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cp02-24-2009 cAGENDA REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, FEBRUARY 24, 2009 1. CALL TO ORDER — 5:30 P.M. 2. INVOCATION — Word of Life Church 3. PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENTS 5. MINUTES (a) REGULAR MEETING OF FEBRUARY 10, 2009 Action - Motion to approve as presented 6. CONSENT AGENDA ( Purpose: onlyfor items requiri ngCouncil approval byexternalentities that would otherwise ave Fee a egate tote City Administrator. Traditionally, items are not discussed.) (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS I. HUTCHINSON PUBLIC LIBRARY BOARD MINUTES FROM DECEMBER 15, 2008 1 PARKS, RECREATION, COMMUNITY EDUCATION BOARD MINUTES FROM DECEMBER 1, 2008 3. HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM JANUARY 20, 2009 4. PLANNING COMMISSION MINUTES FROM JANUARY 20, 2009 (b) RESOLUTIONS AND ORDINANCES - NONE (c) PLANNING COMMISSION ITEMS 1. CONSIDERATION OF CONDITIONAL USE PERMIT TO ALLOW KIDZ JUNCVON, A CHILD CARE CENTER, AT CONGREGATIONAL UCC CHURCH LOCATED AT 31— 4 AVENUE SW WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 13534) (d) CONSIDERATION FOR APPROVAL OF FEDERAL AVIATION ADMINISTRATION GRANT — HANGARIMPROVEMENT (e) CONSIDERATION FOR APPROVAL OF ITEMS FOR ENERGY PARK IMPROVEMENTS PHASE 1 PROJECT (LETTING NO. 1, PROJECT NO. 09 -01 & 09 -02) (f) CONSIDERATION FOR APPROVAL OF ENGINEERING SERVICES AGREEMENT WITH SEH INC. FOR ENERGY PARK IMPROVEMENTS PHASE 1 PROJECT (g) CONSIDERATION FOR APPROVAL OF SHORT -TERM GAMBLING LICENSE FOR ADULT TRAINING AND HABILITATION CENTER ON JUNE 26, 2009, AT CROW RIVER GOLF CLUB (h) CONSIDERATION FOR APPROVAL OF DELETION OF ASSESSMENTS ON PROPERTIES OUTSIDE CITY LIMITS (JEFFERSON STREET) CITY COUNCIL AGENDA — FEBRUARY 24, 2009 (i) APPOINTMENT OF RICK REINER AND HARRIET STURGES TO THE SENIOR ADVISORY BOARD TO JANUARY 2012 0) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Action — Motion to approve consent agenda 7. PUBLIC HEARINGS — 6:00 P.M. (a) ANNEXATION AND SKETCH PLAN FOR THE 68 -ACRE HACKBARTH PROPERTY, LOCATED NORTH OF WARRIOR MANUFACTURING AND SOUTH OF LUCE LINE TRAIL, REQUESTED BY THE HACKBARTHS AND HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (WAIVE FIRSTREADING AND SET SECOND READING AND ADOPTION OF ORDINANCE NO. 09 -0522 FOR MARCH 10, 2009) Action — Motion to reject — Motion to approve 8. COMMUNICATIONS RE UESTS AND PETITIONS (Purpose: to provide Council with information necessary to cra t wise po icy. ways oo ing towara t e uture, not monitoring past) (a) PRESENTATION ON ECONOMIC IMPACT OF HUTCHINSON AIRPORT Action — (b) PRESENTATION ON AUTOMATED STRETCH FILM SEALER AND LABELING SYSTEM FOR PALLETS — CREEKSIDE STAFF Action - (c) CONSIDERATION FOR APPROVAL OF SETTING MARCH 26, 2009, AS THE 2010 CENSUS KICK- OFF MEETING AND ROUNDTABLE MEETING Action — Motion to reject — Motion to approve (d) REVIEW OF CHANGE IN HOURS OF MOTOR VEHICLE OFFICE No action. (e) UPDATE ON WATER METER READING — KENT EXNER Action - 9. UNFINISHED BUSINESS 10. NEW BUSINESS (a) CONSIDERATION OF PRELIMINARY AND FINAL PLAT OF "WAL -MART 1738 ADDITION" AND VARIANCES REQUESTED BY CORNERSTONE LAND SURVEYING INC. ON BEHALF OF WALMART WITH UNANIMOUS UNFAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 13528) Action — Motion to reject — Motion to approve (b) CONSIDERATION FOR APPROVAL OF SCHEDULING CITY COUNCIL WORKSHOPS FOR THE WATER/WASTEWATER RATE STUDY PROCESS AND VACANT/NUISANCE HOUSING POLICY Action — Motion to reject — Motion to approve CITY COUNCIL AGENDA — FEBRUARY 24, 2009 (c) FURTHER DISCUSSION ON USING WASTEWATER FOR MICROALGAE MASS PRODUCTION SYSTEM GRANT APPLICATION Action — 11. GOVERNANCE (Purpose: to assesspast organizationalperformance, developpol %that guides the organization and ounci an manage the logistics of the Council. May include monitoring reports, policy development and governance process items.) (a) - CITY OF HUTCHINSON FINANCIAL REPORTFOR JANUARY 2009 - CITY OF HUTCHINSON INVESTMENT REPORT FOR JANUARY 2009 - PLANNING /ZONING /BUILDING DEPARTMENT MONTHLY REPORT FOR JANUARY 2009 - LIQUOR HUTCH FINANCIAL REPORT FOR JANUARY 2009 No action required. (b) DISCUSSION ON PROCESS FOR PUBLIC INPUT ON END STATEMENTS Action — (c) DISCUSSION OF CITY BOARDS TERM LIMITS Action — (d) DISCUSSION OF MONITORING REPORTS (I.E. ASSET PROTECTION (EXECUTIVE LIMITATIONS POLICY NO. 2.6); EXTERNAL COMPENSATION & BENEFITS (EXECUTIVE LIMITATIONS POLICY NO. 2.7); TREATMENT OF STAFF (EXECUTIVE LIMITATIONS POLICY NO. 2.2) Action — Motion to reject — Motion to approve 12. MISCELLANEOUS 13. ADJOURN MINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, FEBRUARY 10, 2009 1. CALL TO ORDER — 5:30 P.M. Mayor oo ca e t e meeting to order. Members present were Jim Haugen, Bill Arndt, Eric Yost and Chad Czmowski. Others present were Gary Plotz, City Administrator, Kent Exner, City Engineer, and Marc Sebora, City Attorney. 2. INVOCATION — Due to the absence of the pastor from Word of Life Church, the invocation was dispensed. 3. PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENTS 5. MINUTES (a) REGULAR MEETING OF JANUARY 27, 2009 Motion by Haugen, second by Arndt, to approve the minutes as presented. Motion carried unanimously. 6. CONSENT AGENDA (Purpose: onlyfor items requiring Council approval by external entities that would otherwise ave een delegated tote C&y Administrator. Traditionally, items are not discussed.) (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. HUTCHINSON HOUSING & REDEVELOPMENT AUTHORITY BOARD MINUTES FROM DECEMBER 16, 2008 2. FIRE DEPARTMENT MONTHLY REPORT FOR JANUARY 2009 (b) RESOLUTIONS AND ORDINANCES - NONE (c) CONSIDERATION FOR APPROVAL OF TECHNICAL SERVICES AGREEMENT WITH SEH INC. FOR TELECOMMUNICATIONS SITE MANAGEMENT PLAN (d) CONSIDERATION FOR APPROVAL OF SHORT -TERM GAMBLING LICENSE FOR ST. JOHN'S KNIGHTS OF COLUMBUS AUXILIARY 4797 ON FEBRAURY 27, 2009, AT MCLEOD COUNTY FAIRGROUNDS (e) CONSIDERATION FOR APPROVAL OF SETTING BOARD OF REVIEW HEARING FOR APRIL 29, 2009, AT 4:30 P.M. (f) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Items 6(c) and 6(e) were pulled for separate discussion. Motion by Arndt, second by Haugen, to approve consent agenda with the exception of the items noted above. Motion carried unanimously. Item 6(c) had further discussion. Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that much of the work related to this project will be completed in- house. However, a food portion of the work is being proposed to be completed by SEH Inc. to complete a telecommunications site management plan for each of the three water tower facilities. The completed study will result in the City havin* an improved process and ability to recover appropriate compensation for the utilization of the City's facilities for communication purposes. SEH Inc. has the necessary expertise to complete this study, which 5 () CITY COUNCIL MINUTES — FEBRUARY 10, 2009 does not currently exist in -house with staff. The proposal is at an amount not to exceed $23,400. Rebecca Bowers, Planning /Zoning /Building Director, presented before the Council. Ms. Bowers explained that the City receives a fair amount of requests from companies to place communication equipment on city - owned facilities (water towers, high buildings, etc.). To date, the City does not have a good process in place to protect itself from nationwide communication providers and to ensure that fair compensation is received for the utilization of the property. Having an ordinance in place, which will be part of this study, will aid in the renewal process with the communication providers as well. Council Member Haugen questioned the feasibility of conducting such a study during these economic and budget- constraining times. Council Members had concerns about the return on investment of conducting this project. Motion by Czmowski, second by Cook, to approve Item 6(c). Motion carried unanimously. Item 6(e) had further information. Mayor Cook noted that the Board of Review is the time when residents can challenge the valuation of their home. Mayor Cook asked that Gary Plotz, City Administrator, contact the County Assessor and ask her to submit a Letter to the Editor explaining the process and the numbers used in determining valuations. In addition, Mayor Cook asked that Mr. Plotz request of the Assessor to provide a power point presentation at the review hearing to better explain the process. Motion by Arndt, second by Yost, to approve Item 6(e). Motion carried unanimously 7. PUBLIC HEARINGS — 6:00 P.M. (a) 2008 PAVEMENT MANAGEMENT PROGRAM PHASE 1 (LETTING NO. 3, PROJECT NO. 09 -03) Kent Exner, City Engineer, presented before tie Council. Mr. Exner explained that this project includes street rehabilitation on McLeod Avenue NE, 6` Avenue NE and sidewalk extensions along TH 15 and Bluff Street. Also included is a proposed sidewalk construction on the north side of Northwoods Avenue leading to Northwoods Park. This proposal is only a consideration at this time. The estimated project cost is just over $1 million. The City pays for 50% of the street rehabilitation, partial street reconstruction, full street reconstruction, mill & overlay and alley reconstruction. The City pays for 100% of sanitary sewer & water main improvements. The property owner will pay for 50% of the street rehabilitation and new water and sanitary sewer services in the areas of new main construction. The estimated total assessment for a typical city lot is proposed to be $2970.00. The sidewalk extensions being proposed on Hwy 15 could be bid out as an alternative bid. Discussion was held regarding the timeline of the project and making contractors adhere to it. Council Member Czmowski asked about installing a bike lane on Northwoods Avenue to Northwoods Park and have no parking instead of installing a sidewalk. Darrel Ondracek, 5 9 Avenue NE, presented before the Council. Mr. Ondracek asked what would happen to the ditch if a sidewalk is installed along Hwy 15. Mr. Exner explained that tiling would be installed in the ditch, as well as softening of the slopes and grades. Mr. Ondracek asked about snow removal on the proposed sidewalk. Mike Christianson, 65 Northwoods Avenue, presented before the Council. Mr. Christianson explained that his neighborhood is against the proposed sidewalk on Northwoods Avenue. Mr. Christianson explained that he would lose green space and gain snow pile up on his yard if a sidewalk was installed. Mr. Christianson also noted that there are little to no sidewalks in the neighborhood and a sidewalk on this stretch of Northwoods wouldn't prove to be of much use. Mr. Christianson noted he was in favor of installing a bike lane instead of a sidewalk. Kent Glessin &, 45 Northwoods Avenue, presented before the Council. Mr. Glessing spoke in opposition to installing a sidewalk on Northwoods Avenue. Mr. Glessing did not necessarily see a necessity for a sidewalk or a bike lane on the stretch of Northwoods Avenue. 5 to-) CITYCOUNCIL MINUTES —FEBRUARY 10, 2009 Ryan Powell, 204 Northwoods Avenue, presented before the Council. Mr. Powell asked about parking on Northwoods Avenue during the summer time when the street is more heavily utilized. Mr. Powell suggested turning the unused ice rink area into a parking lot or perhaps putting in a four -way stop at Elm Street/Northwoods Avenue. Jan Conner, 95 McLeod AvenuF, presented before the Council. Ms. Conner noted that she would like to request that McLeod Avenue /6` Avenue not be a truck route any longer. Mr. Exner noted that McLeod Avenue /6 Avenue has been designated as a Municipal State Aid Street which allows the city to collect funds. Mr. Exner noted that perhaps the route would not need to be designated as a truck route any longer. There would be a loss in mileage as a Municipal State Aid Street which would be a decrease in dollars to the city. However, those miles could possibly be transferred to another state aid street. Peg Christianson, 65 Northwoods Avenue, presented before the Council. Ms. Christianson spoke in opposition to the proposed trail on Northwoods Avenue. Tim Hagen, 85 McLeod Avenue, presented before the Council. Mr. Ha &en asked about street parking allowance with anew sidewalk installed. Mr. Exner explained how parking is configured compared to street width. Susan Noyes, 3 Northwoods Avenue, presented before the Council. Ms. Noyes noted that she is not opposed to the trail on Hwy 15. Ms. Noyes asked if the culvert near her property would be improved with the installation of the trail. Mr. Exner noted that it would. Larry Hlavka, 815 North Main Street, presented before the Council. Mr. Hlavka asked about the median in correlation to the sidewalk. Mr. Exner noted that the sidewalk would be part of the median. Mr. Exner also explained the curbing in relation to the proposed sidewalks. Mr. Hlavka questioned the necessity of the proposed sidewalk on Hwy 15. Mayor Cook reminded him that it would be considered as an option. Motion by Arndt, second by Haugen, to close public hearing. Motion carried unanimously. Motion by Arndt, second by Haugen, to approve phase 2 of the 2008 pavement management program, omitting the trail on Northwoods Avenue and accepting the trail proposal on Hwy 15 as an alternate bid. Mayor Cook suggested only constructing the trail from Northwoods Avenue to North High Drive since a sidewalk currently exists from Hwy 7 to Northwoods Avenue in order to scale back the cost of the project. Mayor Cook asked staff to conduct an analysis on how many dollars are slated per project. Motion carried unanimously. 8. COMMUNICATIONS RE UESTS AND PETITIONS (Purpose: to provide Council with information necessary to cra t wise po icy. A ways oo ing toward t e uture, no monitoring past) (a) REVIEW OF ORDINANCE NO. 09 -0523 — AN ORDINANCE AMENDING SECTION 31.20 PERTAINING TO ORGANIZATIONS AND APPOINTMENTS Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained that at the last meeting Council Member Czmowski suggested revising the current ordinance to allow Council Member approval of all board appointments that are not regulated by state statute or City Charter. This would change the process currently whereby the mayor recommends appointment with ratification by the Council. Council Member Czmowski noted that he would suggest tabling this item and simply review the process of appointments. General discussion was held on how consideration of appointments are determined and the process used. No action was necessary. a (a) DISCUSSION OF COALITION OF GREATER MINNESOTA CITIES MEMBERSHIP 5 �� CITY COUNCIL MINUTES — FEBRUARY 10, 2009 Mayor Cook introduced Tim Flaherty of the Coalition of Greater Minnesota Cities and Mayor Les Heitke of the City of Willmar. Mayor Heitke explained the importance of being a member to the Coalition of Greater Minnesota Cities and the operation of the City of Willmar. Mayor Heitke explained the reasons that Willmar is maintaining their membership to the Coalition, one of the main reasons being the strong voice the Coalition has. Mayor Heitke expressed that the Coalition is a very strong voice related to local government aid as well as other things. Tim Flaherty presented before the Council. Mr. Flaherty explained the importance of a strong, organized voice of out -state cities. Mr. Flaherty further explained the work the CGMC is doing this year related to local government aid and the importance of out -state cities keeping a presence at the Capitol. Mr. Flaherty noted that the CGMC submits revised proposals to the legislature for consideration as compared to simply protesting issues. Mr. Flaherty stressed the importance of Hutchinson remaining a member of the Coalition, especially during the state's budget crisis. Mayor Heitke explained Willmar's response to the unallotment in late 2008. Mayor Heitke explained that Willmar has a brand new municipal airport and have not been able to fill the airport manager position due to the unallotment. Mayor Cook reiterated the importance of remaining members in the CGMC. Motion by Yost, second by Cook, to approve maintaining membership in the Coalition of Greater Minnesota Cities. Council Member Arndt noted his opinion on the importance of having a good lobbyist. Roll call vote was taken: Haugen — nay; Arndt — aye; Yost — aye; Czmowski — nay; Cook — aye. Motion carried 3 to 2. (b) CONSIDERATION FOR APPROVAL OF MOSQUITO MANAGEMENT CONTRACT John Olson, Public Works Manager, presented before the Council. Mr. Olson explained that two quotes were received to provide mosquito control. Both quotes were competitive in price and offer a very similar method of service. Mayor Cook suggested providing the contract to Clarke mainly due to the established relationship and the fact that they are Minnesota- based, with their proceeds mainly remaining in Minnesota. Mr. Olson noted that he has surveyed communities that have used the services of Mosquito Control of Iowa, all of whom provided favorable responses. Motion by Czmowski, second by Arndt, to approve mosquito management contract with Clarke Environmental Mosquito Control for their originally proposed quote amount. Motion carried unanimously. (c) DESIGNATION OF COUNCIL REPRESENTATIVES TO HUTCHINSON COMMUNITY DEVELOPMENT CORPORATION BOARD (EDA) Mayor Cook noted that this item has been discussed for several weeks and the EDA Board has expressed an interest in having Chad Czmowski serve on the board. Mayor Cook recommended that Jim Haugen and Chad Czmowski be appointed as Council representatives to the EDA Board. Motion by Arndt, second by Haugen, to ratify mayor's appointments of Council representatives to the EDA Board. Motion carried unanimously. (d) APPOINTMENT TO PARKS, RECREATION, COMMUNITY EDUCATION BOARD TO AUGUST 2012 Mayor Cook noted that he had received an interest form from an individual through the Chamber Leadership group — Jay Bartholomew. Mr. Bartholomew has served on other committees and has young children who participate in the PRCE programs. Mayor Cook recommended Jay Bartholomew be appointed to the PRCE Board. Motion by Czmowski, second by Yost, to ratify Mayor Cook's appointment. Roll call vote was taken: Haugen — aye; Arndt — nay; Yost — aye; Czmowski — aye; Cook — aye. Motion carried 4 to 1. 10. NEW BUSINESS 5�� CITY COUNCIL MINUTES — FEBRUARY 10, 2009 (a) CONSIDERATION FOR APPROVAL OF USING WASTEWATER FOR MICROALGAE MASS PRODUCTION SYSTEM GRANT APPLICATION John Paulson, Environmental Specialist, presented before the Council. Mr. Paulson explained that this study project entails working with the University of Minnesota. The study will allow the City to gain knowledge of whether mass production of specific types of algae is possible using differing mixtures of the City's wastewater and other media sources. The amount of the grant available through the MPCA is $40,000 which requires a monetary match of $35,000. The potential of mass producing algae can be considered as a renewable energy for the City. Potential reduction of phosphorous at the wastewater plant was discussed. Council Member Yost suggested utilizing HUC's funds that have been set aside for renewable energy resources. There is no presumption that the HUC will be in favor of using these funds for this project. Council Member Haugen suggested holding off on this project until another entity has mastered it since the City could utilize the same process established by another entity. Kent Exner noted that the City can gain much knowledge that is specific to the City by being a part of this project. Mayor Cook noted that the opportunity with the University of Minnesota could lead to many other ventures, as well as possible economic development opportunities. No motion was made. (b) CONSIDERATION FOR APPROVAL OF REDUCING HOURS OF OPERATION FOR MOTOR VEHICLE SERVICES AND PLANNING /ZONING /BUILDING Gary Plotz, City Administrator, presented before the Council. Mr. Plotz explained that trends in motor vehicle sales and transactions have declined or transitioned which have resulted in a drop in revenue in the local motor vehicle services station. Due to this, management is recommending that the hours of operation be reduced from 40 to 32 hours per week The proposal is to have the motor vehicle station open from 9:00 a.m. — 4:30 p.m. on Tuesday, Wednesday and Friday and from 9:00 a.m. — 6:30 p.m. on Thursday. In order to make this adjustment, a variance must be approved by the Minnesota Department of Public Safety. This variance has been approved by the Department on a trial basis from March 1 — May 31, 2009. This reduction will see a savings of $22,000.00 Additionally, a reduction of revenues has been seen in the Planning /Zoning /Building department. Planning & Zoning applications and new residential housing have decreased. Due to this, management is recommending that two administrative positions be reduced from 40 to 32 hours per week. This will see a savings of approximately $16,000. Should revenues ramp up again, the employees could be reinstated to 40 hours per week. Council Member Arndt suggested contracting the City's building inspector to other smaller cities in the surrounding area. Mr. Plotz mentioned that last week he and the mayor met with the City of Glencoe and brainstormed possible partnerships. Some items considered were the sharing of equipment and personnel, such as building inspection. Rebecca Bowers spoke about the changes in the Planning/Zoning/Building Department. Motion by Arndt, second by Haugen, to approve reducing hours of operation for Motor Vehicle Services approving Resolution No. 13533. Motion carried unanimously. Motion by Czmowski, second by Yost, to approve reducing hours in the Planning /Zoning/Building Department. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF AUTHORIZING RELOCATION OF JOBZ ACRES Miles Seppelt, EDA Director, presented before the Council. Mr. Seppelt requested that the Council consider authorizing relocation of JOBZ acres from their current location on the Stritesky property to the new industrial park and a lot fronting Hwy 7. The JOBZ acres need to be repositioned so that they can be used by potential economic development projects, if needed. The State Department of Employment & Economic Development must authorize all transfers of JOBZ acres with the requirement of a City Council Resolution approving the transfer. 5 (r� CITY COUNCIL MINUTES — FEBRUARY 10, 2009 Motion by Arndt, second by Haugen, to approve authorizing relocation of JOBZ acres. Motion carried unanimously. 11. GOVERNANCE (Purpose: to assesspast organizational performance, develop policy that guides the organization and Council the logistics of the Council. May include monitoring reports, policy development and governance process items.) 12. MISCELLANEOUS Eric Yost — Mr. Yost passed on his condolences to Steve Cook and his family on the death of his father - in -law. Steve Cook — Mayor Cook noted that the Hutchinson Safety Council passed on a note to the Council thanking the city crews on their snow removal work completed over the season. Mayor Cook asked how meter reading will be changing for the city. Kent Exner explained that HUC has terminated their contract with their meter reader, whom also read the City's water meters. Because of this, City staff will have to be utilized to read water meters. 13. ADJOURN Motion by Arndt, second by Cook, to adjourn at 8:30 p.m. Motion carried unanimously. Motion by Arndt, second by Cook, to re -open the meeting at 8:33 p.m. Motion carried unanimously. Mayor Cook asked to discuss using wastewater for microalgae mass production system grant application again. Mayor Cook suggested granting tentative approval to submit the application if the HUC would go along with the funding source. John Paulson noted that a Resolution of Approval would need to be acquired from HUC as well to submit with the application. HUC doesn't meet until March 2, 2009. Other ideas were discussed on the regulations of the grant agreement. Council Member Haugen expressed that he feels Hutchinson does not need to be the front runner on this project. Marc Sebora will approach Mike Kumm, HUC General Manager, to see if a special meeting could be set for HUC to consider funding this grant match. If the HUC approves, the Council can then set a special meeting to consider prior to the February 23, 2009, grant application deadline. Motion by Arndt, second by Yost, to adjourn at 8:38 p.m. Motion carried unanimously. 6 5) Hutchinson Public Library Board Minutes Monday, December 15, 2008 Members present: Roger Vacek, John Paulsen, Guy Stone, Janet Vacek, Abby Dahlquist, and Mary Henke, Ex- Officio. Members absent: Yvonne Johnson, Kay Peterson John called the meeting to order. A motion to approve the minutes from Oct. 27, 2008 as submitted was made by Guy and seconded by Roger. Carried. Report: John Sandberg, our Pioneerland Library System (PLS) representative, gave Mary summary notes from the Nov. 13, 2008 PIS full board meeting to share. Notes are attached. Old Business 1. Senior Programming Mary bought a $250 digital camera with Friends of the Library funds to take pictures of different areas of the library to display to seniors. PLS is purchasing leasing rights for group performances of movies in libraries Interested in participating. Mary would like to show movies as part of library programming for seniors, children and other groups such as an armchair travel series. Seniors suggested we wart until after Christmas to plan any events. 2. Budget for 2009 Mary reviewed the process and the 2008 and 2009 budgets. In Jan. and Feb., the PLS director pulls together figures and in spring, a preliminary budget will be set for 2010. By June, we need a figure to request city and county funding. New Business: 1. Hutchinson Community Foundation Grant The library received notification that their grant request for $3,000 for the computer replacement project has been approved. The Foundation suggested applying again next year if more funds are needed. Mary will also ask the Friends of the Library and the Burich Foundation for funds. In 2009, we will be collecting funds and in 2010, the library will replace their 14 computers and add more if possible. 2. McLeod Republic Women's reauest This group would like to host a program about the Franken /Coleman vote recount process with Barry Anderson, state Supreme Court judge and member of the canvassing board as speaker. They would like to hold the program in the upper level of the library as we do when we host author visits to accommodate a larger group._ Mary is concerned that the event is non - partisan and would be open to the public. After discussion, a motion to allow this event to be held in the library's lower level meeting room but not the upstairs level was made by Guy and seconded by Roger. Motion carried. If more room is needed, the group will need to locate a larger space. The upstairs library area will be limited to spring and fall library events. The next meeting will be on Monday, Jan. 26, 2009 at 4:30 pm. Abby made a motion to adjourn the meeting with Guy seconding the motion. The meeting was adjourned. Respectfully submitted, Janet Vacek, Co- Secretary &C4_) 4 Page 1 of 1 Pioneerland Library System Meeting Nov 13, 2008 Summary Notes Jack Sandberg 12 14 08 ` PLS Contract with Union Employees Motion to approve 2009 & 2010 Contract with AFSCME, LOCAL 1826 Passed Details can be obtained from PLS office. ` PIS Decision with regard to Non -Union Employees Motion to approve changes for non -union employees that correspond to changes in the union contract. Passed * Flex Plan Administrator Motion to approve changes in Flex Plan Administrator to "Select Accounts" Passed ` PIS Decision with regard to Benson Library Had Librarian Position Motion to proceed with search for replacement for Kimberly Ross (res Nov 28). Passed According to PLS polity, whenever a Head Librarian position becomes vacant, PLS will attempt to fill the position by combining the position with another Head Librarian position. However, in this case it is apparent that the City of Benson and/or Swift County would have an entirely sound challenge to a decision for combining positions, in the judgement of the PLS Director. So, in anticipation of such a challenge, it was deemed appropriate to not delay in beginning the search for a replacement. * Gates Grants for new PC Gates Foundation has announced that up to 9 PLS libraries may qualify for the next round of matching grants for new PCs. Fall of `09 and 10. * Policy revisions Patron Code of Conduct Passed Access to PLS Public Data Passed Details from PLS office. * Heritage Searchers Motion to renew contract with Heritage Searchers of Willmar to store their materials and Passed to use designated space in the Willmar Library to conduct genealogy research ` Joint Powers Agreement Board's approved JPA amendments have been sent to its 27 signatories (18 cities and 9 counties). As of November 4, 2008; 17 signatories (9 cities and 8 counties) have approved them. This is in regard to legalities of "stacked liabfilites" for Joint Powers situations. (061 1 MINUTES Parks, Recreation & Community Education Advisory Board December 1, 2008 Members present were: Bill Arndt, Lenore Flinn, Beth Hepola, Lora Muilenburg, Mike Retterath and Deane Dietel. Also present were Dolf Moon and Karen McKay. The meeting was called to order at 5:17 pm. A motion was made by Bill Arndt and seconded by Lenore Flinn to approve the minutes dated November 3, 2008. The board unanimously agreed. OLD BUSINESS 2009 Buda et — The City's 2009 preliminary budget will be presented to the City Council at an upcoming meeting. City staff are waiting to see if /or how much city budgets will be cut in Local Government Aid. The school district's budget is in good shape. The part-time position at the Event Center will not be filled at this time. It was advertised, but interviews were not held. September has been able to spend more time taking care of those duties as some meetings and events have been cancelled at the Event Center for the upcoming year. Girls Softball Survey — The majority of parents that completed the survey believed that if you're on the team, you should get to play. The City will be involved in the Girls Softball Association program for registration and scheduling if the program is based on everyone plays, at the 12 year old level, rather than their ability to play. NEW BUSINESS Central Garane — The City has operated a central garage for vehicle repair and maintenance. From now on, individual departments will be responsible for repair and maintenance of their equipment. In Parks, the budget is $60,000 to $70,000 for new equipment and $30,000 for repair and maintenance. Some of the equipment is leased. This method of vehicle management may reduce the number of vehicles the City owns. Public Arts Funding — The Public Arts Commission has requested up to $50,000 from the City of Hutchinson for a start-up budget to get the group off the ground. State funds are available, but require a match from the City. The group consists of eight citizens and four elected officials. One upcoming project the group has is putting the Little Crow statue back in place now that the Highway 15/22 project is complete. Brochure Fundine — The long -time corporate sponsor of the PRCE brochure is no longer donating $3,000 annually for the brochure; the total cost is $16,000 a year. An alternative to consider is an on -line only brochure and/or e-mail direct to current participants. Something to consider is that not everyone has access to the internet. St. Cloud is experimenting with an on- line only brochure right now. Currently, fliers are printed of age- appropriate programming and taken to the schools for the children's Friday folder. It's very effective in getting children registered for programs. Deane suggested a stuffer in the Utility billing. Minutes PRCE Advisory Board December 1, 2008 Page two ABE /GED — Julie Mischke has been the instructor of Adult Basic Education (ABE) in Hutchinson since 1996. Classes are held at Ridgewater College. The number of participants using the services has flourished. Students consist of individuals from over 21 countries in addition to High School drop -outs. 90 to 95% of the participants receive a General Educational Development (GED) diploma. ADJOURNMENT The meeting was adjourned at 6:05 pm by a motion made by Bill Arndt and seconded by Mike Retterath. The board unanimously agreed. klm & La)�, Hutchinson Housing & RedevelopmentAuthority Regular Board Meeting Tuesday, January 20, 2009, 7:00 AM Minutes CALL TO ORDER: Chairman Joel Kraft called the meeting to order. Members Present: LaVonne Hansen, and Ruth Kimball. Staff Present: Jean Ward and Judy Flemming. Welcome to Bill Arndt —HRA Board member City Council representative replacing Casey Stotts. 2. MINUTES OF THE HRA BOARD MEETING ON DECEMBER 16, 2008 LaVonne Hansen moved to approve the Minutes as written. Ruth Kimball seconded and the motion carried unanimously. 3. FINANCIAL REPORTS Ruth Kimball moved to approve the City Center and Park Towers Financial Reports and Authorization for Joel Kraft, HRA Board Chairman and Jean Ward, Executive Director to act as signatories on Hutchinson Housing & Redevelopment Authority Accounts according to HRA Bylaws. LaVonne Hansen seconded and the motion carried unanimously. 4. CONSIDERATION OF RESOLUTION #09 -01, 2009 MILEAGE REIMBURSEMENT RATE LaVonne Hansen moved to approve Resolution #09 -01, 2009 Mileage reimbursement Rate. Ruth Kimball seconded and the motion carried unanimously. 5. PARK TOWERS a. Jean Ward updated the Board on the year end vacancy rates, on the apartment renovation project and the ventilation cleaning project. b. Ruth Kimball moved to approve the execution of the Preservation of Affordable Investment Fund - Public Housing Grant Agreement. LaVonne Hansen seconded and the motion carried unanimously. c. LaVonne Hansen moved to approve the SimplexGrinnell proposal to install CO detectors according to code requirements in the laundry room and the boiler room. Ruth Kimball seconded and the motion carried unanimously. 6. LOAN ADMINISTRATION Ruth Kimball moved to approve the Solis CFUF & Green Deferred Loans. LaVonne Hansen seconded and the motion carried unanimously. 7. FRANKLIN GROVE EXPANDED REHAB PROJECT UPDATE Ruth Kimball moved to approve the EFG Otto Loan 986992 and the EFG French Loan #86993 contingent to Loan Review Committee's approval. LaVonne Hansen seconded and the motion carried unanimously. HOME RENTAL REHAB UPDATE Jean Ward informed the Board of the request by MHFA to act as administrator of Westgate Home Rental Rehab project. Preliminary administrative charge estimated at around $6,000 - contract to follow with MHFA. 9. FORECLOSURE UPDATE a. Jean Ward reviewed with the Board the Foreclose Prevention and Remediation Plan dated January 6, 2009. b. FYI — January 14, 2009 Star Tribune New Article, "Metro best sellers: foreclosures" January 20, 2009 Minutes Page I of 2 �� 10. OTHER a. Judy Flemming updated the Board on the purchase of HRA logo shirts. b. FYI - Planning Staff Information 11. ADJOURNMENT There being no other business, Chairman Joel Kraft declared the meeting adjourned. Recorded by Jean Ward, HRA Executive Director Secretary /Treasurer E b�-_ 3 January 20, 2009 Minutes vaoP ? ne') MINUTES HUTCHINSON PLANNING COMMISSION Tuesday, January 20, 2009 Hutchinson City Council Chambers 1. CALL TO ORDER 5:30 P.M. The meeting was called to order by Chairman Lynn Otteson at 5:30 p.m. with the following members present: Chris Kovacic, Christie Rock, John Lofdahl, Chad Czmowski, Farid Currimbhoy and Chairman Otteson. Absent: Mike Flaata Also present: Rebecca Bowers, Planning Director, Kent Exner, City Engineer, Marc Sebora, City Attorney and Bonnie Baumetz, Planning Coordinator 2. PLEDGE OF ALLEGIANCE 3. OATH OF OFFICE OF NEW PLANNING COMMISSION MEMBER CHAD CZMOWSKI Atty. Sebora administered the oath to the new Planning Commission member Councilman Chad Czmowski. 4. CONSENT AGENDA a) Consideration of Minutes dated December 16, 2008 Mr. Currimbhoy moved to approve the consent agenda as submitted. Seconded by Ms. Rock, the consent agenda was approved unanimously S. PUBLIC HEARINGS a) CONDITIONAL USE PERMIT TO ALLOW A THRIFT SHOP AT WEST CENTRAL INDUSTRIES AT 900 HWY 15 SOUTH Chairman Otteson opened the hearing at 5:35 p.m. with the reading of publication #7731 as published in the Hutchinson Leader on January 8, 2009. Ms. Bowers explained West Central Industries is requesting a conditional use permit to allow the addition of a thrift shop to their existing job training site, which is located in the I/C zoning district. The training opportunities had been mostly industrial packaging and assembly, however orders have been very slow recently due to the economic conditions. She commented on the floor plan and the minor modifications to the building. They are proposing to operate a thrift shop to provide more work opportunities for disabled adults. Hours of operation would be Monday — Friday, 8:00 a.m. — 5:00 p.m. There is paved parking in the front and a large gravel lot to the rear of the building. She commented on the parking needs and current parking. Ms. Bowers commented on the zoning history of the property. She reported their property is made up of 3 lots and staff recommended the property be platted into one lot in the future. Staff reviewed the site drainage and recommended that the rear lot not be hard surfaced at this time. The request meets the conditions of granting a conditional use permit. Staff supports the request with the following recommendations: 6(-4)(A Minutes Planning Commission — January 20, 2009 Page 2 1. The proposal would meet the standards for granting a conditional use permit, including providing a desirable service to the community and would not have an undue adverse affect upon adjacent property, neighborhood, traffic conditions, utility facilities and other matters affecting the public health, safety and general welfare; and, would not interfere with use of neighboring property. 2. The applicant shall maintain unobstructed aisles and exits for fire and emergency purposes. 3. The applicant shall replat the three lots into one lot prior to any paving of the rear parking area. A drainage and stormwater plan is required to be reviewed prior to any future paving of the parking areas. There was discussion of future paving and stormwater ponding. Mr. Exner stated technically gravel is impervious surface and there are no known nuisance drainage problems to the neighboring property owners. Most of the drainage flows toward the building. Staff noted that the private drive along the east property line is WCI's property, it is not a public alley. Charles Oakes, Exec Director of WCI, Willmar, stated they have owned the building since 1994. The number of clients has doubled since the beginning. He provided additional information on their programs and plans for the building, noting the thrift store would be similar to the Goodwill model. There were no comments received from the public. The Commission recommended that new signage highlight the entrance from Linden Avenue. Southbound traffic on Highway 15 has good access, however the divided highway median limits access to the property for northbound traffic. Staff stated signage would need to meet sign requirements, which would be checked with the required sign permit. Mr. Lofdahl made a motion to close the hearing. Seconded by Mr. Kovacic the hearing closed at 5:54 p.m. Mr. Lofdahl made a motion to recommend approval of the request with staff recommendations 1 -3. Seconded by Ms. Rock, the motion carried unanimously. Ms. Bowers stated this item will be placed on the City Council consent agenda at their meeting held January 27, 2008 in the Council Chambers at 5:30 p.m. b) PRELIMINARY AND FINAL PLAT OF "WAL -MART 1738 ADDITION AND VARIANCE FOR LOT AREA, LOT WIDTH AND PARKING REDUCTION, REQUESTED BY CORNERSTONE LAND SURVEYING INC., ON BEHALF OF WAL -MART. Chairman Otteson opened the hearing at 5:55 p.m. with the reading of publication #7731 as published in the Hutchinson Leader on January 8, 2009. Ms. Bowers commented on the request for a two lot preliminary and final plat to replat a portion of Wal -Mart 2n Subdivision. Wal -Mart has been leasing the gas station property to Murphy USA and is preparing to sell the property to Murphy USA. She explained that in order to approve the plat, a variance is needed to allow a lot area and lot width that would not comply with the C -4 district standards. She reported that the parking variance is no longer needed as there are parking spaces along the Minutes Planning Commission — January 20, 2009 Page 3 westerly property line that were not identified on the survey due to snow cover. Staff is in the process of reviewing the draft covenants and shared access and parking agreement, which was provided by the applicant and used for other Wal -Mart and Murphy gas station. Ms. Bowers commented on the uniqueness of the property as operationally it would function the same as the current arrangement, however the proposal would create a separate lot for the gas station. Staff reviewed the feedback received from planning staff and reviewed the drafted conditions for approval of the request with the following conditions: 1. The standards for granting a variance would be met for the lot area and lot width. The finding of undue hardship and uniqueness is due to the need to keep the same amount of land in the same description as the current lease area and that shared parking would be available for the gas station customers and employees. Additionally, the properties would function the same as the current circumstance, except the new lot would be carved out of the existing Wal -Mart lot. 2. The final "Easements with Covenants and Restrictions Affecting Land" agreement shall be approved by the City Engineer and City Attorney before the final plat and agreement may be recorded. The agreement shall address the shared access and parking and shall address the southwest comer of lot 1, which overlaps the shared access point from Denver Avenue on lot 2. 3. The applicant shall record the final plat and agreement at McLeod County. The Commission discussed the shared access and parking arrangements. Ms. Bowers explained access to the property is addressed in the covenants and that shared parking agreements are becoming more common to reduce the amount of paving and to allow shared parking by adjacent businesses. The Commission discussed the hardship requirement regarding lot size and stated that the hardship requirement would not be met as the lot could be one acre and would meet requirements. The Commissioners questioned why Wal -Mart couldn't divide out a larger lot that would meet requirements, especially with the shared parking arrangements. The Commission also discussed the parking requirements in relation to the variance request. Connie Villari, Cornerstone Land Surveying, commented on the other cases such as this each have received variances for area. She explained the history of Wal -Mart developing properties with gas stations, with Murphy gas leasing the area and then purchasing the properties. She explained Murphy only purchases the leased area. Wal -Mart wants to keep the parking according to their standards. She stated some of the gas stations have been closed. The Hutchinson station will remain open. Ms. Villari explained Wal -Mart access and shared parking agreements are very detailed. Mr. Lofdahl stated he has an issue with the hardship and does not think the hardship standard is met. Also discussed was that if there is a hardship, it would be a self - created hardship as the lot standards could be met by creating a larger lot for the gas station. Discussion followed on creating a nonconforming lot and the possibility of the gas station closing in the future. Ms. Villari commented on the agreements Wal -Mart has been using and how they take care of their lots. Ms. Bowers stated staff did discuss the hardship and 1019,(4 Minutes Planning Commission — January 20, 2009 Page 4 determined the property can be put to use in a reasonable manner. Staff also noted the property is unique due to the use as a gas station with a 180 sq. ft. building, which requires one parking space. Ms. Villari again explained only the current leased area is in the Wal -Mart plan and Wal -Mart does have the "first right of refusal'. She stated that other areas where the Murphy stores closed, Wal -Mart re- plated the area. There was discussion on the definition of the hardship. Mr. Lofdahl suggested that Wal -Mart plat a legal lot and if necessary apply for a parking variance or revised agreement with Murphy. Ms. Villari stated they are requesting to use the property as presently used. Mr. Currimbhoy made a motion to close the hearing. Seconded by Ms. Rock the hearing closed at 6:16 p.m. Ms. Bowers gave direction to the Commissioners to be specific to their reasons why the variance standards would or would not be met in their recommendation to the City Council. Mr. Lofdahl made a motion to deny the request as the conditions for granting a variance would not be met, including the lack of hardship, the circumstances are created by the landowner, and the property could be platted to a regular legal lot and lease parking back to Wal -Mart. Seconded by Ms. Rock. Atty. Sebora stated he does believe Wal -Mart could make the lot a legal size and it would be a self- created hardship. He stated he has reviewed the "Covenants and Restrictions" document, which is very thorough. The motion to deny the preliminary plat, final plat, and variance failed on a 2 (aye) -4 (nay) vote as follows: Mr. Lofdahl and Ms. Rock voting, aye, Mr. Czmowski, Chairman Otteson, Mr. Kovacic and Mr. Currimbhoy voting nay. Mr. Kovacic made a motion to table the request to the next planning commission meeting to allow the applicant time to reconsider revising the plan and come back with a legally conforming lot. Seconded by Mr. Currimbhoy, the motion carried unanimously. A motion was made for a short recess for staff to confer with applicant 6. NEW BUSINESS a) DISCUSSION OF 2009 PLANNING COMMISSION WORK PLAN Ms. Bowers commented on the 2009 Work Plan draft. She explained there are also Ordinance amendments staff is working on that would only go through the City Council, such as a vacant housing ordinance and nuisance housing ordinance. The items on the work plan would be done as staff time allows. The Commission and staff reviewed the items listed on the draft work plan. As time allows staff would like to update the Comprehensive Plan. The Shoreland district ordinance is outdated and needs an overhaul. Staff asked for feedback on the soil amendment ordinance recently proposed by the City Forester. Ms. Rock suggested that the City should consider design guidelines for Hwy 15. There was also a request to move Hwy 7 study recommendations earlier on the schedule. Ms. Bowers suggested that building standards could be added to certain districts, such as the C4 district. Also to look into changing the lot size requirements and shared parking possibilities. She will bring back the 2009 Work Plan next meeting. cP tjH Minutes Planning Commission — January 20, 2009 Page 5 7. OLD BUSINESS The Commission asked for an update on the Gopher Campfire variance. Staff responded that the variance was granted by the City Council and the applicant plans to building slab on grade to address accessibility to the building and can eliminate the handicapped ramp previously proposed along the front of the building. 8. COMMUNICATION FROM STAFF Staff noted that there will be election of officers in February. 9. ADJOURNMENT There being no further business the meeting adjourned at 6:58 p.m. (D 1-0,)- MEMORANDUM DATE: February 18, 2009 for the February 24, 2009 City Council meeting TO: Hutchinson City Council FROM: Rebecca Bowers, AICP, Planning Director SUBJECT: CONDITIONAL USE PERMIT FOR A CHILD CARE CENTER AT CONGREGATIONAL UCC CHURCH AT 31 — 4' AVE. S.W. Background: Kris Otte, Kidz Junction, Inc., is requesting a conditional use permit (CUP) for a child care center in the Congregational Church at 31 —4"' Ave. S.W. The childcare center recently began operation, without the required CUP, after moving from Park Elementary. Kidz Junction, Inc. is the new name for the child care center, which previously operated under the Beans Plus name. The City became aware of the new location and name change by a letter from the MN Dept. of Human Services dated January 7, 2009, which was sent to the City to provide notice of a new license and to request zoning compliance information. In the R -2 district, a conditional use permit is required for a child care center. After the applicants were informed, they quickly applied for the required conditional use permit. Additional information is contained in the attached staff report and attachments. Plannina Commission Meetina: The Planning Commission held a public hearing and considered the conditional use permit request at their February 17"', meeting. There was no one from the public who spoke on the item. Staff reviewed parking at the site noting drop off will be from on- street parking on 4"' Avenue and staff will park in the rear parking lot between the church and the bank. Staff recommended the applicant to provide a parking plan for special family events at the center. Staff noted that we are not aware of any issues or complaints raised during their operation since August. After concluding discussion, the Commission unanimously recommended approval. Recommendation: The Planning Commission unanimously recommended approval of the conditional use permit with the findings and conditions in the attached resolution. (0 60I RESOLUTION NO. 13534 RESOLUTION APPROVING A CONDITIONAL USE PERMIT TO ALLOW KIDZ JUNCTION A CHILD CARE CENTER AT CONGREGATIONAL UCC CHURCH LOCATED AT 31— fli AVE. S.W. Whereas, Kris Otte, Kidz Junction Inc., applicant, has requested approval of a conditional use permit to allow a child care center at Congregational UCC Church, 314' Ave. S.W. which is located in the R -2 zoning district with the following legal description: Legal Description: East % of Lots 6 and 7, Block 32 South Half City of Hutchinson Whereas, the Planning Commission met on February 17, 2009, and held a public hearing on the request and considered the requirements of the Zoning Ordinance and effects of the proposal on the health, safety, and welfare of the occupants of the surrounding lands, existing and anticipated traffic conditions, and the effect on values of properties in the surrounding area and consistency with the Comprehensive Plan, and hereby recommends approval of the request. The City Council 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: 1. The proposal would meet the standards for granting a conditional use permit, including providing a desirable service to the community and would not have an undue adverse affect upon adjacent property, neighborhood, traffic conditions, utility facilities and other matters affecting the public health, safety and general welfare; and, would not interfere with use of neighboring property. 2. The applicant should develop a plan for parking during special family events held by Kidz Junction and provide a copy to the City. Adopted by the City Council this 24th day of February, 2009. ATTEST: Gary D. Plotz City Administrator Steven W. Cook Mayor 1,0(<)I a....as.---- - - ---�. ...rr.... ... ....... •'0 DIRECTORS REPORT - PLANNING DEPARTMENT To: Hutchinson Planning Commission From: Brad Emans, Dolf Moon, Dave 1lunstad, Miles Seppelt, Melissa Reichl, Jean Ward, Judy Flemming, John Webster, John Olson, Lenny Rutledge, Kyle Dimler, Kent Exner, John Paulson, Mark Schnobrich, Marc Sebora, Gary Plotz, Jeremy Carter, Jim Popp, Dan Hatten, Dick Nagy, Rebecca Bowers and Bonnie Baumetz (Persons in attendance at Planning Staff Meeting (in hold) Date: February 5, 2009, for February 17, 2009, Planning Commission Meeting Application: CONDITIONAL USE PERMIT FOR A CHILD CARE CENTER AT CONGREGATIONAL UCC CHURCH AT 31 — 4 T AVE. S.W. Applicant: Kris Otte, Kidz Junction, Inc. Congregational UCC, property owner CONDITIONAL USE PERMIT Kris Otte, Kidz Junction, Inc., is requesting a conditional use permit (CUP) for a child care center in the Congregational Church at 31— 4` Ave. S.W. The childcare center recently began operation, without the required CUP, after moving from Park Elementary. Kidz Junction, Inc. is the new name for the child care center, which previously operated under the Beans Plus name. The City became aware of the new location and name change by a letter from the MN Dept.of Human Services dated January 7, 2009, which was sent to the City to provide notice of new license and to request zoning compliance information. In the R -2 district, a conditional use permit is required to allow a child care center. After the applicants were informed, they quickly applied for the required conditional use permit. lD UL) Conditional use permit Planning Commission — 2 -17 -09 IGdz Junction Inc. 314 Ave. S.W. Page 2 GENERAL INFORMATION Existing Zoning: The education building (31 — 0 1 Ave. S.W.) is located in the R -2 (Medium Density Residential) district. The church is located in the C -3 (Central Commercial) district. Property Location: Lot Size: Existing Land Use: Adjacent Land Use And Zoning: Comprehensive Land Use Plan: Zoning History: 31— 4 "' Ave. N.W. 66'X 132' Church Uses The surrounding properties are R -2 or C -3 zoned properties, with a mix of commercial, residential, and other church uses. Traditional Residential Neighborhood In 1966, a setback variance was granted for construction of the church education building. Kidz Junction, Inc. is the new name for this child care center, which previously operated under the Beans Plus name. The applicant operated a before and after child care program in the Park Elementary School. Beans Plus moved to the Congregational UCC church at 31 -0 Ave. S.W. in August of 2008, without the required CUP. As noted, the City received a letter from the MN Dept.o£ Human Services dated January 7, 2009, informing us of their license for Kidz Junction Inc. being moved from the school to 31 — 4` Ave. S.W. There is another Beans Plus child care center location at 267 -4` Ave. N.W., for which a CUP was approved in.November, 2007. Applicable Regulations: Sections 154.057 and 154.170, City Code Analysis: Kidz Junction, Inc. and the Congregational UCC Church have applied for a conditional use permit for the child care center serving school age children in the education building. Churches, day care facilities and schools are conditionally permitted in the R -2 District. The center is a school program which focuses on children in grades K — 5. The program is for children before and after school, during the summer, and other non - school days. The center would be open from 6:00 a.m. to 6:30 p.m. They will be utilizing up to 6 classrooms in the education building and are licensed for 67 children. Parents will drop off and pick up children at the front entrance of the education building on 4` Avenue. Staff will park in the rear parking lot between the church and the bank. Two spaces will be utilized September thm June and approximately 10 spaces through the summer months. (0 cc) I Conditional use permit Planning Commission — 1 -17 -09 Kidz Junction Inc. 314" Ave. S.W. Page 3 In reviewing the CUP, the Commission shall consider if the request meets the following standards: (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 Recommendation: Staff reviewed the proposal at the planning staff meeting and did not have any objections to the proposed use. Staff noted that the childcare center has been operating since August without any known complaints. Staff discussed parking requirements and stated that there should be a parking plan for special events that may require extra parking spaces beyond typical operation. There is adequate parking in the Church parking lot and also on street parking for the proposed operation. The Fire Dept. inspection was completed as required by the State of MN prior to the child care center moving to the building. Staff recommends approval of the CUP, with the following findings and conditions: The proposal would meet the standards for granting a conditional use permit, including providing a service to the community and would not have an undue adverse affect upon adjacent property, neighborhood, traffic conditions, utility facilities and other matters affecting the public health, safety and general welfare; and, would not interfere with use of neighboring property. The applicant should develop a plan for parking during special family events held by Kidz Junction and provide a copy to the City. Cc: Kris Otte, Kidz Junction Inc., 267 -4` Ave. N.W. l0 t L J 1 &99'Vpo Kidz Junction Inc JAN 2 0 ?109 267 4 Ave NW City of FiLe.r- ;nso ® Hutchinson MN 55350 Dsot -a P.Z.$ 320- 234 -7212 To Whom It May Concern: This is a request to use the First Congregation United Church of Christ Education Building located at 31 0 Ave SW in Hutchinson for a before and after school program. Also to be utilized during the summer months and non school days. We have operated our before and after school program out of Park Elementary for the past 5 years. In August of 2008 we were asked to leave for spacing issues with Park Elementary. For several months we have searched to find an adequate location that is close to Park Elementary, the down town area, and walking distance to nearby parks. We have found that location with the UCC church. We operate a before and after school program from 6:00 am to 6:30 pm. This is a place for the children ages K thru 5` grade to go to while their parents attend work, school or whatever it may be. We assist the children with homework and study time. We have board games, card games, art activities, exploration activities for the children to do while they are in attendance with us. We are currently licensed for 67 children; we operate out of 5 rooms in the building divided out into age categories. Parents are able to drop and pick up their children using the front entrance of the building on 0 Ave, they assist their children into the building to make sure they have arrived safely. Staff utilize the back parking lot between the UCC church and First Minnesota Bank, during the months of September thru June we are only in need of 2 parking spots and during the summer months of June thru August we will utilize approx. 10 thru out the day. Thank you for your time and consideration in this matter Sin r Kris and Cory Otte Owner of Kidz Junction Inc (4(c)( 5 February 24, 2009 City of Hutchinson Hutchinson Municipal Airport — Butler Field Operations & Maintenance 1400 Adams St SE Hutchinson, MN 55350 Phone (320) 234 -4219 Fax(320)234-6971 To: Honorable Mayor and City Council members From: John Olson, Public Works Manager CC: Kent Exner, City Engineer Subject: Federal Aviation Administration (FAA) Grant — Hangar Improvement Last October, the City entered into an agreement with TKDA for developing plans and specifications for a proposed commercial hangar project. At that time, we did not know whether the project development costs would need to be separated from construction costs or be included with construction costs. Application for a grant was left open- ended; depending upon what would best fit current FAA funding. Since last October, it was decided that it would be in the City's best interest to apply for a grant for the project development costs. The grant was accepted and grant documents were faxed to the City on Friday February 20. Action tonight should include acceptance of the FAA grant and authorize Mayor Cook and City Administrator Plotz to execute the grant on behalf of the City. Staff will be present to address any questions you may have. TO: Mayor & City Council FROM: Kent Exner, City Engineer RE: Consideration of Items for Energy Park Improvements Phase I Project (Letting No. I/Project No. 09 -01) DATE: February 24, 2009 City staff requests that the City Council approve the appropriate Resolutions to set a Public Hearing for the above referenced project at the March 24th City Council meeting. City staff will be reviewing potential assessments with property owners that are adjacent to this project prior to the Public Hearing. This project includes the roadway, drainage, water main, and sanitary sewer infrastructure improvements necessary to serve the Energy Park North development plat. We recommend that the attached Resolutions and Notices be approved as described above. cc; Gary Plotz, City Administrator CP (-R-) RESOLUTION NO. 13537 RESOLUTION ORDERING PREPARATION OF REPORT ON IMPROVEMENT LETTING NO. 1 PROJECT NO. 09 -01 WHEREAS, it is proposed to improve: Energy Park Improvements Phase 1 by new roadway construction and utility infrastructure installations including construction of trunk and lateral storm sewer and treatment/drainage improvements, trunk and lateral sanitary sewer and services, trunk and lateral watermain and services, grading, aggregate base, concrete curb and gutter, bituminous base, bituminous surfacing, lighting, landscaping, restoration and appurtenances; and WHEREAS, it is proposed to assess the benefited property for all or a portion of the cost of the improvement, pursuant to Minnesota Statutes, Chapter 429, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT, the proposed improvement, called Letting No. 1 /Project No. 09 -01, be referred to the Engineer for study and that that person is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is necessary, cost- effective, and feasible; whether it should best be made as proposed or in connection with some other improvement; the estimated cost of the improvement as recommended; and a description of the methodology used to calculate individual assessments for affected parcels. Adopted by the Council this 24th day of February 2009. Mayor: Steven W. Cook City Administrator: Gary D. Plotz L, to-) TO: FROM: Kent Exner, City Engineer DATE: February 24, 2009 SUBJECT: Letting No. 1 /Project No. 09 -01 I have studied the following proposed improvements and find that the proposed project is feasible and recommend it be constructed: 1-1/P09 -01 Energy Park Improvements Phase 1 by new roadway construction and utility infrastructure installations including construction of trunk and lateral storm sewer and treatment/drainage improvements, trunk and lateral sanitary sewer and services, trunk and lateral watermain and services, grading, aggregate base, concrete curb and gutter, bituminous base, bituminous surfacing, lighting, landscaping, restoration and appurtenances. co Ce-� RESOLUTION NO. 13538 RESOLUTION RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT LETTING NO. 1 PROJECT NO. 09-01 WHEREAS, pursuant to a resolution of the Council adopted February 24"', 2009, a report has been prepared by Kent Exner, Public Works Director /City Engineerwith reference to proposed Letting No. 1 /Project No. 09 -01, the improvement of: Energy Park Improvements Phase 1 by new roadway construction and utility infrastructure installations including construction of trunk and lateral storm sewer and treatment/drainage improvements, trunk and lateral sanitary sewer and services, trunk and lateral watermain and services, grading, aggregate base, concrete curb and gutter, bituminous base, bituminous surfacing, lighting, landscaping, restoration and appurtenances; and said report was received by the Council on February 24th, 2009 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. The Council will consider the improvement of such street(s)s in accordance with the report and the assessment of benefited property for all or a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429, at an estimated total cost of the improvement of $1,895,200.00. 2. A public hearing shall be held on such proposed improvements on the 24th day of March, 2009, in the Council Chambers of the Hutchinson City Center at 6:00 P.M., and the Clerk shall give mailed and published notice of such hearing and improvements as required by law. Adopted by the Hutchinson City Council this 24th day of February, 2009. Mayor: Steven W. Cook City Administrator: Gary D. Plotz c, (4e-) C r I j'. M fl R At N D U N TO: Mayor & City Council FROM: Kent Exner, City Engineer Miles Seppelt, EDA Executive Director RE: Consideration of Engineering Services Agreement with SEH Inc. for Energy Park Improvements Phase 1 Project DATE: February 24, 2009 City staff requests that the City Council approve an Engineering Services Agreement with SEH Inc. to complete the design of the roadway and drainage infrastructure within the Energy Park Improvements Phase 1 project. Due to other project needs and the need to accelerate the schedule for this project, City staff will address the utility plans, project administration/coordination, specifications writing, bidding process, assessments and document preparation while utilizing a consultant to develop the roadway and drainage plans. Thus, SEH has submitted a proposal for the requested services. SHE administered the Feasibility Study of this project for the EDA, thus they are best prepared to most cost - effectively complete the necessary engineering services. We recommend that the Engineering Services Agreement with SEH Inc. be approved in the not -to- exceed amount of $58,700. cc: Gary Plotz, City Administrator 6(-(-) /..A SEH February 19, 2009 Kent Exner City Engineer 111 Hassan Street SE Hutchinson, Minnesota 55350 Dear Mr. Exner: We are pleased to submit this proposal for specialty services on the Energy Park North project related to the final design of storm sewer, storm water ponds, and the utility crossings at the high pressure gas main. We have recently completed the Preliminary Plat and Feasibility Report for the Energy Park North Project. Our local presence and familiarity with the details of this project, along with our experienced team, will allow us to provide efficient and cost - effective service to help make this project a success. We have based our proposal on the scope of services previously discussed. The proposal would include specific final design tasks as outlined below for a fee of $58,700. The tasks would encompass preparation of final design and construction plans for the storm sewer and storm water ponding. Services would also include preparing final design plans and details for crossing the 12 -inch diameter high pressure gas main with street and public utilities. Finally, statement of estimated quantities and the associated cost estimates would be prepared for the design portions outlined above. The work related to these design tasks would be completed in close coordination with city staff as they prepare the other final design components for the project. The plan sheets and design details would be submitted to the City of Hutchinson and included as a part of the overall plan setfbid package for the project. The final design would take into consideration the following items: • Utilize sustainable low impact design where applicable. • Provide final design, construction notes, and details on proposed storm sewer and storm water pond improvements. • Prepare storm water pollution prevention plan. • Prepare final design and details for high pressure gas main crossing. • Provide statement of estimated quantities along with estimated construction costs for design components outlined above. We anticipate coordination with City of Hutchinson Public Works, Hutchinson Economic Development Authority, and Hutchinson Utilities Commission will be part of our services. Short Elliott Hendrickson Inc., 310 Main Avenue West. P.O. Box 776. Gaylord. MN SS334.0776 SCH 1s an equal opportunity emplayer I www.sehinc.com 1 507.237.2924 1 800.838.8666 1 507237.5516 tax Kent Exner February 19, 2009 Page 2 The proposed project team would consist of: John Rodeberg, Professional Engineer /Client Service Manager Justin Black, Professional Engineer /Project Manager Sandra Pomplun, CADD Technician Jeremy Walgrave, Professional Engineer/Water Resources Ai Schwidder, Professional Engineer /Geotechnical Chris Behringer, Landscape Architect/Sustainable Design Justin would serve to design and manage the day -to -day activities of the project. John, who had previously led the engineering and public works departments at the City of Hutchinson for 17 years, would provide coordination and project review. John offices in Hutchinson and would be able to provide a high level of project insight and knowledge of city functions. Individual resumes can be provided upon request. We look forward to the opportunity to discuss your project and our proposal with you. Our proposal is based on our understanding and expectations of the project scope. We would be willing to negotiate a revised cost based on a variation in the scope. If we are to proceed, we would prepare a contract agreement that SEH and you would sign. If you need any additional information about the capabilities of SEH or the details of our proposal, please contact John Rodeberg at 320.587.7341. Thank you for your consideration. Sincerely, SHORT ELLIOTT HENDRICKSON INC. John Rodeberg, PE Client Service Manager du 0.: �CwnmuoiWimOLVlSUbmiuelsll009V11TfOi1NSgNE�uryy Puk P,opOUMMIO SWAM Justin L. Black, PE Project Manager (P(-0 111 Hassan Stmt Southeast Hutchinson, MN 55350 (320) 587-5 1 5 11Fm: (320) 234 -4240 City of Hutchinson APPLICATION FOR GAMBLING DEVICES LICENSE In provisions of the City of Hutchinson Ordinance No. 655 and Minnesota Statutes Chapter 349 All applications must be received at least 30 days before event in order to be considered Application T ype Short Term Date(s) =-1 ( O 12.06 q - .�— Fee: $30.00 Mon" /Year - Mont /Year organization Information ArLkkt Tvaih�,v.nar�A c }a }car. C- 6VA - cr. 37- Z.S97. Say Z Name Phone Number COA 'S wva is !9r. J_ S6'34Fo -HIS Address where regular meeting are held City State Zip Day and time of meetings? 5 :00 e m 3v kk-�M Is this organization organized under the laws of the State of Minnesota? liCyes ❑ no How long has the organization been in existence? How may members in the organization? ISO What is the purpose of the organization? ye r r 1✓ a�u�. �i Ana x A �U t CaFV SW1 In whose custody will organization records be kept? S' osotn CAa' -44 31o.t185. Name Phone Number 31 Ylo Wir�s�r l MN S'S34S' Address city Stare zi LTM :SalS o-� T&Aa,A<.tr ul- 2•40 • S54 (I. True Name Phone Number _ 2 t S5 et CA. Rd ck Wyt.•ea M N.�_ S,S399' Residence Address City Stale Zip Date of Birth: 61 / 2S / 14 PlaceofBirth: EYU.Isrer MN Month /day/year City State Have you ever been convicted of any crime other than a traffic offense? ❑ yes O no If yes, explain: to C� GryofHulchmson Application for Bingo Gambling Devices Limme Page 1 of 3 Designated Gamblin Manag (Qualified under Minnesota Statute 329 .Fd ha Teav� De CKe,^ Sao - , V B� -4119/ Tree Name Phone Number a Nau)Ord taK _AfAl 563AI Residence Address City — /Q T State Zip Date of Birth: f l rr / 7,R Place of Birth: le– ©rT s[ Month/day/year City Stare Have you ever been convicted of any crime other than a traffic offense? ❑ yes A no If yes, explain: How long have you been a member of the organization? / `/ � r Game Information Location 41 1 Cro..► ,Jcar crs 'kv clk.b 32,0 5a ?3070 Name of location vOhere game will be played Phone Number 915 Co(era.A. ems NW fkk"i^Sd% Pna SS3SO Address of location where game will be played City State Zip Date(s) and/or day(s) gambling devices will be used: (s lat. X00 0 , through �^ AM Hours of the day gambling devices will he used: From 10%66 pM To (p :C90 Maximum number of player: `00 Will prizes be paid in money or merchandise? 19 money ;§ merchandise Will refreshments be saved during the time the gambling devices will be used? 0 yes ❑ no If yes, will a charge be made for such refreshments? ❑ yes id no Game Information Location 42 Name of location where game will be played Phone Number Address of location where game will be played City State Zip Date(s) and/or day(s) gambling devices will be used: through tllvi AM Hours of the day gambling devices will be used: From pM To PM Maximum number of playa: Will prizes be paid in money or merchandise? ❑ money ❑ merchandise Will refreshments be served during the time the gambling devices will be used? ❑ yes ❑ no If yes, will a charge be made for such refreshments? ❑ yes ❑ no Officers of the Or aaization QfnecemaM list additional names on separ sheet SCt �' _ a - We � u h n Name Residence Address City State Pip Title Name State Residence Address City Zip ■ City of Hulcbimon dpplicaBon for Bingo Gambling Device Limme Page 3 of 3 Name Title ,State Name City State zip City State zip Title Have you (Gambling Manager and Authorized Officer) read, and do you thoroughly understand the provisions of all laws, ordinances, and regulations governing the operation and use of gambling devices (as outlined in City of Hutchinson Ordinance 114.20 and Minnesota Statutes Chapter 349)7 Gambling Manager Q yes 17 no Authorized Officer Byes ❑ no Initial Initial I declare that the information I have provided on this application is truthful, and I authorize the City of Hutchinson to investigate the information submitted. Also, I have received from the City of Hutchinson a copy of the City Ordinance No. 114.20 relating to gambling and I will familiarize myself with the contents thereof autnorizea q(licer of Signature ofgambling manager oforganization 2 (Aoo 9. —� I Date Internal Use Onl City Council U approved ❑ denied Notes: 2 Adult Training & Habilitation Center Winste& West BOARD OF DIRECTORS Appointed Name /Address 1) 5/08 -5/11 CHERYL BEILKE CHAIR (3 Term) 20485 Lake Hook Road Hutchinson, MN 55350 H 320 -587 -5469 Fax 320 - 234 -1039 Finance/Personnel/Fundraising W 320- 234 -1772 beilke4Qln9chtelaet 2) 5/08 — 5111 CHRISTINE DAVIS VICE CHAIR (2n Term) 9692 Co. Rd 2 Glencoe, MN 55336 320 - 864 -5644 PersonneUFinance/Fundraising chris(a7etudeks com 3) 10 /00 -10/09 JAMES FAHEY TREASURER (3r Term) 904 Hwy 15 South Hutchinson, MN 55350 320 - 234 -3510 (work) 320-234-0937(fax) 320 - 587 -6691 (home) (cell) 320 -583 -8559 iimfahewWahevsales com Finance/Fundraising/Personnel 4) 4/0213/10 (3r Term) RICHARD SCHIMMEL SECRETARY 5) 1/03 -1/09 (2n Term) 6)5108-5111 (2nd Term) 7) 5/08-5/11 (2 Tom) 8) 1/09 -1 /12 1109 (3 year terms) 2110 Upland Avenue Mayer, MN 55360 952 - 955- 1177(home) 952- 994- 6603(cell) gchimmelQhughes net Finance/Fundraising/Personnel CHARLOTTE KNICK 10374 Tagus Ave Brownton, MN 55312 320 - 328 -5573 PersonelUFinance/Fundraising CHRISTINE DAVIS 9692 Co. Rd 2 Glencoe, MN 55336 320- 864 -5644 ctuiaa.etudeks.com NANCY KRCIL 16535 Garden Ave Glencoe, MN 55336 320 - 864 -4637 deer(alwildbluecoou com GERARD STIFTER 362 South Shore Drive Winsted, MN 55395 Personell/Finance/Fundraising Personnel/Finance/Fundraising Personnel/Finance/Fundraising E. Internal Revenue Service Date: June 19, 2007 ADULT TRAINING & HABILITATION CENTERINC 311 FAIRLAWN AVE W WINSTED MN 55395 -7839 Department of the Treasury P. O. Box 2508 Cincinnati, OH 45201 Person to Contact: Miss Csinsi 17 -56980 Customer Service Representative Toll Free Telephone Number: 877 - 829 -5500 Federal Identification Number: 41- 6052785 JUA � 5 Ar Dear Sir or Madam: PA H ' This is in response to your request of June 19, 2007, regarding your organization's tax - exempt status. In August 1966 we issued a determination letter that recognized your organization as exempt from federal income tax. Our records indicate that your organization is currently exempt under section 501(c)(3) of the Internal Revenue Code. Our records indicate that your organization is also classified as a public charity under sections 509(a)(1) and 170(b)(1)(A)(vi) of the Internal Revenue Code. Our records indicate that contributions to your organization are deductible under section 170 of the Code, and that you are qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Internal Revenue Code. If you have any questions, please call us at the telephone number shown in the heading of this letter. Sincerely, Michele M. Sullivan, Oper. Mgr. Accounts Management Operations 1 E C TO: Mayor & City Council FROM: Kent Exner, City Engineer RE: Consideration of Deleting Deferred Assessments (SA5059A) DATE: February 24, 2009 City staffrequests that the Council approve the appropriate Resolutions to delete assessments on certain parcels ofproperty that are presently outside the city limits: Acct# 12 City PID# 07- 116 -29 -09 -0001 County PID# 06.064.0010 $10,082.00 Acct# 13 City PID# 07- 116 -29 -09 -0002 County PID# 06.064.0020 $ 6,037.00 Acct #14 City PID# 07- 116 -29 -09 -0003 County PID# 06.052.0130 $ 6,037.00 These parcels will be reassessed for the improvements related to the deleted assessments when the parcels are annexed into the city limits and/or development is initiated. We recommend that the attached Resolutions be approved as described above. cc: Gary Plotz, City Administrator RESOLUTION NO. 13535 RESOLUTION DELETING ASSESSMENTS AND ADOPTING REVISED ASSESSMENT ASSESSMENT ROLL NO. 5059A LETTING NO. 91PROJECT NO. 02 -18 WHEREAS, pursuant to resolution and notice of hearing the Council has met and reviewed the proposed assessment for improvement of Jefferson Street SE from Jefferson Court SE to Toronto Avenue by construction of storm sewer, sanitary sewer and services, watermain and services, grading, gravel base, concrete curb and gutter, bituminous base, bituminous surfacing, sidewalk, trail, street lighting and appurtenances and WHEREAS, the following parcels are presently outside the city limits and are therefore not assessable at this time. It is proposed to delete the following parcels from the assessment roll and reassess said parcels when they are annexed into the city limits and/or development is initiated: Acct# 12 City PID# 07- 116 -29 -09 -0001 County PID# 06.064.0010 $10,082.00 Acct# 13 City PID# 07- 116 -29 -09 -0002 County PID# 06.064.0020 $ 6,037.00 Acct #14 City PID# 07- 116 -29 -09 -0003 County PID# 06.052.0130 $ 6,037.00 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such proposed assessment, a copy of which is attached hereto and made a part hereof, is hereby accepted, and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 2. Such assessment shall be payable in equal annual installments extending over a period of ten (10) years, the first of the installments to be payable on or before the first Monday in January, 2003, and shall bear interest at the rate of 4.38 percent per annum as set down by the adoption of this assessment resolution. To the first installment shall be added interest on the entire assessment from November 1, 2002, until the 31st day of December, 2003. To each subsequent installment when due, shall be added interest for one year on all unpaid installments. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Treasurer, except that no interest shall be charged if the entire assessment is paid by the 15th day of November, 2002; and he may, at any time thereafter, pay to the City Treasurer the entire amount of the assessment remaining unpaid, with interest accrued to the 31 st day of December, of the year in which such payment is made. Such payment must be made before November 15, or interest will be charged through December 31, of the next succeeding year. 4. The Administrator shall forthwith transmit a certified duplicate of this assessment to the County Auditor to be extended on the property tax lists of the County, and such assessment shall be collected and paid over in the same manner as other municipal taxes. Adopted by the Council this 24th day of February 2009. 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YNQ04 KLM $L,BST.00 SL1Y Y:l <[i6TI1nY1R IaY�lof RflM' 10 $3.233.00 WATER COYTNNR IFIIesATIUiE aaFf $1,$00.00 5ACAYACCYg1' NCIIAI/.M/WACWIOM aoYl ®: in]m0i Intl' NC: 6l(1']lIW] tlMAFVf£D'. F]IBVIICe m IIPARTNG: IwrllgBP3 AOYOIAII' mm1 RPfmAmmom IJRIILie6RI11P11 FR1MI YII�I ?Y681FA7 YA�i i RIBS OVA" daF18 wow 1�F0 MI /11AR8 Isl Ke�*Inrr...a W W W rr Nro�- 1 e K .na NL. r� li _ IS W7 - I16 -MA7L W H., 0.k4Comu FFi SJArsu. ]]5 df,, C'm - ]35 elrw Cr SP 1- 2. Ybd I 3s19N]0 Iluedulwn MN SS]w ILSiw.ie: Pgrm.w`kAYl4 0 120 W m. f15. S-0B� LhrvuaW Bunn Pn' AMJeeu 1135 Pilmanm5t _ _ _ 1)85 fimmm5li Pam of LVb zMOM ILOdYiRn ]n0+i SSSw AW NY:VVUri 9l TII4N IL`9R'SIB Aces B NAO AB 17 t(f{Itr20.0F61p_ _ SetsWdP W FYeed Pie NYlega 4)S9 $FE I589dlnwP W lPaf911S'n Nl fmvlu8 _ - _ - „_w OtYI Hu�dwfun :W\ 5"w 1+d PW idn'aim.T11615.iDf l3Aaea F AO h8 0]- IILZfd&BdBF k1mG T� r He AJJma i)tl eflmon SSE +_i+J .Iw W5 afY YSS Iluxhnxn MN 6]iw R] F W of lan B N OfW. S6TK 4"F]12 n51]firdw 5nBtn UI TfI4N- It296' wAda d .00 p,81 19 116391P 10 '1'emWlelLe P .Aflmga 1]0 dfvwlCr SE ]]0 jdle ., r] V Ln 1 tlbd f L389.6¢iF YWWnun Mlr Y5.lY1 IWwdr 4LA YnvMn lva 0 an SO PI- II4- 29- 8fw1131 q'pgi.W ..y1 PWnun Frt .SJdms ]IY df—GSk 'r318 }.UOA 1Y1 dm..n ca v:. Ileslw.n MA 8Y880 I.Y a 8Y01 ILnren'. SLd Pm�m l.aa� ! M+Q! f/.00 OPAL- A15WPOWTWLL FIO. "'UMM �AIFADP= FOX P A.NYAp 1N19 0AAA]f0 1.p.BW.0B IYR,11].G0 V v 6AAMA LERF WW 2C 2 MEMORANDUM DATE: February 18, 2009 for the February 24, 2009 City Council meeting TO: Hutchinson City Council FROM: Rebecca Bowers, AICP, Planning Director SUBJECT: ANNEXATION AND SKETCH PLAN FOR THE 68 -ACRE HACKBARTH PROPERTY, LOCATED NORTH OF WARRIOR MANUFACTURING AND SOUTH OF LUCE LINE TRAIL Backaround: The Hutchinson EDA has secured a contract for deed on the 68 -acre Hackbarth property for the development of an industrial park. The EDA has hired SEH to prepare the sketch plan (attached) and feasibility study for development of the site. Additional information on the proposed sketch plan and staff review comments are included in the attached Planning Commission staff report and attachments. Annexation and Public Hearin A petition for annexation has been submitted by the Hackbarth's and the required 30 day notice period to the township, County, and adjacent property owners has been initiated. A public hearing for annexation is required to be held by the City Council. A second reading by the Council and approval by the State Municipal Boundary Adjustments Board is also required before the annexation is complete. Plannina Commission Meetina: The Planning Commission discussed the proposed annexation and sketch plan under new business at their February 17"', meeting. The Commission discussed the nearby homes and the need for benning to the north and west. Commissioner Rock asked why the lots were so large and what the planned square footage of the buildings would be. Miles Seppelt, EDA Director, stated the EDA does not have planned building sizes and that most of the interest expressed is for larger lots. The lots could be subdivided in the future if smaller lots are desired. John Rodeberg, consulting Engineer with SEH, added that the easement along the east lot boundary would contain the trunk sanitary sewer and water lines that would extend services closer toward the Highway 7 and 22 future development area. After concluding discussion, the Commission unanimously recommended forwarding the proposal to the City Council with positive feedback. Additional review will be required after the rezoning, preliminary plat, and final plat applications and plans are submitted. Recommendation: The Planning Commission unanimously recommended forwarding the annexation and sketch plan proposal to the City Council with positive feedback. q( ) PUBLICATION NO. ORDINANCE NO. 09 -0522 AN ORDINANCE EXTENDING THE CORPORATE LIMITS OF THE CITY OF HUTCHINSON TO INCLUDE CERTAIN LAND THAT ABUTS THE MUNICIPALITY AND IS LESS THAN 120 ACRES PURSUANT TO MINNESOTA STATUES 414.033, SUBDIVISION 2 (3) AND 2b WHEREAS, Marvin Hackbarth and Rebecca Moehrle, property owners, are requesting that certain land be annexed to the City of Hutchinson, as legally described below, and: That part of the West Half of the Northeast Quarter and that part of the East Half of the Northwest Quarter, all in Section 5, Township 116 North, Range 29 West, McLeod County, Minnesota described as: "The West half of the Northeast Quarter except the North 50 feet thereof; also excepting that part of the West Half of the Northeast Quarter of Section 5 lying south of Township Road; And, that part of the East half of the Northwest Quarter described as beginning at the Northeast comer of the said East half of the Northwest Quarter; thence south 2,220 feet to the center line of the Glencoe and Hutchinson Road; thence along the center of said road North 66 degrees West 114 feet; thence North 724.2 feet; thence West 495 feet; thence North 1,443 feet to the North line of said East Half of the Northwest Quarter; thence East 600 feet to the point of beginning, except the North 50 feet thereof, all in Section 5, Township 116 North, Range 29 West, subject to existing railroad right of way and existing highways and easements of record. Also excepting therefrom the following described tract of land: That part of the West Half of the Northeast Quarter of Section 5, Township 116, Range 29 McLeod County, Minnesota, and that part of Lot 7 of the Auditor's Plat of the West half of and Section 5 described as beginning at the Northeast comer of Lot 8 of said Auditor's Plat; thence on an assumed bearing of South along the East line of said Lot 8 a distance of 719.75 feet to the centerline of a township road; thence South 64 degrees 04 minutes East along said centerline a distance of 944.21 feet; thence North a distance of 1142.40 feet to a point bearing east from the point of beginning; thence West a distance of 849.13 feet to the point of beginning, all located in McLeod County, Minnesota. AND EXCEPTING That part of the West Half of the Northeast Quarter of Section 5, Township 116, Range 29 McLeod County, Minnesota described as commencing at the Northeast comer of Lot 8 of the Auditor's Plat of the West half of Section 5, Township 116, Range 29; thence on an assumed bearing of South along the East line of said Lot 8 to the centerline of a township road; thence South 64 degrees 04 minutes East along said centerline a distance of 944.21 feet to the point of beginning of the parcel herein described; thence continuing South 64 degrees 04 minutes East along said centerline a distance of 8 1. 18 feet; thence North a distance of 1177.90 feet to a point bearing East from the Northeast corner of said Lot 8; thence West a distance of 73.00 feet to a point bearing North from the point of beginning; thence South a distance of 1142.40 feet to the point of beginning." Lying north of the northerly line of McLeod County Highway Right of Way Plat No. 47, according to the recorded plat thereof. 1 la) Ordinance No. 09 -0522 City of Hutchinson/Marvin Hackbarth Annexation March 10, 2009 Page 2 WHEREAS, said property is unincorporated and abuts the City of Hutchinson on its eastern boundary, is approximately 68 acres in size, and is not presently served by public water or sewer facilities; and WHEREAS, Marvin Hackbarth and Rebecca Moehrle are the sole owners of the property, the property is not included within any other municipality, and is not included in any area that has already been designated for orderly annexation pursuant to Minnesota Statues 414.0325, and WHEREAS, the City of Hutchinson held a public hearing on February 24, 2009, and NOW, THEREFORE, the City Council of Hutchinson, Minnesota does hereby ordain: SECTION 1. The City Council hereby determines and finds that the property abuts the municipality and is less than 120 acres, that the area to be annexed is approximately 68 acres, that the property is not included in any area that has already been designated for orderly annexation pursuant to Minnesota Statues 414.0325, and that the request complies with all of the provisions of Minnesota Statutes 414.033 Subd. 2 (3) and 2b and SECTION 2. The property abuts the city limits and is about to become urban or suburban in nature and that the property is about to be developed by the City of Hutchinson Economic Development Authority for the purpose of industrial development with municipal services, and SECTION 3. The corporate limits of the City of Hutchinson are hereby extended to include the Property and the same is hereby annexed to and included within the City of Hutchinson as if the property had originally been part thereof. SECTION 4. The population of the area legally described within and hereby annexed is zero. SECTION 5. The City of Hutchinson, pursuant to Minn. Stat. 414.036, that with respect to the property taxes payable on the area legally described herein, hereby annexed, shall make a cash payment to Hassan Valley Township in accordance with the following schedule: a. In the first year following the year in which the City of Hutchinson could first levy on the annexed area, an amount equal to 361.39 b. In the second and final year, an amount equal to 361.39 SECTION 6. That pursuant to Minn. Stat. 414.036 with respect to any special assessments assigned by the township to the annexed property and any portion of debt incurred by the township prior to the annexation and attributable to the property to be annexed, but for which no special assessments are outstanding, for the property legally described herein, there are no special assessments or debt incurred by the township on the subject area for which reimbursement is required. SECTION 7. The City Administrator is directed to file copies of this ordinance with the Office of Administrative Hearings - Municipal Boundary Adjustments, Hutchinson Township, the McLeod County Auditor, and the Minnesota Secretary of State. Ordinance No. 09 -0522 City of Hutchinson/Marvin Hackbarth Annexation March 10, 2009 Page 2 SECTION 8. This ordinance takes effect upon its passage and publication and the filing of the copies as directed in Section 7 and approval of the Ordinance by the Office of Administrative Hearings - Municipal Boundary Adjustments. First Reading: February 24, 2009 Final Reading and Passed: March 10, 2009 Adopted by the City Council thisl0` day of March, 2009. ATTEST: Gary D. Plotz City Administrator Steven W. Cook Mayor q L�L) ,, .rr.�w..wrrsr+• .rwr.w.rr.+rr . r. .rr v r.. rrrrr.rr :rrsrrwrr.�rr . rrrrrsrrrr v.wre. wrr. rrrr wrr r rrrw DIRECTORS REPORT - PLANNING DEPARTMENT To: Hutchinson Planning Commission From: Brad Emans, Dolf Moon, Dave Hunstad, Miles Seppelt, Melissa Reich[, Jean Ward, Judy Flemming, Jobe Webster, John Olson, Lenny Rutledge, Kyle Dimler, Kent Esher, John Paulson, Mark Schnobrich, Marc Sebora, Gary Plotz, Jeremy Carter, Jim Popp, Dan Hatten, Dick Nagy, Rebecca Bowers and Bonnie Baometz (Persons in attendance at Planning Staff Meeting (in bold) Date: February 9, 2009, for February 17, 2009, Planning Commission Meeting Application: ANNEXATION AND SKETCH PLAN FOR THE 6 8-ACRE HACKBARTH PROPERTY, LOCATED NORTH OF WARRIOR MANUFACTURING AND SOUTH OF LUCE LINE TRAIL Applicants: Hutchinson EDA and Marvin Hackbarth, Property Owner Annexation and Sketch Plan The Hutchinson EDA has secured a contract for deed on the 68 -acre Hackbarth property for the development of an industrial park. A petition for annexation has been submitted by the Hackbarth's and the required 30 day notice period to the township, County, and adjacent property owners has been initiated. The EDA has hired SEH to prepare a sketch plan (attached) and feasibility study for development of the site. The public hearing for the annexation is scheduled for the February 24, 2009 City Council meeting. A second reading by the Council and approval by the State Municipal Boundary Adjustments Board is also required. r L4L) Annexation and Sketch Plan Planning Commission — 2 -17 -09 Hackbarth property — 68 acres Page 2 GENERAL INFORMATION Existing Zoning: Agriculture Property Location: North of Warrior Manufacturing and South of the Luce Line Trail Lot Size: 68 Acres Existing Land Use: Agriculture Adjacent Land Use And Zoning: The properties to the north are a mix of commercial/industrial uses outside of city limits and residential to the northwest. The property is bordered by agricultural uses to the east and Industrial to the west and south. Comprehensive Land Use Plan: Industrial Zoning History; The property is located in the Joint Planning Area and is zoned agricultural. Analysis: The following comments are provided as guidance to the applicant and Planning Commission on the sketch plan review. The Commission should provide feedback to the applicant on the overall development proposal so that the applicant can address any issues. Planning staff reviewed the sketch plan and provided comments, which are incorporated into the review categories below. Comprehensive Plan: The 2002 Comprehensive Plan identifies the timing and density for development on the staging plan. The Hackbarth property is identified on the Staging Plan as having the potential for utility extension and development between 2000 — 2005. The property is designated for industrial land use category, which could include manufacturing, warehousing, assembly, truck terminals, and other businesses that provide goods and services, but not directly to the public. Zoning and Land Use: The property will be zoned R -I (Single Family Residential) upon annexation into the City, as required by the Zoning Ordinance. A rezoning to I -1 (Light Industrial) would be required for development of the planned industrial park and would be consistent with the City's long term plans. As the property to the northwest is residential, sensitivity to the neighbors should be accommodated in the development planning. Staff notes that there will be a need to provide a visual and sound buffer from the residential neighborhood on the northwest of the property to minimize land use conflicts between industrial uses and the homes. Lot Arrangement The sketch plan on the 68 acre site identifies 6 developable lots ranging from 7 acres to 13.5 acres. Two other lots shown on the sketch plan have issues due to the location of the high pressure natural gas line, which cannot have any improvements over the 50 -foot wide easement area. Lot 1, Block I is a 3.3 acre lot east of the Hutchinson Utilities property, which is bisected by the gas line. The area identified as Lot 1, Block 3 is a 1.6 acre parcel between the gas line and Warrior that is an unusable strip. The 1.6 acre lot cannot be platted as shown as it does not meet lot dimension standards and would be better utilized by platted into Warrior Manufacturing's lot. The EDA is working on this proposal. Regarding lot lines, the side lot line for the two northwesterly lots should rl c,) Annexation and Sketch Plan Planning Commission — 2 -17 -09 Hackbarth property — 68 acres Page 3 be revised to avoid the irregular lot line and comply with the subdivision ordinance requirement for side lot lines at approximately right angles to the right of way line of the street on which the lot fronts. Roadways and Access: The sketch plan identifies access to the property through the extension of Industrial Boulevard and a new road from 5` Ave. S.E. along the west side property line of Warrior Manufacturing to serve the industrial park. The proposed roadway design would be consistent with the Comprehensive Plan's transportation plan, which identifies the extension of Industrial Blvd. and a future roadway looped to 5` Avenue. Staff notes the following preliminary comments related to roadways: a) Development plans shall identify emergency access and a turnaround to be constructed at the end of the east/west road. The turnaround shall be maintained until future extension of the roadway is connected to 5` Avenue SE. b) The street names will be determined by the Zoning Administrator, in consultation with the City Engineer, Police Chief, and Postmaster, as required by City Code. There has been discussion about naming the streets after the property owner, however this would not conform with street naming convention and existing street names. c) No access will be allowed from the residential properties to the northwest. d) No road crossing shall be constructed over the Luce Line trail on the north side of the property. e) Soil borings must be completed as the project moves forward to determine roadway section Stormwater Management: The sketch plan identifies conceptual locations and sizes for the stormwater ponds. The pond location and sizing will be reviewed as part of SEH's feasibility study, which will include analysis for stormwater management. At this point, a specific drainage runoff coefficient must be determined to establish pond sizing and address potential development limitations. There will be soil borings completed as the project moves forward. Although the development is planned with a regional pond concept, additional ponding may be required upon individual sites as they are developed if the coverage is high. Utilities and Easements: Water and sewer are available to the property from Industrial Boulevard. There are overhead and underground electric lines along the west side of the subject property. The overhead transmission lines cannot be moved or relocated. The buried lines currently serve the existing industrial area and are able to serve the new Energy Park and any future development to the East. There is also a transmission line running east and west on the DNR State Trail property to the north. The Northern natural gas pipeline, which crosses north/south over Industrial Blvd., should be added to the plans to show all utilities. The future trail/utility easement along the easterly lot lines should be extended to 5ch Avenue. Recommendation: Staff supports the proposal and recommend it move through the development review process. Additional review will be conducted after submittal of the applications for rezoning, preliminary and final plats. Cc: Miles Seppelt, EDA Director r7 La)- TuR w 1 — - - 10 DI jIO ti BLOCK t DI � R IGI IPDDt p3ta 11 r O �DD(t• I S OP I I 1 u(CID I I Da+> i D 9 IP I 1 f L� �ri� .rar4 AREA TO BE ANNEXED Y V R o +S 3 Fa"+T4 f I V ENUE N� HIssO &ocff A VENUE CERTIFICATE OF SURVEY FOR Rte. HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY �.y MFr.IMi.Mrrrrr�prrtl rrriFM lMr rar.w.1 +.rrr ar.r.rrr.rr.tlwrrrwrrr.rrwrr VY V.raVAr.Vyylrara..wn.aW4a r..Yr laYr.r r.r• rr rrr.. w rr r\ Y tl. Y.11 Fr r. a rr W IN.R fir• r..hl .wf. .tl.4r tlyrRV�Vr r..aY Vr. V r�r r tl W tl�arr ri.n.r W N r M f �i Y V [ iI � �Y.: �tl� .N Yr Yr r Fr Yea ar. 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Yr W4 mIM1YINl YI MIY al.wrw Nt SKETCH PLAN FOR i te4 "1 —._ eevr w. eeee � — oo een ew — - — 11�lw flBlr flip S �oi¢� l r e �•... rrinr re HUTCHINSON ENERGY PARK R February 6, 2009 City of Hutchinson Public Works Department Operations & Maintenance 1400 Adams St SE Hutchinson, MN 55350 Phone(320)234 -4219 Fax(320)234 -6971 To: Honorable Mayor and City Council members Gary Plotz, City Administrator From: John Olson, Public Works Manager CC: Airport Commission members Kent Exner, City Engineer Miles Seppelt, EDA Director Subject: Airport Economic Impact I would like to formally recognize Andy Nissen for his work in preparing an economic impact report for the Hutchinson Airport. Andy volunteered and spent many hours working on this project. His efforts are much appreciated Area of economic impact Public ownership of the airport Fixed Base Operator General aviation pilots and other visitors Business use of the airport Non - profit, other government agencies Total Economic Impact Economic Impact $154,421 $160,468 $ 42, 198 $151,164 $732,049 $1,240,300 ($� # of Jobs 1.42 4.43 1.18 8.35 20.54 35.92 The Mn/DOT Aeronautics worked with the U of M's Dept. of Applied Economics and the North Central Research and Outreach Center to create an economic impact calculator for airports. They describe the calculator in the following terms: "Economic Impact is a measure of how much money and how many jobs are generated as result of a particular economic activity. In this case the economic activity is related to owning and operating an airport. Economic Impact is not a measure of an airports worth nor does it measure profit. Once public (i.e. City) and private (e.g. Fixed Base Operator, Business Services, etc.) activity is known, these figures are subjected to formulas generated by the U of M, which they determined through data collection and analysis. These formulas estimate how much extra money is generated by the economic activity taking place and also the number of additional jobs created as a result of these initial expenditures. This additional economic activity is sometimes called the "multiplier effect ". The size of the multiplier is determined by the economic activity existing in the county in which the airport in question is located." As you can see, the airport has a significant impact on the City and the region. We welcome business services at the airport and hope to see continuing development at the airport to strengthen the impact it has on our community. 0 International Packaging Expo 2008: First stop on my three day trip to the Int'l Packaging Expo was Packaging Personified, which is a film producing company. It was very interesting to see how bag film is being made in all of it steps from grinding the plastic pellets to the finale product. I was able to ask many questions about the problems we have seen in the past with film and what causes those problems. So after seeing this plant I had a better understanding of how and why problems can occur when running at a high speed, but that does not mean this should happen all the time since they do monitor the printing with a computer, which gives off warning light when problems occur. Now at the Packaging Expo there was allot to see, but I limited myself to what pertained to our operations at Creekside. One thing I have heard from many of the bag film production companies is that they are getting better at bio -bags for bagging. The above company I toured said they are on the break on having film last up to 3 -5 years before breakdown, which is allowing for less waste for the land fills. Was told they would hold up to products we produce without early breakdown. "Many companies are using more and more renewable resources. More companies are finding ways of using waste for heat and other things of this nature. Looking for a low cost hooded system for our operations was one key item we wanted to look at. This would allow the bagging operator to monitor the bagging equipment without taking eyes off it. Some interesting key point I was told on hooded systems are: 'Low operating costs "Just one piece of equipment (We currently throw blacks socks over pallets then run them into wrapper) this would do it all. 'Stability, you can tip a pallet over 45 degrees without bags falling off. `Shrink film can be labeled (which means we would not have to use a labeling system. "Can be perforated to allow moisture to escape. `No need to 2 sizes of black poly bags 'UVI treated and can use black like we do now I am still working on numbers to make sure this would be cost efficient for our operation at this point in time. I am also working on a machine that may throw the black sock, but cost wise they vb) are not much different. Since the hooded system is something we may need to go to if we keep growing at the rate we are. One thing that did catch my eye was robotic arms, which premier tech makes one as well. Something like this would work great if we ever had a palletizer breakdown, because it can hand stack pallets with little effort at a pretty high speed of rate. This would be something to consider with bagging sand bags, corn and things of this nature. Sand bags tend to be pretty heavy (45- 50lbs) and take a toll on the wrists of people having to do these by hand, when doing several thousands in a day. Our palletizer currently can not handle these bags at this weight and amount to a pallet. Less mess for corn, we would not have to send in through the palletizer were most of the mess occurs. It takes a good day to clean up afterwards. We could even produce more with running this arm and palletizer at the same time. Costs are currently $100,000 +. 1 am working on total costs for our operation. "This is something I feel our operation could benefit from. Allowing less man hours and work related injuries due to lifting and twisting heavy weight for a long period of time. Some of the future trends are: 'Water Proofing slip sheets *Automated forklifts, which run on a GPS so no need for operators. But one person has to man the computer which operates the lifts. (Big up front costs) *Suction systems like mentioned with the robotic arm. *Robotics I am trying to keep this short as possible, since there was allot of information and I am working on allot more details as to what would work best to increase our production times and lower costs. gtb) Automated stretch film sealer and labeling system for pallets Benefits: • Seals tails of stretch film so film does not unwrap • Less plastic on site, because film will stay in place • Can use cheaper film without the worry of it unwrapping • Will allow us to convert to black stretch film to help eliminate the black bags and that cost • Costs are much cheaper for materials used during wrapping process and can led up to a $0.70 savings during soil products • Forklift operator does not need to get in and out of forklift up to 180 times per day, which can be a safety issue • Bagger operator will have more time to over see the bagging process to help eliminate any add extra down time, this may also help keep maintenance costs down. • Forklift operator will have more time for placement of pallets, which may help eliminate added costs due damaged bags • Will allow for a safer work environment because both operators will not have to stand near moving pallet chains or wrapper. No need for standing on pallets to throw over black poly bags during mulch Costs of equipment: Sealer system Wulftec add on- $5,590.00 Install costs- $1000.00 - $1400.00 (Jesco install) $4285.00 (Wulftec install) Total cost for sealer with install: $6990.00 (Jesco) - $9875 (Wulftec) (Costs will be on low end if Jesco does the install versus Wulftec, which Jesco is wulftec certified) Label system through Abetech with mounting stand- $14,622.00 Labeler positive air system- $3,428.00 (This helps keep dust away from printing device) We might be able to make something ourselves for allot less, waiting to see a system work to confirm this is possible. Freight- $300.00 Install costs- $1,200.00 /Day Total with install and air system- $19,550.00 ( Abetech without some extra's) or $21406.43 (Jesco they had added extra versus other set up) Maximum overall costs for sealer and labeler systems installed — Sealer- $6,990.00 Labeler- $21,000.00 (With stronger supports, extra arm reach and warning lights) as Price comparisons between what we pay currently and what we would pay after new system is in place. Costs savings will be included as well. Clear UVI stretch film current- $70.00 per roll (7250') Black UVI stretch film- $70.61 per roll (6500') 70 gauge Black UVI stretch film- $71.20 per roll (5500') 80 gauge *We use about 40' per pallet of soil (Remember black film and top sheets are being used in place of black poly bags) Black UVI Top sheet- $58.00 per roll (1400') The current white like we have- $65.00 (1400') *We used about 6' per pallet for both mulch or soil Black poly bags 65 "- $1.00 avg. Black poly bags 90 "- $1.35 avg. Costs on a pallet basis the current way we do it is: $0.386 Stretch film soil $1.00 Black poly bag $1.39 Total Costs on a pallet basis using Black top sheet and Black film 70 gauge film: $0.433 70 gauge stretch film $0.248 Black Top Sheet $0.68 Total Saving of. $0.71 per pallet Costs on a pallet basis using Black top sheet and Black film 80 gauge film: $0.515 80 gauge stretch film $0.248 Black top sheet $0.76 Total Saving of $0.63 per pallet *The mulch saving per pallet will be close to the same because of the price of longer black bags. Price may be even a little better. So even if you went between the two prices you are looking at a $0.67 savings on a per pallet basis. Figured out at current projections of this year or 2,376,720. * *You would pay the sealer cost off in less than 1/2 year's time with savings (if purchased with labeler and Jesco install) * *You would pay the labelers (with air housing) cost off in 3/4 year's time with savings * *Both paid off with savings in i year's time 0 MEMORANDUM DATE: February 18, 2009 for the February 24, 2009 City Council meeting TO: Hutchinson City Council FROM: Rebecca Bowers, AICP, Planning Director SUBJECT: Requested 2010 Census Presentation and Roundtable Meeting for March 26, 2009, at 6:30 p.m. We have been contacted by the State Demographer's office with a request to hold a roundtable meeting on the 2010 Census for the greater Hutchinson area and surrounding communities. The requested date for the meeting is March 26, 2009 at 6:30 p.m. in the Council Chambers. The purpose of the meeting is to promote participation in the 2010 Census and encourage local officials and community leaders to participate in "complete count" activities. The attached brochure explains the importance of the complete count activities and committees. The meeting would be open to the public and local government officials from communities in McLeod County and local leaders would be invited. Representatives from the State Demographer's office will contact government officials to encourage participation and will lead the presentation. Background will be provided on the 2010 Census and on the importance of getting local community leaders involved to facilitate a complete count. April 1, 2010 is Census Day, however communities are encourage to begin developing plans to promote complete census counts. Local committees have an important role in promoting the census and in encouraging hiring local residents for temporary census jobs. The attachments provide additional information on the 2010 Census. Requested Action: Approve the setting March 26, 2009, as the 2010 Census kick off meeting and roundtable meeting. S(C) °N��yy We Need Your Help UJ 0 ?4 V ... To make Census 2010 a Success! LF "SUS 2 Census 2010 is just around the cornert Every ten years, the number of elected representatives we send to Congress is M Recruit for the 8,000 Census Job Openings! For more Information, please contact: Ryan S. Dolan Census 2010 Campaign Coord. (651) 201 -2479 ryan.dolan@state.mn.us Barbara J. Ronningen Demographer (651) 201 -2473 barbara.ronningen@state.mn.us State Demographic Center • 300 Centennial Building • 658 Cedar Street • Saint Paul, MN 55155 www.mn2010census.org recalculated using the results of the Census. Current population projections indicate that Minnesota could lose a seat in the US House of Representatives - O something you can help prevent. In addition, approximately $300 billion in federal dollars are distributed to the states annually based on the results of the Census. Over a decade, this means our state loses $10,000 per person missed in the 2010 Census. If just 100 people aren't counted, our state misses out on $1 Million in federal funding - O money needed for things like roads, healthcare, transit, and housing. Census 2010 can be a great tool for economic recovery. In order for Minnesota to take full advantage of this opportunity, we need your helpl C*4 Here are just some of the things you can do: ik Invite Us to Your Meetings, Conferences and Events. Initiate Complete Count Committees M Join the Census 2010 Roundtable - • Include Articles on Census 2010 In Your Newsletters ' - M Post Information on Your Website N Publicize Census 2010 in Your Mailings, Speeches, Presentations Advertisements. and M Spread the Word ■ Help us Translate Materials (esp. Hmong, Somali and other languages) M Recruit for the 8,000 Census Job Openings! For more Information, please contact: Ryan S. Dolan Census 2010 Campaign Coord. (651) 201 -2479 ryan.dolan@state.mn.us Barbara J. Ronningen Demographer (651) 201 -2473 barbara.ronningen@state.mn.us State Demographic Center • 300 Centennial Building • 658 Cedar Street • Saint Paul, MN 55155 www.mn2010census.org 2010 Census Timeline 2008 • local census offices open • Community leaders organize Complete Count Committees (CCC) 2009 • CCC is established • CCC receives census training • CCC develops strategy attt) work plan • CCC spreads word about census Jobs 2010 • CCC begins community organization • CCC launches 2010 Census publicity campaign • Questionnaires are delivered to every address April 1, 2010 CENSUS DAY • Households return compietcd census questionnaires • CCC urges nonresporwding households to cooperate with census takers • CCC thanks the community for their participation in the 2010 Census December 31, 2010 Census delivers population. counts to the President � CO Uj c y u cF NSUS 2� "We know that the face of rural Minnesota, especially, is changing. Everyday this change presents both enormous opportunities and challenges for our communities. And if we don't account for every person through the census, we will not be prepared to help our newest residents to be successful." Jim Hoolthan, President, Blandin Foundation, Grand Rapids An accurate census count is the fundamental building block of every community. Census data provides guidance for communities to determine the current and future needs of its citizens and is an integral tool forgovernments, businesses, schools and many others." Mark Voxiand, Mayor, Moorhead "rhe American Indian population is near the numbers when Europeans arrived here on Turde Island over 500 years ago. Our numbers dwindled to a mere 250,000 by 1900, it is important that we be counted in 2010 to show that we are resilient and strong for our children." Kay Sha Bow Osay (Walking Around) Anishinabe. Joseph B. Day "Policymakers and economists relyon data to drive their analysis and to shape their proposals. More complete and accurate data mean better analysis and policymaking, which outweigh the cost of collection. Minnesotans should take advantage of this important opportunity." ArthurJ. Rolnick, Director of Research, Federal Reserve Bank of Minneapolis Contact Information This document can be made available in altematim formats, such as large prin4 Braille, or audio tape or disk by calling 651 -201 -2558. Consumers with a hearing orspeech disability may contact us through the Minnesota Relay Service at 711 or 800-627 -3529, or Wa ema8 (admin.inly @state.mn.us). www.mn20lOcensus.org www.census.gov /2010 Minnesota Complete Count Committee USCENSUSBUREAU Decision making at all levels of government. w- Drawing federal, state, and local legislative districts. s�- Attracting new businesses to state and local areas. Distributing over $300 billion in federal funds and even more in state funds. Forecasting future transportation needs for all segments of the population. s� Planning for hospitals, nursing homes, clinics, and the location of other health services. Forecasting future housing needs for all segments of the population. s'* Directing funds for services for people in poverty. Designing public safety strategies. s* Development of rural areas. w- Analyzing local trends. u� Estimating the number of people displaced by natural disasters. Developing assistance programs for American Indians and Alaska Natives. s�- Creating maps to speed emergency services to house- holds in need of assistance. Delivering goods and services to local markets. Designing facilities for people with disabilities, the elderly, or children. w- Planning products. s^ Planning investments and evaluating financial risk. Publishing economic and statistical reports about the United States and its people. s+- Scientific research. s� Developing "intelligent" maps for government and business. Proofing of age, relationship, or residence certificates provided by the Census Bureau. s� Medical research. Reapportioning seats in House of Representatives. Planning and research for media as backup for news stories. s- Providing evidence in litigation involving land use, voting rights, and equal opportunity. w- Drawing school district boundaries. sM Planning budgets for government at all levels. ,,- Spotting trends in the economic well -being of the nation. w- Planning for public transportation services. �- Planning health and educational services for people with disabilities. s� Establishing fair market rents and enforcing fair lending practices. Directing services to children and adults with limited English language proficiency. �- Planning urban areas. Planning land use. �- Understanding labor supply. s� Assessing the potential for spread of communicable diseases. Analyzing military potential. Making business decisions. Understanding consumer needs. e- Planning for congregations. Locating factory sites and distribution centers. �- Distributing catalogs and developing direct mail pieces. Setting a standard for creating both public and private sector surveys. Evaluating programs in different geographic areas. sA Providing genealogical research. sA Planning for school projects. Developing adult education programs. j Researching historical subject areas. s�- Determining areas eligible for housing assistance and rehabilitation loans. S (C) ANNOUNCING LA � MOTOR VEHICLE OFFICE HOURS Effective March 2, 2009, the City of Hutchinson Motor Vehicle Office located in City Center will be changing our hours of operation as follows: Monday CLOSED Tuesday /Wednesday / Friday 9:00 a.m. to 4:30 p.m. Thursday" 9:00 a.m. to 6:30 p.m. Licensing examinations will continue to be offered on Thursdays. These hours will continue on a trial basis through May 29, 2009, or until further notice. With the current City budget constraints and the general economic conditions, we feel this solution will have the least impact on our residents and customers. We will continue to provide our customers the most convenience at the lowest cost, For those customers who require services on Mondays, the following options are available: McLeod County License Bureau 2385 Hennepin Avenue N Glencoe, Minnesota Minnesota Driver Vehicle Services www.mndriveinfo.org We welcome your comments regarding the change in the hours of operation. Surveys are available at City Center and on the City website at www.ci.hutchinson.mn.us Thank you to our customers for your past and continuing support that allows us to retain a portion of the licensing fees on the local level to provide these services. We look forward to serving you in the future. Hutchinson Motor Vehicle Office, City Center, 111 Hassan St. SE, tel: 320 - 234 -2599 ME MEMORANDUM DATE: February 18, 2009 for the February 24, 2009 City Council meeting TO: Hutchinson City Council FROM: Rebecca Bowers, AICP, Planning Director SUBJECT: PRELIMINARY AND FINAL PLAT OF "WAL -MART 1738 ADDITION" AND VARIANCES FOR LOT AREA, LOT WIDTH AND PARKING REVIEW DEADLINE: March 23, 2009 (30 day extension provided by applicant) Background: Cornerstone Land Surveying, on behalf of Wal -Mart, has submitted application for a two lot preliminary and final plat to replat a portion of Wal -Mart Subdivision 2" Addition. Wal -Mart has been leasing the gas station property to Murphy USA and is preparing to sell the property to Murphy USA. A subdivision of the property is required before selling the property. Wal -Mart is in the process of selling many gas stations nationally. Variances were requested for the proposed gas station lot for lot area, lot width, and parking requirements. Additional information is contained in the attached Planning Commission staff report, aftachments, and the January 20, 2009 meeting minutes in the Council packet. Planning Commission Meetings: The Planning Commission held a public hearing at their January 20"' meeting. There was no one from the public who spoke on the item, other than the applicant. At the meeting, the Commissioners expressed concerns regarding the proposed lot size and that the request would not meet the standards for granting a variance. After considerable discussion, action was tabled until the February 17"' meeting to allow the applicant an opportunity to revise the request to conform to zoning ordinance requirements. Refer to the attached staff report and minutes for additional information. At the February 17 meeting, the applicant addressed the Planning Commission and stated that Wal -Mart considered the feedback from the Commission, however respectfully requests reconsideration of their subdivision and variance request as originally proposed. The applicant provided background on similar proposals in other cities, Wal -Mart's concern over losing any parking, and how gas station closures have been handled. After concluding discussion on the variance standards, the Commission recommended denial of the variances, preliminary plat, and final plat, with the findings specified in the attached resolution. Recommendation: The Planning Commission unanimously recommended denial of the request with the findings and conditions in the attached resolution. l bb l RESOLUTION NO. 13528 RESOLUTION DENYING A PRELIMINARY AND FINAL PLAT OF "WAL -MART 1738 ADDITION" AND VARIANCES FOR LOT AREA, LOT WIDTH AND PARKING, REQUESTED BY CORNERSTONE LAND SURVEYING INC., ON BEHALF OF WAL MART Whereas, Cornerstone land Surveying hic., applicant, on behalf of Wal -Mart, property owner, has requested approval of a two lot preliminary and final plat of "Wal -Mart 1738 Addition" and variances for lot area, lot width and parking reduction on December 18, 2008, with the following legal description: Legal Description: Lot 1 and Lot 2, Block 1, Wal -Mart 1738 Addition Whereas, the applicant submitted revised plans dated January 9, January 14, and January 27, 2009, and Whereas, the Planning Commission met on January 20, 2009, and held a public hearing on the request and considered the requirements of the Zoning Ordinance and effects of the proposal on the health, safety, and welfare of the occupants of the surrounding lands, existing and anticipated traffic conditions, and the effect on values of properties in the surrounding area and consistency with the Comprehensive Plan, and hereby recommended denial of the request based upon the findings noted below; The City Council has considered the recommendation and findings of fact of the Planning Commission and hereby does recommend denial of the preliminary and final plat and variances, subject to the following findings and conditions: 1. The standards for granting a variance have not been met, according to the following findings: A. The finding of "undue hardship" has not been met. The property could be put to a reasonable use without the variance and that the applicant could plat a lot that would meet the 1 -acre minimum lot area and 200 -foot lot width requirements. There is sufficient property to the north of the proposed gas station tot that could be included within the lot to meet both the lot area and lot width requirements. The desire to sell a smaller lot to Murphy USA is an economic condition that alone would not constitute an undue hardship. B. The finding of "undue hardship" has not been met and the plight of the landowner must be due to circumstances unique to the property and not created by the landowner. Although there are some unique characteristics of the property, such as the current lease arrangement with Murphy USA and the small gas station building, these conditions are self- created by the applicant. Additionally, the proposed lot area of .5 acre and lot width of 100 -feet would be self-created by the landowner. 2. The variance for parking on the gas station lot is no longer required as the one parking space required for the gas station building is available west of the gas station building. 3. The preliminary plat and final plat are denied based upon the lot area and lot width, which do not meet the standards in the Cpl (Fringe Commercial) zoning district, with the variance. Adopted by the City Council this 24th day of February, 2009. ATTEST: Gary D. Plotz City Administrator Steven W. Cook Mayor l u-0) --------- -------- - -_ . . ............,....._ DIRECTORS REPORT - PLANNING DEPARTMENT To: Hutchinson Planning Commission From: Brad Emans, Dolf Moon, Dave Hunstad, Miles Seppelt, Melissa Reicbl, Jean Ward, Judy Flemming, John Webster, John Olson, Lenny Rutledge, Kyle Dimler, Kent Exuer, John Paulson, Mark Schnobrich, Marc Sebora, Gary Plotz, Jeremy Carter, Jim Popp, Dan Hatten, Dick Nagy, Rebecca Bowers and Bonnie Baumetz (Persons in attendance at Planning Staff Meeting (in bold) Date: February 2, 2009, for February 17, 2009, Planning Commission Meeting Application: PRELIMINARY AND FINAL PLAT OF "WAL -MART 1738 ADDITION" AND VARIANCE FOR LOT AREA, LOT WIDTH AND PARKING REDUCTION, REQUESTED BY CORNERSTONE LAND SURVEYING INC., ON BEHALF OF WAL -MART. (Tabled from the January 20`" Planning Commission meeting) Applicant: Cornerstone Land Surveying Inc., on behalf of Wal-Mart. Review Deadline: March 23, 2009 (30 day extension provided) Preliminary Plat, Final Plat and Variance Cornerstone Land Surveying has submitted an application, on behalf of Wal -Mart, for a two lot preliminary and final plat to replat a portion of Wal -Mart Subdivision 2 Addition. Wal -Mart has been leasing the gas station property to Murphy USA and is preparing the sell the property to Murphy USA. Wal -Mart is in the process of selling many gas stations nationally. The Planning Commission held a public hearing and considered the request at their January 20 meeting. The proposal was tabled due to concerns on the lot size and feedback from the Commission that the variance standards were not met. The Commission tabled action to allow the applicant an opportunity to revise the request. Refer to attached minutes for details. After considering their options, the applicant decided to pursue the variance, without revision. ti () L�) Preliminary plat, Final plat and Variance Wal -Mart 1738 Addition 1300 Hwy 15 S Planning Commission — 2/17/09 Page 2 GENERAL INFORMATION Existing Zoning: C -4 (Fringe Commercial) Property Location: 1300 Hwy 15 South Existing Lot Size: 8.47 acres Existing Land Use: Commercial Adjacent Land Use and Zoning: Comprehensive Land Use Plan: Commercial, C -4 (Fringe Commercial) Urban Commercial Design Zone Zoning History: The Wal -Mart Subdivision plat was approved in 1990. The property was rezoned from R -2 to C -4 in 1990. In 1999 -2000 Wal -Mart platted the Wal -Mart Subdivision Second Addition along with vacating portions of Boston and Baltimore Streets and drainage and utility easements in the original plat. New easements were platted in the second addition plat. A conditional use permit was granted in 2000 for the addition of an automotive service center to the Wal -Mart store. In January, 2001, a conditional use permit was granted to allow a gas station on the lot Wal- Mart leases to Murphy Oil. A sign variance was denied in 2001 to allow Murphy Oil to exceed allowable sq. ft, of signage at the gas station. There have been permits granted since 2005 for tent sales of fireworks permits for the northeasterly parking area of the Wal -Mart property. Applicable Regulations: Section 153 (regarding preliminary and final platting) and Section 154.167 (variances), Municipal Code Analysis: Preliminary and Final Plat The request is for a two -lot preliminary plat and final plat for Wal -Mart 1738 Addition. Wal- Mart has been leasing a portion of their property to Murphy USA since 2001 and plans to sell the gas station to them. In order to sell the gas station, the lot must be subdivided. The proposed plat differs from a typical subdivision as the businesses are existing and no new streets, utilities, or improvements would be needed. The following table shows the proposed lots versus the C -4 zoning district requirements. C4 Standards Requirement Proposed Complies? Lot Area 1 acre Gas station (lot 1):.52 acres No Wal -Mart lot 2): 7.94 acres Yes Lot Width 200 feet Gas station (lot 1): 100' No Wal -Mart lot 2): 1,256.98' Yes Lot Depth 180 feet Gas station (lot 1): 227.57' Yes Wal -Mart (lot 2 1,256.98' Yes b�Q� Preliminary plat, Final plat and Variance Wal -Mart 1738 Addition 1300 Hwy 15 5 Planning Commission — 2/17/09 Page 3 As shown, the Wal -Mart lot would exceed requirements, however a variance is needed for the proposed gas station lot for lot area and lot width. The variances are covered below. The proposed lot lines would meet building and parking setback requirements. The leased area does not have its own access and uses a shared drive with Wal -Mart. A sample "Easement with Covenants and Restrictions Affecting Land Agreement" between Wal -Mart and Murphy Oil which has been used for similar situations has been provided and is under review by staff and the City Attorney. Variance: The Planning Commission and City Council must review the variance request with the standards outlined in Section 154.167 of the Zoning Ordinance (attached). In order to grant a variance, the request must meet the standards for granting a variance, including a finding of undue hardship. Undue hardship is a legal standard set forth in MN Statute that means that the property cannot be put to a reasonable use without the variance. This factor means the landowner would like to use the property in a particular reasonable manner but cannot do so under the rules of the ordinance. It does not mean the land cannot be put to any reasonable use whatsoever without the variance. The second undue hardship factor is the plight of the landowners is due to circumstances unique to the property not created by the landowner. The uniqueness generally applies to physical characteristics of the property and not to personal considerations of the landowner. Economic considerations alone shall not constitute an undue hardship if reasonable use for the property exists under the terms of the ordinance. Thirdly, the variance, if granted, will not alter the essential character of the locality. At the Planning Commission meeting, the Commissioners discussed if the request met the standards for granting a variance. The following findings were drafted based upon the Planning Commission discussion that the request did not meet the standards for a granting a variance, Please refer to attached minutes for details. In order to approve a variance, the City Council must find the request meets all the standards for granting a variance. In order to deny a variance, the City Council must find that the request does not meet at least one of the conditions for granting a variance. 1. A finding of "undue hardship" must be found, finding the property cannot be put to a reasonable use if used under conditions allowed by the official controls. The finding of "undue hardship" has not been met. The property could be put to a reasonable use without the variance and that the applicant could plat a lot that would meet the 1 -acre minimum lot area and 200 -foot lot width requirements. There is sufficient property to the north of the proposed gas station lot that could be included within the lot to meet both the lot area and lot width requirements. The desire to sell a smaller lot to Murphy USA is an economic condition that alone would not constitute an undue hardship. �r) CC) Preliminary plat, Final plat and Variance Wal -Mart 1738 Addition 1300 Hwy 15 S Planning Commission - 2/17/09 Page 4 2. If a finding of "undue hardship" is found, the plight of the landowner must be due to circumstances unique to the property and not created by the landowner. The finding of "undue hardship" has not been met and the plight of the landowner must be due to circumstances unique to the property and not created by the landowner. Although there are some unique characteristics of the property, such as the current lease arrangement with Murphy USA and the small gas station building, these conditions are self - created by the applicant. Additionally, the proposed lot area of .5 acre and lot width of 100 -feet would be created by the landowner. 3. The variance, if granted, will not alter the essential character of the locality. If granted, the variance would alter the essential character of the locality. The creation of a half -acre lot with a 100 -foot lot width would alter the character of the locality as the proposed Iot would be half the size of the requirements in the C-4 zoning district. Recommendation: Based upon the findings of fact stated, the Planning Commission is recommending denial of the variance, preliminary plat, and final plat. As the plat cannot be approved without the variance, the preliminary and final plats must also be denied, as stated in the attached resolution for denial. Cc: Connie Villari, Cornerstone Land Surveying, 200 E.Chestnut Str. ##B10Q, Stillwater, MN 55082 ,oc� / ° | • ! . § �[ i. i� i; � :§ „ �6 ------ - - ---- � � � - - -- ...: ) - - -: -�- ; .\------ �.� ��! ( | ! !� , !, • |! � 5 / % � � | � M �`` ., jig._ L \ 1 �: -- - - - - - - - - - -- - - 1- - -� |&� \ ! : ! Q /� §! / ° | • ! . § �[ i. i� i; � :§ „ �6 ------ - - ---- � � � - - -- ...: ) - - -: -�- ; .\------ �.� ��! ( | ! !� , !, • |! � 5 / % � � | � M �`` ., jig._ L \ 1 �: -- - - - - - - - - - -- - - 1- - -� |&� \ w u Z - --------- - - - - - - - - - - 00 LI) 02 --------------------- - A91 --- - -- -- p I ■ oil 1 0 V P I fi C 0� Ed TO: Mayor & City Council FROM: Kent Exner, City Engineer Randy DeVries, Water/Wastewater Manager RE: Consideration of Scheduling City Council Workshops for the Water/Wastewater Rate Study Process DATE: February 24, 2009 City staff has worked with Donohue & Associates to develop an aggressive yet structured schedule for the administration of the Water /Wastewater Rate Studies. At this point, we would like to set City Council workshops for April 14 May 26" and August 25 (all dates concur with scheduled City Council meetings) for review /feedback throughout the development of these studies. We recommend that the City Council workshops be scheduled as described above. cc: Gary Plotz, City Administrator ,bc�) TO: Mayor & City Council FROM: Kent Exner, City Engineer Randy DeVries, Water/Wastewater Manager John Paulson, Environmental Specialist RE: Discussion of Using Wastewater for Microalgae Mass Production System Grant Application DATE: February 24, 2009 As requested, City staff has compiled further information and a submittal status update regarding the "Using Wastewater for Microalgae Mass Production System Grant Application" item. Please consider the below points: • The Minnesota Pollution Control Agency has stated that our initial application was well received and that they believe that our chances of receiving the grant are favorable. Thus, the MPCA has agreed to extend their deadline (originally Monday 2/23) to allow for the City Council to reconsider the necessary Resolution at their February 24th meeting. • City wastewater treatment costs could potentially be reduced if algae that efficiently consume phosphorus within our sewage can be identified. • Based on initial discussions, Hutchinson Utilities Commission apparently isn't interested in funding this "research and development" study at this time. However, HUC recognizes that the information gained from this work could result in potential benefits to the City within future public and/or private partnerships. • Depending on the outcome of this study, Creekside could potentially benefit if specific types of algae could be harvested for composting and/or fuel product uses. The heating efficiency of one pound of algae is comparable to one gallon of ethyl alcohol. Creekside has offered to provide 50% of the $35,000 matching amount for the $40,000 grant. • Knowledge gained from this study would be specific to the City's wastewater streams and potential mixtures of wastewater with river water could also be reviewed. Due to the unique nature of our industries, the City will not learn what is feasible without a comprehensive study of our wastewater. Thus, the City would need this study to explore this technology at some point in the future, so the City is fortunate to have a potential funding partnership at this time. Please see the attached e-mail from Donohue & Associated regarding the potential results of this study. • Processes and facilities to refine specific algae into bio -crude are being examined and established. • The City's issue with the water treatment plant effluent contributing to the overall wastewater stream could be a positive in regards to there being more nutrients within the wastewater to support algae growth at the W WTF. However, producing algae solely on WTP effluent at the "old bass pond" site would most likely not be feasible, but combining the WTP effluent with river flows and/or nearby industrial flows may have potential. At the City Council meeting, City staff will be available to provide additional information or answer questions regarding the proposed final application for the Fiscal Year 2009 (FY09) Environmental Assistance (EA) Grant Program. As mentioned above, the MPCA is willing to accept the City's final application and Resolution shortly after the established submittal date. We request further guidance regarding the potential final application for the above described grant, _ . I U-C-) Page 1 of 1 Kent Exner From: Young, Scott [syoung @ donohue - associates.com] Sent: Thursday, February 19, 2009 1:51 PM To: Brian Mehr Cc: Randy Devries; Kent Exner Subject: Algae Fuel Program Brian- You asked about the different food sources for algae, which we discussed with Dr. Ruan at the U last summer. As I mentioned to Dr Ruan last summer, Hutchinson offers several benefits to the algae fuel program since you have multiple sources of potential food stock for growing different types of algae. This list includes: 1. Two separate wastewater streams, including both liquid & solids, from the oxidation ditch and the MBR. 2. Three separate waste streams from the WTP, including biofilter backwashes (iron and ammonia /manganese) and the RO concentrate. 3. The potential use of the Bass Pond for algae development in concert with WTP waste streams. These unique offerings provided by Hutchinson, as well as others not yet identified, were a key reason Dr. Ruan invited the City to join the U's program. Under the program, if the City decides to pursue it after receiving the grant from MPCA, each of these food stocks would be tested for the benefit of algae development. Until those tests are conducted under the U's program, we won't know which food stocks provide the best outcome — either for energy development, energy conservation and /or pollution prevention. I strongly recommend that the City apply for the MPCA grant and choose to proceed with the U's program only after the MPCA grant awards are announced. Scott L. Young, P.E. Donohue & Associates, Inc. 4500 Park Glen Road, Suite 125 St. Louis Park, MN 55416 -4888 syoun donohue- associates.com Telephone: 952 - 920 -1800 Fax: 952- 920 -1803 Mobile: 612- 280 -6796 2/20/2009 1 �� RESOLUTION NO. 13532 Minnesota Pollution Control Agency FY 2009 GRANT ROUND Authorization Resolution WHEREAS, the City of Hutchinson, has applied for a grant from the Minnesota Pollution Control Agency (MPCA), under its FY09 Environmental Assistance Grant Program; and WHEREAS, if MPCA funding is received, the City of Hutchinson is committed to implementing the proposed project as described in the final grant application; and WHEREAS, MPCA requires that the City of Hutchinson enter into a grant agreement with MPCA that identifies the terms and conditions of the funding award; NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA Hereby agrees to enter into and sign a grant agreement with the MPCA to carry out the project specified therein and to comply with all of the terms, conditions, and matching provisions of the grant agreement and authorizes and directs the City Administrator to sign the grant agreement on its behalf. Adopted by the City Council this 24'' day of February, 2009 Steven W. Cook, Mayor ATTEST: Gary D. Plotz, City Administrator (3<<) Minnesota Pollution Control Agency Prevention and Assistance Division Fiscal Year 2009 Environmental Assistance Grant Program Final Application Final Application Forms • Part 1. Application Page (formatted, fill -in) • Part 2. Clarity and Completeness of Application and Project Description (provide narrative) • Part 3. Experience and Qualifications (provide narrative) • Part 4. Cost Effectiveness and Economic Feasibility • Part 4a: Secured Matching Funds (provide narrative /documentation) • Part 4b: Need for State Funding (provide narrative) • Part 4c: Work Plan, Budget and Expenditures • 4c.1) Project Scope and Work Plan • Focus Area (Applicant selected) • Preferred Project (Applicant selected if applicable) • Goal Statement (provide narrative) • Project Evaluation Plan (provide narrative) • Objectives/Tasks (follow format for listing each Objective/Task) • 4c.2) Budget and Expenditures (fill -in format to follow) • 4c.3) Gantt Chart (fill -in format to follow) } oC�) Minnesota Pollution Control Agency - FINAL APPLICATION - FY09 Grant Round Pa rt 1: Final Application Page Applicant: City of Hutchinson Mailing address: 111 Hassan Street SE City: Hutchinson State: MN Zip code: 55350 Contact name: John Paulson Title: Environmental Specialist E -mail: jpaulson @ci.hutchinson.mn.us Applicant's Web Site: http: / /www.ci.hutchinson.mn.us Telephone: (320)234 -5682 Fax: (320)234 -4240 Legislative House District: 18A ID #/Project Title: Using Wastewater for Microalgae Mass Production System Project Summary ( 250 words or less) Wastewater treatment and the development of renewable fuels are faced with many difficult challenges. Our strategy to address these challenges is to develop an innovative process that can be installed not just here but anywhere wastewater is generated. With the increasing wastewater treatment costs, reductions in discharge limits, and growing demand for renewable energy we started looking for different solutions. We will be utilizing technology in the development of growing microalgae with wastewater as a medium and source of nutrients. Some varieties of algae can contain up to 50% oil that can be extracted and converted into Bio- diesel. The algae would consume nutrients from the wastewater feed stock which would reduce the cost for the treatment of the water. By introducing different varieties of algae to our different wastewater streams we will determine the most economical and viable algae to produce fuel. The algae growth rates and their oil contents will be evaluated to establish the most economical combination. There is potentially a global impact this program could have on the production of an easily renewable fuel source that does not displace agricultural land. Once fully developed the process could potentially be retrofitted to almost any wastewater stream to produce algae that could then be converted to Bio - diesel. The proposed project is highly relevant to multiple objectives of your focus areas for 2009. Grant requested: $ 40,000 ' Matching funds/value of In -Kind: $ 35,000 total Project Cost: $ 75,000 1. Applicant submitted necessary State/Federal tax identificati information? (x)Yes ( ) No 2. Applicant is the sole source of Matching Funds for the proposed project? (x) Yes O No If no, does this submittal include proof of secured matching funds? ( ) Yes () No 3. Applicant is governed by a Board? (x) Yes ( ) No If yes, does this submittal include necessary board resolution(s)? (x) Yes O No 4. Applicant is able to complete the final application process & execute grant agreement by 4/28/09? (x) Yes (1 No The proposed project is reflective of the following FY 2009 preferred project proposal identified in the RFP: ( )A.1 O A.Other (x) B.1 ( ) B.3 ( )C.1 ( ) C.3 O C.Other ( ) A.2 ( ) B.2 O B.Other O C.2 O CA � o(_C� Minnesota's tax and/or environmental regulatory requirements? If yes, provide details under Part 3. To complete this section, refer to your Preliminary Application and/or Invite Letter The proposed project is most representative of the following FY09 Focus Area (select one): ( ) A. Climate Change ( a ) B. Emerging Issues ( ) C. Behavioral Change Part 2: Clarity and Completeness of Application and Project Description (eligibility and completeness ofproposed project) 2a) Clearly state the purpose of /environmental need for this project. Wastewater contains large amount of nitrogen, phosphorus and other nutrients that can be used by microalgae. The benefits of coupling an algae biomass production system with wastewater treatment are tremendous. Management of wastewater and associated gaseous emission is very costly and technically challenging. With increasingly stringent regulations and limits on wastewater discharge and gaseous emission, modification of current conventional processes must be made to meet these new limits. These process modifications will require substantial capital investment and would also likely substantially increase operating costs. Reducing nutrient concentrations and producing a renewable biofuel have both environmental and economic benefits. Coupled together they can; reduce loading to public waters, reduce chemical usage in treatment operations, increase a treatment plants longevity by increasing its flow capacity, generate a clean renewable fuel source, reduce carbon dioxide emissions, and potentially aid in removing excess nutrients from impaired water bodies. 2b) Will this project result in the transference of waste /toxics from one medium to another or result in the generation of new waste stream(s)? No. All materials that are generated would be used. Algae that are produced would have multiple uses including but not limited to: fertilizer, energy source as biomass and biofuel, and a feed stock. 2c) What innovative technologies and/or methods will be utilized in this project? Wastewater can be used as a medium and source of nutrients for algae production. Experimental results indicate that effluent water quality decreases with increasing nutrient concentrations and algae cultures can remove excess nitrogen and phosphorus. The present proposed project takes a creative approach in which microalgae are grown on nutrients supplied from wastewater and gaseous emission from wastewater treatment plants, harvested and extracted for oil that is converted to biodiesel fuel. The 40 -60 residue after oil extraction can be further converted to bio -oil and burnable gas using microwave pyrolysis and hydrothermal treatment. This would create a win -win situation where water and air conditions are preserved while renewable energy is generated. 2d) Clearly state the anticipated environmental outcomes/benefits associated with this project and the likelihood of achieving them. The uptake of excess nutrients by algae will improve water quality prior to being discharged to a public water body. The by- product of improved water quality will be a 100 percent renewable fuel that can be converted into a bio -fuel The remaining biomass may be further utilized in multiple different ways. This will be the first step of a process to determine the most effective medium for growing algae using wastewater. Algae and other forms of biomass are already being used to produce bio- fuels. Growth rates of algae are exponentially greater when compared to other forms of biomass. It also does not compete with food crops which removes it from the food versus fuel debate. So(() Expanding knowledge of algae growth and the appropriate mediums to be used will transform how fuels are produced in the future. The outcome of this project will determine which strains of algae are most productive with multiple growth mediums. 2e) What procedures (criteria, methods, and controls) will be used to identify, record, and compile pertinent information to measure the success of the project? Objective 1 : Screen and select microalgae strains that have fast growth rate in the wastewater environment. Method Wastewaters from different treatment stages have their own characteristics. The nutrients components will be identified first. Then various algae species will be screened on these wastewaters. Criteria The species that survive and have fast growth rate will be selected as the candidate. The algae biomass and oil production will be evaluated. Objective 2 : Improve and optimize photobioreactor design and operational and control strategies to improve the desired total algal biomass production and maximize nitrogen and phosphorus removal rate for the wastewater. Method Since nitrogen and phosphorus are the fundamental nutrition elements of algae, higher algal biomass production results in higher nitrogen and phosphorus removal rates. Algae growth rate is affected by nutrients, temperature, CO light, and mixing. However controlling more factors in desired ranges may increase operational cost of the system. In any given condition, the nutrients and CO2 consumption rate, temperature will be monitored on daily basis. Biomass production and nutrients removal rates will be tested with different harvesting rates. Criteria: An optimized operational strategy will be developed to obtain high biomass production while keeping the cost low. Objective 3 : Conduct energy balance and techno- economical feasibility analysis of the algae production system. Method Based on the developed operational strategy, the energy balance and economical analysis will be conducted. The energy consumed on producing one pound of algae biomass will be calculated. 2f) What is the potential for future dissemination of project results and/or the potential to apply project concepts elsewhere in Minnesota (including outreach and education)? This program is unique because we will be utilizing a variety of different wastewater feed stocks in our research. By researching multiple wastewater streams we can increase the possibility of the technology being used in other sectors. If successful this process has the potential to be used at any facility that produces wastewater. Upon project completion our results could be shared with other entities to develop their own processes. This technology may also serve as a means to remove excess nutrients from lakes and rivers in the future while generating revenue through the production of Bio- diesel. Some city staff members involved with the project are active members in many different organizations such as, MWOA, MESERB, MRWA, AW WA that could be used as outlets to share the project results. I aCC) Part 3. Experience and Qualifications (applicant, significant participants, support, authorization) 3a) Applicant's experience and qualifications related to implementing and completing this type of project The City of Hutchinson and its staff have always supported innovative technologies. The City has been involved with designing and implementing multiple unique projects in its operations including: Creekside Source Seperated Organics and Composting Facility, Membrane Bioreactors at the Wastewater Treatment Facility, Class A pelletized Biosolids at the Wastewater Treatment Facility, Reverse Osmosis and Biological Filtration treatment technologies at the Water Treatment Facility. Being part of these innovative practices has provided the experience to think with an open mind and to make informed decisions on these cutting edge project types that are not typically applied to municipal operations. The selection, implementation, and operation of these innovative systems show that City staff is capable of not only thinking but also operating outside of the box. 3b) Significant participants (provide contact information) and their experience and qualifications Dr. Roger Ruan University of Minnesota Department of Bioproducts and Biosystems Engineering 1390 Eckles Avenue St. Paul, MN 55108 -6005 (612)625 -1710 email: ruanx001 @umn.edu B.S., 1983, Beijing Agricultural Engineering University M.S., 1988 Oklahoma State University Ph.D., 1991 University of Illinois at Urbana - Champaign Holds faculty appointments in the: UofM Department of Food Science UofM Department of Bio -Based Products Conducting research on the conversion of Biomass to Energy Dr. Yi -feng Chen, Research Associate, Department of Bioproducts and Biosystems Engineering, University of Minnesota, focusing on biodiesel production from microalgae grown in wastewaters 1390 Eckles Avenue St. Paul, MN 55108 -6005 (612)625 -1264 email: yifchen @hotmail.com Ph.D., 1996, Plant Physiology, Nanjing Agricultural University, China Dr. Wenguang Zhou, Research Associate, Department of Biological Science and Technology, Tshinghua University, focusing on efficient lipid production with microalgae and their use for biodiesel preparation email: zhouwenguang@tsinghua.edu.cn Ph.D., 2004, Biological Science and Technology, Zhongshan University, China John Paulson City of Hutchinson Environmental Specialist I °Cc) 111 Hassan St SE Hutchinson, MN 55350 (320)234 -5682 email: jpaulson @ci.hutchinson.mn.us A.S., Vermilion Community College Brian Mehr City of Hutchinson Wastewater Superintendent 111 Hassan St SE Hutchinson, MN 55350 (320)234 -4233 email: bmehr @ci.hutchinson.mn.us B.S., St. Cloud State University A.A.S., Water Environment Technologies, St. Cloud Technical College 3c) Letter(s) of Support See attachment 3d) Board Resolution(s) See attachment Part 4. Cost Effectiveness and Economic Feasibility of Project (realistic budget; secured matching funds) 4a) Secured Matching funds (submit documentation as necessary if the applicant is not the sole source of the matching funds) Matching funds are currently budgeted in our 2009 Wastewater Department budget. The council resolution approving the use of the budgeted funds is attached 4b) Need for State funding Matching funds are currently budgeted in our 2009 Wastewater Department budget. During this slow economy our municipal budget has tightened significantly. The likelihood of this project being initiated without an additional funding source is minimal. While the initial cost in advancing this technology is marginal the potential economical benefits could have a profound impact on many public and private sectors. 4c) Work Plan, Budget and Expenditures • 4c.1) Project Scope and Work Plan: • Focus Area Emerging Issues + ()C`-) • Preferred Project Clean Technology/Best Practices Demonstration Sites Goal Statement The goal of this project is to evaluate the economical and practical feasibility of producing algae biomass by using wastewater. The specific objectives and tasks are to: (1) Screen and select microalgae strains that have fast growth rates in the wastewater environment, (2) Improve and optimize photobioreactor design and operational and control strategies to improve the desired total algal biomass production and maximize nitrogen and phosphorus removal rate for the wastewater, (3) conduct energy balance and techno- economical feasibility analysis of the algae production system. ■ Project Evaluation Plan The scope of the project allows for ongoing evaluation throughout the duration of the project. Objectives 2 and 3 are focused on evaluating the researched results and economic feasibility or producing biomass with the wastewater at our Wastewater Treatment Facility. The results from the project will be thoroughly evaluated and compiled to determine the success of the overall project. Even if project results do not support the projects feasibility at this time the results will be valuable for future reference as economic conditions and utility costs change. Obiectives/Tasks (follow format for listing of each Objective/Task): Objective 1. Screen and select microalgae strains that have fast growth rate in the wastewater environment. Task IA: Collecting algae cultures Timeframe: Two months Person(s) Responsible: Research Associate A & B Estimated Cost: Grant: $6216.00 Match: $4690.00 Total: $10906.00 Task 1 B: Screen algae species on wastewater environment Timeframe: Two months Person(s) Responsible: _ Research Associate A _ Estimated Cost: Grant: $4144.00 Match $2440.00 Total: $6584.00 Obiective 2. Improve and optimize photobioreactor design and operational and control strategies to improve the desired total algal biomass production and maximize nitrogen and phosphors removal rate for the wastewater. ion) Task 2A: Evaluate aigae biomass production at different operational strategies Timeframe: 4 months Person(s) Responsible: Research Associate A & B Estimated Cost: Grant: $23828,0 0 Match: $12252.00 Total: $36080.00 Task 2B: Evaluate nitrogen and phosphors removal rate. Timeframe: ___ - months Person(s) Responsible: Research Associate B Estimated Cost: Grant: $5811.60 Match: $8884.40 Total: $14696.00 Objective 3. Based on the developed operational strategy, the energy balance and economical analysis will be conducted. The energy consumed on producing one pound of algae biomass will be calculated. Task 3: Conduct energy balance and techno- economical feasibility analysis of the algae production system. Timeframe: 2 months Person( &) Responsible: Research Associate B Estimated Cost: Grant: $0 Match: 6734 Total: 6734 4c.2) Budget and Expenditures — An expenditure budget should be generated for each Objective/Task identified in the project Work Plan, then the total of all the Objectives are to be reflected on a separate budget page. You may choose to: • use the word document Example provided in the Instructions, or • use the formulated sample spreadsheet provided as Appendix C, or • create your own formulated excel spreadsheet � °c�) Part 4c.2: Budget & Expenditures (non - formulated table; see Appendix C for formulated spreadsheet; complete shaded areas) (Insert information specific to your project, Create a separate table for each Objective identified in your Work Plan. ] d' Project Budget and Expenditure Report Period Ending June 30. 2011 I. II. III. IV. V. VI. VII. VIII. Cost Category Unit Cost Quantity Grant Match Match Total Expended Expended Cumulative Budget (Hours/Amount) Funds Cash In -kind Budget Previous This Expenditure Balance Exp./Budget Periods Period + VI IV - VII OBJECTIVE 1 of 3: Screen and select microalgas strains that have fast growth rate in the wmtewater environment Task to Collectim slow cultures Colliding algae culture 25.9 /hr. 80 firs 2072 0 Separating unialgal Wain 25.9 /hr. 160 lint 41144 0 Lab Supplies 0 2440 Lab Ma 0 1000 Travel 0 1250 SUBTOTAL 5215 4690 10906 Task I B Screen a on wastewater environment screen aigas on wastewater 25.9 /hr. 80 We 2072 0 study growth characteristics 26.9 /hr. 80 firs 2072 0 Lab Su iss Lab M ro 0 0 1440 1000 SUBTOTAL 1 4144 1 Y440 6584 OBJECTIVE 1 -TOTAL 10980 7130 OBJECTIVE 2 of 3: improve and optimize photobioreactor design and operational and control streagies to Improve the desired total algal biomass Production and maximize nitrogen and phosphors removal rata for the wasewater. Task 2A) Evaluate alga• biomass production at different t el at ies Design a PER 25.9 1 /hr. F 240 hM 6216 0 Testing operation methods 25.9 /hr. 680 his 17612 0 Lab S Lab is 0 0 5752 2000 V Greenhouse Rental 0 2000 Travel 0 2500 SUBTOTAL 1 1 23828 12252 36080 Task 26 Evaluate nifr n and Phosph ors removal rate. Evalulas nitrogen removal 25.9 /hr. 120 bra 3108 0 Evalutae phosphors renoval 25.9 /hr. 104 Iva 2893.6 0 Other elements test 25.9 /hr. 116 hB 0 3004.4 Lab Supplies 0 3880 Lab Analysis 10 2000 SUBTOTAL I 5811,8 8884.4 14696 OBJECTIVE 2 -TOTAL 29639.8 1 21136A 50778 OBJECTIVE 3 of 3: Based on the developed operational strategy, the srw "balance and economical analyst w ll be conducted The energy consumed on producing one pound of algae biomass will be calculated. Task 2A) Energy balance and tachnoaconomical fasability analysis of the slow produ dion system 1 Feasibft anaivsis Final report 25.9 25.9 /hr. /tu. 160 100 hre hrs 0 0 4144 2590 SUBTOTAL 0 8734 6734 OBJECTIVE 3 -TOTAL 0 8734 8734 V Project Budget and Expenditure Report (Totals) Period Ending June 30, 2011 III. IV. V. VI. VII. VIII. Expended Expended Cumulative Budget Grant Match Match Total Previous This Expend. Balance Funds Cash In -kind Budget Periods Period (V + VI) (IV - VII) ITEMIZED OBJECTIVES BUDGET OBJECTIVE 1 -TOTAL 10360 7130 17490 OBJECTIVE 2 - TOTAL 29639.8 1 21136.4 50776 OBJECTIVE 3 - TOTAL 01 6734 6734 GRAND TOTAL $40,000 1 $35,000 1 $75 000 a u • 40) Gantt Chart (Project timeline by Objectives/Tasks) Objective 2009 Jul Aug Se Oct Nov 2009 Dec Objective 1: Task A x x Task B x x Task C Objective 2: Task A x x x x Task B x x x x Objective 3: Task A x x Q UNIVERSITY OF MINNESOTA Twin Cities Campus Centerfor Biorefining Bioproducis and Biosystems Engineering Building 1390 Eckles Avenue St. Paul, MN 55108 -6005 Phone: 612 - 625 -1710 Fax: 612- 624 -3005 E -mail: ruanv001 umnedu Web: biorefining.cfans.umnedu February 6, 2009 John Paulson City of Hutchinson Environmental Specialist 111 Hassan St SE Hutchinson, MN 55350 (320) 234 -5682, email: ioauls n&i.hutchinson.mmus Re: The proposal entitled "Using Wastewater for Microalgae Mass Production System ". Dear Mr. Paulson, This letter is to confirm my participation and support for your proposal, entitled "Using Wastewater for Microalgae Mass Production System ", in response to the Minnesota Pollution Control Agency Prevention and Assistance Division FY09 EA Grant Round. My group in Bioproducts and Biosystems Engineering Department and Center for Biorefining at University of Minnesota will participate and conduct the following tasks as proposed: Screen and select microalgae strains that have fast growth rate in the wastewater environment. Improve and optimize photobioreactor design and operational and control strategies to improve the desired total algal biomass production and maximize nitrogen and phosphors removal rate for the wastewater Based on the developed operational strategy, the preliminary energy balance and economical analysis will be conducted. I hope that you are successful in this endeavor, and look forward to a successful and productive collaborative research. Sincerely, R. Roger Ruan, Ph.D. Director, Center for Biorefining Professor, Bioproducts and Biosystems Engineering Our mission is to conduct fundamental and applied research, provide education on bioenergy, biochemicals and biomaterials, and support the biobased industry. ) otr-) CITY OF HUTCHINSON FINANCIAL REPORTS (JANUARY 2009 AS OF 02/20/2009) EXPENDITURES BY DEPTARTMENT: MAYOR & CITY COUNCIL ADMINISTRATION ELECTIONS FINANCE DEPARTMENT MOTOR VEHICLE ASSESSING LEGAL PLANNING INFORMATION SERVICES POLICE DEPARTMENT EMERGENCY MANAGEMENT SAFETY COMMITTEE FIRE DEPARTMENT PROTECTIVE SERVICES ENGINEERING STREETS & ALLEYS CITY HALL BUILDING PARKIREC ADMINISTRATION RECREATION SENIOR CITIZEN CENTER CIVIC ARENA PARK DEPARTMENT RECREATION BLDG & POLL EVENT CENTER EVERGREEN BUILDING LIBRARY CEMETERY AIRPORT UNALLOCATED GENERAL EXP TOTAL EXPENDITURES 2008 2008 2009 2009 2009 2009 JANUARY MONTH OF JANUARY MONTH OF JANUARY ADOPTED BALANCE PERCENT DESCRIPTION: YTD JANUARY YTD BUDGET REMAINING USED TAXES - - - 4,196,810.00 4,196,810.00 0% LICENSES 15,716.00 180.00 180.00 57,989.00 57,809.00 0% PERMITS 5,484.14 5,357.88 5,357.88 304,696.00 299,338.12 2% INTERGOVERNMENTAL REVENUE 13,860.00 871.90 871.90 2,584,224.00 2,583,352.10 0% CHARGES FOR SERVICES 76,101.28 84,151.08 84,151.08 1,757,664.00 1,673,512.92 5% FINES & FORFEITS - - - 45,000.00 45,000.00 0% INTEREST ON INVESTMENTS (48,869.86) 218.31 218.31 70,000.00 69,781.69 0% REIMBURSEMENTS 68,894.34 (1,106.39) (1,106.39) 408,632.00 409,738.39 0% TRANSFERS 5,212.75 4,342.08 4,342.08 2,012,140.00 2,007,797.92 0% SURCHARGES 76.85 121.25 121.25 1,000.00 878.75 12% FUND BALANCE 64,687.65 - - 47,168.00 47,168.00 0% TOTAL REVENUES $ 136,475.50 $ 94,136.11 $ 94,136.11 $ 11,485,323.00 $ 11,391,186.89 1% EXPENDITURES BY DEPTARTMENT: MAYOR & CITY COUNCIL ADMINISTRATION ELECTIONS FINANCE DEPARTMENT MOTOR VEHICLE ASSESSING LEGAL PLANNING INFORMATION SERVICES POLICE DEPARTMENT EMERGENCY MANAGEMENT SAFETY COMMITTEE FIRE DEPARTMENT PROTECTIVE SERVICES ENGINEERING STREETS & ALLEYS CITY HALL BUILDING PARKIREC ADMINISTRATION RECREATION SENIOR CITIZEN CENTER CIVIC ARENA PARK DEPARTMENT RECREATION BLDG & POLL EVENT CENTER EVERGREEN BUILDING LIBRARY CEMETERY AIRPORT UNALLOCATED GENERAL EXP TOTAL EXPENDITURES 2008 2009 2009 2009 2009 JANUARY JANUARY MONTH OF JANUARY ADOPTED BALANCE PERCENT YTD JANUARY YTD BUDGET REMAINING USED 6,477.92 4,342.25 4,342.25 56,310.00 51,967.75 8% 32,586.40 29,614.98 29,614.98 411,883.00 382,268.02 7% - - - 10,128.00 10,128.00 0% 40,770.58 40,556.99 40,556.99 638,174.00 597,617.01 6% 18,955.44 21,312.35 21,312.35 231,500.00 210,187.65 9% - - - 57,940.00 57,940.00 0% 13,968.22 10,702.68 10,702.68 200,194.00 189,491.32 5% 13,227.57 11,387.09 11,387.09 173,215.00 161,827.91 7% 21,197.15 20,416.83 20,416.83 286,127.00 265,710.17 7% 212,909.64 190,693.38 190,693.38 3,168,196.00 2,977,502.62 6% 552.81 2,612.46 2,612.46 18,000.00 15,387.54 15% 4,600.00 2,787.50 2,787.50 13,450.00 10,662.50 21% 24,402.08 22,782.53 22,782.53 438,677.00 415,694.47 5% 18,659.24 16,556.53 16,556.53 285,596.00 269,039.47 6% 43,212.84 37,936.85 37,936.85 487,287.00 449,350.15 8% 86,883.00 64,687.65 64,687.65 1,463,999.00 1,399,311.35 4% 10,607.37 10,109.66 10,109.66 148,477.00 138,367.34 7% 17,571.91 16,923.15 16,923.15 221,451.00 204,527.85 8% 15,342.87 17,801.14 17,801.14 225,665.00 207,863.86 8% 6,547.21 4,436.37 4,436.37 71,856.00 67,419.63 6% 39,708.88 37,932.99 37,932.99 324,827.00 286,894.01 12% 62,135.98 50,100.46 50,100.46 866,975.00 816,874.54 6% 13,226.38 13,827.19 13,827.19 142,254.00 128,426.81 10% 23,634.24 21,722.47 21,722.47 253,036.00 231,313.53 9% 1,569.32 1,279.53 1,279.53 15,450.00 14,170.47 8% 3,742.22 3,333.51 3,333.51 189,792.00 186,458.49 2% 7,712.87 6,810.86 6,810.86 146,459.00 139,648.14 5% 10,198.61 5,671.24 5,671.24 101,570.00 95,898.76 6% 57,761.66 47,392.84 47,392.84 836,835.00 789,442.16 6% $ 808,162.41 $ 713,731.48 $ 713,731.48 $ 11,485,323.00 $ 10,771,591.52 6% k,LCA-) 2008 2009 2009 2009 2009 DECEMBER EXPENDITURES BY JANUARY MONTH OF JANUARY ADOPTED BALANCE PERCENT FUNCTION OF GOVERNMENT: YTD JANUARY YTD BUDGET REMAINING USED GENERAL GOVERNMENT 157,790.65 148,442.83 148,442.83 2,213,948.00 2,065,505.17 7% PUBLIC SAFETY 261,123.77 235,432.40 235,432.40 3,923,919.00 3,688,486.60 6% STREETS & ALLEYS 130,095.84 102,624.50 102,624.50 1,951,286.00 1,848,661.50 5% PARKS & RECREATION 183,479.01 167,356.81 167,356.61 2,311,306.00 2,143,949.19 7% MISCELLANEOUS 75,673.14 59,874.94 59,874.94 1,084,864.00 1,024,989.06 6% $ 808,162.41 $ 713,73 $ 713,731.48 $ 11,485,323.00 $ 10,771,591.52 6% k,LCA-) CITY OF HUTCHINSON INVESTMENT REPORT January 31, 2009 �I La) Date Date Interest of of Institution Description Rate Purchase Maturity Amount Smith Barney FNMA - Step 4.125% 613/2008 6/3/2013 300,000.00 Smith Barney FHLB 4.750% 1/3012008 1/30/2015 365,000.00 Smith Barney FHLB 5.200% 10/15/2008 10/15/2015 300,000.00 Smith Barney FHLM - Step 4.000% 12/11/2008 12/15/2015 500,000.00 Smith Barney FFCB 3.875% 12/29/2008 12/29/2015 750,000.00 Edward Jones FHLB 3.500% 3/26/2008 3/26/2012 500,000.00 Wachovia FHLM - Step 5.250% 11/26/2007 11/26/2014 625,000.00 Wachovia FHLM - Step 4.250% 3/3/2008 3/3/2015 300,000.00 Wachovia FHLM - Step 5.000% 12/19/2007 12/19/2017 200,000.00 Wachovia FHLM - Step 2.000% 1/29/2009 1/29/2014 200,000.00 Wachovia FNMA - Step 1.750% 1/13/2009 1113/2012 900,000.00 Wachovia FNMA - Step 4.000% 3/27/2008 3127/2015 400,000.00 Wachovia FNMA - Step 5.000% 12/12/2007 12112/2017 300,000.00 First Minnesota CD's 2.650% 1/16/2009 10/16/2009 500,000.00 First Minnesota CD's 2.550% 12/16/2008 6/18/2009 500,000.00 MidCountry CD's 3.050% 3/24/2008 3/26/2009 750,000.00 MidCountry CD's 3.250% 3/14/2008 3/13/2009 400,000.00 $ 7,790,000.00 �I La) Page 1 of 1 Gary Plotz From: Rebecca Bowers Sent: Wednesday, February 18, 2009 2:14 PM To: Gary Plotz Cc: Lenny Rutledge; Kyle Dimler; Debra Crooks; Bonnie Baumetz Subject: January 2009 dept report Attachments: PBZ -1 2009- RB.doc Gary, Attached is our January 2009 monthly department report that will be in the Council packet. We had a slightly better January than last year for number of inspections and construction valuation. We are starting to see an increase in customers coming in for applications, so I think spring is on the way. Thanks, Rebecca Bowers, AICP Planning, Zoning, and Building Director 111 Hassan Street S.E. Hutchinson, MN 55350 Office: (320) 234 -4258 City Hall: (320) 587 -5151 Fax: (320) 234 -4240 www.ci.hutchinson.mn.us If your actions inspire others to dream more, learn more, do more and become more, you are a leader. -John Quincy Adams 2/19/2009 1 � La) Planning, Zoning, and Building Dept. Monthly Report January 2009 Building Department Permit Activities Planning. Zoning, and Building Department — Other Activities Facilities Management/Maintenance Activities: Evergreen Meals served in Janua Park Silver Week Of Hutchinson Towers Lake Glencoe Brownton Stewart 1/2008 66 34 18 Total Number Inspections 115 126 126 Building Permits Issued by Type Compared to Same Month 2008 Number of Permits & Valuation Number of Permits & Valuation Year to Date Number Permits & Valuation Commercial new 0 0 0 Commercial Additions/ Remodels 3-$65,000 1 — $18,500 1—$18,500 Industrial new 0 0 0 Industrial Additions /Remodels 0 0 0 Fire Sp rinkling 0 1-$1,000 1 - $1,000 Total New Residential Units (Single Family, twins, townhomes 0 0 0 Residential misc. additions, repairs, remodels, etc 3-$12,000 3 - $31,000 3-$31,000 Set fee permits reside, reroof, window replacement, misc. * 21 12 12 Subtotal Building Permits: $77,000 $49,500 $49,500 Mechanical 7-$27,284 7 - $170,000 7-$170,000 Plumbing* 4 5 5 Signs* 5 6 6 Total Permits issued and valuation 43 - $104,284 35 - $220,500 35 - $220,500 * Set fees not included in valuation Planning. Zoning, and Building Department — Other Activities Facilities Management/Maintenance Activities: Evergreen Meals served in Janua Park Silver Week Of Hutchinson Towers Lake Glencoe Brownton Stewart 1/2/2009 66 34 18 21 11 75 1/5 -1/9 306 186 101 151 57 86 1112 -1/16 303 180 96 140 59 57 1/20 -1/23 237 149 81 133 48 47 1/26 -1/30 285 182 102 139 62 32 Total 1197 731 398 584 237 297 Total Meals Served in January - 3,408 Educational Activities. Lenny Rutledge and Kyle Dimler attended the Southwest Minnesota Chapter of the International Code (� Council (ICC) on January 21 Deb Crooks attended Basic Residential Plan Review Class on January 15 .f Planning, Zoning, and Building Dept. Monthly Report for January 2009 Page 2 Planning and Zoning Monthly Activities Month/Year: January 2009 Activity Number Additional Info. Zoning Review of Building Permits 9 Zoning Review of Sin permits 7 Planning /Zoning Applications Provided 3 Variance - Hutch Utilities, Annexation - McLeod Cty, Cond. Use - Dick Lennes Industrial park preliminary plat Predevelopment Meetings/ Runnings site development, Industrial park Potential Applicants Assisted 6 platting, McLeod County Solid Waste property annexation, CUP to amend PDD to build new home, draft retail development Ian along Hwy 15, HUC variance Planning Commission Applications 4 CUP West Central Industries, Reviewed and Processed Preliminary Plat, Final Plat and variances Wal-Mart/Murphy gas Joint Planning Applications 0 Reviewed and Processed Zoning Enforcement Letters and 4 Sign ordinance compliance letters and Other Code Compliance Issues nuisance complaint Misc. Meetings Attended 25 SPECIAL ACTIVITIES: Staff sent out a short survey to local real estate offices, mortgage companies, and banks to obtain feedback on vacant housing issues in the community. Surveys will be compiled and information presented to the City Council at the workshop on vacant housing. Completed and submitted final grant report for Evergreen Dining grant from Mardag Foundation. Staff increased marketing efforts for the rental of Evergreen Dining Rental and distributed brochures to several locations, such as the Chamber of Commerce and city facilities. Rebecca attended a seminar on Reducing Energy Cost in Local Government on 1/22/09. Staff met with several mechanical service contractors to discuss equipment and service contract savings. I CITY OF HUTCHINSON _ YTD- Jan 2009 .. LIQUOR STOR rna COMPARI SI_ 29,683 2009 - 29,683 2006 - 28,848 2008- JA JA NUARY 2008 --- SALES + __ ________ CHANGE _ ___ __ _ -- _____ __ . _ - - - - -_ ____ __ _ __ TOTAL I_____ DATE - - j TOTAL U IOIICR DATE ----------- iTQWR _ _ REAR _ _ WINE ___ __ MISC __ IOTA( '.. __ Ry WP4R _ ________ tOUNI' __ _ 1 �._. 2 li 1,924 - -_ 2,692 I 743 120 :),419 7,722 1 Y41 3 3,022 3,976_ 1,278 106 7,981 7,522 423 4 5,286 7,781 2,623 428 16,119 . 1 784 5. 5,508 7 555 2 1 261 305 15,629 3,506 716 09 6,917 329 6 2,05 45,208 1,175 "I 2,712 3,269 1,040 64 'I, 085 3,711 418 8 2,340 3 785 87 6, 3.i2 5,275 400 9 2,882 3,522 1 1,334 116 '1,854 8,890 428 10 3,876 1,9 "12 1,915 206 1U, 169 9,630 53U 11 7,261 9,492'. 2,685_ 293 19,731 880 12 b,490 8,D53 I 2,946 283 16, I lm 4,175 807 302 8,763 -� 486 13 j 2 243 68,171 1,038 14 2,825 3,232 I 1,306 242 7,605,, 3,890 198 15 2,689 3,064 1,187 1 144 7,004 5,022 388 16 3 389 5 070_'_ 1,296 _ _ 143 9,898 9,869 4"1 1 17 I 3 474 5 655 !. 1 654 155 10,938 9,285 1,34 IB 6, 813 10 100 3,976 381 21,210 917 19 _' 5,728 tl 581__ 2,622 �.. 330 17,164 4,179 808 1391 9_139 45'11 20 2 Bfi9 1 74,059', 1,168 21 2,284 2,862 1,011 9' j 6,262 4,900 367 22 2,513 3,365 1 1,171 85 7,134 6,005 395 _ 23 2,618 3,856 -- 1 068_'. . . 133 1,815 9,868 414 24 4,014 6,174_ 1 850 76 12,11.4 8,682 546 25 7 509 9,705 3,200 362 1 20,796 930 26 5 674 9 457 2 853 320 i8, 1(14 - 1130 _ 77 I 6,030 384 27 ', 2-321 l 72,475 1, 378 � 28 3,248 3,768 _ 1 573 68 I 8,857 4: 56 46 29 1,938 2,552 844 55 5,309 6,646 1 12.7 _ 30 1__ 3,174 __3,100 I 1 747 111 8,131 11,255 399 31 4,245 5,802 _ 2183 - _ _. 185 12, 415 19 903 5T1 614 28,442 I 1,160 34,593 2008 'TOTAL 102,649 - i 140,398 46,551 4,913 121,633: 294,506 14, 500 2007 TOTAL �'� 102,932 I 130,999 i 43,357 4,690 102 281,978 14,292 , '(.OF SALE... __- - 35 48 I 16 __. 2 35 InU 15 SALES INC OR DEC I i 12,528 : i 4 % 208 UNITS SOLD: Mm- YTD- Jan 2009 COMPARISON 01131109 2009- 29,683 2009 - 29,683 2006 - 28,848 2008- 28,846 CHANGE +10.6% CHANGE +10.6% AVERAGE SALE 2009 - $21.57 PER 2008 - $20,31 CUSTOMER CHANGE +$ 1.26 CITY OF HUTCHI NSON 1 LIQUOR STORE COMPARISON JANUARY 2009 NET SALES __ _ -- --------- ______ ________ ____ __ _ __ TOTAL _____I 1 'USTOMER DATE - - j LIQUOR I BEER WTNE MISC. i TOTAL BY WEEK I COUNT 1 HOLIDAY - _ - -- -- 2 5 7,722 1 2,776 200 16,193 3 51184 7,522 X 193 346 15,245 705 . 1 31,438 S 2,490 3,506 832 09 6,917 329 6 2,05 3 1,175 96 7,695 922 I 3 O BO 3,711 1,063 96 8,010 434 8 3 955 5,275 1,727 130 11,087 530 9 1 6,764 8,890 2,767 272 I 18,699 1 815 30 I 7,206 9,630 3,151 357 20,3 873 -_. ___ 72.702 ' 12 3,362 � 4,175 1,124 302 8,763 -� 486 13 j 2 243 3,576 1,038 160 7,017 393 14 3 621 3,890 1,894 12_7 9 1 457 15 3,921 5,022 1,345 1 101 10,389 I 503 76 6 514 9,869 3,180 313 19 871 880 1 5 779 9,285 2,496 320 I 17 800 828 73402' 19 3 4,179 1,594_ 1391 9_139 45'11 20 2 Bfi9 1 3,196 1,168 90 7 398 ?1 3,677 4,900 1,671 159 9 907 _ _ 472 22 4 918 6,005 2,443 164 13 530 519 21 7,542 9,868 3,076 362 20 8 914 29 7,058 8,682 3,051 357 I 19,142 820 - - 2,493 79,895 3,110 1 _ 77 I 6,030 384 27 ', 2-321 l 3,830 I 1, 378 � 69 7,593 I 404 18 3 479 4: 56 1,273 I 135 9,450 i 451. 29 5,198 I 6,646 1 1,975 215 14,034 581 30 7,509 11,255 2,994 _ 445 22,278 955 31 _8,483 19 903 4,362 614 28,442 1,160 88 627 2009 TOTAL i 121,633: 166,049 52,846 _ 5,536 f 346,064 346 064 16,047 2008 TOTAL 102 140,398 46,551 4,913 1 294,506 14,500 ::OF ;ALE 35 48 15 ._ _._. , 2 it 100 - - 1547 ❑A1,E1 INC on DEC 51,558 18 % NOTE: Jan 2009 = 5 weel - Jan 2008 = 4 weekends February sales will also reflect the change! Month to Date Sales Report Liquor Hutch Sorts: Department Description 2r2/2009 9:13:42 AM Fitters: Department Description is between 01 - LIQUOR and 94 - MISC NO TAX Page 1 Desciption I DaKdpdm 2 CIMDM Item a Style Avg Cost Price I QoH E)d Cost MID Oty MID Cost MID Mkdn MID Sales MID Profit MID GP% Dept Desc: 01 . LIQUOR Subtotal 1647 Dept Deac: 01 - LIQUOR 211490.00 209275.62 - ------------- 892200 ------------------- 93873.49 - ----------- 972.49 ---------------- 121631.68 --------- ------------- 27758.39 -- -------- 2282 - ----------- ---- ------------ - ---------------- ----------------------------------------------- Dept Desc: 02 - BEER Subtotal 964 Dept Desc: 02 - BEER 11448.00 9800219 13248.00 129963.57 1618.34 166047A9 -------------- 36094.23 21.74 ---- ------------- -------------------------------- -- ------- --------------------------------------------------------------- Dept Dose: 03- WINE --- ------------------------ ------- ---------- -- - Subtotal 1077 Dept Desc: 03 - WINE 27267.00 1185403.71 5583.00 33339.75 87019 - - -------------------- 5211143.93 -- ---- 119504.38 - ------- 36.91 ------- - - - ------------- - ----- ---- - ----------- - ------------------ Dept Desc: 04 - MISC 6.5% ------ - ------------------- - ------------------------------------ ----------------- Subtotal 298 Dept Desc: 04 MISC 6.5% 3328.00 9651.72 121116.00 2441.25 33.75 3584.47 1143.30 31.89 ..... ..... ---- - ------ -- - --------------- Dept Desc: 06 -ICE ------- ------ ------------- ----- --- ------------------- ------ ...... Subtotal 2 Dept Dese: 05 -ICE 20200 370.95 344.00 295.60 0.38 53248 236.88 44.49 ------------------ ------------ - ----------------------------------------- Dept Deac: 09 - RENTAL --------------------------------------- - I ------- - ----------------------------------- - - ---- ------ - -------------- Subtotal 2 Dept Desc: 09 - RENTAL 0.00 0.00 3.00 0.00 0.00 16.00 15.00 100.00 ---------- - --- ----------------- ------- - --------------------------------- Dept Desc: 89 - MISC NO TAX --- ----- - - - --- - - ------------- ------------------------------------------------ Subtotal I Dept Desc: 89 - MISC NO TAX 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 ------------------------------------ - -------------- - ------------------------ Dept Desc: 90 - NIISC BEER -------------------- -------------- - - ---------- ------------------------------------------ -- - - - ----------- ------ Subtotal I Dept Desc: 90 - MISC BEER 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 ---------- - --- - -------------------------------- Dept Dome: 91 - MISC LIQUOR 1 __ ------------ ----------- - ----------- -------- ------ ---- --- __ ........................ ------ Subtotal I Dept Dow: 91 - MISC LIQUOR 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 ------------------- ------------------------------------- - --------------------- Dept Dose: 92 - MISC WINE - -------------------- - - - -------- ------- ---- ---------------------------- - -- - ----------- --- - - - -- Subtotal I Dept Desc: 92 - MISC WINE 0.00 - ----- - -------------------- 0.00 0.00 0.00 0.00 0.00 0.00 0.00 ------- ----------------------------- --------------------------- Dept Desc: 94 - MISC NO TAX --- ----------- ---------------- ----- ---- ---------------- --- ---- ---- --- Sub 109 Dept Desc: MISC NO TAX 986.00 3199.05 297.00 932.71 4.62 11404.07 471.41 33.67 Total 4803 54810.00 508103.24 29693.00 200936.37 3499.77 348056.92 85223.59 24.63 K'Tb II T , ir -T I -S 7 *S VA � IBA ar f3 ; 5 D. H 7 ov 19.3 sb of g zT, b11 ltn 1.1. w A 6 3 19. a3 1 1 Lo)-- - - - Month to Data Sales Report Liquor Hutch Sorts: Department Description 2/1/2008 8:00:27 AM Filters: Department Description Is between 01 - LIQUOR and 94 - MISC NO TAX Page t Description 1 Description 2 Class case tism # Style Avg Cost Price 1 am Ext Cost MID Qty MID Cost MtD Mkdn MID Sales MID Profit MID GP% Dept Desc: 01 -LIQUOR - Subtotal 1544 Dept Dear 01 - LIQUOR 25083.08 267679,04 8024,00 79190.08 97218 102842.08 23482.39 22.88 ----- -- Dept Dose: 02 -BEER Subtotal 902 Dept Desc: 02 - BEER 17158.00 146572,31 12212,00 110506,98 1891.38 140420.33 29914.88 21.30 -- - - Dept Desc, 03 -WINE Subtotal 1825 Dept Dese: 03-WINE 29719.00 196168.63 4979.00 29841.07 1062.36 46524.80 16064,10 35.86 Dept Desc: 04 - MISC 6.5% Subtotal 298 Dept Dew: -04 - MISC 8.6% 2560.00 9288,98 1125.00 2138,64 47.94 3135,73 WAS 31.80 .,` Dept Dew: 05 -ICE _ ,- .,,a,., , Subtotal 2 Dept Deco: 05 -ICE 346,00 421.08 311.00 2W-28 0.45 444.94 162.66 34.31 -- -- - Dept Dew: 09 -RENTAL Subtotal 2 Dept Dew: 09 - RENTAL 0.00 0.00 11.00 0.00 0.00 ... _ 38.00 .... _ 38.00 _. 100.00 _... - - -- Oese: 89 - MISC NO TAX Subtotal 1 Dept Desc: 89 - MISC NO TAX 0.00 0,00 0.00 0.00 0.00 0.00 0.00 0.00 __ _ _ Dept Desc: 90 - MISC BEER Subtotal 1 Dept Desc: 90 - MISC BEER 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Dept Desc: 91 - MISC LIQUOR Subtotal 1 Dept Dew: 91 - MISC LIQUOR 0.00 0.00 0.00 0.00 0.00 0,00 0.00 0.00 -- Dept Do= 92 - MISC WINE Subtotal 1 Dept Dew: 92 - MISC WINE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 ------------ - Dept Dew: 94 - MISC NO TAX Subtotal 104 Dept Dear: 94 - MISC NO TAX 1173.00 3569.23 287.00 571.69 4.00 1295.59 423.94 37-72 Total 4681 76036 OD 821677.27 28846.00 222809.74 3977.90 294501.47 71693.12 24,34 \ �Lq-) Year to Date Sales Report Liquor Hutch Sorts: Department Description 2=2009 9:14:51 AM Fitters: Department Description Is between 01 - LIQUOR and 94 - MISC NO TAX Page 1 DesclipUon 1 Desa"M 2 Class Desc Item o SW Avg Cost Price 1 QoH E)d Cost YtD Oty YtD Cost YtD Mkdn YtD Sales YtD Profit YID GP% Dept Desc: 01 - LIQUOR Subtotal 1547 Dept Desc: 01 - LIQUOR 21490.00 209275.62 892200 93673.49 972.49 121631.58 -- -- --------------------------------------- 27758.39 22-82 ------- - --- - ------------------------------------------------------------------------------------------------ Dept Dosc. 02 - BEER ---- - ------ --- ------ ------------ ---- Subtotal 964 Dept Dose: 02 - BEER 11448.00 98002.19 13248.00 129953.57 1618.34 166047.49 36094.23 21.74 ------------------------------------- ------ - -------------------- Dept Dose: 03 - WINE - ------------------------------------ ---- ----- --------- ---- -- --------------------------------------- - --------------- Subtotal 1877 Dept Desc: 03 - WINE 27297.00 185403.71 5583.00 33339.76 870.29 62843.83 19504.38 - ----- 36.91 ---- - -- - ---------------------------- - -- -- - - - -- - --- - ----- - ------------------- Dept Dose: 04 - MISC 6.5% --------- - ---------------------------------------------------------------------------- Subtotal 298 Dept Desc: 04 - MISC 6.6% 3328.00 9951.72 1286.00 2441.25 33.75 3584A7 1143.30 31.89 ---------- --- --------- ---------- -------------------- Dept Desc- 05 -ICE = -- ---- -------- -------------- ------------ - --------- --------- ---- ---- ------ Subtotal 2 Dept Desc: 05 -ICE 282.00 370.95 344.00 ------------------ 295.60 -- ----- ------ 0.38 - -------------- MALI - - - ------------------------------------- 23648 44.49 ----- ---- - ----------- ---------------------------------- - ----------------------------------- Dept Desc: 09 -RENTAL Subtotal 2 Dept Desc: 09 -RENTAL 0.00 0.00 3.00 0.00 0.00 16.00 16.00 100.00 -- ----------------------------------------------- ------ - -------------------- Dept Desc: 89 - MISC NO TAX ------ ----- ----------------------------------------------------- - ---------------------------- ------- Subtotal I Dept Dow: 89 - MISC NO TAX 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 -------------------------- - ----------------- ------ ------ ---- - -- -- Dept Desc: 90 - MISC BEER - - ---------- - ---------------------------------- -------------- --------------------- ------------------ ----------------- --- Subtotal 1 Dept Desc: 90 - MISC BEER 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 -- •---- _------ - - - - -- ---- ----- ------------- ------- --- -------------------------- Dept Dose: 91 - MISC LIQUOR ---- -- ------ ---------------------------- .--...,-.... ------- ----------- Sub total 1 Dept Dow: 91 - MtSC LIQUOR 0.00 ------- 0.00 0.00 -- ---- -------------- 0.00 ----- ----- 0.00 ----------------- 0.00 -------- - ---- - --------------------- 0.00 koo --------------- --------- - - - ------------------------------------------------- Dept Deaw. 92 - MISC WINE - -------------- Subtotal I Dept Desc: 92 - MISC WINE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 -- --------- -- --- --- - - -------- I ------------- -- ----------- Dept Desc: 94 - MISC NO TAX --- ------ I ------------- ----------- ------------------------- ------- . ----------------------------- Subtotal 109 Dept Desc: 94 - MISC NO TAX 996.00 3199.05 297.00 93271 4.52 1404.07 471A1 33.57 Total 4803 64810.00 506103.24 29883.00 280836.37 3499.77 346058.92 85223.59 24.63 :5 am -e 6L5 1-1 'lJ I l i L-q-)- Year to Date 3aMs Kepon 3135.73 WAS 31.80 Liquor Hutch 444.94 10-66 - 34.31 ---- ------- Sods: Department Description 38.00 38.00 21112008 8:01:29 AM Filters: Department Description Is between 01 - LIQUOR and 94 - MISC NO TAX Pap I 0050"m 2 Cross Desc awn a SW Avg Cost Prim 1 QoHl E)d Cost YtD Oty YtD Cost YtD Mkdn YtD Sales YtD Profit YtD GP% Dept Dose- 01- LIQUOR -- -------- - -- - - ----------------- __ ---------------------------- --- Dept Desc: 90 - MtSC BEER --------------------------- ------ SubbDW 16" Dept Desc* 01 - LIQUOR -------- --- 25083.00 267679.04 9024.00 79180.0111 972.18 102642.08 23482.36 ---------------------------------------------------------------------------------------------- Dept Dow: 02 -BEER -- I --------- - --- --------- _____.__.-_...- Subtotal 902 Dept Desc: 02 -BEER 0.00 0.00 0.00 17158.00 - ---------------- - -- -- ----------- ---------------------------------------------------------------------------- 146672.31 1221200 1110606.98 1891.38 140420.33 29914.88 21.30 ---- - - Dept Dose: 03-WINE SubtoW 1825 Dept Desc: 03 - VANE 29719.00 195168.63 4978.90 ------------- - - ---- --------- --------------------------------------------------------- Dept Desc'. 04 - MISC 8.9% Subtotal 298 Dept Ossw 04 - MISC 63% 2560.00 9266.98 112111,00 --- - ---------- I ----- -------- Dept Desc: 05 -ICE Subtotal! 2 Dept Dose: 05 - ICE 345.00 421AS 311.00 --------- --- -- ----- ----- ----------------- --------------------------------------------- Dept Desc: 09 -RENTAL Subtotal 2 Dept Deso: 09 -RENTAL 211111141.07 1062.35 46524.80 16604,10 35.86 - - ------ -------- 2113B." 29220 0.00 0.00 11.00 0.00 ---------- - - -- ------ --------------------------- ------------- --- ---------------- ---- - 47.54 3135.73 WAS 31.80 0.46 444.94 10-66 - 34.31 ---- ------- 0.00 38.00 38.00 100.00 Dept Desc: 89 - WSC NO TAX Subtotal I Dept Desc: 89 - MISC NO TAX 0.00 0.90 0.00 0.00 0.00 0.00 0.00 0.00 -- -------- - -- - - ----------------- __ ---------------------------- --- Dept Desc: 90 - MtSC BEER --------------------------- ------ - - -- ----- -- -- -------- --- - - ----- Subtotal I Do" Oase. 90 - MISC BEER 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 ------------------------ -------- Dept Do= 91 - MISC LIQUOR ... .......... --- ------ -------- Sub total I Dept Dow- 91 - MISC LIQUOR 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 --------------- - --- - - -- ------ ----------------------- ---------------------------------- Dept Dose: 92 - MISC WINE ----- -- -- ------- Subtotal 1 Dept Dose: 92 - MISC VANE 0.00 0.00 0.00 0.00 0.00 0.00 0.00 OAO -------- ------ - --------- - --- ---- - -------- ----------- ----------- Dept Desc: 94 - MISC NO TAX ------- ------ --- ----------- -- Subtotal 104 Dept Desc: 94 - MISC NO TAX 1173.00 3698.23 287.00 871.69 4.00 1296.59 423.94 32.72 Total AIM 76038.00 62167727 26946.00 222609-74 3977.90 294501.47 71693.12 24.34 I k Lp) Quantirty on nano report Liquor Hutch Sorts: Department Description Filters: Department Description is between 01 - LIQUOR and 94 - MISC NO TAX r1parAntinn 1 Item # Ext Cost Ext L Cost Ext Price GP Price I 202009 9:15:03 AM Page 1 On Order GoH Min Qty Dept Dose: 01 - LIQUOR Subtotal 1547 Dept Dose: 01 - LIQUOR 209275.62 -------- -- 210041.67 282635.93 ------- ----- 25.9 ------ --- - ----------- 0.00 --- ------------ 21490.00 --------- - ----- --- ---- ---- 11 ---------- ------------------------ ---------------- Dept Dose: 02 -BEER Subtotal 964 Dept Dose: 02 -BEER 98002.19 ----------------------------------- 98140.67 ---------------------------------- 130021.73 24.6 - - ---------- 0.00 - ----------- 11448.00 - ----- --- ------------------ - ----- ------------------------------------------- - ---------- Dept Dose: 03- WINE Subtotal 1877 Dept Dose: 03 -WINE I85403.71 -------------------------------------------------------------- 180288.52 296691.42 37.5 -------- - - --- ----- 0.00 --- - --------------- 27267.00 -- -- ---- --------------------------- - ------------------------------- ---------------- Dept Dose: 04 - MISC 6.5% - Subtotal 298 Dept Dose: 04 - MISC 6.5% 98611.72 -- ----- ---- 911011.68 15049.93 34.5 ---- - ----- 0.00 3328.00 Dept Deem 05 -ICE Subtotal 2 090 Deac 05 -ICE 370.95 3711.38 679.68 45A 0.00 262.00 _- -- --- -- - - -- Dept Desc: 09 -RENTAL Subt 2 Dept Dose: 09 -RENTAL 0.00 - - - -------------- 0.00 --------------- 0.00 ------------ - ------------- 0.0 ----------------------------------------------- 0.00 0.00 - ---------------------------------------- ---- ----- --------- - ---------------------- Dept Dose: 89 - MISC NO TAX Subtotal 1 Dept Dese: 89 - MISC NO TAX 0.00 ---------- - 0.00 -- --- ----- 0.00 --- ------ -- ---------- 0.0 - --- ----- 0.00 ---- -- ---- -------- 0.00 - -- - - -- -- -- - -- Dept --------- --------------- ---- - -- ---- --- --------- ---------- Dept Desc: 90 - MISC BEER -------- Subtotal 1 Dept Desc: 90 - MISC BEER 0.00 0.00 0.00 0.0 0.00 0.00 Dept Dose: 91 - MISC LIQUOR Subtotal I Dept Dose: 91 - MISC LIQUOR 0.00 0.00 0.00 -- --- ------- ------ 0.0 --- ---_-------------------- 0.00 -- 0.00 -- - ---- ----- --- - - -------- ---- ------------ ----- - ------------- ------------------- ----- Dept Dose: 92 - MISC WINE --- --- - ---- --- ---- ------------------ Subtotal I Dept Dec: 92 - MISC VANE 0.00 0.00 -- --- ----------- 0.00 ---------------------------- 0.0 ----- -- -------------------- 0.00 0.00 --------- --------------- - ---------------------------- ---------------- Dept Dose: 94 - MISC NO TAX ----------------------- Subtotal 109 Dept Dose: 94 - MISC NO TAX 3199.05 3206.11 4861.53 34.2 0.00 995.00 Total 4803 606103.24 607937.03 729840.22 30.7 0.00 64810.00 *Negative QoH extended valued is zero. \ k LO-) Quantity on Hand Report liquor Hutch ' Sorts: Deparment Description 211/2008 8:01:53 AM Fifters: Department Description is between 01 - LIQUOR and 94 - MISC NO TAX _ Page 1 Desay�0on 1 item # Ext Cost E)d L Cost 6d Price GP % Kit Qty On Order QoH Description 2 Cross Ref # Avg Cost Last Coat Price 1 Tmfr Qty Min Oty Dept Dose: 01 - LIQUOR Subtotal 1544 Dept Desc: 01 - LIQUOR --- - -_. ---- -- -.._._ --- -..._- -- - --- - -- --- - - -- - 267579.04 - - - - 26809&98 366097.72 25.3 0.00 25083.00 Dept Deac: 02 - BEER -- ---- -- .-- -_. _._ _ -- - -.- - Subtotal 902 Dept Desc: 02 - BEER ._ 146572.31 145980.35 191532.49 24.0 0.00 17168.00 Dept Desc: 03 - WINE - -- - - - - - -. _ --- Subtotal 1626 Dept Desc: 03 - WINE - - -- - - ---- --- 195168.63 - 196066.43 312621.80 37.6 0.00 29719.00 --- Dept Dose: 04 - MISC 6.5% - - -- - ' - -. -. Subtotal 298 Dept Desm 04 - MISC &5% 9288.98 9292.50 14218.47 34.8 0.00 2660.00 Dept Dose: 05 - ICE - Subtotal 2 Dept Dose: 05 , ICE 421.06 418A6 666.55 36.8 0.00 345.00 Dept Desc: 09 RENTAL Subtotal 2 Dept Desc: 09 - RENTAL - -- - 0.00 - -- - - -- 0.00 0.00 0.0 0.00 0.00 DeptDesc: 89 -MISC NO TAX - - __.__._. Subtotal 1 Dept Desc: 89 • MISC NO TAX 0.00 0.00 0.00 0.0 0.00 0.00 Dept Dose: 90 - MISC BEER Subtotal 1 Dept Dose: 90 , MISC BEER ,._ 0.00 0.00 0.00 0.0 0.00 0.00 Dept Desc: 91 - MISC LIQUOR Subtotal 1 Dapt Deae: 91 - MISC LIQUOR -- - -- -_ -. _. _-- -'-- -- - --- - --- -- -- - -- -- - 0.00 - ---- 0.00 0.00 0.0 0.00 0.00 - Dept Desc: 92 - MISC WINE - Sub�l 1 Dept Desc: 92 - MISC WINE . _ .. - - -- - --- -- - - --- ----- ___.__- 0.00 0.00 0.00 0A 0.00 0.00 Dept Dose: 94 - MISC NO TAX Subtotal 104 Dept Dose 94 - MISC NO TAX 3569.23 3686.79 5262.27 32.2 0.00 1173.00 Total 4681 621577.27 023405.49 882397,30 29.6 0.00 76038.00 'Negative QoH extended valued is zero. iii) February 18, 2009 Dear City Council Members, While doing some recent research into board and commission appointments I came across a couple of items that I believe are in the City's best interest to get rectified. City ordinance 31.20, says that "no board or commission member shall be appointed to more than two full consecutive terms or for a period to exceed ten years, whichever is lesser ". However, two issues came to mind. First, by state law the terms of the EDA are required to be six years in length. Therefore the maximum length of service in our ordinance should be changed to twelve years to allow for two full terms of service on that board. Second, the current language does not take into account that some board members start their service by initially filling out an unexpired term. This, in conjunction with the ten year limit, can become an issue because of the length of some board terms. Looking at the city charter in the section on the utilities commission, it says that "no member shall serve more that two consecutive (five years in the utilities case) terms, exclusive of the fulfillment of an unexpired term, but shall again be eligible for such service following a break in service of not less than one year ". The same language was present in the section on the hospital board To address the issues of filling unexpired terms and rectify the discrepancy between state law and our ordinance in regards to the EDA, and to keep things consistent for all boards and commissions, I would like to suggest that the wording in ordinance 31.20 be changed to something similar to what is in the city charter for the utilities commission. Length of terms for each board would not change. This is being offered for discussion at the February 20 council meeting. If agreeable we could start the process at our first meeting in March. Sincerely, Mayor Steve Cook �(,c-) • Current lan2uaee § 31.20 ORGANIZATION AND APPOINTMENT. (A) All board and commission appointments authorized by ordinance or resolution shall be made by the Mayor, and each appointment confirmed by the Council. The term of each appointee shall be established and stated at the time of his or her appointment. No board or commission member shall be appointed to more than two full consecutive terms or for a period to exceed ten years, whichever is lesser. New appointees shall assume office on the first day of the first month following their appointment and qualification, or on the first day of the first month following the expiration of the prior term and qualification, whichever shall occur last. Provided, however, that all appointees to boards and commissions shall hold office until their successor is appointed and qualified. All vacancies shall be filled in the same manner as for an expired term, but the appointment shall be only for the unexpired term. Proposed Lanivaze: § 31.20 ORGANIZATION AND APPOINTMENT. (A) All board and commission appointments authorized by ordinance or resolution shall be • made by the Mayor, and each appointment confirmed by the Council. The term of each appointee shall be established and stated at the time of his or her appointment. No board or commission member shall be appointed to more than two consecutive full terms, exclusive of the fulfillment of an unexpired term or partial term previously served, but shall again be eligible for service following a break in service of not less than one year. New appointees shall assume office on the first day of the first month following their appointment and qualification, or on the first day of the first month following the expiration of the prior term and qualification, whichever shall occur last. Provided, however, that all appointees to boards and commissions shall hold office until their successor is appointed and qualified. All vacancies shall be filled in the same manner as for an expired term, but the appointment shall be only for the unexpired term. (� �G� Policy Type: Executive Limitations Policy Title: 2.6 Asset Protection The City Administrator shall not cause or allow City assets to be unprotected, inadequately maintained, unaccounted for, or unnecessarily risked. Further, without limiting the scope of the foregoing by this enumeration, the City Administrator shall not: 2.6.1. Fail to insure against theft and casualty losses to at least 80 percent of replacement value (when available and not cost prohibitive) and against liability losses to Council members, staff, and the organization itself in an amount greater than the average for comparable cities. The City of Hutchinson through yearly insurance premiums maintains adequate municipal property and casualty coverage through the Leauge of Minnestoa Cities Insurance Trust (LMCIT). Additional details and asset schedules are available in the annual insurance policy renewal documents provided by the Arthur J Gallagher Risk Management. 2.6.2. Allow unbonded personnel access to material amounts of funds. All city employees are classified into one of three categories ( Employee A, B, C) based on the level of authority to handle city funds and on the potential amount of city funds handled. Based on the number of employees under each category determines the annual premium charged by the LMCIT for bond coverage. Ail employees with access to funds are bonded for under the Cities insurance policy. A detailed schedule is kept on file. 2.6.3. Subject facilities and equipment to improper wear and tear or insufficient maintenance. In order to have insurance coverage through the League of Minnesota Cities adequate maintenance and proper care of the City's assets must be maintained. An annual capital improvement plan must be adopted each year by council addressing capital improvement needs as well as funding mechanisms. Additional capital projects are continuously considered as a cost effective approach to maintaining and /or improving existing facilities and equipment. The City also has an Internal vehicle maintenance policy. 2.6.4. Unnecessarily expose the City, its Council, or its staff to claims of liability. The City maintains municipal general liability insurance through the LMCIT to limit liability expose to the council, staff and city in general. The City maintains a Risk Management Company "Arthur J Gallagher Risk Management Services inc." to provide expertise in minimizing claims of liability through seminars, educational materials, training ... etc I l (d) 2.6.5. Make any purchase (a) wherein normally prudent protection has not been given against conflict of interest; Policy No. 3. 11, Section 30.30 of the the City Code prohibits employees of the city including elected officials from purchases that present an appearance of impropriety, potential conflict of interest, or private gain. (b) of over $25,000 without having obtained comparative prices and quality except as provided by state statute. City ordinance No. 96 -173, policy number 1.11 addresses purchases must be made in the most efficient and effective manner possible. It is city practice to get a minimum of two quotes where possible regardless of the dollar amount to ensure the best possible purchase price is achieved. 2.6.6. Fail to protect intellectual property, information, and files from loss or significant damage. The City where applicable follows all trademark laws, state record retention schedules, LOGIS network policies, internal network policies, HIPPA regulations, and security level access to physical rooms where data is stored. 2.6.7. Receive, process, or disburse funds under controls that are insufficient to meet the Council- appointed auditor's standards. Proper accounting procedures and strict internal controls are in place and reviewed annually by external auditors for compliance and risk mitigation during the annual year- end audit. Segregation of duties are put in place to limit the risk of fraud based on auditing standards. 2.6.8. Compromise the independence of the Council's audit or other external monitoring or advice, such as by engaging parties already chosen by the Council as consultants or advisers. 2.6.9. Invest or hold operating capital in insecure instruments, including uninsured checking accounts and bonds of less than AAA rating at any time, or in non- interest bearing accounts except where necessary to facilitate ease in operational transactions. Reference MN state statute 118.8. The City of Hutchinson per MN Statutue 118.8 can only invest in the highest rated investment instruments and all investments must be insured and secured by pledged collateral of 110% of market value of the city's investments. All public fund deposits in checking and savings accounts must also be insured and collateralized either by FDIC insurance and /or other investment securities of 110% of the deposit value. 11 Ld) 2.6.10. Endanger the City's public image, its credibility, or its ability to accomplish ends. 2.6.11 Fail to prepare and submit to the Council a recommended 5 year capital impovement program no later than June 1 each year. Charter Section 7.05 states a 5 year Capital Improvement plan is to be prepared and authorized by council annually. The City of Hutchinson is in compliance with the Asset Protection policies mentioned. The City of Hutchinson must follow all Federal and State laws, statutes and best practices in the area of asset protection with regard to safe - guarding public funds and city assets. Adequate insurance coverage is in place to protect assets from loss, fraud or liability of potential claims. In additional, proper internal controls are in place to minimize risk where possible. At least annually, external auditors and government agencies audit the City of Hutchinson to ensure compliance in regards to local and federal laws as well as accounting and auditing standards. 11 w) Policy Monitoring Policy Type: Executive Limitations Policy Title: 2.7 Compensation and Benefits With the respect to employment, compensation, and benefits to employees, consultants, contract workers and volunteers, the City Administrator shall not cause or allow jeopardy to financial integrity or to public image. Further, without limiting the scope of the foregoing by this enumeration, the City Administrator shall not: 2.7.1 Promise or imply permanent or guaranteed employment. Per Section 1 of City of Hutchinson Resolution No. 13133, the City of Hutchinson Employee Handbook, Personnel Policy, except as otherwise prohibited by law, the City of Hutchinson has the right to terminate any employee at any time for any or no reason. Employees may similarly terminate employment at any time for any reason. Positions are not referred to as "permanent ". Positions are categorized as Regular Full Time, Regular Part Time, Temporary, and or Seasonal. No promises of permanent or guaranteed employment have been made nor implied during this review period. 2.7.2 Establish current compensation and benefits that deviate materially from the geographical or professional market for the skills employed. The City of Hutchinson regularly conducts a formal position and compensation study utilizing the services of an independent consultant. The most recent study last completed in 2005 and a subsequent study was planned for the 2008 budget year. Due to budgetary constraints, this project was deferred again for 2009 but is planned for inclusion in a future year budget, possibly 2010, as funds allow. The City utilizes other sources of information to confirm the accuracy of our compensation and benefits structure, including the League of Minnesota Cities annual wage and benefits survey and City conducted surveys of the municipalities included in our identified market ( i.e. annual market adjustment). Additionally, the City is currently compliant in regards to the State pay equity requirements with the most recent report filed in 2008. 2.7.3 Create obligations over a longer term than revenues can be reasonably projected, in no event longer than prudent and in all events subject to losses in revenue. The 2009 budgets were established in 2008 per the customary budget process. With the LGA unallotment in 2008 and the projected LGA shortfalls anticipated in 2009 and beyond, 2009 wages were frozen and the 2009 market adjustment and employee performance increases will not be implemented until and unless the Council takes future action to remove the u c�) freeze. Additionally, as of March 2009, two City departments have been downsized in an effort to maintain a 2009 balanced budget. 2.7.4 Fail to annually present to the Council a performance pay plan for approval. The 2009 City of Hutchinson 2009 Compensation Plan, Resolution No. 13508, effective January 1, 2009, was approved by the Hutchinson City Council on December 9, 2008. As part of the approval of the plan, the City Council also took action to freeze salaries (market adjustment and performance increases) in 2009 until such time as the Council would decide otherwise. The City of Hutchinson Apprenticeship Program, originally approved in September 26, 2006, continued in 2008. The apprenticeship pay modifiers to be awarded in 2009 based on the 2008 achievements have not been implemented, and are considered frozen at this time. I i (a) Policy Monitoring Policy Type: Executive Limitations Policy Title: 2.2Treatment of Staff With the respect to the treatment of paid and volunteer staff, the City Administrator shall not cause or allow conditions that are unfair, undignified, disrespectful, disorganized, or unclear. Further, without limiting the scope of the foregoing by this enumeration, the City Administrator shall not: 2.2.1 Operate without written personnel rules that (a) clarify rules for staff, (b) provide for effective handling of grievances, and (c) protect against wrongful conditions and grossly preferential treatment for personal reasons. (a) The City has adopted several employment related policies, including the City of Hutchinson Employee Handbook/Personnel Policy, Drug and Alcohol Testing Policy, Seasonal Employee Handbook, and the Employee Safety Program to identify and inform personnel and clarify the staff employment rules. (b) Section 28 of the Employee Handbook/Personnel Policy (Grievance Policy) identifies the adopted City process to address grievances presented by City employees. (c) Section 30 of the Employee Handbook/Personnel Policy (Discipline) specifically prohibits against placing employees in wrongful conditions and against preferential treatment. During the current review period, the written personnel rules were adhered to properly. 2.2.2 Discriminate against any staff member for non - disruptive expressions of dissent. Section 30 of City of Hutchinson Resolution No. 13133, the City of Hutchinson Employee Handbook, Personnel Policy states that freedom of speech protected by the First Amendment shall not be a basis for discipline. During the current review period, this provision has not been violated. 2.2.3 Fail to acquaint staff with the City Administrator's interpretation of their protections under this policy. All new hires are required to attend an orientation session with Human Resources that includes be provided with and discussing the specific provisions of the City of Hutchinson Employment Policy documents. Employees are required to sign an affidavit of receipt for each of the various policies provided. Amendments to policies are distributed to all active employees to which the amendment apply. Amendments to the City of Hutchinson Employee Handbook/Personnel Policy regarding sick leave use/bereavement leave/workers compensation and use of sick leave were adopted by the Council in November 2008 and subsequently distributed to all affected employees. 2.2.4 Allow staff to be unprepared to deal with emergency situations. All management level staff employed by the City attended National Incident Management System (NIMS) training in May 2006 in an effort to prepare for emergency situations. The Employee Safety Committee has informed departments of the requirement to establish a departmental emergency response policy, and several departments have completed written plans. 2.2.5 Shall not fail to have appropriate protections against nepotism in the hiring process. Per Section 5 of City of Hutchinson Resolution No. 13133, the City of Hutchinson Employee Handbook, Personnel Policy, no member of a department head's immediate family shall be appointed as a subordinate employee within thit department. in no case shall an immediate relative of an incumbent councilman be appointed to the municipal service. During the current reporting period, no violations to these policies have occurred. 2.2.6 Shall not fail to implement regular, comprehensive performance reviews for all employees. Performance reviews are completed for all regular full time and regular part time employees as well as the paid, on -call firefighters. All of the 2008 reviews were completed as required. As part of the review process, Council indicated that goals and objectives tied to the governance ends statements should be incorporated into the goals and objectives section of the employee reviews. The implementation of this will start with the 2009 reviews currently in progress. 2.2.7 Fail to create a management culture that fosters continual individual and departmental improvement, personal accountability, employee input and team work. In 2006, the City distributed an employee satisfaction survey to all regular City employees. This process has begun, again, in 2009. Questions regarding departmental management are included in the survey. Areas of concern identified under this category by the survey will be addressed by the City Administrator and the Human Resources Director with the affected employees and the management in the identified department. 2.2.8 Fail to provide a succession plan for key employee positions. For the first year of governance, if a situation arises, staff will utilize crisis planning to address required succession planning for most key positions if such a position is vacated. Over the next 12 -month period, non - crisis succession planning will be addressed for key positions. W) DRAFT AGENDA PROVIDED BY STACY SJOGREN_ OUT OF THE WOODS CONSULTING 0 1/8/09 Envisioning the Hutchinson of Tomorrow Community Input Session on the "Results" Policies Draft Planning Assumptions: • 20 + people in attendance • A two hour block of time • Participants would have received a draft of the policies prior to the meeting with a direction to read the draft prior to the session. • Room is set up with "stations" for each section of ends (e.g. public safety, health /recreation). Participants are grouped into the same number of "teams" 1. Welcome a. Thank people for attending b. Housekeeping 2. Explain PG in 2 minutes flat: i. Council has been enhancing its governance process over the past year ii. 3 key actions for which the council is responsible: listening to all citizens, • crafting policies that guide the city's administration, and making sure the administration behaves according to those policies. iii. 4 types of policies (list, briefly explain) b. We don't want to turn the "results" policies over to the staff until we hear from the community that we got them as right. 3. Our purpose tonight The purpose of this meeting is to provide citizens with an opportunity to examine, comment on and help prioritize this draft of results we expect the city to achieve. The result of this series of community input sessions is to end up with a set of directives that truly reflects the values of the citizens and, because of your expertise and demonstrated commitment to Hutchinson, we value your input. Are you willing to do this? 4. Important to know: a. These results statements have everything to do with the good things you want to happen OUTSIDE of the city administration. The council handles concerns about internal issues through a separate set of policies. E.g. how staff is treated and how budgets are established. b. These policies do not include specific timelines, budgets, or other such specifics. They are meant to create a word picture of what the community believes to be an aggressive, yet attainable future for this community. Once this step is done, the staff, with their special skills, tools, and perspective, will take over and interpret each one of • these policy provisions and produce a long term strategic plan that they believe is workable given all available resources. c. You will be most valuable to the process if you think like an owner, not a customer • or single issue advocate. Think big picture! Think long term! Think about what "floats all boats" and challenge others to do the same. d. Understand some basic terminology. Policy /provision, results /ends, 5. Directions Your work will be broken up into the three segments I mentioned earlier; a general examination of the document to familiarize yourself with its format and the council's thinking, a comment opportunity so you can point out the things you like, would add, or are concerned about, and a prioritizing period that help the council indicate which results are critical even when economic times are tough. a. Examine document for general understanding. (7 min.) i. A council member does a brie walk through of global statement, categories, and short/long term items. Quickly answers CLARIFYING questions. Get participants into assigned teams and seated at various stations, appoint a facilitator and a recorder, for each group and directed to move clockwise to the next station when directed to do so. b. Comment opportunity (55 min.) i. Teams will have 10 minutes at each station to record their comments on the input forms THAT STAY AT THE STATION • ii. Teams designate three minutes to each input topic (the "what do you like" form, the "what would you add" form and the "what are you most concerned about" form). A bell will ring announcing each three minute segment and when it is time to pick up and move to the next station. c. Help prioritize and opportunity for individual comments (30 min.) i. Teams move back to their starting point. ii. Recorder quickly reviews comments from other teams. iii. Group is asked to prioritize the provisions within that section and recorder captures the group's decision on a special form THAT STAYS AT THE STATION. The bell signals when it is time to move to the next station. d. Individual comments and general ranking i. Teams move back to their starting point. ii. Each participant receives a final comment form asking them to: 1. Personally prioritize each of the (5 categories) most critical to least critical. 3. Provide any additional comments on any specifics of the policy provisions — alternative phrasing is always welcome. 3. Include any helpful reflections on this process or words of encouragement for the council. 4. Please sign. • 6. Wrap up