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cp01-11-22HUTCHINSON CITY COUNCIL MEETING AGENDA TUESDAY, JANUARY 11, 2022 CITY CENTER — COUNCIL CHAMBERS (The City Council is provided background information for agenda items in advance by city staff, committees and boards. Many decisions regarding agenda items are based upon this information as well as: City policy and practices, input from constituents, and other questions or information that has 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 Community 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 or, 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 staffi 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 15407 — Resolution Accepting Cash Donations to Hutchinson Police Department for Future Equipment Purchases PUBLIC COMMENTS (]his 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 —state your name and address for the record. Please keep comments under 5 minutes. Individuals wishing to speakfor more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, but please refrain from personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of December 28, 2021 CONSENT AGENDA (The items listedjor 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) Resolution No. 15409 - Appointing Matthew Jaunich as City Administrator for 2022 (b) Resolution No. 15410 - Designating Official Newspaper as Hutchinson Leader (c) Resolution No. 15406 - Designating Depositories of City Funds in Commercial Banks and Institutions (d) Selection of Council's Vice President — Chad Czmowski (e) Designation of Council Representatives to Boards & Commissions: AIRPORT COMMISSION— Gary Forcier CITY COUNCIL AGENDA -January]], 2022 2. HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY (EDA) — Chad Czmowski and Mary Christensen 3. HUTCHINSON HOUSING AND REDEVELOPMENT AUTHORITY (HRA) — Gary Forcier 4. LIBRARY BOARD — Mary Christensen 5. PARKS, RECREATION, COMMUNITY EDUCATION ADVISORY BOARD — Chad Czmowski 6. PLANNING COMMISSION — Dave Sebesta 7. PUBLIC ARTS COMMISSION — Pat May 8. BICYCLE -PEDESTRIAN ADVISORY COMMITTEE — Pay May 9. SUSTAINABILITY BOARD — Pay May (f) Designation of Council Representatives to Other Standing Boards/Committees: 1. MID-MINNESOTA COMMISSION — Dave Sebesta 2. JOINT PLANNING BOARD — Dave Sebesta 3. HUTCHINSON DOWNTOWN ASSOCIATION — Gary Forcier 4. FIRE RELIEF ASSOCIATION — Fire Chief Mike Schumann, City Administrator Matthew Jaunich, Mayor Gary Forcier 5. RESOURCE ALLOCATION COMMITTEE — Gary Forcier and Chad Czmowski 6. WAGE COMMITTEE — Pat May and Dave Sebesta 7. REGIONAL RADIO BOARD — Dave Sebesta 8. LABOR UNION NEGOTIATION COMMITTEE — Gary Forcier and Mary Christensen 9. MARKETING AND BRANDING COMMITTEE — Mary Christensen and Pat May (g) Designation of Council Representatives to Other Temporary Committees: 1. NEW POLICE/PUBLIC SAFETY FACILITY CORE PLANNING GROUPS — Gary Forcier and Mary Christensen 2. LAKES/RIVER BASIN STUDY TECHNICAL ADVISORY PANEL (TAP) — Gary Forcier and Chad Czmowski (h) Consideration for Approval of 2022 City Calendar (i) Consideration for Approval of Resolution No. 15405 — Resolution to Sell at Auction Surplus Property (Creekside Semi -Trailer) (j) Consideration for Approval of Resolution 15408 — Resolution Amending the Minnesota Municipal Gas Agency Agreement (k) Claims, Appropriations and Contract Payments PUBLIC HEARINGS — 6:00 P.M. - NONE MMUNICATIONS REQUESTS AND PETITIONS purpose oj this portion oj the agenda is to provide the 777777ith information necessary to craft wise policy. ides items like monthly or annual reports and communications from other entities.) 2 CITY COUNCIL AGENDA -January]], 2022 8. HUTCHINSON PARKS & TRAILS MAP — JOSIE MYERS PRESENTATION 9. LIQUOR HUTCH YEAR END REPORT UNFINISHED BUSINESS 10. APPROVE/DENY SECOND READING AND ADOPTION OF ORDINANCE NO. 21-828 — AN ORDINANCE AMENDING SECTION 31.25 OF THE HUTCHINSON CITY CODE — LIBRARY BOARD NEW BUSINESS 11. APPROVE/DENY AWARDING BID FOR BURICH ARENA — EAST RINK RE -ROOF AND FACADE PROJECT 12. APPROVE/DENY CITY OF HUTCHINSON COVID-19 VACCINATION, TESTING AND FACE COVERING POLICY 13. APPROVE/DENY AMENDING CITY POLICY NO. 3.27 SICK/VACATION LEAVE DONATION 14. APPROVE/DENY SETTING DATE FOR CITY ADMINISTRATOR'S ANNUAL PERFORMANCE REVIEW 15. APPROVE/DENY RESCHEDULING FEBRUARY 8, 2022, CITY COUNCIL MEETING TO 4:00 P.M. GOVERNANCE e purpose o t is portion of the agenda is to deal with organizational development issues, including policies, performances, and other matters that manage the logistics of the organization. May include monitoring reports, policy development and governance process items.) 16. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS a) Hutchinson Utilities Commission Minutes from November 24, 2021 b) Economic Development Authority Board Minutes from December 1, 2021 MISCELLANEOUS 17. STAFF UPDATES 18. COUNCIL/MAYOR UPDATE 19. CLOSED SESSION PURSUANT TO MINNESOTA STATUTE § 13D.05, Subd. 3(c) TO DISCUSS SALE OF REAL PROPERTY LOCATED AT 1005 HWY 15 SOUTH ADJOURNMENT CITY OF HUTCHINSON RESOLUTION NO. 15407 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 A.R. Weber Russell & Lorraine Erickson Amount Donation Date $500.00 1 /3/2022 $100.00 1 /3/2022 WHEREAS, such donations have been contributed to the City of Hutchinson Police Department towards future equipment purchases. 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 11th day of January 2022. ATTESTED: Matthew Jaunich City Administrator APPROVED: Gary T. Forcier Mayor HUTCHINSON CITY COUNCIL MEETING MINUTES TUESDAY, DECEMBER 28, 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, input from 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 Mary Christensen, Chad Czmowski, Dave Sebesta and Pat May. Others present were Matt Jaunich, City Administrator, and Marc Sebora, City Attorney. (a) Approve the Council agenda and any agenda additions and/or corrections Motion by Christensen, second by Sebesta, to approve the agenda as presented. Motion carried unanimously. 2. INVOCATION (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 religiousl'spiritual organization. The views or beliefs expressed by the invocation speaker have not been previously reviewed or approved by the Council or slaffi 3. PLEDGE OF ALLEGIANCE 4. RECOGNITION OF GIFTS, DONATIONS AND COMMUNITY SERVICE TO THE CITY (a) Resolution No. 15399 — Resolution Accepting $1620 Donation from Hutchinson Lions Club for Playground Equipment at Lions Park West Motion by Czmowski, second by May, to approve Resolution No. 15399. Motion carried unanimously. (b) Proclamation — One Book, One Community Mayor Forcier read a proclamation announcing January as One Book, One Community month. Mary Henke, Hutchinson Connects Committee, presented before the Council. Ms. Henke explained that the book chosen for next year's One Book, One Community book read is If You Lived Here You'd Be Home By Now by Christopher Ingraham. Ms. Henke provided an overview of the book and noted where the books can be found for purchase or check-out. PUBLIC COMMENTS (This is an opportunity or members o the public to address the City Council. If the topic you would like to discuss is on the agenda, please ask the May if he wit 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 —state your name and address for the record. Please keep comments under 5 minutes. Individuals wishing to speakfor more than five minutes should ask to be included on the agenda in advance of the meeting. All comments are appreciated, but please refrain from personal or derogatory attacks on individuals) 5. CITIZENS ADDRESSING THE CITY COUNCIL 6. APPROVAL OF MINUTES (a) Regular Meeting of December 14, 2021 (b) Special Meeting of December 21, 2021 CITY COUNCIL MINUTES December 28, 2021 Motion by May, second by Czmowski, to approve the minutes as presented. Motion carried unanimously. CONSENT AGENDA (The items listedfor consideration will be enacted by one motion unless the Mayor, a member of the City Council or a city staff member requests an item to be removed. Traditionally items are not discussed) 7. APPROVAL OF CONSENT AGENDA (a) Consideration for Approval of Issuing Temporary Liquor License to Hutchinson Jaycees on January 29, 2022, at Days Inn (b) Consideration for Approval of Issuing Short -Term Gambling License to Crow River Cutters on February 5, 2022, at McLeod County Fairgrounds (c) Consideration for Approval of Issuing Short -Term Gambling License to 3M Club from March 14 — April 18, 2022, at 3M Club Building (d) Consideration for Approval of Items for 2022 Pavement Management Program Project (Letting No. 1, Project No. 22-01) 1. Resolution No. 15397 - Resolution Declaring Cost to be Assessed & Ordering Preparation of Proposed Assessment 2. Resolution No. 15398 - Resolution for Hearing On Proposed Assessment (e) Consideration for Approval of Resolution No. 15400 — Resolution Authorizing to Execute an MPCA Grant Agreement Under the FY2022 Greater MN Recycling and Composting Grant Program (f) Consideration for Approval of Resolution No. 15401 — Resolution Approving Memorandum of Agreement Between State of Minnesota and Local Governments and Authorization for Participation in National Opioid Settlements (g) Consideration for Approval of Resolution No. 15402 — Resolution Appointing Election Judges for Special Election Being Held February 8, 2022 (h) Consideration for Approval of Resolution No. 15404 — Resolution to Restate the City of Hutchinson Flexible Benefit Plan Document Effective January 1, 2021 (i) Consideration for Approval of Contract Renewal With Gavin, Janssen, Stabenow, & Moldan, Ltd. 0) Claims, Appropriations and Contract Payments Motion by Christensen, second by Czmowski, to approve consent agenda. Motion carried unanimously. PUBLIC HEARINGS — 6:00 P.M. - NONE purpose of this portion o t e agen a is to provi e t e Council with information necessary to craft wise policy. ides items like monthly or annual reports and communications from other entities.) 2 CITY COUNCIL MINUTES December 28, 2021 8. SPLASH PAD UPDATE Lynn Neumann, PRCE Director, presented before the Council. Ms. Neumann provided a design update on a new proposed splash pad. Ms. Neumann explained that the site that has been selected for the proposed splash pad is along the river where the old Cenex property used to be located. Ms. Neumann provided three different design options of a splash pad area ranging in size from 2500 SF to 5500 SF, however the PRCE Board feels that the 3500 SF design is the best option. Phase 1 of this design includes a restroom/picnic shelter approximately 1800 SF and a main parking lot with approximately 22 stalls. The design concept includes a recirculation model. Phase 2 of this design concept would include a trailhead and 14 additional parking stalls in a trailhead parking lot. This design also includes an art/sculpture walk. Phase 3 of this design concept includes potential future building opportunity or flex space. A concept has been discussed of either a single story or double story building opportunity. Initial estimates of the project are as follows: Phase 1: $1,280,000 (includes $125,000 upcharge for the recirculation model — this estimate is for the splash pad area and appurtenances); estimate for the picnic shelter/restroom building for Phase 1 is estimated at $825,000; Phase 2 estimate is $222,000. The estimated total for Phases 1 & 2 is $1,502,000. Ms. Neumann explained that next steps to the project is to gather community feedback through outreach. This feedback will include gathering information as to what type of features users would like to see at the facility. The Council expressed that they feel staff, the consultant and the PRCE Board are on the right path with this splash pad project. UNFINISHED BUSINESS NEW BUSINESS 9. APPROVE/DENY FIRST READING OF ORDINANCE NO. 21-828 — AN ORDINANCE AMENDING SECTION 31.25 OF THE HUTCHINSON CITY CODE — LIBRARY BOARD Marc Sebora, City Attorney, noted that last November the mayor had suggested perhaps the Library Board expand their board composition by allowing one member to serve that resides outside city limits. Motion by Czmowski, second by Christensen, to approve first reading of Ordinance No. 21-828. Motion carried unanimously. 10. APPROVE/DENY RESOLUTION NO. 15403 —RESOLUTION ADOPTING 2022 PART TIME/SEASONAL/TEMPORARY COMPENSATION PLAN Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich explained that the 2022 proposed part time/seasonal/temporary compensation plan is rather significant from the last several years and is a product of the compensation study that was completed. The plan was amended to include selected part-time positions to the plan, simplify the pay schedule by reducing the number of pay grade levels and step and includes sufficient and meaningful progression (steps) within each pay level. The proposed changes will have a financial impact on departmental budgets as the grid increased to be more competitive with the local labor market. CITY COUNCIL MINUTES December 28, 2021 Motion by May, second by Czmowski, to approve Resolution No. 15403. Motion carried unanimously. 11. APPROVE/DENY RESOLUTION NO. 15380 — RESOLUTION ADOPTING 2022 COMPENSATION PLAN, POSITION CLASSIFICATION ASSIGNMENT TABLE AND PAY GRID Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich noted that the proposed compensation plan will replace the current 2021 plan. The proposed 2022 pay grid included in the plan reflects a 7% market adjustment to the 2021 pay grid rates. This market adjustment is recommended per the results of the job evaluation and compensation study complete in 2021. The results indicate that the current pay grid market rates are lagging 4% behind the City's defined market and the 2022 forecast market trend for public sector compensation indicates a 3% increase. The position classification table reflects the position grade changes that are recommended per the result of the job evaluation portion of the study. Also changes have been made to the position table due to staffing changes at the Event Center. The results of the job evaluation and compensation study were communicated to the Council at a meeting in November and the proposed market adjustment has been reviewed and recommended for adoption by the Wage Committee and departmental directors. The proposed market increase adjusts the pay grid but does not result in comprehensive across the board market increases for all regular employees as pay adjustments are made according to performance. Motion by Christensen, second by Sebesta, to approve Resolution No. 15380. Motion carried unanimously. 12. APPROVE/DENY RESOLUTION NO. 15386 - RESOLUTION ADOPTING 2022 FEE SCHEDULE Matt Jaunich, City Administrator, presented before the Council. Mr. Jaunich presented the proposed 2022 fee schedule which indicates changes shown in red. More notable changes have been made in the Park & Recreation department along with Planning & Zoning. Motion by May, second by Christensen, to approve Resolution No. 15386. Motion carried unanimously. 13. APPROVE/DENY RESOLUTION NO. 15393 — RESOLUTION ADOPTING 2022 GENERAL FUND BUDGET Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that the proposed 2022 general fund budget is the same budget that was presented at the Truth in Taxation hearing held in early December. Main points of the budget include: a 3.2% tax levy increase which provides for a balanced budget; transfer from Creekside increased $10,000; the self-insurance fund transfer, funding employee HSA contributions was decreased $23,000; wages & benefits increased 2.1% or $197,872; Uponor tax abatement is at $30,000; and vehicle & equipment funding increased $25,000. Motion by Czmowski, second by May, to approve Resolution No. 15380, adopting the 2022 general fund budget in the amount of $13,963,993. Motion carried unanimously. 14. APPROVE/DENY RESOLUTION NO. 15394 — RESOLUTION ADOPTING THE 2022 GENERAL FUND AND DEBT SERVICE FINAL TAX LEVIES Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that last September the Council certified a preliminary tax levy in the amount of $8,165,893, which represented a 7% increase over the 2021 tax levy. Since the preliminary levy, staff was able to reduce the general fund levy slightly by fine tuning some revenue and expense assumptions. The first assumption 4 CITY COUNCIL MINUTES December 28, 2021 change was the delay in the police facility project shifted the debt levy needed for the 2022 police debt from 2022 to 2023. The second assumption was the use of city reserves to buy down a portion of the 2022 levy in addition to future levies needed for the police debt. The proposed final tax levy of $7,953,808 and reflects an overall City tax levy increase of 4.2%. This is based on a 3.2% levy increase to the general fund and a 6.7% increase to the debt levy. Combined with the EDA and HRA tax levies, the total tax levy increase is 4.3%. Motion by Christensen, second by Czmowski, to approve Resolution No. 15394, adopting the 2022 final tax levy in the amount of $7,953,808. Motion carried unanimously. 15. APPROVE/DENY 2022 ENTERPRISE FUND BUDGETS a) Resolution No. 15387 — Resolution Approving 2022 Liquor Fund Budget �b) Resolution No. 15388 — Resolution Approving 2022 Water Fund Budget c) Resolution No. 15389 — Resolution Approving 2022 Wastewater Fund Budget Resolution No. 15390 — Resolution Approving 2022 Stormwater Fund Budget �d) e) Resolution No. 15391 — Resolution Approving 2022 Refuse Fund Budget (f) Resolution No. 15392 — Resolution Approving 2022 Compost Fund Budget Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that some minor changes have been made to the Water/Wastewater/Stormwater capital expenditures since the Truth in Taxation hearing. The other funds have stayed the same. In total, these funds will transfer $820,000 of excess profits into the general fund, reducing the City's tax levy by 15%. Without these transfers, the median home value would pay an additional $112 in city taxes for 2022. Mr. Reid reviewed each enterprise fund budget in more detail. All enterprise funds have healthy cash balances. Motion by Sebesta, second by Czmowski, to approve Resolutions Nos. 15387, 15388, 15389, 15390, 15391 and 15392. Motion carried unanimously. 16. APPROVE/DENY RESOLUTION NO. 15395 — RESOLUTION ADOPTING 2022 HRA FINAL TAX LEVY Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that the City must certify a final 2022 tax levy to McLeod County by December 28, 2021. This tax levy will fund the 2022 operations of the HRA. The HRA's statutory levy limit is $227,364, however the HRA Board is requesting a lower levy of $208,000. This levy represents a 4% increase from the 2021 levy of $200,000. Motion by May, second by Sebesta, to approve Resolution No. 15395, adopting the 2022 HRA final tax levy in the amount of $208,000. Motion carried unanimously. 17. APPROVE/DENY RESOLUTION NO. 15396 — RESOLUTION ADOPTING 2022 EDA FINAL TAX LEVY Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that the City must certify a final 2022 tax levy to McLeod County by December 28, 2021. This tax levy will fund the 2022 operations of the EDA. The EDA's statutory levy limit is $222,817, however the EDA Board is requesting a lower levy of $218,354. This levy represents a 9% increase from the 2021 levy of $200,325. Motion by Christensen, second by Sebesta, to approve Resolution No. 15396, adopting the 2022 EDA final tax levy in the amount of $218,354. Motion carried unanimously. 18. APPROVE/DENY FIVE YEAR CAPITAL IMPROVEMENT PLAN Andy Reid, Finance Director, presented before the Council. Mr. Reid explained that the capital improvement plan (CIP) serves as a guide which forecasts capital expenditures over the next five years by department and potential funding sources. The CIP serves as a guide for Council and CITY COUNCIL MINUTES December 28, 2021 management and does not give authorization for the projects until formally approved based on the City's purchasing policy. The CIP is a fluid document that is updated on an annual basis with some projects getting pushed back to later years, some projects dropping off and some projects moving up in years depending on priorities. Additionally, the Facilities Committee, Fleet Committee and Resource Allocation Committee are instrumental in continually shaping the priorities of several major components within the 5-year CIP. Council Member Sebesta asked about a senior dining expenditure in 2024. Mr. Reid noted that was for minor roof improvements. Motion by Czmowski, second by May, to approve the five year capital improvement plan. Motion carried unanimously. Matt Jaunich reminded everyone that the Council and staff have been working on the budgets and levies for the last eight months and a lot of work has gone into the developments of the budgets. 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.) 19. MINUTES/REPORTS FROM COMMITTEES, BOARDS OR COMMISSIONS �a) City of Hutchinson Financial Report and Investment Report for November 2021 b) Pedestrian & Bicycle Advisory Committee Minutes from December 16, 2020; March 17, 2021; and June 16, 2021 (c) Hutchinson Housing & Redevelopment Authority Board Minutes from November 16, 2021 MISCELLANEOUS 20. STAFF UPDATES Lynn Neumann — Ms. Neumann provided updates on the Winter/Spring brochure that came out a few weeks ago — a lot of programs are included for all age ranges. Ms. Neumann also provided an update on the outdoor rinks — they are currently closed, along with the warming shelters. Due to the unseasonably warm temperatures earlier this winter staff needs time to make safe ice as the temperatures get colder. They will reopen as soon as ice can be made for safe conditions. Rocket hill warming house is open. Ms. Neumann also noted that shelter reservations can start to be made on January 31 2022, and campsite reservations can start to be made on February 7, 2022. Matt Jaunich— City offices closed this Friday December 31, 2021, in observance of New Year's Day. Mr. Jaunich also noted that the February 8, 2022, City Council meeting is set on the special election date and either the time of the meeting will need to be changed or the date of the meeting as no public meetings can be held between 6:00-8:00 p.m. on election days. The Council expressed that they would like to hold the meeting at 4:00 p.m. on February 8, 2022. This will formally be reset at the January 11, 2022, Council meeting. 21. COUNCIL/MAYOR UPDATE Happy New Year! ADJOURNMENT Motion by May, second by Christensen, to adjourn at 7:00 p.m. Motion carried unanimously. m RESOLUTION NO. 15409 APPOINTING CITY ADMINISTRATOR FOR 2022 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT, the following appointment to the indicated executive office of the City of Hutchinson and compensation shall be continued as agreed upon by separate Council action: City Administrator Matthew Jaunich Adopted by the City Council this 1 lth day of January, 2022 Gary T. Forcier, Mayor ATTEST: Matthew Jaunich, City Administrator RESOLUTION NO. 15410 DESIGNATING OFFICIAL NEWSPAPER BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT, The Hutchinson Leader be designated the official newspaper during the calendar year of 2022 for the City of Hutchinson. Adopted by the City Council this 1 lth day of January, 2022.. Gary T. Forcier, Mayor ATTEST: Matthew Jaunich, City Administrator KA HUTCHINSON CITY COUNCIL H ETC I N O N Request for Board Action A CITY ON PURPOSE. Designation of Depositories of City Funds in Commercial Banks and Financial Agenda Item: Institutions Department: Finance LICENSE SECTION Meeting Date: 1/11/2022 ApplicationComplete N/A Contact: Andy Reid Agenda Item Type: Presenter: Reviewed by Staff R] Consent Agenda Time Requested (Minutes): License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Per state statute, the city must annually designate its commercial banks and financial institutions as approved depositories for City funds and investments. The city currently utilizes one local bank and two investment brokers to conduct business. See attached resolution for the list of depositories. BOARD ACTION REQUESTED: Approve resolution 15406 designating depositories for City funds. Fiscal Impact: Funding Source: FTE Impact: Budget Change: Consen 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 RESOLUTION NO. 15406 DESIGNATION OF DEPOSITORIES OF CITY FUNDS IN COMMERCIAL BANKS AND FINANCIAL INSTITUTIONS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT the following named banks and institutions, which are authorized to do a banking business and act as depositories in Minnesota, be and they hereby are designated depositories of the Public Funds of the City of Hutchinson in the County of McLeod, State of Minnesota, by the City Council of said City, for the term commencing January 1, 2022, for one year: CITIZENS BANK & TRUST COMPANY, HUTCHINSON, MN WELLS FARGO ADVISORS - MINNEAPOLIS, MN OFFICE OPPENHEIMER & CO, INC - MINNEAPOLIS, MN OFFICE Upon terms and conditions following, to -wit: THAT this designation is subject to the right of said City of Hutchinson, Minnesota to modify, vacate or revoke the same according to law, and also subject to any depository agreement executed pursuant to Minnesota Statutes, Section 118A and Section 427, and THAT the City Administrator and Finance Director are authorized to sign documents authorizing transfer of City of Hutchinson funds. BE IT FURTHER RESOLVED: THAT the Finance Director of the City of Hutchinson is hereby authorized and directed to deposit in said banks and institutions in special funds to be known as "City of Hutchinson" all monies that may come into his hands. BE IT FURTHER RESOLVED: THAT a copy of this resolution is to be filed by the Finance Director with each of the banks and institutions so designated. Adopted by the City Council this 11th day of January 2022. ATTESTED: Matthew Jaunich City Administrator Gary T. Forcier Mayor Boards and Commissions BOARD/COMMISSION MEETING DAY TIME PLACE Airport Commission 3rd Thursday 5:30 p.m. Airport Bicycle -Pedestrian Adv. 3rd Wednesday 2:00 p.m. City Center (Quarterly) City Council 2nd/4th Tuesday 5:30 p.m. Council Chambers EDA Finance Team 3rd Wednesday 11:30 a.m. Enterprise Center Fire Department 1st Monday 8:00 p.m. Fire Station HATS Joint Power Bd. As Needed 2:00 p.m. HATS Building HCDC/EDA Board 4th Wednesday 11:30 a.m. Enterprise Center HRA Board 3rd Tuesday 7:00 a.m. City Center Hutch Downtown Assoc. Last Thursday 7:30 a.m. City Center Joint Planning Board 3rd Wednesday 5:30 p.m. City Center Library Board 4th Monday 4:30 p.m. Library PRCE Advisory Board Pt Monday 5:15 p.m. City Center Planning Commission 3rd Tuesday 5:30 p.m. City Center Police Commission 3rd Tuesday 4:45 p.m. E.O.C. Public Arts Commission 2nd Wednesday 5:30 p.m. Public Library Resource Allocation Comm. lit Tuesday 4:00 p.m. City Center Senior Advisory Board 4th Monday 10:00 a.m. Senior Center Sustainability Board 3rd Monday 5:30 p.m. City Center Utilities Commission Last Wednesday 3:00 p.m. Utilities Office *Any meetings that fall on a holiday are subject to change ILA FR HUTCHINSON CITY COUNCIL THNSON Request for Board Action A CITY ON PUHPQ5E. Agenda Item: Consideration for Approval of Disposal of Surplus Property; Resolution No. 15405 Department: Creekside LICENSE SECTION Meeting Date: 1/11/2022 Contact: Andy Kosek ApplicationComplete N/A Agenda Item Type: Presenter: Andy Kosek Reviewed by Staff ; P] Consent Agenda Time Requested (Minutes): License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Creekside's Compost Fund has one piece of surplus property to be sold at auction. COM P-858-TRL 2004 XL Specialized, 70 DD Semi -Trailer VI N: 41-13J0533241_004858 This unit was replaced in late 2021. The intent is to offer this unit for sale at a Fleet & Government Services Auction conducted by Fahey Sales in February 2022. Proceeds from the sales will be deposited into the respective funds. BOARD ACTION REQUESTED: Approve/Deny Resolution No. 15405, declaring COMP-858-TRL as surplus property for sale at auction Fiscal Impact: Funding Source: FTE' Impact: Budget Change: No Included in current budget: Yes PROJECT SECTION: Total Project Cost: Total City Cost: Funding Source: N/A Remaining Cost: $ 0.00 Funding Source: N/A RESOLUTION NO. 15405 RESOLUTION TO SELL AT AUCTION SURPLUS PROPERTY WHEREAS, the Hutchinson Compost Department has accumulated surplus property; and WHEREAS, the Hutchinson City Code provides, pursuant to Section 91, Subdivision 3, Paragraph C, for the sale at auction of surplus City property; and WHEREAS, the Compost Department has determined that it is in possession of surplus property. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: That the following surplus City property be sold at auction and proceeds from the sale be credited to the appropriate account: 2004 XL SPECIALIZED, 70 DD SEMI -TRAILER Unit: COMP-858-TRL VIN:4U3J053324L004858 Adopted by the City Council this 1 Ph day of January, 2022. APPROVED: Gary Forcier, Mayor ATTEST: Matt Jaunich, City Administrator ILA FR HUTCHINSON CITY COUNCIL THNSON Request for Board Action A CITY ON PUHPQ5E. Agenda Item: Resolution 15408 - Amending the MN Municipal Gas Agency Agreement Department: Legal LICENSE SECTION Meeting Date: 1/11/2022 Contact: Marc Sebora ApplicationComplete N/A Agenda Item Type: Presenter: Marc Sebora Reviewed by Staff P] Consent Agenda Time Requested (Minutes): License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: This year the Minnesota Legislature approved an amendment to Chapter 453A that allows a municipal gas agency to exercise the powers of a municipal power agency in a tax-exempt prepaid energy transaction. Minn. Stat. Section 453A.04, Subd. 21. The new authority will allow MN Municipal Gas Agency (MMGA), for which HUC and the City of Hutchinson are a part of, to enter into long-term prepaid gas contracts with public power systems that use gas to power generation units. The ability of MMGA to purchase and enter into long-term prepaid contracts at a discounted rate provides the ability of its members to save on natural gas pricing. In order for MMGA to exercise this new authority, the original Agency Agreement that established the Municipal Gas Agency in 2007 needs to be amended. Enclosed in the packet is some general background, an amendment to the agency agreement, along with a resolution authorizing the amendment. Hutchinson Utilities Commission is requesting the City Council approve by resolution amending the original agency agreement. BOARD ACTION REQUESTED: Approve Resolution No. 15408 - Amending the MN Municipal Gas Agency Agreement 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 > � � t It �r; ��„P 1qqhv-nAdtP xq If Is dc#T ! Dear MMGA Member Cities: This year the Minnesota Legislature approved an amendment to Chapter 453A that allows a municipal gas agency to exercise the powers of a municipal power agency in a tax-exempt prepaid energy transaction. Minn. Stat. Section 453A.04, Subd. 21. This new authority will allow MMGA to enter into long-term prepaid gas contracts with public power systems that use gas to power electric generation units, and if the generation shuts down due to concerns over climate change or other reasons, the public power system will be able to convert its discounted purchase of natural gas to a discounted purchase of market electricity. MMGA now needs to amend its Agency Agreement, which is essentially the articles of incorporation for the organization, in order to be able to exercise the new power conferred by the legislature. The MMGA Board of Directors has approved an amendment to the Agency Agreement, but in order to complete the process set out in statute for amending the Agency Agreement, we need the assistance of our agency member cities. First, we need member representatives to attend the annual membership meeting and approve a member resolution supporting the amendment. The meeting will be held via Zoom on January 6, 2022 at 1.30 p.m. Invitations to the Zoom meeting will be forthcoming. Second, we need the member governing bodies to approve the amendment. Included with this letter are the materials that you will need to submit to your city council as well as your utility commission if you have one. We hope to close on a gas prepay transaction in February, so it will be important to receive governing body approvals for the amendment in January. We very much appreciate your help in getting the amendment to our Agency Agreement through the approval process. Please let me know if you have any questions about the process. Thanks, and best wishes for the new year!! Jack Kegel Chief Executive Officer Minnesota Municipal Gas Agency jke elCr�r�ua.org 612-802-9740 6464#ChuleuTrn#pdgh#UrukO#7xlh4b33-frdp =/kAP Q#3877: 0666:0#: 961884345630#, 331755B44<AP Q,O1d{#:967884B78<# This Agency Agreement was filed for record with the Secretary of State of Minnesota on October 2007, in accordance with Minnesota Statutes, Section 453A.03 and a Certificate of Incorporation was issued on October 2007. AGENCY AGREEMENT between and among City of Austin, Minnesota City of New Ulm, Minnesota City of Circle Pines, Minnesota City of Owatonna, Minnesota City of Hibbing, Minnesota City of Perham, Minnesota City of Hutchinson, Minnesota and City of Virginia, Minnesota and any and all qualified cities becoming a party to this Agency Agreement pursuant to its terms after the date hereof Dated as of April 10, 2007 Relating to the creation of the Minnesota Municipal Gas Agency by the above -named cities as Members. This instrument was drafted by: McGrann Shea Anderson Carnival Straughn & Lamb, Chartered 800 Nicollet Mall, Suite 2600 Minneapolis, MN 55402-7035 AGENCY AGREEMENT This Agency Agreement, dated as of April 10, 2007, between and among City of Austin, City of Circle Pines, City of Hibbing, City of Hutchinson, City of New Ulm, City of Owatonna, City of Perham and City of Virginia, each a city organized and existing under the laws of the State of Minnesota (herein referred to collectively as the "Cities") and any and all cities becoming parties to this Agency Agreement in accordance with its terms after the date hereof (said cities together with the Cities being herein individually referred to as a "Member," and collectively referred to as the "Members"). WITNESSETH WHEREAS, Minnesota Statutes, Sections 453A.01 through 453A.12, inclusive (herein referred to as the "Act", which term includes any amendment thereof), permits any two or more cities which are organized and existing under the laws of the State of Minnesota (or a city charter adopted pursuant thereto) and which are authorized by such laws or charter to engage in the local distribution and sale of gas, to establish and create a municipal gas agency (referred to herein as an "Agency," which term has the same meaning herein as the term "municipal gas agency" as defined in the Act) by the execution of an agency agreement (as such term is defined in the Act) authorized by the resolution of the governing body (as such term is defined in the Act and herein referred to as a "Governing Body") of each city, and the filing thereof for record with the Secretary of State of Minnesota; and WHEREAS, the Act provides that an Agency shall have certain rights and powers enumerated therein, all of which the Cities desire to exercise through the formation of an Agency; and WHEREAS, each of the Cities is authorized either by the laws of the State of Minnesota or by its city charter adopted pursuant thereto to engage in the local distribution and sale of gas; and WHEREAS, the Governing Body of each of the Cities has authorized and approved this Agency Agreement by resolution duly adopted (a certified copy of each such resolution being attached to the copy hereof which has been filed with the Secretary of State as required by the Act and is herein referred to as a "Governing Body Resolution") and, as to each City in which the Governing Body is not the body charged by law or its charter with the general control of the City's governmental affairs, the city council (as such term is defined in the Act) or other body charged by law or its charter with the general control of its governmental affairs of each of the Cities has approved and concurred in this Agency Agreement and the Governing Body Resolution of that City relating thereto pursuant to resolution duly adopted (a certified copy of each such resolution being attached to the copy hereof which has been filed with the Secretary of State as required by the Act and herein referred to as a "City Council Resolution"); and 2 WHEREAS, each of the Cities desires to become a member of the below -mentioned Agency pursuant to the Act by the execution of this Agency Agreement. NOW, THEREFORE, each of the Cities (and each of the cities becoming a Member of the below -mentioned Agency after the date hereof) does hereby covenant and agree, each in consideration of the foregoing and in consideration of the covenants and agreements of the others, as follows: Section 1. Creation and -Purpose. The below -mentioned Agency is created and incorporated as a municipal corporation and a political subdivision of the State of Minnesota under and pursuant to the provisions of the Act, to exercise thereunder a part of the sovereign powers of said State, to finance, acquire, operate and dispose of, either as owner or agent, projects, located within or outside the state, for the production, exploration, transmission or storage of gas resources, and to enter into contracts relating to the acquisition, operation, disposal or leasing of related projects or sale of related services, in order to secure an adequate, economical and reliable supply of gas, and in fin-therance thereof, to exercise all of the powers granted to an Agency by the Act and by Minnesota Statutes, Sections 452.25 and 452.26. Section 2. Name. The name of the Agency created by this Agency Agreement shall be the "Minnesota Municipal Gas Agency" (and is herein referred to as the "Municipal Gas Agency"). Section 3. lr�itial Members, Each of the Cities represents and warrants to all of the other Members and to the Municipal Gas Agency that: (A) It is a city duly organized and existing under the laws of the State of Minnesota or under a city charter duly adopted pursuant to the Constitution and laws of the State of Minnesota. "13) It is authorized by such laws or charter to engage in the local distribution and sale MM (C) The Governing Body Resolution had been duly and validly adopted and has not been amended or repealed. (D) The City Council Resolution (if any) has been duly and validly adopted and has not been amended or repealed. 3 (E) The name of the City, its Governing Body and its Council, and the dates of adoption of its Governing Body Resolution and City Council resolution are as indicated below: Authorized by Concurred in by CitN Governing Body Citv Council' City of Austin, Minnesota April 10, 2007 April 16, 2007 City of Circle Pines, Minnesota May 22, 2007 June 12, 2007 City of Hibbing, Minnesota June 26, 2007 June 20, 2007 City of Hutchinson, Minnesota May 8, 2007 May 9, 2007 City of New Ulm, Minnesota June 26, 2007 July 3, 2007 City of Owatonna, Minnesota June 28, 2007 July 17, 2007 City of Perham, Minnesota July 9, 2007 City of Virginia, Minnesota June 11, 2007 July 10, 2007 (F) It consents to the filing of this Agency Agreement and its Governing Body Resolution and its City Council Resolution, if any, with the Secretary of State of Minnesota, and requests that a certificate of incorporation of the Municipal Gas Agency be issued and recorded by the Secretary of State. Section 4. Initial Reigesentatives. The names and addresses of the persons initially appointed by the Governing Body Resolutions and the City Council Resolutions to act as the representative (referred to herein as the "Initial Representative") of each of the Cities, respectively, in the exercise of their powers as Members, are as follows: Initial City Rclresentative Address City of Austin, Minnesota Jerry McCarthy 400 4th Street Northeast Austin, MN 55912 City of Circle Pines, Minnesota James Keinath 200 Civic Heights Circle Circle Pines, MN 55014 City of Hibbing, Minnesota Corey L. Lubovich Hibbing Public Utilities 1902 Sixth Avenue East P.O. Box 249 Hibbing, MN 55746 City of Hutchinson, Minnesota Michael L. Kumm Hutchinson Utilities Commission 225 Michigan St SE Hutchinson, MN 55350 City of New Ulm, Minnesota Kristine M. Manderfeld 310 First North Street New Ulm, MN 56073 ' Where City Council is not the "governing body" of the City. 4 Initial City Remesentative Address City of Owatonna, Minnesota Stephen J. Shurts Owatonna Public Utilities 208 S. Walnut Ave. P.O. Box 800 Owatonna, MN 55060-0800 City of Perham, Minnesota Robert Louiscau City of Perham P.O. Box 130 Perham, MN 56573 City of Virginia, Minnesota William H. HaIdahl 6182 nd St. S. Virginia, MN 55792 Section 5. Selection and Term of Representatives. Each Representative (which terrn includes the Initial Representative of each Member and any successor thereto at the time acting as Representative) shall serve as the Representative of such City until another Representative shall be appointed by a Governing Body Resolution of such City and filed for record with the Board of Directors, Each Member shall be represented by one (1) Representative, In case a Representative shall resign or shall be incapable of acting as such Representative due to death, illness or any other cause, the Member shall select a successor Representative by a Governing Body Resolution filed for record with the Board of Directors but nothing herein contained shall prohibit the Municipal Gas Agency from exercising any of its powers during such vacancy and until such successor Representative is selected. Any Member may, by Governing Body Resolution filed for record with the Board of Directors, designate an alternate Representative who shall have and be entitled to exercise all rights of the Representative of that Member in the event of the death, absence, disability or resignation of the Representative. The Representative of each Member shall cast the vote of that Member. Each Representative of a city becoming a Member of the Municipal Gas Agency after the date hereof pursuant to Section 10 hereof, and each successor to such Representative, shall be selected and shall act as such Representative in accordance with the provisions of this Section 5. Section 6. Initial Board - of Directors. The Initial Representatives shall be and sh constitute the al board of directors (herein referred to as the "Board of Directors" and eal member of said Board of Directors is herein referred to as a "Director") of the Municipal G terms of the initial Board of Directors shall expire and the new Board of Directors, selected accordance with the Bylaws, shall take office. VVINTOR 5 of the registered office of the Municipal Gas Agency may be changed by the Board of Directors upon the filing of a certificate of change of location with the Secretary of State of Minnesota, as provided in Minnesota Statutes, Section 453A.03, subdivision 5. Section 8. Members Not Liable. Neither the State of Minnesota, nor any political subdivision thereof, other than the Municipal Gas Agency, nor the cities which are Members of the Municipal Gas Agency, nor the Representatives or the Directors, or any of them, shall be liable for any of the obligations of the Municipal Gas Agency. Section 9. Other _Provisions. The information set forth in Sections 1 through 8, inclusive, of this Agency Agreement is the information required by Section 453A.03, subdivision 1, paragraphs (a) through (h), inclusive, of the Act. In addition, paragraph (i) thereof states that an agency agreement may also include any other provision for regulating the business of an Agency or the conduct of its affairs which may be agreed by the member cities, consistent with the Act. In addition to the provisions set forth in Sections 1 through 8, inclusive, of the Agency Agreement, each of the Cities (and each of the cities becoming a Member of in the Municipal Gas Agency after the date hereof) does hereby agree with the provisions set forth in this Agency Agreement within and following this Section 9. Section 10. Additional Members,„mOther Particil2ation. Additional Members may join the Municipal Gas Agency in accordance with the provisions of the Bylaws. The Bylaws may provide for the participation of other persons (as such term is defined in the Act) in the activities of the Municipal Gas Agency, without membership or voting rights. Section 11. Matters Requiring Members'�sr A roval. No action on any of the following matters shall be undertaken by the Municipal Gas Agency except pursuant to a resolution adopted by the Board of Directors and approved by the Representatives, provided that such approval of the Representatives may be given by a resolution adopted by the Representatives which is general in scope and continuous in nature and may delegate to the Board of Directors the power to take any and all action reasonably necessary or desirable to accomplish the purpose of the resolution: (A) The imposition of assessments to Members, as provided in the Bylaws. (B) The amendment to or termination of this Agency Agreement, as provided in Sections 14 and 15 of this Agency Agreement. (C) The election, removal and compensation of Directors, as provided in the Bylaws. Each of the matters set forth above shall require the approval of the majority of the votes cast by the Representatives, except as to those matters for which other provisions of this Agency Agreement require a greater percentage. Nothing contained in this section shall be construed to mean that any Member or Representative is liable for any of the obligations of the Municipal Gas Agency.. Section 12. Meetings. Initial meetings of the Representatives and of the Board of Directors shall be held upon the call of the Directors, after notice, for the purpose of adopting Bylaws, electing Directors and Officers, adopting an initial operating budget for the remainder of the Fiscal Year, and transacting any other business that may come before the meetings. The Bylaws shall become effective after recommendation by the Board of Directors and approval by the affirmative vote by a majority of the Representatives at a meeting held after notice. Thereafter, the Representatives shall hold an annual meeting at a time and place provided in the Bylaws or in a resolution adopted by the Representatives, at which any business may be transacted, and special meetings upon such call and notice and at such times and places as may be provided by or pursuant to the Bylaws or in a resolution adopted by the Representatives. Section 13. Bylaws. The Board of Directors shall recommend and the Representatives shall adopt, upon an affirmative vote by a majority of the Representatives at a meeting held after notice, Bylaws (and any amendments thereto) for the conduct of the affairs of the Municipal Gas Agency. The Bylaws shall state the powers delegated to the Chair, Vice -Chair, Secretary and Treasurer. The Bylaws may establish the office of President to be filled by an employee and such other offices as it deems necessary for the conduct of the affairs of the Municipal Gas Agency, and the Board of Directors by resolution may establish the duties and compensation of such offices. Section 14. Amendments to -this _A,ency Agreement. This Agency Agreement may only be amended at a regular or special meeting of the Representatives for which notice stating the purpose shall be given to each Representative and any such amendment shall only become effective when approved by two-thirds of all of the Representatives, approved and concurred in by Governing Body Resolutions and City Council Resolutions of two-thirds of all of the Members, and when such amendment, together with certified copies of such Governing Body Resolutions and such City Council Resolutions, are filed with the Secretary of State. Section 15. Termination. This Agency Agreement may be terminated by the vote of two-thirds of the Representatives, at a regular meeting or a meeting specially called for that purpose, but not until after all debts of the Municipal Gas Agency, and all debts relating to the Municipal Gas Agency incurred by Midwest Consortium of Municipal Utilities, a Minnesota nonprofit corporation (unless otherwise agreed to in writing by Midwest Consortium of Municipal Utilities), have been paid; and only upon the approval of same by two-thirds of the Members, as evidenced by Governing Body Resolutions and City Council Resolutions filed with the Board of Directors. Thereafter, the Board of Directors shall liquidate the business of the Municipal Gas Agency as expeditiously as possible, distribute the net proceeds to the Members in the ratio that the total assessments made against each of them bears to the sum of the total assessments made against all of them, and file notice of such termination, together with such Governing Body Resolutions and City Council Resolutions, with the Secretary of State. 258038.DOC [The Remainder of this Page is Intentionally Left Blank] 7 IN WITNESS WHEREOF, the following cities have each caused this AGENCY AGREEMENT to be executed and attested by a duly authorized officer, have each caused to be attached hereto the certified Resolution of its governing body (as such term is defined in the Act) and the certified Resolution of its city council (or other body which is charged by law or its charter with the general control of such eity's governmental affairs), and have caused this AGENCY AGREEMENT to be filed with the Secretary of State of Minnesota requesting therefrom a Certificate of Incorporation, all as of the day and year first written above. SHERRY L. LUNT NOTARY PUBLIC - MINNESOTA (SEAL My commis ion expires 1 31 2010 Attest: S-1 CITY OF AUSTIN, MINNESOTA By�� J#fr); WCarthy Initial Representative (SEAL) Attest: By fibs A'., , S-2 CITY OF CIRCLE PINES, MINNESOTA .m � t By Edward Erchul Chairperson of Centennial Utilities Commission B JT yes Keinath City Administrator (SEAL) Attest: S-3 CITY OF HIBBING, MINNESOTA Byr Gary E. klefiman Chairman Hibbing Public Utilities Commission By Vtn M. Garg 'no .$ Secretary Hibbing Public Utilities Commission (SEAL) Attest: BY FrUTCH_I,NS-ON---- UT_IIITIE COMMISSION ADMINISTRATIVE COORDINATOR UNDA L MADSON NOTARY PUBUC-MINNESOTA �. uYCM0. Expires Jan. 31. 2ata �i S-4 CITY OF HUTCHINSON, MINNESOTA By 6 ^ `... _......... Michael L. Kumm General Manager Hutchiusun Utilities Co ni omission Joj�si';. Webster irecV)"I' of Natural Gas Division -lutchi lion Utilities Commission (SEAL) Attest: Y10, ..... S-5 CITY OF NEW ULM, MINNESOTA BY bel T. Albrec it Mayor By� David J. Lynn-) .,. President of Public Utilities Commission (SEAL) Attest: Michael F. Bruno Director, Finance & .., Administration S-6 CITY OF OWATONNA, MINNESOTA e'—<1�7,v D{ d J. R anuelson President of Public Utilities Commission (SEAL) Attest: p S-8 CITY OF VIRGINIA, 11 -ice SOTA. By Dr. Don Sipola President of Public Utilities Commission 01 s. Jackie Park Vice — President Public Utilities Commission Resolution No. 15408 RESOLUTION APPROVING AMENDMENT OF AGENCY AGREEMENT OF MINNESOTA MUNICIPAL GAS AGENCY WHEREAS, the City of Hutchinson is a member of the Minnesota Municipal Gas Agency (the "Agency"), a municipal gas agency organized under Minnesota Statutes, Sections 453A.01 through 453A.12, and a Minnesota municipal corporation and political subdivision, pursuant to that Agency Agreement dated April 10, 2007 (the "Agency Agreement"); and WHEREAS, there have been presented to the City of Hutchinson copies of a proposed Amendment No. 1 to the Agency Agreement, the form which is attached hereto as Exhibit A (the "Amendment"); and WHEREAS, the Board of Directors and Member Representatives of the Agency have approved the Amendment as required by the Agency Agreement. NOW, THEREFORE BE IT RESOLVED, AS FOLLOWS: 1. That the Hutchinson City Council approves and concurs in the Amendment; and 2. The Hutchinson City Council authorizes, empowers and directs the Mayor and City Administrator to execute the Amendment and all other documents, and to take all other actions, to effect the Amendment. Adopted by the City Council of the City of Hutchinson this I Ph day of January, 2022. Gary T. Forcier Mayor ATTEST: (Signature) Matthew Jaunich City Administrator (Signature) EXHIBIT A Amendment No. 1 to Agency Agreement AMENDMENT No. I to AGENCY AGREEMENT This Amendment No. 1 dated as of January 1, 2022 ("Amendment No. 1") amends the Agency Agreement dated as of April 10, 2007, creating the Minnesota Municipal Gas Agency (the "Agency") which agreement is on file (Corporate Charter No. 2529998-2) with the Secretary of State of Minnesota (the "Original Agency Agreement"; such Original Agency Agreement as amended by this Amendment No. 1 is hereinafter referred to as the "Agency Agreement"). The parties to the Original Agency Agreement are CITY OF AUSTIN, a city organized and existing under the laws of the State of Minnesota, CITY OF CIRCLE PINES, a city organized and existing under the laws of the State of Minnesota, CITY OF CLARISSA, a city organized and existing under the laws of the State of Minnesota, CITY OF EAGLE BEND, a city organized and existing under the laws of the State of Minnesota, CITY OF FAIRFAX, a city organized and existing under the laws of the State of Minnesota, CITY OF HIBBING, a city organized and existing under the laws of the State of Minnesota, CITY OF HUTCHINSON, a city organized and existing under the laws of the State of Minnesota, CITY OF NEW ULM, a city organized and existing under the laws of the State of Minnesota, CITY OF OWATONNA, a city organized and existing under the laws of the State of Minnesota, CITY OF PERHAM, a city organized and existing under the laws of the State of Minnesota, CITY OF TYLER, a city organized and existing under the laws of the State of Minnesota, and CITY OF VIRGINIA, a city organized and existing under the laws of the State of Minnesota (herein referred to collectively as the "Cities"). The Cities and any cities becoming parties to the Agency Agreement in accordance with its terms after the date hereof are herein collectively referred to as the "Members." Capitalized terms not otherwise defined in this Amendment No. I shall be as defined in the Original Agency Agreement. WITNESSETH: WHEREAS, the Original Agency Agreement created the Agency pursuant to Minnesota Statutes, Section 453A.01 through Section 453A.12, inclusive (herein referred to as the "Act," which term includes any amendment thereof); and WHEREAS, each City is a Member of the Agency and is authorized either by the laws of the State of Minnesota or by its city charter adopted pursuant thereto to engage in the local distribution and sale of gas; and WHEREAS, the Original Agency Agreement provides for the amendment thereof subject to certain conditions set forth in the Original Agency Agreement; and WHEREAS, this Amendment No. 1 has been approved by two-thirds of all of the Representatives, and has been approved and concurred in by resolutions of the governing body (as such tenn is defined in the Act) and resolutions of the city council (or other body which is charged by law or its charter with the general control of such City's governmental affairs) of two-thirds of all of the Members, and upon the filing with the Secretary of State as required by the Act of a certified copy of each such resolution and this Amendment No. 1, this Amendment No. 1 shall be effective. NOW, THEREFORE, each of the Cities and each of the cities becoming a Member of the Agency after the date hereof, does hereby covenant and agree, each in consideration of the foregoing and in consideration of the covenants and agreements of the other; as follows: Section 1. Purpose of Amendment No. 1. The Minnesota Legislature has amended the Act to provide that municipal gas agencies such as the Agency may exercise powers of a municipal power agency under Minnesota Statutes, Chapter 453, for certain purposes. In planning for its future needs and those of its Members, the Agency may determine that it is beneficial to the Agency and its Members for the Agency to exercise such powers. Accordingly, the Agency and its Members wish to amend the Original Agency Agreement in order that the Agency Agreement authorizes and empowers the Agency to exercise such powers. Section 2. Amendments to Original A2ency Agreement. Section 1 of the Original Agency Agreement is hereby amended to read as follows: Section 1. Creation and Purpose. The below -mentioned Agency is created and incorporated as a municipal corporation and a political subdivision of the State of Minnesota under and pursuant to the provisions of the Act, to exercise thereunder a part of the sovereign powers of said State, to finance, acquire, operate and dispose of, either as owner or agent, projects, located within or outside the state, for the production, exploration, transmission or storage of gas resources, and to enter into contracts relating to the acquisition, operation, disposal or leasing of related projects or sale of related services, in order to secure an adequate, economical, and reliable supply of gas, and in furtherance thereof, to exercise all of the powers granted to an Agency by the Act and by Minnesota Statutes, Sections 452.25 and 452.26. The Agency may also exercise the powers of a municipal power agency under Minnesota Statutes, Chapter 453, to the extent authorized by the Act. Section 3. Effective Date. This Amendment No. 1 shall be effective upon its filing with the Secretary of State as required by the Act together with a certified copy of the resolutions referred to in the last "WHEREAS" clause hereof. Section 4. Counterparts. Amendment No. 1 may be executed in any number of counterparts, all of which taken together shall constitute one and the same instrument and any of the parties hereto may execute Amendment No. 1 by signing any such counterpart. 2 IN WITNESS WHEREOF, at least two-thirds of the CITY OF AUSTIN, the CITY OF CIRCLE PINES, the CITY OF CLARISSA, the CITY OF EAGLE BEND, the CITY OF FAIRFAX, the CITY OF HIBBING, the CITY OF HUTCHINSON, the CITY OF NEW ULM, the CITY OF OWATONNA, the CITY OF PERHAM, the CITY OF TYLER, and the CITY OF VIRGINIA, have caused this AMENDMENT NO. 1 to be executed and attested by a duly authorized officer, have caused to be attached hereto the certified resolution of its governing body (as such term is defined by the Act), and the certified resolution of its city council (or other body which is charged by law or its charter with the general control of such City' s governmental affairs), and have caused this AMENDMENT NO. 1 to be filed with the Secretary of State of Minnesota, all as of the day and year first written above. (SEAL) Attest: CITY OF AUSTIN, MINNESOTA By: Name: Title: By: Name: Title: S-1 (SEAL) Attest: CITY OF CIRCLE PINES, MINNESOTA By: Name: Title: By: Name: Title: S-2 (SEAL) Attest: CITY OF CLARISSA, MINNESOTA By: Name: Title: By: Name: Title: S-3 (SEAL) Attest: CITY OF EAGLE BEND, MINNESOTA By: Name: Title: By: Name: Title: S-4 (SEAL) Attest: CITY OF FAIRFAX, MINNESOTA By: Name: Title: By: Name: Title: S-5 (SEAL) Attest: CITY OF HIBBING, MINNESOTA By: Name: Title: By: Name: Title: S-6 (SEAL) Attest: CITY OF HUTCHINSON, MINNESOTA By: Name: Title: By: Name: Title: S-7 CITY OF NEW ULM, MINNESOTA By: Name: Title: By: Name: Title: (SEAL) Attest: (SEAL) Attest: CITY OF OWATONNA, MINNESOTA By: Name: Title: By: Name: Title: S-9 (SEAL) Attest: CITY OF PERHAM, MINNESOTA By: Name: Title: By: Name: Title: 5-10 (SEAL) Attest: CITY OF TYLER, MINNESOTA By: Name: Title: By: Name: Title: S-11 (SEAL) Attest: 1382045. DOCX CITY OF VIRGINIA, MINNESOTA By: Name: Title: By: Name: Title: S-12 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 12/29/21- 01/11/22 Check Date ----------------- 12/29/2021 Check ------------ 101979 Vendor Name ------------------------------------------------------------- PTMDOCUMENTSYSTEMS Description ---------------------------------------------------------------------------- W-2'S-FINANCE Amount ------------------52.1-- 152.14 12/29/2021 101980 TEN EIGHT HOLDINGS REFUND OVERPAYMENT ON EDA LOAN 580.90 12/31/2021 101981 Manual Employee Check Payroll 12/12/21- 12/25/21 524.70 12/31/2021 101982 Manual Employee Check Payroll 12/12/21- 12/25/21 56.29 12/31/2021 101983 United Way Payroll 12/12/21- 12/25/21 758.00 12/31/2021 101984 HART Payroll 12/12/21- 12/25/21 1,283.27 12/31/2021 EFT1610 EFTPS Payroll 12/12/21- 12/25/21 72,657.49 12/31/2021 EFT1611 Child Support Payroll 12/12/21- 12/25/21 415.78 12/31/2021 EFT1612 MN Dept of Revenue Payroll 12/12/21- 12/25/21 14,280.34 12/31/2021 EFT1613 PERA Payroll 12/12/21- 12/25/21 53,290.20 12/31/2021 EFT1614 Further HSA Payroll 12/12/21- 12/25/21 13,528.97 12/31/2021 EFT1615 Mission Square Payroll 12/12/21- 12/25/21 3,425.00 12/31/2021 EFT1616 VOYA Payroll 12/12/21- 12/25/21 460.00 12/31/2021 EFT1617 MNDCP Payroll 12/12/21- 12/25/21 350.00 01/03/2022 101985 ARTHUR J GALLAGHER RISK INSURANCE BROKER FEE 1/1- 6/30'22 7,250.00 01/03/2022 101986 ESRI INC 2022 ARCGIS MAINT - MULTIPLE DEPTS 8,282.00 01/03/2022 101987 FURTHER December 2021 HSA/FSA Adm. Fees 332.30 01/03/2022 101988 LEAGUE OF MN CITIES -INS TRUST INSURANCE PREMIUMS 1/1- 3/31'22 66,541.00 01/03/2022 101989 MEDICA JANUARY MEDICAL INSURANCE 134,181.38 01/04/2022 101990 DMV SEMI -TRAILER REGISTRATION - CREEKSIDE 5,084.94 01/11/2022 101991 ACE HARDWARE - 1315 REPAIR & MAINT SUPPLIES - MULTIPLE DEPTS 331.75 01/11/2022 101992 ACE HARDWARE - 1790 REPAIR & MAINT SUPPLIES - FIRE 50.11 01/11/2022 101993 ACTIVE911, INC 2022 SUBSCRIPTION - POLICE 546.00 01/11/2022 101994 ALBERTS, LESLIE REIMB: WINTER ICE DAZZLE SUPPLIES - ARENA 29.79 01/11/2022 101995 AMERICAN BOTTLING CO COST OF GOODS SOLD - LIQUOR HUTCH 194.48 01/11/2022 101996 AMERICAN LEGAL PUBLISHING CORP 2022 ANNUAL RENEWALS - ADMIN 3,639.15 01/11/2022 101997 ARAMARK 12/27 SERVICE - LIQUOR HUTCH 196.09 01/11/2022 101998 ARTISAN BEER COMPANY COST OF GOODS SOLD - LIQUOR HUTCH 1,090.80 01/11/2022 101999 AUTO VALUE - GLENCOE EQUIPMENT PARTS - HATS 447.20 01/11/2022 102000 AUTO-CHLOR SYSTEM DEC DISHWASHER SERVICE - SR DINING 220.00 01/11/2022 102001 AXON ENTERPRISE, INC. CARTRIDGES, BATTERIES - POLICE 2,433.42 01/11/2022 102002 BAUM, IAN UB refund for account: 2-035-5000-0-06 62.97 01/11/2022 102003 BCATRAINING EDUCATION B ERLANDSON: ONLINE RECERT- POLICE 75.00 01/11/2022 102004 BELLBOY CORP COST OF GOODS SOLD - LIQUOR HUTCH 2,222.42 01/11/2022 102005 BERNARDY, LANCE UB refund for account: 3-926-9250-0-01 110.04 01/11/2022 102006 BERNICK'S COST OF GOODS SOLD - LIQUOR HUTCH 389.13 01/11/2022 102007 BNO SHEET METAL INC FABRICATIONS - MULTIPLE DEPTS 990.00 01/11/2022 102008 BORSTAD, TRAVIS REIMB: SAFETY FOOTWEAR - POLICE 154.99 01/11/2022 102009 BRAUN INTERTEC CORP NEW POLICE STATION: THRU 12/10/21 3,892.50 01/11/2022 102010 BREAKTHRU BEVERAGE COST OF GOODS SOLD - LIQUOR HUTCH 5,649.66 01/11/2022 102011 VOID VOIDED CHECK 01/11/2022 102012 BRETH-ZENZEN FIRE PROTECTION RESET PRESSURE SWITCH -ARENA 135.00 01/11/2022 102013 C & L DISTRIBUTING COST OF GOODS SOLD - LIQUOR HUTCH 33,931.12 01/11/2022 102014 CARD SERVICES SUPPLIES - MULTIPLEDEPTS 363.72 01/11/2022 102015 CARS ON PATROL SHOP LLC HAUL VEHICLES FROM LOT TO TRAINING SITE - FIRE 450.00 01/11/2022 102016 CENTRAL MCGOWAN LENS, SPOOL - HATS 205.22 01/11/2022 102017 CHEMISOLV CORP FERRIC CHLORIDE - WWTP 5,405.53 01/11/2022 102018 CINTAS CORPORATION SUPPLIES & SERVICE - MULTIPLE DEPTS 198.04 01/11/2022 102019 CROW RIVER WINERY COST OF GOODS SOLD - LIQUOR HUTCH 1,478.40 01/11/2022 102020 CUMMINS NPOWER LLC WIRING HARNESS -STORM WATER 77.57 01/11/2022 102021 CUSTOMIZED FIRE RESCUE TRAINING INC LIVE BURN - FIRE 1,500.00 01/11/2022 102022 DARWIN MONUMENT FLAG PROJECT @ EV CTR 2,855.00 01/11/2022 102023 DELEGARD TOOL CO HOSE REMOVER SET, HAMMER SET, PROBE - HATS 463.64 01/11/2022 102024 DONE RITE POWDER COATING LLC NEW RESCUE 8 PROJECT - SAND BLAST POWDER 480.00 01/11/2022 102025 DUININCK INC L2P20-02 PYMT 5 TH7/22 & MONTANA CROSSING 950.00 01/11/2022 102026 E2 ELECTRICAL SERVICES INC ELECTRICAL SERVICES - MULTIPLE DEPTS 8,785.22 01/11/2022 102027 ECOLAB PEST ELIMINATION 12/27 PEST CONTROL - REFUSE 172.19 01/11/2022 102028 ELECTRO WATCHMAN 2022 FIRE/SECURITY ALARM SERVICES - MULTIPLE DEPTS 10,882.50 01/11/2022 102029 EMERGENCY APPARATUS MAINT ENGINE #7: HEATER MAINTENANCE - FIRE 403.45 01/11/2022 102030 FARM -RITE EQUIPMENT EQUIPMENT PARTS - MULTIPLE DEPTS 1,180.61 01/11/2022 1102031 1 FENSKE'S STUMP REMOVAL DECEMBER STUMP REMOVALS - STREETS 35,465.00 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 12/29/21- 01/11/22 Check Date --1------------ 01/11/2022 Check ------------ 102032 Vendor Name ----F-S------------------------------------------------------ FIRE SAFETY USA INC Description ------H, OS ---FIRE------------------------------------------------------- FIRE HOSE -FIRE DEPT Amount ------------------45.0 -- 545.00 01/11/2022 102033 FOSTER MECHANICAL HVAC REPAIR - REC CTR 434.64 01/11/2022 102034 FUZE LOGISTICS SERVICES USA INC CREEKSIDE FREIGHT TO MULTIPLE LOCATIONS 2,175.00 01/11/2022 102035 GEIKEN'S GUIDE & GUARD, LLC DARE TEACHING -POLICE 500.00 01/11/2022 102036 GEMPLER'SINC CLEANER, BLADES - STREETS 280.95 01/11/2022 102037 GOODPOINTE TECHNOLOGY 2022 ICON SUPPORT- STREETS 6,790.00 01/11/2022 102038 GRAINGER UNIONS-WWTP 85.59 01/11/2022 102039 GRANITE ELECTRONICS, INC. PAGER REPAIR - FIRE 37.00 01/11/2022 102040 GREATER MINNESOTA PARKS & TRAILS 2022 MEMBERSHIP DUES - PARK & REC 225.00 01/11/2022 102041 HALVERSON, SUZANNE UB refund for account: 2-860-3400-4-03 47.20 01/11/2022 102042 HANSEN GRAVEL INC. SNOW PUSHER FOR SNOW REMOVAL 1,309.00 01/11/2022 102043 HAWKINS INC SODIUM HYDROXIDE -WATER 4,719.58 01/11/2022 102044 HCVN-TV YOUTUBE UPLOADS - IT 250.00 01/11/2022 102045 HEARTLAND AG SYSTEMS COUPLERS - HATS 21.04 01/11/2022 102046 HEINTZ FLOOR COVERING REDUCER/INSERTS - HATS 48.00 01/11/2022 102047 HILLYARD / HUTCHINSON SUPPLIES - MULTIPLE DEPTS 487.36 01/11/2022 102048 HJERPE CONTRACTING CLEAN SEDIMENT @ CROW RIVER - STORM WATER 4,465.00 01/11/2022 102049 HOLT MOTORS INC 2018 EXPLORER REPAIR - POLICE 175.10 01/11/2022 102050 HOUSE, LINDA UB refund for account: 3-227-7320-6-01 80.88 01/11/2022 102051 HUTCHFIELD SERVICES INC JAN 2022 JANITORIAL SERVICES - HATS 1,415.00 01/11/2022 102052 HUTCHINSON AREA CHAMBER OF COMMERCE BASIC LEVEL MEMBERSHIP 3,000.00 01/11/2022 102053 HUTCHINSON CHAMBER & TOURISM NOV 2021 LODGING TAX 6,255.39 01/11/2022 102054 HUTCHINSON LEADER DEC ADVERTISING - LIQUOR HUTCH 4,898.76 01/11/2022 102055 HUTCHINSON WHOLESALE #1550 EQUIPMENT PARTS - MULTIPLE DEPTS 208.14 01/11/2022 102056 HUTCHINSON WHOLESALE #1551 FUSE HOLDER - COMPOST 3.69 01/11/2022 102057 HUTCHINSON WHOLESALE #2520 EQUIPMENT PARTS - FIRE 168.50 01/11/2022 102058 I & S GROUP, INC. ARENA RENOVATION THRU 11/30/21 5,680.00 01/11/2022 102059 INGSTAD BROADCASTING LIQUOR HUTCH DECEMBER ADVERTISING 595.00 01/11/2022 102060 INTERSTATE BATTERY SYSTEM MINNEAPOL BATTERIES - HATS 239.90 01/11/2022 102061 JERRY'S TRANSMISSION SERVICE ENGINE INTAKE VALVE REPAIR - FIRE 830.60 01/11/2022 102062 JLR GARAGE DOOR SERVICE DOOR REPAIR - HATS 125.00 01/11/2022 102063 JOHNSON BROTHERS LIQUOR CO. COST OF GOODS SOLD - LIQUOR HUTCH 17,411.74 01/11/2022 102064 JUUL CONTRACTING CO CLEAN OUT POND ON MONTANAST-STORM WATER 4,417.50 01/11/2022 102065 KERI'S CLEANING & HANDYMAN SERVICES DEC CLEANING - MULTIPLE CITY LOCATIONS 5,329.06 01/11/2022 102066 KEYSTONE COMPENSATION GROUP LLC COMPENSATION STUDY JOB EVALUATIONS - ADMIN 750.00 01/11/2022 102067 KINNEY & LANGE LEGAL FEES TO TRADEMARK NEW HUTCH LOGO 5,768.00 01/11/2022 102068 KOHLS, DONNA UB refund for account: 3-525-8200-8-02 241.33 01/11/2022 102069 L & M FLEET SUPPLY 2022 BRONZE PARTNERSHIP ADV - COMPOST 2,375.00 01/11/2022 102070 L & P SUPPLY CO REPAIR & MAINT SUPPLIES - MULTIPLE DEPTS 547.06 01/11/2022 102071 LAKELAND BROADCASTING DEC ADVERTISING - LIQUOR HUTCH 240.00 01/11/2022 102072 LARSON, KEITH INSTALL DOORS/WINDOW @ PARK ELEM 2,690.00 01/11/2022 102073 LEAGUE OF MN CITIES -INS TRUST 1ST QTR 2022 PREMIUMS 90,746.00 01/11/2022 102074 LOCHER BROTHERS INC COST OF GOODS SOLD - LIQUOR HUTCH 36,322.85 01/11/2022 102075 LOGIS CORE SWITCH UPGRADES - IT 29,238.47 01/11/2022 102076 M & T FIRE AND SAFETY ENGINE 7 DOOR LATCHES - FIRE 153.70 01/11/2022 102077 MARCO TECHNOLOGIES, LLC DEC SHREDDING - MULTIPLE DEPTS 65.00 01/11/2022 102078 MARCO TECHNOLOGIES, LLC DEC/JAN PRINTING CONTRACTS - MULTIPLE DEPTS 1,730.81 01/11/2022 102079 MDRA 2022 MDRA DUES- MV 440.00 01/11/2022 102080 MENARDS HUTCHINSON REPAIR & MAINTSUPPLIES - MULTIPLE DEPTS 895.11 01/11/2022 102081 MINI BIFF 12/7 - 12/15 RENTAL @ SHOOTING RANGE 29.76 01/11/2022 102082 MINNESOTA CHIEFS OF POLICE 2022 MEMBERSHIP RENEWAL - POLICE 406.00 01/11/2022 102083 MINNESOTA COUNTY ATTORNEY ASSN FORMS - POLICE 33.00 01/11/2022 102084 MINNESOTA DEPT OF AGRICULTURE 2022 SPECIALTY FERTILIZER RENEWAL - WWTP 100.00 01/11/2022 102085 MINNESOTA DEPT OF LABOR & INDUSTRY PRESSURE VESSEL - MULTIPLE DEPTS 40.00 01/11/2022 102086 MINNESOTA POLLUTION CONTROL AGENCY TYPE IV REFRESHER: J PAULSON - SEWER 100.00 01/11/2022 102087 MINNESOTA SAFETY COUNCIL 2022 MEMBERSHIP FEES - SAFETY COMMITTEE 580.00 01/11/2022 102088 MINNESOTA VALLEY TESTING LAB LAB SAMPLE TESTING - MULTIPLE DEPTS 875.20 01/11/2022 102089 MISYS INC 2022 ANNUAL RENEWAL - COMPOST 1,485.00 01/11/2022 102090 MPPOA 2022 MEMBERSHIP DUES- POLICE 404.00 01/11/2022 102091 MTI DISTIBUTING, INC. REPAIR & PARTS - PARKS 1,700.36 01/11/2022 1102092 INORTH COUNTRY GM NEW RESCUE 8 - FUEL TANK DEF TANK RELOCA 1,697.08 CHECK REGISTER A FOR CITY OF HUTCHINSON CHECK DATE FROM 12/29/21- 01/11/22 Check Date ----------------- 01/11/2022 Check ------------ 102093 Vendor Name ------------------------------------------------------------- NORTHERN BUSINESS PRODUCTS Description ------------ P P LI ------------ I P LE---------------------------------------- OFFICE SUPPLIES- MULTIPLE DEPTS Amount ------------------00.4 -- 300.46 01/11/2022 102094 NORTHERN TIER TRANSPORTATION LLC CREEKSIDE FREIGHT TO MULTIPLE LOCATIONS 775.00 01/11/2022 102095 NUVANTAGE EMPLOYEE RESOURCE 2022 NUVANTAGE CAP CONTRACT SEMI-ANNUAL 1,984.65 01/11/2022 102096 OFFICE DEPOT PAPER - STREETS 59.49 01/11/2022 102097 PEN & INC. SPLENDOR GRO REFRESH DESIGN - COMPOST 1,100.00 01/11/2022 102098 PEOPLEREADY INC CREEKSIDE TEMP STAFFING 3,401.05 01/11/2022 102099 PHILLIPS WINE & SPIRITS COST OF GOODS SOLD - LIQUOR HUTCH 22,368.96 01/11/2022 102100 PLUNKETTS PEST CONTROL 12/6 PEST CONTROL - ARENA 37.86 01/11/2022 102101 PORTFOL SOFTWARE 2022 SOFTWARE MAINT- MULTIPLDE DEPTS 2,137.04 01/11/2022 102102 POSTMASTER POSTAGE FOR UTILITY BILLS 1,540.00 01/11/2022 102103 PRO AUTO MN INC 2017 INTERCEPTOR: OIL CHANGE & REPAIR - FIRE 628.05 01/11/2022 102104 QUILL CORP OFFICE SUPPLIES - MULTIPLE DEPTS 510.53 01/11/2022 102105 RAHN PAINTING & CONTRACTING LLC JAN SNOW REMOVAL - MULTIPLE DEPTS 3,825.00 01/11/2022 102106 RICE LAKE CONSTRUCTION GROUP 1_31321-03 WWTF HEADWORKS IMPV #6 12/6/21 184,176.50 01/11/2022 102107 RNL TRANSPORT LLC CREEKSIDE FREIGHTTO MULTIPLE LOCATIONS 575.00 01/11/2022 102108 ROAD MACHINERY & SUPPLIES CO FUEL FILTERS -STREETS 212.04 01/11/2022 102109 RUNNING'S SUPPLY REPAIR & MAINT SUPPLIES - MULTIPLE DEPTS 337.43 01/11/2022 102110 RUSCH, JUSTIN REIMB: WINTER BOOTS - WATER 125.00 01/11/2022 102111 SECURITY BANK & TRUST CO GENERAL OBLIGATION IMPRV BONDS, SERIES 2 120,911.25 01/11/2022 102112 SHORT-ELLIOT-HENDRICKSON, INC TH-7 MONTANA HAWK SYS: THRU 11/27/21 927.09 01/11/2022 102113 SIMONSON LUMBER CO PASSAGE LEVER - PARKS 606.92 01/11/2022 102114 SNAP -ON INDUSTRIAL COMBO SLIP JOINT W/ CUTTER - HATS 29.94 01/11/2022 102115 SOUTH DAKOTA DEPT OF AGRICULTURE 2021 TONNAGE FERTILIZER, LICENSE RENEWAL - COMPOST 802.20 01/11/2022 102116 SOUTHERN WINE & SPIRITS OF MN COST OF GOODS SOLD - LIQUOR HUTCH 12,874.20 01/11/2022 102117 SOUTHWEST MN CHAPTER OF ICC 2022 MEMBERSHIP DUES- BLDG INSPEC 75.00 01/11/2022 102118 STANDARD PRINTING-N-MAILING POSTAGE & SUPPLIES - MULTIPLE DEPTS 1,160.54 01/11/2022 102119 STAR TRIBUNE 2022 SUBSCRIPTION - MULTIPLE DEPTS 800.60 01/11/2022 102120 STRATEGIC INSIGHTS, INC LICENSE UPGRADE/RENEWAL- MULTIPLE DEPTS 1,550.00 01/11/2022 102121 SUNBELT RENTALS INC DIESEL GROUND HEATER - NEW PD 4,634.40 01/11/2022 102122 TERMINAL SUPPLY CO HOSE CLAMPS - HATS 140.26 01/11/2022 102123 TITAN MACHINERY GP BUCKET W/BOE FOR LOADER #789 - COMPOST 5,958.00 01/11/2022 102124 TNL CREATIONS URN STAND - CEMETERY 409.00 01/11/2022 102125 TRI COUNTY WATER BOTTLE WATER DELIVERY- CREEKSIDE 47.25 01/11/2022 102126 UNITED FARMERS COOP MID -GRADE LEAD FREE FUEL- HATS 21,636.74 01/11/2022 102127 VESSCO INC YOKE - WATER 156.00 01/11/2022 102128 VIKING BEER COST OF GOODS SOLD - LIQUOR HUTCH 16,180.65 01/11/2022 102129 VIKING COCA COLA COST OF GOODS SOLD - LIQUOR HUTCH 340.65 01/11/2022 102130 WASTE MANAGEMENT OF WI -MN REFUSE DISPOSAL FEES TO LANDFILL 6,693.62 01/11/2022 102131 WATERVILLE FOOD & ICE COST OF GOODS SOLD - LIQUOR HUTCH 288.55 01/11/2022 102132 WHITE BEAR MITSUBISHI 2022 MITSUBISHI OUTLANDER PHEV -STREETS 32,555.00 Total - Check Disbursements: $ 1,217,322.68 ILA FR HUTCHINSON CITY COUNCIL THNSON Request for Board Action A CITY ON PUHPQ5E. Agenda Item: Hutchinson Parks and Trails Map - Josie Myers Presentation Department: PRCE LICENSE SECTION Meeting Date: 1/11/2022 Contact: Lynn Neumann ApplicationComplete N/A Agenda Item Type: Presenter: Josie Myers Reviewed by Staff P] Communications, Requests Time Requested (Minutes): 0 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: Josie Myers is a graduate student at Kent State University. She is a graduate of Hutchinson High School and grew up in Hutchinson. During her graduate studies, Josie created a map of the Hutchinson Parks and Trails system. She is currently working on other projects during her graduate studies in regards to walk -ability in Hutchinson. Josie presented her project at the Parks, Recreation and Community Education Advisory Board meeting on January 3, 2022. After her presentation, she donated her original map that she created for her project to the PRCE Department. We asked Josie to give the same presentation she gave to the PRCE Advisory Board to the Hutchinson City Council. She will also showcase the original map that was donated to the PRCE Department. BOARD ACTION REQUESTED: N/A 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: {AM'hl l.- ,,I bE found '—t Of Va '—p l", "Id. IS how�e.+o 14,000 resderrts and a -,, ve park systwn Th, tow,, is 1 w StICt 1 % tI - C Y F' V SIN tI � S,v,i,, t i. tl�" L I'u b twee iii ids n airs -a-i-1tiim d- -disbai.,i �g pram- mtch I visvvi, Mi vi vicso tm r' ita pa ks a d traih t n s- c nd y v t~vrtra P � new Y k Gity_ lrvdlen th p �res� � e It, ners founded the towI OF 44�tehinson in 1055, they � +e iiti-: f d �it.fii kssystcwi �d� I all 0 1 V. Y 5 t l i i b id S I 1615 ITV S O CI � t l-e3 tle 11�E�4S I fItiL \ZI ald itl 'I,,t e w — V, &l I'v,'0"' i a'," NItCI?I i l l y uas I 2 9 p W IF 0 )i )i't c es �i�t c L rl Iiy Q *1 LIaYa.I --Ltt: d�l�a✓� 1 n va nark [u. t 11, hlAoe (II fvt (( their ti l cai tip artto w� m, ut acid soc,,.l ;� d. n, e, r 5 frn es �. � fie, 45 F 4 + ie "Nil ✓ ..s � I 11 l �.� Ra N�F�'1.d '1 � i d y }{nFui wf t�_ 1 f 1_ ,�,r pak Ji,al, ma In din-iyln+ a yi eeoi epace. dr acwe -- he (o lot +he coi�i i i-Pe facts -- �d � +hawkfultotiaetowv fvund��to ,,.�i✓� 'i -F+n9 a? d--tf polrg. ec air �t ti i 40 paik d ty �(g�'yy &'i` ib"'v✓'i" �'� Wal-scah dthro 9' 11r-� 'I 9 w tll a 4 —lav ble i-o Jisitvrs dike � ais d' �1 I' 3D,DOD xg`rii= Lam_, I 1 ,Iosiz �Myees, 202D To: Mayor and Council From: Candice Woods, Liquor Hutch Director Date: 01/04/22 Re: Liquor Hutch Sales January — Dec 2021 2020 Actual 2021 Actual Change (from 2020Accua11 2021 Budget Change (from 2021 Budget) Year to Date Sales: $7,689,417 $7,339,403 -4.60% $6,809,000 +7.8% Liquor $ 2,649,652 $ 2,634,152 -0.6% $2,348,000 +12.2% Beer $ 3,701,635 $ 3,461,507 -6.5% $3,283,000 +5.4% Wine $ 1,138,284 $ 1,063,767 -6.5% $1,033,000 +3.0% YTD Gross Profit Dollars: $1,895,874 $1,773,303 -6.5% $1,686,398 +5.2% YTD Customer Count: 255,616 245,895 -4.0% NA NA Average Sale/ Customer: $30.08 $29.85 -4.0% NA NA Gross Profit Percentage: 24.66% 24.16% -0.5% 24.8% -.64% *Comparisons done to 2021 Budget (in addition to 2020 Actual Sales) due to high Pandemic Sales in 2020. 2020 Sales Increase was 20.7%. *To Note: Net Profits as of 11/30/21 = $580,971 2021 Transfer to General Fund = $550,000 4`h Quarter Store Activity Highlights • Hockey Player Mark Parrish Bottle Signing Event with his vodka • Two First Tuesday Staff Trainings held • Murphy Goode Virtual Wine Tasting Event held • Liquor Hutch hosted an MMBA Server Training for area stores • Liquor Hutch participated in the Chamber Taste of the Holidays with 3 vendors and 20+ products • Thanksgiving, Christmas, NY Holiday promotions planned and executed • Allocated Bourbon Lottery resulted in 43 bottles and $2,790 of sales • Three new Part Time Hires completed resulting in zero new Part Time Hires as they did not stay/show up PUBLICATION NO. ORDINANCE NO. 21-828 AN ORDINANCE AMENDING SECTION 31.25 OF THE HUTCHINSON CITY CODE — LIBRARY BOARD The City Council of the City of Hutchinson hereby ordains: § 31.28 LIBRARY BOARD A Library Board is hereby established. The Library Board shall consist of seven members, si* at least five of whom shall be residents of the city and serve staggered three-year terms and one of whom shall be a member of the Council and designated by the Council. (2004 Code, § 31.26) (Ord. 95-153, passed 7-11-1995; Ord. 12-0691, passed 7-10-2012) Adopted by the Hutchinson City Council this 1 lth day of January, 2022. ATTEST: Gary T. Forcier, Mayor Matthew Jaunich, City Administrator HUTCHINSON CITY COUNCIL city a,� a-N Request for Board Action 7AL 0-2-*'_7 .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Agenda Item: Approve/Deny Awarding Bid for Burich Arena - East Rink Re -roof and Facade Prj Department: PRCE LICENSE SECTION Meeting Date: 1/11/2022 Application Complete N/A Contact: Lynn Neumann/Matt Jaurld Agenda Item Type: Presenter: Pete Filippi - Contegrity Cil Reviewed by Staff ✓_ New Business Time Requested (Minutes): 10 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: The Burich Arena - East Rink Re -roof and Facade Project has been on the City's Facility Plan for the last six years. The project was originally scheduled to be completed in 2020 but was delayed. Back in November 2021 the City Council authorized to go out of bids for the Burich Arena East Rink Re -roof and Facade Project. Bids went out in November and they were opened on December 23, 2021. The project had two separate categories for the bid package: Category 1 - General Construction and Category 2 - Masonry Thin Brick System. The City received two bids for Category 1 - General Construction with the low bid being Vos Construction, Inc. at $1,595,500.00 for the base bid. The bids included two alternatives: alternative #1 was $15,000.00, alternative # 2 was $249,150.00. The total bid from Vos Construction, Inc for General Construction was $1,859,650.00. Category 2 - Masonry Thin Brick System received three bids with the low bid being Matt Rausch Masonry at $371,201.00. Staff is recommending that the council accept the low bids that were received for both Category 1 - General Construction (including alternative #1 and alternative #2) and Category 2- Masonry Thin Brick System. Pete Filippi with Contegrity Group will be in attendance at the meeting to answer questions the City Council may have. City staff will also be available to answer questions. BOARD ACTION REQUESTED: Approve/Deny awarding bid Category 1 (General Construction) to Vos Construction, Inc including bid alternates #1 and #2. Approve/Deny awarding bid Category 2 (Masonry Thin Brick System) to Matt Rausch Masonry. Fiscal Impact: $ 2,536,381.21 Funding Source: Facilities Fund FTE Impact: Budget Change: ; No Included in current budget: Yes PROJECT SECTION: Total Project Cost: $ 2,536,381.21 Total City Cost: Funding Source: Facilities Fund Remaining Cost: $ 2,536,381.21 Funding Source: HUTCHINSON A CITY ON PURPOSE, Memo To: Mayor & City Council From: Matt Jaunich, City Administrator Date: 1/6/22 Re: Burich Arena Roof/Fagade Project ,i I Hassan Street SE Hutchinson, MN 55350-2522 1 e e` e` ; e; 0 At Tuesday's City Council meeting, staff will be asking the City Council to consider bids to replace the roof/facade at Burich Arena — East Rink. The work that is being proposed is similar to the work that was done at the Rec Center in 2020. This project has been on the City's 5-year Capital Improvement Plan (CIP) for quite some time with it originally identified in the 2012 CIP for replacement in 2013. Obviously, this project has evolved and been pushed back over the years. Most recently for the Aquatic Center project and the Rec Center Roof replacement and the repaving of the rec center/Burich arena parking lot projects. Included in the packet are the recent bid results for the Burich/Civic Arena Roof/Facade Project. The lowest and most responsible bidders have this project coming in at $2,336,236.21 (this doesn't include contingency monies and professional fees). These costs are roughly $1 million higher than our November of 2020 estimate of $1.34 million. Having reviewed the bids with our Construction Manager, we believe the bids are fair and the significant increase in costs from our 2020 estimate is in direct relation to the increase in material costs that we have seen over the past year. The purpose of this memo is to let the Council know we are at a stage with scheduled projects for 2022 that some tough decisions are going to have to be made. To be blunt, with these increased costs, we cannot do the police station, this roof/facade project, and the splash pad all in 2022. With the police station under construction, that is off the table for removal which leads us with the decision on moving forward with this roof/facade project or the splash pad. Probably not unexpected, but the reason for this is purely financial. Attached to this memo is a report titled "Future Projects — Funding vs. Costs". As you will see, doing all of these projects will reduce our unreserved cash balance to a level that staff would not be comfortable with. Dipping into these cash balances at this level could have a negative impact on our bond rating, raising future costs for all city projects. There is also still a question on what the final costs will be in regards to the police station and what actual bid numbers would look like in regards to the splash pad. Staff is asking the Council to take all of this into consideration when considering the bids in front of you on Tuesday. Noting that, Staff is recommending that the council accept the low bids and bid alternatives for this project. This recommendation is coming with the idea that the construction of a splash pad be delayed. There are a couple of reasons behind this request: 1. This project has previously been on our CIP plan for 10 years having been delayed three times for other projects. 2. The need to replace the leaking roof will not go away and needs to be addressed. 3. This is a current asset already in the system that needs to be repaired/upgraded. Staff believes that repairing our current assets should be a priority over building something new. 4. There is no guarantee that delaying the project will provide for a more favorable cost in the future. 5. This is a facility that is in use year-round This recommendation would not mean that planning for a splash pad would cease. Staff would still move forward on finalizing our plans. Once the plans were finalized, this would allow for us to seek avenues for some private financing to assist in lowering the City's costs for that project. At this point, we would plan to the delay the project until 2023/24 or later depending on a couple of variables. Those variables being the following: • Final construction costs on the new police station • Any revenue we could collect from selling the old police station/EOC • Any potential revenue we could collect from a future sale of the event center • Revenues raised from a sponsorship of the splash pad or other (grants?) sources While not ideal, staff felt it was financially important to share this information with you. As noted, we believe that with the increased costs, both a splash pad and this roof/facade project cannot be done in 2022. Staff is recommending that the council move forward with the roof/facade project and delay the splash pad, but we will work with whatever decision you make. Please let me know if you need any additional information. Matt 2 Future Projects - Funding vs Costs 2021 Unreserved Cash Balances General Fund $2,779,403 Community Improvement $2,200,000 Capital Projects $925,000 ARPA Funds (2021 portion only) $764,047 Facility Plan fund balance $650,000 Current Funds Available $7,318,450 Potential Proiects Police Facility-$1,000,000 Splash Pad - Phase 1-$1,280,000 Splash Pad - Shelter/Restroom Bldg-$825,000 Civic Arena Roof (Bid+Fees)-$2,566,881 Civic Arena HVAC (Est)-$400,000 Total Potential Project Costs-$6,071,881 Prior Year Fund Balance Estimated Annual Surplus Use of Reserves Adjusted Fund Balance Budgeted Expenditures Fund Balance % Working Capital 40% Unreserved Fund Balance General Fund 2021 2022 2023 $8,165,000 $8,365,000 $7,565,000 $200,000 $200,000 $200,000 $8,365,000 $7,565,000 $7,265,000 $13,963,993 $14,313,093 $14,670,920 59.9% 52.9% 4M% $5,585,597 $5,725,237 $5,868,368 $2,779,403 $1,839,763 $1,396,632 BURICH ARENA RE -ROOF AND FACADE IMPROVEMENTS - BID TAB DECEMBER 23, 2021 of 2:00 pm Bid Sec Add BASE BID ALT #1 - New Architectural Metal to Interior South and East Walls ALT #2 - Kingspan Kingseam Insulated Standing Seam Roof Panel System CATEGORY 1- GENERAL CONSTRUCTION PACKAGE Vos Construction, Inc x 1,2 $1,595,500.00 $15,000.00 $249,150.00 Ebert Inc dba Ebert Construction x 1,2 $1,643,000.00 $16,400.00 $640,300.00 CATEGORY 2 - MASONRY THIN BRICK SYSTEM Matt Rausch Masonry CC 1,2 $371,201.00 NA NA T.C.R. Enterprises dba J&K Masonry x 1,2 $401,000.00 NA NA SJB Masonry x 1,2 $444,130.00 NA NA OWNER QUOTES GARAGE DOORS Garage Door Store $6,300.00 American Door Works $10,245.00 PAINTING Bayed $30 350.00 Danco $89,950.00 FIRE SPRINKLER Budget $30 500.00 ELECTRICAL E2 $38,235.21 LITE / Solus $44 311.00 A we Hutchinson Parks, Recreation and Community Education 900 Harrinaton Street Hutchinson, Minnesota 55350 Contact, Mary Hau�Dren Phone, 320,587,'2975 F R 0 VI " ISG - Minneapolis West Office 6465 WayZata Boulevard, Suite 970 St, Louis Park, Minnesota 55426 Contact, Patrick Voss Phone, 952,426,0699 Email, Patricl/,,Vos@lSGlnc,com BURICH ARENA REROOF AND FACADE IMPROVEMENTS HUTCHINSON, MINNESOTA ISG PROJECT # 20-24450 PROJECT GENERAL NOTES SHEETINDEX OBURICH ARENA ABBREVIATIONS MATERIALS KEY TAGS AND SYMBOLS REROOF D FACADE ., .,..,.,._. .�.R.,,w.J IMPROVEMENTS JIM n. m,...... _Z12Z srmmecsrvxo OVIE %NAME ae ® PROJECT INDEX: TITLE SHEET, SHEETINDEX, OWNER: PROJECT MANAGINGOFFICE PROJECT ADDRESS: GENERAL NOTES HUTCHINSON PARKS, RECREATION AND COMMUNITY BURICH ARENA 950 HARRINGTON STREET SW EDUCATION MARV HAUGEN HUTCHINSON, MINNESOTA 55350 eouiEveno 900 HARMING STREET HUTCHINSON, MINNESOTA 55350 320.587.2975 .� GI-1 ,0EXTERIOR WALL-EWI U i irz -i-rz Q �r �EXTERIORWALL EW3 \J iirz =i.v 0 EXTERIOR W ALL - EWS U i irz -i-rz EXTERIOR W ALL - EW 2 BURICN ARENA REROOF AND FACADE IMPROVEMENTS TYPICAL ASSEMBLIES Al-01 SHEET NOTES WALL LEGEND aEa��o.o r i ' i-rs o�awoo�o oaw 4 I I � ob�.� �.�wo o mvm,vnanu,oc�.annc,urmu.wanxoeartrvw , I o�.�a =w.��v.�emoa.o �umwumxmx�v, I I I I ii i h II PP I �I asnxv wuunw. ea rnn�muEr.�am°n .�PI'f PI'�i� PI'i� 'fN p�p�lpp� ro Nn /1 EAST DEMOLITION ELEVATION "s Sis 77 Hi �..Ene crvr ll M i 7-7UIF ig...._L....�u......_..... gin._.u._...u.i.. �.........�......_�.L.L�..��.....��........� �''' ', �ly...�� ..��.�..1.�. ......:........ .......1, III ICI @I� .��.oaTMEu,-�TME 0 UNORTH DEMOLITION ELEVATION 0(TMEaw,�TMETp�� acaS{'H - E I I reR I OBURICN ARENA Hill REROOF AND FACADE L LA i� IMPROVEMENTS °Dore reurore rw,—r> j1 W EST DEMOLITION ELEVATION o.�..oe. .o. �11 .. ..-.. - 1+F�B DEMOLITION O ELEVATIONS, k.�....�1...�,..i..,.:... ,.,...,....�'I.�.,.....!........._..�L.........�..�.i.,.i.�.y.�..y._.�.._ .....y..��...y I �..:�.�.....�'�su_;; TYPICAL o- DEMOLITION °IXt SECTION SOUTH DEMOLITION ELEVATION s SHEET NOTES WALL LEGEND KEYNOTELEGEND /1 DEMounON SECTION OBURICN ARENA REROOF AND FACADE IMPROVEMENTS DEMOLITION SECTION DOOR SCHEDULE WALL LEGEND DOOR TYPES SHEET NOTES 'N W!— �xoKEYNOTE LEGEND t ---------- - i ------ 4 ---------- ----- ------ 4 ------- ------ --- — - - — - — - — — — - — - — - — - — -- -- — -- — -- — - — - — - R. mire (E� — - — - — - — - — - - — - — - — - — - — - — - - — - — - — - - — - — - — — - — - — - cx ho III BURICH ARENA REROOF AND FACADE IMPROVEMENTS — - — - — - — - — - O ® �L FIRST FLOOR PLAN 0, llRS'T'FLOOR PLAN CEILING FINISH SCHEDULE SHEET NOTES ME e OBURICH ARENAho REROOF AND FACADE IMPROVEMENTS J FIRST FLOOR REFLECTED CEILI NO PLAN /1 FIRST FLOOR REFLECTED CEILING PLAN I i I 1 I I I� I� I� I, a lil GA' SHEET NOTES OBURICN ARENAho REROOF AND FACADE IMPROVEMENTS OROOF PLAN ROO IIAN KEYNOTE LEGEND E - =--I- - - - - - - - - - -� nJ BUILDING,SECTIONINS `„s -s I I - --- - -- -- --- -- --- ---_ - ,n xommeuv:a ,;off -- BURICN ARENA (. BUILDING SECTION-EW �J ��A'-, �- REROOF AND FACADE IMPROVEMENTS BUILDING SECTIONS A3-11 4 I WALLBECTION 4 �orro� n U WALL SECTION irz -i-rz T 3 WALLSECTION Q (,), LLSECTION %1 WALLSECTION 6 WALLSECTION OBURICN ARENA REROOF AND FACADE IMPROVEMENTS WALL SECTIONS A3-21 -------------- (mil CORNER TRANSITION DETAIL _ Asa - M-S .oPss L z WALLSECTION °BURICN ARENA REROOF AND FACADE IMPROVEMENTS WALL SECTIONS I A302 ----------- - u Doug ----- ------ �A ED,ETAII A R �NSITION DETAIL �OORNERS A �EDETAII R �NSITION DETAIL TRANSITION DETAIL KEDETA I , O-OVERHEAD DOOR DETAIL 0 9 ROOF TRANSITION DETAIL S_WALL ,CAP DETAIL @_I,)OOR HEAD DETAIL DETAILS A3-31 City Of Hutchinson - Burich Arena Reroof and Facade Improvements Draft Budget with Alternates Bid Date 12-23-21 Date: January 11, 2022 149 n rit e cnijp CATEGORY OF WORK TRADE CONTRACTOR NAME ORIGINAL Orginai contract with Orginal Contract with pLT#& King Seam Orginal Contract with CONTRACT ALT #1 - Interior Metal Roof ALT #1 & 2 Bid Items 1 General Construction Vos Construction Inc. 2 Masonry Thin Brick System Matt Rausch Masonry Owner Quoted Items 8 Garage Door Garage Door Store 9 Painting Bayeral 10 Fire Sprinkler TBD (budget number) 11 Electrical E2 $1,595,500.00 $1,610,500.00 $1,844,650.00 $1,859,650.00 $371,201.00 $371,201.00 $371,201.00 $371,201.00 $6,300.00 $6,3D0.00 $6,300.00 $6,300.00 $30,350.00 $30,350.00 $30,350.00 $30,350.00 $30,500.00 $30,500.00 $30,500.00 $30,500.00 $38,235.21 $38,235.21 $38,235.21 $38,235.21 TRADE CONTRACTOR TOTAL: $2,072,086.21 $2,087,086.21 $2,321,236.21 $2,336,236.21 Contingency Budget $100,000.00 $100,000.00 $100,000.00 $100,000.00 General Conditions Budget $50,000.00 $50,000.00 $50,000.00 $50,000.00 CM Fee Contegrity Group, Inc. $38,500.00 $38,500.00 $38,500.00 $38,500.00 Architect & Engineer Fee ISG $39,300.00 $39,300.00 $39,300.00 $39,300.00 CONSTRUCTION TOTAL: $2,299,886.21 $2,314,886.21 $2,649,036.21 $2,664,036.21 OWNERS ITEMS Hazardous Materials / Asbestos Testing Braun Intertec $2,845.00 $2,845.00 $2,845.00 $2,845.00 Hazardous Materials Abatement TBD $0.00 $0.00 $0.00 $0.00 PROJECT TOTAL: $2,302,731.21 $2,317,731.21 $2,551,881.21 $2,566,881.21 ILA FR HUTCHINSON CITY COUNCIL THNSON Request for Board Action A CITY ON PUHPQ5E. Agenda Item: Consideration of the City of Hutchinson COVID-19 Vaccination, Testing and Face Covering Policy Department: Administration LICENSE SECTION Meeting Date: 1/11/2022 Contact: Matt Jaunich ApplicationComplete N/A Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff ; P] New Business Time Requested (Minutes): 5 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: On Nov. 5, 2021, federal OSHA issued the COVID-19 Vaccination and Testing Emergency Temporary Standard (ETS) to protect unvaccinated employees of large employers (100 or more employees) from the risk of contracting COVID-19 by strongly encouraging vaccination. Covered employers must develop, implement and enforce a mandatory COVID-19 vaccination policy, with an exception for employers that instead adopt a policy requiring employees to either get vaccinated or elect to undergo regular COVID-19 testing and wear a face covering at work in lieu of vaccination. Minnesota Statutes § 182.655, subdivision 13, requires that Minnesota OSHA (MNOSHA) adopt standards that are "at least as effective as" federal OSHA. MNOSHA adopted the ETS by reference Jan. 3, 2022, and the ETS mandates begin to take effect as of January 10, 2022. Attached is the proposed policy document for the City of Hutchinson as we are considered a large employer. This policy is based on a template provided to employers by OSHA. The City of Hutchinson is not mandating vaccines for all employees, so the proposed policy includes the regular testing and face covering requirements for unvaccinated employees. It is anticipated that necessary revisions to this policy may be needed with limited notice due to changes in the ETS mandate or for other valid reasons, the policy language allows the City Administrator to amend the policy as needed without Council approval. Any revisions will be promptly communicated to the Council. It is requested that the City Council consider this policy for approval. The proposed policy is attached for your review and reference. BOARD ACTION REQUESTED: Consideration and approval of the proposed City of Hutchinson COVID-19 Vaccination, Testing and Face Covering 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 HUTCHINSON A CITY ON PURPOSE. COVID-19 Vaccination, Testing and Face Covering Policy 1/2022 Purpose: Vaccination is a vital tool to reduce the presence and severity of COVID-19 cases in the workplace, in communities, and in the nation as a whole the City of Hutchinson encourages all employees to receive a COVID-19 vaccination to protect themselves and other employees. However, should an employee choose not to be vaccinated, this policy's sections on testing and face coverings will apply. This policy complies with OSHA's Emergency Temporary Standard on Vaccination and Testing (29 CFR 1910.501) and Minnesota OSHA's standard. Scope: This COVID-19 Policy on vaccination, testing, and face covering use applies to all employees of the City of Hutchinson, except for employees who do not report to a workplace where other individuals (such as coworkers or customers) are present; employees while working from home; and employees who work exclusively outdoors. All employees are encouraged to be fully vaccinated. Employees are considered fully vaccinated two weeks after completing primary vaccination with a COVID-19 vaccine with, if applicable, at least the minimum recommended interval between doses. For example, this includes two weeks after a second dose in a two -dose series, such as the Pfizer or Moderna vaccines, two weeks after a single -dose vaccine, such as Johnson & Johnson's vaccine, or two weeks after the second dose of any combination of two doses of different COVID-19 vaccines as part of one primary vaccination series. Employees who are not fully vaccinated will be required to provide proof of weekly COVID-19 testing and wear a face covering at the workplace. All employees are required to report their vaccination status and, if vaccinated, provide proof of vaccination. Employees must provide truthful and accurate information about their COVID-19 vaccination status, and, if not fully vaccinated, their testing results. Employees not in compliance with this policy will be subject to discipline per the City of Hutchinson Personnel Policies up to and including termination. Employees may request an exception from vaccination requirements (if applicable) if the vaccine is medically contraindicated for them or medical necessity requires a delay in vaccination. Employees also may be legally entitled to a reasonable accommodation if they cannot be vaccinated and/or wear a face covering (as otherwise required by this policy) because of a disability, or if the provisions in this policy for vaccination, and/or testing for COVID-19, and/or wearing a face covering conflict with a sincerely held religious belief, practice, or observance. Requests for exceptions and reasonable accommodations must be initiated by submitting to Human Resources a completed COVID-19 Vaccine Medical Exception Request Form. All such requests will be handled in accordance with applicable laws and regulations and applicable City policies. Overview and General Information Vaccination Any City of Hutchinson employee that chooses to or is required to be vaccinated against COVID-19 must be fully vaccinated no later than February 9, 2022. Any employee not fully vaccinated by February 9, 2022, will be subject to the regular testing and face covering requirements of the policy. To be fully vaccinated by February 9, 2022, an employee must: o Obtain the first dose of a two dose vaccine no later than December- 27, 2021 (iVlocier-na ) or January 2, 2022 (Pfizer), and the second dose no later than January 24, 2022]; or o Obtain one dose of a single dose vaccine no later than January 25, 2022. Employees will be considered fully vaccinated two weeks after receiving the requisite number of doses of a COVID-19 vaccine as stated above. An employee will be considered partially vaccinated if they have received only one dose of a two dose vaccine. Employers must ensure that each employee who is not 'fully vaccinated" complies with the testing requirements in this policy, including weekly testing for employees who report at least once every 7 days to a workplace where other individuals such as coworkers or customers are present. In the case of a two -dose primary vaccination series (e.g., Pfizer and Moderna), an employee is not considered 'fully vaccinated" until 2 weeks after receiving the second dose of the series. Therefore, employers would need to ensure employees continue to test weekly until 2 weeks after receiving their second dose. However, employers have until February 9, 2022 to comply with the testing requirement, and employees who have completed the entire primary vaccination by that date do not have to be tested, even if they have not yet completed the 2-week waiting period. Employees are to schedule their vaccination appointments. Vaccinations can be obtained at various locations by contacting an employee's own medical provider facility, local retail pharmacies, County public health agencies, or a mass -vaccination clinic. Testing and Face Coverings All employees who are not fully vaccinated by February 9, 2022, will be required to undergo regular COVID-19 testing. All employees who are not fully vaccinated as of January 10, 2022, except as noted above, will be required to wear a face covering when in the workplace. Policies and procedures for testing and face coverings are described in the relevant sections of this policy. Vaccination Status and Acceptable Forms of Proof of Vaccination Vaccinated Employees All vaccinated employees are required to provide proof of COVID-19 vaccination, regardless of where they received vaccination. All employees are required to complete the City of Hutchinson COVID-19 Vaccine Attestation Form. Proof of vaccination status and the Attestation form are to be submitted to the Human Resources Director at Hutchinson City Center via a secure manual or electronic method to protect any employee private medical data/information. Acceptable proof of vaccination status is: 1. The record of immunization from a healthcare provider or pharmacy, 2. A copy of the COVID-19 Vaccination Record Card, 3. A copy of medical records documenting the vaccination; 4. A copy of immunization records from a public health, state, or tribal immunization information system; or 5. A copy of any other official documentation that contains the type of vaccine administered, date(s) of administration, and the name of the health care professional(s) or clinic site(s) administering the vaccine(s). Proof of vaccination generally should include the employee's name, the type of vaccine administered, the date(s) of administration, and the name of the health care professional(s) or clinic site(s) that administered the vaccine. In some cases, state immunization records may not include one or more of these data fields, such as clinic site, in those circumstances the City of Hutchinson will still accept the state immunization record as acceptable proof of vaccination. If an employee is unable to produce one of these acceptable forms of proof of vaccination, despite attempts to do so (e.g., by trying to contact the vaccine administrator or state health department), the employee can provide a completed and signed City of Hutchinson Missing COVID-19 Vaccine Proof/Attestation Form. An employee who attests to their vaccination status in this way should to the best of their recollection, include in their attestation the type of vaccine administered, the date(s) of administration, and the name of the health care professional(s) or clinic site(s) administering the vaccine. All Employees All employees, both vaccinated and unvaccinated, must inform the City of Hutchinson of their vaccination status. The following table outlines the requirements for submitting vaccination status documentation. Vaccination Status Instructions Deadline(s) Employees who are fully Submit proof of vaccination that January 7, 2022 vaccinated. indicates full vaccination. Employees who are partially Submit proof of vaccination that January 7, 2022 vaccinated (i.e., one dose of a indicates when the first dose of two dose vaccine series). vaccination was received, followed by proof of the second dose when it is obtained. Employees who are not Submit statement that you are January 7, 2022 vaccinated. unvaccinated, but are planning to receive a vaccination by the deadline. Submit statement that you are January 7, 2022 unvaccinated and not planning to receive a vaccination. Supporting COM-19 Vaccination An employee may take up to four hours of paid work/duty time per dose to travel to the vaccination site, receive a vaccination, and return to work. This would mean a maximum of eight hours of paid duty/work time for employees receiving two doses. If an employee spends less time getting the vaccine, only the necessary amount of duty/work time will be granted. Employees who take longer than four hours to get the vaccine must send their supervisor an email or written memo/letter documenting the reason for the additional time (e.g., they may need to travel long distances to get the vaccine). Any additional time requested will be granted, if reasonable, but will not be paid, in that situation, the employee can elect to use accrued leave, e.g., sick leave, vacation leave, or compensatory time, to cover the additional time. If an employee is vaccinated outside of their approved and scheduled duty/work time they will not be compensated. Employees may utilize up to two workdays of sick leave immediately following each dose if they have side effects from the COVID-19 vaccination that prevent them from working. Use of other leave is not allowed. Employees who have no sick leave will be granted up to two days of additional sick leave immediately following each dose if necessary. The following procedures apply for requesting and granting duty/work time to obtain the COVID-19 vaccine or sick leave to recover from side effects: • Employees must request the time away from work to travel to the vaccination site, receive a vaccination, and return to the worksite from their supervisor. • Employees must enter the leave time, up to the 8 hours allowed, in the City's timekeeping system as COVID SICK ETS Employee Nfi € fi rs of COVID-19 and Removal from the Workplace The City of Hutchinson will require employees to promptly notify their supervisor and/or City Administration/HR when they are sick, experiencing COVID-19 symptoms, and/or have tested positive for COVID-19 or have been diagnosed with COVID-19 by a licensed healthcare provider. Employees should consult the City of Hutchinson Pandemic Preparedness Plan for additional information regarding employees who are sick, with a positive COVID-19 test, or those diagnosed with COVID-19. Medical Removal from the Workplace The City of Hutchinson has also implemented a policy for keeping COVID-19 positive employees from the workplace in certain circumstances. The City of Hutchinson may immediately remove an employee from 4 the workplace if they have received a positive COVID-19 test or have been diagnosed with COVID-19 by a licensed healthcare provider (i.e., immediately send them home or to seek medical care, as appropriate). Employees should consult the City of Hutchinson Pandemic Preparedness Plan for additional information regarding employees with a positive COVID-19 test or those diagnosed with COVID-19. This includes information about working remotely and asymptomatic essential employees. Return to Work Criteria For any employee removed because they are COVID-19 positive, the City of Hutchinson will keep them removed from the workplace until the employee receives a negative result on a COVID-19 nucleic acid amplification test (NAAT) following a positive result on a COVID-19 antigen test if the employee chooses to seek a NAAT test for confirmatory testing; meets the return to work criteria noted below, or receives a recommendation to return to work from a licensed healthcare provider. Asymptomatic employees may return to work once 10 days have passed since the positive test, and symptomatic employees may return to work after all the following are true: • At least 10 days have passed since symptoms first appeared, and • At least 24 hours have passed with no fever without fever -reducing medication, and • Other symptoms of COVID-19 are improving (loss of taste and smell may persist for weeks or months and need not delay the end of isolation). If an employee has severe COVID-19 or an immune disease, the City of Hutchinson will follow the guidance of a licensed healthcare provider regarding return to work. Additional return to work guidance can be found is the City of Hutchinson Pandemic Preparedness Plan. Employees may use accrued sick and vacation leave and compensatory time for absences related to COVID-19 as allowed per City personnel policies. In addition, employees may use any remaining paid pandemic leave per city policy 3.35 Pandemic Staffing. COVID-19 Tesfln All employees who are not fully vaccinated will be required to comply with this policy for testing. Employees who report to the workplace at least once every seven days: (A) must be tested for COVID-19 at least once every seven days, and (8) must provide documentation of the most recent COVID-19 test result to Human Resources no later than the seventh day following the date on which the employee last provided a test result. Any employee who does not report to the workplace during a period of seven or more days (e.g., if they were teleworking for two weeks prior to reporting to the workplace): (A) must be tested for COVID-19 within seven days prior to returning to the workplace, and (8) must provide documentation of that test result to Human Resources upon return to the workplace. If an employee does not provide documentation of a COVID-19 test result as required by this policy, they will be removed from the workplace until they provide a test result. Employees who have received a positive COVID-19 test, or have been diagnosed with COVID-19 by a licensed healthcare provider, are not required to undergo COVID-19 testing for 90 days following the date of their positive test or diagnosis. The City of Hutchinson has contracted with a vendor to provide the required tests. Antigen test kits will be distributed by the City each 7-day period to employees required to be tested and to other employees not regularly int the workplace as required. The tests will be proctored by vendor personnel via the Zoom platform. The costs of the test are the responsibility of the City of Hutchinson. The City of Hutchinson will require all employees who are not fully vaccinated to wear a face covering. Face coverings must: (i) completely cover the nose and mouth, (ii) be made with two or more layers of a breathable fabric that is tightly woven (i.e., fabrics that do not let light pass through when held up to a light source), (iii) be secured to the head with ties, ear loops, or elastic bands that go behind the head. If gaiters are worn, they should have two layers of fabric or be folded to make two layers, (iv) fit snugly over the nose, mouth, and chin with no large gaps on the outside of the face, and (v) be a solid piece of material without slits, exhalation valves, visible holes, punctures, or other openings. Acceptable face coverings include clear face coverings or cloth face coverings with a clear plastic panel that, despite the non -cloth material allowing light to pass through, otherwise meet these criteria and which may be used to facilitate communication with people who are deaf or hard -of -hearing or others who need to see a speaker's mouth or facial expressions to understand speech or sign language respectively. Employees who are not fully vaccinated must wear face coverings over the nose and mouth when indoors and when occupying a vehicle with another person for work purposes. Policies and procedures for face coverings will be implemented, along with the other provisions required by OSHA's COVID-19 Vaccination and Testing ETS, as part of a multi -layered infection control approach for unvaccinated workers. Employees may provide their own face covering that meets the requirements noted above, and the City of Hutchinson will make available face coverings to all employees. Face coverings are available from the Human Resources Department. The following are exceptions to the City of Hutchinson's requirements for face coverings: 1. When an employee is alone in a room with floor to ceiling walls and a closed door. 2. For a limited time, while an employee is eating or drinking at the workplace or for identification purposes in compliance with safety and security requirements. 3. When an employee is wearing a respirator or facemask. 4. Where the City of Hutchinson has determined that the use of face coverings is infeasible or creates a greater hazard (e.g., when it is important to see the employee's mouth for reasons related to their job duties, when the work requires the use of the employee's uncovered mouth, or when the use of a face covering presents a risk of serious injury or death to the employee). 0 New Fairs: All new employees are required to comply with the vaccination, testing, and face covering requirements outlined in this policy as soon as practicable and as a condition of employment. Potential candidates for employment will be notified of the requirements of this policy prior to the start of employment. Vaccination documentation should be submitted to Human Resources at the new hire orientation session, generally on the first day of employment. New employees who do not provide proof of vaccination upon hire are considered fully vaccinated either two weeks after completing the prescribed Moderna, Pfizer, or Johnson & Johnson vaccination series and/or when they submit proper vaccination documentation. Confidentiality and Privacy: All medical information collected from individuals, including vaccination information, test results, and any other information obtained as a result of testing, will be treated in accordance with applicable laws and policies on confidentiality and privacy. Questions: Please direct any questions regarding this policy to the City of Hutchinson Administration/Human Resources Department. Policy Maintenance and Revisions: It is the responsibility of City Administration to maintain this policy. The City Administrator may make necessary revisions to the policy as needed without formal action by the Hutchinson City Council. Any such revisions will be communicated to the City Council for review in a timely basis. Adopted by the City Council this day of 12022. ATTEST: Gary Forcier, Mayor Matthew Jaunich, City Administrator ILA FR HUTCHINSON CITY COUNCIL THNSON Request for Board Action A CITY ON PUHPQ5E. Agenda Item: Consideration of Amending City Policy No. 3.27 Sick/Vacation Leave Donatlon Department: Administration LICENSE SECTION Meeting Date: 1/11/2022 Contact: Brenda Ewing ApplicationComplete N/A Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff ; P] New Business Time Requested (Minutes): 5 License Contingency N/A Attachments: Yes BACKGROUND/EXPLANATION OFAGENDA ITEM: City Policy 3.27 allows employees to donate sick and vacation leave to fellow employees who have no leave or have exhausted leave due to circumstances including a catastrophic illness and/or serious health condition of an employee or immediate family member. Immediate family members are, per the existing policy language, limited to a spouse and dependent child. City Administration is proposing to expand the definition of immediate family to be consistent with the language in the City's sick leave use policy in the City personnel policy. This expands the list to also include adult child, spouse, sibling, parent, mother-in-law, father-in-law, grandchild, grandparent, or stepparent. The sick leave policy allows employees to use up to 5 sick days for needed time off in the event of a death in the legally recognized immediate family. It is proposed to add language to the leave donation policy to allow donations to employees in these situations , as well. The definition for legally recognized immediate family in these situations is husband, wife, son, stepson, son-in-law, daughter, stepdaughter, daughter-in-law, grandchild, father, mother, sister, brother, father-in-law, mother-in-law, grandfather or grandmother. Situations when employees have needed leave donation do not occur on a regular basis; however, when an employee has exhausted their leave and other donated leave, it is a substantial hardship to have to take unpaid leave. This policy change can address that situation and ultimately depends on the amount of time that is donated by co-workers. We have a current situation where the proposed changes will allow a recently hired employee with very limited leave to request leave donations. It is requested that the City Council consider this policy amendment request. The policy with the proposed amendments noted is attached for your review and reference. BOARD ACTION REQUESTED: Consideration and approval of the proposed, amended City Policy No. 3.27 Sick/Vacation Leave Donation effective 12/26/2021. 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 Policy No. 3.27 CITY OF HUTCHINSON POLICY - Personnel - SIC"ACATION LEAVE DONATION NO. 3.27 DATE FEBRUARY 2000 APRIL 2007 MAY 2017 JAINUARY SOURCE ADMINISTRATION SICK/VACATION LEAVE DONATION POLICY The City of Hutchinson recognizes that a catastrophic illness and/or serious health condition of an employee or immediate family member (spouse GF dependent ^h d4 may deplete an employee's available paid leave (sick/vacation) and/or accrued compensatory time. �f a maximUrn of five is l 1 r r ire t of death in the lec all, immediate ail „ This policy is meant to provide employees with the option of assisting fellow employees at such a times. Policy City employees having accrued sick or vacation leave will be allowed to donate a portion of such accrued leave to fellow employees experiencing a catastrophic illness and/or serious health condition suffered by the employee, theemployee's spouse, 0 the empleyee's depP-Adon+ nhild(non) LN the em2lgyee's immediate tail A catastrophic illness and/or serious health condition includes but is not limited to, heart attack, stroke, organ transplant, or other life threatening illness or debilitating condition as defined by a physician's diagnosis. In these SitUations. immediate t r ip er inClUde de endent nd'or adUlt child,, SD('.)L,Ise,, siblin i parent mother-in-law, father-in- law, grandchild, r nd r rat„ or t r° rat„ on leave will also be allowed to donate heavy in try loll ° g r i d i r di fi t it nr ccrU d sick leave vacation leave. or, c� r fir ° ti I_ ll S r i d i mediate fa il- members inClUde hU b nd.. father., mother. sister., brother. r.. father-in-law, moth r-ir haw,,, Orandfather, (r° r ndrnotd r„ The donation of leave from one employee to another shall be subject to the following terms and conditions. An employee is only eligible to receive donated leave for time lost from normal work hours due to a life threatening disease or condition of an immediate t a ily member r death ire t � 1 [ recognized immediate to mild as defined, above. 2. An employee will be eligible to receive donated leave only after the employee's accrued sick, vacation, and compensatory time have been exhausted. 3. All requests to receive donated leave must be in writing to the City Administrator and must be accompanied by supporting medical data. The requests will be reviewed by the City Administrator and must be approved to become effective. 4. No full time employee will be allowed to receive more than a total of twenty (20) work days or 160 hours of donated leave for any single major life threatening disease or condition. A regular part time employee who earns accrued time will be allowed to receive up to a total of ten (10) days or 80 hours of donated leave for any single major life threatening disease or condition. Ejn2lo, ees areallowed to r ce un to ti _{ rat I ire t � rat of a death iri the l ll,r co rfized irnmediate farnilv. For, full time r l ees this is a rnaximurn of 40 hours.Fir° sick l li i t rm t tir r �I�� t i r t I i .� I t� t r° gul ,"y Ul wIII/ part time hOUrs. 5. The City recognizes that all employees in need of donation may have limited accrued vacation leave, sick leave, and compensatory time due to various factors such as limited length of service, previous medical issues requiring use of sick leave, etc. Per the City Administrator's discretion, an employee who is personally experiencing or suffering from, or caring for a spouse or dependent child suffering from a serious catastrophic illness, and particularly a terminal illness, may receive more donated time than previously noted. The City Administrator will determine the amount of additional time that may be received provided the hours are so donated by fellow employees. 6. An employee may only use donated leave up to the time of eligibility for a long-term disability benefit (if applicable), or for the maximum number of days allowed to be donated, whichever occurs first. 7. A full time employee may donate no more than sixteen (16) hours of leave per calendar year to a single fellow employee. This shall not be construed to prohibit donating sixteen (16) hours per year to additional employees. A part time employee may donate no more than eight (8) hours to each requesting employee per calendar year. Leave donations will be calculated using time and not an equivalent cash amount. 8. An employee who is donating paid leave must do so from the employee's accrued sick and/or vacation leave balance. 9. A written request to donate leave must be made to the Human Resources Director on forms designated by the City for that purpose. The Human Resources Director shall submit all requests to the City Administrator for final approval. All donations made will be kept confidential. 10.The City Administrator shall have the right to deny use of donated leave or limit its use if it is determined to be in the best interests of the City of Hutchinson. The Finance Department (as part of the payroll function) will subtract donated leave from the donor's accumulated balance and credit the donated hours to the requested employee. Donated time will be processed and used by the date of submission until the eligible amount of donated leave is reached. Contributions of leave hours exceeding the eligible amount will be returned to the donating employee, and will not be transferred. HUTCHINSON CITY COUNCIL city a,� aN - Request for Board Action 7AL .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Agenda Item: Consideration of Setting Date for City Administrator Annual Performance Review Department: Administration LICENSE SECTION Meeting Date: 1/11/2022 Application Complete N/A Contact: Brenda Ewing Agenda Item Type: Presenter: Marc Sebora Reviewed by Staff New Business Time Requested (Minutes): 5 License Contingency N/A Attachments: No BACKGROUND/EXPLANATION OFAGENDA ITEM: Per the Employment Agreement between the City of Hutchinson and Matt Jaunich, City Administrator, the City Council will conduct an annual performance review for the City Administrator at the end of each calendar year. The Council may set the review as an agenda item of a regularly scheduled City Council meeting or set a special meeting for this purpose. Upon the scheduling of the review, Human Resources will provide the City Council with the performance review forms. As part of the review process and also per the agreement, the City will consider an increase in compensation to the Administrator dependent upon the results of the performance evaluation and consistent with the City of Hutchinson annual Compensation Plan. BOARD ACTION REQUESTED: Set a date for City Administrator Matt Jaunich's annual performance review. 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: ILA FR HUTCHINSON CITY COUNCIL THNSON Request for Board Action A CITY ON PUHPQ5E. Approve Rescheduling of the February 8 City Council Meeting Agenda Item: Department: Administration LICENSE SECTION Meeting Date: 1/11/2022 Contact: Matt Jaunich ApplicationComplete N/A Agenda Item Type: Presenter: Matt Jaunich Reviewed by Staff P] New Business El Time Requested (Minutes): 5 License Contingency N/A Attachments: No El BACKGROUND/EXPLANATION OFAGENDA ITEM: Our first meeting in February falls on February 8, which is a Special Election Day. State law does not allow public meetings to take place between 6 p.m. and 8 p.m. on that day. Because of this, we're in need of rescheduling that meeting. Staff is requesting that we reschedule the meeting for 4 p.m. on February 8. BOARD ACTION REQUESTED: Approve Rescheduling of the February 8 City Council Meeting 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 MINUTES Wednesday, November 24, 2021 Call to order — 3:00 p.m. President Matt Cheney called the meeting to order, Members present: President Matt Morrow; GM Jeremy Carter; Attorney Marc Sebora 1 Conflict of Interest Commissioner Hanson declared conflict of interest in voting on agenda item 2b Ratify Payment of Bills; Commissioner Hanson is part owner of AM2K Properti which are on this month's payment of bills. Mr. Hanson will be abstaining. I 2. Approve Consent Agenda a. Approve Minutes b. Ratify Payment of Bills I'Tiotion by Commissioner Morrow, second by Commissioner Martinez to approve the Consent Agenda. Motion carried unanimously. 3. Approve Financial Statements GM Carter presented the financial statements, Fairly consistent month from last year. Energy sales for October are up over last year 2.8%. With running the engines more this Fall, Market sales are up to $135K which is a $11 OK increase from last year, this however does delay some to the maintenance that is usually done at this time. Overall tracking well, Natural Gas Division net income decreased by $53K with 0ecreased revenue and usage due to a warmer October in 2021. Heating degree ,i.ays were roughly 45% less than October 2020. fflotion by Commissioner Hanson, second by Commissioner Martinez to approve the financial statements, Motion carried unanimously. 19 N 0 llll�p - • 5. Communication a. City Administrator — Matthew Jaunich — i. Middle of Budget Season - Truth and Taxation Meeting is Tuesday, Dec 7 at 6pm ii. Running into a few soil issues at the new Police Department. b. Divisions L Dan Lang, Engineering Services Manager — Absent ii. Dave Hunstad, Electric Transmission/Distribution Manager — 1. Solar project is complete, fully operational as of Nov 2. Looking at rescheduling the Ribbon Cutting in December. 2. Finishing up on projects. iii. Jared Martig, Financial Manager —Absent iv. John Webster, Natural Gas Division Director — 1. 3 weeks of Construction out there yet. 2. While on the MEA Board of Directors call, it was announced that the current president will be retiring next year, will be busy looking for a replacement. 3. Finishing up DOT requirements for the year. e. General Manager — Jeremy Carter — i. Wrapping up year end ii. Production Manager starts next week. iii. Union Negotiations iv. Compensation Study- will have an update to the Commissioners in the next few of weeks v. Open Enrollment is currently being worked on 6. Policies a. Review Policies i. CIP Rebate Level of Authority ii. Delegation of Authority Policy iii. Financial Reserve Policy iv. Investment Policy v. Service Beyond City Limits of Hutchinson vi. Surplus Property Policy lzmmn� b. Approve Changes i. Payments of HUC Payables —Amend dates ii. Purchasing Policy/Credit Cards/Fixed Assets — Add the Administrative Coordinator to make credit card purchases. _K�r - ___r 11 , TIFTY., foi approT7�-.7 mmissione EMT _9j, rr rfl 11rife Policy Changes. Motion carried unanimously. 7. Unfinished 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 V471"Im 0 After discussion, a motion by Commissioner Martinez, second by Commissioner Hanson 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 requestint to approve write-offs of $8,993.92. This amount is less than last year. A motion by Commissioner Morrow, second by Commissioner Martinez to Approve Customer Uncollectable Write -Offs, Motion carried unanimously. c. Discuss Date for Performance Review of Hutchinson Utilities General Ms. Ewing 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 i December at the scheduled Commission Meeting or it can occur at a Special Meeting. It is up to the Commission on when the Performance Review should r held. GM Carter would have the opportunity to decide if it would be an open o 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 regular scheduled Commission Meeting on December 22, 2021 GM Carter recapped the results of the Residential and Commercial Study results. Looking for any feedback that the Commissioners may have. GM Carter noted when reviewing the data, it speaks very well of HUC and the Staff, information received from Q Market Research shows that customers are very engaged with HUC and appreciate the employees. Reliability is of less concern for customers. HUC can always look at providing better ways to communicate some of the programs that are being offered. Community Solar does not show much interest, but there too HUC needs to communicate more the various program designs and options in order to gauge the real interest of customers. There were a few comments with the transitioning of the new billing program which was expected. A few customers assumed HUC would role over cc information but for data privacy that information is not kept. Overall there was a lot of positive feedback. 3 e. Discuss Commissioner Interest Forms received, President Cheney opened up the discussion to the Board along with stating that there were 5 Interest Forms that were received. Mr. Jaunich stated that a recommendation from the Commissioners should be made and brought to the City Mayor, from there the Mayor will make his recommendation and present to the City Council. Mr. Sebora reviewed the Charter. Discussion was held on all the candidates along with pointing out that all are qualified and it was recommended that any would be welcome. Mr. jaunich stated that the Council takes value in what this Board recommend GM Carter will send information to the Mayor along with sending all the intere forms. Topic will be presented at the December Council Meeting. I 9. Adjourn There being no further business, a motion by Commissioner Morrow second by Commissioner Hanson to adjourn the meeting at 3:39p.m. Motion carried unanimously. Don Martinez, Secretary EI EDA Board Meeting Hutchinson Enterprise Center 11:30 AM Wednesday, December 11t, 2021 (November Meeting) MEETING MINUTES Members present in bold. EDA Board Members Mike McGraw Jonny Block Mike Cannon Corey Stearns Daron Vanderheiden Chad Czmowski Mary Christensen Jeremy Carter Staff Miles Seppelt, EDA Director Matt Jaunich, City Administrator Andy Reid, Finance Director Maddie Newcomb, EDA Program Manager I. Call to Order Meeting called to order at 11:33 AM. II. Review Agenda III. Review Minutes a. b. October 20th Finance Team meeting M/S/P: Cannon, Stearns to approve the minutes as written. Passed unanimously. Operations Cash Available $99,028 Reserved $56,736 Unreserved $36,850 Economic Development Loan Fund Cash Available $136,759 Ashwill Industries Balance $897 Zephyr Wind Services $77,557 Laser Dynamics Balance (forgivable) $23,000 Innovative Foam Balance (forgivable) $14,355 Advances to other funds (Enterprise $255,423 Center) Downtown Revolving Loan Fund Cash Available $333,238 Loans Receivable $419,242 Capital Assets 201 329 Total Assets $1,089,838 MIF Loan Fund Cash Available $5,911 MOXY Loan Receivable $11,432 Enterprise Center Fund Cash Available $38,731 SHOPKO TIF District (TIF 4-5) Cash Available $197,721 Interfund Loans Receivable $474,085 MEDICAL CLINIC TIF District (TIF�i4-16) Interfund Loan Payable $333,863 October 27th EDA Board Meeting M/S/P: Stearns, Czmowski to approve the minutes as written Passed unanimously IV. Review of EDA Financial Statements Finance Director Andy Reid provided an update on the EDA financials. (Please refer to table) M/S/P: Cannon, Czmowski to approve the financial report as presented. Passed unanimously. V. Director's Report A. Marketing Plan: FB = 616, T = 99, Facebook updates = 12, Twitter updates = 12, Website updates = 1 B. Business recruitment / expansions — Staff provided an update on recent prospects and ongoing conversations. C. BR & E Visits — Staff gave an overview on the visit done with Customer Elation this month. Their industry is really changing so their staffing needs are way down. Half of their building is for lease. D. FEMA Grant / Uptown Commons / Franklin House update — Will close on the clinic site and franklin house property on December 16th. The responses received from FEMA indicate the grant will be approved but waiting on the final word after the County's Hazardous Mitigation Plan is in place. E. Hutchinson Housing Market — talked with a local realtor, the current housing market is booming. Usually home appreciation is 3%, right now its 15-20%. There are normally around 60-80 houses on the market, right now there are only 25-30. Houses normally stay on the market for 45-90 days, today they only sit for maybe 25-30 days. Average price to buy a brand-new home is $350k. F. Jorgenson Hotel — talked with Developer, upper two stories are not feasible. Project is moving forward with 3 stories, 24 rooms around $200 per night. Public Hearing being held on December 14th to approve the Redevelopment TIF District. Could be March/April before project takes off. G. Industrial Park Property Owner meetings — staff met with one property owner already. Got in touch with the second owners and will set up a time to meet with them in January or February. Had a nice phone visit. H. Marketing Initiative — working on a quarterly newsletter to send to 7-10 site selectors. This will focus on the main factors site selectors look at when choosing a location for their clients. These include: sites, buildings, talent, and incentives. I. TigerPath presentation: The Valley Economic Alliance — Staff was asked to give a presentation to The Valley Economic Alliance in Los Angeles, California about TigerPath. J. McLeod County EDA staff — County appears to be posting the job internally. K. Splash Pad — City Council decided the 3rd Ave Cenex site is the best option for the splash pad. This project might be multi -phased. 1It phase being the splash pad and parking lot, second being a trailhead for the Luce line and 3rd being a possible event center/community building flex space. City will bring forth a proposal on payment for the site. Currently projected to be a 2022 project. L. HHS update — Current principal has accepted a new position, will be officially done on December 31st VI. Further discussion of Enterprise Center Lease Terms Consider Pros & Cons of extending lease terms for Laser Dynamics and Innovative Foam • Both companies have expressed interest in extending their leases. • Initial thoughts were to extend them until Dec. 2024, with a couple added conditions onto their extended lease agreement. • Discussion on reassessing the leasehold improvement loan forgiveness qualifications to include "leasing a space" vs just buying or building within Hutchinson. • Also, discussion on the downfalls of extending their lease. This gives us less time to incubate new companies meanwhile the EDA does not want to become a landlord and keep business away from private companies leasing buildings. • Staff will market the Enterprise Center about a year before tenants move out, they will target the Minnesota Cup and focus on recruiting potential businesses that have a desire and will to learn and grow their business. • Will bring back next month for consideration. VII. Consider EDA Resolution of support for TIF 4-22 (Jorgenson Hotel project) M/S/P: Stearns, Cannon to approve the resolution of support for TIF 4-22. Passed unanimously. Vill. Consider revision to EDA 2022 Annual Budget It's been requested that the EDA reduce its 2022 levy request from an 11.1 % increase to 9% • City Council has asked the EDA to lower its 2022 levy request by 2.1 %. This will not have a significant negative effect on the FDA's 2022 budget. M/S/P: Cannon, Czmowski to approve the revision to the 2022 EDA annual budget. Passed unanimously. IX. Grant & Loan Program Applications — None. X. Other Business — None. XI. Set Next Meeting — 11:30 AM Wednesday, January 5th, 2021 (Due to Christmas Holiday) XII. Adjourn — M/S/P: Czmowski, Stearns to adjourn the meeting at 12:29pm. Passed unanimously. Respectfully Submitted, Madison Newcomb EDA Program Manager