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cp03-11-20HUTCHINSON CITY COUNCIL MEETING AGENDA TUESDAY, MARCH 10, 2020 CITY CENTER — COUNCIL CHAMBERS (The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many decisions regarding agenda items are based upon this information as well as: Citypolicy andpractices, inputfrom constituents, and other questions or information that has not yet been presented or discussed regarding an agenda item) 1. CALL MEETING TO ORDER— 5:30 P.M. (a) Approve the Council agenda and any agenda additions and/or corrections 2. INVOCATION — Faith Lutheran Church (The invocation is a voluntary expression of the private citizen, to and for the City Council, and is not intended to affiliate the City Council with, or express the City Council's preference for, any religious/spiritual organization. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Council or staff) 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY PUBLIC COMMENTS (This is an opportunity or members of the public to address the City Council. If the topic you would like to discuss is on the agenda, please ask the Mayor ifhe will be acceptingpublic comments during the agenda item ifnot apublic hearing. Ifyou have a question, concern or comment, please ask to e recognized by the mayor— state your name and address for the record. Please keep comments under 5 minutes. Individuals wishing to speakfor more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, but please refrain from personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of February 25, 2020 CONSENT AGENDA (The items listedfor consideration will be enacted by one motion unless the Mayor, a member of the City Council or a city staff member requests an item to be removed. Traditionally items are not discussed.) 7. APPROVAL OF CONSENT AGENDA I (a) Consideration for Approval of Items for TH15/Main Street Reconstruction Project (Letting No. Project No. 20-01) 1. Resolution No. 15151 - Resolution Declaring Cost to be Assessed & Ordering Preparation of Proposed Assessment 2. Resolution No. 15152 - Resolution for Hearing on Proposed Assessment (b) Consideration for Approval of Resolution No. 15153 — Resolution Supporting Infrastructure Accountability (c) Consideration for Approval of FAA Entitlement Transfer (d) Claims, Appropriations and Contract Payments — Register A CITY COUNCIL AGENDA —March 10, 2020 APPROVAL OF CONSENT AGENDA II (a) Claims, Appropriations and Contract Payments — Register B PUBLIC HEARINGS — NONE COMMUNICATIONS REQUESTS AND PETITIONS (T e purpose oj this portion oj the agenda is to provide the Council with information necessary to craft wise policy. Includes items like monthly or annual reports and communications from other entities) 9. PARKS/RECREATION COMMUNITY EDUCATION ANNUAL REPORT UNFINISHED BUSINESS NEW BUSINESS 10. APPROVE/DENY "ADOPT A PARK" AGREEMENT WITH THE HUTCHINSON HUSKIES 11. APPROVE/DENY SKATE PARK EQUIPMENT REMOVAL AND REPLACEMENT 12. APROVE/DENY SETTING SPECIAL CITY COUNCIL MEETING FOR MARCH 31, 2020, FOR TRUNK HWY 15/MAIN STREET PROJECT ITEMS GOVERNANCE (T epurpose o t is portion of the agenda is to deal with organizational development issues, includingpolicies, performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items) 13. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS (a) Hutchinson Economic Development Authority Board Minutes from January 22, 2020 �b) Hutchinson Library Board Minutes from January 27, 2020 c) Hutchinson Utilities Commission Minutes from January 29, 2020 (d) City of Hutchinson December 2019 Preliminary Financial Statements & Local Sales Tax Update MISCELLANEOUS 14. STAFF UPDATES 15. COUNCIL/MAYOR UPDATE ADJOURNMENT 2 HUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, FEBRUARY 25, 2020 CITY CENTER — COUNCIL CHAMBERS (The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many decisions regarding agenda items are based upon this information as well as: Citypolicy andpractices, inputfrom constituents, and other questions or information that has not yet been presented or discussed regarding an agenda item) 1. CALL MEETING TO ORDER — 4:00 P.M. Mayor Gary Forcier called the meeting to order. Members present were Steve Cook, Chad Czmowski, Mary Christensen and Dave Sebesta. Others present were Marc Sebora, City Attorney and Kent Exner, City Engineer (a) Approve the Council agenda and any agenda additions and/or corrections Marc Sebora, Acting City Administrator/City Attorney, noted that a temporary liquor license application submitted by the Hutchinson Jaycees will be added to the agenda for consideration. The temporary liquor license is for an event the Jaycees are serving at on March 14, 2020. This item will be added as Item 7(g). Mr. Sebora also noted that a revised letter has been distributed as it relates to Item 7(e). Motion by Christensen, second by Sebesta, to approve the agenda with the revisions noted. Motion carried unanimously. 2. INVOCATION — Oak Heights Covenant Church (The invocation is a voluntary expression of the private citizen, to and for the City Council, and is not intended to ailiate the City Council with, or express the City Council's preference for, any religious/spiritual organization. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Council or staff) 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 15148 — Resolution Accepting Donation from Village Ranch to Hutchinson Fire Department ($2000 for Gear Dryer Project) Motion by Cook, second by Czmowski, to approve Resolution No. 15148. Motion carried unanimously. PUBLIC COMMENTS (T is is an opportunity or members of the public to address the City Council. If the topic you would like to discuss is on the agenda, please ask the Mayor ifhe will be acceptingpublic comments during the agenda item ifnot apublic hearing. Ifyou have a question, concern or comment, please ask to be recognized by the mayor— state your name and address for the record. Please keep comments under 5 minutes. Individuals wishing to speakfor more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, but please refrain from personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of February 11, 2020 Motion by Sebesta, second by Christensen, to approve minutes as presented. Motion carried unanimously. CITY COUNCIL MINUTES February 25, 2020 CONSENT AGENDA 77- (The items listedor consi eration will be enacted by one motion unless the Mayor, a member of the City Council or a city staff member requests an item to be removed. Traditionally items are not discussed.) 7. APPROVAL OF CONSENT AGENDA (a) Consideration for Approval of Issuing Short Term Gambling License to Shady Lane Sportsmen's Club on June 19 & 20, 2020, at McLeod County Fairgrounds (b) Consideration for Approval of Issuing Short Term Gambling License to Upper Midwest Allis Chalmers Club from July 24 — 26, 2020, at McLeod County Fairgrounds (c) Consideration for Approval of Authorizing Crow River Winery to Dispense Liquor at McLeod County Fairgrounds on April 24 & 25, 2020 (Minted Patina Event) and August 15, 2020 (Minnesota Garlic Festival) (d) Consideration for Approval of Resolution No. 15150 — Resolution Adopting Findings of Fact and Reasons for Approval of a Lot Split at 885 Hwy 7 West with Favorable Planning Commission Recommendation (e) Consideration for Approval of Letter of Support for New Century Academy (f) Claims, Appropriations and Contract Payments (g) Consideration for Approval of Issuing Temporary Liquor License to Hutchinson Jaycees on March 14, 2020, at McLeod County Fairgrounds Item 7(e) was pulled for separate discussion. Motion by Czmowski, second by Christensen, to approve consent agenda with the exception of Item 7(e). Motion carried unanimously. Item 7(e) had further discussion. Marc Sebora, City Attorney, explained that New Century Academy (NCA) is requesting a letter of support from the City for an application they are making to the USDA. The letter of support from the City would be to assist NCA on a financing application that is being made to the USDA through their Rural Facilities program. A letter of support from the local government unit is a requirement of the USDA application. Sebora explained revised letter. NCA recently formed a related real estate holding company called New Century Academy Affiliated Building Company. This real estate holding company will be utilizing the proposed USDA loan to purchase their current facility at 950 School Road from their current landlord. Mr. Sebora explained the revised letter of support that was distributed tonight clarifies that New Century Academy Affiliated Building Company, on behalf of NCA, is filing the application for financial assistance with the USDA. Motion by Cook, second by Czmowski, to approve Item 7(e) as revised. Motion carried unanimously. 2 CITY COUNCIL MINUTES February 25, 2020 PUBLIC HEARINGS — NONE purpose of this portion of the agenda is to provide the ounci with information necessary to craft wise policy. ides items like monthly or annual reports and communications from other entities.) 8. PLANNING/ZONING/BUILDING DEPARTMENT ANNUAL REPORT Dan Jochum, Planning/Zoning/Building Director, presented before the Council. Mr. Jochum provided a review of activities in 2019 for the planning/zoning/building department. Information included in the presentation pertained to counts of building/plumbing/mechanical permits, annual permits and valuation totals, new residential construction information and construction activity, new housing starts, vacant lot information, planning commission/land use items and a report on the rental inspection program. Lastly, Mr. Jochum provided a 2020 outlook and expected projects including Marshall's, Prince of Peace Senior Housing, school district projects and continued residential development. Council Member Cook clarified that single family homes that are rental units are required to be registered with the rental inspection program as well. UNFINISHED BUSINESS NEW BUSINESS 9. CONSIDERATION FOR APPROVAL OF RESOLUTION NO. 15149 — RESOLUTION SUPPORTING CAPITAL IMPROVEMENTS AND BETTERMENTS OF OTTER LAKE AND CAMPBELL LAKE, THE SOUTH FORK OF THE CROW RIVER AND OTHER TRIBUTARIES TO THE LAKES Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that the Resolution before the Council is to confirm the City's support for these improvements as the City is seeking state bonding funds for the project. The language in the bonding bill has been revised from originally proposed as it now recognizes the city's financial contribution to the project along with improvements that have been made thus far. This Resolution is at the request of the Governor's office. Council Member Cook suggested adding the cost value of the projects that have been done thus far to the Resolution or perhaps simply attaching the bonding language to the Resolution and reference the attachment. Council Member Cook also suggested sending a copy of the Resolution to the city's state legislators as well as to the Governor's office. Motion by Cook, second by Czmowski, to approve Resolution No. 15149. Motion carried unanimously. GOVERNANCE (T epurpose o t is portion of the agenda is to deal with organizational development issues, includingpolicies, performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items) 10. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS CITY COUNCIL MINUTES February 25, 2020 �a) Hutchinson Library Board Minutes from December 16, 2019 b) Hutchinson Housing & Redevelopment Authority Board Minutes from January 21, 2020 �c) Planning Commission Minutes from January 21, 2020 d) City of Hutchinson Financial Report and Investment Report for January 2020 (e) Planning/Zoning/Building Department Quarterly Report MISCELLANEOUS 11. STAFF UPDATES Tom Gifferson — Chief Gifferson acknowledged the high school wrestling team who has qualified for the state tournament and will be leaving tomorrow afternoon. John Paulson — Mr. Paulson noted that he is continuing to receive interest forms for those interested in serving on the Sustainability Committee and will be coming forward to the Council soon to appoint all five members. Kent Exner — Mr. Exner acknowledged Tim Gratke, Water/Wastewater Supervisor, on presenting on the issue of flushable wipes at the Capitol. He also noted that bids will be opened this week for the Main Street/Hwy 15 project. MnDOT will formalize the bid acceptance within a few weeks of opening. 12. COUNCIL/MAYOR UPDATE Steve Cook — Council Member Cook acknowledged the girls' high school hockey team who won consolation championship at the state tournament last week. Gary Forcier — Mayor Forcier congratulated all the winter high school teams who are participating in or did participate in state tournaments this year: dance team, swim team, girls' hockey team, and the wrestling team both team and individuals. The boys' hockey team is playing in the section final game tomorrow night. ADJOURNMENT Motion by Czmowski, second by Christensen, to adjourn at 4:45 p.m. Motion carried unanimously. .19 HUTCHINSON CITY COUNCIL Ci=y�f Request for Board Action 79 =-W Agenda Item: Items for TH15/Main Reconstruction Project (L1/P20-01) Department: PW/Eng LICENSE SECTION Meeting Date: 3/10/2020 Application Complete N/A Contact: Kent Exner Agenda Item Type: Presenter: Kent Exner Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: City staff requests that the City Council approve the appropriate Resolutions to set the Assessment Hearing and potential Project Award for the above referenced letting at the special council meeting on March 31 st. Construction bids were received on Friday, February 28th at MNDOT. Please note that MNDOT will be providing bid result information sometime early the week of March 9th. Thus, the final drafts of the necessary Resolutions and associated documents reflecting the apparent low bid amount will be provided at the meeting. Also, City staff has had ongoing communications with adjacent property owners in regards to the proposed project improvements and estimated improvement special assessment amounts throughout the project development process. BOARD ACTION REQUESTED: Approval of Resolutions Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: RESOLUTION NO. 15151 RESOLUTION DECLARING COST TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENT ASSESSMENT ROLL NO. SA5124 LETTING NO. 1/PROJECT NO. 20-01 WHEREAS, cost has been determined for Letting No. 1/Project No. 20-01, the improvement of: T.H. 15 (Main Street) Reconstruction and T.H. 15 ADA & Overlay Improvements: Airport Road South (CSAH 115) to 2nd Avenue North; roadway reconstruction/rehabilitation by construction of removals, milling, grading, curb and gutter, draintile installation, bituminous/concrete surfacing, storm sewer, water distribution, sanitary sewer, street lighting, traffic signals, sidewalk, trail, landscaping, streetscaping, public arts, restoration and appurtenances, and the contract price for such improvement is $ and the expenses incurred or to be incurred in the making of such improvement amount to $ so that the total cost of the improvement will be $ NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. The portion of the cost of such improvement to be paid by the City is hereby declared to be $ , and the portion of the cost to be assessed against benefited property owners is declared to be $ 2. Assessments shall be payable in equal annual installments extending over a proposed period of ten (10) years, the first of the installments to be payable on or before the first Monday in January, 2021 and shall bear interest at the rate of _ percent per annum from November 1, 2020. 3. The City Administrator, with the assistance of the City Engineer, shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece or parcel of land within the district affected, without regard to cash valuation, as provided by law, and he shall file a copy of such proposed assessment in his office for public inspection. 4. The City Administrator shall, upon the completion of such proposed assessment, notify the Council thereof. Adopted by the Council this 10th day of March 2020. Mayor, Gary Forcier City Administrator, Matthew Jaunich RESOLUTION NO. 15152 RESOLUTION FOR HEARING ON PROPOSED ASSESSMENT ASSESSMENT ROLL NO. SA5124 LETTING NO. 1/PROJECT NO. 20-01 WHEREAS, by a resolution passed by the Council on the 10th day of March 2020, the City Engineer was directed to prepare a proposed assessment of the cost of improving: T.H. 15 (Main Street) Reconstruction and T.H. 15 ADA & Overlay Improvements: Airport Road South (CSAH 115) to 2nd Avenue North; roadway reconstruction/rehabilitation by construction of removals, milling, grading, curb and gutter, draintile installation, bituminous/concrete surfacing, storm sewer, water distribution, sanitary sewer, street lighting, traffic signals, sidewalk, trail, landscaping, streetscaping, public arts, restoration and appurtenances, and. WHEREAS, the City Engineer has notified the Council that such proposed assessment has been completed and filed in his office for public inspection. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. A hearing shall be held on the 31st day of March, 2020, in the Council Chambers at Hutchinson City Center at 6:00 p.m. to pass upon such proposed assessment and at such place and time, all persons owning property affected by such improvement will be given an opportunity to be heard with reference to such assessment. 2. The City Administrator is hereby directed to cause a notice of the hearing on the proposed assessment to be published once in the official newspaper at least two weeks prior to the hearing, and he shall state in the notice the total cost of the improvement. He shall also cause mailed notice to be given to the owner of each parcel described in the assessment roll not less than two weeks prior to the hearing. 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 Administrator, except that no interest shall be charged if the entire assessment is paid by November 15th, 2020. An owner may at any time thereafter, pay to the City Administrator, the entire amount of the assessment remaining unpaid, with interest accrued to December 31 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 succeeding year. Adopted by the Council this 10th day of March 2020. Mayor, Gary Forcier City Administrator, Matthew Jaunich PUBLICATION NO. 8363 NOTICE OF HEARING ON PROPOSED ASSESSMENT ASSESSMENT ROLL NO. SA-512 LETTING NO. 1/PROJECT NO. 20-01 TO WHOM IT MAY CONCERN: Notice is hereby given that the City Council will meet at 6:00 P.M. on the 31st day of March 2020, in the Council Chambers at City Hall at Hutchinson, Minnesota, to consider, and possibly adopt, the proposed assessment for Letting No. 1/Project No. 20-01, the improvement of: T.H. 15 (Main Street) Reconstruction and T.H. 15 ADA & Overlay Improvements: Airport Road South (CSAH 115) to 2nd Avenue North; roadway reconstruction/rehabilitation by construction of removals, milling, grading, curb and gutter, draintile installation, bituminous/concrete surfacing, storm sewer, water distribution, sanitary sewer, street lighting, traffic signals, sidewalk, trail, landscaping, streetscaping, public arts, restoration and appurtenances, Adoption by the Council of the proposed assessment against abutting property may occur at the hearing This assessment is proposed to be payable in equal annual installments extending over a period often years, the first of the installments to be payable on or before the first Monday in January 2021, and will bear interest at the rate of 6 percent (plus or minus) per annum from the date of the adoption of the assessment resolution. To the first installment shall be added interest on the entire assessment from the November 1, 2020 until December 31, 2020. To each subsequent installment when due shall be added interest for one year on all unpaid installments. You may at anytime prior to certification of the assessment to the County Auditor, pay the entire assessment on such property, with interest accrued to the date of payment, to the City of Hutchinson. No interest shall be charged if the entire assessment is paid by November 15 2020. At any time thereafter, you may pay to the City of Hutchinson, the entire amount of the assessment remaining unpaid, with interest accrued to December 31 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 succeeding year. If you decide not to prepay the assessment before the date given above, the rate of interest that will apply is 6 percent (plus or minus) per year. The right to partially prepay the assessment shall be until November 15, 2020. The proposed assessment is on file for public inspection at the City Administrator's Office. The total amount of the proposed assessment is $ . Written or oral objections will be considered at the meeting. No appeal to district court may be taken as to the amount of an assessment unless a written objection, signed by the affected property owner is filed with the City Administrator prior to the assessment hearing or presented to the presiding officer at the hearing. The Council may upon such notice consider any objection to the amount of a proposed individual assessment at an adjourned meeting upon such further notice to the affected property owners as it deems advisable. If an assessment is contested or there is an adjourned hearing, the following procedure will be followed: 1. The City will present its case first by calling witnesses who may testify by narratives or by examination, and by the introduction of exhibits. After each witness has testified, the contesting party will be allowed to ask questions. This procedure will be repeated with each witness until neither side has further questions. 2. After the City has presented all its evidence, the objector may call witnesses or present such testimony as the objector desires. The same procedure for questioning of the City's witnesses will be followed with the objector's witnesses. 3. The objector may be represented by counsel. 4. Minnesota rules of evidence will not be strictly applied; however, they may be considered and argued to the Council as to the weight of items of evidence or testimony presented to the Council. PUBLICATION NO. 8363 ASSESSMENT ROLL NO. SA5124 LETTING NO. 1/PROJECT NO. 20-01 PAGE 2 5. The entire proceedings will be tape-recorded (videotaped). 6. At the close of presentation of evidence, the objector may make a final presentation to the Council based on the evidence and the law. No new evidence may be presented at this point. An owner may appeal an assessment to district court pursuant to Minnesota Statutes Section 429.081 by serving notice of the appeal upon the Mayor or City Administrator within 30 days after the adoption of the assessment and filing such notice with the district court within ten days after service upon the Mayor or City Administrator. Under Minnesota Statutes, Section 435.193 to 435.195, the Council may, in its discretion, defer the payment of this special assessment for any homestead property owned by a person 65 years of age or older, any one retired by virtue of a permanent and total disability, or a member of the National Guard or other reserves ordered to active military service, for whom it would be a hardship to make the payments. When deferment of the special assessment has been granted and is terminated for any reason provided in that law, all amounts accumulated, plus applicable interest, becomes due. Any assessed property owner meeting the requirements of the law and the resolution adopted under it, may, within 30 days of the confirmation of the assessment, apply to the City Clerk, for the prescribed form for such deferral of payment of this special assessment on his/her property. Matt Jaunich, City Administrator City of Hutchinson, Minnesota PUBLISHED IN THE HUTCHINSON LEADER ON SUNDAY, MARCH 15TH 2O19 AND SUNDAY, MARCH 22 2019. HUTCHINSON CITY COUNCIL Ci=y�f Request for Board Action 79 =-W Agenda Item: Infrastructure Accountability Resolution of Support Department: Planning LICENSE SECTION Meeting Date: 3/10/2020 Application Complete N/A Contact: Dan Jochum Agenda Item Type: Presenter: Dan Jochum Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 5 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The League is urging city councils to adopt a resolution providing clarity after the Minnesota Supreme Court's decision in Harstad v. City of Woodbury, where the court found there was no existing statutory authority to collect fees for future infrastructure improvements when approving residential development. The attached resolution supports legislation that would authorize cities to collect infrastructure development fees to fund municipal street improvements as a necessary component of growth. BOARD ACTION REQUESTED: Approval of Resolution Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: If not addressed, existing taxpayers will foot the bill for streets that are only needed because of proposed residential development. LHCr3" LEAGUE MINNESOTA CITIES PROBLEM: When a new subdivision proposal is presented to a city by a developer, city officals consider how that development will connect with the rest of the community through new city streets, or how the added capacity will impact existing city streets. Many cities plan street work years in advance, and new development creates additional demand. However, legal interpretation of current law does not allow for cities to collect fees from developers to help pay for these future investments. LEAGUE -SUPPORTED SOLUTION: The League supports HF2296 / SF2442 and HF2297 / SF2443 (Rep. Brad Tabke, Sen. Eric Pratt), providing the necessary statutory authority for cities to be able to charge developers fees that cover the infrastructure improvements that are needed because of the new residential development. BACKGROUND: The Minnesota Supreme Court found in Harstad u City of Woodbury that cities do not have the statutory authority necessary to impose a fee for future street improvements when approving residential development. Cities need a clear and lawful path forward to support development while protecting the interests of current taxpayers. For more information: Irene Kao, Intergovernmental Relations Counsel Phone: (651) 281-1260 Email: ikao@Imc.org www.imc.org/builditright J2020 League of Minnesota Cities. All Rights Reserved. RESOLUTION NO. 15153 Resolution Supporting Infrastructure Accountability WHEREAS, populations in Minnesota cities are growing statewide; and WHEREAS, the development and construction associated with that growth are driving the need for road improvements, street oversizing, street redesign, and street reconstruction; and WHEREAS, municipal statutory authority appropriately exists for fees to support added need for parks, sewer, and water; and WHEREAS, this municipal authority does not exist for infrastructure development fees; and WHEREAS, city streets are one of the four major types of infrastructure local government is responsible to provide to protect public safety and health, and city streets represent a separate but integral piece of the network of roads supporting movement of people and goods; and WHEREAS, existing funding mechanisms, such as Municipal State Aid (MSA), property taxes, and special assessments have limited applications, leaving cities under -equipped to address growing needs; and WHEREAS, neighborhood streets are constructed according to city standards by developers; and WHEREAS, funding sources for larger streets and intersections to support new developments have historically come from infrastructure development fees; and WHEREAS, the Minnesota Supreme Court found in Harstad v. City of Woodbury that no statutory authority existed for these infrastructure development fees; and WHEREAS, cities should not be forced to make current residents and businesses pay for costs of growth through local taxes but rather by those that are responsible for the growth; and WHEREAS, cities are finding it difficult to develop adequate funding systems to support needed infrastructure development related to growth while complying with existing state statutes; and WHEREAS, cities need flexible policies and greater resources in order to meet growing demands for street improvements. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF HUTCHINSON that this Council supports legislation that would authorize cities to collect infrastructure development fees to fund municipal street improvements as a necessary component of growth. ADOPTED by the Hutchinson City Council this loth day of March, 2020. ATTEST: Matthew Jaunich City Administrator Gary T. Forcier Mayor HUTCHINSON CITY COUNCIL Ci=y�f Request for Board Action 79 =-W Agenda Item: FAA entitlement transfer Department: PW/Eng LICENSE SECTION Meeting Date: 3/10/2020 Application Complete N/A Contact: John Olson Agenda Item Type: Presenter: John Olson Reviewed by Staff ❑ Consent Agenda Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: For the recently completed 8 unit T-Hangar construction project, the City of Winsted, via the City of Elbow Lake, transferred $276,517 in FAA entitlement dollars to the City of Hutchinson. Repayment was scheduled for 2020. The City of Winsted has only requested $176,517 of these funds for 2020, with the remaining $100,000 to be transferred in 2021. FAA allows airports to transfer AIP entitlement money from one airport to another, which is of great benefit to airports in Minnesota. Each year, there are projects like the one we just finished that would not be possible unless we were able to make these transfers. I'd like to thank the Cities of Winsted and Elbow Lake for their willingness to transfer their AIP entitlements, essentially deferring them for a while, which made our project a reality. BOARD ACTION REQUESTED: Approval of transfer form, Marc Sebora, City Attorney and John Olson, Public Works Manager as signatories. Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: U.S. Department of Transportation Federal Aviation Administration FAA Form 5100-110, Request for FAA Approval of Agreement for Transfer of Entitlements Paperwork Reduction Act Burden Statement A federal agency may not conduct or sponsor, and a person is not required to respond to, nor shall a person be subject to a penalty for failure to comply with a collection of information subject to the requirements of the Paperwork Reduction Act unless that collection of information displays a currently valid OMB Control Number. The OMB Control Number for this information collection is 2120-0569. Public reporting for this collection of information is estimated to be approximately 8 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, completing and reviewing the collection of information. All responses to this collection of information are required under 49 U.S.C. Section 47105 to retain a benefit and to meet the reporting requirements of 2 CFR 200. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden to the Federal Aviation Administration at: 800 Independence Ave. SW, Washington, DC 20591, Attn: Information Collection Clearance Officer, ASP-110. FAA Form 5100-110 1 U.S. Department of Transportation 4W Federal Aviation Administration OMB CONTROL NUMBER: 2120-0569 EXPIRATION DATE: 8/31/2019 Request for FAA Approval of Agreement for Transfer of Entitlements In accordance with 49 USC § 47117(c)(2), Name of Transferring Sponsor: CITY OF HUTCHINSON, MN hereby waives receipt of the following amount of funds apportioned to it under 49 USC § 47117(c) for the: Name of Transferring Airport (and LOCID): HUTCHINSON MUNICIPAL - BUTLER FIELD ( HCD ) for each fiscal year listed below: Entitlement Type (Passenger, Cargo or Nonprimary) Fiscal Year Amount NONPRIMARY 2019 $ 70,989.00 NONPRIMARY 2020 $ 105,528.00 Total $ 176,517.00 The Federal Aviation Administration has determined that the waived amount will be made available to: Name of Airport (and LOCID) Receiving Transferred Entitlements: WINSTED MUNICIPAL ( 10D ) Name of Receiving Airport's Sponsor: CITY OF WINSTED, MN a public use airport in the same state or geographical areas as the transferring airport for eligible projects under 49 USC § 47104(a). The waiver expires on the earlier of 11/01/2020 (date) or when the availability of apportioned funds lapses under 49 USC § 47117(b). For the United States of America, Federal Aviation Administration: Signature: Name: Title: Date: FAA Form 5100-110 (1/17) SUPERSEDES PREVIOUS EDITION Page 1 of 2 Certification of Transferring Sponsor I declare under penalty of perjury that the foregoing is true and correct. I understand that knowingly and willfully providing false information to the federal government is a violation of 18 USC § 1001 (False Statements) and could subject me to fines, imprisonment, or both. Executed on this day of Name of Sponsor: CITY OF HUTCHINSON, MN Name of Sponsor's Authorized Official: JOHN OLSON Title of Sponsor's Authorized Official: PUBLIC WORKS MANAGER Signature of Sponsor's Authorized Official: Certificate of Transferring Sponsor's Attorney I, MARC SEBORA , acting as Attorney for the Sponsor do hereby certify that in my opinion the Sponsor is empowered to enter into the foregoing Agreement under the laws of the state of MINNESOTA . Further, I have examined the foregoing Agreement and the actions taken by said Sponsor and Sponsor's official representative has been duly authorized and that the execution thereof is in all respects due and proper and in accordance with the laws of the said state and 49 USC § 47101, et seq. Dated at HUTCHINSON, MN (City, State), this day of Signature of Sponsor's Attorney: FAA Form 5100-110 (1/17) SUPERSEDES PREVIOUS EDITION Page 2 of 2 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 2/26/20 - 3/10/20 Check Date -02/28/2020 02/28/2020 Check ------------ EFT1156 Vendor Name ------------------------------------------------------------- EFTPS Description ------------------------------------------------------------------------------------- Payroll 2/9/20 - 2/22/20 Amount ----------------- - 61,998.75 02/28/2020 EFT1157 Child Support Payroll 2/9/20 - 2/22/20 559.78 02/28/2020 EFT1158 MN Dept of Revenue Payroll 2/9/20 - 2/22/20 11,783.53 02/28/2020 EFT1159 Provident Life Insurance Payroll 2/9/20 - 2/22/20 640.51 02/28/2020 EFT1160 PERA Payroll 2/9/20 - 2/22/20 51,923.79 02/28/2020 EFT1161 TASC-Flex Payroll 2/9/20 - 2/22/20 1,679.56 02/28/2020 EFT1162 TASC-H S A Payroll 2/9/20 - 2/22/20 13,583.04 02/28/2020 EFT1163 ICMA Payroll 2/9/20 - 2/22/20 3,220.00 02/28/2020 EFT1164 VOYA Payroll 2/9/20 - 2/22/20 330.00 02/28/2020 EFT1165 MNDCP Payroll 2/9/20 - 2/22/20 350.00 02/28/2020 209516 MNPEA Payroll 2/9/20 - 2/22/20 624.00 02/28/2020 209517 Unum Life Insurance Payroll 2/9/20 - 2/22/20 1,285.10 02/28/2020 209518 HART Payroll 2/9/20 - 2/22/20 585.47 03/02/2020 209519 HUTCHINSON, CITY OF REPLENISH ATM @ CITY CENTER 5,000.00 03/10/2020 209520 ACE HARDWARE - 1315 REPAIR & MAINT SUPPLIES - VARIOUS DEPTS 272.74 03/10/2020 209521 ACE HARDWARE- 1790 REPAIR & MAINTSUPPLIES- FIRE 166.25 03/10/2020 209522 ACME TOOLS - PLYMOUTH REPAIR & MAINT SUPPLIES - PARKS 119.96 03/10/2020 209523 ADVANCED PROCESS SOLUTIONS EQUIP PARTS - WATER 268.19 03/10/2020 209524 AIM ELECTRONICS INC REPLACED POWER SUPPLY FOR MESSAGE DISPLAY - ARENA 940.55 03/10/2020 209525 ALPHA WIRELESS REPAIR RADIO EQUIPMENT- POLICE DEPT 1,225.75 03/10/2020 209526 ALYSSA ANDERSON REFUND: 19U SOCCER CANCELLED 120.00 03/10/2020 209527 AMERIPRIDE SERVICES 2/24 CLEANING SERVICES - LIQUOR HUTCH 147.75 03/10/2020 209528 ANDERSON-CRANE RUBBER COMPANY BALL BEARINGS- WWTP 167.95 03/10/2020 209529 ARCTIC GLACIER USA INC. FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 220.59 03/10/2020 209530 ARTHUR J GALLAGHER RISK INSURANCE BROKER FEE 4/1- 6/30-20 3,500.00 03/10/2020 209531 ARTISAN BEER COMPANY FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 672.20 03/10/2020 209532 AUTO VALUE - GLENCOE EQUIP PARTS - HATS 359.25 03/10/2020 209533 B & B SPORTS MOBILE COMMAND POST REPAIR - POLICE DEPT 654.39 03/10/2020 209534 B & C PLUMBING & HEATING INC RPZ REPAIR BOILER ROOM DOOR 90 - WWTP 263.00 03/10/2020 209535 BELLBOY CORP FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 659.54 03/10/2020 209536 BERNICK'S FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 762.50 03/10/2020 209537 BLUE LINE SHARPENING & SALES REPAIR & MAINTSUPPLIES - PUBLIC WORKS 42.00 03/10/2020 209538 BME LAB AND SCIENCE REPAIR: CALIB/MAINTAUTOCLAVE, BALANCES- WWTP 725.00 03/10/2020 209539 BRAUN INTERTEC CORP PROFESSIONAL SERVICES - ECONO FOODS PARCEL 29,664.44 03/10/2020 209540 BREAKTHRU BEVERAGE FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 10,935.22 03/10/2020 209541 C & L DISTRIBUTING FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 29,213.45 03/10/2020 209542 CARD SERVICES MISC SUPPLIES - VARIOUS DEPTS 122.17 03/10/2020 209543 CARS ON PATROL SHOP LLC TOWING / SQUAD MAINT FOR POLICE DEPT 362.08 03/10/2020 209544 CENTRAL HYDRAULICS EQUIP PARTS FOR STREETS MACHINERY 73.60 03/10/2020 209545 CINTAS CORPORATION MONTHLY CLEANING SUPPLIES - VARIOUS DEPTS 154.80 03/10/2020 209546 COAST TO COAST SOLUTIONS COLOR ME BIKE SAFETY POSTERS - POLICE DEPT 190.80 03/10/2020 209547 COOL AIR MECHANICAL INC REPLACE LEVEL CONTROLLER @ ARENA 1,229.00 03/10/2020 209548 CROW RIVER AUTO & TRUCK REPAIR VEHICLE REPAIR - WWTP 455.41 03/10/2020 209549 CROW RIVER GOLF CLUB EVENT 2/20/20 FOR LIQUOR HUTCH 587.81 03/10/2020 209550 CROW RIVER PRESS INC SR NEWSLETTERS FOR SENIOR CENTER 93.41 03/10/2020 209551 DELEGARD TOOL CO TOOLS & EQUIPMENT - HATS 147.36 03/10/2020 209552 DIMLER, KYLE REIMB: ICC REGION III EDUCATION EXPENSES 207.14 03/10/2020 209553 DIRECT PLASTICS MULCH - CREEKSIDE 43,388.43 03/10/2020 209554 DUNDEE PLANT FOR A. LEWANDOWSKI - LIQUOR HUTCH 35.00 03/10/2020 209555 E2 ELECTRICAL SERVICES INC ESTOP'S FOR BOILERS - WWTP 1,489.32 03/10/2020 209556 ECOLAB PEST ELIMINATION 2/18 PEST CONTROL @ CREEKSIDE 167.17 03/10/2020 209557 ENGINEERING ALLIANCE MINNESOTA INSPECTORS WORKSHOP FOR ENGINEERING DEPT 280.00 03/10/2020 209558 ENVIRONMENTAL RESOURCE ASSOC LAB SUPPLIES - WWTP 166.60 03/10/2020 209559 EXNER, KENT REIMB: PW LUNCHEON, BRIDGE INSP & MNDOTTRAIN - ENG 283.21 03/10/2020 209560 FARM -RITE EQUIPMENT REPAIR & MAINTSUPPLIES -VARIOUS DEPTS 650.50 03/10/2020 209561 FASTENAL COMPANY REPAIR&MAINTSUPPLIES- VARIOUSDEPTS 1,276.33 03/10/2020 209562 FILZEN, MARY REIMB: MDRA MEETING - DMV 87.98 03/10/2020 209563 FINANCE & COMMERCE BIDS PUBLISHING FOR MAIN STREET RECONSTRUCTION - ENG 221.98 03/10/2020 209564 FIRST CHOICE FOOD & BEVERAGE SOLUTI COFFEE FOR CITY CENTER 121.10 03/10/2020 209565 FORKLIFTS OF MINNESOTA INC SCISSOR LIFT INSPECTION - WATER 250.47 03/10/2020 209566 FOSTER MECHANICAL HVAC REPAIR - LIQUOR HUTCH 268.50 03/10/2020 209567 GOLDSTAR PRODUCTS INC ROCK SALT REMOVER FOR AIRPORT 1,479.55 03/10/2020 209568 IGRAINGER REPAIR & MAINTSUPPLIES- VARIOUS DEPTS 1,394.17 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 2/26/20 - 3/10/20 Check Date -03/10/2020 03/10/2020 Check ------------ 209569 Vendor Name ------------------------------------------------------------- GRAUPMANN, STACY Description ------------------------------------------------------------------------------------- 2/18 DJ DANCE - SR CENTER ACTIVITY Amount ----------------- - 100.00 03/10/2020 209570 HACH COMPANY CHEMICALS/SUPPLIES - PUBLIC WORKS 1,448.85 03/10/2020 209571 HANSEN GRAVEL INC. CONTRACTED SNOW REMOVAL 2,707.50 03/10/2020 209572 HARPER BROOMS BROOMS/SQUEEGEES - HATS 479.10 03/10/2020 209573 HAUER, SHEILA UB refund for account: 1-374-1180-5-00 39.86 03/10/2020 209574 HILLYARD / HUTCHINSON MISC CLEANING SUPPLIES - HATS 540.03 03/10/2020 209575 HUTCHINSON AREA CHAMBER OF COMMERCE TABLE TENT REGISTRATION - SR CENTER ADVERTISING 20.00 03/10/2020 209576 HUTCHINSON CONVENTION & VISITORS BU JANUARY 2020 LODGING TAX 9,810.00 03/10/2020 209577 HUTCHINSON HEALTH CARE MARCH 2O20 CAM - EVENT CENTER 2,361.67 03/10/2020 209578 HUTCHINSON LEADER FEBRUARY ADVERTISING -VARIOUS DEPTS 1,945.36 03/10/2020 209579 HUTCHINSON WHOLESALE #1550 REPAIR&MAINTSUPPLIES- VARIOUSDEPTS 717.47 03/10/2020 209580 HUTCHINSON WHOLESALE #1552 REPAIR & MAINT SUPPLIES - PARKS 13.98 03/10/2020 209581 INDELCO PLASTICS CORPORATION REPAIR & MAINT SUPPLIES - WATER 225.27 03/10/2020 209582 INTERSTATE BATTERY SYSTEM MINNEAPOL EQUIP PARTS - HATS 818.65 03/10/2020 209583 JAUNICH, MATT REIMB: BLANDIN LEADERSHIP FROG 234.60 03/10/2020 209584 JAY MALONE MOTORS VEHICLE REPAIRS - PARKS 644.54 03/10/2020 209585 JLR GARAGE DOOR SERVICE DOOR 2 REPAIR- HATS 125.00 03/10/2020 209586 JOHNSON BROTHERS LIQUOR CO. FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 31,752.59 03/10/2020 209587 KERI'S CLEANING & HANDYMAN SERVICES FEBRUARY CLEANING SERVICES - LIQUOR STORE 1,335.00 03/10/2020 209588 KONRAD MATERIAL SALES, LLC ASPHALT PATCHING MATERIALS -STREETS 837.20 03/10/2020 209589 KRANZ LAWN & POWER GRASSHOPPER MOWER 727T- PUBLIC WORKS 11,524.00 03/10/2020 209590 KWIKTRIP CONCESSION SUPPLIES: RECREATION 252.54 03/10/2020 209591 LABRAATEN, ERIC REFUND: OVERPAID 1 MONTH OF HANGER RENTAL 190.00 03/10/2020 209592 LEAGUE OF MN CITIES STORMWATER COALITION CONTRIBUTIONS 780.00 03/10/2020 209593 LOCHER BROTHERS INC FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 27,719.10 03/10/2020 209594 MATHESON TRI-GAS INC EQUIPMENT RENTAL- WWTP 20.74 03/10/2020 209595 MCLEOD COUNTY ABSTRACT & TITLE PROFESSIONAL SERVICES - AIRPORT 136.00 03/10/2020 209596 MCLEOD COUNTY ENVIRONMENTAL SERVICE CONDITIONAL USE PERMITS, VARIANCES - PLANNING & ZONING 2,880.00 03/10/2020 209597 MENARDS HUTCHINSON REPAIR & MAINTSUPPLIES - VARIOUS DEPTS 969.59 03/10/2020 209598 MESSAGE MEDIA U.S.A., INC MARCH PHONE SERVICES - POLICE DEPT 30.00 03/10/2020 209599 MID-AMERICAN RESEARCH CHEMICAL FOAMING ROOTCONTROL- WWTP 296.38 03/10/2020 209600 MINNESOTA POLLUTION CONTROL AGENCY REVIEW & CLOSURE OF HOTEL SITE ENVIRONMENTAL CLEANUP 1,437.50 03/10/2020 209601 MINNESOTA VALLEY TESTING LAB LAB SAMPLE TESTING SERVICES - WWTP 1,300.10 03/10/2020 209602 MN DEPT OF NATURAL RESOURCES PYMT 8 OF 10 - INCOME CONTRACT#105645 - WWTP 3,650.00 03/10/2020 209603 NATIONAL PEN CO LLC PENS & HIGHLIGHTERS FOR WWTP 74.66 03/10/2020 209604 NAUSTDAL, BRUCE UB refund for account: 3-105-8840-9-02 20.64 03/10/2020 209605 NORTH AMERICAN SAFETY INC SAFETY SUPPLIES - WWTP 434.88 03/10/2020 209606 NORTH CENTRAL INTERNATIONAL DRAIN VALVES - HATS 40.68 03/10/2020 209607 NORTHERN BUSINESS PRODUCTS OFFICE SUPPLIES - POLICE DEPT 62.00 03/10/2020 209608 NORTHERN SAFETY & INDUSTRIAL PROTECTIVE WORK GOLVES - STREETS 195.31 03/10/2020 209609 NORTHERN STATES SUPPLY INC EQUIPMENT PARTS- HATS 267.83 03/10/2020 209610 NORTHLAND BUSINESS SYSTEMS 3/13/20 - 3/12/21 RECORDING SERVER & SOFTWARE - POLICE 1,874.25 03/10/2020 209611 OFFICE DEPOT PAPER - STREETS DEPT 164.95 03/10/2020 209613 PAUSTIS WINE COMPANY FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 3,888.25 03/10/2020 209614 PELLINEN LAND SURVEYING ECONO FOODS PARCEL PROFESSIONAL SERVICES 3,600.00 03/10/2020 209615 PENMAC STAFFING SERVICES, INC. CREEKSIDE TEMPORARY STAFFING - WK WORKED 2/16/20 1,581.28 03/10/2020 209616 PHILLIPS WINE & SPIRITS FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 25,442.62 03/10/2020 209617 POSTMASTER APRIL NEWSLETTERS - SR CENTER 132.00 03/10/2020 209618 POSTMASTER POSTAGE - UTILITY BILLING 1,500.00 03/10/2020 209619 PREMIUM WATERS 5 GALLON WATER - PARKS 23.74 03/10/2020 209620 QUILL CORP CLEANING SUPPLIES - REC BUILDING 264.60 03/10/2020 209621 RAHN PAINTING & CONTRACTING LLC CONTRACTED SNOW REMOVEL 1,475.00 03/10/2020 209622 READY WATT ELECTRIC REPLACE BATTERIES IN SIRENS 1 & 9 1,409.00 03/10/2020 209623 RICHARD LARSON BUILDERS REMOVE AND REPLACE COUNTERS - DMV 13,563.48 03/10/2020 209624 RUNNING'SSUPPLY REPAIR&MAINTSUPPLIES- VARIOUSDEPTS 85.87 03/10/2020 209625 SHAW,KAREN FEBRUARYYOGA/PILATESCLASSES - SR CENTER 150.00 03/10/2020 209626 SOLUS LED INTERIOR FACILITY LIGHT FIXTURES - CREEKSIDE 658.32 03/10/2020 209627 SOUTHERN WINE & SPIRITS OF MN FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 18,426.35 03/10/2020 209628 SOUTHWEST MN CHAPTER OF ICC 2020 MEMBERSHIP: DIMLER & HALQUIST 150.00 03/10/2020 209629 STANDARD PRINTING-N-MAILING POSTAGE - WWTP 51.15 03/10/2020 209630 STAPLES ADVANTAGE OFFICE SUPPLIES -VARIOUS DEPT 569.56 03/10/2020 209631 STATE OF MN DEPT OF PUBLIC SAFETY RIGHTTO KNOW REPORTING -AIRPORT 25.00 03/10/2020 209632 STREICHER'S UNIFORMS - POLICE DEPT 741.00 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 2/26/20 - 3/10/20 Check Date 03/10/2020 -03/10/2020 Check ------------ 209633 Vendor Name ------------------------------------------------------------- TALKING WATERS BREW CO Description ------------------------------------------------------------------------------------- FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH Amount ----------------- - 120.00 03/10/2020 209634 TASC 4/1/20 - 6/30/20 HSA Adm. Fees 1,447.59 03/10/2020 209635 TEK MECHANICAL MISC REPAIRS- PUBLIC WORKS 2,655.00 03/10/2020 209636 TITAN MACHINERY MISCSUPPLIES&EQUIPPARTS- STREETS 710.42 03/10/2020 209637 TRI COUNTY WATER WATER COOLER RENTAL - POLICE DEPT 24.00 03/10/2020 209638 TRUE BRANDS FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 119.76 03/10/2020 209639 ULINE PADDED STOOLS & 23 GAL GARBAGE CONTAINERS - ARENA 511.94 03/10/2020 209640 UNITED FARMERS COOP DYED FUEL- HATS 15,232.76 03/10/2020 209641 USA BLUE BOOK PRESSURE GAUGES - WATER 155.06 03/10/2020 209642 VIKING BEER FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 16,036.15 03/10/2020 209643 VIKING COCA COLA FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 443.80 03/10/2020 209644 VIKING SIGNS & GRAPHICS INC DECALS FOR VARIOUS DEPTS 270.00 03/10/2020 209645 WASTE MANAGEMENT OF WI -MN 2/1- 2/15'20 RESIDENTIAL REFUSE 4,973.45 03/10/2020 209646 WEST CENTRAL SHREDDING SHREDDING SERVICES FOR VARIOUS DEPTS 87.00 03/10/2020 209647 IWINE MERCHANTS INC FEBRUARY COST OF GOODS SOLD - LIQUOR HUTCH 89.61 Total - Check Disbursements: $ 516,939.72 CHECK REGISTER B FOR CITY OF HUTCHINSON CHECK DATE FROM 2/26/20 - 3/10/20 Check Date ------------------- 03/10/2020 Check ----------- 209612 Vendor Name ------------------------------------------------------------ OUTDOOR MOTION Description ---------------------------------------------------------------- TUBE, PUMP REPAIR - POLICE BIKE Amount ------------- 34.99 Total - Check Disbursements: HUTCHINSON CITY COUNCIL Ci=y�f Request for Board Action 79 =-W Agenda Item: Consideration of an "Adopt a Park" Agreement with the Hutchinson Huskies Department: Administration LICENSE SECTION Meeting Date: 3/10/2020 Application Complete N/A Contact: Matt Jaunich Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff ✓❑ New Business Time Requested (Minutes): 10 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: City Staff has been working with the Hutchinson Huskies Baseball Association over the past six months on an "Adopt a Park" Agreement in regards to the baseball complex at Veteran's Memorial Field (VMF). Over the years, the Huskies have expressed a desire to have more involvement in the maintenance and care of VMF. A previous agreement provided the Huskies with some responsibilities and this agreement would expand upon that. This would be a first of a kind "Adopt a Park" program for the City that could be expanded to other facilities/parks within the community. The agreement would have the City giving up about $4,200 in revenue from the Huskies, but would allow for us to save and/or shift about $30,000 in wages & benefits and equipment to other park needs. Staff and legal have reviewed the agreement and are comfortable with what is being proposed. Staff will be asking the council to have a discussion on the proposed agreement and consider approval of the agreement if you are comfortable with it. BOARD ACTION REQUESTED: Approve/Deny an "Adopt a Park" Agreement with the Hutchinson Huskies Baseball Association Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 0.00 Total City Cost: $ 0.00 Funding Source: Remaining Cost: $ 0.00 Funding Source: City of Hutchinson Parks & Recreation Department "Adopt a Park" Agreement This "Adopt a Park" Agreement is by and between the Hutchinson Huskies Amateur Baseball Association (the "Huskies") and the City of Hutchinson (the "City") and is intended as an agreement which governs the services the Huskies will perform at the baseball complex located at Veteran's Memorial Field ("VMF"). The City desires to provide interested persons with an opportunity for community involvement through a voluntary participation in a park maintenance and beautification program by adopting a park, green space area, or section of a trail. This agreement provides for that opportunity and is mutually agreed upon by the City and the Huskies. 1. The Huskies' volunteers will perform the services listed under the "Responsibilities" part of this Agreement without compensation. The Responsibilities can be revised if agreed to by all parties in writing. The Huskies will not perform any activity that the City has not previously approved and will not subcontract or hire others to do the work listed in this Agreement without prior approval from the City. 2. Members of the Huskies and other persons under their supervision who may perform any of the services listed in this Agreement shall not be considered employees by the City. A person performing services for the City under this agreement will not be held personally liable for any claims based on something he or she did not do, as long as he or she is acting within the scope of his or her duties and performing the tasks approved by the City. However, a person may be held liable for an act or omission that involve intentional misconduct or a knowing violation of the law. 3. All volunteers of the Huskies who will be performing services listed in this Agreement will be required to sign an Individual Waiver and Release Form, which is attached to this agreement. 4. The Huskies must consistently perform the agreed upon responsibilities and are responsible for timely communication to the City in the event that a function cannot be handled or assistance is needed from the City. 5. Either party may end this Agreement at any time by sending a thirty -day (30) written notice to the other party. Huskies Responsibilities The Huskies shall be responsible for all of the maintenance of VMF Field within the "fenced -in area" (map attached) from April 1 to October 31 within a given year. The Huskies will also be responsible for preparing the field for play for all scheduled games at VMF Field, to include the following: • Mowing of the playing field (infield and outfield) and spectator area • Dragging of the infield • Striping/Painting of lines • Edging of infield • Rolling of infield • Weed control of all the areas inside the "fenced -in area" • Minor repairs of infield/outfield • Reasonable watering of the field. The City will discuss and resolve any issues with the Huskies if watering becomes excessive in the opinion of the City • Aeration of the entire baseball field • Fertilizing and Seeding • Maintain and clean the bathrooms, spectator area, concession stand area, and the press box • Removal of garbage/recycling from garbage/recycling cans to the dumpster located next to the City shed • Cleaning out of dugouts • Concession stand operation • Maintenance of areas within batting cages • Make sure all City facilities including restrooms, gates and dugout storage are locked at the completion of practice/games • Turn off all lights after each night game or practice City Responsibilities The City shall be responsible for all of the maintenance of VMF Field outside of the "fenced -in area" (map attached). The City will also be responsible for providing supplies for the proper maintenance of VMF Field, to include the following: • Maintain and replace light bulbs and poles in regards to stadium lights • Maintain and repair the irrigation system • Maintain and repair the fencing system within the park • Pay for the costs of electricity and water at VMF Field • While the Huskies will be responsible for emptying the garbage into the City dumpster, the City will cover the costs of the dumpster and will ensure dumpster is serviced • Provide bathroom supplies (toilet paper, etc.) within budget/reason • Provide field supplies like grass seed, sod, fertilizer, paint, Hilltopper Clay, Diamond Pro Conditional, Ag lime, etc. within budget/reason • The City will put up the backstop and batting cages netting in the spring when weather permits (March/April) and will take them down at the end of the playing season and will be responsible for storage • City will cover the costs of property insurance • Grading of parking lot • Mowing of area outside of the "fenced -in area" • Clean up garbage outside of the "fenced -in area" • Maintain the berm area outside of outfield fence • Maintain drainage system in the outfield • Maintenance, repairs and replacement of the scoreboard, benches, bleachers, buildings, and any other City -owned assets not noted within the facility 2 City Fees and Costs The City will not charge the Huskies, or any of the teams the Huskies sponsor like the Legion, Junior Legion, and VFW, field rent or concessions rent for their usage of the field in lieu of their volunteer work in relation to this agreement. This Agreement does not authorize the Huskies to charge a field rent to any other user of VMF. Historically the City has not been involved with "gate fees" or "sponsorships deals" relating to access for sporting events and will not be with this agreement. Any third -party advertising/signage to be placed at VMF by the Huskies must receive prior approval by the City and will require a 50/50 profit share between the City and the Huskies. The Huskies will agree to pay for costs of supplies/materials (sample provided in Appendix A) that is above the normal $4,500 budget of the City, and/or both parties mutually agree to negotiate cost -sharing methods for such supplies/materials. The Huskies and the City agree to meet in March/April of each year to review what the City has budgeted to cover costs of supplies and materials. Tools, Equipment and Storage The City will work with the Huskies to ensure the needed small tools and minor equipment are available to carry out the responsibilities of this agreement. This agreement acknowledges that some of the equipment may be owned by the Huskies. The Huskies will be allowed to store such tools and equipment within the city -owned garage at no cost. Missing or damaged equipment will be the responsibility of the Huskies. Non -Huskies Baseball Games The City will provide a schedule of games to be played at VMF field prior to April 1 or as soon as they become available to the City. Games unrelated to the Huskies organization are covered by agreements between the City and those other organizations, which may consist of Hutchinson School District or others. The City's field rental fee to those organizations includes field preparation services prior to their baseball games. In entering into this agreement, the Huskies agree to be the responsible party for field preparation for those other organizations. Bids for Tournaments/Playoff games by the Huskies must be brought to the attention of the Parks Department prior to the Huskies approval to host to ensure there is no City conflict. State tournaments need the authorization of the City Council. Field Conditions and Playability The Huskies will have the final determination of the playability of the field in the event of weather events or other unforeseen events with consultation with the City. 3 The Huskies will be responsible for communicating field conditions with the Hutchinson School District, Hutchinson Junior League, and other users of the park in a timely manner. Capital Improvements All capital improvements at VMF are subject to evaluation and prioritization within the City's five-year capital plan as recommended by the City's Facility Committee with ultimate approval by the City Council. Any requests by the Huskies for capital improvements must be vetted through the City's process and compared to improvement needs at other City facilities prior to any funding being dedicated. An annual project facility improvement list should be provided to the City's Parks Department by April 1 of each year. Projects will be evaluated as time and monetary resources allow. Insurance/Liability The City includes the VMF facility and property in the open on its master insurance policy, which includes coverage for property damage, worker's compensation and general liability. The worker's compensation and general liability policies do not extend coverage to organizations outside of the City's control or direction. While not required, it is recommended that the Huskies and other organizations utilizing VMF to consider having their own coverage to protect their organization from liability claims as well as protecting players and managers from injury or death. The Huskies will assume any liability for damage to the field and or facilities within VMF Field that are caused due to their negligence. In addition, the Huskies will indemnify and hold harmless the City from any claims of any type whatsoever brought by any person or entity arising out of the Huskies performance or nonperformance of those duties enumerated as "Huskies Responsibilities" above. Safety Guidelines For the safety of those participating in this agreement, the City encourages the Huskies to adopt a responsible, common sense approach to safety. The Huskies are expected to accept responsibility for their actions, be safety conscious at all times, avoid hazardous situations, and act with care to avoid causing damage to the VMF field and facilities. The Huskies must provide adequate supervision for volunteers under the age of 18, and all volunteers must sign the attached waiver and release form prior to participating. A parent or guardian must sign for anyone in their care who is under the age of 18. Contact Information and Communication with the City Questions or concerns regarding field and facility maintenance shall be directed to the Parks Supervisor. Questions or concerns regarding this agreement shall be directed to the City Administrator or PRCE Director. The Huskies will designate an individual or individuals to represent the Huskies in manners affecting this agreement along with one individual contact person. 4 The representatives for this agreement along with the main contact for this agreement have been included in a separate attachment to this agreement. The City and the Huskies agree to meet no less than three times a year to discuss budgets along with the needed maintenance efforts and/or repairs to VMF Field. In Witness whereof, the following parties have executed this agreement of understanding: Huskies Representative: City Representative: Signature Date Printed Name Signature Date Printed Name 5 City of Hutchinson Parks & Recreation Department "Adopt a Park" Program Individual Waiver and Release Form I verify that, to the best of my knowledge, my physical condition and fitness are adequate for me to safely participate in the City of Hutchinson's Adopt a Park program and that no physician or any other qualified individual has advised me against participating in the Adopt a Park program or in similar activities. I understand that I am participating in this program on a purely voluntary basis and I agree to take safety precautions to protect myself from injury. In understanding that I will not be held personally liable for a claim based on something that I did or did not do, as long as I am acting within the scope of duties and performing the tasks approved by the City of Hutchinson. I understand that I may be held liable for an act or omission that involves intentional misconduct or a knowing violation of the law. I agree to indemnify and hold harmless the City of Hutchinson, its officers and employees and defend against all claims brought or actions filed, for any and all claims, suits, actions, debts, damages, costs, charges, and expenses including court cost and attorney's fees, and against all liability, losses and damages of any nature whatsoever, including but not limited to property damage and personal injury, including death resulting at any time there from, arising from any alleged acts of negligence, either active or passive, or the participant or any person acting on his/her/its behalf arising from the activities which are the subject of this contact. Parent or legal guardian must sign for participants who are under 18 years of age. Name Name Name Name Name Name Name Name Name Name Signature Signature Signature Signature Signature Signature Signature Signature Signature Signature Date Date Date Date Date Date Date Date Date Date 6 Appendix A - VMF Supply List Restroom/Facility Maintenance Item Quantit Price Total: Toilet paper 1 case $50.37 $50.37 Hand soap 2 cases $15.32 $30.64 Disenfectant cleaner 3 bottles $44.39 $133.17 Toilet tabs 1 cont. $63.75 $63.75 Paper towels 1/2 case or 6 rolls $7.26 $43.58 Bleach 3 bottles $5.01 $15.03 Garbage bags 2 cases $75.40 $150.80 $487.34 Field Maintenance Item Quantit Price Chalk 5 bags $7.57 $37.85 Line paint 25 gallons $8.50/gal $212.50 Quick Stripe Paint 2 cases $59.50/case $119.00 Turface 40 bags $10.80 $432.00 Mound Clay 20 bags $22.45 $449.00 Conditioner 20 Bags $19.75 $395.00 Round Up 2.5 gallon $22/gallon $55.00 Grass seed 6 bags $125.00 $750.00 Fertilizer 30-0-0 24 bags $49.00 $1,176.00 Aglime 10 tons 30.90 ton $309.00 TOTAL: $4,422.69 $3,935.35 7 3S 1S 0AIVINO it I.. N I I I I 1 I I I I I I � HUTCHINSON CITY COUNCIL Ci=y�f Request for Board Action 79 =-W Agenda Item: Skate Park Equipment Removal and Replacement Department: PRCE LICENSE SECTION Meeting Date: 3/10/2020 Application Complete N/A Contact: Dolf Moon Agenda Item Type: Presenter: Dolf Moon Reviewed by Staff ❑ New Business Time Requested (Minutes): 5 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Hutchinson PRCE staff and Administration met with a League of Cities risk manager in October of 2019. The result of the meeting was to immediately shut down the site due to safety concerns. Following a review of each piece of equipment it was determined to repair all commercial pieces and recommend removal of those pieces that were not commercially produced. Staff developed a $6,000 budget of materials and labor for repairing commercial pieces. This work was completed over the winter months utilizing department funds. Staff also consulted with American Ramp Company concerning replacement of non commercial pieces that were installed in 2002. We are recommending approving a $20,676 contract to install new skate park equipment. This 20 year warrantied equipment will be purchased through a competitively bid government Sourcewell contract. I will be attending the Council meeting to answer questions. BOARD ACTION REQUESTED: Authorize removal of unsafe skatepark equipment. And approval of new skatepark equipment Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 20,676.00 Total City Cost: $ 20,676.00 Funding Source: Capital Projects Fund Remaining Cost: $ 0.00 Funding Source: .r. re/ W Li Q LL N C7 Z 0 cc W W cc LL W Z W H N Q LL 0 go LU y N C p O �0 i It �p O 0 0 0 N � C a •--� •--� N 0 f� � W a � a O00�0 � YLLI N Y�bON�^ ip Z Q m OOOU C< C O Z NOLua I� C.I� Q R Lu Z M. a 0�1 a 0 .i N U a W > a r-�� V) " V) O C w �0a�L��E m W Go cz WJ U a C Z H— LL. ro y f i Z W 2 2 = Z 3 ~ 3 W Q Y Q Q N = fn 3 C F Vl a ce O W W W� l!J C u a a a X V)i V)i vi N i N O O � t IFFIA \ 41 N 00 a a, 00 c +1 LA O O O W N O N Z O 601 McKinley Joplin, MO 64801 Toll -free 877-RAMP-778 Local 417-206-6816 Fax 417-206-6888 salesCa)americanrampcompany.com WWW.AMERICANRAM PCOMPAN Y.COM Quote # Design # FOB 23919 6874 Hutchinson, MIN Item Obstacle Height Width Length 1 Crete Planter (Pro Ops) 1.0' 2.0' 8.0' 2 Pyramid Section (Wedge) 1.5' 6.0' 16.0' 3 Wedge, Flat, Wedge 1.5' 4.0' 16.0' 4 Grind Rail, Kinked (Round) 1.5' 2" 18.0' 5 Bank Ramp (Wedge) 2.0' 4.0' 8.0' 6 Bank Ramp (Wedge) 2.0' 4.0' 8.0' Subtotal $16,540.80 Framework Enclosures $1,654.08 Freight FREE Installation $2,481.12 TOTAL $20,676.00 Notes: • For supervised community build in lieu of full installation, deduct 50% from installation. • If your project is subject to prevailing wage, bonding requirements, or sales tax, call for revised quote. Sou rcewel I "' I ; ki Formerly NJPA Awarded Contract #030117-ARC Purchase through our competitively bid government Sourcewell contract. WE LOOK FORWARD TO BUILDING YOU A GREAT SKATE PARK! This page is the creative property of American Ramp Company. It cannot be copied or redistributed. EDA Board Meeting Main Conference Room — Enterprise Center 11:30 AM Wednesday, January 22, 2020 MEETING MINUTES Members present in bold. EDA Board Members Mike McGraw Jonny Block Mike Cannon Corey Stearns Daron Vanderheiden Chad Czmowski Mary Christensen Jeremy Carter Staff Miles Seppelt, EDA Director Matt Jaunich, City Administrator Andy Reid, Finance Director Maddie Newcomb, EDA Program Manager Call to Order Meeting called to order at 11:32 AM. Election of EDA Officers A. President (1-year term) —Mike McGraw B. Vice -President — Jonny Block C. Treasurer (1-year term) — Chad Czmowski D. Assistant Treasurer (1-year term, can be non-EDA) — Andy Reid E. Secretary (1-year term, can be non-EDA) — Madison Newcomb Economic Development Authority Financial Summaryas of December 2019 Operations Cash Available $143,879 Reserved $56,736 Unreserved $82,100 Economic Development Loan Fund Cash Available $57,352 Redline Systems Balance $6,309 Ashwill Industries Balance $6,826 Zephyr Wind Services $97,929 Laser Dynamics Balance (forgivable) $23,000 Innovative Foam Balance (forgivable) $14,355 Advances to other funds (Enterprise $283,146 Center Downtown Revolving Loan Fund Cash Available $558,048 Loans Receivable $356,181 Capital Assets 201 329 Total Assets $1,114,035 MIF Loan Fund Cash Available $4,386 MOXY Loan Receivable $15,954 Enterprise Center Fund Cash Available $20,785 SHOPKO TIF District (TIF 4-5) Cash Available $163,481 Interfund Loans Receivable $480,906 MEDICAL CLINIC TIF District (TIF 4-16) Interfund Loan Payable $322,661 M/S/P: Block, Christensen to approve the slate of officers as presented above. Passed unanimously. III. Approve Agenda IV. Review Minutes a. December 181" Finance Team meeting: M/S/P: Cannon, Czmowski to approve the minutes as written. Passed unanimously. b. December 191" EDA Board Meeting M/S/P: Block, Stearns to approve the minutes as written. Passed unanimously V. Review of EDA Financial Statements Finance Director Andy Reid provided an update on the EDA financials. (Please refer to table) ■ All Downtown Loans are performing as required. ■ Redline Systems loan has been paid off. ■ TIF District 4-17 (Enterprise Center) and 4-19 (Cobblestone Inn Hotel) have begun to generate Tax Increment and are making repayments to the Shopko TIF District. M/S/P: Czmowski, Vanderheiden to approve the financial report as presented. Passed unanimously. Vl. Director's Report A Marketing Plan B Business Recruitment / Expansions C Uponor Street Project D Clinic Site Redevelopment (FEMAgrant) E Civil Air Patrol Base F Minnesota Marketing Partnership ($700) G Zephyr Wind Services H TigerPath • Parent's Guide • $2,750 collected for CTE Vl. Spec Building Proposal Facebook updates = 6 Twitter activity = 6 Website updates = 2 Social media has 329 likes on Facebook and 91 followers on Twitter. Staff updated the board on recent contacts and conversations. Working with DEED on reimbursement for the project. Minimal work left on grant, sorting out small details. Development Agreement signed by both parties. Joined yesterday, goal is to promote and market Hutchinson. Met yesterday with Great River Energy. Noted their last piece of equipment will come on Friday, sales are trending up. Parent's guide is finished. 3 pledge payments left to collect for CTE. Staff reported that an area builder has approached the EDA about putting up an industrial Spec Building in the Hutchinson Industrial Park. • A development agreement would be formulated between the City and the Builder • EDA would sell the builder a lot for $1 • City sets up an economic development TIF District, which would allow for the City to get reimbursed for the actual cost of the lot. • Builder would put up a 30,000 sf industrial building, completing it to approximately 90%. • EDA would market the building (as would the builder) • Building would be finished once it was leased or sold. • Builder would continue to lease it, or sell it to the final user. • The advantage to the City & EDA is that they would have a new building to market and hopefully bring a new business into town. • The builder would also have a significant incentive to market Hutchinson. Discussion. Consensus of the Board was to circle back to builder and keep exploring the idea. VII. Consider transfer to Enterprise Center Fund $2,000 Transfer from MIF Loan Fund to reimburse cost of monument sign Staff noted that costs for the monument sign had been paid last summer out of the Enterprise Center operations fund, with the idea being that it would be later reimbursed from the MIF Loan Fund. Making the transfer would allow the Enterprise Center fund to end the year in the black. M/S/P: Vanderheiden, Block to approve the transfer of $2,000 from the MIF Loan Fund to the Enterprise Center Fund. Passed unanimously. Vill. Review 2019 Results & Consider 2020 Goals ■ Staff presented report on 2019 work plan results. ■ Staff proposed 2020 work plan & goals. IX. Grant & Loan Program Applications - NONE X. Other Business XI. Set Next Meeting — 11:30 AM Wednesday, February 26t", 2020 XII. Adjourn Meeting adjourned at 12:34 PM. M/S/P: Cannon, Block to adjourn the meeting. Passed unanimously. Respectfully Submitted, Madison Newcomb EDA Program Manager Library Board Meeting January 27, 2020 Mary Christensen, Margaret Hoffman, Kay Hultgren, Carolyn Ulrich, Dianne Wanzek, and Katy Hiltner, Ex-Officio. Excused: Jared Golde and Kristine Leuze Minutes from the December 16, 2019 meeting were reviewed and accepted. Old Business: 1. Program Reports and Updates: Winter Reading Program: Began on January 7, with 237 readers signed up. Katy reported that readers love the optional bonus books (3 of the 12—a MN author, a NF, and a pre-1900 classic). She is also considering an open discussion time in February and March. The board offered some ideas for that event. Royal Story Time: Water Carnival royalty (2), 14 children, and 10 adults attended on Saturday, January 4. Lego Club: Sponsored by Kiwanis Club, 27 children (all ages) attended the January session (second Mondays). New Business: 1. Board Terms: 2nd Term Renewals in April 2020 Carolyn will renew her term. Kristine has opted not to renew. Katy reported that Julie Lofdahl is interested in returning to the board. 2. 2020 One Book, One Community Programs: There will be a community discussion of Winterdance, on February 23, at the museum. On April 4, at Christ the King, a veterinarian and a dog musher will present a panel discussion. 3. Legacy Program —Senior Outreach: Bill Jamerson is going to present "History Through Song", on May 18, at Woodstone (Hutch) and St. Mary's Care Center (Winsted) and will present programs in Glencoe and Brownton, on May 19. 4. Craft Classes for Teens and Adults: Jewelry Making: Sessions in metal bending and jewelry stamping will be held on April 20—an afternoon session in Brownton, and a 6:30 pm session at the Hutchinson Center for the Arts. Card Making: Mary Haugen will have a session on Saturday, May 30, at the Hutchinson Library. 5. Friends of the Library: This group, a great asset for its support of the library, held its annual meeting on January 13. The Friends are always looking for new members, with dues of $10/year, one meeting to attend, and many opportunities for volunteering. 6. PioneerLand Library Board: Jared reported that the main business of the January 16, 2020 meeting was to elect officers and work on the collective bargaining agreement. 7. Library Buzz: Jared: Bad Blood: Secrets and Lies (NF) by John Carreyrou Dianne: Winterdance, Olive Again (F) by Elizabeth Strout Kay: Winterdance. Cinderland (Memoir) by Amy Burns Mary: Out from the Shadows of Minneapolis (NF) ed. by Jay Williams Carolyn: 11 books —mysteries, Washington: A Life (NF) by Ron Chernow, etc. Margaret: A Better Man (F) by Louise Penny, 5 Days Gone (NF) by Laura Cumming, etc. Katy: Picture of Dorian Gray (F) by Oscar Wilde, The Book Woman of Troublesome Creek by Kim Richardson December Donations: $440 Overeaters Anonymous: $20 Jim and Shannon Lyons: $400 American Legion Auxiliary: $20 (a book memorial for Renee Maahs) Next Meeting: Monday, February 24, 2020, @ 4:30 p.m. Minutes submitted by Kay Hultgren, secretary. MINUTES Regular Meeting — Hutchinson Utilities Commission Wednesday, January 29, 2020 Call to order — 3:00 p.m. President Don Martinez called the meeting to order. Members present: President Don Martinez; Vice President Matt Cheney; Secretary Robert Wendorff; Commissioner Monty Morrow; Commissioner Anthony Hanson; GM Jeremy Carter; Attorney Marc Sebora Conflict of Interest Commissioner Hanson declared conflict of interest in voting on agenda item 3b Ratify Payment of Bills; there is a CIP payment to 235 Hassan LLC, which he is a part owner and agenda item 2f - Designate Depositories for Utility Funds, as he is an employee of Citizens Bank & Trust. Commissioner Hanson will be abstaining from both 3b and 2f agenda items. 2. Commission Reorganization President Martinez called for the annual Commission reorganization. Mr. Sebora stated that combination of a and b; President and Vice President can be made together. a. A motion made by Commissioner Hanson, second by Commissioner Morrow to elect Don Martinez to the position of president and Matt Cheney to the position of vice president. Motion unanimously carried. b. Motion made above c. A motion made by Commissioner Morrow, second by Commissioner Hanson to re-elect Robert Wendorff to the position of secretary. Motion unanimously carried. d. A motion made by Commissioner Cheney, second by Commissioner Wendorff to appoint Marc Sebora as legal counsel. Motion unanimously carried. e. A motion made by Commissioner Cheney, second by Commissioner Hanson to appoint Angie Radke as recording secretary. Motion unanimously carried. f. A motion made by Commissioner Wendorff, second by Commissioner Morrow to designate Citizens Bank & Trust, Wells Fargo Bank, Wells Fargo Advisors, Home State Bank, Morgan Stanley and Cetera Investment Services as depositories for utility funds. Motion unanimously carried. Commissioner Hanson abstained. 3. Approve Consent Agenda a. Approve Minutes b. Ratify Payment of Bills Motion by Commissioner Morrow, second by Commissioner Cheney to approve the Consent Agenda. Motion carried unanimously. Commissioner Hanson abstained. 4. Approve Financial Statements Mr. Martig presented the Financial Statements. In December 2018, GASB entries caused Salaries and Benefits to reflect a lower amount compared to December 2019, which was due to a $140K decrease in liabilities & expenses booked. This entry will still need to be made in 2019 and it appears PERA had another good investment year, which means there maybe another drop in the Salary & Benefits category in December 2019, GM Carter compared actual to budget numbers. For Electric Division, Customer Revenue was just under 96% of budget. Everyclass hit the budget projection by with the exception of the Industrial class. Industrial class came in at 87.7% of budget, which was due to 3M being down 4.3% and HTI down 16.5%. Sales for Resales came in at 94% of budget; $147K shortfall came from less sales related to the Transalta contract and MISO Energy sales because of the seasonable weather. MISO sales was budgeted at $225k and ended up coming in at $190K, again due to seasonable weather. Transmission expenses were significantly under budget, due to true ups that started in June with GRE reallocating and paying back over collection from the previous years within the GRE zone. The transmission rate went down approximately 25% from the budgeted rate at the beginning of the year, which was the largest impact as to why HUC came in under budget. The smaller part of this is that HUC's loads were not as high so the peak demands were down. In the production area, HUC was not generating as much due to loads being down which lead to not spending as much on fuel costs for the hedging program and servicing the Transalta contract. Gas Division trending well. GM Carter stated overall another good year from an income Statement/PNLI Balance Sheet standpoint. Some year-end adjustments still need to be completed but looking at combined year to date as an organization, Financials are at 5.9% on Net Income, which Industry Average is around 7%. Financially another strong year. GM Carter reviewed the Investment report. One of the federal agency step-up investments was called in December. Since then the Large Federal Agency $1.25K was called in January. Interest rates have dropped, so agencies are calling investments at 2%. Going forward there will no longer be Federal agencies on the Investment Report, these are being moved towards CD's as they are paying better. Trying to keep Interest earnings coming in consistently. GM Carter reviewed Load duration curves. Motion by Commissioner Hanson, second by Commissioner Cheney to approve the financial statements. Motion carried unanimously. 5. Open Forum 6. Communication a. City Administrator— Matthew Jaunich — i. Entered into an agreement with the Civil Air Patrol Facility ii. Council did approve agreements with MN DOT on the Main Street project. Bids to go out the end of February. Anticipating construction early to mid - April. b. Divisions i. Dan Lang, Engineering Services Manager — 2 1. Update on McLeod Sub capacitor bank project. Moving ahead. ii. Dave Hunstad, Electric Transmission/Distribution Manager — Nothing to report iii. Randy Blake, Production Manager — 1. Added a couple of heaters to the bottom of the module on the Gas Turbine at Unit 1. iv. John Webster, Natural Gas Division Director — Nothing to report v. Jared Martig, Financial Manager- 1. Auditors are here this week 2. Comparisons work paper on Sales for Resales for next month to compare year to year. Human Resources - Brenda Ewing — Nothing to Report d. Legal — Marc Sebora — Nothing to report e. General Manager —Jeremy Carter i. Finishing up 5-Year Budget Projections and the Wholesale Updated Financial Model. ii. Working on Legislative items. iii. Working through solar 1 EV project items iv. Looking at having a Strategic Planning meeting on an annual basis. 1. Dates available in April/May — Angie will send email asking for available dates 2. Commissioners to think about survey questions 3. Follow up on Rate discussions. 7. Policies a. Review Policies i. Section 1 of Exempt Handbook ii. Section 1 of Non -Exempt Handbook No changes recommended at this time. b. Approve Changes i. IT Policy GM Carter reviewed the IT Policy. In the past, the City of Hutchinson and HUC have had individual policies. IT Director, Tom Kloss, has been working on consolidating and having more of a comprehensive IT Policy for both organizations. The policy was handed out separately since there is security and confidential information in the policy. Motion by Commissioner Cheney, second by Commissioner Morrow to approve the changes to the IT Policy. Motion carried unanimously. 8. Unfinished Business a. Follow up conversations on Possible City Charter Amendment to change the eligibility requirements to serve as a Hutchinson Utilities Commissioner 3 Mr. Sebora recapped discussions that were held last month on the initial conversation and possible change of the charter language to perhaps increase the pool of possible commissioner candidates to serve on the Utilities Commission by allowing owners of businesses to potentially serve as commissioners. Mr. Sebora amended the proposed language to add the rate -paying requirement. After sending the packet, it was noticed that a change was also needed in the language of Section 11.08 Removal of Commissioners, this change has been made and a revised document was sent. Discussions were held on the charter language and the consensus of the Commissioners was to slightly broaden the definition. Mr. Sebora will forward the conversations onto the Charter Commission for the April Meeting. New Business a. Approve Requisition #8255 — WSB for 2020 Geohazard Program Mr. Webster presented Requisition #8255 — WSB for 2020 Geohazard Program, The Natural Gas Division is required to perform a Geohazard Analysis on the HUC pipeline as required by DOT Pipeline Integrity Management Program. Phase 1 was conducted by WSB in 2019, which provided for the desktop modeling on the pipeline from New Ulm to Hutchinson. Motion by Commissioner Morrow, second by Commissioner Hanson to Approve Requisition #8255 — WSB for 2020 Geohazard Program. Motion carried unanimously. b. Approve Requisition #8256 — Energy Economics, Inc. for 2020 Sonic Nozzle Prover. Mr. Webster presented Requisition #8256 - Energy Economics, Inc. for 2020 Sonic Nozzle Prover. The current meter prover in the Natural Gas Division was purchased in 2000 and has been unsupported since 2004. The prover failed in November 2019 and service and repair parts are unavailable so the prover must be replaced. Energy Economics was the lowest bidder, is a local company in Dodge Center and makes very good equipment. A motion by Commissioner Cheney, second by Commissioner Wendorff to Approve Requisition #8256 — Energy Economics, Inc. for 2020 Sonic Nozzle Prover. Motion carried unanimously. c. Approve Requisition #8263 — Nelson Technologies, Inc. Mr. Webster presented Requisition #8263 — Nelson Technologies, Inc. Would like rd to purchase commercial and industrial rotary meters with electronic temperature compensation for inventory. This is a capital budget item in 2020. A motion by Commissioner Hanson, second by Commissioner Morrow to Approve Requisition #8263 — Nelson Technologies, Inc. Motion carried unanimously. d. Approve Requisition #8267- 2020 John Deere 310 SL Tractor Backhoe Mr. Hunstad presented Requisition #8267- 2020 John Deere 310 SL Tractor Backhoe. As part of HUC's fleet management program, HUC will be replacing the 2006 John Deere 310 Tractor Backhoe. A motion by Commissioner Morrow, second by Commissioner Cheney to Approve Requisition #8267- 2020 John Deere 310 SL Tractor Backhoe. Motion carried unanimously. e. Approve Requisition #8274 — 2020 Chevrolet 2500 HD 4.4 Work Truck Mr. Blake presented Requisition #8274 — 2020 Chevrolet 2500 HD 4.4 Work Truck. As part of HUC's fleet management program, HUC will be replacing production department truck #990. Current truck was ton; this new truck will be Y4 ton since HUC does a lot of hauling and should serve HUC adequately. A motion by Commissioner Wendorff, second by Commissioner Hanson to Approve Requisition #8274 — 2020 Chevrolet 2500 HD 4.4 Work Truck. Motion carried unanimously. f. Approve Requisition #8278 — 2020 Chevrolet 1500 Crew Cab 4x4 Work Cab. Mr. Blake presented Requisition #8278 — 2020 Chevrolet 1500 Crew Cab 4x4 Work Cab. As part of HUC's fleet management program, HUC will be replacing production department truck #542. New truck will also be ton; no towing on this new vehicle is not needed. A motion by Commissioner Morrow, second by Commissioner Hanson to Approve Requisition #8278 — 2020 Chevrolet 1500 Crew Cab 4x4 Work Cab. Motion carried unanimously. g. Approve Requisition #8280 & #8281 — Service Truck #574 Mr. Hunstad presented Requisition #8280 & #8281 — Service Truck #574. As part of HUC's fleet management program, HUC will be replacing the 2008 service 5 truck for the electric department. The purchase requires two separate requisitions, one for the cab/chassis and one for the service body. A motion by Commissioner Cheney, second by Commissioner Morrow to Approve Requisition #8280 & #8281 — Service Truck 4574. Motion carried unanimously. h. Approve Requisition #8285 — Two Atlas Copco GA26 Rotary Screw Air Compressors Mr. Blake presented Requisition #8285 — Two Atlas Copco GA26 Rotary Screw Air Compressors. After installation and commissioning of the new Caterpillar units 6 & 7, HUC discovered when running these two engines with the unit 5 Wartsila engine, there is insufficient instrument control air. The existing instrument air compressor came with the Wartsila purchase and is too small to support the equipment air load for 3 engines online at one time. A motion by Commissioner Morrow, second by Commissioner Cheney to Approve Requisition #8285 — Two Atlas Copco GA26 Rotary Screw Air Compressors. Motion carried unanimously. i. Approve Requisition #8286 — 2020 Chevrolet Silverado MD 4WD Crew Cab and Chassis Mr. Webster presented Requisition #8286 — 2020 Chevrolet Silverado MD 4WD Crew Cab and Chassis. As part of HUC's fleet management program, HUC will be replacing vehicle #357/2002 welding truck. A motion by Commissioner Hanson, second by Commissioner Wendorff to Approve Requisition #8286 — 2020 Chevrolet Silverado MD 4WD Crew Cab and Chassis. Motion carried unanimously. j. Approve Selling Surplus Vehicles Mr. Hunstad presented Selling of Surplus Vehicles. Looking at approval to sell surplus vehicles as replacements come in throughout the year. A motion by Commissioner Hanson, second by Commissioner Cheney to Approve Selling Surplus Vehicles. Motion carried unanimously. k. Approve Reliability Compliance Services Agreement Mr. Lang presented approval of Reliability Compliance Services Agreement. As a lei Transmission Owner HUC is required to perform "Transmission Planning" duties as defined by NERC Reliability Standards. Currently, Great River Energy is designated as the "Transmission Planner" for HUC via a MRES/GRE agreement, now GRE has indicated to MRES they are no longer interested in performing the role for MRES and its members. This agreement now would shift HUC's "Transmission Planner" responsibilities from GRE to MRES and ensure HUC remains compliant with the NERC Reliability Standards. There is no cost to HUC. A motion by Commissioner Morrow, second by Commissioner Hanson to Approve Reliability Compliance Services Agreement. Motion carried unanimously. I. Approve Brownton Electric Meter Reading Agreement GM Carter presented the Brownton Electric Meter Reading Agreement. Currently HUC provides the Natural Gas readings for Brownton and now Brownton is requesting HUC to provide them with the monthly electric meter readings. This would not change HUC's process but HUC would now have more data on the system. As part of this arrangement, the City of Brownton will be required to pay their pro -rated share of any sensus costs incurred because of the addition of the meters to our network. Costs would also cover an hour of customer service time to pull in the reads, convert the data into the format needed by Brownton, and send the data file back to do the billing function. This agreement will be renegotiated to account for proper cost recovery of HUC's staff time and materials if service levels are requested to change over time. After discussions, a motion by Commissioner Hanson, second by Commissioner Cheney to Approve Brownton Electric Meter Reading Agreement. Motion carried unanimously. V. Adjourn There being no further business, a motion by Commissioner Cheney, second by Commissioner Morrow to adjourn the meeting at 3:55p.m. Motion carried unanimously. ATTEST, Don Martinez, President 7 /../.�, I Yn.., HUTCHINSON CITY COUNCIL Ci=y�f Request for Board Action 79 =-W Agenda Item: December 2019 Preliminary Financial Statements & Local Sales Tax Update Department: Finance LICENSE SECTION Meeting Date: 3/10/2020 Application Complete N/A Contact: Andy Reid Agenda Item Type: Presenter: Reviewed by Staff ❑ Governance Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: For Council review, attached are preliminary 2019 financial statements for the general and enterprise funds. Also attached is my narrative regarding the financial results of each fund. The last page of this report provides an update on the historical local sales tax and excise tax collected within the Water and Sewer funds. As a reminder, these funds are entirely dedicated to paying annual debt service. If not for this revenue source, both funds would have a significant cash deficit each year, most likely requiring user rate increases. Feel free to contact me with any questions. Thank you. BOARD ACTION REQUESTED: Fiscal Impact: Funding Source: FTE Impact: Budget Change: No Included in current budget: No PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: Remaining Cost: $ 0.00 Funding Source: 2019 Preliminary Financial Results GENERAL FUND SUMMARY The preliminary 2019 financial statement for the General fund currently reflects a net surplus of $254,117. These results are preliminary and subject to change as we finalize the 2019 financial audit. Actual Budget Variance % Var Total Revenues $13,181,130 $13,124,793 $ 56,337 0.4% Total Expenses $12,926,953 $13,324,793 $397,840 3.0% Net Revenue $ 254,177 $ (200,000) $454,117 Total revenues exceeded budgeted expectations by $56,337 while total expenses were under budget by $397,840, leading to a $254,177 surplus that beat the budget by $454,117. Council amended the budget for a $200,000 deficit, using reserves to address extensive spring frost damage to city streets. FUND BALANCE Overall, it was a good year for the General fund operations. The 2019 fund balance represents 55.8°/a of the 2020 budgeted expenditures, up from 55.2% last year. We continue to maintain a healthy fund balance in comparison to the State Auditor's recommendation of at least 35% to 50%, affording the city budgetary flexibility to address emergency issues or to fund other one-time needs. REVENUES Total revenue exceeded the budget by $56,337. The following is a summary of the key activity within each revenue category. Taxes ($7,924less than budget) Since the repeal of the State's Market Value Homestead Credit at the end of 2011, the City's collection of current general fund property taxes has averaged approximately 99.4% annually; nearly a half percent delinquency rate. The 2019 collection rate of 99.6% is slightly above our collection average for the second consecutive year. This revenue category normally outperforms the budget due to the collection of delinquent taxes, not only from the general fund levy but also from the debt levy. Our practice with the debt levy is to make the debt service funds "whole" by transferring the delinquency to the general fund. This allows the debt service funds to maintain healthy fund balances to meet scheduled debt payments on the G.O. Improvement Bonds. For budgeting purposes, we are very conservative with the delinquent taxes simply due to the uncertainty around delinquent collections. Other Taxes ($15,612less than budget) This category includes the collection of Lodging Taxes ($9,845 under budget) and Cable TV Franchise Fees ($5,767 under budget). Our budget assumed a $10,000 increase in lodging tax due to the new Cobblestone hotel. Unfortunately, the new hotel's revenue was largely offset by a corresponding decrease in revenues for the other lodging establishments. For lodging taxes collected, 95% is remitted to the Hutchinson Convention & Visitors Bureau to fund its operations. While our lodging tax revenue fell below budgeted expectations, the corresponding expense (the 95% to HCVB) fell below budget as well, resulting in a minimal impact to the General fund's bottom line. Similarly, for the cable TV franchise fees, 50% is remitted to HCVN to help fund the public television network. The Cable TV Franchise fees dropped $5,732 from 2018, possibly signaling that the City may see a gradual reduction in future fee revenue as customers cut cable TV services in favor of streaming services. The payments to HCVB and HCVN are reflected as a Miscellaneous Expense within the general fund. Licenses & Permits ($118,280 greater than budget) The largest driver in this category was Building Permits, which exceeded the budget by $113,948. The City issued 1,038 permits in 2019 based on total value of $46,515,604. Intergovernmental Revenue ($4,012 greater than budget) Police Pension Aid and Other State Grants exceeded the budget by $17,616 and $13,250, respectively. These increases were offset by the loss of drug task force monies ($35,500) in the Police budget, resulting from Hutchinson no longer being a working partner on the task force. Charges for Services ($81,676 less than budget) The waterpark revenue was the main factor in missing our budgeted revenue for this category. The daily admissions and season membership revenues fell below budget by $38,157 and $39,907, respectively. Waterpark concessions revenue was $19,970 below budget as well. We believe that poor weather was the main factor in the lower revenue, for a second year in a row. Other areas that underperformed compared to the budget include: School Liaison Program ($9,067) and Campground Fees ($8,338). The lower school liaison revenue resulted from a one-year reduced rate agreed upon between the City and school district. The lower campground revenue was due to the 2019 spring sewer improvements that took the contractor much longer to complete than anticipated. Areas that outperformed compared to the budget include: Civic Arena Rental Fees ($16,240), Rentals - Building ($9,472) and Rentals -Hangars & Shop ($8,445). The higher building rental revenue was for the Recreation Building. We had assumed less revenue in anticipation of the roof replacement project occurring in 2019. That project was deferred to 2020. Miscellaneous Revenues ($22,020greater than budget) Interest rates slowly dropped throughout 2019, however higher yielding investments purchased in the previous two years contributed to increased interest revenue. Active management of the City's monies also helped to maximize interest revenue by transferring the city's idle funds into a money market account as opposed to our local bank savings account. The money market rate continued to drop in 2019, along with the Federal Lending Rate reductions, however the rate is still five to six times higher than local bank rates. The money market funds are liquid and can be accessed on a daily basis, as needed for payroll, disbursements and debt service payments. Interest earnings for the General fund totaled $105,490 compared the budget of $80,000 and 2018 revenue of $87,546. Finance has yet to book the annual fair market value adjustment for the City's various investments. This is purely a book entry required for our audit and it does not affect the City's cash since we hold our investments to maturity. Decreasing interest rates have created a 2019 paper gain on our investments, with my estimation of $35,000 of revenue yet to be booked to the general fund. Transfers -In ($59 less than budget) The HUC transfer to reimburse for street light utilities was slightly lower than we had estimated. Fines & Forfeitures ($17,225 greater than budget) This category consists of the City's portion of court fines received from the State. EXPENDITURES Total expenditures were less than the budget by $397,840. The following is a summary of the key activity within each expenditure category. Wages & Benefits (S74,385 less than budget) The biggest factor behind the budget savings was Temporary Employee wages being $85,158 below expectations. The Waterpark accounted for $45,680 of that savings as they sent employees home on bad weather days. Offsetting this savings was Overtime pay, which was $26,172 higher than budgeted. Parks was over budget by $14,365, partly due to the extensive snow removal season. Fire incurred $9,009 of unbudgeted overtime due to three city employees also being firefighters. When the city employed firefighters work their forty hours a week in their city department, any hours worked on fire calls above that 40-hour workweek is paid out as overtime. While it benefits the Fire department to have these city workers, we need to be aware of the added cost above a typical volunteer firefighter. Departments with significant budgetary savings include Information Services ($6,498), Hospital Security ($18,248), Recreation ($12,461), Parks ($20,338) and Waterpark ($46,293). Departments with a significant budgetary deficit for wages and benefits include Motor Vehicle ($8,151), Police ($18,022), and Civic Arena ($7,544). Supplies (S4,540 less than budget) Expenses contributing to the budget surplus in this category include Small Tools & Equipment ($29,790), Repair & Maintenance Supplies ($27,500), Building Repairs Supplies ($10,493), Sign Repair Materials ($9,584) and Uniforms & PPE ($8,825) Street Maintenance Materials was $40,726 higher than budget due to the additional work performed by city streets employees to fix frost -damaged roads. This overage is offset by the $200,000 reserve funds dedicated to address the frost issue, which was budgeted in the Services & Charges category. Services & Charges (S276,860 less than budget) Several factors contributed to the budget surplus. Expenses that were less than budget include Professional Services ($39,757), Software & Licensing ($9,877), Fire & Police Training Site Expenses ($11,503), General Liability Insurance ($11,036) and Common Area Maintenance ($12,610). Areas that exceeded the budget include Contract Snow Removal ($39,839), Senior Center Trip Expenses ($6,991) and Senior Center Activities Expense ($6,277). Snow removal costs were higher than normal due to the heavy snowfall in 2019. Senior Trips & Activities expenses are recouped by reimbursements from the Seniors. Miscellaneous Expenses (S41,421 less than budget) Expenses that were less than budget include Dues and Subscriptions ($5,332), Lodging Tax Reimb ($9,404), Donations to Civic Organizations ($7,500) and Miscellaneous Expense ($12,107). Transfers -Out (Actual equals Budget) Transfers -out consists of the City's annual funding share of the HATS facility ($101,970). The facility is funded by the State, County and City, at approximately 33% shares each. Capital Outlay ($834 less than budget) The Cemetery has budgeted $10,000 annually for fence improvements. The 2019 cost came in slightly less than budget. This activity will been moved to the Capital Projects fund, starting in 2020. GENERAL FUND DEPARTMENTS The following is a brief summary of the 2019 budgetary performance of each general fund department. 1) General Revenues a. Outperformed the budget by $8,666 due to higher interest earnings than anticipated. The higher earnings offset lower than expected Lodging Taxes and decreasing Cable TV Franchise Fees. 2) Mayor & City Council a. Expenditures were $10,439 lower than budget mainly due to a $5,000 budgeted expense not occurring. We set $5,000 for an open street event to celebrate the 25th anniversary of the City's light traffic plan. 3) City Administration a. Expenditures exceeded the budget by $5,116 due to a combination of factors. The Citizen Survey cost $1,600 more than expected. Wages were $2,459 higher than budget, as actual employee wage increases were higher than budgeted. 4) Elections a. Expenditures were $16,374 higher than budget, mainly due to an $11,588 payment to the county for new election tabulator equipment. The City administered a school election in 2019 with costs of approximately $8,650. The school was billed for those costs, resulting in a net zero impact to the City's budget. 5) Finance a. Expenditures were $6,414 under budget due to a combination of factors. One area of savings was with office supplies. In 2019, the City created an Amazon business account. This allowed the City to find substantial savings on office supplies. 6) Motor Vehicle a. Revenues were $17,479 under budget while expenditures were $655 more than budget. The department still produced a positive net revenue of $24,646, but the result was $18,133 lower than the budgeted net revenue of $42,779. Employee turnover during the year was a challenge and resulted in higher wages due to training efforts. The higher wages were offset by budgetary savings in other expense categories. 7) Legal a. Expenditures were $1,030 less than budget. 8) Planning & Zoning a. Expenditures were $3,097 less than budget, mainly due to travel and conference expenses being spent at 30% of the budgeted amount. 9) Information Technology a. Expenditures were $40,403 less than budget due to several factors. Small Tools & Equipment, Professional Services and Software & Licensing were line items that were underspent, by $11,358, $13,327 and $13,125, respectively. 10) City Hall Building a. Expenditures were $14,933 less than budget due to lower than expected Building Repair supplies, Professional Services and Utilities. 11) Police a. Revenues were $14,283 less than budget, mainly due to the elimination of Drug Task Force Grant revenues ($35,500). b. Expenditures were $14,267 under budget on a total budget of $3,453,954. 12) Hospital Security a. Expenditures were $20,454 under budget due mainly to personnel turnover. 13) Emergency Management a. Expenditures were $5,443 over budget mainly due to higher than anticipated maintenance costs on the City's generators. 14) Safety Committee a. Expenditures were $126 less than budget. 15) Fire a. Revenues were $12,862 over budget due to an increase in state training grants. b. Expenditures were $4,850 under budget due to several factors. Wages & benefits were $14,192 higher than budget due to increasing firefighter hours. Also contributing is the fact that three firefighters are also employed by the City in other departments. When those employees respond to fire calls, it often results in overtime pay, with hours above the normal 40-hour work -week in their other department. This overtime amounted to $9,009 of unanticipated overtime pay. Helping to offset the higher wages was lower than expected expense levels for Small Tools & Equipment ($11,919), Repair & Maintenance Supplies ($5,669), Contractual Repair & Maintenance ($6,172), and Automotive Repairs & Maintenance ($3,196). 16) Building Inspections a. Revenues were $117,890 over budget due to higher than expected Building Permits. b. Expenditures were $19,774 under budget due to a combination of factors. Wages & benefits were $6,691 lower than budget due to the resignation of a building inspector in September 2019. Professional services was $7,228 under budget since the department's electronic scanning project did not reach anticipated levels. 17) Engineering a. Expenditures were $4,406 over budget due to unbudgeted professional services related to the Main Street Art Pedestal project ($10,671) and a contribution to the County's Northeast Ring Road Study ($8,000). 18) Streets & Roadways a. Expenditures were $140,101 lower than budget 19) Park & Rec Administration a. Expenditures were $4,572 under budget, mainly due to savings in wages and benefits. 20) Recreation a. Expenditures were $19,200 under budget due to lower Temporary wages ($12,506) and lower operating supplies ($4,197). 21) Senior Center a. The general fund tax levy subsidized the senior center $22,735 in 2019, compared to a budgeted subsidy of $20,122, and a 2018 subsidy of $15,932. 22) Civic Arena a. Revenues were $23,440 over budget due to higher user fees than expected ($16,240) and sponsorship revenues from business that was not budgeted ($7,200). 23) Parks Department a. Despite an $8,338 loss in campground revenue due to the spring sewer project, Parks ended the year with total revenues $9,230 higher than budgeted. Reimbursement from HUC for landscaping projects completed by Parks was the main reason for the increased revenues. b. Expenditures were $25,032 under budget due to a combination of factors. Wages and benefits were $20,338 under budget due to employee turnover in the year. Contracted Snow Removal was $12,796 higher than budget due to the heavier than normal snowfall. Automotive Repair & Maintenance was approximately $20,000 under budget. 24) Recreation Building a. Expenditures were $3,392 lower than budget. 25) Event Center a. Revenues were $2,648 lower than budget with stagnant rentals. b. Expenditures were $15,948 lower than budget, mainly due to a substantial, one-time reduction in the Common Area Maintenance charge. Due to continual changes in property managers along with CAM billings that were extremely high, the Finance department audited the property manager's 2017 and 2018 CAM charges. The audit revealed that the City was overbilled by the property management company for charges that did not apply to the Event Center. The City's 2019 CAM expense was $12,610 lower than budget due to a credit being placed on our account from the audit results. 26) Evergreen — Senior Dining a. Expenditures were $335 higher than budget due to the purchase of new chairs at a total cost of $2,008. This unbudgeted cost was offset by a $1,500 grant received from the Burich Family Foundation. 27) Library a. Expenditures were $4,175 lower than budget due to lower than expected Contractual Repair and Maintenance. 28) Waterpark a. Revenues were $91,857 lower than expected, mainly due to poor weather. b. Expenditures were $69,070 lower than budget as staff took steps to mitigate the lost revenue by sending workers home when the weather was poor or when pool traffic was light. The net city subsidy for 2019 was $41,627, compared to a budgeted net subsidy of $18,840 and 2018 subsidy of $20,707. 29) Cemetery a. Revenues were $3,914 higher than budget. b. Expenditures were $3,768 higher than budget, mainly due to contracted services to treat a grub infestation. 30) Airport a. Revenues were $9,269 higher than budget due to hangar rentals. b. Expenditures were $3,050 higher than expected due to unbudgeted temporary employee wages and benefits. 31) Unallocated Expenses a. This department accounts for revenues and expenditures that are not specific to one individual department, but rather benefit several if not all city departments. b. Revenues were $29,401 lower than budget due a lower than expected general liability premium dividend received from the League of Minnesota Cities. Our premium dividend had been averaging $55,000 annually between 2011 and 2017. The dividend received in 2019 was only $8,434, falling short of the $30,000 budget. We have revised our 2020 budget to remove this unpredictable revenue source. c. Expenditures were $33,119 lower than budget due to several factors. Line items ending the year under budget include General Liability Insurance ($10,893), Lodging Tax Reimbursement ($9,403), Donations to Civic Organizations ($7,500) and Miscellaneous Expense ($3,997). The $7,500 unspent Donation to Civic Organization resulted from budgeted dollars that were not requested from the McLeod County Historical Society. ENTERPRISE FUNDS The 2019 financial statements for enterprise funds are substantially complete but have some necessary work as we prepare for the audit. Accounting for our fixed asset activity is a major function prior to the audit fieldwork in April. In accounting for fixed assets, we move all capital expenditures incurred in the year from the P&L expense to the Balance Sheet asset accounts. We also calculate depreciation expense for the year. These preliminary financials include estimates for the Depreciation expense mainly for budgetary comparison purposes. We also will move the debt service principal payments from the P&L to the Balance Sheet. While those entries have yet to be made, the preliminary financials should give council a good understanding of how the various funds performed in comparison to the budget since we do budget for those Balance Sheet items on our P&L (Capital and Debt). LIQUOR FUND Total revenues for 2019 exceeded the budget by $12,509 while expenditures were under budget by $34,125. While 2019 ended with a negative net revenue of $(81,988), this was favorable by $46,634 when compared to the budgeted negative net revenue of $(128,622). The liquor store had another good year financially, with total sales increasing 2.0% over the prior year and exceeding budgeted expectations by $12,376. Most sales categories increased in comparison to the 2018 sales levels; Liquor 3.2%, Beer 2.6% and Other 1.3%. Wine was the only category to fall from 2018, by 2.0%. Liquor, Beer and Other sales exceeded the budget by $38,137, $16,322 and $121 while Wine sales fell short of the budget by $42,204. The gross margin of 24.4% was below the budgeted margin of 24.7%, and a drop from last year's margin of 25.3%. Gross margin looks only at sales revenue and costs of goods, while net profit margin looks at total profit in relation to total expenses before transfers -out. The 2019 net profit margin is estimated at 8.8%, which is down slightly from 2018's margin of 9.4%. The labor to sales ratio was 10.3%, down from 10.5% in 2018. After transferring $500,000 to the general fund, the Liquor fund ended the year with a negative cash balance of $24,667, down from $116,957 last year. The substantial drop in cash balance was due to the timing of paying inventory invoices at the end of 2019 when they are normally paid in early January. Due to the second council meeting in December being moved from the 24th to the 19th, staff paid critical invoices on December 31. That check run inadvertently paid a substantial amount of Liquor invoices that normally would have been paid in January, creating a temporary timing difference with the Liquor fund's cash balance. While it is somewhat troublesome for year-end reporting, the timing difference will reverse in early 2020 and we should be back in the positive cash position. The Services and Charges expense category was less than the budget by $7,660 due to lower than anticipated expense for Advertising ($5,485) and Utilities ($4,988). These savings were partially offset by Credit Card fees that were $3,555 higher than anticipated. REFUSE FUND Total revenues for 2019 exceeded budgeted expectations by $55,681 while expenditures were under budget by $89,192. The fund ended the year with negative net revenue of $(53,642), which beat the budgeted negative net revenue of $(198,515). Sales revenues exceeded the budget by $31,512 due mostly to new accounts and changes in service sizes. Miscellaneous Revenues includes interest earnings, which exceeded the budget by $7,211. It also includes proceeds from the sale of a walking floor trailer ($16,500). The Supplies expense category was $14,829 under budget due to expense savings for compost bags ($8,670) and Fuel ($2,858). The Services & Charges category was $5,640 over budget due to higher than anticipated Credit Card fees ($4,824) and Contract Repair & Maintenance ($9,307). These overages were offset somewhat by smaller savings in several other line items. The expense for the refuse hauling contract with West Central ended the year at a total of $535,292, or $708 under budget. The hauler's fees are adjusted each April and October based on any increase in the CPI -Midwest Region. The current five-year contract expires September 30, 2020 and has three optional three-year extensions. The landfill disposal expense totaled $150,149. This is favorable when compared to the budget of $151,000, with residential disposal being $3,559 under budget and source -separated disposal being $2,707 over budget. The residential decrease is due to a 2.8% decrease in material disposed at the landfill in 2019 when compared to 2018. A breakdown of the disposed tonnage and cost is as follows: 2019 Actual 2019 Budget 2018 Actual Residential tons 2,251 2,322 2,316 Source Separate tons 246 200 210 Total tons 2,497 2,522 2,526 Residential cost $135,441 $139,000 $137,064 Source Separate cost $ 14,707 $ 12,000 $ 11,996 Total cost $150,149 $146,500 $149,060 The Refuse fund ended the year with a cash balance of $1,635,926, which is up $80,328 from 2018. This is after the $55,000 annual transfer to the Tree Disease Mitigation fund. The fund is very healthy with no customer rate increases since 2008 and no increases anticipated in the foreseeable future. COMPOST FUND Total revenues exceeded expectations by $42,523 and expenditures were over budget by $79,998. The fund ended 2019 with a negative net revenue of $(165,257), which was unfavorable by $37,475 when compared to the budgeted negative net revenue of $(127,782). Bagged sales revenue fell short of the budget by $191,878 and decreased $215,652 from 2018. The decrease is attributed to the wet spring weather, with weather being a major factor affecting sales volumes. Bulk sales exceeded the budget by $137,479 due to increased demand for bitcon. Miscellaneous Revenues includes interest earnings, which exceeded the budget by $15,464. It also includes proceeds from the sale of two walking floor trailers and the old compost turner ($65,358). Expenditures exceeded the budget due to Capital Outlay being $58,122 higher than budgeted. We budgeted $80,000 for a new walking floor trailer and the actual cost was $6,478 higher. We also incurred unbudgeted safety improvements of $46,634 to the bagging line, based on recommendations from the City's safety consultant. We did receive a $10,000 OSHA grant, which partially offset the additional cost. The gross margin of 32.4% beat the budgeted margin of 31.3%, and was a slight increase from the 2018 margin of 31.7%. Gross margin looks only at sales revenue and costs of goods, while net profit margin looks at total profit in relation to total expenses before transfers -out. The 2019 net profit margin is estimated at 11.5%, which is down from 2018's margin of 13.5%. The addition of one full- time employee and higher temporary labor were contributing factors for the drop in net margin. The Compost fund ended the year with a cash balance of $2,550,989, which is up $167,624 from 2018. This is after the $110,000 annual transfer to the General fund. This healthy cash balance will likely afford the City to pay cash for the new compost screener in 2020 with a cost of $330,376. We do not expect any substantial equipment replacements for the next five to seven years now that the grinder, turner and screener will all have been replaced within the last three years. WATER FUND Total revenues for 2019 surpassed the budget by $160,861 while expenditures were $498,257 higher than budget. The 2019 negative net revenue of $(1,367,007) is unfavorable by $(337,396) when compared to the budgeted negative net revenue of $(1,029,611). The unfavorable variance is due to higher than planned capital expenditures related to the 5th Avenue and South Grade Road projects. The positive revenue results were due to higher than expected water connection charges ($85,223) and local sales taxes ($103,842). Water consumption was below budget for Residential (2.7%) and Commercial (10.9%) while Industrial consumption increased 2.0%. Comparing to the 2018 consumption, Residential and Commercial decreased by 1.1% and 10.6% while Industrial increased 8.1%. The drop in Commercial consumption may be attributed to the wet summer, reducing the need to irrigate. The increase in Industrial was due to MN Specialty Yeast using more City water in its production process as opposed well water. Miscellaneous Revenues includes interest earnings, which exceeded the budget by $20,068. The Supplies expense category was over budget by $12,697 due to Small Tools & Equipment ($5,843), Meters & Meter Parts ($5,040) and Repair & Maintenance Supplies ($3,486). The Service & Charges category was under budget by $50,168 due to Utilities ($13,904) and Contract Repair & Maintenance ($34,357). Transfers -Out exceeded the budget by $372,750. We budget for the $60,000 transfer to the General fund, but in reality, we also transfer funds to the annual construction fund to pay for the Water fund's share of installed water infrastructure during the roadway improvement projects. Capital Outlay exceeded the budget by $146,280 due to the RO Membrane replacement project, which cost $337,680. In the past, the Capital Outlay was budgeted as an allowance amount and not by specific project. This method can result in substantial budgetary differences based on the actual projects approved. Starting in 2020, we will budget for the capital projects identified within the 5-Year CIP. Debt Service is $28,703 higher than budget due to unanticipated bond issuance costs related to refinancing the 2009B Water GO bonds. The refinancing will save the City $270,838 of interest cost through February 2029. The Water fund ended the year with an operating cash balance of $3,654,690, which is down $165,156 from 2018. The fund is healthy with no rate increases since 2011. Bond proceeds from the refinancing increased the overall cash balance in 2019 ($1,735,000), however these proceeds are restricted to payoff the old debt obligation in February 2020. Annual local sales tax is definitely helping to maintain a healthy fund balance and keep user rates stable. The local tax is devoted to paying the debt service, covering approximately 52% of the 2019 debt payments. SEWER FUND Total revenues for 2019 surpassed the budget by $327,344 while expenditures were $106,575 higher than budget. While 2019 ended with a negative net revenue of $(892,981) this was favorable by $220,769 when compared to the budgeted negative net revenue of $(1,113,750). The positive revenue results were due to higher than expected sewer connection charges ($97,721), local sales taxes ($103,842) and industrial surcharges ($66,929). Sewer consumption was below budget for Residential (1.4%) and Commercial (2.6%) while Industrial consumption increased 9.6%. Comparing to the 2018 consumption, Residential and Industrial increased by 0.1% and 7.1% while Commercial decreased 8.0%. The increase in Industrial flow was attributed to one specific company. Industrial surcharges surpassed the budget by 33.5% and was 23.1% higher than 2018, due to that one customer with significant flow increase. Miscellaneous Revenues includes interest earnings, which exceeded the budget by $36,416. Wages & Benefits was over budget by $1,998 due to increased overtime pay. Higher employee wages were offset by lower Temporary wages. Services & Charges was over budget by $102,246, mainly due to Professional Services for consulting on various projects being $79,830 over budget. Other areas over budget include bio-solid disposal ($18,052) and Contract Repair & Maintenance ($36,802). Utilities expense was $17,021 under budget. Debt Service is $14,157 higher than budget due to unanticipated bond issuance costs related to refinancing the 2009A Sewer GO bonds. The refinancing will save the City $77,103 of interest cost through February 2025. The Sewer fund ended the year with an operating cash balance of $6,903,738, which is up $560,275 from 2018. This cash increase is somewhat deceiving as Accounts Payable increased $224,237 at the end of December because of project invoices related to 2019 that will be paid in 2020. Bond proceeds from the refinancing increased the overall cash balance in 2019 ($1,210,000), however these proceeds are restricted to payoff the old debt obligation in February 2020. Contributing to the excess cash was the higher than expected revenues, as mentioned above. The fund is healthy with no rate increases since 2011. Annual local sales tax is definitely helping to maintain a healthy fund balance and keep user rates stable. The local tax is devoted to paying the debt service, covering approximately 55% of the 2019 debt payments. STORM WATER FUND Total revenues for 2019 ended higher than budgeted expectations by $39,636 while expenditures were $426,110 higher than budget. The 2019 negative net revenue of $(650,099) is unfavorable by $(386,474) when compared to the budgeted negative net revenue of $(263,625). The positive revenue results were due to higher than expected storm water sales ($4,691), interest earnings ($4,046) and sale of the old street sweeper ($18,534). The rates for storm water customers increased 3% in 2019. The main reason the expenditures were $426,110 over budget is the higher than planned Storm Water infrastructure costs installed during the 5th Avenue and South Grade Road projects. Wages & Benefits was under budget by $12,375 due to the Temporary Labor budget of $10,500 not being utilized. Supplies were over budget due by $13,065 and Services & Charges was under budget by $17,665, due mainly to a change in accounting for equipment repairs. Services & Charges should account for equipment repairs done by an outside vendor, whereas Supplies should account for equipment parts used by city staff to repair equipment. This has been an area of some confusion and budgets have not necessarily aligned in the past with how the actual accounting should be done. Miscellaneous Expense was $8,870 over budget due to increased property taxes associated with county ditch assessments. Transfers -Out was $635,117 higher than budget due to the 5th Avenue and South Grade Road projects. We budget for roadway project costs in the Capital Outlay line item, but in reality, it is reflected as a Transfer -out to the Construction Fund. In the past, the Capital Outlay was budgeted as an allowance amount and not by specific project. This method can result in substantial budgetary differences based on the actual projects approved. Starting in 2020, we will budget for the capital projects identified within the 5-Year CIP. For 2019, we had a budgetary capital allowance of $340,000, based on cash flow assumptions. The 5th Avenue and South Grade Road projects required much more extensive storm water infrastructure than originally planned. The Capital Outlay includes $185,427 of costs related to finalizing the Linden Park retention pond. Those costs were covered by the 2018 bond proceeds. We have $524,870 of bond proceeds remaining to help fund the final costs to tie the neighboring streets into the Linden pond system. The Storm Water fund ended the year with an operating cash balance of $980,935, which is down $147,555 from 2018. The fund also has a restricted cash balance of $524,870, which is bond proceeds for the Linden Park retention pond project. The fund is healthy with annual rate increases occurring since 2012. 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