval The City has established a diversification program to strategically, proactively remove ash trees. The program replaces ash trees with a wide diversity of tree species. Specific areas with high ash tree populations or ash trees in poor or moderate health are identified as time and resources permit to establish program delivery goals. This program is considered proactive and is intended to continue until a triggering event takes place, but may be extended depending upon available resources. Once a triggering event occurs, available inventory and health condition assessment information will be used to identify ash trees in poor health and steps will be taken to remove those trees as soon as is practicable. Strategic removals of declining and aged ash trees will help to spread out the cost of removals and replacements and may help to slow the spread of EAB. It is often difficult to identify infested trees, often for as many as 3-5 years, because of the subtle signs within the tree. When an infested tree is identified, the extent of the infestation and the number of trees affected needs to be ascertained to the extent practicable, so an appropriate response can be made. If necessary, Federal or State agencies or arboricultural specialists may be brought in to help City staff determine the extent of the infestation. Once ash trees die, they can quickly become hazardous to nearby buildings, parks or boulevards, and the people using them. In nearly all cases, dead ash trees will need to be removed as soon as possible after the death of the tree. Dead ash trees in parks, on boulevards or dead trees on private properties that can negatively affect use of public property must be removed quickly. In large open spaces, it may not be necessary to remove dead ash trees right away, so these removals can be prioritized based on their potential hazard. Property owners and residents will need to remove affected trees in a timely manner, so they do not end up presenting a hazard to either people or structures. Tree removal programs established must account for what is happening in the wider area. Removal efforts are to be coordinated with other agencies whenever possible to maximize their effectiveness. Responses by the Federal, State, County or other governmental agencies will need to be reviewed and adjustments may need to be made the City's response plans, based upon the goals and objectives of the plans at higher levels of government. Public Education and Outreach Once a triggering event occurs, efforts will be undertaken to provide information about EAB to property owners/residents. Understanding the threat, knowing what to look for, knowing what options exist and knowing what to do will be areas of focus for the City's public education and outreach efforts. In addition, all City staff will be educated to recognize obvious signs and symptoms of an EAB infestation. Diverse forums will be used to disseminate information about EAB, to include public hearings and programs, website information, articles, handouts, press releases and public service announcements. Whenever possible, neighboring property owners/residents will be notified prior to any ash tree management functions taking place near or adjacent to their property. Neighborhood and/or volunteer groups that are interested in assisting in efforts to detect and manage EAB will be directed to appropriate educational opportunities in order to gain necessary skills. Replanting If large numbers of ash trees are removed, there will be an aesthetic and ecological impact to the City. It is recommended that, where feasible considering engineering parameters, one-to-one replacements of removed trees should be done as soon as practicable, considering available resources. The actual number of trees replanted may be reduced, due to available resources, obstructions, setbacks, and clearance requirements. As trees are replanted, the goal will be to further tree species diversification within the urban forest, having no more than 10% of any species, 20% of any genus, or 30% of any family of species, whenever possible. The goal is to maintain species diversification, whenever possible, within 5-10% (no more than 700 - 1,400 trees of any one species). Wood Disoosal and Utilization EAB spreads most quickly through transportation of infested wood, whether in the form of logs, tree waste, chips or firewood. Once an infestation has been verified, the County in which the infestation is discovered is quarantined. No wood may be moved out of the affected County without complying with regulations under a separate agreement with the State of Minnesota. Creekside Soils will be the designated disposal site for infested ash trees. Once large numbers of affected ash are transported to Creekside, there will be an opportunity to decide the highest, best use for the wood waste. Possible uses for ash wood include biomass fuel, mulch, pulpwood, and/or saw logs. Ordinances, Policies and Programs Applicable ordinances are included in City Code: §31.27 City Tree Board §92 Nuisances; Health and Sanitation §92.02 Tree Diseases §153.85 Tree Planting in New Subdivisions §154.060 R-5 Manufactured Home Park §154.065 C-5 Conditional Commercial District §154.115 Screening, Landscaping, Outdoor Storage and Display This management plan is subject to the most recent Public Works Urban Forest Maintenance Program, including boulevard tree recommendations, and the most current approved species list for boulevard trees. Contractor Registration It will be necessary to manage the likely influx of tree care contractors into the community following an EAB infestation. Once a triggering event occurs, minimum standards will be established and City -sponsored educational seminars will be initiated. Any contractor who provides proof of insurance, successfully meets minimum standards, and attends related educational seminars will be registered as a tree care contractor on the City's website. Contractors will be responsible for initiating this process. City residents and property owners will be warned on the City's website to check the credentials of any tree services they engage for work on private properties. Funding & Finances In 2011, the City began putting away funds to mitigate potential tree diseases/infestations. Approximately $55,000 per year has been transferred into this dedicated account. Primarily, the fund is to provide for future tree removal/replacement costs. Secondarily, and as a proactive effort, it funds tree diversification projects. Diversification projects were done in 2013-2015, at a cost of up to $25,000 per year. In 2016, grant funds were utilized to remove/replace several ash trees. In 2017, 3 grant trees and 30 other ash trees were affected. In 2018 and following seasons, the focus will be on ash trees in poor health or those that are over -mature, as well as areas with high ash tree populations, using up to $40,000. The balance available at the beginning of 2017 was estimated at $362,000. Based on the balance in this account, the primary use of this account will be for tree removals once a triggering event occurs. Beginning in 2018 Until a triggering event occurs, using up to $40,000 annually for replacement of up to 40 ash trees per year for diversification projects using these funds has been deemed reasonable. Additional funding sources will likely be required to respond to an EAB infestation for replacing trees, according to cost estimates prepared using available information: Trees in City inventory 13,948 Total ash trees 2,142 POTENTIAL EAB COSTS EAB Mortality Ash trees lost Removal cost/tree Total Removal cost Replace cost/tree Total Replace cost Total Cost Yr 1-5 (10%) 214 $365 $78,110 $260 $55,640 $ 133,750 Yr 6-10 (20%) 428 $425 $181,900 $300 $ 128,400 $ 310,300 Yr 11-15 (70%) 1,500 $490 $ 735,000 $350 $ 525,000 $1,260,000 Totals 2,142 $ 995,010 $ 709,040 $ 1,704,050 Pesticide 35* $200 $7,000 for 10 yrs = 70 000 *land area of Hutchinson: 24 km' - 800 m grid = 30 trees + 5 high -value sites. Annual need $1,774,415 =15yrs $118,270 FUNDING EAB COSTS Forestry diversification transfer Annual $55,000 01/01/2017 Balance $401,288 - 15 yrs $26,753 Current resources 69% $81,753 Remaining unfunded need 31% $36,517 Under the current plan, adequate funding is available for removals and approximately 77% of replacements. Funding/financing options for the remaining 23% of replacements may include: • Grants — City staff will stay informed of available grant opportunities. • General funds — Some additional general levies or fees may be needed for tree replacement. • Chapter 429 assessments/Capital improvement plans — planting trees on boulevards and their trimming, care and removal are a recognized public improvement able to be specially assessed to abutting property owners. Historically, tree -related costs that are part of a City improvement project have not been assessed to abutting properties. • Donations — Cash or in -kind donations from private groups will be emphasized. Action plans Short-term (0-3 years) 1. Review and update ash tree inventory. 2. Assign health condition ratings to ash trees. 3. Develop strategic removal plan using inventory & health condition ratings. Mid-term (4-6 years) 1. Using ash tree inventory information, establish 800-meter radii, selecting an ash tree to receive pesticide treatments for a given period. 2. Develop educational and outreach material for property owners/residents, appropriate City staff and volunteers. 3. Thoroughly investigate any report of potential infestation, using outside help, as necessary, to verify an infestation and determine its extent. Triggering event 1. Initiate communication with the City Council regarding the triggering event 2. Set and hold public hearing declaring EAB as a nuisance 3. Identify the processes that will be used to manage EAB during communications with the Council and the public. 4. Implement identified post -triggering event EAB management components identified in the plan. RESOLUTION NO. A RESOLUTION DECLARING EMERALD ASH BORER A PUBLIC NUISANCE UNDER CITY CODE §92.02 — TREE DISEASES WHEREAS, Emerald Ash Borer is a non-native beetle that causes widespread decline and death of ash trees. EAB, in its larval state, feeds on plant tissues between the bark and sapwood, disrupting the transport of water and nutrients within the ash tree. When the infestation is severe enough in an individual tree, the tree will die. EAB has destroyed millions of ash trees in other states and many within Minnesota, and; WHEREAS, the City of Hutchinson City Code §92.02 (A) (1) identifies only some specific tree diseases, and; WHEREAS, the City of Hutchinson City Code §92.02 (A) (5) allows for "Any other shade tree with an epidemic disease, and; WHEREAS, Emerald Ash Borer has been found in neighboring Wright County, Minnesota, and; WHEREAS, The City's Emerald Ash Borer (EAB) Management Plan identifies a verified EAB in any adjoining county, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Emerald Ash Borer is hereby declared a public nuisance within the City of Hutchinson, subject to provisions of City Code§92.02 — Tree Diseases. 2. The City of Hutchinson will begin to engage in reactive management strategies described in the City's Emerald Ash Borer (EAB) Management Plan. Adopted this 27th day of November 2018, by the City Council of Hutchinson, Minnesota. Mayor — Gary Forcier City Administrator — Matt Jaunich HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: Project Award for SC Drainage Area Improvements Phase 1 Project (L5/P18-05) Department: PW/Eng LICENSE SECTION Meeting Date: 10/23/2018 Application Complete N/A Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff New Business Time Requested (Minutes): 10 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The City received seven (7) bids (see attached Bid Tabulation) for the South Central Drainage Area Improvements Phase 1 project letting on Thursday, October 11th. The apparent low bidder is Hjerpe Contracting Inc. of Hutchinson, MN, with a construction bid of $697,689.60 (approximately 3.4% higher than the final Engineer's Estimate). Please note that this project is being fully funded with Stormwater Utility Fund bonding and that there are no special assessments associated with this project. This project's total cost and associated funding 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 the project scope, bids and anticipated construction schedule during this meeting. Also, City staff recently administered a project informational open house meeting with very limited feedback being provided by neighboring property owners. We recommend approving the provided Resolution. BOARD ACTION REQUESTED: Approve Resolution No. 14961 Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 889,259.60 Total City Cost: $ 889,259.60 Funding Source: Stormwater Utility Fund Bonding Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 14961 RESOLUTION ACCEPTING BID AND AWARDING CONTRACT LETTING NO. 5/PROJECT NO. 18-05 Whereas, pursuant to an advertisement for bids for the furnishing of all labor and material for the improvement of: South Central Drainage Area Improvements Phase 1: Storm water pond implementation by construction of grading, aggregate pathways, bituminous surfacing, concrete curbing, concrete walk, storm sewer, landscaping, restoration and appurtenances, bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement: Bidder Hjerpe Contracting Inc of Hutchinson MN Schneider Excavating & Grading of Young America MN Northern Lites Contracting of Bloomington MN Burski Excavating of Rice MN Duininck Inc of Prinsburg MN J. R. Ferche Inc of Rice MN R & R Excavating Inc of Hutchinson MN Total Bid $697,689.60 $701,960.30 $738,187.60 $746,866.40 $853,953.00 $918,150.18 $1,008,570.21 and whereas, it appears that Hjerpe Contracting 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 Hjerpe Contracting Inc of Hutchinson MN in the amount of $697,689.60 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 23rd day of October, 2018. 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Q Q W W ❑ Q¢¢¢ W Q 0❑ Q Q m m W W m Z W- o O r r 0 0 J W U r¢¢¢ O Z O N N m N N m Z N z Q O>> o o U 0 m a w ¢¢¢ 0 J w w J J w 0 w 0 O 2 U J g J U U N U m U m Z - Q x Q a (7 a ai a m a a R R m m R J m U' J J U' U' d d m m d m J J F U w w U 0 0 J J 0 0 J J 0 0 J 0< �j K Z O F Z N W W N N Z >S >S >S Q w g Z F k J - 0 O w 0000 0 z w Z 2 o y 0 w r K O O K K O O z 2 W r w W 0 0 0 ... N N N 0 0 w 0 z z N N Z Z Z U o Z Z LL a J¢ O 0 U U 0 0 U U 0 Z U¢ LL O m w r F F w w ... w w w m U n N O 0 0 Q> F ❑ 0 �K KKKKKN 0 0 QUUF(7 0 O QQQm O O-»> m, m m 0000 yUUUi°UFFOOOOOR4141NN _ ¢ LLLLUNf/1 O w f/1LL� J K W K2 F N N .�. �. �. m w... m....w w........ N NN N........ ON Wall N$$$$$$$$ o 0 0 o m 'ON3NIl cvi v $ v �t HUTCHINSON CITY COUNCIL ci=q­f� Request for Board Action 7AL =-ft Agenda Item: Ordinance to Sell City -Owned Land to Hutchinson Health Department: Legal LICENSE SECTION Meeting Date: 10/23/2018 Application Complete N/A Contact: Marc A. Sebora Agenda Item Type: Presenter: Marc A. Sebora Reviewed by Staff Unfinished Business Time Requested (Minutes): 0 License Contingency Attachments: No BACKGROUND/EXPLANATION OFAGENDA ITEM: As you may recall, earlier this year the City approved a lease agreement with Hutchinson Health/Health Partners as part of a merger between the two entities. As part of the transaction, the City agreed to convey title to Hutchinson Health for certain leased property that is not used to provide health care services (Hospital Auxiliary property and Freemont Avenue property). The remaining health care property continues to be subject to the amended lease (Plaza 15 property, Harmony River property, hospital/clinic property, etc.). The transaction for the merger took place on April 1 st and this conveyance ties up the transfer of those properties not used for health care services as agreed. BOARD ACTION REQUESTED: Waive first reading and set second reading and adoption of Ordinance No. 18-792 for November 13, 2018 Fiscal Impact: $ 0.00 Funding Source: N/A FTE Impact: 0.00 Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: ORDINANCE NO. 18-792 PUBLICATION NO. AN ORDINANCE OF THE CITY OF HUTCHINSON, MINNESOTA, AUTHORIZING THE SALE OF MUNICIPALLY OWNED REAL PROPERTY THE CITY OF HUTCHINSON ORDAINS: Section 1. That the municipally owned real property legally described as follows: Lot 8, Block 2, Cedar Acres Subdivision AND 22 feet north of southern 22 feet 8 inches, Lot 8, Block 49, North Half of City for good and valuable consideration is hereby transferred and conveyed to Hutchinson Health or its successor or assigns. Section 2. The City Administrator, Matthew Jaunich, or his designee is authorized to sign any and all documents on behalf of the City to effectuate the closing of this transaction. Section 3. This ordinance shall take effect upon its adoption and publication. Adopted by the City Council this 13' day of November, 2018. ATTEST: Gary T. Forcier Matthew Jaunich Mayor City Administrator HUTCHINSON CITY COUNCIL ci=v-f� Request for Board Action 7AL =-ft Agenda Item: Calling a Special Budget Workshop Meeting for 4.00 pm on November 13 Department: Administration LICENSE SECTION Meeting Date: 10/23/2018 Application Complete N/A 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: Staff is looking to call our next budget workshop meeting of the year in preparation for the 2019 budget. The next workshop (4th overall) will be at 4 p.m. on November 13 and will focus on our Enterprise Funds. We will also have an update on our current budget and tax levy, and will take a last look at our preliminary CIP. Staff is asking the council to call this budget workshop meeting. BOARD ACTION REQUESTED: Approval of calling a special workshop meeting for 4:00 p.m. on November 13 Fiscal Impact: $ 0.00 Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: HUTCHINSON HOUSING AND REDEVELOPMENT AUTHORITY Regular Board Meeting Tuesday, September 18, 2018, 7:00 AM Minutes 1. CALL TO ORDER: Chair Renee Lynn Johnson Kotlarz called the meeting to order. Members Present: Gary Forcier, and Nikki Willemssen. Staff Present: Jean Ward and Judy Flemming. 2. CONSIDERATION OF MINUTES OF THE REGULAR BOARD MEETING ON AUGUST 21, 2018 Nikki Williamson moved to approve the Minutes of the regular board meeting as written. Gary Forcier seconded and the motion carried unanimously. 3. FINANCIAL REPORTS a. Nikki Willemssen moved to approve City Center General Fund payments of $20,090.93 for checks 8962 to 8972. Gary Forcier seconded and the motion carried unanimously. b. Nikki Willemssen moved to approve City Center August 31, 2018 financial statements. Gary Forcier seconded and the motion carried unanimously. c. Nikki Willemssen moved to approve Park Towers operating account payments of $95,344.12 for checks 14400 to 14417 and consideration of approval of Park Towers' security account payment of $350 for check number 0 157 1. Gary Forcier seconded and the motion carried unanimously. d. Gary Forcier moved to approve the July 2018 Park Towers financial statements. Nikki Willemssen seconded and the motion carried unanimously. 4. PARK TOWERS UPDATE a. Occupancy Report —100% b. FYI: Park Towers' September Newsletter. 5. REVIEW OF SEPTEMBER 2018 MARKET RATE GENERAL OCCUPANCY VACANCY RATE OF 2.76% VERSUS 2017 MARKET RATE GENERAL OCCUPANCY VACANCY RATE OF 1.76% Jean Ward reviewed with the Board the 2018 apartment vacancy rates. 6. OTHER COMMUNICATIONS — FYI: AFFORDABLE HOUSING TASK FORCE REPORT and STUDIO PROPOSAL MSU URBAN AND REGIONAL STUDIES Jean Ward reviewed with the Board the MSU Studio proposal. 7. CONSIDERATION OF APPROVAL OF BAYSINGER & HARDEL CITY HILP MOBILE HOME INITIATIVE LOANS CONTINGENT TO THE LOAN REVIEW COMMITTEE'S APPROVAL Gary Forcier moved to approve the Baysinger & Hardel City HILP Mobile Home Initiative loans contingent to the Loan Review Committee's approval. Nikki Willemssen seconded and the motion carried unanimously. September 18, 2018 Minutes Page 1 of 2 4. PARK TOWERS UPDATE Continued c. Chair Renee Lynn Johnson Kotlarz opened the PUBLIC HEARING at 7:30 A.M. - Jean Ward reviewed 2019 PHA Annual Plan and 2019 Capital Fund Form Program (review of 5 Year Capital Fund Plan 2019-2020) and review revisions to ACOP. Gary Forcier moved to close the public hearing and Nikki Willemssen seconded. With no comments, Chair Renee Lynn Johnson Kotlarz, closed the public hearing. d. Nikki Willemssen moved to approve Resolution #2018-4 PHA Certification of Compliance with PHA Plans and Related Regulations. Gary Forcier seconded and the motion carried unanimously. Nikki Willemssen moved to approve: e. Resolution #2018-5 Civil Rights Certification HUD-50077-CR f. Capital Fund Plan 5-Year Plan revision 2 g. The revisions to ACOP h. No change in 2018 flat rent i. Resolution #2018-6 to approve Park Towers' 2019 budget. j. Resolution #2018-7 to adopt Passbook Savings Rate Procedure. Gary Forcier seconded and the motion carried unanimously. k. FYI: Third Quarter Report -Move in Summary of Incomes 8. ADJOURNMENT Gary Forcier moved to adjourn and Nikki Willemssen seconded. There being no other business, Chair Renee Lynn Johnson Kotlarz declared the meeting adjourned. Recorded by Jean Ward, HRA Executive Director Gary Forcier, Secretary/Treasurer September 18, 2018 Minutes Page 2 of 2 HUTCHINSON CITY COUNCIL CityafA Request for Board Action Agenda Item: g September 2018 Financial and Investment Reports Department: Finance LICENSE SECTION Meeting Date: 10/23/2018 Application Complete Contact: Andy Reid Agenda Item Type: Presenter: Reviewed by Staff Governance Time Requested (Minutes): 0 License Contingency Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: For Council review, attached are the September Financial Reports for the general fund and enterprise funds. Also attached is the September Investment Report. Feel free to contact me with any questions. Thank you. 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