cp01-12-21HUTCHINSON CITY COUNCIL
MEETING AGENDA
TUESDAY, JANUARY 12, 2021
CITY CENTER — COUNCIL CHAMBERS
('The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many
decisions regarding agenda items are based upon this information as well as: City policy and practices, 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 — Hunter's Ridge
(The invocation is a voluntary expression of theprivate citizen, to and for the City Council, and is not intended to affiliate the
City Council with, or express the City Council's preference for, any religious/spiritual organization. The views or beliefs
expressed by the invocation speaker have not been previous y 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. 15268 — Resolution Accepting $100.00 Donation from Russell and Lorraine
Erickson for the Law Enforcement Memorial Park Fund
(b) Resolution No. 15271 — Resolution Accepting $2000.00 Donation from Village Ranch to
Hutchinson Fire Department
PUBLIC COMMENTS
(This is an opportunity or members of'the public to address the City Council. If'the topic you would like to discuss is on the
agenda, please ask the Mayor if he will be acceptingpublic comments during the agenda item if not a public hearing. Ifyou have
a question, concern or comment, please ask to 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, butplease refrain from personal or derogatory attacks on individuals)
5. CITIZENS ADDRESSING THE CITY COUNCIL
6. APPROVAL OF MINUTES
(a) Regular Meeting of December 22, 2020
(b) Organizational Meeting of January 4, 2021
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 Entering into an External Sales Agreement with Tall Sales
Company, Inc. for Creekside Soils' Bagged Products
(b) Consideration for Approval of Purchase of Wheel Loader for Public Works Department
(c) Consideration for Approval of Items for Wastewater Treatment Facility Headworks
Improvements (Letting No. 2, Project No. 21-02)
1. Resolution No. 15269 - Resolution Ordering Preparation of Report on Improvement
2. Resolution No. 15270 - Resolution Receiving Report and Calling Hearing on Improvement
(d) Claims, Appropriations and Contract Payments — Register A
8. APPROVAL OF CONSENT AGENDA II
CITY COUNCIL AGENDA January 12, 2021
(a) Claims, Appropriations and Contract Payments — Register B
PUBLIC HEARINGS — 6:00 P.M.
9. PUBLIC HEARING ON PROPOSED ONE-YEAR EXTENSION FOR UPONOR, INC. TO MEET
BUSINESS SUBSIDY GOALS
(a) Approve/Deny Resolution No. 15272 — Resolution Granting a One -Year Extension for UPONOR,
Inc. to Meet Business Subsidy Goals
MMUNICATIONS RE UESTS AND PETITIONS
purpose o this portion o the agenda is to provi e the ounci with information necessary to craft wise policy.
ides items like monthly or annual reports and communications from other entities.)
10. LIQUOR HUTCH YEAR END REPORT
11. REVIEW OF 2020 CITY OF HUTCHINSON PAVEMENT MANAGEMENT REPORT
UNFINISHED BUSINESS
NEW BUSINESS
12. APPROVE/DENY FIRST READING OF ORDINANCE NO. 20-820 — AN ORDINANCE
ADOPTING REVISIONS TO SECTIONS 11.02 AND 11.08 OF THE HUTCHINSON CITY
CHARTER
13. APPROVE/DENY AMENDMENTS TO PANDEMIC STAFFING POLICY NO. 3.35
14. APPROVE/DENY SETTING COUNCIL WORKSHOP FOR FEBRUARY 9, 2021, TO REVIEW
FUND BALANCE POLICY
GOVERNANCE
(T epurpose o t isportion 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.)
15. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS
(a) Pedestrian and Bicycle Advisory Committee Meeting Minutes from December 18, 2019, and
September 16, 2020
(b) Library Board Minutes from September 21, 2020
(c) Hutchinson Utilities Commission Minutes from November 25, 2020
MISCELLANEOUS
16. STAFF UPDATES
17. COUNCIL/MAYOR UPDATE
ADJOURNMENT
2
CITY OF HUTCHINSON
RESOLUTION NO. 15268
RESOLUTION ACCEPTING DONATIONS
WHEREAS, the City of Hutchinson is generally authorized to accept donations of real and
personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens,
and is specifically authorized to accept gifts and bequests for the benefit of recreational services
pursuant to Minnesota Statutes Section 471.17-1 and
WHEREAS, the following persons or entities have offered to contribute the cash amounts
set forth below to the city:
Name of Donor
Russell & Lorraine Erickson
Amount Donation Date
$100.00 12/21 /2020
WHEREAS, such donation has been contributed to the Hutchinson Police Department
towards the Law Enforcement Memorial Park fund.
WHEREAS, the City Council finds that it is appropriate to accept the donations offered.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
HUTCHINSON, MINNESOTA, AS FOLLOWS:
THAT, the donations described above are hereby accepted by the City of Hutchinson.
Adopted by the City Council this 12th day of January 2021.
ATTESTED:
Matthew Jaunich
City Administrator
APPROVED:
Gary T. Forcier
Mayor
CITY OF HUTCHINSON
RESOLUTION NO. 15271
RESOLUTION ACCEPTING DONATIONS
WHEREAS, the City of Hutchinson is generally authorized to accept donations of real and
personal property pursuant to Minnesota Statutes Section 465.03 for the benefit of its citizens,
and is specifically authorized to accept gifts and bequests for the benefit of recreational services
pursuant to Minnesota Statutes Section 471.17-1 and
WHEREAS, the following persons or entities have offered to contribute the cash amounts
set forth below to the city:
Name of Donor Amount Donation Date
Village Ranch $2,000.00 1 /5/2021
WHEREAS, such donation has been contributed to the Hutchinson Fire Department.
WHEREAS, the City Council finds that it is appropriate to accept the donations offered.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
HUTCHINSON, MINNESOTA, AS FOLLOWS:
THAT, the donations described above are hereby accepted by the City of Hutchinson.
Adopted by the City Council this 12th day of January 2021.
ATTESTED:
Matthew Jaunich
City Administrator
APPROVED:
Gary T. Forcier
Mayor
HUTCHINSON CITY COUNCIL
MEETING MINUTES
TUESDAY, DECEMBER 22, 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: City policy and practices, inputfrom constituents,
and other questions or information that has not yet been presented or discussed regarding an agenda item.)
1. CALL MEETING TO ORDER— 5:30 P.M.
Mayor Gary Forcier called the meeting to order. Members present were Steve Cook, Chad Czmowski,
Dave Sebesta and Mary Christensen. Members were present via electronic means. Others present in the
Council Chambers were Matt Jaunich, City Administrator, Marc Sebora, City Attorney and Kent Exner,
City Engineer
(a) Approve the Council agenda and any agenda additions and/or corrections
Motion by Christensen, second by Czmowski, to approve agenda as presented. Roll call vote was
taken: Christensen — aye; Cook — aye; Czmowski — aye; Sebesta — aye; Forcier — aye. 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 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. y reviewed or approved by the Council or staff)
3. PLEDGE OF ALLEGIANCE
4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY
Council Member Cook thanked the Veterans' group and the VFW group for all of the work they
are doing and have done at VFW Park.
(a) Resolution No. 15259 — Resolution Accepting $25.00 Donation from Thomas Kennedy for Law
Enforcement Memorial Park
Motion by Cook, second by Christensen, to approve Resolution No. 15259. Roll call vote was
taken: Christensen— aye; Cook — aye; Czmowski — aye; Forcier — aye. Motion carried unanimously.
(b) Proclamation — One Book, One Community
Mary Henke, One Book, One Community committee, presented before the Council. Ms. Henke
presented the community book read to the City Council. Ms. Henke noted that this is the eighth
year of this program. Ms. Henke reviewed the associated events being held with the community
book read.
Mayor Forcier read a proclamation regarding "One Book, One Community" and noted that the
book selected for the community book read is This Tender Land by William Kent Krueger.
PUBLIC COMMENTS
(This is an opportunity or members of the public to address the City Council. If the topic you would like to discuss is on the
agenda, please ask the Mayor if he will be accepting public comments during the agenda item if not a public hearing. If you have
a question, concern or comment, please ask to be recognized by the mayor — stateyour name and address for the record. Please
keep comments under S minutes. Individuals wishing to speakfor more than five minutes should ask to be included on the agenda
in advance of the meeting. All comments are appreciated, butplease refrain from personal or derogatory attacks on individuals)
5. CITIZENS ADDRESSING THE CITY COUNCIL
6. APPROVAL OF MINUTES
(a) Regular Meeting of December 8, 2020
CITY COUNCIL MINUTES December 22, 2020
(b) Truth in Taxation Hearing Minutes of December 3, 2020
Motion by Christensen, second by Sebesta, to approve the minutes as presented. Roll call vote was
taken: Christensen — aye; Cook — aye; Czmowski — aye; Sebesta — aye; Forcier — aye. Motion
carried unanimously.
CONSENT AGENDA
(The items listedfor consideration will be enacted by one motion unless the Mayor, a member of the City Council or
a city staff member requests an item to be removed. Traditionally items are not discussed)
7. APPROVAL OF CONSENT AGENDA
(a) Consideration for Approval of Entering Into Purchase Agreement With McLeod Treatment
Programs, Inc. for Purchase of 135 Franklin Street NW
(b) Consideration for Approval of Resolution No. 15254 — Resolution to Dispose of Surplus
Property (Information Technology Items)
(c) Consideration for Approval of Resolution No. 15260 - Resolution to Sell at Auction Surplus
Property (Public Works Equipment)
(d) Consideration for Approval of Resolution No. 15257 — Resolution Adopting Findings of Fact
and Reasons for Approval of a Conditional Use Permit for Shoreline Work in an Easement Area
Located at 1830 West Shore Drive SW (With Favorable Planning Commission
Recommendation)
(e) Consideration for Approval of Resolution No. 15258 — Resolution Adopting Findings of Fact
and Reasons for Approval of a Conditional Use Permit for Outdoor Storage in an IIC Zoning
District Located at 845 Hwy 7 West (With Favorable Planning Commission Recommendation)
(f) Consideration for Approval of 2021 License Renewals
(g) Appointment of Justin Beck to Public Arts Commission to August 2023
(h) Consideration for Approval of Resolution No. 15262 — Resolution Calling for a Public Hearing on
the Proposed One -Year Extension for UPONOR, Inc. to Meet Business Subsidy Goals
(i) Claims, Appropriations and Contract Payments
Motion by Czmowski, second by Sebesta, to approve consent agenda. Roll call vote was taken:
Christensen — aye; Cook — aye; Czmowski — aye; Sebesta — aye; Forcier — aye. Motion carried
unanimously.
PUBLIC HEARINGS — 6:00 P.M.
8. REVIEW OF REVISIONS TO HUTCHINSON CITY CHARTER AS PROPOSED BY
HUTCHINSON CHARTER COMMISSION
Marc Sebora, City Attorney, presented before the Council. Mr. Sebora explained revisions to the
City Charter that the Charter Commission is recommending. These revisions pertain to board
membership to the Hutchinson Utilities Commission, specifically allowing a board member of the
HUC to be a business owner and ratepayer and not restricting it only to residents of the city. It is
being proposed that only one member of the HUC Commission would be allowed to be a non-
resident, business owner. Mr. Sebora explained that the Charter Commission is recommending that
these revisions by adopted by ordinance which, if the Council approves, will be presented at the next
2
CITY COUNCIL MINUTES December 22, 2020
Council meeting.
Motion by Czmowski, second by Cook, to close public hearing. Roll call vote was taken:
Christensen — aye; Cook — aye; Czmowski — aye; Sebesta — aye; Forcier — aye. Motion carried
unanimously.
Motion by Czmowski, second by Christensen, to approve the recommendation of the Charter
Commission and set first reading of ordinance for January 12, 2021. Roll call vote was taken:
Christensen — aye; Cook — aye; Czmowski — aye; Sebesta — aye; Forcier — aye. Motion carried
unanimously.
purpose of this portion of the agenda is to provide the Council with information necessary to craft wise policy.
Ides items like monthly or annual reports and communications from other entities.)
9. DISCUSSION ON GENERAL FUND BALANCE POLICY
Andy Reid, Finance Director, presented before the Council. Mr. Reid provided a short presentation
regarding general fund balance. Mr. Reid explained that fund balance is the difference between
assets and liabilities reported in the General fund. It is the accumulation of all prior years' net
surpluses and/or deficits of revenues over expenditures. Fund balance is typically referred to as a
"Rainy Day Fund" or "Reserves". The Minnesota State Auditor recommends that cities maintain a
fund balance of between 35%-50% or no less than five months of operating expenditures. Bond
rating agencies do not have recommended fund balance levels but look favorably on larger fund
balances which protect against contingencies and cash flow needs. The City's current general fund
policy states that the City will maintain an unrestricted fund balance in the General fund of an
amount not less than 40% of the next year's General fund budgeted expenditures. This assists in
maintaining an adequate level of fund balance to provide for cash flow requirements and
contingency needs because major revenues, including property taxes and other government aid, are
received in the second half of the City's fiscal year. Mr. Reid reviewed historical General Fund
balance since 2010. Staff is looking to update the Fund balance policy in 2021 and discussions need
to be held to identify and assess risks facing the City such as working capital, public emergency
funds and budget balancing/levy stabilization funds. Once the areas of risk are identified, staff and
Council will need to determine a percentage or dollar amount to commit within the General Fund
Balance. The updated policy will also need to define how and for what the committed fund balance
may be used, how to replenish committed fund balance if amounts fall below the thresholds created
by the policy, how to handle excess fund balance, annual reporting and review with the City Council
and periodic review of committed fund balance target amounts.
Council Member Cook spoke about the importance of having a percentage tied to the levy
stabilization fund and suggested having a dollar amount assigned to the Public Emergency fund. He
also suggested that the "Other" category wasn't needed at this time and those funds could stay with
the unassigned funds for now for possible use with the new police facility or other needs with the
financial uncertainty next year. He also suggested having a maximum amount put in the levy
stabilization fund and a minimum level that will be maintained.
Matt Jaunich noted that the intention is to hold a Council workshop in late January/early February to
begin updating the policy and discussing the items above.
Council Member Cook also asked what kinds of items would be in the Public Emergency Fund. Mr.
Jaunich noted those funds would be used for things such as natural disasters, economic downturns,
etc.
UNFINISHED BUSINESS
NEW BUSINESS
CITY COUNCIL MINUTES December 22, 2020
10. APPROVE/DENY RESOLUTION NO. 15256 — RESOLUTION ADOPTING 2021
SEASONAL/TEMPORARY COMPENSATION PLAN
Matt Jaunich, City Administrator, presented the Seasonal/Temporary Compensation Plan.
Motion by Cook, second by Czmowski, to approve Resolution No. 15256. Roll call vote was taken:
Christensen — aye; Cook — aye; Czmowski — aye; Forcier — aye. Motion carried unanimously.
11. APPROVE/DENY RESOLUTION NO. 15261 — RESOLUTION ADOPTING 2021
COMPENSATION PLAN AND POSITION CLASSIFICATION TABLE AND PAY GRID
Matt Jaunich, City Administrator, presented the Compensation Plan and Position Classification Table
and Pay Grid. Mr. Jaunich noted that the pay grid includes a 2% shift, however any employee increases
are based on performance reviews.
Motion by Cook, second by Czmowski, to approve Resolution No. 15261. Roll call vote was taken:
Christensen — aye; Cook — aye; Czmowski — aye; Forcier — aye. Motion carried unanimously.
12_ APPROVE/DENY RESOLUTION NO. 15243 - RESOLUTION ADOPTING 2021 FEE
SCHEDULE
Matt Jaunich, City Administrator, presented the 2021 fee schedule. Mr. Jaunich spoke about potential
changes to the license fees due to the COVID-19 pandemic and many closures for the liquor license
holders. It was suggested that perhaps a percentage reduction be applied to liquor license fees for 2021.
Motion by Christensen, second by Forcier, to approve Resolution No. 15243 with the exception of the
liquor license fees being reduced by 50% for 2021. Roll call vote was taken: Christensen— aye; Cook —
aye; Czmowski — aye; Forcier — aye. Motion carried unanimously.
13. APPROVE/DENY RESOLUTION NO. 15250 — RESOLUTION ADOPTING 2021 GENERAL
FUND BUDGET
Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that there are two
options before the Council for consideration. Both options include a 2.9% tax levy increase; transfers
from the enterprise funds have increased $80,000; the self-insurance fund transfer, funding employee
HSA contributions, was decreased $23,000; wages and benefits increased by only 0.9%; using $40,000
of fund balance for one-time expenditures (compensation study and police training site improvements;
Uponor tax abatement at $30,000; and vehicle & equipment funding increased $30,000. The optional
budget 92 includes an additional $20,000 of funding to the City's vehicle and equipment replacement
fun
Council Member Cook noted that he preferred Option 92. He asked that the Council commit to
increasing the dollar amount by $10,000 each year. Council Member Christensen noted that she likes
Option 92 as well to start to better fund large fleet.
Motion by Cook, second by Sebesta, to approve Resolution No. 15250 including Option 42b. Roll call
vote was taken: Christensen — aye; Cook — aye; Czmowski — aye; Forcier — aye. Motion carried
unanimously.
14. APPROVE/DENY RESOLUTION NO. 15251 — RESOLUTION ADOPTING THE 2021
GENERAL FUND AND DEBT SERVICE FINAL TAX LEVIES
Andy Reid, Finance Director, presented before the Council. Mr. Reid noted that with the adoption of
Resolution No. 15250 setting the general fund budget, Option 42b, the tax levy will be set at $7,630,779.
Motion by Christensen, second by Sebesta, to approve Resolution No. 15251. Roll call vote was taken:
Christensen — aye; Cook — aye; Czmowski — aye; Forcier — aye. Motion carried unanimously.
15. APPROVE/DENY 2021 ENTERPRISE FUND BUDGETS
(a) Resolution No. 15244 — Resolution Approving 2021 Liquor Fund Budget
.19
CITY COUNCIL MINUTES December 22, 2020
(b) Resolution No.
15245
— Resolution Approving 2021 Water Fund Budget
Resolution No.
15246
— Resolution Approving 2021 Wastewater Fund Budget
�c)
d) Resolution No.
15247
— Resolution Approving 2021 Stormwater Fund Budget
Resolution No.
15248
— Resolution Approving 2021 Refuse Fund Budget
�e)
f) Resolution No.
15249
— Resolution Approving 2021 Compost Fund Budget
Andy Reid, Finance Director, presented before the Council. Mr. Reid noted that there have been no
changes to these budgets since the Truth in Taxation hearing. Significant capital expenditures impacting
budgets in 2021 include: Wastewater - $5 million headworks project, $1.2 million SCADA software
and system upgrade — the current assumption is to finance $4.2 million of these costs with new debt;
Water — $700,000 for SCADA system upgrade; Stormwater - $539,000 to finish connecting the west
streets to the Linden Park retention pond; Refuse - $610,000 investment in a new Source Separate
process.
Motion by Czmowski, second by Sebesta, to approve Resolution Nos. 15244, 15245, 15246, 15247,
15248, 15249. Roll call vote was taken: Christensen — aye; Cook — aye; Czmowski — aye; Forcier —
aye. Motion carried unanimously.
16_ APPROVE/DENY RESOLUTION NO. 15252 — RESOLUTION ADOPTING 2021 HRA FINAL
TAX LEVY
Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that the 2021 statutory
levy limit for the HRA is $204,413, however the HRA Board is requesting a lower levy of $200,000.
Motion by Cook, second by Sebesta, to approve Resolution No. 15252 in the levy amount of $200,000.
Roll call vote was taken: Christensen — aye; Cook — aye; Czmowski — aye; Forcier — aye. Motion
carried unanimously.
17. APPROVE/DENY RESOLUTION NO. 15253 — RESOLUTION ADOPTING 2021 EDA FINAL
TAX LEVY
Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that the 2021 statutory
levy limit for the EDA is $200,325, and that is the amount the EDA board is requesting.
Motion by Czmowski, second by Christensen, to approve Resolution No. 15253 in the levy amount of
$200,325. Roll call vote was taken: Christensen — aye; Cook — aye; Czmowski — aye; Forcier — aye.
Motion carried unanimously.
18. APPROVE/DENY FIVE YEAR CAPITAL IMPROVEMENT PLAN
Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that the five-year CIP
serves as a guide which projects capital expenditures over the next five years by department as well as
by potential funding sources. This is a guide and does not give authorization for the projects until
formally approved based on the City's purchasing policy. This is a fluid document and is updated on an
annual basis. Totals for the 2021 and 2022 CIP are higher than normal due to the new police facility and
major improvements needed at the wastewater facility.
Council Member Cook asked about the LED lighting project, a storage facility that is planned at the
HATS facility and a stormwater pond near Applebee's.
Motion by Czmowski, second by Cook, to approve Capital Improvement Plan. Roll call vote was taken:
Christensen — aye; Cook — aye; Czmowski — aye; Forcier — aye. Motion carried unanimously.
19. APPROVE/DENY SETTING DATE FOR CITY ADMINISTRATOR ANNUAL PERFORMANCE
REVIEW
Motion by Czmowski, second by Christensen, to set city administrator's performance review for January
26, 2021, at 4:00 p.m. Roll call vote was taken: Christensen — aye; Cook — aye; Czmowski — aye;
Forcier — aye. Motion carried unanimously.
5
CITY COUNCIL MINUTES December 22, 2020
GOVERNANCE
(The purpose o t is portion of the agenda is to deal with organizational development issues, including policies,
performances, and other matters that manage the logistics of the organization. May include monitoring reports,
policy development and governance process items)
20. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS
�a) Planning Commission Minutes from October 20, 2020
b) Hutchinson Utilities Commission Minutes from October 28, 2020
�c) Hutchinson Housing & Redevelopment Authority Board Minutes from November 17, 2020
d) City of Hutchinson Financial Report and Investment Report for November 2020
MISCELLANEOUS
21. STAFF UPDATES
Tom Gifferson — At the request of the mayor, Chief Gifferson provided an overview on pet licensing.
He noted that the license fee is $10.00 and all pets within the City of Hutchinson are to be licensed per
city ordinance. If the pet is spayed/neutered and/or microchipped, the fee is waived. Chief Gifferson
noted that a benefit of having a pet licensed is to aid the police department in finding the owners of lost
pets. Chief Gifferson noted that the police department recently received its permit from the DNR to
begin turkey harvesting and the intention is to begin doing so within the next week or two. Chief
Gifferson also expressed his gratitude to Council Member Steve Cook as he ends his term on the
Council.
Kent Exner — Mr. Exner also expressed his gratitude to Council Member Cook as well.
Marc Sebora — Mr. Sebora thanked Council Member Cook for all of his years of service and wished
him the best.
Matt Jaunich — Mr. Jaunich acknowledged Council Member Cook's years of service as well as Dolf
Moon's, the Director of Parks/Recreation/Community/Education, who is retiring next week after 30+
year. He noted that City offices will be closed at noon on Christmas Eve and all of Christmas Day and
New Year's Day. He also reminded the Council of the organizational meeting set for January 4, 2021,
at 9:00 a.m.
22. COUNCIL/MAYOR UPDATE
All Council Members wished everyone a Merry Christmas and thanked Council Member Cook for
all of his years of service and dedication to the City of Hutchinson.
Council Member Cook thanked his fellow Council Members and City staff for all for their hard
work and dedication to the City as well.
ADJOURNMENT
Motion by Cook, second by Sebesta, to adjourn at 7:15 p.m. Roll call vote was taken:
Christensen — aye; Cook — aye; Czmowski — aye; Sebesta — aye; Forcier — aye. Motion carried
unanimously.
rol
MINUTES
HUTCHINSON CITY COUNCIL
SPECIAL ORGANIZATIONAL MEETING
MONDAY, JANUARY 4, 2021 - 9:00 A.M.
L INSTALLATION OF NEWLY ELECTED CITY COUNCIL MEMBERS:
♦ MAYOR GARY T. FORCIER
♦ COUNCIL MEMBER BRANDON BEGNAUD
♦ COUNCIL MEMBER CHAD CZMOWSKI
2. CALL TO ORDER — 9:00 A.M.
Mayor Forcier called the meeting to order. Members present included Mary Christensen,
Dave Sebesta, Steve Cook and Chad Czmowski. Others present were Matt Jaunich, City
Administrator and Marc Sebora, City Attorney.
3. CONSENT AGENDA
(a) RESOLUTIONS
1. RESOLUTION NO. 15263 - Appointing Matthew Jaunich as City Administrator
for 2021
2. RESOLUTION NO. 15264 - Designating Official Newspaper as Hutchinson
Leader
3. RESOLUTION NO. 15265 - Designating Depositories of City Funds in
Commercial Banks and Institutions
4. RESOLUTION NO. 15266 — Resolution Recognizing Steve Cook for His Years
of Service as a Council Member to the Residents of Hutchinson
Motion by Christensen, second by Sebesta, to approve the Resolutions as
presented. Roll call vote was taken: Christensen — aye; Begnaud — aye;
Czmowski — aye; Sebesta — aye; Forcier — aye. Motion carried unanimously.
(b) CONSIDERATION OF 2021 CITY CALENDAR
Motion by Czmowski, second by Sebesta, to approve the 2021 City calendar.
Roll call vote was taken: Christensen — aye; Begnaud — aye; Czmowski — aye;
Sebesta — aye; Forcier — aye. Motion carried unanimously.
4. OLD BUSINESS
Organizational Meeting Minutes — January 4, 2021
5. NEW BUSINESS
(a) Selection of Council's Vice President — Chad Czmowski
Motion by Christensen, second by Sebesta, to approve appointing Chad
Czmowski as Council Vice President. Roll call vote was taken: Christensen —
aye; Cook — aye; Czmowski — aye; Sebesta — aye; Forcier — aye. Motion carried
unanimously.
(b) Designation of Council Representatives to City Boards & Commissions:
1. AIRPORT COMMISSION (one appointment) — Gary Forcier
2. HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY (EDA) (two
appointments) — Chad Czmowski and Mary Christensen
3. HUTCHINSON HOUSING AND REDEVELOPMENT AUTHORITY
(HRA) (one appointment) — Gary Forcier
4. LIBRARY BOARD (one appointment) — Mary Christensen
5. PARKS, RECREATION, COMMUNITY EDUCATION ADVISORY
BOARD (one appointment) — Chad Czmowski
6. PLANNING COMMISSION (one appointment) — Dave Sebesta
7. PUBLIC ARTS COMMISSION (one appointment) — Brandon Begnaud
8. BICYCLE -PEDESTRIAN ADVISORY COMMITTEE (one appointment) —
Brandon Begnaud
9. SUSTAINABILITY BOARD (one appointment) — Brandon Begnaud
Motion by Sebesta, second by Forcier, to ratify Mayor's apppointments. Roll
call vote was taken: Christensen — aye; Begnaud — aye; Czmowski — aye;
Sebesta — aye; Forcier — aye. Motion carried unanimously.
(c) Designation of Council Representatives to Other Standing Boards/Committees:
1. MID-MINNESOTA COMMISSION (one appointment) — Dave Sebesta
2. JOINT PLANNING BOARD (one appointment) — Dave Sebesta
3. HUTCHINSON DOWNTOWN ASSOCIATION (one appointment) —
Gary Forcier
4. FIRE RELIEF ASSOCIATION — Fire Chief Mike Schumann, City
Administrator Matthew Jaunich, Mayor Gary Forcier
5. RESOURCE ALLOCATION COMMITTEE (two appointments) — Chad
Czmowski and Gary Forcier
6. WAGE COMMITTEE (two appointments) — Dave Sebesta and Brandon
Begnaud
7. REGIONAL RADIO BOARD (one appointment) — Dave Sebesta
8. LABOR UNION NEGOTIATION COMMITTEE (two appointments) —
Gary Forcier and Mary Christensen
9. MARKETING AND BRANDING COMMITTEE (two appointments) —
Mary Christensen and Brandon Begnaud
Organizational Meeting Minutes — January 4, 2021
Motion by Christensen, second by Czmowski, to ratify Mayor's
appointments. Roll call vote was taken: Christensen — aye; Begnaud — aye;
Czmowski — aye; Sebesta — aye; Forcier — aye. Motion carried unanimously.
(d) Designation of Council Representatives to Other Temporary Committees:
I. NEW POLICE FACILITY CORE PLANNING GROUP — Gary Forcier
and Mary Christensen
2. LAKES/RIVER BASIN STUDY TECHNICAL ADVISORY PANEL
(TAP) — Gary Forcier and Chad Czmowski
Motion by Sebesta, second by Christensen, to ratify Mayor's appointments. Roll
call vote was taken: Christensen — aye; Begnaud — aye; Czmowski — aye; Sebesta
— aye; Forcier — aye. Motion carried unanimously.
(e) Approve/Deny Purchase of Hutchinson Fire Department Medical/Grass Fire
Truck
Fire Chief Mike Schumann presented before the Council. Chief Schumann
explained that the timeline moved up for this proposed purchase due to state bid
timelines. The current Rescue 8 truck is in need of replacement and an internal
fire department truck committee has been working on specifications for a new
truck for almost two years. The committee is electing to build a truck via
individual components to provide the best truck at the best price. The chassis will
be purchased using Minnesota state bid pricing. The aluminum utility service
body and the ultra -high pressure wildland pump .skid will be installed by a dealer.
Final emergency lighting, radios, striping, etc. will be installed by local outfitters.
The total project cost is split 50/50 between the city and rural townships.
Estimated project completion will be mid-2021 at a maximum total cost of
$108,000.
Motion by Czmowski, second by Sebesta, to approve purchase of Hutchinson Fire
Department medical/grass fire truck. Roll call vote was taken: Christensen — aye;
Begnaud — aye; Czmowski — aye; Sebesta — aye; Forcier — aye. Motion carried
unanimously.
6. MISCELLANEOUS
7. ADJOURNMENT
Motion by Czmowski, second by Christensen, to adjourn at 9:25 a.m. Roll call
vote was taken: Christensen — aye; Begnaud — aye; Czmowski — aye; Sebesta —
aye; Forcier — aye. Motion carried unanimously.
c HUTCHINSON CITY COUNCIL
HUTCHINSON Request for Board Action
A CITY ON PURPOSE.
Consideration for Approval of entering into an External Sales Agreement with Tall
Agenda Item: Sales Company, Inc. for Creekside Soils' bagged products
Department: Creekside
LICENSE SECTION
Meeting Date: 1/12/2021
Application Complete N/A
Contact: Andy Kosek
Agenda Item Type:
Presenter:
Reviewed by Staff ❑�
Consent Agenda
Time Requested (Minutes):
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
Creekside has utilized a contracted sales agency for the promoting and sale of its bagged products essentially
since the facility started producing bagged goods. Since 2004, that agency has been Jeff Meehan Sales, Inc
(JMSI).
In July of 2017, JMSI had announced that it had merged with Tall Sales Company Inc (TSC). As part of JMSI's
transition to TSC, and due to agreement termination clauses, this service has continued to be provided under
agreement with JMSI with commission payments continuing to be made to JMSI, until just recently. Staff has
been informed that JMSI has been formally dissolved as of January 1, 2021 and it is now time to finalize our
contractual transition to TSC.
Included with this request is the proposed agreement with TSC as well as the previous agreement that was held
with JMSI, for reference. The general scope of the proposed agreement remains the same, however, the
structure of the proposed agreement has changed from that of the original JMSI agreement to further define the
assignments and requirements of both parties. Commission rates will remain the same from that of the previous
agreement. Please note, the service is provided solely as commission based with the annual amount payable
varying from year to year depending upon the sales volume for eligible orders in a given year. In the most recent
years, payable commissions have ranged from approx $80,000 to $90,000 per year. The initial term of the
agreement is for three years with auto renewal each year thereafer.
Several parties have reviewed and provided input to this agreement, including TSC staff. Having the
opportunity to work with TSC staff for the past two and a half years, it has given staff time to gauge TSC's level
of compentency and ability to provide a sales service of Creekside's products. Staff is comfortable and confident
that TSC will provide the services as expected and defined.
BOARD ACTION REQUESTED:
Approve entering into an External Sales Agreement with Tall Sales Company, Inc.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: New Bu
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source: N/A
Remaining Cost: $ 0.00 Funding Source: N/A
EXTERNAL SALES AGREEMENT
This External Sales Agreement ("Agreement") is entered into effective as of January 121", 2021, between
the City of Hutchinson DBA CreekSide Soils ("CreekSide"), a Minnesota municipality with principal offices
at 111 Hassan St SE Hutchinson, MN and manufacturing facility at 1500 Adams St SE Hutchinson, MN
and Tall Sales Company, Incorporated ("TSC"), a Minnesota corporation with its principal place of
business at 6714 Walker St. St Louis Park, MN. CreekSide is in the business of manufacturing soil
products, mulch products, and related items. In addition to CreekSide's internal sales activities,
Creekside desires to obtain the services of TSC to assist CreekSide in marketing and selling its products
as set forth below.
1. RECITALS
1.1 CreekSide is in the business of manufacturing soil products, mulch products and related
products for the horticultural industry.
1.2 In addition to internal sales activities, CreekSide desires to obtain the services of TSC to assist
CreekSide in marketing and selling its Products as set forth below.
2. DEFINITIONS
2.1 "Products" shall mean those products listed in Exhibit A attached hereto and any such
additional products that CreekSide may manufacture. Products may be changed, discontinued
or added at any given time with appropriate notice communicated to TSC. TSC shall have the
right of first refusal to represent any additional product, including product upgrades and
modifications, represented, sold or marketed by CreekSide, upon the same terms as set forth
in this Agreement.
2.2 "Territory" means the geographic areas listed on Exhibit B hereto.
3. APPOINTMENT AND AUTHORITY OF TALL SALES COMPANY
3.1 Exclusive Sales Representative. Subject to the terms and conditions herein, CreekSide
appoints TSC as CreekSide's exclusive sales representative for the Products in the Territory,
and TSC accepts such appointment.
3.2 Independent Contractors. The relationship of Creekside and TSC established by this
Agreement is that of an independent contractor, and nothing contained in this Agreement
shall be construed to (i) give either party the power to direct and control the day-to-day
activities of the other, or (ii) constitute the parties as partners, joint ventures, co -owners or
otherwise as participants in a joint undertaking, or (iii) allow TSC to create or assume any
obligation on behalf of CreekSide for any purpose whatsoever. All financial and other
obligations associated with TSC's business are the sole responsibility of TSC, TSC shall be
responsible for, and shall defend, indemnify and hold CreekSide harmless from, any and all
Page 1 of 12
claims, damages or lawsuits (including CreekSide's attorney's fees) arising out of acts of TSC,
its employees or its agent.
4 COMMISSION
4.1 Sole Compensation. TSC's sole compensation under the terms of this Agreement shall be a
commission ("Commission") as provided in Exhibit C hereof on the net sales of all Products
ordered, delivered or sold in the Territory.
4.2 Basis of Commission. The Commission shall apply to all orders written and submitted by TSC
to CreekSide. Commission shall be computed on the net sales amount invoiced by CreekSide to
the customer, provided no commission shall be paid with respect to charges for handling,
freight, taxes, C.O.D. charges, insurance, tariffs and duties, cash and trade discounts,
uncollected or uncollectible amounts, services, and the like.
4.3 Payment. Commissions shall be subject to all applicable governmental laws, regulations and
rulings, including the withholding of taxes.
4.4 Time of Payment. The Commission for a given order shall be earned by TSC when that order is
shipped. The Commission on a given order shall be due and payable within 90 days after the
end of the calendar month in which CreekSide invoices and ships that order.
4.5 Monthly Statements. CreekSide shall submit to TSC monthly statements of the commission
due and payable to TSC under the terms of this Agreement, with reference to the specific
orders on invoices on which the commissions are being paid.
4.6 Commission Charge -Back. CreekSide shall have the right, while this Agreement is in effect, to
write off as bad debts such overdue customer accounts as it deems advisable after notifying
TSC and providing TSC the opportunity to attempt to induce payment. In each such case,
CreekSide may charge back to TSC's account only any amounts previously paid to TSC. If such
accounts are paid at any time, TSC shall be entitled to the applicable commissions.
4.7 House Accounts. CreekSide may have from time to time house accounts generated through
local contracts generated by CreekSide. Local contracts are defined as those customers within
a twenty -mile radius of CreekSide, excluding those accounts who are owned by accounts
outside, or buy outside of the twenty -mile radius. These house accounts are not part of this
agreement and are not subject to a TSC commission payment.
4.8 Private Label Accounts. CreekSide may have from time to time private label accounts
generated through its internal solicitations. If such accounts are acquired and TSC has had no
involvement in the solicitation thereof, TSC is not entitled to a commission of these sales.
Sales of private label accounts that TSC has generated are subject to a commission rate set
forth in Exhibit C.
Page 2 of 12
S. SALE OF THE PRODUCTS
5.1 Prices and Terms of Sale. CreekSide shall provide TSC with its current pricing programs, its
delivery schedules when applicable, and its standard terms and conditions of sale, as
established from time to time. TSC shall quote to customers, potential customers and leads
only those authorized prices, delivery schedules, and terms and conditions, and shall have no
authority to quote or offer any discount to such prices or change any such terms and
conditions without written the consent of CreekSide. CreekSide may change the prices,
delivery schedules, and terms and conditions provided that it gives TSC at least 30 days prior
written notice of any changes; however, such changes shall not affect any orders submitted
and accepted by CreekSide. Each order for a Product shall be governed by the prices, delivery
schedules, and terms and conditions in the effect at the time the order is accepted, and all
quotations by TSC shall contain a statement to that effect.
5.2 Quotations. The parties shall furnish to each other copies of all quotations submitted to
customers on all orders that are commissionable.
5.3 Orders. All orders for the Products shall be in writing, and the original shall be submitted to
CreekSide. CreekSide shall promptly furnish to TSC informational copies of all commissionable
orders sent directly to CreekSide by customers.
5.4 Acceptance. All orders obtained by TSC shall be subject to acceptance by CreekSide at its
principal office(s) currently located at the address listed for CreekSide at the beginning of the
Agreement, and all quotations by TSC shall contain a statement to that effect. TSC shall have
no authority to make any acceptance or delivery commitments to customers. CreekSide
specifically reserves the right to reject any order or any part thereof for any reasonable
reason.
5.5 Allied Products. CreekSide may purchase Allied products, including but not limited to products
listed in Exhibit A, for redistribution to compliment CreekSide's primary products. These
products will be sold by TSC and are subject to the commission rates set forth in Exhibit C. At
its discretion, CreekSide will maintain an adequate inventory level of said products. CreekSide
reserves the right to source Allied products from vendors it so chooses.
5.6 Credit Approval. CreekSide shall have the sole right of credit approval or credit refusal for its
customers in all cases.
5.7 Collection. It is expressly understood by TSC that full responsibility for all collection rests with
CreekSide, provided that, at CreekSide's request, TSC will provide reasonable assistance in
collection of any accounts receivable.
5.8 Product Availability. CreekSide shall not be responsible to TSC or any other party for its failure
to fill accepted orders, or for its delay in filling accepted orders, when such failure or delay is
due to a cause beyond CreekSide's reasonable control.
Page 3 of 12
6. ADDITIONAL OBLIGATIONS OF TALL SALES COMPANY
6.1 Duties. TSC agrees to diligently and faithfully work the exclusive TSC sales territory in an effort
to procure and secure business for CreekSide, and use its best efforts and practices to promote
and market the Product. Additionally, TSC will cooperate with CreekSide in the development
and preparation of sales projections, proposed promotions, proposed discounts and
anticipated delivery dates for both CreekSide and related products, this information shall be
communicated to CreekSide by July 1" of each year. TSC shall be eligible for commissions only
on sales orders it writes.
6.2 Insurance. During the time of this Agreement and any extension thereof, TSC shall have in
force its own insurance policies for Commercial General Liability; $1,000,000 combined single
limit per occurrence, $2,000,000 annual aggregate, Automobile Liability; $1,000,000 combined
single limit per occurrence and Workers' Compensation coverage with coverage in accordance
with the statutory requirements of the State of Minnesota and Employer's Liability Coverage
with amounts not less than $500,000 for Bodily Injury by Disease per employee; Bodily Injury
by Disease aggregate, and Bodily Injury by Accident. TSC shall add CreekSide as an additional
insured to its commercial general liability insurance. TSC's policies shall be primary insurance
and non-contributory to any other valid and collectible insurance available to CreekSide with
respect to any claim arising out of TSC's performance under this agreement. TSC shall annually
provide CreekSide a valid Certificate of Insurance indicating the minimum coverage required
prior to the existing policy(s) expiring.
6.3 Disclosure of TSC Conflicts/Non-Competition. TSC shall not sell or market any other products
of a direct competitor whose product lineup is same or similar to that of Creekside's, including
but not limited to bagged soil and mulch products, in the TSC exclusive sales territory of any
kind or nature whatsoever without the express written consent of CreekSide.
6.4 Non -Disclosure of CreekSide Information. TSC shall not disclose to any actual or potential
CreekSide competitor any product, pricing or manufacturer information of CreekSide products.
6.5 Facilities. TSC shall provide itself with, and be solely responsible for, (i) such facilities,
employees, and business organization, and (ii) such permits, licenses, and other forms of
clearance from governmental or regulatory agencies, if any, as it deems necessary for the
conduct of its business operations in accordance with the Agreement.
6.6 Customer and Sales Reporting. TSC shall, at its own expense, and in a manner consistent with
the sales policies of CreekSide: (i) attend applicable trade shows as CreekSide requests; (ii)
provide adequate contact with existing and potential customers within the Territory on a
regular basis; and (iii) assist CreekSide in assessing customer requirements for the Products.
6.7 Customer Service. TSC shall diligently assist its customer's personnel in using the Products and
shall perform such additional customer services as good salesmanship requires and as
CreekSide may reasonably request.
Page 4 of 12
6.8 Product Complaints. TSC shall promptly investigate and monitor all customer complaints
and/or correspondence concerning the use of the Products. TSC shall immediately notify
CreekSide of all such complaints and/or correspondence. Any corrective actions executed will
be at the expense of CreekSide.
6.9 Expense of Doing Business. TSC shall bear the entire cost and expense of conducting its
business in accordance with the terms of this Agreement.
6.10 Representation. TSC shall not make any false or misleading representation to customers or
others regarding CreekSide or the Products. TSC shall not make any representations,
warranties or guarantees with respect to the specifications, features or capabilities of the
Products that are not consistent with CreekSide's documentation accompanying the Products
or CreekSide's literature describing the Products.
7. ADDITIONAL OBLIGATIONS OF CREEKSIDE SOILS
7.1 Duties. CreekSide will use its best efforts to perform and provide its products in a timely, fit,
merchantable, competent, and marketable manner. TSC may assist CreekSide in these areas
but the sole discretion as to marketability and other product standards shall be the decision of
CreekSide. CreekSide will protect and promote exclusive TSC customer relationships in the TSC
sales territory and may provide support for the sales and marketing efforts of TSC as CreekSide
deems best for the promotion of CreekSide products and within a budget for these purposes
determined solely by CreekSide. CreekSide reserves the right to invoke a "stop sell" clause due
to any natural disaster, accident, pandemic or epidemic, and other circumstances which are
beyond the control and without the fault or negligence of CreekSide and which by the exercise
of reasonable diligence CreekSide is unable to prevent, that renders the manufacturing of
CreekSide products impossible or commercially impracticable.
7.2 Regulatory Approvals. CreekSide shall be responsible for obtaining any approvals, licenses,
and permits necessary to distribute the Products into specific states within the sales Territory.
7.3 Materials. CreekSide shall provide TSC with marketing and technical information concerning
the Products as well as reasonable quantities of brochures, sell sheets, advertising literature,
demonstration product samples, and other Product data at no charge.
7.4 Technical and Sales Support. CreekSide shall provide a reasonable level of marketing and
technical support to TSC and its representatives. CreekSide shall use its best efforts to support
TSC's sales and marketing activities.
7.5 Delivery Time. CreekSide shall use its best efforts to fulfill delivery obligations as committed in
acceptances.
7.6 New Developments. CreekSide shall promptly inform TSC of new product developments
relating to the Products.
Page 5 of 12
8. TRADEMARKS
During the term of the Agreement, TSC shall have the right to indicate to the public that it is an
authorized representative of the Products and to advertise such Products under the trademarks,
marks, and trade names that CreekSide may adopt from time to time ("Trademarks"). TSC shall not
alter or remove any Trademark applied to the Products. Except as set forth in the Article 7, nothing
contained in this Agreement shall grant to TSC any right, title or interest in the Trademarks.
9. CONFIDENTIAL INFORMATION
TSC acknowledges that by reason of its relationship to CreekSide hereunder it will have access to
certain information and materials concerning CreekSide's technology and products that are
confidential and of substantial value to CreekSide, which value would be impaired if such
information were disclosed to third parties. TSC agrees that it will not use in any way for its own
account or the account of any third party, nor disclose to any third party, any such confidential
information revealed to it in written or other tangible form or orally, identified as confidential, by
CreekSide without the prior written consent of CreekSide. TSC shall take every reasonable
precaution to protect the confidentiality of such information. Upon request by TSC, CreekSide shall
advise whether or not it considers any particular information or materials to be confidential. In the
event of termination of this Agreement, there shall be no use or disclosure by TSC of any
confidential information of CreekSide, and TSC shall not manufacture or have manufactured any
devices, components or assemblies utilizing any of CreekSide's confidential information. This section
shall not apply to any confidential information which is or becomes generally known and available in
the public domain through no fault of TSC.
10. INDEMNIFICATION
CreekSide shall be solely responsible for the design, development, supply, production and
performance of its products and the protection of its trade names. CreekSide agrees to indemnify,
hold TSC harmless against and pay all losses, costs, damages or expenses, whatsoever, including
reasonable counsel fees, which TSC may sustain or incur on account of infringement or alleged
infringements of trademarks, trade names resulting from the sale of CreekSide's products, or arising
on account of warranty claims, negligence claims, product liability claims or similar claims by third
parties. TSC shall promptly deliver to CreekSide any notices or papers served upon it in any
proceeding covered by this Indemnification Agreement, and CreekSide shall defend such litigation at
its expense. TSC shall, however, have the right to participate in the defense at its own expense
unless there is a conflict of interest, in which case, TSC shall indemnify CreekSide for the expenses of
such defense including counsel fees. Upon request, CreekSide shall provide TSC with a certificate of
insurance evidencing CreekSide's coverage for general liability, automobile and workers
compensation. This provision shall survive and remain in full force and effect after the termination
or non -renewal of this Agreement. Under no circumstances, shall CreekSide be required to
indemnify TSC for claims arising from TSC's negligence or intentional misconduct. CreekSide does
not waive any immunities or other tort protections it is entitled to under Minnesota Statutes,
Chapter 466.
Page 6 of 12
11. TERM AND TERMINATION
11.1 Term. This Agreement shall continue in full force and effect for a period of three (3) years
from the date above, unless terminated earlier under the provisions of this Agreement. Unless
notice is given by either party 120 days prior to the expiration of this initial three-year term,
the agreement will renew for an additional one-year term. Thereafter, this Agreement shall be
renewed automatically for an extension of one (1) year unless a party gives the other a 120
days' notice of nonrenewal prior to the expiration of any one-year extension of this contract.
CreekSide shall not for the duration of the Agreement or for one full year after termination
thereof engage, hire, or employ TSC's sub agents, sales persons, employees, representatives,
or agents unless otherwise agreed to in writing by TSC. Such sub agents, sales persons,
employees, representatives, or agents shall be identified to CreekSide at the end of non -
renewal of this agreement.
At any time after January 121", 2022, either party may serve upon the other a notice to
terminate this agreement. The notice shall state the date the agreement will terminate but
such date shall not be sooner than 120 days after receipt of the notice of agreement
termination by the receiving party.
11.2 Termination. This Agreement may be terminated as follows:
11.2.1 By either party if the other party becomes insolvent or bankrupt, or files a voluntary
petition in bankruptcy, or has filed for an involuntary petition in bankruptcy (unless such
involuntary petition is withdrawn or dismissed within ten days after filing) in which event
termination may be immediate upon notice; or
11.2.2 By either party if the other party fails to cure any breach of a material covenant,
commitment or obligation under this Agreement, within 30 days after receipt of written
notice specifically setting forth the breach from the other party; or
11.2.3 By either party if the other party is convicted or pleads to a crime or an act of fraud that
materially impacts on its performance or its fiduciary duties hereunder, in which event
termination may be immediate upon notice; or
11.2.4 By either party if the other party changes ownership, merges with, or operates under a
different company name than that of the company name listed within this Agreement.
11.3 Return of Materials. All confidential Information and other property belonging to CreekSide
shall remain the property of CreekSide and will be immediately returned by TSC upon
termination. TSC shall not make or retain any copies of any Confidential Information that may
have been entrusted to it.
12. MISCELLANEOUS
12.1 Notices. Any notice required or permitted by this Agreement shall be in writing and shall be
sent by prepaid registered or certified mail, return receipt requested, addressed to the other
Page 7 of 12
party at the address shown above or at such other address for which such party gives notice
hereunder. Such notice shall be deemed to have been given 3 days after deposit in the mail.
12.2 Remedies. This Agreement in its entirety recognizes and will be subject to Minnesota Statute
325E.37 and 181.145. TSC and CreekSide hereby agree that its sole remedy for claims or
causes of action arising from this Agreement shall be to submit those claims or causes of
action to arbitration as prescribed in Minnesota Statute 325E.37
12.3 Assignment. The parties may not assign or transfer this Agreement or any of its rights and
obligations under this Agreement without the prior written consent of the other party.
12.4 Property Rights. TSC agrees that CreekSide owns all rights, title, and interest in the product
lines that include the Products and in all of CreekSide's trademarks, trade names, copyrights,
know-how, and trade secrets relating to the design, manufacture, and performance of the
Products. The use by TSC of any of these property rights is authorized only for the purpose
herein set forth, and upon termination of this Agreement for any reason such authorization
shall cease.
12.5 Modification; Waiver. This Agreement may not be altered, amended or modified in any way
except by a writing signed by both parties. The failure of a party to enforce any provision of
the Agreement shall not be construed to be a waiver of the right of such party to thereafter
enforce that provision or any other provision or right.
12.6 Entire Agreement. This Agreement and the exhibits hereto represent and constitute the entire
agreement between the parties, and supersedes and merges all prior negotiations,
agreements and understandings, oral, or written, with respect to any and all matters between
TSC and CreekSide.
City of Hutchinson/CreekSide Soils
Gary Forcier, Mayor
Matt Jaunich, City Administrator
City of Hutchinson DBA CreekSide Soils
111 Hassan St. SE
Hutchinson, MN 55350
Phone (320) 587-5151
Tall Sales Company, Inc.
Jeff Selleck, CEO
Tall Sales Company, Inc.
6714 Walker St.
St. Louis Park, MN 55426
Phone (952) 836-2300
Page 8 of 12
FXNIRIT A
LIST OF PRODUCTS
a � ew (eve TM
d d
by CreeKgide'
Product Name
UPC#
1 CF 100% Compsoted Manure
8 12754 00550 3
1 CF Professional Planting Mix
8 12754 005510
1 CF Professional Garden Soil
8 12754 00552 7
1 CF Professional Container Mix Plus
8 12754 00553 4
1 CF Supreme Gardener's Mix
8 12754 00554 1
1 CF Professional Potting Mix
8 12754 00555 8
CREEKSIp f
Product Name
UPC#
201b Premium Potting Soil
8 12754 00360 8
401b Premium Potting Soil
8 12754 00352 3
401b Premium Topsoil
8 12754 00350 9
401b Premiuim Compost
8 12754 00353 0
401b Premium Compost w/Manure
8 12754 00354 7
2 CF Red Hardwood Mulch
8 12754 00375 2
2 CF Gold Hardwood Mulch
8 12754 00365 3
2CF Brown Hardwood Mulch
8 12754 00385 1
2 CF Natural Hardwood Mulch
8 12754 00355 4
.5 CF Washed Sand
8 12754 003615
401b Premium Garden Soil
8 12754 00362 2
Page 9 of 12
EXHIBIT A (cont.)
Product Name UPC#
201b All Purpose Potting Soil 8 12754 007217
.75 CF All Purpose Potting Soil 8 12754 007118
.75 CF Compost w/Manure 8 12754 00714 9
.75 CF All Purpose Topsoil 8 12754 00712 5
75 CF Peat Select 8 12754 00715 6
ALLIED PRODUCTS
Including but not limited to:
Product Name UPC#
2 CF Small Nuggets (1/2" to 1") Will vary from vendor to vendor
2 CF Medium Nuggets (1" to 2 1/4") Will vary from vendor to vendor
2 CF Large Nuggets (2 1/4" to 3 3/4") Will vary from vendor to vendor
2 CF Shredded Red Cedar Mulch Will vary from vendor to vendor
2 CF Red Cedar Chips Will vary from vendor to vendor
2 CF Cypress Mulch Will vary from vendor to vendor
Page 10 of 12
EXHIBIT B
TERRITURY
TSC is encouraged to sell all Products in all 50 states but has exclusive rights to sell the Products
specifically in Minnesota, Iowa, Wisconsin, Michigan, North Dakota and South Dakota.
WA
MT
OR
ID
WY
N V
UT
CA CO
e° AZ NM
AK
0 oa
Q O HI
0
yr ME
ND
MN NH
SD WI NY MA
CT
RI
NE PA NJ
OH DE
IL IN
WV VA MD
KS MO KY DC
NC
TN
OK
AR SC
Specific Sales Temtory
MS AL GA
TX LA
Page 11 of 12
FL
FXNIRIT r
COMMISSION SCHEDULE
Base Sales Commission-
• 7% commission for all WonderBlend trademark product sales
• 5% commission for all CreekSide trademark product sales
• 5% commission for all SplendorGro trademark product sales, except;
o 3% commission for SplendorGro trademark products sold to major retailers aka
"Big Box" stores. (i.e. Wal-Mart, Menard's, Home Depot, Lowe's, Fleet Farm,
etc.)
• 3% commission for all Allied product sales
• 7% commission for Private Labeled products not sold through a Distributor
o Private Label commission rates may be negotiated from time to time in order to
procure or maintain business with specific customers.
• 5% commission for Private Labeled products sold through a Distributor
o Private Label commission rates may be negotiated from time to time in order to
procure or maintain business with specific customers.
• 5% commission for all Gerten's Green Loon Private Label products
• Private Label sales not procured and/or generated by TSC or its representatives are not
subject to a commission.
Page 12 of 12
Outside Sales Agreement
This agreement entered into on the 1 st day of June, 2009, by and between CreekSide Soils/City
of Hutchinson, Minnesota ("CreekSide"), a Minnesota municipality and Jeff Meehan Sales,
Incorporated ("JMSI"), a Minnesota corporation. CreekSide is in the business of soil products,
mulch products, and related items. In addition to CreekSide's inside sales activities, Creekside
desires to obtain the services of JMSI to assist CreekSide in marketing and selling its products as
set forth below.
Product and Sales Territory. JMSI is encouraged to sell all of Creekside's products and has
exclusive rights to sell the items listed in Addendum "A" in Minnesota, Wisconsin, Iowa, North
Dakota and South Dakota.
Disclosure of JMSI Conflicts/Non Competition. JMSI shall not sell or market any other
products of a direct competitor of Creekside in the JMSI exclusive sales territory of any kind or
nature whatsoever without the express written consent of CreekSide.
Non -Disclosure of CreekSide Information. JMSI shall not disclose to any actual or potential
CreekSide competitor any product, pricing or manufacturer information of CreekSide products.
Duties of JMSI. JMSI agrees to diligently and faithfully work the exclusive JMSI sales territory
in an effort to secure business for CreekSide, and use its best efforts to promote and market
CreekSide's products. Additionally, JMSI will cooperate with CreekSide in the development
and preparation of a formalized yearly sales and marketing plan, including sales projections,
proposed discounts and anticipated delivery dates for each CreekSide and related products. The
marketing plan shall be submitted to CreekSide by July 1 of each year. JMSI and CreekSide
agree to mutually cooperate to develop procedures for the purposes of accounting for sales of
CreekSide products as well as developing the basis for the payment of commissions. JMSI shall
be eligible for commissions only on sales orders it writes.
Duties of CreekSide. CreekSide will use its best efforts to perform and provide its products in a
timely, fit, merchantable, workmanlike, and marketable manner. JMSI may assist CreekSide in
these areas but the sole discretion as to marketability and other product standards shall be the
decision of CreekSide. CreekSide will protect and promote exclusive JMSI customer
relationships in the JMSI sales territory and may provide support for the sales and marketing
efforts of JMSI as CreekSide deems best for the promotion of CreekSide products and within a
budget for these purposes determined solely by CreekSide. CreekSide reserves the right to
invoke a "stop sell" clause due to any natural disaster or accident which renders the
manufacturing of CreekSide products impossible.
Relationship Created. The relationship between CreekSide and JMSI is that of an independent
contractor. No relationship of employer -employee or joint venture is created by this document.
CreekSide has contracted with JMSI only to be its outside sales and marketing representative in
the states listed above. JMSI has no control, input or interest over CreekSide's business
organization and activities (including custom bagging projects or the sales of products not using
Creekside trademarks, i.e. "private label" sales) except with regard to orders it develops and
consummates for CreekSide.
Liability. CreekSide shall hold JMSI harmless from and against JMSI for all liability, loss,
costs, expenses or damages caused by reason of any products (whether or not defective), or any
act or omission of CreekSide, including but not limited to any injury (bodily, property, personal,
business character, reputation), sustained by any person or to any person or to property, and for
infringement of any patent rights or other rights of third parties, and for any violation of
municipal, state, or federal laws governing the products or their sale. JMSI recognizes that
production capabilities of CreekSide and availability of its products are finite and that JMSI is
solely responsible for representations made to customers, should those representations be in
conflict with information presented to JMSI by CreekSide.
Insurance. During the time of this agreement and any extensions thereof, JMSI shall have in
force its own insurance policies for workers compensation, automobile liability, and property
damage with coverage amounts not less than $300,000 per person or $500,000 per occurrence.
Allied Products. Allied products are the following miscellaneous products which JMSI may
offer to customers to complement Creekside's main products:
Small Nuggets
Medium Nuggets
Large Nuggets
Shredded Red Cedar
Mini Bark Pebbles
Shredded Walk-on bark
Cypress Mulch
Peat
These products will be sold by JMSI exclusively and JMSI shall be paid a 3% commission on all
net sales of allied products.
House Accounts. CreekSide may have from time to time house accounts generated through
local contracts generated by CreekSide. Local contracts are defined as those customers within a
twenty -mile radius of CreekSide, excluding those accounts who are owned by accounts outside,
or buy outside of the twenty mile radius. These house accounts are not part of this agreement.
Base Commission. The base commissions payable by CreekSide to JMSI shall be:
7% commission on Wonderblend trademark products
5% commission Creekside trademark products
5% commission on SplenderGRO trademark products
7% commission on private -labeled products NOT going through a distributor ( i.e. Bachrnans,
Gertens, Linders) or 5% for private -labeled products going through a distributor (i.e. Bachmans,
Gertens, Linders)
3% commission on SplenderGRO products going through Big Box stores (i.e. WalMart,
Menard's) except for existing current account with United Hardware
$0.50 per cubic yard on bulk products
The actual amount of commission will be computed on the net amount of each invoice for a
complete or partial order excluding freight/transportation costs, including insurance. All
commissions earned shall be due and payable not later than the 15Ih of the month following
customer payment to CreekSide. JMSI is not entitled to any commission for sales of CreekSide
products which are not the result of leads or sales contracts developed by JMSI. JMSI shall not
be entitled to any commission as a result of sales at industry shows, exhibitions or presentations
which orders have not been written by JMSI.
Additional Commission Incentive. As an additional sales incentive for sales written by JMSI,
CreekSide will pay additional commissions to JMSI as follows:
Year 1
/2% upon meeting the threshold of 1,000,000 bags paid on net sales (including Allied products)
I% of net sales for sales of 1,000,000 to 1,100,000 bags of CreekSide products
1.5% of net sales for sales of 1,100,000 to 1,200,000 bags of CreekSide products
2% of net sales for sales of over 1,200,000 bags of CreekSide products
Year 2
'/z% upon meeting the threshold of 1,050,000 bags paid on net sales
1% of net sales for sales of 1,050,000 to 1,150,000 bags of CreekSide products
1.5% of net sales for sales of 1,150,000 to 1,250,000 bags of CreekSide products
2% of net sales for sales of over 1,250,000 bags of CreekSide products
Year 3
``/z% upon meeting the threshold of 1,100,000 bags paid on net sales
1 % of net sales for sales of 1,100,000 to 1,200,000 bags of CreekSide products
1.5% of net sales for sales of 1,200,000 to 1,300,000 bags of CreekSide products
2% of net sales for sales of over 1,300,000 bags of CreekSide products
The amount will be computed on the basis of the sales year, which runs from September 1 —
August 31 of each year. This incentive will begin September 1, 2009.
Term. This sales agreement will commence on June 1, 2009, and will continue in full force and
effect for a period of three years. There will be an automatic renewal extension of one year
following the three-year term and each year after unless CreekSide notifies JMSI in writing at
least 120 days prior to the date of termination. CreekSide shall not far the duration of this sales
agreement or for one full year after termination thereof engage, hire, or employ JMSI's sub
agents, sales persons, employees, representatives, or agents unless otherwise agreed to in writing
by JMSI.
Such sub agents, sales persons, employees, representatives, or agents shall be identified to
CreekSide at the end of non -renewal of this agreement.
At any time after June 1, 2010, either party may serve upon the other a notice to terminate this
agreement. The notice shall state the date the contract will terminate but such date shall not be
sooner than 90 days after receipt of the notice of contract termination by the receiving party.
Remedies. This entire agreement recognizes and will be subject to Minnesota Statute 325E.37
and 181.145 (Addendums B&C). JMSI and CreekSide hereby agree that its sole remedy for
claims or causes of action arising from this agreement shall be to submit those claims or causes
of action to arbitration as prescribed in Minnesota Statute 325E.37.
CreekSide Soils/City of Hutchinson, MN
Steven W. Cook, Mayor
Gary D. Plotz, City Administrator
111 Hassan St. SE
Hutchinson, MN 55350.
Phone (320) 587-5151
Fax (320) 234-4240.
Jeff Meehan Sales, Incorporated
Jeffrey C. Meehan, CEO
Jeff Meehan Sales, Incorporated
2924 Anthony Lane North — Suite 104
Minneapolis, MN 55420
Phone (612) 788-4757
Fax (612) 788-1737
JMSI/CREEKSIDE SOILS ADDENDUM "A"
PRODUCT LISTING
1.) CreekSide Brand Bagged Products
2.) Products to Bachmans, Linders, and Gertens (Includes Bulk Formulations)
3.) Products to United Hardware
4.) "Allied Products" as described on page 2 of the agreement
5.) WonderBlend
HUTCHINSON CITY COUNCIL ci=wof
Request for Board Action 7AL =- M-7
Agenda Item: Wheel loader, Purchase Order #020109
Department: PW/Eng
LICENSE SECTION
Meeting Date: 1/12/2021
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:
The City currently owns a 2001 Case 612C wheel loader. It is used primarily for snow removal and street
maintenance, but also performs other work at various municipal facilities. The current wheel loader has approximately
5,100 hours on it.
This is the oldest of the three loaders in our fleet. We intend to match existing wheel loaders and configurations we
already own.
$159,310 2021 Case 621G wheel loader
$ 49,372 Falls wing/plow & couplers
$ 250 Delivery
$208,932 Total
The trade value was estimated at $32,000. Public Works staff believes it is in the best interest of the City to auction
the existing wheel loader/snow equipment. In consultation with Fahey Sales, it appears likely the City would meet or
exceed $32,000 from the sale.
BOARD ACTION REQUESTED:
Approve purchase order #020109 to Titan Machinery for acquisition of a 2021 Case 621 G w/ snow equipment for $
$208,932.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: Yes
PROJECT SECTION:
Total Project Cost: $ 208,932.00
Total City Cost: $ 208,932.00 Funding Source: Vehicle/Equipment replacement fund
Remaining Cost: $ 0.00 Funding Source:
TITAN
MACHINERY
6340 Hwy 101
Shakopee Mn 55379
City of Hutchinson
Attn John Olson
Hutchinson MN
Reference:
Quotation
DATE 9/15/2020
Tim Pittman
Field Marketer
Tim othv. oittman(@titanmachinerv.com
612-708-4578 - Mobile
952-445-5400 - Office
952-445-0365 - Fax
Quantity
Description
Total
1
2021 Case 621G Wheel Loader
$ 138,298.00
Cab w/ Heat and AC
std
Enhanced Cab Comfort (heated air seat, radio, sound supression)
$ 836.00
Full Coverage Fenders w/ steps
$ 640.00
Enhanced visibilty bundle (rear camera, LED Lights, heated Mirrors)
$ 1,634.00
4 speed Transmission
std
Limited Slip Differentials front and rear
std
Cooling system w/ reversing Fan
std
Cold Weather Package
std
Ejector type precleaner
$ 255.00
Michelin Tire Brand Preference
$ 1,650.00
20.5x25 Michelin Snow Plus
$ 6,740.00
Joystick w/ 2 auxilary functions
$ 747.00
Ride Control
std
ACS style Pro 2000 coupler and 3 yd bucket w/ BOE
$ 8,510.00
Falls Snow Plow PKG 12' REV plow, 10' Wing, Hyd Push, Falls hyd
$ 46,042.00
Stuchi/Faster Hyd quick coupler System
$ 3,330.00
sub total
$ 208,682.00
3 yr 2000 hour Warranty and Pro Care Maintanence Plan
Delivery per State Contract
$ 250.00
Less 2001 Case 621 C #447 aprox 5050hrs
$ (32,000.00)
All Pricing per State Contract Expiring 11/30/2021
TOTAL
$ 176,932.00
PLUS TAX
If you have any questions concerning this quotation, please contact me at the number noted above.
Approved By: Tim Pittman
THANK YOU FOR YOUR BUSINESS!
HUTCHINSON CITY COUNCIL ci=wof
Request for Board Action 7AL =- M-7
Agenda Item: Items for Wastewater Treatment Facility Headworks Improvements (1-3/P21-03)
Department: PW/Eng
LICENSE SECTION
Meeting Date: 1/12/2021
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 a Public Hearing for the above
referenced project letting during their January 26th meeting. Please note that City staff will be communicating project
related scope, schedule and estimated cost information during the upcoming hearing.
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. 15269
RESOLUTION ORDERING PREPARATION OF REPORT ON IMPROVEMENT
LETTING NO. 3/PROJECT NO. 21-03
WHEREAS, it is proposed to improve:
Wastewater Treatment Facility (WWTF) Headworks Improvements Project: Procurement
and construction of forcemains, pumps, drum screens, grit removal system, splitter box,
process mechanical upgrades, structural improvements, electrical implementations and
appurtenances.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
THAT, the proposed improvement, called Letting No. 3/Project No. 21-03, be referred to the Engineer for study
and that that person is instructed to report to the Council with all convenient speed advising the Council in a
preliminary way as to whether the proposed improvement is necessary, cost-effective, and feasible; whether it
should best be made as proposed or in connection with some other improvement and the estimated cost of the
improvement as recommended.
Adopted by the Council this 12th day of January 2021.
Mayor: Gary Forcier
City Administrator: Matthew Jaunich
RESOLUTION NO. 15270
RESOLUTION RECEIVING REPORT AND CALLING HEARING ON IMPROVEMENT
LETTING NO. 3/PROJECT NO. 21-03
WHEREAS, pursuant to a resolution of the Council adopted January 12, 2021, a report has been
prepared by Kent Exner, Public Works Director/City Engineer with reference to the following proposed
improvements:
Wastewater Treatment Facility (WWTF) Headworks Improvements Project: Procurement
and construction of forcemains, pumps, drum screens, grit removal system, splitter box,
process mechanical upgrades, structural improvements, electrical implementations and
appurtenances, and
said report was received by the Council on January 12, 2021, and
WHEREAS, the report provides information regarding whether the proposed improvement is necessary,
cost-effective, and feasible; whether it should best be made as proposed or in connection with some other
improvement; the estimated cost of the improvement as recommended; and a description of the methodology
used to calculate individual assessments for affected parcels.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON,
MINNESOTA:
1. The Council will consider the improvements of such street(s) in accordance with the report and at
an estimated total cost of the project of $5,297,467.00.
2. A public hearing shall be held on such proposed improvement on the 26th day of January 2021, at
the Hutchinson City Center at 6:00 PM and the Clerk shall give mailed and published notice of such hearing
and improvement as required by law.
Adopted by the Hutchinson City Council this 12th day of January 2021.
Mayor: Gary Forcier
City Administrator: Matthew Jaunich
HUTCHINSON PUBLIC WORKS/ENGINEERING DEPARTMENT
Hutchinson City Center/111 Hassan St SE/Hutchinson MN 55350-2522/320-234-4209/FAX 320-234-4240
ENGINEERING REPORT & FEASIBILITY STUDY
TO: Mayor & City Council
FROM: Kent Exner, DPW/City Engineer
DATE: January 12, 2021
SUBJECT: Letting No. 3/Project No. 21-03
I have studied the following proposed improvements and find that the proposed project is feasible and recommend it
be constructed:
L3/P21-03 Wastewater Treatment Facility (WWTF) Headworks Improvements Project: Procurement and
construction of forcemains, pumps, drum screens, grit removal system, splitter box, process
mechanical upgrades, structural improvements, electrical implementations and appurtenances.
ESTIMATED COST
TOTAL
Construction Cost
$5,000,000
Engineering
$297,467
Administration
$0
ESTIMATED TOTAL
$5,297,467
ESTIMATED FUNDING
TOTAL
Assessable Costs
$0
State Aid
$0
City - Bonding
$4,200,000
City - Water Funds
$0
City - Wastewater Funds
$1,097,467
City - Stormwater Funds
$0
ESTIMATED TOTAL
$5,297,467
PUBLICATION NO. 8399
NOTICE OF HEARING ON IMPROVEMENT
LETTING NO. 3/PROJECT NO. 21-03
(L3P21-03)
TO WHOM IT MAY CONCERN:
Notice is hereby given that the City Council of Hutchinson, Minnesota, will meet in the Council Chambers at the
Hutchinson City Center, 111 Hassan St SE, Hutchinson, MN, at 6:00 pm on the 26th day of January 2021, to
consider the making of an improvement of Letting No. 3/Project No. 21-03, an improvement of:
Wastewater Treatment Facility (WWTF) Headworks Improvements Project: Procurement
and construction of forcemains, pumps, drum screens, grit removal system, splitter box,
process mechanical upgrades, structural improvements, electrical implementations and
appurtenances.
The estimated City cost of said improvement is $5,297,467.00. Such persons as desire to be heard with
reference to the proposed improvement will be heard at this meeting.
Dated: 01 /12/2021
Matthew Jaunich, City Administrator
PUBLISHED IN THE HUTCHINSON LEADER ON WEDNESDAY, JAUNUARY 13, 2021 AND ON
WEDNESDAY, JANUARY 20, 2021.
CHECK REGISTER A FOR CITY OF HUTCHINSON
CHECK DATE FROM 12/23/20 - 01/12/21
Check Date
------18/2--- 0--2- 0---
12/T90
Check
----EFT1---366----
Vendor Name
EF------PS --------------------------------------------------------
Description
1--2/12/2------------------------------------------------------------------
-P-a r-Y -oll------ll/2-----/20--------
Amount
6__5_,_0_4__5 ---
3-6--
12/18/2020
EFT1367
Child Support
Payroll 11/29/20 - 12/12/20
577.29
12/18/2020
EFT1368
MN Dept of Revenue
Payroll 11/29/20 - 12/12/20
12,728.51
12/18/2020
EFT1369
Provident Life
Payroll 11/29/20 - 12/12/20
591.76
12/18/2020
EFT1370
PERA
Payroll 11/29/20 - 12/12/20
54,443.81
12/18/2020
EFT1371
TASC-Flex
Payroll 11/29/20 - 12/12/20
1,493.05
12/18/2020
EFT1372
TASC-H S A
Payroll 11/29/20 - 12/12/20
13,082.82
12/18/2020
EFT1373
ICMA
Payroll 11/29/20 - 12/12/20
3,308.52
12/18/2020
EFT1374
VOYA
Payroll 11/29/20 - 12/12/20
330.00
12/18/2020
EFT1375
MNDCP
Payroll 11/29/20 - 12/12/20
350.00
12/18/2020
213617
M NPEA
Payroll 11/29/20 - 12/12/20
585.00
12/18/2020
213618
Unum Life Insurance
Payroll 11/29/20 - 12/12/20
1,250.17
12/18/2020
213619
United Way
Payroll 11/29/20 - 12/12/20
1,104.00
12/18/2020
213620
LELS
Payroll 11/29/20 - 12/12/20
310.00
12/18/2020
213621
HART
Payroll 11/29/20 - 12/12/20
469.77
12/31/2020
213622
HART
Payroll 12/13/20 - 12/26/20
469.77
12/31/2020
EFT1376
EFTPS
Payroll 12/13/20 - 12/26/20
70,476.51
12/31/2020
EFT1377
Child Support
Payroll 12/13/20 - 12/26/20
577.29
12/31/2020
EFT1378
MN Dept of Revenue
Payroll 12/13/20 - 12/26/20
13,857.96
12/31/2020
EFT1379
PERA
Payroll 12/13/20 - 12/26/20
53,286.21
12/31/2020
EFT1380
ICMA
Payroll 12/13/20 - 12/26/20
2,308.52
12/31/2020
EFT1381
VOYA
Payroll 12/13/20 - 12/26/20
330.00
12/31/2020
EFT1382
MNDCP
Payroll 12/13/20 - 12/26/20
350.00
01/04/2021
213623
ARTHUR J GALLAGHER RISK
INSURANCE BROKER FEE 1/1- 3/31-21
3,500.00
01/04/2021
213624
LEAGUE OF MN CITIES -INS TRUST
INSURANCE PREMIUMS 1/1- 3/31-21
66,454.00
01/04/2021
213625
MEDICA
JANUARY MEDICAL INSURANCE
145,940.40
01/04/2021
213626
MINNESOTA SAFETY COUNCIL
2021MEMBERSHIP DUES - SAFETY COMMITTEE
580.00
01/04/2021
213627
UNUM LIFE INSURANCE CO OF AMERICA
JANUARY LIFE INSURANCE
2,858.28
01/12/2021
213628
ACE HARDWARE- 1315
REPAIR & MAINT SUPPLIES- MULTIPLE DEPTS
747.72
01/12/2021
213629
ACE HARDWARE- 1790
REPAIR & MAINTSUPPLIES- FIRE DEPT
342.40
01/12/2021
213630
ACE HARDWARE - 1825
REPAIR & MAINT SUPPLIES - POLICE
22.76
01/12/2021
213631
ADVANCED ENGINEERING & ENVIRONMENTA
WWTF & WTP SCADA ASST SERVICES
14,648.54
01/12/2021
213632
AEM MECHANICAL SERVICES INC
REPAIR INFRARED HEATERS -AIRPORT
1,493.32
01/12/2021
213633
AHLGREN ELECTRIC
VARIOUS REPAIRS - MULTIPLE PARKS LOCATIONS
2,969.50
01/12/2021
213634
ALPHA WIRELESS
JAN MAINT ON RADIO EQUIP- PD
794.75
01/12/2021
213635
AMERICAN BOTTLING CO
COST OF GOODS SOLD - LIQUOR HUTCH
105.60
01/12/2021
213636
ANDERSON, SHARON
REFUND DUE TO COVID - REC
180.00
01/12/2021
213637
ANIMAL MEDICAL CENTER ON CROW RIVER
DEC PROCESS/BOARDING FEES - POLICE
232.00
01/12/2021
213638
APPLEBEE'S NIEGHBORHOOD GRILL & BAR
REFUND: 1/2 2021 LIQUOR LICENSE
1,062.50
01/12/2021
213639
ARAMARK UNIFORM & CAREER APPAREL GR
12/14 SERVICE & SUPPLIES - LIQUOR HUTCH
302.69
01/12/2021
213640
ARTISAN BEER COMPANY
COST OF GOODS SOLD - LIQUOR HUTCH
1,311.08
01/12/2021
213641
ASSOC OF TRAINING OFFICERS - ATOM
2021 MEMBERSHIP RENEWAL: TGIFFERSON - PD
250.00
01/12/2021
213642
ATS TARGETS
ELECTRIC TARGET SYSTEM - POLICE
16,995.00
01/12/2021
213643
AUTO VALUE - GLENCOE
EQUIPMENT PARTS - HATS
719.37
01/12/2021
213644
BELLBOY CORP
COST OF GOODS SOLD - LIQUOR HUTCH
9,536.09
01/12/2021
213645
BENTZ, ANDREW
REIMB: SAFETY FOOTWEAR - PARKS
149.99
01/12/2021
213646
BERNICK'S
COST OF GOODS SOLD - LIQUOR HUTCH
441.06
01/12/2021
213647
BEST, TAYLOR
UB refund for account: 3-125-0450-1-04
119.52
01/12/2021
213648
BETTER HALF EMBROIDERY
CAPS & EMBROIDERY- BLDG
14.90
01/12/2021
213649
BLACK, TOM
UB refund for account: 1-295-0150-5-00
5.68
01/12/2021
213650
BLUE NOTE OF WINSTED, INC
REFUND: 1/2 2021 LIQUOR LICENSE
150.00
01/12/2021
213651
BOBBING BOBBER BREWING COMPANY LLC
REFUND: 1/2 2021 LIQUOR LICENSE
550.00
01/12/2021
213652
BOND TRUST SERVICES CORPORATION
2021 PAYING AGENT FEES
1,525.00
01/12/2021
213653
BREAKTHRU BEVERAGE
COST OF GOODS SOLD - LIQUOR HUTCH
18,272.49
01/12/2021
213654
BRYAN ROCK PRODUCTS
RED BALL DIAMOND - PARKS
1,719.86
01/12/2021
213655
BUFFALO CREEK ENTERPRISES
COST OF GOODS SOLD - LIQUOR HUTCH
127.56
01/12/2021
213656
BUFFALO WILD WINGS
REFUND: 1/2 2021 LIQUOR LICENSE
1,062.50
01/12/2021
213657
BUREAU OF CRIM. APPREHENSION
CJDN ACCESS FEES OCT - DEC 2020 - POLICE
390.00
01/12/2021
213658
C & L DISTRIBUTING
COST OF GOODS SOLD - LIQUOR HUTCH
47,172.55
01/12/2021
213659
CARLOS CREEK WINERY
COST OF GOODS SOLD - LIQUOR HUTCH
873.00
01/12/2021
213660
CASH WISE FOODS
REFUND: 1/2 2021 LIQUOR LICENSE
150.00
01/12/2021
213661
CENTRAL HYDRAULICS
PIGS TAIL SERVICE PLUGS - HATS
79.00
CHECK REGISTER A FOR CITY OF HUTCHINSON
CHECK DATE FROM 12/23/20 - 01/12/21
Check Date
i-1------------
01/12/2021
'Hi
Check
-- --- --- -----
213662
Vendor Name
---------------------------------------------------------------
CHEMISOLV CORP
Description
---------------------------------------------------------------------------------------------------------
FERRIC CHLORIDE -WWTP
Amount
5,l1196
01/12/2021
213663
CINTAS CORPORATION
SUPPLIES - MULTIPLEDEPTS
327.54
01/12/2021
213664
CORE & MAIN LP
METERS & PARTS - WATER
4,637.21
01/12/2021
213665
COUNTRYSIDE FLAGPOLE
FLAGS & SUPPLIES - POLICE
330.00
01/12/2021
213666
CROW RIVER AUTO & TRUCK REPAIR
VEHICLE MAINT- SEVERAL PARKS VEHICLES
2,065.15
01/12/2021
213667
CROW RIVER BAR & RESTAURANT
REFUND: 1/2 2021 LIQUOR LICENSE
1,062.50
01/12/2021
213669
CROW RIVER PRESS INC
SR NEWSLETTERS - SR CENTER
47.89
01/12/2021
213670
CROW RIVER WINERY
COST OF GOODS SOLD - LIQUOR HUTCH
1,209.60
01/12/2021
213671
DEHN, PETER
REIMB: SAFETY FOOTWEAR - STREETS
175.00
01/12/2021
213672
DOG -ON -IT -PARKS
BAGS, LINERS - PARKS
534.00
01/12/2021
213673
DONNAY, JASON
REIMB: MILEAGE TO EMR CLASS - FIRE DEPT
93.15
01/12/2021
213674
E2 ELECTRICAL SERVICES INC
LED'S- AIRPORT
1,883.30
01/12/2021
213675
ECOLAB PEST ELIMINATION
12/22 PESTCONTROL- COMPOST
167.17
01/12/2021
213676
EL LORO II
REFUND: 1/2 2021 LIQUOR LICENSE
1,062.50
01/12/2021
213677
EMBROIDERY PLUS
WINTER HATS, JACKETS- FIRE
491.00
01/12/2021
213678
ENGINEERING NEWS -RECORD
2021 MEMBERSHIP RENEWAL- ENG
108.00
01/12/2021
213679
EPA AUDIO VISUAL INC
VIRTUAL MEETING ROOM INSTALLATIONS/UPGRADE
10,019.00
01/12/2021
213680
EWERT BROS INC
BARLEY ST/MCDONALD TRAILER PARK TELEVISING - WWTP
1,159.50
01/12/2021
213681
FARM -RITE EQUIPMENT
EQUIPMENT PARTS - MULTIPLE DEPTS
422.93
01/12/2021
213682
FASTENAL COMPANY
REPAIR & MAINT SUPPLIES - MULTIPLE DEPTS
116.20
01/12/2021
213683
FERGUSON WATERWORKS #2518
COMB AIR RELEASE VALVES - WATER
422.84
01/12/2021
213684
FINANCE & COMMERCE
TH 7/22 & MONTANA ST CROSS IMPROV BIDS
510.19
01/12/2021
213685
FORESTRY SUPPLIERS INC
TAPE MEASURE - STREETS
75.60
01/12/2021
213686
FORKLIFTS OF MINNESOTA INC
JOYSTICK CONTROLLER - HATS
599.29
01/12/2021
213687
FRATZKE, RACHEL
UB refund for account: 3-735-5760-0-01
25.92
01/12/2021
213688
FRITSCH, KATELYN
REFUND DUE TO BROKEN ARM - SKATING CLASS
82.00
01/12/2021
213689
GRAINGER
REPAIR & MAINT SUPPLIES- MULTIPLE DEPTS
945.86
01/12/2021
213690
GRANDVIEW VALLEY WINERY
COST OF GOODS SOLD - LIQUOR HUTCH
408.00
01/12/2021
213691
GRANITE ELECTRONICS, INC.
MINITOR VI SINGLE FREQ & PARTS - FIRE DEPT
2,870.00
01/12/2021
213692
HAGER JEWELRY INC.
SUPPLIES - MULTIPLE DEPTS
140.50
01/12/2021
213693
HANSEN GRAVEL INC.
SNOW DUMP TRUCKS RETAINER - STREETS
2,145.00
01/12/2021
213694
HANSON & VASEK CONSTRUCTION
SNOW TRUCKING RETAINER -STREETS
1,075.00
01/12/2021
213695
HARRINGTON INDUSTRIAL PLASTICS
1/2" VALVE Y-CHECK - WATER
68.08
01/12/2021
213696
HCVN-TV
2021 YOUTUBE UPLOAD/LINK - IT
250.00
01/12/2021
213697
HIGHFIELD APARTMENTS OF HUTCHINSON
2ND HALF 2020 TIF PAYMENT
29,823.50
01/12/2021
213698
HILLYARD / HUTCHINSON
CLEANING SUPPLIES - MULTIPLE DEPTS
388.71
01/12/2021
213699
HJERPE CONTRACTING
WATER LEAK DETECTION @ ROBERTS RD - WATER
580.00
01/12/2021
213700
HOFF, RANDY
LARGE VASE ARRANGEMENT - POLICE
50.00
01/12/2021
213701
HOLIDAY STATION STORE
REFUND: 1/2 2021 LIQUOR LICENSE
150.00
01/12/2021
213702
HUSKY SPRING
SPRINGS, PINS, RODS, NUTS, WASHERS - STREETS
907.78
01/12/2021
213703
HUTCH BOWL & SQUEAKY'S GRILL & BAR
REFUND: 1/2 2021 LIQUOR LICENSE
1,062.50
01/12/2021
213704
HUTCHFIELD SERVICES INC
DEC CLEANING SERVICES - HATS
1,415.00
01/12/2021
213705
HUTCHINSON CHAMBER & TOURISM
NOV 2020 LODGING TAX
10,721.41
01/12/2021
213706
HUTCHINSON DANCE TEAM
NOV COMPOST BAG DELIVERY
500.00
01/12/2021
213707
HUTCHINSON HUSKIES BASEBALL
REFUND: 1/2 2021 LIQUOR LICENSE
212.50
01/12/2021
213708
HUTCHINSON LEADER
DEC PUBLISHING - MULTIPLE DEPTS
5,529.06
01/12/2021
213709
HUTCHINSON LODGE #2427 OF THE BPO
REFUND: 1/2 2021 LIQUOR LICENSE
1,062.50
01/12/2021
213710
HUTCHINSON WHOLESALE #1550
REPAIR & MAINT SUPPLIES - MULTIPLE DEPTS
212.98
01/12/2021
213711
HUTCHINSON WHOLESALE #1551
REPAIR & MAINT SUPPLIES - COMPOST
50.27
01/12/2021
213712
HUTCHINSON WHOLESALE #1552
AIR HOSE, BLOW GUN, ADAPTER - PARKS
167.97
01/12/2021
213713
HUTCHINSON WHOLESALE #2520
REPAIR & MAINT SUPPLIES - FIRE DEPT
33.48
01/12/2021
213714
HUTCHINSON, CITY OF
STORM DRAINAGE 11/1- 11/30-20
6,445.79
01/12/2021
213715
INGSTAD BROADCASTING
DEC ADVERTISING - LIQUOR HUTCH & POLICE
1,484.75
01/12/2021
213716
INTEGRATED POWER SERVICES LLC
BALDOR MOTOR - WWTP
299.94
01/12/2021
213717
J & B PALLET, LLC
PALLETS - CO POST
4,984.00
01/12/2021
213718
JEFFERSON FIRE & SAFETY INC
MISC FIRE EQUIPMENT
1,475.94
01/12/2021
213719
JOHNSON BROTHERS LIQUOR CO.
COST OF GOODS SOLD - LIQUOR HUTCH
30,496.71
01/12/2021
213720
JOHNSON CONTROLS FIRE PROTECTION LP
6/1/20 - 5/31/21 CONTRACT - EV CTR
202.34
01/12/2021
213721
JOHNSTONE SUPPLY
HEATER - ARENA
677.29
01/12/2021
213722
KERI'S CLEANING & HANDYMAN SERVICES
DEC CLEANING - MULTIPLE DEPTS
3,922.94
01/12/2021
213723
KIDS DEPOT
CANCELLATION REFUND - REC
146.00
01/12/2021
213724
KNIFE RIVER CORPORATION
CRUSHED CONCRETE - EHEIM PARK
75.60
CHECK REGISTER A FOR CITY OF HUTCHINSON
CHECK DATE FROM 12/23/20 - 01/12/21
Check Date
i-1------------
01/12/2021
'Hi
Check
-- --- --- -----
213725
Vendor Name
---------------------------------------------------------------
KOHLS SWEEPING SERVICE
Description
---------------------------------------------------------------------------------------------------------
CONCRETE PILING, MANURE HAULING -COMPOST
Amount
955.00
01/12/2021
213726
KOSEK, JEFFREY
SNOW REMOVAL RETAINER FEE -STREETS
950.00
01/12/2021
213727
KWIK TRIP #316
REFUND: 1/2 2021 LIQUOR LICENSE
150.00
01/12/2021
213728
LAKELAND BROADCASTING
Q102: DEC ADVERTISING - LIQUOR HUTCH
240.00
01/12/2021
213729
LANDS' END BUSINESS OUTFITTER
POLO'S - POLICE
91.85
01/12/2021
213730
LOCHER BROTHERS INC
COST OF GOODS SOLD - LIQUOR HUTCH
62,534.70
01/12/2021
213731
LTP ENTERPRISES
EMERGENCY REPAIR OF WELL #7 - WATER
21,662.64
01/12/2021
213732
LUEDTKE CONTRACTING LLC
DRAIN TILE 715 HWY 15 E - STORM WATER
8,450.00
01/12/2021
213733
M-R SIGN
SIGNS - STREETS
77.29
01/12/2021
213734
MACQUEEN EQUIP LLC
GREASE - STORM WATER
181.78
01/12/2021
213735
MAIN STREET SPORTS BAR
REFUND: 1/2 2021 LIQUOR LICENSE
1,062.50
01/12/2021
213736
MANUFACTURING INFORMATION SYSTEMS I
ANNUAL RENEWAL 1/15/21- 1/15/22 - COMPOST
1,587.09
01/12/2021
213737
MARCO TECHNOLOGIES, LLC
NOV COST PER PRINT- MULTIPLE DEPTS
485.33
01/12/2021
213738
MARCO TECHNOLOGIES, LLC
12/20/20-1/20/21 CONTRACT - MULTIPLE DEPTS
1,737.44
01/12/2021
213739
MARISSA JOHNSON
REFUND: CANCELLED DUE TO COVID-19 - REC
30.00
01/12/2021
213740
MATHESON TRI-GAS INC
HIGH PRESSURE - WWTP
25.27
01/12/2021
213741
MCLEOD COUNTY RECORDER
REC FEE FOR NOTARY PUBLIC COMM - POLICE
20.00
01/12/2021
213742
MEGHAN CURRY
REFUND: CANCELLED DUE TO COVID-19 - REC
60.00
01/12/2021
213743
MENARDS HUTCHINSON
REPAIR & MAINT SUPPLIES - MULTIPLE DEPTS
1,035.86
01/12/2021
213744
MICHIGAN DEPARTMENT OF AGRICULTURE
WONDERBLEND MANURE LICENSE RENEWAL - COMPOST
225.00
01/12/2021
213745
MIDWEST PLAYSCAPES INC.
TODDLER BEAM EXT ARMS - PARKS
1,395.70
01/12/2021
213746
MILLNER HERITAGE VINEYARD & WINERY
COST OF GOODS SOLD - LIQUOR HUTCH
1,428.60
01/12/2021
213747
MINI BIFF
11/13 - 12/10 RENTAL @ COMPOST
99.71
01/12/2021
213748
MINNESOTA DEPT OF AGRICULTURE
REGISTRATION: SOIL AMEND/FERTILIZER PROD - COMPOST
1,400.00
01/12/2021
213749
MINNESOTA VALLEY TESTING LAB
LAB SAMPLE TESTING - MULTIPLE DEPTS
1,034.00
01/12/2021
213750
MN TRANSPORTATION ALLIANCE
2021 ANNUAL MEMBERSHIP: KENT EXNER - ENG
592.00
01/12/2021
213751
MORGAN CREEK VINEYARDS
COST OF GOODS SOLD - LIQUOR HUTCH
219.00
01/12/2021
213752
MTI DISTIBUTING, INC.
800 HRS SERVICE & PARTS - PARKS
1,770.81
01/12/2021
213753
MUDDY COW
REFUND: 1/2 2021 LIQUOR LICENSE
1,062.50
01/12/2021
213754
NORTHERN BUSINESS PRODUCTS
SUPPLIES- MULTIPLE DEPTS
675.34
01/12/2021
213755
NORTHERN STATES SUPPLY INC
EQUIPMENT PARTS - HATS
437.60
01/12/2021
213756
NSF - MSF
TOURNAMENT FEE - REC
55.00
01/12/2021
213757
NUVANTAGE EMPLOYEE RESOURCE
2021 EAP CONTRACT
2,122.20
01/12/2021
213758
OFFICE DEPOT
CHAIRS -STREETS
239.96
01/12/2021
213759
OLSON, STEVEN
REIMB: MILEAGE TO EMR CLASS - FIRE DEPT
93.15
01/12/2021
213760
PAGEL, NICK
REIMB: MILEAGE TO EMR CLASS - FIRE DEPT
93.15
01/12/2021
213761
PARK NICOLLET CLINIC
JAN 2021 CAM
2,361.67
01/12/2021
213762
PATROL PC
RHINO TAB - IT
5,056.64
01/12/2021
213763
PAUSTIS WINE COMPANY
COST OF GOODS SOLD - LIQUOR HUTCH
3,055.75
01/12/2021
213764
PECE RECYCLING LLC
PALLETS -COMPOST
1,045.00
01/12/2021
213765
PEN & INC.
SELL SHEETS DESIGN - COMPOST
600.00
01/12/2021
213766
PENMAC STAFFING SERVICES, INC.
CREEKSIDE TEMP STAFFING
2,130.03
01/12/2021
213767
PEOPLEREADY INC
CREEKSIDE TEMP STAFFING
2,354.24
01/12/2021
213768
PHILLIPS WINE & SPIRITS
COST OF GOODS SOLD - LIQUOR HUTCH
23,164.96
01/12/2021
213769
PHONETICALLY SPEAKING &ASL
EMT/FIRE BINDERS- FIRE DEPT
135.00
01/12/2021
213770
PORTER, RAGEN
UB refund for account: 2-805-3350-9-02
135.82
01/12/2021
213771
POSTMASTER
POSTAGE - UB BILLS
1,540.00
01/12/2021
213772
PREMIUM PLANTSERVICES
SURGE PIPE CLEANING -WATER
11,098.75
01/12/2021
213773
PREMIUM WATERS
5 GALLONS - PARKS
30.99
01/12/2021
213774
QUADE ELECTRIC
FUSES - WWTP
17.50
01/12/2021
213775
RADUNZ, HEIDI
UB refund for account: 3-910-7550-0-04
53.63
01/12/2021
213776
RAHN PAINTING & CONTRACTING LLC
JAN 2021 SNOW CONTRACT- MULTIPLE DEPTS
3,675.00
01/12/2021
213777
RAMAKER & ASSOCIATES INC
1/13/21- 1/13/22 CLOUD HOSTING & SUPPORT - CEMETERY
1,450.00
01/12/2021
213778
REINER ENTERPRISES INC
12/14 CREEKSIDE FREIGHT
9,283.91
01/12/2021
213779
REVIER WELDING
VARIOUS REPAIRS -COMPOST
1,347.09
01/12/2021
213780
RICE COMPANIES, INC.
DAMAGED RAILING REPAIRS @ POLICE STATION
2,819.00
01/12/2021
213781
RIDGEWATER COLLEGE
BURN CONTAINER WINDOWS: TRAINING SITE - FIRE DEPT
1,246.00
01/12/2021
213782
RNL TRANSPORT LLC
CREEKSIDE FREIGHT 11/9 - 11/13
5,675.00
01/12/2021
213783
RUNNING'SSUPPLY
REPAIR & MAINT SUPPLIES- MULTIPLE DEPTS
449.66
01/12/2021
213784
SAFEASSURE CONSULTANTS INC
2021 SAFETY TRAINING - SAFETY COMMITTEE
8,784.07
01/12/2021
213785
SHORT-ELLIOT-HENDRICKSON, INC
CONSULTING FEES FOR VARIOUS PROJECTS - ENG
4,170.35
01/12/2021
213786
SIRCHIE ACQUISITION COMPANY, LLC
TESTS - POLICE
183.35
CHECK REGISTER A FOR CITY OF HUTCHINSON
CHECK DATE FROM 12/23/20 - 01/12/21
Check Date
01- i-1-2- /--2-0--21 -----
1
Check
-------213787------
Vendor Name
-S-OLUS-------LE---D ---------------------------------------------------
Description
H--T B----ULBS --------- CC -----------------------------------------------------------------------------
-L-I-
Amount
5-99.26--------
01/12/2021
213788
SONORA'S
REFUND: 1/2 2021 LIQUOR LICENSE
1,062.50
01/12/2021
213789
SOUTH DAKOTA DEPT OF AGRICULTURE
2020TONNAGE FERTILIZER PRODUCTS -COMPOST
245.89
01/12/2021
213790
SOUTHERN WINE & SPIRITS OF MN
COST OF GOODS SOLD - LIQUOR HUTCH
28,336.16
01/12/2021
213791
SPS WORKS
TWISTED S LINKS & ATTACHMENTS - POLICE
198.53
01/12/2021
213792
STANDARD PRINTING-N-MAILING
POSTAGE & SHIPPING COSTS - MULTIPLE DEPTS
5,069.20
01/12/2021
213793
STAPLES ADVANTAGE
SUPPLIES - MULTIPLE DEPTS
445.96
01/12/2021
213794
STAR TRIBUNE
2021 SUBSCRIPTION - POLICE
529.36
01/12/2021
213795
STEINHAUS, NICK
REIMB: MILEAGE TO EMR CLASS - FIRE DEPT
93.15
01/12/2021
213796
SUPER AMERICA
REFUND: 1/2 2021 LIQUOR LICENSE
150.00
01/12/2021
213797
SUPERAMERICA STORE NO.4315
REFUND: 1/2 2021 LIQUOR LICENSE
150.00
01/12/2021
213798
TCIC, INC
WWTF OX DITCH CITECT WORK
750.00
01/12/2021
213799
THE PAINT FACTORY
REFUND: 1/2 2021 LIQUOR LICENSE
212.50
01/12/2021
213800
THOMSON REUTERS-WEST
DEC WEST INFO CHARGES - POLICE
145.53
01/12/2021
213801
TOKYO GIRLL AA INC
REFUND: 1/2 2021 LIQUOR LICENSE
300.00
01/12/2021
213802
TRI COUNTY WATER
BOTTLE WATER DELIVERY - MULTIPLE DEPTS
195.50
01/12/2021
213803
TRITECH SOFTWARE SYSTEMS
LETG SOFTWARE MAIN ANNUAL FEE - POLICE
304.08
01/12/2021
213804
TWO-WAY COMMUNICATIONS INC
CLEAN & REPAIR PAGERS- FIRE DEPT
67.50
01/12/2021
213805
UNITED FARMERS COOP
MID -GRADE LEAD FREE - HATS
14,757.94
01/12/2021
213806
UNIVERSAL ATHLETIC SERVICE INC
BASKETBALL HOOP/BACKBOARD - PARKS
626.70
01/12/2021
213807
UPONOR INC
2ND HALF 2020 TAX ABATEMENT
20,996.91
01/12/2021
213808
USA BLUE BOOK
ELBOWS- WATER
28.53
01/12/2021
213809
VEGA AMERICAS INC
VEGAPULS C 21 TRANSMITTER - WATER
872.65
01/12/2021
213810
VFW POST 906
REFUND: 1/2 2021 LIQUOR LICENSE
1,062.50
01/12/2021
213811
VIKING BEER
COST OF GOODS SOLD - LIQUOR HUTCH
25,538.60
01/12/2021
213812
VIKING COCA COLA
COST OF GOODS SOLD - LIQUOR HUTCH
462.80
01/12/2021
213813
VINOCOPIA INC
COST OF GOODS SOLD - LIQUOR HUTCH
1,034.33
01/12/2021
213814
VIVID IMAGE
ANNUAL SAFE & SOUND - HUC
960.00
01/12/2021
213815
WAL-MART SUPERCENTER #1738
REFUND: 1/2 2021 LIQUOR LICENSE
150.00
01/12/2021
213816
WASTE MANAGEMENT OF WI -MN
12/1- 12/15 RESIDENTIAL REFUSE
7,204.88
01/12/2021
213817
WATERVILLE FOOD & ICE
COST OF GOODS SOLD - LIQUOR HUTCH
567.92
01/12/2021
213818
WELCOME NEIGHBOR
NEW RESIDENT VISITS - LIQUOR HUTCH
120.00
01/12/2021
213819
WEST CENTRAL SHREDDING
DEC SHREDDING: 3CONSOLES - MULTIPLE DEPT
50.00
01/12/2021
213820
WINE COMPANY, THE
COST OF GOODS SOLD - LIQUOR HUTCH
1,167.73
01/12/2021
213821
WINE MERCHANTS INC
COST OF GOODS SOLD - LIQUOR HUTCH
3,081.81
01/12/2021
213822
WINEBOW FINE WINE & SPIRITS
COST OF GOODS SOLD - LIQUOR HUTCH
514.00
01/12/2021
213823
WOLD ARCHITECTS & ENGINEERS
NEW POLICE FACILITY -THRU 12/31/20
32,573.00
01/12/2021
213824
ZIEGLER INC
FUEL FILTER ELEMENTS -STREETS
284.23
01/12/2021
213825
ZOLL MEDICAL CORPORATION
AED BATTERIES - FIRE DEPT
60.00
Total - Check Register A Disbursements:
1
1,142,009.80
CHECK REGISTER B FOR CITY OF HUTCHINSON
CHECK DATE FROM 12/23/20 - 01/12/21
Check Date
i------------
01/12/2021
Check
-----------
213668
Vendor Name
---------------------------------------------------------
CROW RIVER GLASS INC.
Description
--------------------------------------------------------------
GLASS & PLEXI - CREEKSIDE, STORM WATER
Amount
---------------------
209.71
Total - Check Register A Disbursements:
$ 209.71
HUTCHINSON CITY COUNCIL ct=y�fl1
Request for Board Action 7AL Zwl,7
Agenda Item: PUBLIC HEARING ON A PROPOSED ONE-YEAR EXTENSION FOR UPON06
Department: EDA
LICENSE SECTION
Meeting Date: 1/12/2021
Application Complete N/A
Contact: Miles R. Seppelt
Agenda Item Type:
Presenter: Miles R. Seppelt
Reviewed by Staff ❑
Public Hearing
Time Requested (Minutes): 0
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
In the fall of 2018, as UPONOR was considering expanding into Hutchinson, the City agreed to provide UPONOR,
Inc. a forgivable loan in the amount of $450,000 from the Minnesota Investment Fund. These are all state dollars and
no local funding is involved.
For its part UPONOR agreed to create 83 new jobs in Hutchinson by December 31, 2020.
Due to economic conditions over this past year UPONOR, Inc. has been unable to meet that job creation goal and is
requesting a a one-year extension in order to do so. Thus far 53 jobs have been created at UPONOR's Hutchinson
facility. UPONOR is confident it can reach the goal of 83 new jobs created by the end of 2021.
State Statute gives City's the authority to grant a one-year extension for businesses to meet their job creation & wage
goals, following a public hearing. EDA staff will attend the public hearing and make a short presentation on the status
of the company and to answer any questions the Council may have.
ATTACHED is the resolution granting the one-year extension.
If you have any questions or need additional information, please give me a call anytime at (320) 234-4223.
BOARD ACTION REQUESTED:
Adoption of the ATTACHED resolution granting a one-year extension for UPONOR to meet Business Subsidy Goals.
Fiscal Impact: $ 0.00 Funding Source: N/A
FTE Impact: 0.00 Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
RESOLUTION NO. 15272
A RESOLUTION GRANTING A ONE-YEAR EXTENSION FOR UPONOR, INC.
TO MEET BUSINESS SUBSIDY GOALS
WHEREAS, UPONOR, Inc. has been granted a Business Subsidy by the City of
Hutchinson in the form of a forgivable loan in the amount of $450,000 from the State of
Minnesota's Minnesota Investment Fund; and,
WHEREAS, in consideration of this Business Subsidy UPONOR, Inc. has agreed
to certain job creation and wage level commitments to be fulfilled by December 31,
2020; and,
WHEREAS, due to unfavorable economic conditions due, in part, to the global
pandemic, UPONOR, Inc. has been unable to meet those requirements; and,
WHEREAS, UPONOR, Inc. is therefore requesting a one-year extension to meet
those requirements; and,
WHEREAS, Minnesota Statutes, Sections 116J.993 to 116J.995 (the "Business
Subsidies Act"), provides that the City, as a local government agency within the meaning
of the Act, may, following a public hearing, provide a one-year extension for a business
to attain its job creation and wage level commitments;
NOW, THEREFORE BE IT RESOLVED THAT THE CITY COUNCIL OF
THE CITY OF HUTCHINSON, MINNESOTA,
UPONOR, Inc. is hereby granted a one-year extension, until December 31, 2021, to attain
its business subsidy goals.
Adopted by the City Council this 12t' day of January, 2021.
ATTEST:
Matt Jaunich Gary Forcier
City Administrator Mayor
To: Mayor and Council
From: Candice Woods, Liquor Hutch Director
Date: 01/01/21
Re: Liquor Hutch End of Year Sales January — December 2020
Year to Date Sales:
2019
$6,369,435
Liquor $2,192,137
Beer $3,065,546
Wine $ 973,796
2020 Change
$7,689,417 20.7% Increase ($1,319,982)
$2,649,652 20.8%increase (+457,515)
$3,701,635 20.7%increase (+$636,089)
$1,138,284 16.9%increase (+164,488)
Year to Date Gross Profit Dollars:
$1,612,785
$1,895,874
17.5% increase
Year to Date Customer Count:
247,078
255,616
3.5% increase
Average Sale per Customer:
$25.78
$30.08
$4.30 increase
Gross Profit Percentage:
25.32%
24.66%
0.66% decrease
*2020 GP% reflects the Pandemic Sales Trend to Beer Suitcases
(competitive GP=19%)
Budget Comparisons:
Net Profits through November
2019
$564,027
2020 Difference
$735,832 $171,805
Further details of all statistics have been provided to the Finance Department. Please feel free to contact me with any
questions or requests for additional data.
HUTCHINSON CITY COUNCIL ci=wof
Request for Board Action 7AL =- M-7
Agenda Item: 2020 City of Hutchinson Pavement Management Report
Department: PW/Eng
LICENSE SECTION
Meeting Date: 1/12/2021
Application Complete N/A
Contact: John Olson
Agenda Item Type:
Presenter: John Olson
Reviewed by Staff ❑
Communications, Requests
Time Requested (Minutes): 10
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
Attached for your information is the 2020 Pavement Management Report.
Highlights of the report are that for the first time, the City of Hutchinson received the same Pavement Condition Index
(PCI) score over a period of years. In both 2017 and 2020, the average PCI for the City was 76, slightly above the
goal of maintaining PCI's of 65-75.
This represents the best case scenario for pavement management, as it indicates that the projects selected, funded
and delivered were able to sustain the overall condition of streets within the City. This is the ultimate goal of
pavement management.
The upcoming 5-year Capital Improvement Plan (CIP) will likely result in maintaining PCI's in the range of 65-75.
Budget calculations indicate additional capital funding of approximately $125,000 per year should be considered to
maintain PCI's within the 65-75 range.
For the last 10-15 years, there was a significant effort to seal coat streets. In 2017 and again in 2020, the pavement
management data indicate a need for more maintenance overlays. You will find several maintenance overlays are
planned for 2021-2023.
Three main areas of streets in marginal or poor condition include: 1) the area near the Rec Center/Civic Arena, which
will be addressed as part of the ongoing South Central Trunk Storm Sewer projects; 2) Downtown area; and 3) Clifton
Heights (east of Michigan Street). These three areas are identified within the 5-year CIP.
I want to thank the Public Works operators for their work on pavement maintenance. In the last two years, Public
Works operators have placed an average of 2.7 times the typical amount of bituminous, primarily as they concentrate
on streets in excellent or good condition, to maintain the average PCI.
BOARD ACTION REQUESTED:
Report is provided for City Council's review. Public Works staff will be available to answer any questions.
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:
HUTCH I NSO
A CITY ON PURPOSE.
January 2021
City of Hutchinson
Public Works Department
Operations & Maintenance
1400 Adams St SE
Hutchinson, MN 55350
Phone (320) 234-4219 Fax (320) 234-6971
To: Honorable Mayor and City Council members
Matt Jaunich, City Administrator
Kent Exner, DPW/City Engineer
From: John Olson, Public Works Manager
Subject: 2020 Pavement Management Report (includes 2020 condition survey)
Pavement Management
The City uses a pavement management system to collect and manage information about the
condition of its pavement. Since 1996, this system has helped the City manage its significant
investments in pavement. Pavements under the City's jurisdiction are worth well over $100
million in replacement value.
The pavement management system helps to make the best use of available funds by providing
decision -makers with important information related to pavement conditions and maintenance
options. Using this information, maintenance activities can be scheduled in a timely manner to
help preserve pavement at less expense over time. The goal of pavement management is to do
the right treatment to the right pavement at the right time at the lowest possible cost, in order
to prolong the life of pavement.
PCI
I •`.~ Excellent
Good -1 4096 Drop in Quality
Fair
Poor -
Very Poor
Failed
O
75%of Life
40016 Drop in Quality
SpendiFul $1 on
preservation here...
...eliminates or delays
spending 56 to S 10
on rehabilitation or
reconstruction here.
+ 12% of Life
5 10 15 20
Pavement Condition Index (PCI)
PCI is determined by periodically conducting physical surveys. Physical surveys are usually
conducted every three years. Pavement distresses for each pavement section are identified and
cataloged. Some streets do not get rated, including streets under State or County jurisdiction
and streets under City jurisdiction that are neither developed nor paved.
PCI is based on a 100-point scale (100 = no distresses, 0 = fully deteriorated street). Categorizing
the PCI scores helps to identify potential maintenance options. A 5-tier condition rating is used:
Excellent
86-100
Green
Good
71-85
Blue
Adequate
51-70
Yellow
Marginal
36-50
Orange
Poor
0-35
Red
The City's stated goal has been to maintain an average system -wide PCI of 65 to.. In 2018,
Public Works surveyed some other agencies in Minnesota to see what their target PCI was. On
average, the target PCI for other agencies was 70.
Physical surveys capture pavement conditions at a specific time. Between physical surveys,
system -wide PCI is estimated by applying standard decay curves to each pavement section. The
last physical survey was completed in 2020. The next physical survey is scheduled for 2023.
System -wide PCI for the pavement network following the last physical survey was.. Past
system -wide PCI ratings have been:
Year System -wide PCI rating
2020
2017
2014
2011 66
2007 69
2004 '
1996
As you can see from previous ratings, maintaining the same system -wide PCI over time is not
typical. System -wide PCI ratings were the same in 2017 and 2020, indicating project selection
and the levels of spending for capital projects and pavement maintenance over the last few
years were adequate to sustain the City's overall network PCI. This is the ideal situation and
represents the goal of pavement management. Maintaining the system at a static PCI indicates
that appropriate projects were selected and that funding levels were adequate.
Pavement Inventory
The majority of pavements are rated on a regular basis. The City has a few streets that are not
rated because they are gravel or undeveloped. No ratings are given to pavements under the
jurisdiction of the County and State.
Center -
Classification
Line Miles
PCI
City streets -rated
74.6
City streets-unrated
2.6
n/a
County roads-unrated
6.1
n/a
State highways-unrated
6.7
n/a
Total 90.1
Over time, the City's pavement network has grown by new construction and/or from turn -back
of other agencies' roadways at an annual pace of about 1.5% over the last 20 years. There was
no new construction and no streets were turned back to the City in 2020.
Data Analysis
Of the 90.1 miles of streets in Hutchinson, 6.7 miles of street are operated by MnDOT and 6.1
miles by Mcleod County. The City is responsible for 77.2 miles of streets. Of these 74.6 miles
receive PCI ratings. The 2.6 miles of City streets that are not rated include streets that are
unpaved, undeveloped or are not in service.
Assuming the 2021-2025 CIP is implemented as proposed, it appears system -wide PCI will
remain above or within the 65 - 0 range for the next 5-year period. This prediction assumes
proposed spending levels remain in place and that provisions are made to account for future
inflation.
Maintenance overlay projects have impacted about 93,000 Square Yards of pavement over the
last ten years. Pavement management data again indicates the need for overlays. This is likely
because the City was focused on biennial seal coat projects over the last 10 —15 years.
Many streets in poor condition are in the area of the Recreation Center. Most of these streets
will be addressed over the next couple of years, as part of the south central trunk storm sewer
project. Another grouping of streets in the downtown area are identified as being in marginal or
poor condition and a third grouping of streets in poor condition can be found in the Clifton
Heights addition.
Protect Alternatives for Pavement Maintenance
Public Works operators typically focus on streets in Excellent or Good condition, because
maintenance efforts for these streets are cost-effective.
Streets rated as Adequate are evaluated to determine whether localized repairs can be coupled
with a maintenance overlay to increase the street's longevity at a reasonable cost.
Streets in Marginal or Poor condition are usually maintained for safety -related issues until a
capital project is feasible.
There are a number of alternatives used to rehabilitate and maintain pavements. The most
commonly used alternatives are listed from most expensive to least expensive:
Strategy Description Cost/Sy
New construction
new infrastructure where none existed
$155.00
Reconstruction
existing infrastructure replaced by new infrastructure
$155.00
Partial reconstruction
street, curb & gutter, drainage; minimal utility work
$95.00
Full -depth reclamation
street surface, drainage; minimal curb, gutter & utility work
$40.00
Structural overlay
remove >2" of surface, resurface; other work very limited
$20.25
Maintenance overlay
remove <2" of surface, resurface, no other work
$13.50
Spray injection
asphalt and aggregate application, usually on cracks
$4.00
Seal coat/fog seal
asphalt and aggregate application; no other work
$1.85
Replay sealant
polymerized agricultural based asphalt sealant
$1.50
Crack Repair
rout and apply sealant to cracks, over -band larger cracks
$0.25
Project Development
The mix of projects, on average, over the last ten years has been:
Capital projects:
Maintenance protects:
Construction/reconstruction
32.3%
Patching, maint. overlay
6.7%
Partial reconstruction
30.0%
Seal coat/fog seal
26.4%
Reclaim
20.4%
Replay Sealant
28.7%
Overlay -Structural
17.3%
Crack repair
39.1%
Total
100.0%
100.0%
10-year SY addressed
365,845
1,393,087
Percentage of total network
24.4%
92.9%
4
Whenever possible, projects are developed to maximize pavement lifespan. Ideally, less
expensive maintenance projects are done early and at critical points during the life of a
pavement. Eventually, when the PCI drops too low, maintenance projects are no longer an
option. All pavements eventually decay to the point where costly capital projects are needed.
The City's CIP and maintenance budgets include projects that should result in maintaining or
slightly exceeding an average system -wide PCI of 65 to 0 for the next five years. Actual PCI
scores are based upon physical surveys conducted. During the period covered by the current
CIP, the next physical survey is scheduled for 2023.
Frost Damage
Sometimes, a significant challenge to maintaining PCI's of 65 - 0 comes in the form of severe
weather. Following severe winters, there is always the chance for frost -damaged streets. In
2019, following a particularly severe winter, repairs to frost -damaged streets cost an additional
$164,000.
The typical repair process for frost -damage streets includes having Public Works operators
excavate, install geotextile fabric, and place aggregate material in frost -damaged areas.
Contractors typically patch and pave larger frost -damaged areas, while smaller areas are
patched and paved by Public Works operators.
Public Works operators continue to improve their patching and small -area paving skills. As a
result, placement of bituminous material by Public Works operators increased over the last
couple of years. In the past, Public Works operators usually placed around 150 tons of
bituminous material. Over the last two years, Public Works operators have placed an average of
400 tons, 2.7 times more than usual.
Budget Recommendation
The City's capital and maintenance funding sources are limited. It is also often necessary to
utilize available resources for purposes that do not directly affect system -wide PCI ratings. For
example, spending for utilities, streetlights, trees, trails, sidewalks, signs, etc. does not affect the
PCI score, but are an important part of any project. Overtime, higher spending on other
purposes can result in a larger backlog of work, which drives system -wide PCI ratings down.
Pavement management software allows for various budget scenarios. Looking at various
scenarios helps to determine the effect of various plans on system -wide PCI. Over time, Public
Works has used standard scenarios of maintaining PCI, increasing PCI by 10% and decreasing PCI
by 10%, looking out over a 20-year period to determine the most economically advantageous
five-year project list. Projects appearing in all three selections generally demonstrate significant
economic value and/or positive affect on system -wide PCI ratings.
Budget Recommendation
The budget for pavement projects ends up at around $3.3 million per year.
CAPTIAL (recommended funding targets indicate a need for slightly more capital funding):
Construction/partial reconstruction $1,711,420
Reclaim/overlay 1,216,898
Spending not affecting PCI ratings* 439,248
Total capital improvements 3.367.565
GO Improvement Bonds $1,900,000
Assessments 842,000
Municipal State Aid 500,000
Total capital funding 24 a
Capital shortfall $ 125,565
* spending not affecting PCI ratings: streetlights, trees, streetscape items, sidewalks, etc.
MAINTENANCE (recommended funding targets indicate a need for more maintenance overlays):
Patching & maintenance overlays $ 226,000
Pavement preservation 125,000
Crack repair 49,000
Total maintenance projects 400.Q00
General fund $ 175,000
Infra maint — sealcoat 125,000
Infra maint—other 100,000
Total maintenance funding $ 400.000
G
Condition Ratines
M:00-35 MARGINAI.:36-50 ADEQUATE:51-70 ®:71-85 ®:85-100
Overall rating Length Miles % SY Area 2020 2017
Rated streets 393,882 74.6 82.8% 1,498,984 ® 76 ---
Not rated 81.926 15.5 17.2% 418.973 na ---
Total 475,808 90.1 100.0% 1,917,957 A 76
PCI by City Quadrant
Length
Miles
%%
SY Area
2020
2017
Northwest
74,224
14.1
15.6%
264,844
82
- 4
Northeast
45,390
8.6
9.5%
179,962
71
+ 1
Southwest
172,200
32.6
36.2%
639,364
_a
72
---
Southeast
102,067
19.3
21.5%
414,814
79
+ 2
Rated streets
393,882
74.6
82.8%
1,498,984
76
---
Not rated
81,926
15.5
17.2%
418,973
na
na
---
Network
475,808
90.1
100.0%
1,917,957
m
76
PCI by Street Designation
Length
Miles
%
SY Area
2020
2017
Local Roads
299,612
56.7
63.0%
1,104,519
75
- 2
MSA streets
60,890
11.5
12.8%
268,964
73
+ 6
C.S.A.H. turn back
9,568
1.8
2.0%
42,967
1
93
+ 2
County Rd turn back
22,721
4.3
4.8%
74,656
87
+ 1
Trunk Highway turn back
1,091
0.2
0.2%
7,878
100
Rated streets
393,882
74.6
82.8%
1,498,984
76
---
Not rated
81,926
15.5
17.2%
418,973
na
na
Network
475,808
90.1
100.0%
1,917,957
■
76
• attached for reference are photos of streets with various PCI ratings.
7
PCI - Mileage (74.6 mi. rated streets)
change from previous
40.0
33.5
35.0
+4%
30.0
25.0
17.8
20.0
+7%
12.2
15.0
-1%
6.7
10.0
-16%
4.4
5.0
-2n4%
.
I I
0.0
00-35
36-50 51-70 71-85 86-100
PCI - Area (1,498,984 SY rated streets)
% change from 2017
800,000
700,000
600,000
500,000
400,000
+5%
+3%
300,000
200,000
-22%
100,000
F-I
36-50
PCI = 70
PCI = 50
10
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City of Hutchinson
Public Works
Roadway Maintenance
Work Plan
Considering the department's responsibilities, roadway maintenance has the most effect on the
greatest number of people, so it is among the top maintenance activities done by the
department. Roadway maintenance represents a significant amount of the department's time,
resources and budget.
The average pavement section in Hutchinson is about 540 feet long (about 1.6 typical city
blocks). There are 90.1 miles of street and 881 sections of street. 15.5 miles and 106 sections
are not rated because they are under the County or State's jurisdiction or are unpaved or
undeveloped.
Street condition
#sections
LF
Mi.
Sq Ft
Sg Yds
%%
Poor (0-35)
86
35,414
6.7
1,220,625
135,625
9%
Marginal (36-50)
50
22,994
4.4
820,105
91,122
6%
Adequate (51-70)
110
64,175
12.2
2,179,456
242,162
16%
Good (71-85)
174
94,249
18.0
3,159,851
351,095
23%
Excellent (86-100)
355
177,049
33.5
6,110,817
678,980
45%
Not rated
106
81,926
15.5
3,770,756
418,973
n/a
All roadways
881
475,808
90.1
1,917,957
Department resources
Time allocation: Approximately 3,500 hours (1.7 FTE) for roadway maintenance.
General Fund: Approximately $212,000 for materials and repairs.
Capital Projects Fund: Approximately $275,000 for preservation and repairs.
Priority of streets to maintain:
1) Priority routes (as identified in the snow removal & ice control policy)
2) Business districts (including downtown, highway districts, schools, hospitals, etc.)
3) Parade routes (focus on pedestrian safety)
4) Residential streets
12
Most roadway sections are in EXCELLENT condition (45%).
Maintenance for these sections focuses on preservation:
1) Replay pavement preservation. Replay pavement preservation consists of first
sweeping and cleaning the section. Bio-based preservation material is then applied at a
rate of approximately 0.20 gallons/sq yd. In 30-60 minutes, the roadway is open to
traffic. For high traffic roadways, dividing applications into two or three passes allows
the work to be done under traffic. At this point, it appears likely that sections will
receive Replay pavement preservation applications at least three times, every 6-8 years.
This work is typically done by a contractor.
2) Surface treatments. Other surface treatments are available, have been used, and will
continue to be considered, based on their cost and effectiveness. Surface treatments
include products like Reclamite, GS1388, T-MAT, MACMAT or other polymerized asphalt
or petroleum based products. These products are designed to reintroduce binders that
lock in aggregates while reducing the effects of oxidization. This work is typically done
by a contractor.
3) Crack repair. Crack repair for sections in excellent condition consists of routing and
sealing cracks to at least W x W using high -quality crack repair material. Cracks are
over -banded so material does not extend more than %" above the grade of adjoining
pavement. This work is typically done by a contractor.
4) Localized repairs. Localized repairs are made to address specific areas of distress in
pavements. Whenever possible, distresses are milled or cut out to reach pavement in
sound condition. Approximately 2-3" of pavement is removed, tacked, and bituminous
material is placed to match the grade of adjoining pavement. As necessary, bituminous
material may need to be removed down to the base material. After any base repairs are
made, bituminous material is placed in lifts of 2-3" until matching the grade of adjoining
pavements. Public Works operators typically addresses work in smaller distress areas,
while contractors typically address larger distress areas.
Roadway sections in GOOD and ADEQUATE condition make up the next largest grouping (39%).
Maintenance for these sections focuses on improving the section's condition:
1) Crack repair. Crack repair for streets in good/adequate condition may consist of routing
and sealing low severity cracks, using mastic material and/or lower grade material for
medium severity cracks (with or without routing). Spray injection patching or localized
repairs may be made to address high severity cracks. Public Works operators typically
address work in smaller distress areas. Contractors are used to address larger distress
areas.
2) Spray injection patching. Spray injection patching may be used to address medium to
high severity cracks, primarily as a method to improve ride quality.
13
3) Localized repairs. Localized repairs are made to address specific areas of distress in
pavements. Whenever possible, distresses are milled or cut out to reach pavement in
sound condition. Approximately 2-3" of pavement is removed, tacked, and bituminous
material is placed to match the grade of adjoining pavement. As necessary, bituminous
material may need to be removed down to the base material. After any base repairs are
made, bituminous material is placed in lifts of 2-3" until matching the grade of adjoining
pavements. Skin patching of large areas may also be done. Skin patching consists of a
layer of bituminous material no more than 2" in depth being placed over distressed
pavement or grade imperfections. Skin patches do not typically extend from curb to
curb, nor are they usually more than 25% of a roadway section's length. Public Works
operators typically address work in smaller distress areas. Contractors are used to
address larger distress areas.
4) Sea[ coating. Once crack repairs and/or localized repairs have been completed, the
roadway section may become a candidate for seal coating. Seal coating consists of
sweeping and cleaning the section, placing bituminous oil, placing aggregate, sweeping
up loose aggregate and applying a fog seal. This work is typically done by a contractor.
5) Maintenance overlay. Once crack repairs and localized repairs are complete, the
roadway section may become a candidate for a maintenance overlay. Maintenance
overlays consist of placing a layer of bituminous material no more than 2" in depth over
repaired pavement or grade imperfections. Maintenance overlays generally extend
from curb to curb and typically address at least 25% of a roadway section's length.
Public Works operators typically prepare the roadway for the maintenance overlay by
milling curb edges, milling around utility structures, and making necessary minor repairs
before installing the overlay. Maintenance overlay paving is typically done by a
contractor.
Roadway sections in MARGINAL and POOR condition make up the least amount of sections
(15%).
Maintenance for these sections focuses on the safety of users:
1) Safety -related repairs, The focus for these sections is generally limited to repairs
necessary to address safety concerns. Work will generally focus on crosswalks and
travelled portions of the section (the center 24'). Work outside of the travelled portions
of the pavement section is typically reserved for addressing significant safety concerns.
2) Localized repairs. Localized repairs will be done on sections in marginal or poor
condition, when authorized by the Public Works Manager or designee. Generally
localized repairs will be not be authorized unless the repair will likely move the section
into a higher condition category or be effective for at least two years.
The Public Works department maintains a list of pavement sections that need to be
reconstructed. Once a section is placed on the reconstruction list, maintenance activities are
primarily focused on addressing safety concerns related to potentially hazardous conditions.
14
Factors that are evaluated to determine if sections need to be reconstructed include, but are
not limited to:
• Pavement surface conditions warrant reconstruction (< PCI 40)
• Preservation is no longer cost effective
• Subgrade failure
• Failure of curb, gutter and drainage improvements
• High or low grade on the roadways' crown that affect drainage
• Traffic considerations
• Capacity considerations
• Functional considerations
• Safety considerations
• Condition of associated utilities
• Condition of associated municipal infrastructure
Identifying sections that need reconstruction helps the department allocate its resources to
pavement repairs that maximize cost -benefit.
Local Repairs
A typical maintenance/patching day includes transporting material and equipment, preparing
work sites, conducting patching/repair work and cleaning up.
Most Public Works operators' work focuses on sections with PCIs from 51-100. The following
identifies why City operators focus on sections with PCIs of 51-100:
1) Capable operators— Current Public Works operators are skilled at making
localized pavement repairs.
2) Adequate equipment— Equipment currently owned by the City allows Public
Works operators to make high -quality pavement
repairs.
3) Contracting is expensive — Many contractors focus on larger jobs, so contractors
are usually only willing to do small repairs if they are
highly profitable.
4) PCIs from 51-100 — Repairing defects is typically cost-effective.
5) PCIs 50 or less — Repairing defects is typically not cost-effective.
Limiting maintenance on streets with PCIs 50 or lower to addressing safety concerns and
hazards typically allows adequate time necessary to perform more cost effective repairs on
sections with PCIs 51-100 without increasing crew size. Using Public Works operators,
equipment and resources to address sections with PCIs between 51-100 results in more streets
receiving attention.
15
Crew assignments:
1— Site Preparation
2 — Patcher
3 — Driver
4 — Raker/Finisher
5 — Roller Operator
6 —Truck driver
Typical Crew Size* = As few as one employee when placing cold mix, to as many as six crew
members when hauling and placing larger quantities of bituminous materials
* Crew size does not take traffic control into account. For situations requiring significant traffic control
efforts, additional crewmembers are assigned as needed.
Roadway Maintenance Equipment:
• 1-ton dump truck
• 9,900# tilt -bed trailer
• 46" vibratory roller/compactor
■ 1-ton w/ flatbed -dump
■ 3.5 cubic yard heated asphalt trailer w/ 50 gal tack oil
■ Walk -behind blower
• Backpack blower
• Miscellaneous hand tools
(Seasonal maintenance personnel can operate the majority of this equipment without special
licenses. Early and late in the season, one load of 3.5 cubic yards is typically adequate for
patching. The 46" roller is adequate for most municipal applications.)
• 2 ea. Tandem -axle dump trucks
• Single -axle dump truck for debris
• Wheel loader
• Tilt -bed trailer for skid steer loader
• Skid steer loader
• Skid steer attachments: 1) Bucket; 2) Hydraulic breaker; 3) Asphalt Planer; 4) Pickup
Broom; 5) Kick off broom.
(Full-time, regular operators operate this equipment. Larger repairs will typically require some
or all of this equipment.)
16
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HUTCHINSON CITY COUNCIL
HUTCHINSOK Request for Board Action
A CITY ON PURPOSE.
Consideration of Ordinance No. 20-820 - City Charter Revisions
Agenda Item:
Department: Administration/Legal
LICENSE SECTION
Meeting Date: 1/12/2021
Application Complete N/A
Contact: Matt Jaunich/Marc Sebora
Agenda Item Type:
Presenter: Matt Jaunich/Marc Sebora
Reviewed by Staff ❑�
New Business
Time Requested (Minutes): 10
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OF AGENDA ITEM:
At the December 22, 2020, Council meeting, the City Council held a public hearing and approved
recommendations from the Charter Commission pertaining to revisions to Sections 11.02 and 11.08
of the City Charter. These changes pertain to the following sections in Chapter 11 - Public Ownership
and Operation of Utilities and are encapsulated in Ordinance No. 20-820 which is attached:
Section 11.02 —Appointment and Terms
Section 11.08 — Removal of Commissioners
Minnesota Statute Section 410.12, Subd. 7 allows for Charter amendments to be enacted by
ordinance following a public hearing. These amendments may be considered for adoption by a
unanimous vote of the Council via ordinance. The first reading of the ordinance will take place on
January 12, 2021. Should the Council approve the first reading of the ordinance, a second reading
and adoption of the ordinance will be placed on the January 26, 2021, Council agenda. If the Council
approves the ordinance, the amendments will take effect 90 days from the date of the adoption of the
ordinance. During that 90 day period, citizens can circulate a petition and file with the City a petition
with verified signatures of registered voters requesting that any of the proposed changes above be
voted on at a referendum.
Again, the ordinance must be approved unanimously in order to take effect.
BOARD ACTION REQUESTED:
Approve first reading of Ordinance 20-820 and set second reading for January 26, 2021.
Fiscal Impact: $ 0.00 Funding Source:
FTE Impact: 0.00 Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source: N/A
Remaining Cost: $ 0.00 Funding Source: N/A
Ordinance No. 20-820
Publication No.
AN ORDINANCE ADOPTING REVISIONS TO SECTIONS 11.02 AND 11.08 OF
HUTCHINSON CITY CHARTER
The City Council hereby ordains:
WHEREAS, the Hutchinson Charter Commission met on November 21, 2019, and
September 29, 2020, to review sections of the City Charter for updating or amending pertaining
to eligibility to serve on the Hutchinson Utilities Commission; and,
WHEREAS, the Hutchinson Charter Commission voted unanimously for revisions to be
made to Sections 11.02 and 11.08 in order to allow more people to be eligible to serve on the
Hutchinson Utilities Commission; and,
WHEREAS, Minnesota Statute 410.12, Subd. 7, allows Charter changes to be made by
ordinance,
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
HUTCHINSON, THAT
1. The Hutchinson City Charter be amended as follows:
Section 11.02. APPOINTMENT AND TERMS. The commission shall consist of five (5)
persons, registered voters of Hutchinson, or who is an owner of a business whose principal place
of business is within the City of Hutchinson which is a rate -paver of the Utilities Commission
who shall be appointed by the council. Of the five members, only one member may be a non-
resident business owner. In addition, one of the members may be a member of the city council
appointed annually by the mayor with the consent of the city council, at the first meeting of the
city council in January of each year. After initial appointments for such terms as are set by the
council, a member shall be appointed every year for a term of 5 years, to fill the place of the
member whose term has expired, except for any city council member appointed to serve on the
Utilities Commission, and in such case, that person shall serve a one year term subject to
reappointment. The commissioners in office at the time of adoption of this charter shall continue
to serve the term to which they were previously appointed. Commissioners shall qualify for their
office by taking and subscribing to the oath of office required of members of the council and
filing the same with city administrator. They shall hold office until their successors are
appointed and qualified and vacancies in office for any cause shall be filled for the balance of the
term in which the vacancy occurs in the same manner as the original appointment is made. No
member shall serve more than two consecutive five-year terms, exclusive of the fulfillment of an
unexpired term, but shall be again eligible for such service following a break in service of not
less than one year. The members of the commission, excluding the city council member, may
receive compensation for their services as determined by the council.
Section 11.08. REMOVAL OF COMMISSIONERS. If a commissioner is guilty of
malfeasance or misfeasance in office, has become incapacitated to hold office, or ceases to be -a
°side„t ofthe City f14u4ehinse„ to maintain the qualifications necessarrgppointinent to the
commission and such fact is brought to the City Council by council investigation or a petition of
ten (10) or more voters of the City of Hutchinson, the commissioner may be removed from office
by a four -fifths (4/5) majority vote of the council. Upon the filing of any such fact, together with
a copy of such charges, such commissioner shall be notified of the time and place where the
council will meet to consider such charges. Notice shall be given at least ten days before the
meeting, at which time such commissioner shall have the right to be present and produce
testimony and evidence. No member of the commission shall continue in office after the loss of
any qualification required for appointment to that position.
2. Changes to the City Charter will take effect 90 days from adoption of this ordinance.
Adopted by the City Council this
Attest:
Matthew Jaunich, City Administrator
day of 12021.
Gary T. Forcier, Mayor
HUTCHINSON CITY COUNCIL ct=y�fl1
Request for Board Action 7AL Zwl,7
Agenda Item: Consideration of Amendments to - Pandemic Staffing Policy No. 3.35
Department: Administration
LICENSE SECTION
Meeting Date:
Application Complete N/A
Contact: Matt Jaunich
Agenda Item Type:
Presenter: Matt Jaunich
Reviewed by Staff ❑
New Business
Time Requested (Minutes): 5
License Contingency N/A
Attachments: Yes
BACKGROUND/EXPLANATION OFAGENDA ITEM:
Attached is the City Pandemic Staffing Policy - Police No. 3.35. Administration is proposing to amend the policy as
noted and due to the following:
Policy 3.35 provides for paid pandemic leave that is available to all regular full time and regular part time employees
for a period of up to two weeks at their normal rate of pay. The leave is available to essential employees who are not
able to work due to personal illness, quarantine, exposure to the pandemic illness, or other eligible absence, and to
non -essential employees who are directed not to report to work, not working remotely, or not able to work due to
illness, to care for an ill immediate family member, quarantine, child care issue, or other allowable absence.
This leave is in addition to any previously accrued City leave (sick/vacation) and the leave available through the
federal Families First Coronavirus Response Act (FFCRA). Per Policy 3.35, this City COVID leave is only available if
the City is in a declared State of Emergency. The City has not been in a "state of emergency" for many months, but
we continue to deal with numerous employee -related COVID absences.
We have employees who have used the 80 hours of emergency sick leave provided by the FFCRA and have
extended isolation periods and/or subsequent COVID related incidences where they cannot be at work and are forced
to use their City accrued leave, which for some employees is very limited. A situation we have encountered is when
there is a family member with COVID, and because our employee cannot isolate form this person, the employee is out
of work for up to 24 calendar days. Another situation is an employee who has been out of work for the required 14
days due to a close contact situation and has contracted COVID afterward.
To address these unprecedented employee situations related to COVID, it is requested that the City Council consider
amending the policy language a proposed to allow the City Administrator to approve use of this temporary City leave,
up to the two -week maximum, for those employees who have not yet exhausted this leave balance, retroactive to
November 29, 2020.
BOARD ACTION REQUESTED:
Consideration and adoption of amendments to City policy number 3.35 retroactive to 11/29/2020.
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: No
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source:
Remaining Cost: $ 0.00 Funding Source:
City of
Policy No. 3.35
POLICY
-PERSONNEL -
PANDEMIC STAFFING
DATE ' 4� January 2021
NO. 3.35
SOURCE ADMINISTRATION 4 Pages
PURPOSE: To establish a policy for city staffing during a Pandemic Event.
STATEMENT OF POLICY:
In the event of a pandemic in the City of Hutchinson, where the city would declares an
"Emergency Declaration", city staffing may need to be adjusted to slow the spread of the
disease, while at the same time allowing the City to continue to provide essential services.
1. What is a Pandemic?
According to the Centers for Disease Control and Prevention, a pandemic is a global
disease outbreak. A pandemic occurs under the following conditions:
a. A new disease emerges, against which there is little or no immunity in humans.
b. It spreads easily from human to human; and,
c. It infects humans and causes severe illness, and even death.
2. Maintaining City Government
City officials are committed to maintaining a working government should pandemic
occur. Plans and strategies are being developed to ensure continuous operation of City
services.
City employees (regular full time and regular part time) may be especially concerned
about how a pandemic outbreak could affect their jobs and livelihood. The following
information is designed to provide general information on leave and pay options during
a pandemic.
3. Work Options
Essential/Emergency Employees
City employees in the Essential/Emergency service departments that include police, fire,
water, wastewater, and other public works departments such as cemetery and streets
will be expected to report to work as directed. Absences will only be allowed per the
following: 1) the employee's personal illness that may affect other employees, 2)
circumstances that will be considered on a case -by -case basis and justify excusing an
employee from duty because of an individual hardship or circumstance unique to the
employee, and, 3) brief family emergencies. Employees refusing to follow orders may
be subject to appropriate discipline, up to and including termination.
The City is working to have measures in place to assist these employees to ensure that
their families' needs are being adequately addressed to allow them to report to work and
to perform their work efficiently and effectively.
City employees not normally employed in an essential position but who may have skills
and abilities to do so may be required to work in or be assigned to an essential position.
Other Employees
A pandemic may cause non -essential employees to be unable to work from their regular
location, or they may have obligations outside the office because of a pandemic which
might prevent them from reporting to their regular work location. Employees may also
be unable to work because they or close family members are ill or contagious, or a
decision may be made by City officials to reduce the potential for contact by
recommending or directing employees remain at home.
One way to slow the spread of disease is to minimize person -to -person contact, known
as "social distancing". Workplaces may provide opportunities for a disease to spread,
so in the event of a severe pandemic, City employees who are able to do so may be
directed to work from an alternate location, afforded the opportunity to work an
alternative schedule, or possibly telecommute (work from home).
Alternative work schedules include, but may not be limited to, the following:
a. Establishing different start and stop times for regularly scheduled work days
b. Establishing different work days in the established work week
c. Compressing work schedules( i.e. allowing an employee who normally works five
8-hour days to work four 10-hour days in the established workweek)
d. Reducing hours
Telecommuting opportunities will be considered on a case by case basis and allowed
only as determined by the City.
4. Absences and Accrued Time
If an employee or a family member (spouse, dependent child, parent, adult child, sibling,
mother-in-law, father-in-law, grandchild, grandparent, or stepparent) becomes ill, the
City Personnel Policy — Employee Handbook provides the following options:
a. Sick Leave — The current City sick leave policy as included in the City Personnel
Policy — Employee Handbook remains in place in the event of a pandemic
influenza. Employees may request to use their accrued sick leave for their own
illness or to care for a dependent child who is ill or receiving medical treatment.
Up to a maximum of 160 hours of sick leave may be used for caring for the
employee's adult child, spouse, sibling, parent, mother-in-law, father-in-law,
grandchild, grandparent, or stepparent.
b. Sick leave may also be used if health authorities or a health care provider
determine that an employee's exposure to a pandemic influenza virus
jeopardizes the health of others by their presence on the job, even if he
employee has not fallen ill.
c. Vacation Leave/Compensatory Time — Employees have the option of
requesting the use of accrued vacation leave and/or compensatory time during a
pandemic influenza. This option would most likely be used when an employee
anticipates that their available sick leave hours will not cover the anticipated
absence due to their own personal illness or that of a close family member.
Vacation and compensatory time use will not be granted to employees who are
needed at work and who are not ill or caring for a sick close family member. Like
sick leave, vacation leave may also be used if health authorities or a health care
provider determine that an employee's exposure to a pandemic influenza virus
jeopardizes the health of others by their presence on the job, even if he
employee has not fallen ill.
d. Donated Leave — The current City leave donation policy will remain in place
during a pandemic influenza.
e. Family Medical Leave Act — The Family Medical Leave Act gives eligible
employees the right to take up to 12 weeks of leave without pay for a serious
health condition or to care for a spouse, dependent child, or parent with a serious
health condition. City policy requires that employees substitute accrued sick
leave and/or vacation leave for the unpaid time.
5. Paid Pandemic Leave
During a pandemic, paid leave is available to all regular full time and regular part time
employees for a period of up to two weeks at their normal rate of pay. Paid pandemic
leave may not exceed the standard scheduled hours per week for full-time employees
and the average scheduled work hours per week for part-time employees. Leave may
not result in an overtime situation.
The leave is available to essential employees who are not able to work due to personal
illness, quarantine, exposure to the pandemic illness, or other eligible absence, and to
non -essential employees who are directed not to report to work, not working remotely,
or not able to work due to illness, to care for an ill immediate family member, quarantine,
child care issue, or other allowable absence.
The Paid Pandemic leave is used prior to the use of any accrued sick leave, vacation
leave, or compensatory time. When the paid pandemic leave is exhausted, employees
may use any other accrued leave for absences related to a pandemic event.
The City Council reserves the right to lengthen the available paid pandemic leave period
provided by this policy depending on the pandemic situation and advisories issued by
the Minnesota Department of Health (MDH) and the Centers for Disease Control (CDC).
The temporary pandemic leave ceases when it is exhausted and/or when the
Emergency Declaration by the City allowing for the leave is lifted, whichever occurs first.
The City Administrator, at his/her discretion, may allow use of the temporary
leave during a pandemic when an emergency declaration is not in place.
6. Personal Leave Without Pay
If an employee has exhausted his or her available annual or sick leave or other forms of
paid time off, he or she may request leave without pay. The City Administrator may
grant any regular employee a leave of absence without pay for a period not exceeding
90 days except that the City Administrator may extend such leaves to a maximum
period of one year in case the employee is disabled or where extraordinary
circumstances, in the City Administrator's judgment, such as a pandemic flu event,
warrant such extension. No vacation, holiday, sick leave or other benefits, except group
insurance coverage, shall accrue during a leave of absence without pay. The eligibility
for group insurance during such leave shall be governed by the terms of the policy in
force at the time. The City shall not pay any costs of insurance premiums for an
employee taking a (personal) leave of absence without pay.
7. Lay -Off
The City may need to lay-off non -essential employees. These employees may
substitute accrued time (vacation/compensatory time) in lieu of unpaid lay-off.
8. Employee Pay
The City is taking steps to ensure there will be no disruptions to the regular issuance of
employee pay during a pandemic. Mandatory direct deposit will remain in effect.
In the event of a pandemic disease outbreak, the City will adhere to the Fair Labor
Standards Act regarding overtime compensation. Employees may be required to
perform overtime work and the City may discipline an employee for failure to report for
scheduled overtime work.
9. Insurance Coverage and Other Benefits
a. Insurance - It is the City's understanding and intention that health, dental, life,
and long term disability insurance benefits will continue regardless of the severity
of a health crisis. In the event of unpaid personal leave without pay or a lay-off,
insurance coverage ceases per the existing City plan. Employees may purchase
coverage at their own expense per COBRA regulations.
b. Flexible Spending Accounts (Health Care and Dependent Care) — The City
does not see a need for special procedures for the Flexible Spending Account
program at this time. Claims will continue to be submitted to TASC, the City's
Flex plan administrator for processing and payment.
Due to a pandemic event, there may be a significantly increased number of
claims. This may increase the time it takes for claims to be processed and
reimbursements to be received.
10. Family Plan
City employees are encouraged to have a "family emergency plan" for their residence to
ensure their family has provisions when the employee reports to work during the
emergency.
c HUTCHINSON CITY COUNCIL
HUTCHINSON Request for Board Action
A CITY ON PURPOSE.
Calling a Special Workshop Meeting for 4.00 pm on February 9
Agenda Item:
Department: Administration
LICENSE SECTION
Meeting Date: 1/12/2021
Application Complete N/A
Contact: Matt Jaunich
Agenda Item Type:
Presenter: Matt Jaunich
Reviewed by Staff ❑�
New Business
Time Requested (Minutes): 1
License Contingency N/A
Attachments: No
BACKGROUND/EXPLANATION OFAGENDA ITEM:
Staff is looking for the City Council to call a special workshop meeting for 4.00 p.m. on February
9. The purpose of the workshop will be to go through the first draft of a General Fund Balance
Policy. This will be a follow up from the discussion that took place at our December 22 city
council meeting.
BOARD ACTION REQUESTED:
Approval of calling a special workshop meeting for 4:00 p.m. on February 9 to discuss a General Fund
Balance Policy
Fiscal Impact: Funding Source:
FTE Impact: Budget Change: New Bu
Included in current budget: No
PROJECT SECTION:
Total Project Cost:
Total City Cost: Funding Source: N/A
Remaining Cost: $ 0.00 Funding Source: N/A
CITY OF HUTCHINSON
Pedestrian and Bicycle Advisory Committee
Wednesday, December 18th, 2019
2:00 p.m.
City Center
Meeting Minutes
Members present: Michelle Kiefer, John Hassinger
Others Present: Dolf Moon, Sara Witte
Absent: Kent Exner (City Engineer), John Olson (Public Works), Sara Turrell,
Steve Cook, Mark Hanneman, Dave May
1. Review of last meetings minutes — Motion to approve September meeting minutes made
by Michelle, seconded by John H.
2. Education/Promotion/Community Wellness
a) Bike/Walk to Work/School- Hutch Health helped to organize the walk to school event
on Oct. 2"d, with some participation. Bike train has had zero participation.
b) Bike Rides- Rotary- Next year date is Sunday 6/14/20.
c) Community Events —Wellness Committee/HH is working on a plan -sub committees.
d) Friends of Luce Line- No update.
e) SHIP -Brett- No update.
Walk, Bike, Fun program updates -Michelle -Bike Alliance was renewed from
MNDOT
3. Trail Counts
Physical counting conducted @ Eheim 2" week of July- Still needing to compile the data
into a readable format.
4. Trail Projects
2019 projects: Finished Northwood's trail -completed, 5t' Ave. SW to SE corridor, South
Grade road project to be completed in Nov.
Will get a 2020 project list from public works for the March meeting.
5. Street Crossings/Bike racks
Hwy 7 & Montana update- HAWK system-2020
Elks donated money for the purchase of the bike fix -it station at Rec Center/Aquatic
Center, this was installed in September
New bike station also added in Silver Lake
Talk with John Olson about freshening up sharrows- Franklin & Hassan
6. Luce Line Trail
DNR did good job of maintenance along trail this year
7. County Trail- Dakota update
Possible bike station to be added in Lester Prairie?
8. Committee Goals for 2020
Other
• Passport to the Park -Helmet distribution- maybe see about having an event like this again
in the future
NEXT MEETING: March 18th, 2020 2:00 p.m.
CITY OF HUTCHINSON
Pedestrian and Bicycle Advisory Committee
Wednesday, September 16th, 2020
2:00 p.m.
Via Zoom meeting
Meeting Minutes
Members present: Michelle Kiefer, Dave May, John Hassinger, Mark Hanneman
Others Present: Brett Nelson (SHIP), Sara Witte
Absent: Kent Exner (City Engineer), John Olson (Public Works), Dolf Moon
(PRCE), Steve Cook
1. Review of last meetings minutes — December 2019 Motion to approve made by Mark
H., seconded by John H.
2. Education/Promotion/Community Wellness
a) Bike/Walk to
Work/School-
With Co-VID no organized walk/bike ride, but promoting of a "Bike to
Anywhere" day by BikeMN
b) Bike Rides- All being done virtual- Jessie James/Tour De Tonka. BikeMN sponsored
4 week long biking campaign. Informal (do on your own) Mark mentioned of the
Strava App to keep track of physical fitness activity. John H. mentioned of some
seniors riding together when possible.
c) Friends of Luce Line- meetings have been held via Zoom
d) SHIP -Brett -Wrapping up SHIP grant cycle- MNDOT education campaign and he
spoke on the Glencoe Active Living group trying to get some good initiatives going
in the Glencoe community.
e) Walk, Bike, Fun program updates -Michelle -Putting together a 3 part Teacher guide
(self -paced) Zoom training- then small group on site. Also working on Distance
Learning guides- Michelle will share with the group
3. Trail Counts
Cameras were placed at Bluff, Eheim and Oddfellows in June
Physical counting was conducted at Eheim 2nd week of July
*Still needing to compile the data into a readable format.
4. Trail Projects
2020 projects: John O. emailed update in May
5. Street Crossings/Bike racks
Hwy 7 & Montana update- HAWK system-2020-no update given
6. Trail updates: Luce Line, Dakota, etc.
MNDOT trail use counter near Arch Street- no update given
7. Committee Goals for 2020:
Community Outreach on bike education- possible after school programs using Bike/Fun
activity guides
Other discussion:
Come up with a possible logo for our committee, something that the community would
recognized- Sara will have Leslie in the PRCE office work on some ideas
Common Cup ministries gave away 25-30 bikes at the end of summer, they are always looking
for more
Brett spoke more on the Glencoe "In Motion" group. They have their own facebook page and
logo
Some of their initiatives include:
Supporting of walking/biking in Glencoe
Signage- showing distance between frequented locations in the community
Designate a bike/ped group
Walking challenge in spring 2021
Colorful crosswalks
NEXT MEETING: December 16th, 2020 2:00 p.m.
Library Board Meeting
September 21, 2020
Note: After an extended furlough from in -person meetings, Library Board members met, socially
distanced, at the Pavilion in Library Square, at 4:30 pm, on the 21 st. Katy Hiltner, librarian, kept the
Board well-informed of all Library activities during the months without meetings.
Board President, Carolyn Ulrich, and members expressed their appreciation of the many creative efforts
taken by library staff to continue appropriate (within pandemic guidelines) services to the citizens of
Hutchinson.
Members Present: Carolyn Ulrich, Mary Christensen, Margaret Hoffman, Kay Hultgren, Dianne
Wanzek, and Katy Hiltner, Ex-officio.
Excused: Jared Golde and Julie Lofdahl
Minutes from the February 24, 2020, meeting were reviewed and accepted.
Old Business:
1. Overview of Library Services and Happenings (March -September): Bd members again
expressed their appreciation for Katy's frequent updates about services, staff, etc.
Staff Changes: Carol Koehler, Library Assist. II, retired in June. Two new Library
Assistant I staff have been hired. Rachelle Golde is now Children's Librarian for both Hutchinson and
Litchfield, spending 2 days a week at each location, with one "digital" day. This gives her full-time
status, with her salary split between the two library budgets.
COVID Safety Measures: Katy reported that library staff feels supported by good
safety measures such as: installation of plexiglass at desk, a good cleaning crew, quarantine room
(meeting room) for materials, and other actions (appointments, etc.).
2. Board Terms: Carolyn has accepted her second term on the Board and will remain President.
All other officers are staying on in their positions (Dianne Wanzek, v-pres.; Kay Hultgren, sec.; Julie
Lofdahl, back-up secretary).
3. Program Reports and Updates:
Digital Programs: Several opportunities have been offered and taken advantage of by
the public throughout past months.
Online Book Discussion: A large number, of the 38 registered, participated in reading
and discussing the book, How to Be an Anti -Racist.
Summer Reading: A total of 16 adults participated in the Adult Summer Reading
Challenge. Six grand prize winners were rewarded with certificates for Culver's custard. The library is
greatly appreciative of Culver's donation of prizes.
Youth Services: Board members received an extensive report from Rachelle Golde,
describing all the programs offered for children, teens/YA during the summer, as well as those being
offered this fall. Summer programs ranged from digital book programs, cable TV story times, take and
make kits, posts about ideas and activities for Coding and Lego clubs, etc. Fall programs will extend
summer offerings, with the addition of a digital bedtime story time, book clubs, etc. (Please see the
attached report for detailed information.)
Grants: A grant applied for, from Kiwanis Club, resulted in the library receiving $900
for purchasing early literacy and sports books. A grant for $2000, from the LJ Burich Foundation, will go
towards purchasing books in Spanish for all collections.
Page 2
New Business:
1. 2021 Budget Request:
Katy reported that there will not be an increase in the budget request to Pioneerland for
2021. The library has funds in reserve to apply toward salary increases and other planned expenditures.
2. Phases of Library Services:
Appointments: appointments for in -library services will continue.
Access: Doors remain locked to better monitor access for appointments and services.
This will be reviewed from time to time.
3. Virtual Programs for Fall/Winter:
Youth Services: Detailed in Rachelle's report.
Adults: Katy plans to submit two Legacy grants for the McLeod County Libraries. The
One Book, One Community committee is planning a virtual program for the selected community read
book. Friends of the Library continue with their table of books for sale inside the library. In addition,
they are considering putting a cart outside (free-will donations) with a selection of books from their
abundant stock.
4. Library Buzz: Board members shared one book title from the many they have read over the
past few months:
Katy: Anxious People (F) by Fredrik Backman
Margaret: The Splendid and the Vile (NF) by Erik Larson
Kay: There, There (F) by Tommy George
Dianne: The Book Woman of Troublesome Creek (F) by Kim Michele Richardson
Carolyn: Cross of Snow (NF) by Nicholas Basbanes
February -September Donations and Grants:
Kiwanis Club Grant $900.00
Friends of Library $5,555.92 (payment for DVDs and audio books in 2019)
I.J. Burich Family
Foundation grant $2,000.00
3M Grant $500.00 (summer reading program)
American Legion Aux. $100.00 (book memorials)
Everett "Les" Young
Family donation $100.00 (book memorial)
Anonymous Donations $20.00
Total=$9175.92
Next Meeting: TBD
Minutes submitted by Kay Hultgren, Secretary
MINUTES
Regular Meeting — Hutchinson Utilities Commission
Wednesday, November 25, 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
2. 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.
3. Approve Financial Statements
GM Carter presented the Financial Statements. Electric Division net profit increased
by S17k despite lower usage and revenues mostly from a decrease in expenses
directly related to providing power including purchased power, transmission, and
fuels. There was no power cost adjustment for October. Natural Gas Division net
profit increased by $19k led by an increase in customer revenue along with a
decrease in operating expense. December is looking to be milder.
Motion by Commissioner Cheney, second by Commissioner Wendorff to approve
the financial statements. Motion carried unanimously.
4. Open Forum
5. Communication
a. City Administrator — Matthew Jaunich — Absent
b. Divisions
i. Dan Lang, Engineering Services Manager — Absent
ii. Dave Hunstad, Electric Transmission/Distribution Manager — Absent
iii. Randy Blake. Production Manager — Absent
iv. John Webster. Natural Gas Division Director — Absent
v. Jared Martig, Financial Manager- Absent
c. Human Resources - Brenda Ewing — Absent
d. Legal — Marc Sebora —
i. City Council approved the reappointment of Commissioner Wendorff
e. General Manager — Jeremy Carter
i. EV Charger update
ii. Staff is working alternating half crew shifts. This plan is consistent with the
earlier plan implemented back on April 6. This initial plan will last until January
8.
iii. Working on year end tasks
iv. Plant 2 substation and site work will start late this week/early next week.
6. Policies
a. Review Policies
i. CIP Rebate Level of Authority
ii. Delegation of Authority Policy
iii. Financial Reserve Policy
iv. Investment Policy
v. Purchasing Policy/Credit Cards/Fixed Assets
vi. Service Beyond City Limits of Hutchinson
No changes recommended at this time.
b. Approve Changes
i. Payments of HUC Payables
ii. Surplus Property Policy
GM Carter noted the revised date for the New Year on Payments of HUC Payables.
GM Carter and Mr. Sebora reviewed the Surplus Property Policy and changes are
recommended to more mirror the state and keep HUC in compliance.
Motion by Commissioner Hanson, second by Commissioner Cheney to Approve
Policy changes. Motion carried unanimously.
7. Unfinished Business
a. Approve Bright Energy Choices Program
GM Carter recapped last month's discussion regarding the Bright Energy Choices
Program. Discussions were held on if the program would be voluntary, community
participation and if this program would assist companies coming to town. Currently
HUC's total energy supply is 71 percent carbon -free based upon energy generated
from wind, solar. nuclear, and other carbon -free energy sources. Through this Bright
Energy Choices Program, HUC can purchase Renewable Energy Credits (REC's)
from MIRES to offset the remaining 29 percent of energy coming from carbon -based
power resources and make Hutchinson 100 percent carbon free. GM Carter noted
for any commercial customer choosing the 100% renewable option, HUC will cover
the first 29% of the REC's to be consistent with the amount purchased for the
customers to be 100% carbon -free or "Clean" energy.
Consensus from the board is to move forward with the Bright Energy Choices
Program and to review on an annual basis.
2
Motion by Commissioner Hanson, second by Commissioner Morrow to Approve the
Bright Energy Choices Program for all of HUC's rate classes to move to 100% clean
energy with the option for commercial customers to go 100% renewable as an adder
at the customer's discretion and for this Bright Energy Choices Program to be
reviewed annually starting the Fall of 2021. Motion carried unanimously.
8. New Business
a. Approve Non -Waiver of Tort Liability Limits for General Liability Insurance
GM Carter presented the requirement by League of Minnesota Cities Insurance
Trust. Staff is recommending to not waive the tort liability limits. Completion of
the Wavier form is done annually. In the past HUC has not waived the municipal
tort limit.
After discussion, a motion by Commissioner Cheney, second by Commissioner
Wendorff to Approve Non -Waiver of Tort Liability Limits for General Liability
Insurance. Motion carried unanimously.
b. Approve Customer Uncollectable Write -Offs
GM Carter presented the Customer Uncollectable Write -Offs. HUC is requesting
to approve write-offs of $24,998.20. This amount is more than last year due to a
retail company filing bankruptcy. Mr. Morrow recognized the Staff on a job well
done.
A motion by Commissioner Morrow, second by Commissioner Cheney to Approve
Customer Uncollectable Write -Offs. Motion carried unanimously.
c. Approve Selling of Surplus Vehicles
GM Carter presented Selling of Surplus Vehicles. As part of HUC's Fleet
Management Program, it is recommended to sell the listed vehicles from the 2020
Fleet Schedule.
After discussion, a motion by Commissioner Hanson, second by Commissioner
Cheney to Approve Selling of Surplus Vehicles. Motion carried unanimously.
d. Discuss Date for Performance Review of Hutchinson Utilities General
Manager
Ms. Radke discussed the Date for Performance Review of Hutchinson Utilities
General Manager. Per the General Manager's contract with Utilities, an annual
Performance Review is to be conducted. Generally, this review has occurred in
December at the scheduled Commission Meeting or it can occur at a Special
3
Meeting. It is up to the Commission on when the Performance Review should be
held. GM Carter would have the opportunity to decide if it would be an open or
closed session. When the date is decided, review forms will be sent to all the
Commissioners. After Commissioners have completed and returned review
forms, all results will be compiled for discussion at the review.
After discussion, GM Carter and Commissioners agreed to have the review at the
December 16, 2020 Commission Meeting.
e. 2021 Budget Presentation
GM Carter presented HUC's 2021 Preliminary Budget. GM Carter noted Bright
Energy Choices is not included in this. GM Carter highlighted for combined
divisions, revenues are at $41.3M with expenses at S39.8M with a Net Profit of
$1.6M, which was an increase in net profit of $163K over last year. Both the
Electric Division and Gas Division remained stable.
Electric Division, Retail Customer Sales is at $25.41M down by $186K, which is
based on only projecting $1.3M in PCA, where last year it was $1.5M. Forecasted
Kwhr sales for 2021 is 281,099,231 kwhr's which is a .43% reduction from 2020
of 282,305,883 kwhr's. Sales for Resales, projecting $353K increase over 2020
budget. Capacity Sales are increasing to $474K while showing a decrease in
Market Sales of $121 K. Other Revenues of $308K is made up of Additional
customer charges (only budgeting 6 months), Interest Earnings and Bond
Premiums.
GM Carter reviewed the Pictorial Graphs; these graphs show the overall
comparison as to how the revenue is derived. The Consumption History graph
shows a snapshot of each customer class loads, which is fairly flat.
GM Carter spoke on the Electric Division Expense Budget Highlights. Health
Insurance will be staying with Medica with a 7% decrease. Dental, LTD, Basic
Life & AD &D benefits remain the same. PILOT remains the same as the 2020
Budget. GM Carter reviewed the GRE/MISO Transmission Expense of a S520K
increase, along with the MIRES Baseload Contract Expense of a $458K decrease.
Additional Operating Expenses of $25K for Compensation Study, $25K for Citizen
Survey Study, $50K for Electric Distribution Study, $50K for McLeod Sub SCADA
design and commissioning work and S30K for LED Light Retrofitting Project were
also highlighted.
Mr. Sebora left the meeting at 3:50pm.
After discussion of the Electric Division preliminary budget, GM Carter reviewed
an overview of the Natural Gas Division. Retail Customer Sales has a decrease of
$21 K and shows a 1.36% increase in forecasted Retail MCF's sold. Contract
Sales of 3M and HTI show a decrease in revenue of $67K. GM Carter highlighted
Other Revenues of $2.1M; which are made up of N.U/HCP/UFC Transport/
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Reservation Fees, Electric Division Transportation Fees, Bond Premiums, Late
Charges/Fees (only budgeting 6 months), Interest Income and Brownton & HCP
operation/maintenance Agreement. GM Carter noted Brownton is looking to add
water meters but HUC is not able to help with this project until after the first of the
year.
GM Carter concluded by reviewing the pictorial graphs and expense budget
highlights of the Natural Gas Division. Additional Operating Expenses of $10K for
RTU's/Flow Boss equipment, $40K for Transmission ROW Maintenance, $25K for
Compensation Study, $25K for Citizen Survey Study and S30K for LED Light
Retrofitting Project were also highlighted. GM Carter noted that currently HUC is
at 53 FTE and anticipate to stay in the range of 50-53.
GM Carter spoke of the oil spray problems with Units 6 & 7. HUC has been
running the engines trying to reach the 1,000 hour mark but have been
experiencing several issues. The engines have developed an oil leak at the
crankshaft end next to the generator. The engines have been tripping off-line due
to an oil mist shutdown. Engineers have not been able to travel to HUC due to
COVID-19 but has been in contact through conference calls. Staff, Caterpillar
and Ziegler from Shakopee have been continuing to work on the oil spray issues.
GM Carter noted PILOT conversations will need to start again the first part of
2021.
GM Carter looked to the Commission for questions, concerns or comments on the
2021 Budget Presentation.
There were no concerns from the Commissioners.
9. Adjourn
There being no further business, a motion by Commissioner Cheney, second by
Commissioner Hanson to adjourn the meeting at 4:19p.m. Motion carried
unanimously.
ATTEST:
Don Martinez, President
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Robert Wend6rff, Secr