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AGENDA • REGULAR MEETING - HUTCHINSON CTTY COUNCIL TUESDAY, NOVEMBER 26, 2002 1. CALL TO ORDER- 5:30 P.M. 2. INVOCATION -Rev. Scott Daniels, Vineyard United Methodist Church PRESENTATION OF CONGRATULATIONS AND THANKS TO HUTCHINSON PUBLIC LIBRARY STAFF 3. MIlV[JTES (a) REGULAR MEETING OF NOVEMBER 12, 2002 Action -Motion to approve as presented 4. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. PIONEERLAND LIBRARY SYSTEM BOARD MINUTES FROM SEPTEMBER 19, 2002 2. HUTCHINSON AREA HEALTH CARE BOARD MINUTES FROM OCTOBER 15, 2002 3. HUTCHINSON AIRPORT ADVISORY COMMLSSION MINUTES FROM OCTOBER 17, 2002 4. H[ ITCHINSON AREA HEALTH CARE FINANCIAL REPORT FOR OCTOBER 2002 5. PLANNING COMMLSSION MINiJTES FROM OCTOBER 15, 2002 6. CITY OF HUTCHINSON FINANCIAL REPORT FOR OCTOBER 2002 7. CITY OF HUTCHINSON INVESTMENT REPORT FOR OCTOBER 2002 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 12070 - A RESOLUTION DEFERRING ASSESSMENTS FOR SENIOR CITIZEN 2. RESOLUTION NO. 12073 - A RESOLUTION AUTHORIZING EDA LOAN ADNSTMENT 3. RESOLUTION NO. 12074 - A RESOLUTION TRANSFERRING FUNDS FROM WASTEWATER DEPARTMENT AND 2002 IMPROVEMENT CONSTRUCTION FUNDS TO GENERAL FUND FOR ENGINEERING AND ADMINLSTRATION FEES 4. RESOLUTION NO. 12075 - A RESOLUTION TRANSFERRING $277,200 FROM LIQUOR FUND TO GENERAL FUND 5. RESOLUTION NO. 12076 - A RESOLUTION TRANSFERRING $106,000 FROM WATER, SEWER & REFUSE FUND TO 1995 IIvIPROVEMENT BONDS & GENERAL FUND 6. RESOLUTION NO. 12077 - A RESOLUTION CERTIFYING ASSESSMENTS OF CITY COUNCIL AGENDA -NOVEMBER 26, 2002 THE CITY OF HUTCHINSON TO THE COUNTY OF MCLEOD (c) PLANNING COMMISSION ITEMS CONSIDERATION OF LOT SPLIT REQUESTED BY BRIAN BURGESS FOR PROPERTY LOCATED AT 1383 JEFFERSON STREET SE WITH STAFF RECOMMENDATION AND FAVORABLE RECOMMENDATION (ADOPT RESOLUTION NO. 12069) (d) CONSIDERATION FOR APPROVAL OF ADOPTING UPDATED 2002 STATE RECORDS RETENTION SCHEDULE (e) CONSIDERATION FOR APPROVAL OF INVESTMENT AUTHORIZATION Action - Motion to approve consent agenda 5. PUBLIC HEARINGS - 6:00 P.M. -NONE 6. COMMUNICATIONS, REQUESTS AND PETITIONS (a) FORMAL REQUEST TO PLACE TRAFFIC CONTROL DEVICE AT INTERSECTION OF HIGHWAY 15 NORTH AND COUNTY ROAD 12 Action - Motion to reject -Motion to approve 7. UNFINISHED BUSINESS (a) MEMBERS TO SERVE ON THE HUTOCHINSON UTILTTIE OINMMISS N (SOECOND _ READING AND ADOPTION) Action - Motion to reject -Motion to approve 8. NEW BUSINESS (a) CONSIDERATION OF AUTHORIZING THE ACQUISITION OF PROPERTY OWNED BY MARVIN HACKBARTH FOR THE PURPOSE OF AN INDUSTRIAL PARK EXPANSION Action - Motion to reject -Motion to approve (b) CONSIDERATION FOR APPROVAL OF SALE OF GENERAL OBLIGATION MEDICAL FACILITIES BONDS Action- Motion to reject -Motion to approve (c) CONSIDERATION FOR APPROVAL OF SETTING BUDGET WORKSHOP FOR DECEMBER 10, 2002, AT 4:00 P.M. Action - 9. MISCELLANEOUS (a) COMMUNICATIONS . 10. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS (a) VERIFIED CLAIMS A 2 CTI'Y COUNCIL AGENDA -NOVEMBER 26, 2002 • Action - Motion to approve and authorize payment of Verified Claims A from appropriate funds 11. ADJOURN • i ~~ C{ty of ~~is Cert~cate o_ f Congratulations and ~F~an-~s is presented to tie dedicated . staff of tie ~Cutc~inson Public .~i6rary. Zn recent focus group discussions Feld to improve tie services at tie library, tie to_ p "don't cF~ange" item tivas tie Fie pfu~ ~nowledgea6le and friendly staff. Congratulations and ~~anl~ You to all members of tie ~-futcF~inson Public .~i6rary Staff Presented 6y lvlayor ~l.arlin ~orgerson and tie ~utc~inson City Council this 26t~ Day of ~ovem6er, 2002. MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL NOVEMBER 12, 2002 1. CALL TO ORDER - 5:30 P.M. Mayor az m orgerson c the meeting to order. Council Members present were John Mlinaz, Jim Haugen, and Kay Peterson. Absent was Council Member Duane Hoversten. Also present were Gary Plotz, Cityty Administrator, Marc Sebora, City Attorney and John Rodeberg, Director of Engineering/Public Works. 2. INVOCATION -Rev. Scott Daniels, of Vineyazd United Methodist Church, delivered the mvocahon. 3. MINUTES (a) REGULAR MEETING OF OCTOBER 22, 2002 Minutes were approved as presented 4. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. BUILDING DEPARTMENT MONTHLY REPORT FOR OCTOBER 2002 2. PIONEERLAND LIBRARY SYSTEM FINANCIAL REPORT FOR SEPTEMBER 2002 • 3. HUTCHINSON AIRPORT COMMISSION MINUTES FROM SEPTEMBER 5, 2002 4. PARKS, RECREATION & COMMUNITY EDUCATION BOARD MINUTES FROM SEPTEMBER 9, 2002 5. FIlZE DEPARTMENT MONTHLY REPORT FOR OCTOBER 2002 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 12060 -RESOLUTION DEFERRING ASSESSMENT FOR SENIOR CITIZEN 2. RESOLUTION NO. 12062 -RESOLUTION TRANSFERRING FUNDS FROM THE GENERAL FUND, ECONOMIC LOAN, ENERGY LOAN, TO HUTCHINSON COMMUNITY DEVELOPMENT (EDA) FUND 3. RESOLUTION NO. 12063 -RESOLUTION TRANSFERRING $158,500 FROM SPECIAL ASSESSMENT BOND FUND TO AIRPORT CONSTRUCTION FUND 4. RESOLUTION NO. 12064 -RESOLUTION TRANSFERRING $170,000 FROM CAPTTAL PROJECTS FUND TO AIRPORT CONSTRUCTION FUND 5. RESOLUTION NO. 12065 - RESOLUTION RELATING TO FINANCING EXPENDITURES RELATING TO NATURAL GAS PIPELINE 6. RESOLUTION NO. 12066 - RESOLUTION RELATING TO FINANCING EXPENDITCRES RELATING TO IMPROVEMENT TO HUTCHINSON • COMMUNITY HOSPITAL 7. RESOLUTION NO. 12067 -RESOLUTION FOR PURCHASE 3~0.~ CITY COUNCIL MINiTTES -NOVEMBER 12, 2002 8. ORDINANCE NO. 02-323 - AN ORDINANCE ANNEXING 41.3 ACRES OF PROPERTY IN HASSAN VALLEY TOWNSHIP (SECOND READING AND • ADOPTION) 9. ORDINANCE NO. 02-324 - AN ORDINANCE AMENDING THE OFFICLAI, ZONING MAP OF THE CITY OF HUTCHINSON FOR A PROPERTY TO BE REZONED FROM R-1 TO C-2 (SECOND READING AND ADOPTION) (c) CONSIDERATION FOR APPROVAL OF CHANGE ORDER N0. 1 (LETTING NO. 3, PROJECT NO. 02-06) (d) CONSIDERATION FOR APPROVAL OF CHANGE ORDER NO.1(LETTING N0.4 & 5 PROJECT NO. 02-11, 02-12, 02-13, 02-14) (e) CONSIDERATION FOR APPROVAL OF HUTCHINSON AREA CONVENTION & VISITORS BUREAU BUDGET (~ COURSE ROAD N FOR APPROVAL OF ACQUIlZING RIGHT-OF-WAY FOR GOLF (g) CONSIDERATION FOR APPROVAL OF FLEXIBLE BENEFIT PLAN DOCUMENT AND PLAN SUMMARY DOCUMENT RESTATEMENT (h) CONSIDERATION FOR APPROVAL OF REVISING STATE AID STREET SYSTEM Motion by Mlinaz, second by Peterson, to approve consent agenda. Motion tamed unanimously. • 5. PUBLIC HEARING - 6:00 P.M. -NONE 6. COMMUNICATIONS, REQUESTS AND PETITIONS 7. UNFINISHED BUSINESS 8. NEW BUSINESS (a) DLSCUSSION OF VEHICLE(S) REMOVAL DURING SNOW EVENTS (STREET & PARKING LOTS) John Olson, Assistant Director of Public Works, presented before the Council. Mr. Olson explained that the major issues that arise during snow removal season aze mainly lazger snow equrpment, increased city street mileage and fine/enforcement limitations. One of the options discussed to improve the snow removal procedure was to utilize the police department's Community Service Officer for snow removal operations. Other options discussed were to establish new pazking regulations and increase enforcement efforts. Mr. Rodeberg further elaborated by stating that this is the first phase in putting specific snow removal procedures in lace. He requested that the Council approve allowmg the CSO to perform four overtime hours during snow removal operations. Jim Haugen asked what those residents that pazk in city lots do in snow removal times. Mr. Olson explained that these residents aze directed to pazk in other designated pazking lots. Gary Plotz requested that the Council approve the additional four hours for the CSO Officer to assist with snow removal operations and at the next meeting possibly consider increasing the fine for residents that do not move their vehicles during snow removal operations. Motion by Mlinaz, second by Haugen, to approve the additional hours for the CSO and move on to Phase II for the snow removal operations. Motion carried unanimously. 2 3~~~ CITY COUNCIL MINUTES -NOVEMBER 12, 2002 (b) CONSIDERATION FOR APPROVAL OF SETTING BUDGET WORKSHOP FOR NOVEMBER 26, 2002 Gary Plotz reeqquested that the budget workshop be scheduled to begin at 3:30 p.m. in order to hold a fazewelUrecognition party for Neil Wegner prior to the Council meeting. Motion by Mlinaz, second by Peterson, to set the budget workshop for 3:30 p.m. on November 26, 2002, and set a fazewelUrecognition party for 4:45 p.m. for Neil Wegner, former Liquor Store Manager. (c) CONSIDERATION FOR APPROVAL OF CONSULTING AGREEMENT WITH EARTH TECH FOR WATER TREATMENT PLANT PILOT TESTING John Rodeberg explained that this consulting agreement is to allow Earth Tech to move forward with the pilot testing for the new water treatment plant. This new method will include softening the water, which raises some issues for local water softening businesses. Mr. Rodeberg explained that Earth Tech has stated that the water will only be softened enough to reduce the copper in the water. This specific pilot test will be testing to see how everything reacts when working together. Mr. Rodeberg noted that further meetings will be held with local businesses regazdtng the softening of the water being conducted at the water treatment facility. Jon Hantge, Tri County Water, presented before the Council. Mr. Hantge asked if his company and other local companies could take part with the pilot testing in the hopes that they maybe able to contribute some expertise and further knowledge. Motion by Haugen, second by Mlinaz, to approve the consulting agreement with Earth Tech for water treatment plant pilot testing. Kay Peterson requested that the motion be amended to include having local water treatment companies be involved with the pilot testing. Motion carried unanimously. (d) CONSIDERATION FOR APPROVAL OF ASSESSMENT MANUAL John Rodeberg, Director of Engineering/Public Works, presented before the Council. Mr. Rodeberg briefly explained the policy and procedures garde ofthe Assessment Manual. Mr. Rodeberg explained that this manual is based on Minnesota State Statute 429 and the "Local Improvement Guide" developed by the League of Minnesota Cities. Mr. Rodeberg went on to explain the types of improvements that the City is allowed to assess for. He also covered some of the language changes made throughout the manual. Motion by Mlinaz, second by Peterson, to approve the assessment manual. Motion carried unanimously. (e) CONSIDERATION OF ORDINANCE NO. 02-325 - AN ORDINANCE PERMITTING CITY COUNCIL MEMBERS TO SERVE ON THE HUTCHINSON UTILITIES COMMLSSION (WAIVE FIRST READING AND SET SECOND READING AND ADOPTION FOR NOVEMBER 26, 2002) Marc Sebora, City Attorney, explained that it was suggested to him that communication lines could be improved between the Ctty Council and the Hutchinson Utilities Commission. As a way to improve this communicafion, he had conducted reseazch to determine whether or not a Council Member or Mayor could serve in this capacity. Mr. Sebora did find that this is allowable by state statute. Steve Cook, 728 Juul Road, presented before the Council. Mr. Cook expressed that he feels the proposed ordinance and the City Charter do not comply. He suggested that this change be adopted by amending the City Charter, as in the same order the Council liaison is appointed to the hospital boazd. Mazc Sebora expressed that he feels this appointment could 3t~~ CITY COUNCIL MINUTES -NOVEMBER 12, 2002 be adopted in either capacity, either by ordinance or by amending the City Charter. There was general discussion regazding on how to appoint a Council Member to the Utilities Commission. Motion by Mlinar, second by Peterson, to waive first reading and set second reading and adoption of Ordinance No. 02-325 for November 26, 2002. Motion carried unanimously. (f) RESOLUTION DESIGNATING CITY COUNCIL MEMBER SEATS Mazc Sebora, City Attorney, explained that a petition was circulated and approved to place on the election ballot an amendment to the City Charter having a designated seat system for Council Member seats. The voters in Hutchinson approved this amendment to the City Charter and the petition required that the designated seats be put in place at the following Council meeting. Therefore, he reqquested that the Council approve the designated seat system so illustrated on Resolution No. 12061. Motion by Mlinaz, second by Peterson, to designate the City Council member seats so John Rodeberg - Mr. Rodeberg explained that the DNR has requested that the City of Hutchinson delay the Crow River Bank stabilization project for one yeaz. Mr. Rodeberg also explained that there is a Highway 7 en House next week regazding the three passing lanes that aze being projected. Mr. Rode erg stated that the Jefferson Street prolect wrll be completed for the Fall next week. Marlin Torgerson -Mayor Torgerson updated the residents on the gas pipeline project. He • stated that he, Clazence Kadrmas, and Dave Wetterling (President of HUC), met with representatives from New Ulm and Fairfax regarding them tying into the proposed gas pipeline, which went very well. Mayor Torgerson further explained the purpose and protections of the natural gas pipeline. defined on Resolution No. 12061. Motion carved unanimous y. 9. MISCELLANEOUS (a) COMM[JNICATIONS Gary Plofz - Mr. Plotz requested that the second Council meeting in December be rescheduled to December 23, 2002, at 5:30 p.m. Motion by Haugen, second by Peterson, to set the second meeting in December for December 23, 2002, at 5:30 p.m. Motion carried unanimously. Mr. Plotz also explained that staff and Council would like to set an informal appreciation event on December 23, 2002, for outgoing Council Member John Mlinaz at 4:45 p.m. Motion by Peterson, second by Haugen, to set appreciation event for December 23, 2002, at 4:45 p.m. Motion carried unanimously. Mr. Plotz requested that the Council set the organizational meeting for January 2, 2002, at 8:00 a.m. Motion by Haugen, second by Peterson, to set organizational meeting for January 2, 2002, at 8:00 a.m. Motion carried unanimously. Mr. Plotz requested that the Council set a meeting to visit with new employees that have joined city staff in recent months. Motion by Peterson, second by Mlinaz, to set reception event with new employees for January 14, 2002, at 4:45 p.m. Mofion carried unanimously. Mr. Plotz reviewed the items discussed at the Team Leadership Meeting earlier in the day. The items discussed were adding a t.v. monitor at the back of the Council Chambers, which was decided to avoid installing at this time. Also discussed were bagging activities at the compost facility, the EDA Director position, the Assistant Liquor Store Manager position and the orientation for new elected officials. 3~~~ CITY COUNCIL MINUTES -NOVEMBER 12, 2002 10. CLAIMS. APPROPRIATIONS AND CONTRACT PAYMENTS (a) VERIFIED CLAIMS A & B Motion by Mlinar, second by Haugen, to approve and authorize payment of Verified Claims A and B from appropriate funds. Motion carried unanimously. Steve Cook, presented before the Council and requested that he be considered for serving on the Planning Commission. Mr. Cook also asked of John Rodeberg as to when the new streetlights will be installed on Juul Road. Mr. Rodeberg explained that the contractor informed him that they would be installed last week and he is hopeful that they will be installed by the end of next week. Mayor Torgerson welcomed students from the New Century Charter School. John Mlinaz asked John Rodeberg if 2nd Avenue will be receiving a second coat of bituminous this yeaz. Mr. Rodeberg explained that it will not be this Fall but will be in the . Spring. Mayor Torgerson noted that there was a workshop this afternoon with vacant seats. He welcomed the public to attend all workshops. 11. ADJOURN With no further business to discuss, the meeting adjourned at 6:55 p.m. • 3~a~ IV. The Sept. 19, 2002 meeting of the Pioneerland Library System Board was called to order at 7:30 pm in the Willmar Public Library Meeting Room by Chair John Baker. Roll was passed around. We have a quorum. New members Karen Roker of Bird Island and Allen Hooser of Ortonville were welcomed. The passing of Howard Christenson, who was instrumental in getting the new Willmar library building, was also mentioned. Changes to the agenda by Al Clouse. D. moved to the front of the list. Aid Canby funding formula added and A.S. Electronic Transfer added both by Al Clouse. Daniel Reigstad motioned to approve the amended agenda. Second by Allen Gislason. Carried. Ivey Vonderharr motioned to npprove the August 2002 minutes. Second by Herman Hannemann. Carried. John Baker presented for the Policy Committee. There was no quorum at the meeting which was to discuss the Canby formula and the relationship between the head librarians and the board. There was consensus among the present members as to the Canby funding formula as presented by the Finance Committee. Ai C_ouse presented for the Finance Committee. Al Clouse motioned to approve the August 2002 financial report. Second by Gary Johnson. Discussion. Carried. PALS dollars were less than expected. The question as to the low amount of state dollars recei;~ed *_o date is that most of these dollars comes during the fourth quarter according to Dir. Houlahan. Also, there may be mcre state dollars coming than expected and less federal dollars but still with a net gain in 2002 of around 540,000. Al Clouse motioned to approve the bills and check register. Second by Ivey Vcrderharr. Carried. The Yellow Medicine Funding Formula ir. the hardo~~ts .s subject to Canby joining pioneerland System. Yellow Med.=_re County Board has seen and agreed that this formula looks gcod. ?er Gary Johnson, they also looked at a 10 year plan. Al C'_ouse motioned to accept the 5 year Yellow Medicine Funding Fcrmu~a plan. Second by Amy Wilde. Discussion. Carried. The Car.~p ?.S/?ALS membership fee was determined thesame way as for a-- the other libraries. Al Clouse motioned to accept the base me::.bership fee of 522,761. Second by Ramona Berq-Perry. Carried. A. Clouse motioned to accept the 52,630 fee for PALS on-going cost fcr X003. Second by Daniel Reigstad. Carried. Al Clouse mct_ored to accept the Canby funding dollar request of 581,799 for 2CC3. Second by Lowell Ueland. Carried. The FY 2002 RLBSS Grant report reeds to be submitted by October 1 to the State. Al Clouse motcor. that the board ok Chair John Haker to sign the report and se^~ t_ the state when it is complete. Second by Ramona Berg- Perry.^ Carried. Al Clouse motioned to have Chair John Haker sign the =orr.. to ok Electronic Transfer offunds to PLS. Second by Lc:ce__ ;:eland. Carried. Ize}' .,-per:^.arr presented for the Personnel Committee. The cc'= ittee did not meet. Ivey Vonderharr motioned to approve the ne.; :-_re_= o~ Kr_stcn Flessland, Emily Fkansen and pushkar Ojha at Hut~hir.scr, and Jacquelin Siecert at Madison. Second by Daniel • Re_cstac. Carried. ~~Q~i Lowell Ueland presented an update on the IInion Negotiations. The aoard team and the Union representatives have met and reviewed the librarians' proposal and Mr. Deland is drafting a response. There was no Old Business. Question regarding whether Canby has the formulas we have in hand. Yes they do per Al Clouse. Per Dir. Houlahan, the numbers seem reasonable to the city manager and there is an Oct 21 meeting scheduled with the city council. Plans .$re being made for further meetings with the city manager and the mayor prior to that and the director hopes to have a firm proposal ready for the Oct. 17 PLS board meeting. New Business. Kathy Matson presented on the MLA annual conference being held next week and passed around information regarding the eve..^.t. Anyone interested see Kathy. Director Houlahan presented the Director's report. These reports are prepared during the few days before the board meeting, after the packet is mailed, as to be as up to date es possible. hill try to have in the packet if possible. After the meeting, the new board members need to meet with Rathv to set an orientation date. Perscnnel Committee to meet after the board meeting to set a mee*__:g date. Policy Committee to meet after the board meeting to set a meeting date. A_ Cic•.:se invites all to attend the author series at the Olivia' • Library on Oct. 7th at 7:00 pm. T'.:e -eetirg was adjourned at 8:00. Stacey Schuette Secretar^i ~ ~Q~~ PIONEERLAND L[BRARY SYSTEM BOARD MEETING September l9, 2002 Number of signatories with appointed representatives: 25 Quorum of signatories: 13 Signatories present: 19 Present Alvin Maas Big Stone County Nancy trussing Chippewa County Mark Dahl Chippewa County Richard Falk Kandiyohi County Robin deCathelineau Kandryohi County Ivey Vonderharr Lac qui Parle County Stacey Schuette I~1cl.eod County Grant Knutson McLeod County Amy Wilde Meeker County Joan Reckdahl Meeker County John Baker Swift County Gary Johnson Yellow Medicine County Allen Gislason Yellow Medicine County Herb Rotunda Appleton Dr. Les Potas Benson Kazen Roker Bird Island • Lowell Ueland Glencoe Julie Jury Granite Falls Herman Hannemann Hutchinson Jack Sandberg Hutchinson Lowell Broberg Kerkhoven Al Clouse Olivia Allen Hooser Ortonville Tim Schueller Renville Ramona Berg-Perry Willmar Mary Huesing Willmar Daniel Reigstad WilLnaz Absent Jack Johnson' Diane Beck Barb Borth' Francis Schweiss Vem Silvernale• Clyde Bratlie• Art Abel' Darlene Kotelnicki' Garrison Hale' Eric Weiberg' 'excused absence Chippewa County Kandiyohi County Kandiyohi County Renville County Dawson Fairfax Graceville Litchfield Madison Willmar y~~~~ BOARD OF DIRECTORS MEETING -October 15, 2002 Hospital -Conference Room A/B Present: Chairperson, Bob Peterson; Vice Chairperson, Steven Snapp; Secretary; Wayne Fortuna Duane Hoversten, Trustee; Pastor Randy Chrissis, Trustee; Dr. Jim Allen, Chief of Staff/ Trustee Absent: John Houle, Trustee (excused) Others Present: Phil Graves, President; Linda Krentz, Bums Manor Nursing Home Administrator; Robyn Erickson, Caze and Program Support Services Division Duector; Pam Larson, Finance, Information and Material Services Division Director; Jane Lien, Acute Care Programs and Services Division Director; Dr. Steven Mulder, Director Medical Affairs; Lori Wightman, Vice President of Operations, Allina Health System; Leo Monster, Horty Elving & Associates; Jeff Roundtree, McGough Construction; Andey Rasmussen, McGough Construction; Doug Hanneman, Editor Hutchinson Leader; Elaine Schermann, Quality Representative; Betty Stras, Foundation Director; and Corrinne Schlueter, Recorder Chairperson Peterson called the meeting to order at 5:35 PM. Brad Emans, Hutchinson Fire Chief, provided an on-site demonstration of a mobile decontamination unit, which was a joint project of the Hutchinson Fire Department and • HAHC. The unit will be available to respond in a matter of minutes with trained staff to provide decontamination. The unit is enclosed and temperature controlled, and can decontaminate from 40 - 50 people per hour depending on the circumstances. I. Minutes of Last Meeting. The minutes of the September 17, 2002, meeting were presented and discussed. Following discussion, Fortun made a motion, seconded by Allen to approve the minutes of the September 17, 2002, meeting. All were in favor. Motion carried. II. Medical Staff Meeting Minutes and Credentialing. Dr. Allen provided a report on the recent Medical Executive Committee Meeting. The following practitioners were recommended For membership to the Medical Staff: Initial. Kory Albert, CRNA Anesthesia Allied Health Ind. Kim Macnab, MD Emergency Courtesy Provisional. Yelena Usmanova, MD Neurology Active • ~ L~~a Boazd of Directors October 15, 2002 Page two Reappointment. Desiree Kempcke, MD Orthopedic Active Martin Lipschutz, MD Pathology Courtesy Terrence Longe, MD Cardiology Courtesy Mark Montgomery, MD Otolaryngology Active Donald Shaffer, CRNA Anesthesia Allied Health Ind. Regu_est Additional Privlleees. Colleen Caspers, RN NP Nurse Practitioner Allied Health Ind. • Mental Health Physical Examinations Ron Beaze, CRNA • Arterial Line Placement Completion of Competency. Dr. Brian Pollman Family Practice Active • Colonoscopy and Gastroscopy Procedures 1Vlisc: • Moderate Conscious Sedation requested by the following: Lynn Artibee, CNM Brian Bonte, DO Noel Collis, MD Robert Haakenson, MD Mark Hagberg, MD Teri McNelis, MD Paul Mittelstadt, MD Steve Mulder, MD Brian Pollman, DO Tracy Powell, MD Michelle Qua]e, CNM Crystal Schlosser, MD Following discussion, Snapp made a motion, seconded by Hoversten, to grant membership and privilege to the above listed practitioners as recommended by the Medical Executive Committee. All were in favor. Motion carried. III. Old Business. A. Canna] Campaim. Stras reported three more private fund-raising firms will be interviewed in eazly November before plans proceed with Hutchinson Community Hospital's $]2 million capital improvement `i ~~, Board of Directors October 15, 2002 Page three program. Jackson & Associates, a Colorado-based fund-raising firm, previously presented to the HAHC and Foundation Boazd. Following the feasibility study from Jackson and Associates, it was determined the hospital could expect to raise between $2.5 million and $4 million for the building project. Since the Jackson presentation, Stras told the board she had talked with several hospital administrators and other consultants about fund raising companies. Based on those conversations, she developed several conclusions: • Each community is unique. To be successful, the board needs to find the right fund-raiser and fund-raising method for Hutchinson. • The cost for afull-time fund-raising consultant is basically the same, no matter which fuTn is used. However, the cost for part time fund-raisers can vary greatly. • A capital campaign is a big job. No hospital administrator, health- care foundation director or other expert that Stras contacted would embark on afund-raising campaign without professional assistance. • The campaign could require many hours of work from boazd • members and others associated with the hospital. B. Replacement Board Member. Erickson reported on a process that was recently utilized by Peterson, Graves and her in order to determine the composition of the board when considering a replacement person for Bob Peterson. An analysis of the board shows the members have knowledge in marketing, personnel, public policy, financial management, administration, investments and fund-raising. Areas to be considered when fulfilling the vacant position could be female gender, and a trustee under 35 or over 65 years of age. Fortun suggested the boazd consider adding an accounting expert because new laws regulating large public corporations require an "accounting professional" on their auditing committees. A committee of board members will consider names that have been presented, interview candidates, and make a recommendation within the next couple months for replacement of Bob Peterson. IV. New Business. A. Allina Contract. Graves requested the Allina Contract analysis presentation be deferred until the November meeting. Theresa Honsey and Lori Wightman aze quantifying the value of the relationship and additional time is needed for the analysis. • ~4-~ Boazd of Directors October 15, 2002 Page four B. Project Update Leo Monster, Architect, reported that the drawings for the renovation project are progressing. Additionally, the Outpatient Mental Health documents aze complete and ready for the bidding phase. The Mental Health project will be 12,500 sq. feet of construction within the 17,600 sq. ft. space currently occupied by Discount 70 at the Plaza 15 site. The remaining space within this suite maybe sufficient for Discount 70 to occupy however negotiation continues on the terms and conditions of this lease. Rasmussen, from McGough Construction, reported the Plaza 15 project would be divided into two phases. Phase I is the "build out" for the small suite. Phase II will be the construction for Outpatient Mental Health (12,500 sq. ft.). He proposed the bidding occur in October/ November with the awarding of the bids in November or December. Construction could begin in January and will continue for five to six months with the completion date in June 2004. • Following discussion, Fortun made a motion, seconded by Chrissis, to authorize the bidding phase for the Outpatient Mental • Health project at the Plaza I S site. All were in favor. Motion carried. C. 3`d Ouarter Strategic Plan Update Graves and the Division Directors presented the 3rd Quarter Strategic Plan Update. • Following discussion, Hoversten made a motion, seconded by Allen, to approve the 3rd Quarter Strategic Plan report as presented. All were in favor. Motion carried. D. Moratorium Exception Process. Graves explained the process that is in place for nursing home capital improvements. He reported HAHC has applied for the Nursing Home Moratorium Exception Process for expenditures that were planned in the 2002 budget and for those that will be requested in the 2003 capital budget. Items that were submitted were: roof repair, windows, parking lot light improvements, wall and ceiling updates, air conditioning on the west wing, and the conversion of semi private to private rooms. The total capital improvement proposal was approximately $900,000. Graves requested the board ratify the decision to apply for the moratorium exception. If approved by the state, the board will have eighteen months to authorize any/ all of the improvements that were submitted. • ~~~~a ~~I • Boazd of Directors October 15, 2002 Page five Following discussion, Snapp made a motion, seconded by Hoversten, to ratify the decision of the President in applying for the Moratorium exception process for the Nursing Home capital expenditures that were listed above. All were in favor. Motion carried. V. OrQanizationa] Reports. A. President. Graves re~orted on the bond issue that will be on the ballot on November 5 . B. Acute Care. Lien reported on the process of filling the vacant CRNA positions. Additionally she commented on the decreasing inpatient surgical volume. • C. Caze and Pro agr m Support. Erickson reported there have been meetings to discuss sepazating the ambulance from plant operations. She confirmed they have a plan that will be implemented within the next couple months. D. Community Care Pro~ams and Services. Nothing further to report. E. Finance. Information and Material Services. Interviews continue for the IS Manager and HIS manager positions. F. Resident Care Report. Krentz shared the resident turnover statistics. • Patient Saferi and Performance. Schermann provided a handout to the board, called "Patient Safety and Performance Improvement Activities." Tlris document demonstrated the significant work effort undertaken for the implementation of the new data center. Allina Management Report. Wightman reported that the new President and Chief Executive Officer, of Allina Hospitals, is Dick Pettingill. Wightman stated she has been working with Theresa Honsey regarding the Allina/ Hutchinson management relationship analysis. Also she and Graves will be meeting with Rickie Ressler to discuss the Emergency Room Contract. Accounts Payable. The accounts payable and cash disbursements were presented for payment. ~~Q~a, • Board of Directors October 15, 2002 Page six Following discussion, Snapp made a motion, seconded by Fortun, to approve the accounts payable and cash disbursements as listed in the amount of $3,496,302.45. Five were in favor. Hoversten abstained. Statistical Report. Graves presented the statistical report for the month of September 2002. Financials. Larson provided the financials for the month of September 2002, which showed an actual income loss of ($6,377) compared to a budget of ($6,714). Following discussion, Fortun made a motion, seconded by Hoversten, to approve the financial report as presented All were in favor. Motion carried. J ~J Hospital Auxiliary Meeting Minutes. The Hospital Auxiliary Meeting Minutes were presented. No unusual comments were made. Snapp made a motion, seconded by Houle to adjourn the meeting. All were in favor. Motion carried. Respectfully submitted, _u_G't-i-_~..'-r1 Corrinne Schlueter Recording Secretary Wayne Foriun Secretary ~~~a '}HUTCHINSON AIRPORT ADVISORY C0114NIISSION Thursday, October 17, 2002 • 5:30 p.m Amva]/Departure Building Minutes Members present: Dave Skaaz, Chuck Brill, Doug McGraw, Jeff Lux Members absent: Doug Kephart, provided written irrput Others Present: John Olson, City of Hutchinson; Tom Parker, Hutchinson Aviation; Joe Dooley; Tim Miller Chairman Dave Skaaz called the meeting to order at 5:32. There was a quorum of members present. 1. Aourove minutes o(Seutember 5, 2002 Motion made by Brill, seconded by McGraw, to approve minutes of September 5, 2002 meeting. Unanimous approval 2. Conditional Use Permit Aunlicafion -Area at airport designated for construction of private han¢ars Olson reported that at their September 24, 2002 meeting, the City Council approved request for conditional use at the airport for constrvction of private hangars on airport property. The City Council included the following conditions on the conditional use permit: I. Airport Advisory Commission has control over the appearance of hangars to be constmcted. 2. Hangars must meet building codes. • 3. 3-yeaz limit on property for hangazs to be constrvcted (i.e., we must return for another conditional use permit in 3 years) 4. Airport does no[ have access to City water or sewer at this time and will continue to use the joint septic system 5. The County Environmentalist must submit verification that the septic system is in compliance. 3. Provision of Utilities to Private Hangar The Commission considered how private hangars would pay for use of airport's well and septic system. At this time, the Commission felt these chazges would be based on the use of the private banger. L° for example, a tenant were only storing aircraft in their private hangaz and using the toilet facilities and washing aircraft only razely, perhaps a nominal monthly or annual fee could be considered. If, however, a tenant were using water regularly, they could be required to install a water meter. 4. Review of Private Hangar Lease Agreement The bulk of the evening's discussion surrounded the draft copy of the proposed private hangaz lease agreement Included in the draft were concerns raised by legal representation of a potential private tenant and staff comments. Commissioners set a deadline for finishing review of the draft agreement of no later than December 15, 2002. Meanwhile, Commissioners will review the draft agreement, make their comments, submit them to staff and a new draft will be prepazed by staff prior to the next meeting. 5. Other Issues Related to Private Hangar Development Commissioners agreed that, if at all possible, the extension of the apron, ramp, and related infrastrvcture be included in next yeaz's development project. This extension was planned for in the Airport Layout Plan, and if additional • Federal AIP funding is available next yeaz, this would be the best time to improve the ramp in the area planned for private hangaz development Olson reported that the draft agreement included liability limits of $1 million during construction, in accordance with recommendations from the League of Minnesota Cities Insurance Trvst. Olson also reported that, in discussion ''1 ~aJ/ with the City Attorney, agreement language will address liability limits during tenancy by stating the inc~irnnee coverage will be satisfactory to the City. The limits must only be reasonable for the City, es well as the tenant • Commissioners agreed that a review of this and other agreements should be done during at least one meeting per yeaz. 6. Maintenance Issues Olson requested that Commissioners take a look at the rotating beacon during their next night flight. Maintenance staff adjusted the pitch of the light by one-half degree, hoping we will get a little better range on the beacon. Olson also requested that Commissioners look at the PAPI lights to make sure they aze reading correctly. There has been a significant amount of maintenance performed on these lights, including realigning them Commissioners were asked to see if there Las been any change or problems noticed. Commissioners requested tLat Olson check into the possibility of moving the airport mailbox to a location south of the intersection of TH 15 and the airport driveway. Cormmissioners requested the parking azeas and apron affected by mud from the recent hazvest be swept Next Meeting(s): November 14, 2002 5:30 p.m at the ArrivaUDeparture building December 12, 2002 5:20 p.m at tbe ArrivaUDeparture building • ~ C~~3 • • P ~ B fI F41d HUTCHINSON AREA HE/LLTH CARE ' CamPeraBve Balance Shed As of October 31, 2002 (A) (B) (A)-(B) (A) (B) (A)-(B) OCT SEP OCT Change OC7 SEP OCT Change ASSETS 2002 2002 2001 CY vs PY LIABILITIES AND FUND BALANC - 2002 ES 2002 2001 CY va PY 1 Carted Assets Cash end 4tveaUnergs - Opera8orls 59,727,553 39,883,905 55,859,832 3,867 821 Current LiebAltlea Cumanl metur8ias d 2 Caffi1 ar1d ilveatrlrarAS - SelFlnswed 512,865 559,223 404,811 108,254 Long lerrrl debt 3809,897 5811,799 5701,389 105,528 3 Subtotal rsshd Urveslm4nls 310,240,418 510,443,128 56,2W,243 3,978,175 Accwnls peyade-Ueda 1,771,487 51,874,438 1,840,870 (89;173) - EstimaledcantracNal ;>~i. 4 Pelienl/Reslderil rere+vables u,838,433 75.616,602 14,822,770 215,883 seltlernents-net 2.141,275 2,887,W4 1,312,571 82~;704 i•ct$_ 5 AforvarrCes for bed debts (4.287,277) (4,211 300) (3,299,897) (987,280) Amued e>~enses - ' 6 Advarlom end Canlratlual afowancaa (3982871) f4,5x9,x94) (4,6x0,120) 897,H9 Salaries 735,775 563,792 819,843 115,932 7 Net patienUredderd and Uvd-party PTO 1,231,840 1,195,558 1,133,218 98,d24 8 peyor (eceivebles 58,568,485 58,815,408 56,642.653 (74.16x) Idereal 145,808 229,780 153,192 (7,388) 9 Se9-USUred programs 523.858 571,858 475,115 4x,543 10 OUtm receivables-net 210,819 195,789 106.796 733,823 Other 138,]29 129,037 98,119 37,210 11 Invenlariee 8x7,200 888,351 568,495 12D,705 Delensd 4eb7'dbs 181,787 157,820 123,204 38,583 12 Prepaid m~anees 311,898 309,115 1x7,833 124,083 Delened revenue 10,963 0 10,843 320 13 Told Current Aeees 518048 418 578 449 791 513,787,x20 1,260,598 Total Carted Lfab6dba 57 888 827 S8 333,08x fe 471 842 1,1%885 14 Board Dealoneled7Furlded Deoretletian Imesim eds S6 366 054 56,501 134 58 818 489 (252,415) 15 InveaUneM in Jowl VenWrea 384 171 564 171 372,183 (8,022) `' 4i. 16 Lard 51,018,788 31,019,788 5165,898 854,092 17 Bulldegs ~ 26,776,485 28.176,485 27,020,010 (843,545) - ' 18 Ammdated depedetim ~ (11 289 x08) (11 182 019) (10 127 804) (1,146,204) Lano-term Oebl Oess anefN 19 &~diga lase dapreoeliorl 514,908,857 514,89/,448 518,898,408 (1,989,749) matudles) 317455780 513479873 313977106 (521,348) 20 Equipment 15,050,843 15,075,207 13,725,168 1,325,755 ' 21 Ammndaled depredation (11,287,869) (11,202,064) (10, 108,W2) (1,159,227) . 22 Equipment less depredation 57,783,074 53,873,143 53,816,516 166,528 - 23 CaaMmnSNtctiOn d equtpn1er11 0 - 0 0 0 24 CCnsWrl;onhprogreae 156821 155347 182,401 (5,780) 25 Tall Plenl Assets 519868 140 520 042 724 520 841,049 (974,909) Fund balenCe 523 292 720 323 317 329 520 93H 911 2352 809 ' 28 Other Aeseb Deferred finarldng Costs 572 324 373 148 389 420 (17,16Q - 27 Total Funds S14,N7,107 515,130,(188 541,388,959 3,026,148 Told Funds 544,417,107 545, 130,98x 141,388,959 3,028,148 L C , ~ Fhatmnt _ ~ ~'- Pam Lamm _ ~f . ~ . • • • 2'54 PM Final HUTCHINSON AREA HEALTH CARE Statement cl Revenues and Expenses Month arld Period Ended Oclooer 31, 2002 28 29 30 31 32 33 3• 35 38 37 38 ]9 40 41 Y R v nue 1 In pa6enl revenue 2 Oul pa5ent revenue 3 Resldent Revenue 4 Total pa Ben Vresident revenue scoun s 5 Govemmenlal8 Poliq Discount 6 Free Care 7 Total deducfiori from revenue 9 Net pa6enUresidenl revenue B OUer operating revenues 10 Nel operating revenue nses 11 Salaries t2 Employee BeneAls 13 Prolessional arM Medical Fees ib Utilr6es, Mince Conbads 8 Repairs 15 Food, Drugs 8 Supplies 18 Other expense 17 Minnesota Care 18 Bad debt 19 Interest 20 Depredation 21 Total expenses Excess o/ net operating revenue 22 over (uMer) operating expenses Nonooerat__nn Re end 23 InvesVnenl income 24 Other norgparating revenue (net) 25 Plaza 15 Income / (Loss) 26 Total nonopemling revenue 27 Net Income CURRENTMONTH Over (Under) Butlnel Actual Budoet Dollars Perce 1 51,956,858 52 657,817 (5700,959) -26.4% 3594616 3,406,662 167956 5.5% 624 449 474 994 149 455 31 5 56,175,925 56,539,473 (5363,546) -5.6% 2,591,323 2,817,569 (226,24fi) -8.0% _ 0 4167 (4167) .1000% 52,591,323 52821736 (5230413) 432% 53,584602 53,717,737 (5133,135) -3.6% 23,349 20 625 2 724 13 Z°/ 53,607,951 53 738 762 (5130 411) -3 5% 51655 ,514 S1,fi39672 515,662 1.0% 367, 232 417,430 (50,198) -12.0% 551, 82fi 454,963 96,863 21.7% 153, 357 151,237 2,120 1 n% 419, 123 440,963 (21,840) -50% 126, 655 120,355 8,300 6.9% 75, 156 35,155 1 0.0°. 65, 055 75,478 (10,421) -13.8% 39, 555 36,635 920 2.4% _ 167 670 199 597 (35 727) -17 9 §3.579, 343 S3 573 487 §5 060 0 2 526 608 S 164 879 (5136 271) -B2 6 329,028 528,54fi (34,518) -15.6% - 1,114 (1,114) -100.0 % 9 SBS - 9 585 YDN/01 533,613 329 660 53 953 13 3% Sfi2,221 3194,539 (3172,318) $80% YEAR-TO-DATE YEAR-TO-DATE Over (Under) Bud get VARU\NCE °, Actual Butlpel D Ile P 1 October 2001 2002 vs 2001 521,771,579 525,313,305 (53,541,726) -14.0% 521,394,657 1.8% 33,718,212 32,794,243 1,323,969 4.1% 27,562,518 22.3% 5,141,023 4,804 284 336 759 ] 1 % q 730 315 B.7 560,632,814 582,511,812 (E 1,878,998) -3.0% §53,687,490 12,9% 26,561,026 27047,428 (486,400) -1.8% 21,754072 22.1% 5,470 91 667 (36 597) -6fi 9% 3,719 64,8 526 566 496 527 089 093 (5522 597) -88 7 % 521,757 367 22.1°/. 574,068,318 575,422,719 (Ei,35fi,401) 38% 571,830,099 87% 224,163 205,BfiB 18295 89% 21fi,606 3.5% 534,290,481 535628587 (51338106) -3 B% 532,148,705 6J% 315,578,192 315,981014 (5361,822) -2.4% 514,220,637 9.6% 3,749,372 4,112,910 (360,538) -90% 3,963,967 8.1% 3,949711 3,73$,509 209,202 6.6% 3,456,170 14.1% 1,499,881 1,649,820 (199,939) -12.1% 1,5]2,525 -].8% 4,054,460 4,380,732 (726,272) -7.4'/. 4,223,269 -4.0% 1,101,052 1,200645 (98,593) -8.3% 891483 27.5% 350,188 751,558 (1,370) -0.4% 275,063 27.3% 850,409 754,749 95,660 12.7% 631,125 39.7% 394,775 399 Ofi9 70fi 02% 405,323 -2.6% 1,556,531 1 60fi 33fi (49 805) .3 1 % 1 526 329 1.6 533,025571 134147342 (51121771) -33% 530,668,091 7,7•/, 51,264910 51481245 (5216335) -146% 51478,814 -14.5% 5229 342 5285,466 (561,124) -21 A% 7 964 2,375 5,589 235.3% 155, 378 - 155376 FON/01 5387682 b287 641 399 841 34 7 % 51 fi52, 592 51769,088 (5116494) -6 fi% Patlenl tlays Resldent days 9,020 9,440 Percent ocwparlcy-budget beds-Hospital 34.357 SS,fia1 Percent occupancy-budget beds - Nursing Home 44.0 % 61.8 FTE's 91.9% 95.3% Admissions ad rut ( 1 ed) -Hospital only 435.4 440.2 Expenses (neQ per adnJSSion (adjusted) - Hosprlal onl ~ 5,684 5,769 y Revenue per admission (adjusted) -Hospital only 4,802 4,929 Nel Revenue per admission (adfusled) - HOSpilal ony 9,699 9,935 Dlsmunts as a percent of revenues 5,083 5,261 FTE's per 100 admLSSions (ad)usted) -Hospital only 43.8 % 43.7% Days in Net AccounLS Recelvade 4.fi <.6 Case Mu -Home only 59.1 65.0 Nunirg Hours / Standardf2ed Day -Homo Only Na 2fia Na 1.11 754 3,521 40.5 % 92.3 436.2 591 4,975 9,310 5 079 42.0% 45 Na Na 1,018 3,491 54.6% 91.6X 4402 ezo 4 939 9,700 5,174 47.1 % 4.3 (265) 30 -14.2 % 0.8 -4,0 (29) 135 (382) (95) -1.2 0.2 26, 0 % 0.9 -26.0°/. 0.9 -0.9°/. 4.6 2.6 -39% -1,B% -2.8 4.0 2.64 1.11 (1 920) (1,284) a.fi% -3.4% ~.B (85) (126) (23n (178) 0.5 % 0.0 4i.9 -15.OY. -3,6% -1s.o % -3.6 % -1.1% -1.5 -26 % -24% -3.4X 1.1 0.9 -10.6''/0 5448,867 (67,178) 76,307 5457,992 51,936,606 6,696 34,626 48.8% 92.fi% 417.6 5,361 4,718 9,077 5,023 40.5 4.6 64.2 264 1.15 -50.0 % -111.9 103.6 -15.4 % -14.7 -9.8% -0.6% -9.8% -0.8% 4.J% 62% 1,8% 6,8% 1,2% 8.1 -0.4°/. -9.5 % FlnsVnnl Pam Larson ~'I • MINUTES HUTCHINSON PLANNING COMMISSION Tuesday, October 15, 2002 Hutchinson City Council Chambers CALL TO ORDER 6:00 P.M. The meeting was called to order by Chairman Bill Arndt at 6:00 p.m. with the following members present Brandon Fraser, Jim Haugen, Lynn Otteson, Dean Kirchoff, Robert Hantge and Chairman Amdt. Absent: none Also present: Julie Wischnack, AICP, Planning Director, Marc Sebora, City Attorney and Bonnie Baumetz, Planning Coordinator APPROVAL OF MINUTES a) Consideration of Minutes dated September 17, 2002 Mr. Haugen moved to approve the minutes of September 17, 2002 as submitted. Seconded by Mr. Kirchoff the minutes were approved. 3. PUBLIC HEARINGS a) CONSIDERATION OF ANNEXATION LOCATED IN HASSAN VALLEY • TOWNSHIP REQUESTED BY HUTCHINSON LAND HOLDINGS, LLC. (SHIMEK PROPERTY) Chairman Arndt opened the hearing at 6:05 p.m. with the reading of publication # 6785 as published in the Hutchinson Leader on October 3, 2002. Ms. Wischnack commented on the request and explained the location. She stated Edmonton Avenue is a city boundary. She explained the process of annexation by ordinance and commented on the staging of services to that area. Ms. Wischnack stated it will be late next Fall before the City can complete the project. Bill Watkins, partner with Paul Betker and Hutchinson Land Holdings, LLC, stated they would try to keep within the Fall 2003 timeline. He explained the density of the project as approximately 130 residential lots with a mixture. of single family and two family. Sandy Lietz, 1540 Jefferson St. South, questioned location of the future services. Ms. Wischnack stated the first phase would begin on the west end of the property. The sewer line would come from Edmonton Avenue and the water would come from the north. She stated there could be services from Jefferson St. in the future. • Mr. Kirchoff moved to dose the hearing. Seconded by Mr. Hantge the hearing closed at 6:11 p.m. Ms.Otteson made a motion to approve the ~0.~ Minutes Planning Commission -October 15, 2002 Page 2 • request. Seconded by Mr. Haugen the motion carried unanimously. Ms. Wischnack stated the request will be forwarded to City Council on their October 22, 2002 consent agenda. b) CONSIDERATION OF VARIANCE REQUESTED BY GENE EBNET, 106 GARDEN RD., TO CONSTRUCT AN ADDITION TO A NON- CONFORMING GARAGE 2.6 FEET FROM PROPERTY LINE Chairman Arndt opened the hearing at 6:15 p.m. with the reading of publication # 6786 as published in the Hutchinson Leader on October 3, 2002. Ms. Baumetz explained the request and the staffs split decision on the variance. She commented on phone calls and a letter received from the neighboring property owner to the west regarding the placement of the utility shed on the property line. Mr. Ebnet, 106 Garden Road, stated he would like to keep the shed. Discussion followed on the placement of the utility shed. There was also discussion regarding issues with adding onto a nonconforming garage and where fre wall construction is to be placed. Staff will confirm with the Building Official whether the fire wall is to be • across the entire north wall of the building. Mr. Fraser commented on the overhang of the addition being the same as the existing garage. Mr. Kirchoff moved to close the hearing. Seconded by Mr. Haugen the hearing closed at 6:34 p.m. Mr. Fraser made a motion to approve the request with staff recommendations adding the addition must conform with the existing overhang design. Seconded by Mr. Haugen, discussion followed regarding the utility shed placement at least 2 feet from the west property line. Mr. Fraser amended the motion to include the utility shed must be moved 2 feet to the east. Seconded by Mr. Haugen the motion carried on a 5-1 vote with Ms. Otteson voting nay. Ms. Wischnack stated the request will be forwarded to City Council on their October 22, 2002 regular agenda. c) CONSIDERATION OF REZONING PROPERTY FROM R-1 TO C-2 REQUESTED BY L&P SUPPLY, 1470 SOUTH GRADE RD. Chairman Amdt opened the hearing at 6:35 p.m. with the reading of publication # 6787 as published in the Hutchinson Leader on October 3, 2002. Ms. Wischnack explained the annexation of the property and commented on the request to install a sign which triggered the need to rezone the property to commercial. She stated staff did question if this would be spot zoning. Ms. Wischnadc commented on the letter received from the ~-1 ~4~7 Minutes Planning Commission -October 15, 2002 Page 3 • McLeod County Engineer regarding the access to the property. She also commented on the letter written in 1983 from the County Engineer regarding the same issues of safe access. A conditional use permit will also be required for the business. A site plan must be provided including display area, parking, landscaping, etc. Discussion followed regarding access and limitations for vehicles with trailers. There should be sufficient turnaround area for vehicles. Mr. Lokensgard, B & B Properties, stated they would try to keep the west portion of the property open for trailer turnaround area. He stated he has no problem with changing the access. Mr. Hantge moved to dose the hearing. Seconded by Ms. Otteson the hearing closed at 6:44 p.m. Mr. Kirchoff made a motion to approve the request with staff recommendations. Seconded by Mr. Haugen the motion carried unanimously. Discussion followed on the deadline date of November, 2002, to apply for the conditional use permit. Ms. Wischnadc stated the request will be forwarded to City Counal on their October 22, 2002 consent agenda. d) CONSIDERATION OF VARIANCE REQUESTED BY CARSON BUILDERS TO CONSTRUCT A THREE SEASON PORCH 40 FEET FROM THE SHORELAND LOCATED AT 346 SCHOOL ROAD • Chairman Arndt opened the hearing at 6:46 p.m. with the reading of publication # 6788 as published in the Hutchinson Leader on October 3, 2002. Ms. Wischnack commented on the request for the deck and three-season porch and the Shoreland Management requirements. She commented on the existing landscaping and vegetation along the lake. The townshomes were constructed in 1979 and the Shoreland Management Ordinance was not adopted until 1992. Ms. Wischnadc reported a permit was issued to the neighbor next door in 1999 for athree-season porch. Doug Kephart, Larson Builders, stated replacement of the existing deck would require a variance. He also stated the porch or sunroom will require footings. He reported there was approval from the town home association. Ms. Wischnack commented on a letter received from Rob Collett, DNR Area Hydrologist, recommending denial. Mr. Hantge moved to close the hearing. Seconded by Mr. Kirchoff the hearing closed at 6:55 p.m. Mr. Hantge made a motion to approve the request with staff recommendations noting the hardship being the Shoreland Management Ordinance was adopted in 1992 after the units • were constructed. Seconded by Mr. Kirchoff the motion carried unanimously. Ms. Wischnack stated the request will be forwarded to City Council on their October 22, 2002 consent agenda. ~ ~~~ Minutes Planning Commission -October 15, 2002 Page 4 e) CONSIDERATION OF VARIANCE REQUESTED BY DAVID VANDENBERG, 1035 JEFFERSON ST., TO REDUCE DRIVEWAY SETBACK FROM 5 FEET TO 1 FOOT Chairman Amdt opened the hearing at 7:00 p.m. with the reading of publication # 6790 as published in the Hutchinson Leader on October 3, 2002. Ms. Wischnack commented on the request for a reduction from 5 feet to 1 foot. She stated Mr. VandenBerg has submitted a letter changing the request to 3 feet from the property line. She commented on the letter reporting parking problems. Ms. Wischnack explained the ordinance to replace driveways and commented on complaints from neighboring property owners regarding driveways. Staff recommends denial of the requested based on no definite hardship given. Josh VandenBerg, 1035 Jefferson St. South, commented on reasons for the request to get cars off the street. He stated there has been vandalism to their vehicles. He explained the use of the second garage and how that is accessed. Mr. VandenBerg reported there is no legal access to the bads of the second garage. • David VandenBerg, 1035 Jefferson St. South, stated there is a driveway behind the second garage and he does access through the Hansen property. Jeanette Larson, 1045 Jefferson St. South, stated she did agree to the 3 foot request but they should follow the 5 foot requirement. She reported there is room for at least 6 cars on the lot. She stated they object to the request for a driveway 3 feet from the property line. Discussion followed on adding a driveway to the north for more parking. Mr. VandenBerg stated he will also be adding to the north. Ms. Otteson moved to close the hearing. Seconded by Mr. Hantge the hearing closed at 7:15 p.m. Ms. Otteson made a motion to deny the request on the basis of no definitive hardship given. Seconded by Mr.Haugen the motion carried unanimously. Ms. Wischnack stated the request will be forwarded to City Council on their October 22, 2002 consent agenda. f) CONSIDERATION OF CONDITIONAL USE PERMIT REQUESTED BY RIGHT WAY BUILDERS TO OPERATE A CONSTRUCTION BUSINESS OFFICE IN THE C-5 DISTRICT AT 177-3RD AVE. N.W. (BRIAN WENDLANDT, OWNER) Chairman Arndt opened the hearing at 7:17 p.m. with the reading of publication # 6769 as published in the Hutchinson Leader on October 3, 2002. y~a~5 tLJ • • Minutes Planning Commission -October 15, 2002 Page 5 Ms. Baumetz explained the request reviewing the permit application of September for the same request at a different address in the C-5 district. This property is actually two lots and there will be no outside storage. There is not enough paved parking on one lot however the second lot will be used for parking which is permitted in the flood plain. Discussion followed on the parking being paved with the change of ownership. John Mast, Right Way Builders, asked when the paving must be completed. Ms. Wischnack stated the entire lot does not have to be paved only what is required for parking. Discussion followed and it was the consensus of the Planning Commission paving must be complete by June 30, 2003. Mr. Kirchoff moved to close the hearing. Seconded by Mr. Hantge the hearing closed at 7:25 p.m. Mr. Kirchoff made a motion to approve the request with staff recommendations adding the parking must be paved no later than June 30, 2003. Seconded by Mr. Haugen the motion carried unanimously. Ms. Wischnack stated the request will be forwarded to City Council on their October 22, 2002 consent agenda. 4. OLD BUSINESS 5. COMMUNICATION FROM STAFF a) Appointment to the Planning Commission. - Ms. Baumetz stated a new Planning Commissioner will be appointed at the next City Council meeting. 6. ADJOURNMENT There being no further the meeting adjourned at 7:30 p.m. y~ ~~5 • • • 2002 CITY OF HUTCHINSON FINANCL4L REPORT 2002 October 2001 2002 2002 2002 2002 October REVENUE REPORT-GENERAL October October YEAR TO ADOPTED BALANCE ERCENTAGE MONTH MONTH ATE ACTUAL BUDGET REMAINING USED TAXES 400000.00 0.00 1419,910.56 3,034,108.00 1614197.44 46.60% LICENSES 3,590.00 10407.01 38,296.36 38700.00 403.64 98.96% PERMffS AND FEES 36,833.90 ' 30,730.13 232,522.46 200,500.00 32 022.46 115.97% INTERGOVERNMENTALREVENUE 147,410.48 1,444,443.39 2,760,410.07 2,834,450.00 74039.93 97.39% CHARGES FOR SERVICES 410,772.87 73,840.17 745 626.30 1 274 876.00 529 249.70 58.49% ° FINES & FORFEITS 5,543.89 4 754.09 61,317.34 60,000.00 1,317.34 102.20 h INTEREST 2 263.00 7,075.45 42 897.91 32,000.00 10 897.91 134.06% REIMBURSEMENTS I 5,656.00 1012.62 141,796.44 130875.00 10,921.44 108.34% , TRANSFERS 201900.00 212,500.00 643,952.30 1,339,700.00 695,747.70 48.07% SURCHARGES -BLDG PERMITS 867.51 1099.92 1 243.79 1 000.00 243.79 124.38% ° TOTAL 1 203 525.65 1,785,862.78 6087 973.53 8,946,209.00 2,858 235.47 ~ 68.05 h CITY OF HUTC HINSON FINAN CUIL REPORT 2002 2002 2001 2002 2002 2002 2002 October October EXPENSE REPORT -GENERAL October October YEAR TO ADOPTED BALANCE ERCENTAGE MONTH MONTH ATE ACTUAL BUDGET REMAINING USED 001 MAYORBCffYCOUNCIL 2,662.41 11,176.87 56,543.02 62,664.00 6,120.98 90.23°k 002 CITY ADMINISTRATOR 15,879.80 , 17,034.81 175,648.32 235,467.00 59 818.68 74.60% 003 ELECTIONS 524.35 460.47 4457.55 16 371.00 11,913.45 27.23% 004 FINANCE DEPARTMENT 34 589.59 26,141.86 308,599.77 397 404.00 88,804.23 77.65% 005 MOTORVECHICLE 13,619.52 13585.59 144,032.28 172,899.00 28,866.72 83.30% 006 ASSESSING 37,530.06 38000.00 469.92 98.76% 007 LEGAL 8285.25 8,393.37 96,000.70 121,000.00 24999.30 79.34% ° 008 PLANNING 22710.48 11,361.57 121,533.47 134879.00 13,345.53 /a 90.11 009 INFORMATION SERVICES 9,118.84 7,004.57 76,697.41 175,664.00 96766.59 43.78% 110 POLICE DEPARTMENT 157,761.02 234 967.62 1,940,333.64 2,276,076.00 335 742.16 85.25% 111 SCHOOL LIAISON OFFICER 5,674.60 78 12 69 34 949 27 000.00 0.00 7,949.69 129.44% 115 EMERGENCY MANAGEMENT 41.62 56 24 330 . 41 415 78 . 762.75 312 351,864.00 39 101.25 68.89°A 120 FIRE DEPARTMENT 130 PROTECTIVE INSPECTIONS . 16,576.74 . 15,306.33 , 149199.51 166171.00 16,971.49 89.79°k ° 150 ENGINEERING 31 877.35 41062.06 371,760.59 451,487.00 79,726.41 82.34 k 152 STREETS & ALLEYS 41,891.42 50 847.20 647,689.45 871,026.00 223,336.55 74.36% 153 MAINTENANCE ACCOUNT 160 CITY HALL BUILDING 28,664.74 13,280.95 14,745.46 125,309.60 154766.00 0'~ 29458.40 80.97°h ° 201 PARK/RECREATION ADMINIS 12,480.23 ~ 12,820.08 147 835.44 186,603.00 38,767.56 79.22 k 202 RECREATION 9082.44 13,750.14 228,443.02 229,706.00 1,262.98 99.45% ° 203 SENIOR CITIZEN CENTER 8,781.07 7 822.26 73,896.59 109,968.00 36,071.41 67.20 ~ 204 CIVIC ARENA 20806.52 20,049.12 171310.18 271693.00 100,382.82 63.05% 205 PARK DEPARTMENT 62,613.95 69,689.98 682,625.92 853,622.00 170 996.06 79.97% 206 RECREATION BUILDING 8 POO 4,037.29 4,973.64 80 172.94 114046.00 33,673.06 70.30% 207 EVENTS CENTER 8,212.97 83 929.46 77 092.00 6 837.46 108.87% 250 LIBRARY 2,737.23 ' 2,395.40 119 415.49 129 377.00 9,961.51 92.30% 301 CEMETERY I 10 576.10 10,252.13 98,151.30 125,625.00 27 473.70 76.13% ° 310 DEBT SERVICE 6963.10 51,942.90 176,350.00 124 407.10 29.45 h ° 320 AIRPORT 39,560.38 666.69 5,160.30 238386.00 233,225.70 2.16 ~ 350 UNALLOCATED GENERAL EXP 182 711.69 90 358.24 543 564.19 781,001.00 237,436.81 69.60% TOTAL 781 076.34 741 470.29 6889 695.76 8 946 209.00 2 056 513.24 77.01 ~~Q~~ • CJ 2002 CITY OF HUTCHINSON FINANCIAL REPORT October 2001 2002 2002 REVENUEREPORT-GENERAL OcWber October YEAR TO ADOPTED BALANCE ERCENTAGE MONTH MONTH ATE ACTUAL BUDGET REMAINING USED TAXES 400,000.00 0.00 1,419,910.56 3,034,105.00 1614197.44 46.80% LICENSES 3,590.00 10,407.01 38,296.36 38,70D.00 403.64 98.96% PERMITS AND FEES ! 36,833.90 30,730.13 232,522.46 200,50D.00 32 022.46 115.97°k INTERGOVERNMENTAL REVENUE 147,410.48 1,444,443.39 2,760,410.07 2,834,450.00 74,039.93 97.39% CHARGES FOR SERVICES 410,772.87 73,840.17 745,626.30 1,274876.00 529,249.70 58.49°h FINES & FORFEITS 5543.89 4 754.09 61 317.34 60 000.00 1 317.34 102.20% INTEREST 2,263.00 7,075.45 42,897.91 32,000.00 10 897.91 134.06% REIMBURSEMENTS 5 656.00 1 012.62 141 796.44 130 875.00 10 921.44 108.34% TRANSFERS 201,900.00 212,500.00 643,952.30 1339,700.00 695747.70 48.07% SURCHARGES-BLDG PERMITS 867.51 7,099.92 1243.79 1000.00 243.79 124.38% TOTAL 1,203,525.65 1 785 862.78 6 087,973.53 8946 209.00 2858 235.47 68.05% General Govt 120,871.19 109,904.57 1 146,552.20 1,509,116.00 362 563.80 75.98°h Public Safe 204,384.74 291702.71 2,437245.79 2821,111.00 383665.21 86.39% Streets&Alle ~ 102,433.51 91,909.26 1,019,450.04 1,322513.00 303,062.96 77.08% Parks 8 Recreation 120,538.73 139,713.59 1 587,629.04 1,842,730.00 374,516.45 86.16°k Miscellaneous 232,848.17 108 240.16 698 818.69 1 450 739.00 632 504.82 48.17% TOTAL 761,076.34 741,470.29 6,889,695.76 8,946,209.00 2,058,513.24 77.01% y ~Q~~ • 22-Nav-02 Institution - escription nterest Rate CITY OF HUTCHINSON CERTIFICATES OF DEPOSIT October 37, 2002 Date Date Of Of Purchase Maturity mount US BANK Money Market 1.43% 10/31/02 1115102 366,446.76 Smith Bamey FHLBC 5.00% 7/18!02 7!30/09 300,000.00 Smith Bemey FHLBC 4,375% 9!19101 4111/05 750,000.00 Smith Bamey FHLBC 4.180°k 9/25!01 4/19105 270,000.00 Prudential pool 336914 7.226% 12 31 98 02 01 2026 29,212.69 Expelled Ilse 6.2 years Smdh Bemey FHLM-C 4.650% 11/21!07 5121/07 300,375.00 Prudentall pool 336399 7.270°k 12 37 96 02 01 2026 39,444.05 Expected life 4.1 years Prudential FHLM-M 5.00% 11!29/01 11/29/16 200,000.00 IseP ~P) Smith Bamey Money Markel Varies 10!4102 10128/02 254,595.97 Smith Bemey Money Market Varies 718!02 12120/02 783,373.88 Prudential MoneyMaricet varies 112!02 Open 1,019,357.00 Smith Bamey Money Market Vades 10/22/02 11115/02 2,952,511.92 Marquette 1231'305 3.110% 5131!02 06102!03 400,000.00 Citizens Bank 3.150% 06!27/02 O6Pd0103 500,000.00 Citizens Bank 2.500°k .02/14102 2114103 200,000.00 Citizens Bank 2.650% 09/29/02 01!31!03 700,000.00 First Minnesota 2.650% 08/02/02 08/01!03 400,000.00 b9,465,317.27 • ~ lQ~`7 Hutchinson City Center • 111 Hacvan Street SE Hutchlnsory h1N 55350-2522 320.587-5151/Fax 320.234-0240 RESOLUTION NO. 12070 BE TT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: That, the following property be certified as deferred for hardship for senior citizen or disabled person as outlined by state statute, city ordinance, and city resolution 11993. Property description Lot 10 & Part of Lot 11, Aud. Plat 15, Aud. Plat Section 7-116-29 Owner George E. & Georgia A. Formhals 1300 Jefferson Street SE Hutchinson, MN 55350 That, the following assessment roll shall be deferred under the above guidelines: City and County Roll # 5059 Amount $ 15,526.08 2002 PROJECT AND ASSESSMENT Interest rate of 4.38% This special assessment was adopted by the city council this 12's day of September 2002. Resolution 12070 submitted to the council on this 26th day of November 2002. Marlin Torgerson Mayor Attest: Gary D. Plotz City Administrator Prin[ed on rxyclcd paper- y~b)1 C Office of the City Attorney ur H~ sn~c sE Hu[chinvon, MN 55350.2522 320-587-5151/Faz 320.234-4240 TO: Mayor & City Council FROM: Mazc A. Sebora, City Attomey DATE: November 22, 2002 SUBJECT: Plastic Specialties Loan As you may know, Plastic Specialties, LLC, and May-Wes Manufacturing have sustained business failures and have ceased operations. The Economic Development Authority had given Plastic Specialties a loan in the amount of $100,000 in approximately 1997. Plastic Specialties had paid $40,000 of the principal plus interest back up to its business failure in eazly 2002. Plastic Specialties currently owes approximately $275,000 to Citizens Bank, $70,000 to Mid-Minnesota Development Corporation and $60,000 to the City of Hutchinson. These loans aze virtually uncollectable as the principals of Plastic Specialties have no remaining assets and aze seeking personal bankruptcy protection. In • addition to the outstanding amounts listed above, Plastic Specialties owes $750,000 to unsecured creditors. It has been the recommendation of the EDA Finance Team and the EDA Board as a whole to approve awrite-off of the remaining $60,000 loan to Plastic Specialties as uncollectable. It has been the general consensus that although the remaining balance of the loan will not be paid back, the loan has served its purpose in that a new industry was started in the City of Hutchinson, the property remains on the City tax rolls and approximately 15 well-paying jobs aze still in the community. This has been made possible due to Tom Daggett's willingness to begin a new venture by purchasing the assets of Plastic Specialties. Although it is unfortunate that this write-off is being recommended, it should be kept in mind that loans from the EDA's Economic Development Loan Fund aze generally sought by persons or entities who normally do not qualify for conventional types of financing and therefore aze of somewhat more risk than other types of loans. We have had several other loans out of this fund which have benefited other businesses in Hutchinson and which have been repaid in full with interest. Again, the recommendafion from the Economic Development Authority is to authorize the write-off of this loan to Plastic Specialties as uncollectable. Printed on recycled paper- ~ ~~~ CITY OF HUTCHINSON RESOLUTION NO. }20z3 • AUTHORIZING EDA LOAN ADJUSTMENT WFIEREAS, the City of Hutchinson has authorized the City of Hutchinson HCDC -EDA to administer the Economic loan fund and WHEREAS, a borrower's agreement within that fund with Plastic Specialties Inc has been declared un-collectable by the City of Hutchinson EDA- HCDC THEREFORE, BE TT RESOLVED BY THE CITY OF HUTCHINSON, MINNESOTA: THAT the City of Hutchinson agrees to void the agreement and declare the fiords un~ollectible as recommended by the City of Hutchinson HCDC -EDA Adopted by the City Council this 26th day of November 2002: ~ J Marlin Torgerson, Mayor ATTEST: y ~~~~. RESOLUTION 12074 TRANSFERRING $32,931.22 FROM WASTEWATER DEPARTMENT $292,762.13 FROM 2002 IMPROVEMENT CONSTRIICTION FZ7ND TO GENERAL FUND FOR ENGINEERING AND ADMINISTRATION FEES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT, $339,692.82 is hereby transferred by to the General Fund for project administration and engineer fees as follows: $32,931.22 from Wastewater Department for administration fees $121,401.74 from 2002 Improvement Bonds - administration fees $171,360.39 from 2002 Improvement Bonds - engineering fees • Adopted by the City Council this 26th day of November 2002. Marlin Torgeraon Mayor ATTEST: Gary D. Plotz Administrator y ~~~3 • CITY OF HDTCHINSON RESOLUTION NO. 12075 TRANSFERRING $277,200 FROM LIQIIOR FIIND TO GENERAL FIIND BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT described in the 2002 adopted General Fund Budget $277,200 is hereby transferred from the Liquor Fund to the General Fund. Adopted by the City Council this 26th day of November 2002 • Marlin Torgerson Mayor ATTEST: Gary D. Plotz City Administrator y~~y • CITY OF RESOLIITION NO. 12076 TRANSFERRING $106,000 FROM WATER SEWSR & REFIISE FTJND TO 1995 IMPROVEMENT BONDS & GENERAL FIIND BE IT RESOL`7ED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: THAT $30,500 is hereby transferred from the water Department to the General Fund. THAT $30,500 is hereby transferred from the Wastewater Department to the General Fund. THAT $22,500 is hereby transferred from the Water Department to the 1995 Improvement Debt Service Fund. THAT $22,500 is hereby transferred from the Wastewater Department to the 1995 Improvement Debt Service Fund. • Adopted by the City Council this 26th day of November 2002 Marlin Torgerson Mayor ATTEST: Gary D. Plotz City Administrator • ~ ~~5 RESOLUTION~Q77 CERTIFICATION OF ASSESSMENTS OF THE CITY OF HUTCHINSON TO THE COUNTY OF MECLEOD BE IT RESOLVED BY THE CITY COUNCIL OF HUTCHINSON, MINNESOTA COUNTY OF MCLEOD, STATE OF MINNESOTA That the folowing emb2ces unpaid assessments levied by the City Coundl of Hutchinson, Minnesota, under Statutes Sec. 429.011 to 429.111 for the various assessments of the City of Hutchinson, to be levied and assessed upon the properties as listed far the following purposes Tar the a~renl year, and that a copy thereof be sent to the County Audttor of said McLeod County, Minnesota: BE IT FURTHER RESOLVED:THESE UNPAID BILLS TO BE CERTIFIED TO 2003 TAXES County ID Name Address Purpose Amount 23-056-2875 Freund, David 225 Washington Ave W. Securing house 728.28 23-1 20.00 7 0 Green, Kay Cee 318 Dale St SW Weed Cutting 129.87 • Adopted by the City Coundl this 26th day of November, 2002. MARLIN TORGERSON, MAYOR ATTEST: Gary D. Plotz, Clty Administrator ~-1 l~ J ~P Hutchinson City Center • DATE: Novetnber 19, 2002 111 Hessen Strtet SE Hutchinson, MN 55350.2522 320-587-5151/Fa~ 320-234-4240 MEMORANDUM TO: Hutchinson City Council FROM: Hutchinson Planning Cortunission SUBJECT: CONSIDERATION OF LOT SPLIT AS REQUESTED BY BRIAN BURGESS Pursuant to Section 12.20, of Subdivision Ordinance No. 466, the Hutchinson Plamiing Comnssion is herebysubffitting its fmdiags of fact and recommendation with respect to the aforementioned request for a lot split $ISTORY On October 16, 2002, Brian Burgess submitted an application for a lot split of property located at 1383 Jefferson St The request is to split a 10.7 acre pazcel into Pazcel A 4.0 acres and Parcel B 6.7 acres. FINDINGS OF FACT I. The required application was submitted and [he appropriate fee paid. 2. The pazcel is located in the R-1 zoning district RECOMMENDATION The Planning Commission voted to recommend approval of the lot split with the following recorimtendations: 1. The property owner is responsible for changing the appropriate deeds and the transfer of title. 2. Addressing the properties will be as follows: Pazcel A - 1383 Jefferson St. S and Parcel B - 1381 Iefferson St S (existing house will have [o change address to keep the numbering system in sequence). 3. Assesstnent issues must be addressed with City Engineering. 4. There is an isolated accessory structure which would remain on the additional lot. L`the lot transfers ownership, a home must be constructed on the lot within one year of the transfer. Respectfully subntted, William Amdt, Chairman Hutchinson Playing Commission cc: Brian and Sharon Burgess, 1383 Jefferson St. S A;u~ o~r«yoka ~~. ~ ~~-~ 1 RESOLUTION NO. 12069 • RESOLUTION APPROVING A LOT SPLTT REQUESTED BY BRIAN BURGESS, PROPERTY OWNER, 1383 JEFFERSON ST. SE BE 1T RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MN: FINDINGS 1. Brian Burgess, has submitted an application for a lot split located at 1383 Jefferson St. S.E. It will be necessary to change the address of the present lotto 1381 Jefferson St. S.E. and the new lot will remain 1383 7effe~son St S.E. LEGAL DESCRIPTION: Parcel 7 -To~~P 116 No7rt'h, Range 29 West, accotrding t the map on file and of record in the office of the County Recorder, McLeod County, Minnesota, described as follows: Commencing at the northwesterly comer of said Lot 7; thence southeasterly, along the westerly line of said Lot 7 a distance of 190.00 feet to the point of beginning of the land to be described; thence northeasterly, deflecting to the left 79 degrees 16 minutes 08 seconds 182.65 feet; thence easterly, deflecting to the ri t 8 degrees 14 minutes 02 seconds 997.39 feet to the east line o said Lot 8; thence southerly along the east line of said Lot 8 and the easterly line of said Lot 9 to the northerly line of HOUICS SUBDIVISION, according to the recorded plat thereof; thence westerly, along said northerly hne of HOUKS SUBDIVISION to . the northwesterly comer of said HOUICS SUBDIVLSION, said northwesterly comer being the southeasterly comer of that tract of land described in Book 192 of Deeds on pages 233-234; thence northwesterly, along the easterly line of said tract of land 120.00 feet to the northeasterly comer of said tract of land; thence southwesterly along the northerly line of said tract of land 180.00 feet to the westerly line of said Lot 8; thence northwesterly, along the westerly line of said Lot 8 and the westerly line of said Lot 7 a distance of 80.00 feet to the point of beginning Parcel B -That part of Lot 7 and Lot 8, all in the Auditors Plat of Section 7, Township 116 North, Range 29 West, according to the map on file and of record in the office of the County Recorder, McLeod County, Minnesota, lying northerly of a line described as follows: Commencing at the northwesterly comer of said Lot 7; thence southeasterly, along the westerly line of said Lot 7 a distance of 190.00 feet to the beginning of the line to be described; thence northeasterly, deflecting to the left 79 degrees 16 minutes 08 seconds 182.65 feet; thence easterly, deflecting to the right 8 degrees 14 minutes 02 seconds 997.39 feet to the east line o1`said Lot 8 and said line there terminating. 2. The City Council has considered the recommendation of the Planning Commission and the effect of the proposed use on the health, safety, and welfare of the occupants of the surrounding lands, existing and anhctpated traffic conditions, and the effect on values of properties in the surrounding area and the effect of the use on the Comprehensive Plan. 3. The Council has determined that the proposed use is in harmony with the general purpose and intent of the Zoning Ordinance and the Comprehensive Plan, if the conditions, as outlined below are met. y~-J 1 Resolution No. 12069 Lot Split -Brian Burgess November 26, 2002 Page 2 • CONCLUSION The City Council hereby approves the lot split with the following conditions: 1. The property owner is responsible for changing the appropriate deeds and the transfer of title. 2. Addressing the properties will be as follows: Pazcel A -1383 Jefferson St. S and Parcel B - 1381 Jefferson St. S (existing house will have to change address to keep the numbering system in sequence). 3. Assessment issues must be addressed with City Engineering. 4. There is an isolated accessory structure which would remain on the additional lot. If the lot transfers ownership, a home must be constructed on the lot within one yeaz of the transfer. Adopted by the City Council this 26~' day of November, 2002. ATTEST: • Gary D. Plotz City Administrator Mazlin D. Torgerson Mayor yCc~ 1 CITY OF HUTCHINSON PLANNING STAFF REPORT • To: Hutchinson Planning Commission Prepazed By: Planning Staff: Brad Emans, Dolf Moon, Don Nelson, Lisa McClure, Jeao Ward, John Rodeberg, P.E., John Webster, John Olson, Lenny Rutledge, Barry Greive, Mark Schnobrich, Marc Sebora, Gary Plotz, Ken Merrill, Jim Popp, Steve Madson, Dick Nagy, Jutie Wischnack, AICP, and Bonnie Baumetz Date: November 4, 2002 -Meeting Date November 19, 2002 Applicant: Brian Burgess, property owners LOT SPLIT Briet Description The applicant is requesting to split a 4.03 acre parcel from a 10.7 acre pazcel. The 4 acre pazcel will have an 80 foot lot width which angles to 60 feet at one point in the lot. The lot length is over 900 feet most of which is not a buildable lot. The lot appeazs to be a flag lot. GENERAL INFORMATION • Existing Zoning: R-1 Lot Size: 10.7 acres Existing Land Use: Pazce] B Single Family and Parcel A vacant Adjacent Land Use And Zoning: R-1 (Single Family Residence) Comprehensive Land Use Plan: Low Density Residential Zoning History: Property was annexed to the City, July, 2002. There were several properties annexed at that time due to septic failures. Applicable Regulations: Section 12.20 Hutchinson Subdivision Ordinance SPECIAL INFORMATION Transportation: Jefferson St. S. Parking: N/A J y~~~ 1 Lot Split Brian Burgess -1383 Jefferson St. S Planning Commission- November 19, 2002 • Page 2 Analysis: Recommendation: Staff recommends approval of the lot split with the following conditions: 1. The property owner is responsible for changing the appropriate deeds and the transfer of title. 2. Addressing the'properties will be as follows: Pazcel A- 1383 Jefferson St. S and Pazcel B - 1381 Jefferson SL S (existing house will have to change address to keep the numbering system in sequence). 3. The North property line must be no closer than 80 feet from the south property line at any point. 4. Assessment issues must be addressed with City Engineering. 5. There is an isolated accessory structure which would remain on the additional lot. If the lot transfers ownership, a home must be constructed on the lot within one yeaz of the transfer. cc: .Brian and Sharon Burgess, 1383 Jefferson St. S. • y~~~l ~` ~, ~,.~ c`+~ °,n m a u c v ~~ ~7 . cs `" a ar R ~ ~ ~" H IR"Y ... ~. ~J de°l p wro ~,.. u` •° 4? 4.w `S'F .~, ~.. ',~~ °~© E,~~rpawa~.cµ.c`~c°'~~ ~m~: m'~'~w'7ffs w ~ ~, m~ .a ro ar ~, rn ~ ~ u ~ wa: C.r ~ ca •~ s ~ ~ ws fxr .-as .., ... ~ ~ ~ <v ~ m qa as oa c~ ~ cr ec c:,r 3 t, _- hv~swv -... 4 r ' z.8'1.9 ! ~ tik .. 5 5.5Mm`Y r xuv wsri~,...... -~' a ~. u~ ~ ~, b '.~. __' ~... - -.,. ,..,.. ~~ s ~ ~' ..~ °" ~~ ~ .~, ,, ~ ~ ~ ..~ ~ ~ ~ ~~ ~ ~~ ~~ ~~ a ,:~ ~ .a~ ;~ ~~ ~~" '~ ~ ~ '~ ~, ~ ~ ..._ ~ ~~~ c~ 1 ~~~ ~ ~ ~:~ ~. ~. a ~` r- ~y , ~,~ ~m ~~~ ~~ ~ ~ ~, ~ ~ m~ r +~ ~, .~ N ~ ,.. r. ~ c::y~ Memorandum TO: Mayor and City Council FROM: Brenda K. Ewin ector of Human Resources RE: Adoption of th Revised General Records Retention Schedule for Minnesota Cities DATE: November 21, 2002 Attached is the 2002 State Records Retention Schedule that we obtained from the Minnesota Department of Administration. Please note that the general information regarding the schedule allows cities, like Hutchinson, to adopt the updated versions of the schedule without having to once again notify the state as we did with the initial adoption in 1992. It is requested that you consider the adoption of the attached resolution and the Revised General Records Retention Schedule for Minnesota Cities. If you have any questions, please contact me at City Center. Encl. y l,d~ • City of Hutchinson RESOLUTION NO. 12071 RESOLUTION ADOPTING THE REVISED EDITION OF THE GENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIES WHEREAS, the purpose of a records retention schedule is to provide a plan for managing government records by giving continuing authority to dispose of records under Minnesota Statutes; and, WHEREAS, the City of Hutchinson originally adopted a records retention schedule on September 22, 1992; and, WHEREAS, this schedule was originally developed by the Minnesota State Deparhnent of Administration, Information Policy Analysis Division and the Minnesota Historical Society, Division of Archives and Manuscripts; and, WHEREAS, a revised schedule was updated by city clerks and officials representing the Minnesota Clerks and Finance Officers Association (MCFOA) and in cooperation with the League of Minnesota Cities; • THEREFORE BE IT RESOLVED that the Hutchinson City Council hereby adopts the revised General Records Retention Schedule for Minnesota Cities hereto attached. Adopted by the Hutchinson City Council this 26th day of November, 2002. Mazlin Torgerson, Mayor ATTEST: Gary D. Plotz, City Administrator • y ~~~ • GENERAL RECORDS RETENTION SCHEDULE FOR MINNESOTA CITIES Purpose of the General Records Retentlon Schedule The purpose of a records retention schedule Is to provide a plan for managing governmental records by giving continuing authority to dispose of records under Minnesota Statutes section 138.17 This Cily General Records Retention Schedule establishes minimum retenllon periods for city records based on their administrative, fiscal, legal and historical value. It lists records series common to cities and identifies how long to retain them. This schedule was originally developed by the Minnesota State Department of Administration, Information Policy Anatysis Division and the Minnesota Historical Society, Dfvlslon of Archives and Manuscripts and was funded in part by a grant from the National Historical Publications and Records Commission. The revised schedule was updated by city clerks and officials representing the Minnesota Clerks and Finance Officers Association (MCFOA) and in cooperation with the League of Minnesota Cllles. Adopting and Using the General Schedule 1. A city that has adopted the previous version of this general schedule does D9S need to notify the Minnesota Historical Society that it is adopting this revised edition of the General Records Retentlon Schedule for Cities. It will be assumed that clues that have adopted the previous version will now utlllze this revised version. If you have not previously adopted the general schedule, to begin disposing of records, you must • notify the State Archives Department of the Minnesota Historical Society that your city has adopted the schedule. The enclosed form, "Nofrlcafion ofAdopdon of City Generel Records Retentlon Schedule , Is used for this purpose. 2. You may adopt the schedule even though your office may not have all the records Ilsted on it. We recommend that you adopt the entire schedule. However, if this is not possible you may adopt Individual sections. 3. The Minnesota Historical Society will sign and return the Notification form to you. You will then have the authority to dispose of your government records as indicated on the schedule. 4. Compare the records in your office with the records listed on the schedule. Retentlon periods Ilsted on the schedule represent the minimum length of time that you must retain your records. Once that retenllon period has been reached you may desVoy the records as indicated on the schedule. If you need to retain some records series longer than the listed retention, you should establish an agency policy for those records. 5. Records identified on the schedule as archival may be transferred to a IocaUcounty historical society or other appropriate repository with the specific, written pennlssion of the state Records Disposition Panel. Contact the Stale Archives Department at 651-297-0502 for guidelines. For further information, see the State Archives Department's web site at http:/lwww.mnhs.org/preservelrecordsAnd ex.html. 6. The retenllon stated on the schedule applies to any form of the record (paper, computer tape or disk, microflm, optical disk, elecVonic media, etc.). However, If you decide to change the form of a record (for Instance, you microfilm a paper record) you may not be authorized to dispose of the original record. If you are considering changing the form of a record, contact the Minnesota Historical Society, Slate Archives Department, 651-297502. • y~d~ Destruction Reporting After you destroy records according to the general schedule, maintain a list of destroyed dams. Records ngs on the General Schedule Records not listed on this schedule cannot be destroyed wdhout submitting ether an "Application for Authority to Dispose of Records° (PF7~1) or a "Minnesota Records Retention Schedule° (RM-00058). The PR-1 form is used to request one-time authority to dispose of records. A reproducible copy of the PR-1 form Is enclosed. Since an approved PR-1 glues you authority to dispose of only those records listed on the form, we recommend that you use the PR-1 only for obsolete records (records no longer being created). For ongoing authority to dispose of records not listed on the general schedule, complete a "Minnesota Records Retention Schedule'. This form can be obtained from the State Department of Administration, Information Policy Anatysis DNislon, 651-296-6733. Duplicate Records This retention schedule concerns itself only wdh the city's offclal record copy and the retention periods assigned reflect that. It is each city's responsibility to Identify the official record copy and to Identify when to destroy any other copies of Identical records, after they have lost their legal, fiscal, historical and adminlsUative value. Duplicate copies should pQj be retained as long as the official record. Normally the retention period on duplicate records will not exceed two years. • Records Reproduced on Optical Image Storage System (M.S. §138.17 subd. 10) Any government record, Including a record with archival value, may be transferred to and stored on anon-erasable optical imaging system and retained only In that format, j(the following requirements are met All documents preserved on non-erasable optical imaging systems must meet standards for permanent records specified in section 15.17, subdivision 1, and must be kept available for retrieval so long as the law requires. Standards under section 15.17, subdivision 1 may not be inconsistent with efficient use of optical imaging systems A govemment entity storing a record on an optical imaging system shall create and store e backup copy of the record at a site other than the site where the original is kept. The govemment entity shall retain the backup copy and operable retrieval equipment so long as any law requires the original to be retained. The backup copy required by this paragraph must be preserved either (1) on anon-erasable optical Imaging system; or (2) by another reproduction method approved by the records disposition panel. All contracts for the purchase of optical imaging systems used pursuant to this chapter shell contain farms that Insure continued retrievability of the optlcalty stored images and conform to any guidelines that may be established by the Information polk:y office of the department of adminlsfration for perpetuation of access to stored data. For further information regarding imaging systems, refer to the guidelines Issued by the Minnesota Historical Society "Reproduction of Government Records Using Imaging Systems° available on the Minnesota Historical Society's website: http:l/www.mnhs.orglpreservelrecords/imaging.html. y~d~ • Category Deflnitlons for the General Schedule Record Series Description: A record series is a group of records clustered together because they ell relate to the same topic and have the same retention period Retention PeriodlStatute: The retention cited is the minimum amount of the time a record must be kept. A number printed alone, e. g. 10, means ten years. If months or days are meant the entry will display that, e.g. 6 months or 30 days. The stated retention does not Include the year the record originates. For example, if Record A Is filed by calendar year and h has a retention of 3 years, the disposal date for 2000 records Is January, 2004. Statutes listed here cite specific retention periods for the records series. Archive: If a Y or °yes" appears in this column, these records have hfstorical value and must be permanently retained by the city. If the city wishes to otherwise dispose of the records, the city should contact the Slate Archives Department of the Minnesota Historical Society at 651-297-4502 for guidelines and assistance. These records may be eligible for transfer to a county or local historical society, or other repository, and the State Archives can assist in this process. For further information see the State Archives Department's web site at <http:/Iwww.mnhs.orglpreserve/records/lndex.html>. Data Practices Clesslflcatlon: This phrase refers to records classified by the Minnesota Govemmenl Data Practices Act or other slate or federal laws. The classification system Includes: public, private, confidential, nonpublic or protected nonpublic. More than one classifcation may apply. Data Practices Statute: This phrase refers to the statute or law which cities the data practices class cation of the record series Resources Questions about archival records: Minnesota Historical Society State Archives Department Minnesota History Center 345 Kellogg Boulevard West St. Paul, MN 55102-1906 Voice: 651-297-4502 Fax: 651-296-9961 NH/Adopt Schedule Instr.doc 2/12102 Questions about data practices: Department of Administration Information Policy Analysts Division 305A Centennial Office Building 658 Cedar Street St. Paul, MN 55155 Voice: 651-296733 1-80057-3721 Fax: 651-205219 Email: Info ioadlo~state.mn.us ~ add) General Records Retention Schedule For Minnesota Cities State of Minnesota Department of Administration Information Policy Analysis Division September, 2001 L ~~i D~-0~3 AUTHORIZATION: Under the authority of Minnesota Statutes 138.17, it is hereby ordered that the records listed on this application be disposed of per approved schedule. General Records Retention Schedule for Minnesota Cities TABLE OF CONTENTS L Administration ............................................. ADM Assessing .................................................... ASG Attorney ........................................................ ATT Bonds .......................................................... BON Building Inspections ..................................... BUI Cemetery ..................................................... CEM Contracts/Agreements ................................. CON .... Courts CTS ...................................................... ............................................ ELE Elections ........... FinanciaVAccounting .................................... . FIN Fire ................................................................ FIR Health Services ............................................ HEA Housing and Redevelopment Authority....... HRA Human Resources ....................................... HRS Insurance ...................................................... INS Library ........................................................... LIB Liquor Store ................................................... LIQ Parks and Recreation .................................. P&R Payroll ........................................................... PAY Permits and Licenses ................................... PER Planning and Zoning ..................................... PLZ Public Safety -Fire ............................... See: Fire Public Safety -Police ................................... POL Public Works -Engineering ......................... PWE Public Works - Maintenanee/Operations..... PWM Records Management ................................. RMG Utilities .......................................................... UTL Vital Statistics ................................................ VIT Waste Management .................................... WST SEC710N CGDE GElf$tAL RECORDS RET@Rlgi SCF~IILE FOR ilIWESOTA CITES T/TLEBDESCR/PTILW RE7ENT/ON PERl00 ARCh'/ICE Y/N CLASS/F/GTION STATUTE ADMINISTRATION ADM 00100 ABSTRACT 8 CERTIFICATES OF TITLES: Length of No~ Public Ownership ADMINISTRATION ADM 00200 AFFIDAVIT OF MAILING 8 No Public Certified list of property owners. ADMINISTRATION ADM 00300 AFFIDAVITS OF PUBLICATIONS GENERAL NOTICES 8 No Public i.e. bonds, improvement protects, assessment hearings and liquor licenses ADMINISTRATION ADM 00400 AFFIDAVITS OF PUBLICATIONS Permanent No Public Ordinances and Resolution ADMINISTRATION ADM 00500 AGENDA PACKETS -CITY COUNCIL Permanent Yea Public Complete record of Information relevant to city council meetings ADMINISTRATION ADM 00600 AGENDA PACKETS -MISCELLANEOUS Permanent No Public Various Boards, Commissions, Committees 8 Councils, i.e. Planning 8 Zoning, Parks 8 Rec., Traffic 8lransportatlon, etc. that are council approved or appointed. ADMINISTRATION ADM 00650 AGENDA PACKETS - MISCELLANEOUS 3 No Publlc Venous commissions, boards, and committees nol council approved or eppoiMed. ADMINISTRATION ADM 00700 AGREEMENTS -TRUST Permanent No Public Documents relating to property the city has acquired through donatbns or wilW ADMINISTRATION ADM 00800 AIRPORT DEVELOPMENTlPl.4NNING Permanent; Yes Public Includes minutes of airport commission, committee and major has reports, end planning documents historical value ADMINISTRATION ADM 00900 AIRPORT OPERATIONS/ MAINTENANCE 8 No Public ADMINISTRATION ADM 01000 ANNUAL REPORTS Permanent; Yes Public CHy or departmental has historical value ADMINISTRATION ADM 01100 APPOINTMENT FILES 2 after No PubIIG private MS 13.43, Lists appointrnants of individuals by mayor and or board, or appointed Subd. 3 council to various boards, commissbns and committees P~ including application to commission. /~ ,l- ~ REVISED: MARCH 2002 P 1 f 75 ~ age o GENERAL RE{'ARDS RETENTION SCHFDl1LE FOR MiNESOTA CrIlEB SECTION CODE T/ILEBDESCR/P77QY RETENT/ON ARCH/I~EYM CLASSIFlG4T/ON STATUTE PERIOD ADMINISTRATION ADM 01200 ARTICLES OF INCORPORATION PennaneM; Yes Public has historical value ADMINISTRATION ADM 01300 ATTORNEY OPINIONS PennaneM; Yes Public Opinions of city attorney and correspondence relating thereto has historical value when no longer needed by agency ADMINISTRATION ADM 01400 BIDS 8 QUOTATIONS ACCEPTED 10 after No Publiclnonpubli MS 13.37, Passed by the city council comple8on c Subd. 2 of project ADMINISTRATION ADM 01500 BIDS & SPECIFICATIONS & SUPPORTING PAPERS -NOT 6 No Public / MS 13.37 ACCEPTED protected nm- Rejected by aty council public un01 all bids are opened. ADMINISTRATION ADM 01600 BILLS OF SALES 6 No Public Record documenting the offlGal transaction between the ctty and the buying party ADMINISTRATION ADM 01700 BONDS -CITY OFFICIALS 6 after No Public termination ADMINISTRATION ADM 01800 BUDGET -RECORD COPY Permanent; Yes Public Includes city andlor departmental budgets has historcal value ADMINISTRATION ADM 01900 BUDGET- SUPPORTIWORKING PAPERS 2 yrs No Public ADMINISTRATION ADM 02000 BYLAWS -COMMISSIONS AND BOARDS Permanent; Yes Public has historical value ADMINISTRATION ADM 02100 CENSUS REPORTS Permanent No Public Reports and any protests to census \ ~ ~~~ ~~ 2002 Page 2 of 75 LV3- SECTION GQIFoer RECORDS REIEIRION Sp{®ULE r-0R Mr1t~SOTA CRIES CODE T/7LE&DESCR/PIILY/ RETENTION ARCHIYEYM CLASS/F/GTION STA77/TE PER/OD ADMINISTRATION ADM 02200 CHARTER Permanent; Yes Attorneys opinions, petitbns, correspondence, etc. has historipl value ADMINISTRATION ADM 02300 CITY CODE/CODE OF ORDINANCES Permanent; Yes Complete list of ordinances has historical value ADMINISTRATION ADM 02400 CITY ORDINANCE VIOLATIONS 5 No Letters stating vbla0ons, court actions, etc. ADMINISTRATION ADM 02500 CITY SEAL Permanent No ADMINISTRATION ADM 02600 COMPLAINTS -REAL PROPERTY 7 Na By dfizens about the use of real property ADMINISTRATION ADM 02700 COMPLAINTS -GENERAL 1 after aclbn No General services, maintenance, repa'v, cifizen complaints completed ADMINISTRATION ADM 02600 COPYRIGHTS 8 PATENTS untll expired No ADMINISTRATION ADM 02900 CORRESPONDENCE -GENERAL 3 No ADMINISTRATION ADM 03000 CORRESPONDENCE-HISTORICAL Permanent; Yes Cortespondence to/from mayor, dtY manager, aty adminlstretor. has Official comespondence that documents important events or historical major functlons of the office. Usually deals with a spedflc topic, value issue, organlzatlon, or Individual. ADMINISTRATION ADM 03050 CORRESPONDENCE -MESSAGES Until read No Transitory messages, e-mail a phone messages of short-term Interest which are considered inddental and non-vital cerespondence. Note: Messages which relate to transactions of City business should be retained in accordance with applicaceble retention schedule. Date Prectlces dasslflcetbn for this Is public. ADMINISTRATION ADM 03100 DEPARTMENTAL REPORTS Permanent; Yes Annual has historical value ADMINISTRATION ADM 03200 DEPARTMENTAL REPORTS 1 No Monthly/ semi-annual Public Public Publlc Public Public / Pdvate MS 13.44 /Confidentlel Publlc Publlc Publlc Publtclprivete MS 13.601 Publlc Public Public L REVISED: MI+RCH 2002 Page 3 of 75 ` '_ SECT/ON LYa7E GEl6tAL RECORDS RETEMION SgIEDULE FOR AOY€I~OTA CRES 717ZE80ESCR/PTION RETEN7/QN PERl00 ARCy/yEy~Jy C(gSS/F/GOT10N STATUTE ADMINISTRATION ADM 03300 GRANTS Consult No Public, unless MS 13 35 Miscellaneous grant programs and stlpulations issuing otherwise . agency. required by Typically 3 other after audit governmental State CFR agency 24.42, 8 afteraudk Federal 28USC2415( b) ADMINISTRATION ADM 03400 INVENTORIES unlll No Public Reports, equipment supplies, etc superseded ADMINISTRATION ADM 03700 LIENS 10 No Public ADMINISTRATION ADM 03800 MAINTENANCE RECORDS -CITY PROPERTY 3 No Publlc M buildings ADMINISTRATION ADM 03900 MAINTENANCE RECORDS -CITY EQUIPMENT length of No Public Vehides, heavy equipment, and office equipment May Include ownership maintenance agreements, contracts, bids, correspondence, etc and after audit ADMINISTRATION ADM 04000 MANUALS -CITY EQUIPMENT until N o Public Instrudions or maintenance manuals of office equipment ~emovad or superseded ADMINISTRATION ADM 04200 MINUTES -CITY COUNCIL CLOSED MEETINGS 2 after N o PubIIG Private MS 13.37 Tape recordings (refers Doty to union negotiatlons). contract is sigrred. MN Statutes 471.705 subd. 1 a ADMINISTRATION ADM 04300 MINUTES -CITY COUNCIL t yr after No Public Audio tape recordings of city council, commissions, committees formal approval of written minutes by coundl. Tape recordings cannot be the perm. record L REVISED: 61ARCH 2002 Page 4 d 75 SECTION CASE OBiHtAL RECORDS RETEIRION SCH®lAE FOR titiiRESOTA CRES 777LE& DESCR/P710,Y RE7FN710N PERIOD ARCH/YE YM CLASSIF/CAIX7N STATUTE ADMINISTRATION ADM 04400 MINUTES -VARIOUS BOARDS, COMMISSIONS, Pemanen[•, Yes Public COMMITTEES & COUNCILS ~ has Including Planning, HRA, EDA, Park 8 Reweatlon, Zoning, historical Traffic 8 Transportation, Charter Commission, Advisory Coundl, value etc... ADMINISTRATION ADM 04500 NEWSLETTERS -CITY GENERATED Permanent: Yes Public has - histoHcal value ADMINISTRATION ADM 04800 NEWSPAPER CLIPPINGS /SCRAPBOOKS Permanent No Public Fw reference purposes only ADMINISTRATION ADM 04700 NOTICE OF MEETINGS 6 No Public City-generated. ADMINISTRATION ADM 04800 OATH OF OFFICE -ELECTED 8 APPOINTED OFFICIALS 10 after No Public Signed oaths by elected or appointed offklals to various boards, service of commissions and committees elected/ appointed position ADMINISTRATION ADM 04900 OATH OF OFFICE -POLICE OFFICER OATHS 10 after No Publlc termination ADMINISTRATION ADM 05000 ORDINANCE & RESOLUTIONS ADOPTED Permanent; Yes Publlc has historical value ADMINISTRATION ADM 05100 ORDINANCES & RESOLUTIONS 2 No Publlc Proposed but not adopted ADMINISTRATION ADM 05200 ORGANIZATIONAL CHARTS-CITY until Yes Public superseded ADMINISTRATION ADM 05300 PETITIONS 5 No Public ADMINISTRATION ADM 05400 POLICIES 8 PROCEDURES until No Public Dxuments the polldes and procedures of the city superseded ADMINISTRATION ADM 05500 PRESS RESEASES 1 No Public ADMINISTRATION ADM 05600 PROCLAMATIONS 1 after No Public Related to subject or action. recorded or fling of adbn L ` ~ V RENSFD: MARCH 2002 Page 5 d 75 ! ! ~ OElFRAL RE{~RDS RETHtIION SCF~U.E FOR i~iNE80TA IXfIEB SECT/CH CGYJE TlILEBQESCPoPT/ON RElEV770N ARCH/l'EYM CL4SS/HG1T/ON STATUTE PER/OU ADMINISTRATION ADM 05700 PROJECT CORRESPONDENCE 6 or subject No Public With state and federal agencies, not including general to state or wrtespondence. federal requirement s ADMINISTRATION ADM 05800 PUBLIC HEARING RECORDS Can be No Public Related to subject or action destroyed after recorded in minutes. If not recorded In minutes, then retain 6 ~- ADMINISTRATION ADM 05900 PUBLICATIONS -CITY-GENERATED until Y~ Public Incuding brochures, booklets, Informational pamphlets, etc. superseded ADMINISTRATION ADM 061700 SPECIAL COMMITTEE REPORTS Permanent; Yes Public Minutes, policies, studies, correspondence, etc. has historical value ADMINISTRATION ADM 06100 STREET NAME CHANGE (APPROVED) Permanent No Public Petitions, studies, engineer's reports, etc. ADMINISTRATION ADM 08200 STREET NAME CHANGE (NOT APPROVED) 2 after No Public Petitions, studies, engineer's reports, etc. recorded or flling of action ADMINISTRATION ADM 08300 TELEPHONE SYSTEM unlll No Public Correspondence, service reports, working papers superseded ADMINISTRATION ADM 06400 TITLES TO MUNICIPAL VEHICLES 8 EQUIPMENT Length of No Public ownership ADMINISTRATION ADM 08420 VIDEO TAPES -GENERAL Superseded No Public Including eMertalnment, training, cable segments and ottrer miscellaneous videotapes. ADMINISTRATION ADM 08440 VIDEO TAPES -HISTORICAL Permanent Na Public REVISED: MARCH 2002 Page 6 d 75 GENERAL RECORDS REIEIfiION SCHEDIJ<E FOR NNNESOTA CRES SEC770N CODE 71RE8 DESCPoP770Y/ RETENT/ON ARCHIVE YAV GASS/F/CAT/ON STATUTE PER/OD ADMINISTRATION ADM 08480 VIDEO TAPES -PROJECTS ADMINISTRATION ADM 08500 VIDEO TAPES OF PUBLIC MEETINGS L REVISED: MARCH 2002 File with No projects or keep eslong as projects are retained. Erase and No reuse tapes 3 months after fortnel approval of written minutes Public Public Page 7 0(75 ~/ ~ SEC770N CLbE • GBfRAL RECORl7$ RETt3r11p1 tiCF~IA.E FOR ItiAilE80TA (gilEB T/ILE8OESCR/PI7AV RETEN77pN PER/OD ARCH/YEYiI/ CL4SS/F/CA77pN STATUTE ASSESSING ASG 00100 APPLICATIONS FOR CLASSIFICATION 2 No Public ASSESSING ASG 00200 APPRAISALS-PROPERTY 6 No Public ASSESSING ASG 00300 ASSESSMENT NOTIFICATION LETTERS 6 No Public . Letters sent out property owners regarding assessments ASSESSING ASG 00400 CERTIFICATE OF REAL ESTATE VALUE (CRV) 4 No Publlc ASSESSING ASG 00500 CLASSIFICATION LISTS 1 No Public ASSESSING ASG 00600 DEFERMENT APPLICATION retain until No Private/non- MS 13.51, Verifrcetions of income, awnershlp, alc. removed or public subd. 2, superseded MS 13.52 ASSESSING ASG 00700 DIVISIONS AND COMBINATIONS OF REAL PROPERTY 5 No Publlc Applicatlon, coundl actlon ASSESSING ASG00750 GREEN ACRE LAND & AGRICULTURE PRESERVE Until No Publidpdvate MS 13.49 APPLICATIONS removed or Forms submitted by property owners to qualify for green acres superseded. and/or agriculture preserve dasslflcations usually to obtain a te~c break. ASSESSING ASG00780 HOME IMPROVEMENT VALUE EXCLUSION (THIS OLD 10 No PublkJprNate MS 13.49. HOUSE LAVV) Completed Improvement applipflon forth by home owner used to defer Improvement amount fora 10 year period from property taxes in whole or pert on homes that are 35 yeare or older. (Expires 12/31/2002 -county should retain the original.) - ASSESSING ASG 00800 HOMESTEAD APPLICATION REQUESTS 3 after No PubIIcJPrivate Privacy propeRy no Ad CFR. longer 405.42 quallfles es a homestead ASSESSING ASG 00900 HOMESTEAD APPLICATIONS CARDS Destroy No PublicJPrivate Privacy Ards prior A~ to 1993. CFR.405. Retain future 4y cards 3 yrs. after Prof~nY ceases homestead REVISED: MARCH 2002 Page B d 75 SECI/ON ASSESSING ASSESSING GEIetAL RECORDS REIBRION SCFI®ULE FOR 1lIM~OTA CRES CLYIE TITLE&OESCRlP77CW 17E7ENT/ON ARCH/YEYAV CLASS/F7Cg7HAY STATUTE PER/00 status ASG 01000 HOMESTEAD PRINT-OUT LIST 2 No Publlc Annual ASG 01100 HOMESTEAD TRANSFER ASSESSING ASG 01200 INCOME INFORMATION Apartment and commercial ASSESSING ASG 01300 MILL RATE ASSESSING ASG 01400 PARKLAND DEDICATION VALUATIONS Ap{xalsers values, report-a, etc. ASSESSING ASG 01500 PETITIONS (COURT) -VALUATIONS Assessors reports, corespondence, etc. ASSESSING ASG 01(100 PROJECT FILES -SPECIAL ASSESSMENTS Petitlons, notificatbns to property owners, plans and spedficatlons, improvement reports, and appraisals, assessment reports, etc ASSESSING ASG 01700 PROPERTY- CODES AND DEFINITIONS ASSESSING ASG 01800 PROPERTY- LEASES ASSESSING ASG 01900 PROPERTY-MORTGAGES ASSESSING ASG 02000 PROPERTY- OPTIONS ASSESSING ASG 02100 PROPERTY- PURCHASE OF ASSESSING ASG 02200 PROPERTY- RECORD CARDS/ASSESSMENTS ASSESSING ASG 02300 PROPERTY- TAXES ASSESSING ASG 02400 REAL ESTATE DATA CARDS Appraisal, except valuation peti8on ASSESSING ASG 02500 RECEIPTS L (~ REVISED: MARCH 2002 ~~ 3 after No Publlc Property rw bnger qualities as a homestead 4 No Non- MS 13.51. publiGprivate subd2 Permanent No Public 8 No Publlc 8 No Public Permanent No Public 3 No Publlc 10aRertertn No Publlc 10 after sale No Public of lend 10 after sale No Public of lend 10 after No Public disposal of property Permanent No Public Permanent No Public- 2 No Public 8afterfinal No Public Pegs 9 of 75 • SEC7/0N C(bE • OOIQtl11 RECORDS REit]RIOR Shc®IILE FOR ~fl~SOTA CRES T/ILEdOESCRlP71QY RE7EN71AY PER/00 ARCH/VEYi1J CL1SS/RGITION i STATUTE SpeGalassessmerrts payment of assessment ASSESSING ASG 02600 SALES 4 No Publiclprivate MS 13.51 Originals kept by state , subd 1 ASSESSING ASG 02700 SALES STUDIES County, independent in-house 6 No Publld private MS 13.51, , subd.l ASSESSING ASG 02800 SEARCH COPIES 1 No Public ASSESSING ASG 02900 SPECIAL ASSESSMENT PROJECT APPROVALS & SPECIAL Perma t N BENEFIT VALUATIONS nen o Public Council actions, resolutions, etc. ASSESSING ASG 03000 SPECIAL ASSESSMENT ROLLS 6 ft f a er inal No Public payment of assessment. ASSESSING ASG 03100 TAX ABATEMENT AND AFFIDAVIT (CURRENT) 8 No Publlc Letter of request, bills verHicatlon document, etc ASSESSING ASG 03200 TAX ESTIMATE FILE 5 No Publlc ASSESSING ASG 03300 TAX FORFEIT FILES Permanent No ASSESSING ASG 03400 VALUATION LISTS 2 Public No Publlc Assessment book ( L]~ REVISED: MARCH 2(102 Page 10of 75 ~/ SECTION CODE DENHtAL RECORDS REIFMIg1 SCFI~E FOR 1lINESOTA CITEti 7T2E8 DESCR/PTICk/ RE7EV7/ON PERIOD ARCHII~E Yi7V CLASS/FlCA710N STATUTE ATTORNEY ATT 00100 ADMINISTRATION FILES 3 No Public Correspondence and reports related to the fagal review of city functions such as bond issues, insurance, ordinances, centrects and grants, daims for damages. ATTORNEY ATT 00200 ATTORNEY OPINIONS 10 then Yes Publlc, Pdvate, MS 13.30, Official interpretatbn regardrg questions of legal rights a transfer to Non-Public MS 13.39 liabilities effectlng operating departments. State Archives for selection and disposition when no bnger needed by Ne agency ATTORNEY ATT 00300 CNIL LITIGATION FILES 20 after last No Public, Private, MS 13.39 Documertts dvil actions by the city or against the dty Including court activity Confidential, claims and suits. Indudes work papers, copies of court Protected Non- documents and cemespondence. Public ATTORNEY ATT00400 CORRESPONDENCE-ATTORNEY 6 No Publlc General Cortespondence not relating to a case file. ATTORNEY ATT 00500 CRIMINAL LITIGATION FILES 2 after last No Public, Private, MS 13.30, Documents litigation invoWing the city. Work papers, copies of court activity Confidental, MS 13.82 police records (originals Flied with P.D.) briefs and pleading, Protected Non- probation records end other court records (odg. filed with the Public court). ATTORNEY ATT 00600 INVESTIGATNE FILES 3 No Publlc, Private, MS 13.39 Indudes requests for investigation, work papers, work Confdential, assignments (dtlzen disputes, nuisances etc.) and final reports. Protected Non- Research conducted but no litigation takes place. Publlc ATTORNEY ATT 00700 PROPERTY/ADDRESS FILES Permanent No Publlc, Private, MS 13.39 Files Invohdng land acqulsitlons, condemnatlons, lend sales, Canfdental, lawsuits related to propeRy plattlng, registratlon, proceedings Protected Non- subsequent, tltle issues, assessments, lend use issues, Public devebpment agreements, etc. Files will Indude correspondence, agenda Rams, deeds, titles, affidavits, death certificates, sale appraisals, court documents, research, L attorneys opinions, abstrads, and pldures. _ t (L REVISED: MAR(~i 2002 Pegs 11 of 75 6FlIl3tAL RECORDS REfE?RIOR SCI®ULE FOR MiHESOTA CrtES SEC710N CAE T/7LE6OESCPoP71pV REIENT/ON ARCH/I~EYiIV CLASS/HCAIION STATUTE PER/O0 ATTORNEY ATT 00800 PROSECUTIONMW ENFORCEMENT FILES Permanent N o Public Reference sources and prosecution functlons and techniques ATTORNEY ATT 00900 RESEARCH R SU&IECT FILES While alive No Public Attorney topic files, research, miscellaneous notes, correspondence and other materials regarding minor matters of inquiry REVISED: MARCH 2(q2 Page 12af 75 SEC770N CQa` GElFRAL RECO~S RETF1t-IOR SCHEDULE FOR MflE>30TA CIf1E8 T/7LE&OESCR/PIION RE7EA710N PER/0O ARCHNEYi1J CLASS/F/CA7JON STATUTE BONDS BON 00100 APPEARANCE BONDS 6 after No Publlc completion of contrail BONDS BON 00200 BOND & INTEREST COUPON REGISTER 6 afte r No Non-Public, MS BONDS BON 00300 BOND SALE TRANSCRIPTS payment private 475.55 Resolutions, etc. after maturity No Publlc BONDS BON 00400 CANCELED/PAID BONDS, COUPONS 8 CERTIFICATES 6 afte r No Public MS BONDS BON 00500 CONTRACTOR LICENSE BONDS paid/audit 475.553 Certificate of insurance, applk;atbn, etc. 6 after completon No Public of contract BONDS BON 00600 FIDELITY BONDS 6 after No Public completion of contract BONDS BON 00700 INDEMNITY BONDS 6 No Public Lost stock certificates BONDS BON 00800 LICENSE BONDS 8 after No Publlc completion of contract BONDS BON 00900 PAYMENT BONDS 6 after No Public Letters of reducton, etc. completon of contract BONDS BON 01000 PERFORMANCE BONDS 6 after N Letters of reduction, etc. completion o Publlc of contract BONDS BON 01100 PERMIT BONDS 6 after N o Publlc Letters of reduction, etc. completion of contrail '~ REVISED: MARCH 2002 ~ Page 13 d 75 CG\ 3-~ SECT70N CODE OBERAL RECORDS REfEM10N SCHEDl1LE FOR 1l1lfESOTA CrtRES 777ZE 8 DESCR/PTIQV - RETENTION PERIOD ARCNIYE YM CLASSIFICAT/ON STATUTE BUILDING BUI 00100 BUILDING INSPECTION RECORD 1 - No Public INSPECTIONS Includes grading, demolitbn, signs. BUILDING BUI 00200 BUILDING PLANS: COMMERCIAL, INDUSTRIAL 15, MS No Public private MS 13 37 INSPECTIONS Indudes archdedural, design specifications, struchual & utility 541.051 or , , non-public . , Suhd. 1b. plans. until superseded with wmplete set BUILDING BUI 00300 BUILDING PLANS: RESIDENTIAL 1 eker No Public private MS 13 37 INSPECTIONS Includes architectural, design speci0cetions, structural 8 utility completion , , non-pudic . , Subd. 1 b. plans. of protect BUILDING BU100400 CERTIFICATE OF OCCUPANCY Permanent No Public INSPECTIONS BUILDING BUI 00410 CERTIFICATE OF SURVEY Permanent No Public INSPECTIONS Survey of property. BUILDING BUI 00500 CODE COMPLIANCE INSPECTION until new No Public INSPECTIONS Point of conveyance ownership BUILDING BUI 00600 ELECTRICAL INSPECTION RECORD Permanent No Public INSPECTIONS BUILDING BUI 00700 FIRE INSPECTION RECORD-ANNUAL Untll No Public INSPECTIONS Multiple dwelling/commercial Superseded - BUILDING BUI 00600 HEATINGI VENTILATION INSPECTION RECORD Permanent No Public INSPECTIONS Indudes heating, a/c, ventilating, flreplece BUILDING BUI 00900 HOUSING INSPECTION RECORD 6 Na Public INSPECTIONS BUILDING BUI 01000 INSPECTION NOTICES TO HOMEOWNER, VIOLATOR, ETC. 1 after No Public INSPECTIONS Includes Inspection request correction notice, oblation notice, corredion referral torn, grading site access, special inspections by third unless ' party-zoning complaints unusual Grcumstanc es occur (ie environment L REVISED: MARCH 2002 Page 14 of 75 GQIERAL RECORDS REiBfilgl SCH®lRE FOR 1~UESOTA CITES SECT/DN CAE Tl7LE8 DESCPoPT/LW REIFMIOrV ARCHII~E YAV C1ASSlF/G710N STATUTE PERIOD BUILDING BU101100 INSPECTOR REPORTS 2 N INSPECTIONS Daily, monthly, quarterly. o Publlc BUILDING BUI 01200 PLUMBING INSPECTION RECORD Permanent No Public INSPECTIONS BUILDING 8U101210 RENTAL INSPECTION RECORDS ~ Superseded No Publi INSPECTIONS c BUILDING BUI 01300 SIGN INSPECTION RECORD Permanent No Publlc INSPECTIONS BUILDING BUI 01310 SURCHARGE REPORT 2 INSPECTIONS No Public Supporting documents (sutxnitted to State). L REVISED: MARCH 2002 Pags 15 of 15 • t,'BIEtAL RECORDS RETElR10N SCFw11s F FOR AlWESOTA CRES SECTION CGYJE T/7LE& LL~SCR/P7Jpy RE7FN710N ARCHNE Yil/ CLASS/F/CA71pN STATUTE PERIOD CEMETERY CEM 00100 AFFIDAVITS OF OWNERSHIP Permanent N o Public CEMETERY CEM 00200 BURIAL PERMITS Permanent Yes Public Permits to transfer or bury bodies. CEMETERY CEM 00300 BURIAL PERMISSION FORM Permanent No Public Owner's written pernlssbn to nonowner, non-family member for burial CEMETERY CEM 00400 CORRESPONDENCE 3 No Public Generel CEMETERY CEM 00500 DEEDS Permanent No Public Indudes quit claim deeds CEMETERY CEM 00600 MINUTES Permanent Yes Public Cemetery Board CEMETERY CEM 00700 OWNER INDEX until N o Publlc AlphaMumeric Listing of lot owners superseded CEMETERY CEM 00800 PERPETUAL CARE SERVICE LEDGER Permanent No Public CEMETERY CEM 00900 PERPETUAL CARE FLOWER FUND CERTIFICATES Permanent No Publlc CEMETERY CEM 01000 PLAT Permanent Yes Public Cemetery CEMETERY CEM 01100 RECORD OF BURIALS, TRANSFERS, ETC Permanent Yes Public L REVISED: MARCH 2fg2 Page 16 of 75 SECTION CODE GEIHtAL REfX)RDS RETENTION 3dIEDULE FOR 1lINESOTA CRES 777LE8DESCRlP770N RE7EN710N PERl00 ARCH/YEYi7V C6ASS/F/CA710N STATUTE CONTRACTS CON 00050 AGREEMENTS/CONTRACTS/LEASES/JOINT POWERS 10 after paid No Public Various assodalions doing business with the dty. and audited. CONTRACTS CON 00100 BIDS & SPECIFICATIONS FOR CAPITAL IMPROVEMENT - Permanent No Public ACCEPTED _- Bid documents, specifications, contracts, agreements 8 supportlng papers. CONTRACTS CON 00200 BIDS & SPECIFICATIONS FOR SERVICES 8 SUPPLIES - 10 after N ACCEPTED pald/audit o Public Bld documents, specifications, contracs, agreements, 8 supporting papers. CONTRACTS CON 00400 DEVELOPERS AGREEMENTS 10 after No Public release CONTRACTS CON 00500 EQUIPMENT CONTRACTS Length of No Public ownership and after audit CONTRACTS CON 00600 FRANCHISES GRANTED BY MUNICIPALITY 5 after No Public Attorney's oplnbns, letters of explanatlon, wrtespondence, etc. cancellatbn CONTRACTS CON 00700 LEASE OF REAL PROPERTY 10 after No P bli Property leased or rented from dty or by dty. Copy of lease, explrefion of u c 1351 subd 2f payment record, etc. lease L REVISED: MARCH 2002 Pegs 17of 75 GB6iAL RL~B RETFMION SdiFDULE FOR ETA CrtES SECTION CODE 777LESDESCPoP7IQV ~~~yn0,y PER/OD n U ARCHI{~EYM CLASS/F/CAI70N STATUTE COURTS CTS 00000 COURT RECORDS Yes PLEASE NOTE-Except in Hennepin and Rensey Counties, all municipal courts were abolished in 1972. Transfer munkipal and Justice of the peace dockets, minute lwoks, and judgment books fo the State Archives fa selection and dlspositbn. L REVISED: MARCH 2002 Page 18 of 75 QEl~RAL RECORDS RETElIIION SCFIEDIAE FOR hlINESOTA CliES SECTION CAaE 771LEBOESCR/PIIAy REIEN7TQN PER/OD ARCHI/EYM CLASS/FlCAT10N STATUTE ELECTIONS ELE 00100 ABSENTEE BALLOT APPLICATION 22 months. No Public 42 USC 1974. ELECTIONS ELE 00200 ABSTRACT OF ELECTION RETURNS Permanent; Yes Public Statement of canvass has historical value ELECTIONS ELE 00300 AFFIDAVTS OF CANDIDACY Length of No Publlc Appllcatbn by candidates or voters to place the name of tam candidate on belbL ELECTIONS ELE 00400 AFFIDAVITS OF PUBLICATION 22 months. No Public 42 USC 1974 ELECTIONS ELE 00500 BALLOTS 22 months No Publidprfvate MS 13.37 May include absentee, completed, voted, or rejected unless contested MS 204C.25 ELECTIONS ELE 00600 BALLOTS • UNVOTED Destroy after No Public election is certified ELECTIONS ELE 00700 CAMPAIGN FINANCIAL REPORTS 5 aker filing No Publlc A statement w report that dlscbses conMbutlons or date H not expenditures for any candidate running for city otTice. Stale elected or 5 requirement to ensure fair campaign practices. yrsl after leaving office ELECTIONS ELE 00600 CERTIFICATES OF ELECTION 22 months. No Publlc Certlflcate of electon of city officers to be forwarded to the 42 USC county auditor. 1974 ELECTIONS ELE 00900 ELECTION BOUNDARIES & PRECINCT MAP Permanent; Yes Public Resolutions, correspondence with the State, etc. has historical value ELECTIONS ELE 01000 ELECTION DAY FORMS - 22 months. No Public Various Electbn Day forms which may Include tally sheets, 42 USC electon Judge oaths of office, certificaflon of electon judges, flag 1974 certf(icates 8 reconciliation forms. L REVISED: MP,RCH 2002 Page 19 of 75 SECTION CLbE G@ERAL RECORDS REIBRION SCt~%1LE FOR 1!1l~SOTA Gi1ESS Tl7ZE8 DESCPoPTION RE7ENTKJN PER/OD ARCHIVE YAV CLASSIF/CATION STATUTE ELECTIONS ELE 01100 ELECTION JUDGE WORKSHEET 22 months. No Public Electlon work history of each Individual Judge; does not indude 42 USC any personal information 1974 ELECTIONS ELE 01200 INSTRUCTION BOOKS FOR JUDGES Unlll No Public superseded ELECTIONS ELE 01300 NOMINATING PETITIONS 22 months. No Publlc A petition nominating a candidate for an office 42 USC 1974 ELECTIONS ELE 01400 OATH OF OFFICE 10 after No Public Elected or appointed offidal leaves oiflce ELECTIONS ELE 01500 OATH OF RESIDENCENOUCHERCAftDS 22 months. No Publlc Statement to verify that a voter is an offidal resident of the 42 USC precinct in which they are registering. 1974 ELECTIONS ELE 01600 POLLING PLACE AGREEMENTS 2 after No Publlc An agreement wtlh a fatality to provide a locetlon for a certain expiration period of time. ELECTIONS ELE 01700 POLLING PLACE ROSTERS 22 months. No Available to MS Signatures of all voters 42 USC the public for 201.091 1974 limited purposes. ELECTIONS ELE 01800 PRECINCT BOOKS 8 PRINTOUTS FROM COUNTY Untll No Avalleble to MS List of all registered voters within the agency superseded. the public for 201.091 limited purposes. ELECTIONS ELE 01900 PURGE LISTS 22 months. No Public County report of Inactlve registration cards to be pulled 42 USC 1974 ELECTIONS ELE 02000 REGISTRATION CARDS retain until No Avalleble to MS Actlve voter registration cards of each registered voter. Indudes inactive, the public for 201.091 name changes or change of address. then transfer limited to purposes. registration cards- inactive REVISED: MARCH 2002 Page 20 of 75 L • SECTION ELECTIONS ELECTIONS ELECTIONS ELECTIONS ELECTIONS • i OBIHtAL RCiaJRDB RET@IIION SCF~l1LE FOR 11UiESOTA CRES CCl~E 777ZE6OESCPoP77AV REIEN770N ARCHII~EYIJy CLISSJFlGIT10N STATUTE PERIOD ELE 02050 REGISTRATION CARD- INCOMPLETE 1, MR 8200- No Voter registration cards that are not filled out 2900. conec0ylcompletely. ELE 02100 REGISTRATION CARDS -INACTIVE 22 months. No Voter reglstratbn cards that the stale has requested be 42 USC removed. 1974 ELE 02200 STATEMENT OF ECONOMIC INTEREST 5 after filing No Personal financial Infortnatlon of candidates running for office to date ensure there are no conflicts of interest. ELE 02300 SUMMARY STATEMENT 22 months. No Summary statement of election results. Includes but not limited 42 USC to the total number of persons registering on election day, 1974 number of signatures on voter Ilst, 8/or the total number of persons voting in the precinct. ELE 02400 VOTER RECEIPTS destroy after No Receipt used to obtain ballots when voting election is certified REVISED: MARCJi 2002 Public' Available to MS the public fa 201.091 limited purposes. Public Public Public Page 21 of 75 SECTION CODE (iF.I1FRAL RECORDS RETFNiIOR SCH®l1LE FOR 1~lFSOTA CITES Tl7LES DESCR/PTION RETENTION PERIOD ARCNNE Yil/ CLASS/F/CATION STATUTE FINANCE FIN 00100 ACCOUNT REPORTS -DELINQUENT & UNCOLLECTIBLE 8 No Public Rewrd of all eaounts of monies owed to the city that have not been paid or are uncollectible. FINANCE FIN 00200 ACCOUNTS PAYABLE LEDGERS & JOURNALS 8 No Public Rewrd of all accounts of monies owed to other parties by the cdY FINANCE FIN 00300 ACCOUNTS RECENABLE -LEDGERS & JOURNALS 6 Na Public Record of all accounts of monies owed to the city. FINANCE FIN 00800 AUDIT REPORTS -EXTERNAL 7 Na Non-Publlc MS 13.37 Reports based on private companies for the review of tax payments. FINANCE FIN 00800 AUDIT REPORTS- INTERNAL 7 No Non-public MS 13.37 Reports based on the agencies' internal openatlons. FINANCE FIN 01000 BANK STATEMENTS 6 No Public Deposit slips, deposit tx~oks 8 reconciliations. FINANCE FIN 01100 BANKRUPTCY RECORDS 6 No Public Individual or vendor owing money to the city but was declared banlwpl. FINANCE FIN 01200 BILLING STATEMENTS 4 No Publlc FINANCE FIN 01310 BUDGET -ANNUAL Permanent No Publlc FINANCE FIN 01320 BUDGET 2 No Public Monthty reports, departmental breakdown of accounts. FINANCE FIN 01400 BUDGET WORKPAPERS -DEPARTMENT 2 No Public FINANCE FIN 01500 BUDGET WORKPAPERS -MASTER 5 No Public FINANCE FIN 01800 CAPITAL ASSET RECORD Permanent Nc Publlc FINANCE FIN 01900 CAPITAL IAPROVEMENT PROGRAM 10 No Public Planned list of capital improvements. FINANCE FIN 02000 CASH REGISTER TAPES 2 No Publlc Item by item Ilst of dally transactions FINANCE FIN 02008 CHART OF ACCOUNTS Superseded No Publlc Accounting structures L REVISED: MARCH 2002 Page 22 of 75 ~CT/ON CODE GElHLLL RECORDS REIHifIDN SgiFDULE FOR f~SOTA (XTIF.B Tl7LE8 DESCR/PT7LW RETENTION PER/00 ~ ARCHI/E YAV . CLASS/F/G9710N STATUTE FINANCE FIN 02010 CHECK REGISTER Permanent, No Public Numerical Ilst of checksNouchers Issued may transfer to state. FINANCE FIN 02020 CHECKS (CANCELED) ACCOUNTS PAYABLE 6 No Public Paid &retumed checks. FINANCE FIN 02030 CHECKS (CANCELED) PAYROLL 6 No PublkJpdvate MS 13.43 Peld 8 retumed checks. FINANCE FIN 02040 CHECKS (NSF) BAD CHECKS 8 BAD CHECKS LISTS 6 No Publlc FINANCE FIN 02050 CHECKS (DUPLICATE) 4 No Publlc Alphabetical order of checks issued. FINANCE FIN 02100 DAILY CASH REPORTS & RECEIPTS 4 No Public Daily report of routlne receipts received by the dry. FINANCE FIN 02200 DISPOSAL OF PROPERTY 6 after No Public Documents the disposal of dry owned personal property. disposal FINANCE FIN 02400 ENCUMBRANCEShtEVERSALS-ORDERSISSUED 4 No Public Report or document oT purchase orders by number. FINANCE FIN 02500 EXPENDITURE REPORTS - MONTHLY SUMMARIES 2 No Publlc Record of all city expenditures FINANCE FIN 02800 EXPENDTURE REPORTS - YF1iR END SUMMARIES Permanent No Publlc Record of all ctry expend"dares. FINANCE FIN 02810 FINANCIAL REPORTS 2 No Public MoMhy. FINANCE FIN 02620 FINANCIAL REPORTS/STATEMENTS (ANNUAL) Permanent No Public As audited. Comprehensive Annual Financial Report (CAFR). FINANCE FIN 02700 FIXED ASSETS/EOUIPMENT INb£NTORIES Until No Public List of aA property owned by the city. superseded FINANCE FIN 02800 GAMBLING/LOTTERY MATERIAL 4 No Publlc Tickets, audit forms ,reports etc. FINANCE FIN 02900 GENERAL JOURNAL Permanent No Public Chronobgical IisBng of the city's Flnandal trartsadions. REVISED: MARCH 2002 Page 23 d 75 (~ GFIiHtAL RECORDS RETBtIION SCF®l1LE FOR IA•IESOTA CRES SECTION C017E 771LE8OESCR/PT/(NJ RE7EN7JON ARCH/I~EY~1V CLASS/f/CA710N S7AT(/TE PER/00 FINANCE FIN 03000 GENERAL LEDGERS Permanent No Public Record of all city accounts. FINANCE FIN 03100 INCOME SALES TAX RETURNS/RECEIPTS 4 No Publlc Used to verify & audit private companies to ensure payment of taxes. FINANCE FIN 03200 INVESTMENT DOCUMENTS 4 after No Publlc Record of investments made by dty. maturity FINANCE FIN 03300 INVOICES -PAID, CLAIM VOUCHERS & VERIFIEDS 6 No Public Record of payment & request for payment of accounts paid by the dty. FINANCE FIN 03400 JOURNAL ENTRY SUPPORT 6 No Public Includes source documentation. FINANCE FIN 03800 PURCHASE ORDERS 8 No Public Offklal record documenting the purchase of goods 8 services. FINANCE FIN 04000 RECEIPTS & RECEIPT BOOKS 6 No Public Records dowmenting cash received by fhe city FINANCE FIN 04200 REGISTER OF RECEIPTS -ORIGINAL Permanent No Publlc Register documenting cash received by the dry FINANCE FIN 04300 REQUISITIONS -DEPARTMENT COPY 2 No Publlc Offidal record documentng the request for the purchase of goods & services FINANCE FIN 04400 REVENUE REPORTS -MONTHLY SUMMARIES 2 No Publlc Record of all city aaounts revenue FINANCE FIN 04500 REVENUE REPORTS -YEAR END SUMMARIES Permanent No Publlc Record of all city accounts revenue. FINANCE FIN 04700 TRAVEL EXPENSE RECORDS 8 No Public Documentation of travel cost 8 payments. FINANCE FIN 04710 TREASURER'S REPORT -MONTHLY 2 Na Public FINANCE FIN 05000 WORK ORDERS 4 No Public Used forJob costlng systems ~- REVISED: MARCH 2002 Pale 24 of 75 sECnoro (iEIiERAL RECORDS RETFMIgi SCIEDULE FOR IlINESOTA DIES C~ T/II.EB DESCR/PTJGY/ REIEN710N ARCH//E Yil/ CLASS/FlCAT70N STATUTE PER/OD FIRE FIR 00100 APPARATUS/EQUIPMENT MAINTENANCE 8 INSPECTION L'rfe of No RECORDS: Equipment FIRE FIR 00200 ARSON REPORTSANVESTIGATIONS Permanent No FIRE FIR 00300 DIGITIZED ALARM RESPONSES ~ Life of alarm No By box alern number of alphabetically Digflized Alarm Data - box includes equipment recelving text records, records of trouble alarms received with disposlaon of each. FIRE FIR 00350 FA-1 FORM, APPLICATION OF STATE AID FIRE EQUIPMENT 8 No CERTIFICATE FIRE FIR 00400 FIRE CODE Permanent No FIRE FIR 00500 FIRE FIGHTER MEDICAL STANDARDS Permanent No FIRE FIR 00800 FIRE INVESTIGATION REPORT 8 Unless No Used by investigators tc document fads found regarding fires arson, Investigated by the FPB death, or hazardous materials then retain pernanendy. FIRE FIR 00700 FIRE PREVENTION WEEK TOURS 8 DEMONSTRATION 1 No DATA FIRE FIR 00800 FIRE RELIEF ASSOCIATION Permanent No Aduariel records 8 planning reports FIRE FIR 00900 FIRE RELIEF ASSOCIATION 6 No Finandal records FIRE FIR 01000 FIRE RELIEF ASSOCIATION Pertnenent No Membership files FIRE FIR 01100 FIRE RELIEF ASSOCIATION Permanent; Yes Minutes has historical value FIRE FIR 01200 HAZARDOUS MATERIAL ACCIDENT REPORT Permanent No L ~ REVISED: MAF2CH 2002 Publlc Publk/confiden MS 13.82, tlal Subd.7, MS 13.83. Public Public Public Public PubliGconfldan MS 13.82, aal until MS 13.83 Invesagatlon Is closed. Public Publlc Publldprlvate MS 13.43 Publklprtvate MS 13.43 Public Publlc - Page 25 of 75 oamw. RECORDS 17ETEN~ION scH®u.e FOR sECnav ca~E mcESOESCR/Pnav RE/EN11ON ARCH/!~E YM CLASSIHCAnQN STATUTE PER/00 FIRE FIR 01300 INCIDENT FORM (STATE MFIRS -1) B unless No Forth recording structure or vehicle Incident arson, death, or hazardous materials; then retain pertnanantry FIRE FIR 01400 INCIDENT REPORTS/FIRE RUNS 10 No FIRE FIR 01500 911 RECORDINGS 30 days or No as needed FIRE FIR 01600 OCCUPANCY PERMITSANSPECTION FILES Pertnanant No FIRE FIR 01700 RULE5 & REGULATIONS, FIRE DEPT until No superseded FIRE FIR 01800 STREET INDEXES Permanent No Geo-based system FIRE FIR 01900 VOLUNTARY PERMISSION & CONSENT TO SEARCH AND Permanent No SEIZE Obtains pertnissbn toseize evidence for determining origin of fire Public Public Publldprlvetelc MS 13.82 onfldential Public - Publlc - Public Confldenfial MS 13.82 until Invesfigation is closed; then public REVISED: MARCH 2002 Page 26 of 75 -V- SECTION HEALTH SERVICES HEALTH SERVICES HEALTH SERVICES HEALTH SERVICES HEALTH SERVICES HEALTH SERVICES REVISED: MARCH 2002 GEUERAL RECORDS RETENTION SCH®ULE FOR YiilfESOTA CTTIE8 CQ~E T/ILEBDESCR/PTION RE7EVIlON ARCHNEYM CLASS/F/CA770N STAlU7E PER/OD HEA 00100 BLOOD PRESSURE PATIENT RECORDS 3 No Private MS Blood pressure history of walk-in diems, or diems who have 13.384 attended blood pressure dlnks. HEA 00200 CLIENT INCIDENT REPORTS 7yrs for No Private MS Agency reports of injuries involving dienfs adults, 7 yrs 13.384 after majorfly MS 13.48 for minors HEA 00300 CLIENT INCIDENT REPORTS 4 when no No Prlvete MS Child abuse-InvestlgaWe records and reports-Investigative data determinatio 13.384, maintained pursuant to MS 626.556 n of Subd. Sc, meltreatmen ~ MS 13.82, torneedfor Subd. B, protective 9, custody. 10 826.556 when meltreatmen t or need for protective aisrody. HEA 00400 CLIENT INCIDENT REPORTS FALSE: 2 No Prlvate MS Vulnerable adult abuse investigative records and reports- yre after 13.384, investigative data maintained pursuant to MS 826.557 findings. MS 13.82, INCONCLU Subd. 10. SIVE :4. 828.557 SUB.STANTI ATED: 7 yre after flndings. NOT INVESTIGA TED: 2. HFA00500 CONSULTING SERVICES 8 No Public Information provkled by the agency to assist in meeting health standards and licensing requirements (i.e. daycare services) HEA 00600 CONTRACTED SERVICES 8 No Public General service statistics verifying the nature and swpe of health services purchased by the aty, Induding public health nursing, laboratory support, community din'us, food training, dental heath Page 27 d 75 L \~ ~~ SECTION HEALTH SERVICES HEALTH SERVICES HEALTH SERVICES HEALTH SERVICES HEALTH SERVICES HEALTH SERVICES HEALTH SERVICES HEALTH SERVICES HEALTH SERVICES l?BBtAL Rl REIENiION sa11~uLE FOR CW' E Tl7LE & DESCRIPT/QN RETENTION ARCH/t~E YhV CLASSIF/CA7XM' STATUTE PERIOD HEA 00700 DEATH REGISTRY Permanent; Yes Records death of patients who died on the premises has historical value HEA 00800 DIAGNOSTIC DISEASE INDEX Permanent No Report to the department of health H EA 00900 DIETARY RECORDS 5Or until House menu, statlstics reports, modified menu, child audited nutritloNcommodlry reports, food service Bles, monthly usage of food end surveys H EA 011100 GRIEVANCE MECHANISM - 2 Documents procedure required by the department of health pursuant to M5.144.651 HEA 01100 HEALTH FAIRSANORKSHEEf HEALTH PROGRAMS 5 HEA 01200 HEALTHIMEDICAL PATIENT RECORDS 7 All patient background information induding, but not limited to; address, telephone, race, marital status, medical history, test results from laboratory, physical exams, medication Information, doctor's notes end social servke data, findings, referrals, treatments, sexually transmitted disease (STD) records, end patient contact Information. HEA 01300 HFJ4LTH STAFF REPORTS _ 8 Dally or monthly HEA 01400 HEARING SCREENING RECORDS 7 yrs after Records which ktentNy the person screened abng with referal cbsed. d information, release forth, family roster, saeening Porn end minor, then technician notes 7 ~~ ~~ age of me)oriry HFA 01500 HOME HEALTH CARE RECORDS 7 yrs after Records that may Induda name, address, family roster, refertal cbsed, d source, nursing assessment, plan of case, medical orders, minor, then nursing notes, home health aide assignment sheets, home 7 Yrs after health aide notes of service, finandai information billings. age of majority REVISED: MARCH 2002 No No No No PubliGprivate MS 13.10 Pdvale MS 13.46, MS 13.364 Public Public Public Private MS 13.384, MS 13.46 No Private No Pdvate No Private MS 13.384, MS 13.43 MS 13.384, MS 13.46 MS 13.384, MS 13.46 Page 28 d 75 QBBtAL RECORDS RET@ISIOR SCF~IILE FOR I~UfFSOTA CIf1ES SEC770N CODE TALE 8 DESCR/P77CXy RE7EN7/A1' ARCHII~E YM CLASSIF/GAT10N STATUTE PER/OD HEALTH HEA 01600 IMMUNIZATION RECORDS 10 No Private MS SERVICES Signed Informatlon statements, physlsen certification fortes. 13.384, Immunlzatlon history of clients, or clients who have attended MS 13.46 preventive heaRh clinics. Records of required immunizations. HEALTH HEA 01700 IN-SERVICFJIN+IOUSE SUMMARIES 4 No Public SERVICES Documents tooted artd educational hours to maintain nurse's license HEALTH HEA 01800 LABORATORY ACTIVITIES 7 No Publrclprivate MS SERVICES Summary of activity, quality control, EEG recordings and ECG 13.384, recordlrgs MS 13.46 HEALTH HEA 01900 LICENSING, CERTIFICATION AND ACCREDITATION Sthen Yas PublldprNate MS SERVICES Accredltatlon materials; appllcatlon; survey results; trensfer 13.384, cortespondence; stations, joint commissbn on accreditation of application MS 13.37, hospitals, Department of Health ,Department of Human Services and JCAH MS 13.48 standards reports only to state archives for selection and disposition HEALTH HEA 02000 PATIENT MASTER INDEX Permanent No Private MS SERVICES File of clients by name -Indicates birth date and other basic 13.384, identifying data MS 13.46 HEALTH HEA 02100 PHARMACY DATA 2 No Public SERVICES Records the destruction of obsolete unused drugs, menufacturtng/bulktompound, after hours medlcetbn records, stock room transfers, patient medlcadon profiles, unit medlcatlon room inspection, returns to vendors Ilst, FDA recall records, biennial controlled substance inventory, controlled substance purchases, medication sign-outsheefs, etc. HEALTH HEA 02200 PHARMACY INSPECTION REPORTS 10 No Public SERVICES Annual Inspection report by Board of Pharmacy HEALTH HEA 02300 PROGRAM DESCRIPTIONS 5 after No Public SERVICES Day activities, Industrial therapy, recreetlonal therapy, sosal program planning and family programs, etc cancellation HEALTH HEA 02400 RESEARCH DATA 7 No Public L SERVICES Abstract sheet, research summary reports, findings, etc REVISED: MARCH 2002 Page 29 d 75 • SEC770N CODE GEl6tAL RECORDS REi13R10N SCFI®ULE FOR 1!l~ESOTA CRES T/IZE 8 DESCR/PTION RETE//710/J PERIOD ARCH/l~E YM CLASSIfICAT/CAV STAT7/TE HEALTH HEA 02500 STATISTICAL REPORTS 10 then Yes Public SERVICES General stadstks on the nature and scope of services provided Vansfer to (admissions, surgery, elc.) State Archives for selection and disposition HEALTH HEA 02600 TUBERCULOSIS PREVENTION & CONTROL 7 yrs after No Private MS SERVICES Tuberculosis screening, contact Investlgafron and home visit case cbsed. 13.384, Infortna0on: positive readings K minor, then MS 13.46 7 yrs aRer age of ma)ortty HEALTH HEA 02700 TUBERCULOSIS PREVENTION & CONTROL 2 No Private MS SERVICES Negative readings 13.384, MS 13.46 HEALTH HEA 02800 VOLUNTEER RECORDS 10 No Public SERVICES HEALTH HEA 02900 WOMEN, INFANTS & CHILDREN (WIC) HEALTH PROGRAM 6 No Private MS 13.46 SERVICES Information pertaining to financial operations; voucher axountability controls end Insu2nce; certification, fair hearing procedures (L~ REVISED: MARCH 2002 Pie 30 of 75 O@ERAL RL~S REIBlr10N SCHEDULE FOR A~iiESOTA CRES SECTIOiV CQDE Tl%LEd DESCRlP77AV RE/ENTION ARCH/IE YAV CLASSIFlCA770N STA77/TE PER/00 HRA/EDA HRA 00100 ANNUAL REPORTS Permanent; Yes Public has historical value HRAlEDA HRA 00200 COMMUNITY DEVELOPMENT BLOCK GRANT.(CDBG) 10 after No PublirJPrlvate MS 13.31 APPLICATIONS federal audit Annual breakdown of dty applications and supportlng melerlals Or 6efVIGBS. HRA/EDA HRA 00300 COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) 3 after loan No PublkJPrivate MS 13.31 Loans to assist bw income families is closed HRA/EDA HRA 00400 HOUSING PROGRAM GUIDELINES until No Public Such as HOME, CHAS, CHODO, etc. superseded HRA/EDA HRA 00500 HRA PROJECT MANAGEMENT & RENTAL AGREEMENTS 6 No PublirJpdvate MS 13.31, Rent rolls, schedules, tenant Income related to Ti6e II. MS 13.50 HRA/EDA HRA00600 HUD ADMINISTRATIVE DOCUMENTS 6 No Public GranUloan progrm Irrfortnatbn, cortespondence, project tredcinglavaluatlondete, program rules. HRA/EDA HRA 00700 MINNESOTA HOUSING FINANCE AGENCY (MHFA) HOME 3 after loan No PublicJprlvate MS 13.31 IMPROVEMENT LOANS is closed Loan data to individuals, program data, repayment schedule, reports and correspondence HRA/EDA HRA 00800 MNNESOTA HOUSING FINANCE AGENCY (MHFA) HOME 3 after ban No PubllGprfvate MS 13.31 PURCHASE LOANS Is closed Partidpation 8 commitment agreements, progrm data, repayment schedules, reports end cortespondence HRA/EDA HRA00900 MINUTESEDA Permanent; Yes Publlc has historical value HRA/EDA HRA 01000 MINUTES HRA Permanent; Yes Public has hisloripl value REVISED: MARCH 2002 Page 31 d 75 • GENERAL RECORDS REI9tilON SpIEDULE FOR I~iiESOTA CRES SECTION CODE T/ILEBDESCR/P710N RE7EN710N ARCHIYEYi7J CL4SS/P/G4TlON STATUTE PERIOD HRAIEDA HRA 01100 PROGRAM FILES 10 after No Public Comespondence, breakdown of proJeds, HUD regulations, and federal audit supporting files HRA/EDA HRA 01200 PROPERTY ACQUISITION 10 after No PubliGconflden MS 13.50, Deeds, contrails, correspondence, purchase valuation data, resale tlal/protected MS 13.54 agreements, property data non-public HRA/EDA HRA 01300 SECTION 8 CLIENTS 3 after No Publidprivate MS 13.31 Subsidy data, ellglbifty Inforrnetlon, application for benefits, inactive program information and rules, reports and correspondence HRAIEDA HRA 01400 SECTION 8 REIMBURSEMENT REQUESTS 8 No Publldprivate MS 13.31 HRA/EDA HRA 01500 TAX INCREMENT PROJECTS 10 after No Public expiration of district HRA/EDA HRA 01600 VALUE IN EXCESS OF PURCHASE PRICE (VIEPP) 2 after No Public complellon HRAIEDA HRA 01700 WARRANT REOUESTS 10 No Public L I ~ V REVISED: MARCH 20(Y1 Page 32 of 75 • GEIHLIL RECORDti RETEIRIOR tiCF~l1LE FOR 1!0!£SOTA CILE8 SEC770N CLbE T/7ZE d DESCRlP71lAV RE7ENIION ARCHNE YAV CLASSIF/CA770N STATUTE PER/OD HUMAN HRS 00100 AFFIDAVIT OF PUBLICATION FOR JOB OPENING 2 No PublldprHate MS 13.43 RESOURCES HUMAN HRS 00200 AFFIRMATIVE ACTION FILES Permanent No PubliGprfvatelc MS 13.43, RESOURCES Sexual harassment & dlscrlminatbn. onfldential MS 13.39 HUMAN HRS 00300 AFFIRMATIVE ACTION RECRUITMENT FORM 1 No PuWidpdvate/c MS 13.43, RESOURCES Supplemental personnel data from job appl"rcxflons. onfldentlal MS 13.39 HUMAN HRS 00400 AFFIRMATVE ACTION REPORTS 5 No PublMJprivate/c MS 13.43, RESOURCES Copies of reports sent to Human Rights Commission onfldentlal MS 13.39 HUMAN HRS 00500 APPLICATIONS FOR EMPLOYMENT-NOT HIRED 1 No Public RESOURCES HUMAN HRS 00600 APPLICATIONS FOR PERSONS ON ELIGIBILITY LIST 2 or length No PubllrJprivate MS 13.43 RESOURCES Applicatbns, resumes, letters of recemmendatlon, police of eligibilily'rf background investigations, etc. If hired, application etc becomes bnger part of employee personnel file. HUMAN HRS 00700 ARBRRATION DECISIONS Permanent No Public RESOURCES HUMAN HRS 00750 BENEFITS ENROLLMENT FORMS Superseded No Private MS 13.43 RESOURCES Employees' medical, dental, defered compensation, etc. or 5 after eledion forms. coverage lapses. HUMAN HRS 00800 BENEFITS PLAN until No Public RESOURCES Includes insurance, health care, defered compensation, etc. superseded or 5y after coverage lapses HUMAN HRS 00900 CERTIFICATION OF TEST/EXAMINATION RESULTS 2 No Public RESOURCES From tests administered to applicants HUMAN HRS 01000 CETA RECORDS 6 No Public RESOURCES Indudingpayrecords HUMAN HRS 01100 CLASSIFICATION STUDIES until No Public RESOURCES Studies which describe Job dulles and may rank individual dly superseded positions. see also: pay equity HUMAN HRS 01150 COMPENSATION PLAN Permanent No Public ~ RESOURCES ~~ REVISED: RIAR(712Ip2 Page 33 d 75 L sECnoa HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES GETBtAL RECORDS RETENTION Sf~IRY t1 F FOR 1lIN~OTA CITES CODE T/7LEdOESCPoPTICAY RETEN710N ARCHIYEYiI/ CLASSIF/Cs1T10N STAT!/TE PER/00 HRS 01200 CONTRACTS/AGREEMENTS -LABOR UNIONS 6 after Contracts between aty management & varbus labor unions expiration, including correspondence, salary schedule & personnel policies. then transfer to the State Archives for selection & dlspositbn HRS 01300 ELIGIBILITY REGISTER 3afterjob A list of job applicants who have qualffled on required has been examination, ranked In order of test score or a Ilal of empbyees Oiled. applying for promotion, ranked in order of test score. HRS 01500 EMPLOYEE RECOGNITION 8 AWARDS PROGRAM 2 Comespondence, working papers, nominafxms, etc. Letters of commendation should be retained In employee's personnel file. HRS 01800 EMPLOYEE SUGGESTION FORM 2 HRS 01650 EMPLOYMENT TESTING RESULTS Includes commerdal drivers licenses (cell's), controlled substance test results, drivers evaluations, etc. REVISED: MARCH 2(102 Yes No No No 1 for records W of negative and canceled dng tests, records of alcohol tests with a result belrnv .02 bac (4gCFRSe382. 407 ). 5 far alcohol test results greater than .02 bac verified positive controlled substance lest results, doamenfetio n of refusal to test, cal~ratbn doamenlatb n, driver evaluations end referrals. Public PuWidprivate MS 13.43 Public PubAdpriva~ MS 13.43 Publldprlva0e MS 13.43 Page 34 of 75 \/ SEC7/ON CODE (i@IERAL RECORDS RETEHIION SCti®ULE FOR It\INESOTA CfiES T/7LE8DESCPoPTIAV RETEN7)OH PER/OD ARCH/VEYM CLASSIF/CATION STA77/TE HUMAN HRS 01700 EQUAL EMPLOYMENT OPPORTUNITY REPORTS/SUMMARY 3 No Public 29 CFR RESOURCES DATA (EEO REPORTS) 1602.30 Reports sent to Federal Government HUMAN HRS 01800 EXAMINATION FILE 3y Eligible; No Private MS 13.43 RESOURCES Completed exams administered to applicants, S promotional 1y Not exams administered to employees. Eligible. HUMAN HRS 01850 FAMILY MEDICAL LEAVE DOCUMENTS (FMLA) 3 (29 CFR No Private MS 13.43 RESOURCES Should not be retained in employee personnel file. ss825) HUMAN HRS 01900 GRIEVANCE FILES Permanent No Publidprivate MS 13.43 RESOURCES Formal written employee grievance and/or complaint filled under a labor agreement or personnel rules, and received by city. Should not be retained in employee personnel file. HUMAN HRS 02000 I-9 FORM 3 aRer date No Private MS 13.43 RESOURCES Employment EIIgiWlity Vertficatbn. Verifies status of dtizenship of hire, or 1 a naturelizafwn after employment is ' tertnineted, whichever Is later. Should not be retained In employee personnel file HUMAN HRS 02200 JOB/POSITION DESCRIPTIONS Until No Public RESOURCES personnel department retains a position deacriptbn history on superseded the venous positons wRhin the dty HUMAN HRS 02300 LABOR UNION -DISPUTES Permanent No Public RESOURCES Between union and city or government agency. HUMAN HR5 02400 LABOR UNIONS -NEGOTIATING DATA 8 No Public RESOURCES HUMAN HRS 02800 PAY EQUITY PROFILES Until No Public RESOURCES superseded HUMAN HRS 02900 PAY EQUfTY QUESTIONNAIRE BOOKS 3 No Public RESOURCES questionnaires used to renk individual positions. REVISED: MARCH 2002 Page 35 d 75 GENERAL RECORDS REIFNItON Sd1FDlILE FOR 11iff80TA CIIE8 SECT/ON CODE 717LE 8 DESCR/PTKM' RETEN7)ON ARCHIt~E YAV CLASSIfICATION STATUTE PER/OD HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HUMAN RESOURCES HRS 03000 PAY EQUITY PLANISUMMARY Pertnenent No Public HRS 03100 PAY EOUITY WORKPAPERS until No Publlc superseded HRS 03200 PENSION FILES Pernanent No Publlc Forth letters 6 reports HRS 03300 PERSONNEL FILES 5 after No Publldprivate MS 13.43 Only relevant records on each employee such es applicatbns, ternlnatbn references, performance evaluations, job performance appeals, or job descriptions, reprimands, resignation letters, exR Interviews, separation etc. Should be retained In the empbyee personnel files: Certain from ~'~ records should NOT be retained In employee personnel files: Destructlon medical records, heahh insurance information, I-9 forms, child approval is support obligation records, Investigations, or any other record contingent which, In fts presence, may raise an inference of discrimination. upon Duplicate personnel files should not be retained by Indfvldual retentlonof departments; all originals are to be maintained by personnel master copy department or responsible department. of Payrdl register or record. HRS 03400 POLICIES 8 PROCEDURES/RULES 8 REGULATIONS Pernanent No Publlc For human resource function, Includes annual leave program, hiring procedure file, etc. HRS 03500 RECRUITMENT FILES 2 No PubllcJprivele MS 13.43 Records that relate to posting, recrukment, selection & appointment to each city position. HRS 03600 REPRIMANDS/DISCIPLINARY ACTION 5 after No Publidprivate MS 13.43 employee's ternlnetlon. HRS 03700 REQUISITIONS FOR PERSONNEL 1 after job is No Public filled or requisition is canceled. HRS 03720 RETURN TO WORK SLIPS 1 No PrNale MS 13.43 HRS 03750 SALARY DETERMINATION FOR NON-UNION EMPLOYEES 6 after No Public Annual salary schedule for all non-union employees. expiration. L REVISED: MARCH 2002 ~ 36 of 75 • SEC770N CODE OF1BtAL RECORDS RETB~RION Sgil37ULE FOR MiNESOTA CRES 7TILE6DESCR/P710N RETEN710N PERIOD ARCRNEYgV CLASS/F1G17)ON STATUTE HUMAN HRS 03800 STANTON STUDY Until No Public RESOURCES Reports, studies received from the Stanton Group. superseded HUMAN HRS 03900 STANTON STUDY DATA - 2 No Public RESOURCES Data background infornetlon sent to the Stanton Group S used to compile Stanton Study HUMAN HRS 04000 UNEMPLOYMENT CLAIMS/COMPENSATION 6 No Publldprivate MS 13.43 RESOURCES - HUMAN HRS 04050 VETERANS PREFERENCE ELECTION FORM 1 N not hired. No Public MS 13.43, RESOURCES Veterans Preference Act 5 after Subd. 3. termination If hired. HUMAN HRS 04100 WAGE ASSIGNMENTS 8 No PuWidprlvete MS 13.43 RESOURCES Letters,cortespondence,etc. HUMAN HRS 04200 EMPLOYEE MEDICAL RECORDS 30 after No Publiclprivele MS 13.43 RESOURCES Any Infomtatbn concerning the health status of an employee separaton which Is made or maintained by a physician, nurse, or other from city 29 heath care personnel, or technidan, induding medical 8 CFR empbyment questbnnaires or histories, medical exams, medical 1910.20 opinions, descriptions of treatments and presalptbns, and employee medical complaints. HUMAN HRS 04400 INFECTIOUS DISEASE 8 OCCUPATIONAL EXPOSURE FILES 30 after No Publidprivate MS 13.43 RESOURCES Files on each employee dealing with safety 8 training on separation. diseases such es hepatltls & AIDS. Should not be kept In employee personnel file. HUMAN HRS 04500 OSHA- CITATIONS OF PENALTY 2 after Na Public RESOURCES Notifications aF Violations by the City vlolatlon has been - cortected. HUMAN HRS 04600 OSHA REPORTS 5 after No Publk/prfvate MS 13.43 RESOURCES OSHA Report numbers 200 8 101 accident HUMAN HRS 04700 OSHA- EMPLOYEE EXPOSURE RECORDS 30 after No Publidprivate MS 13.43 RESOURCES Any infomratan concerning employee exposure to toxic ternlnatlon substances or harmful physical agents. or retlrement 29 CFR 1910.20 L REVISED: MARCH 2002 ~ 37 d 75 r~rsRu SECTION CODE T17LE&0ESCPoP77RN S(iI~ULE FOR 1lINESOTA CITIES REIENIION ARCH//E YM CLASS/FlCAT10N STATUTE PER/QO HUMAN HRS 04800 SAFETY COMMITTEE AGENDA 8. MINUTES Retain No Public RESOURCES permanentry or transfer to State Archives for seledlon and disposition. HUMAN HRS 04900 SAFETY MANUAL Until No Public RESOURCES superseded HUMAN HRS 05100 SIGN UP SHEETS 5 No Public RESOURCES List of employees participating in each trelning program. HUMAN HR505200 TRAINING MANUAL until No Public RESOURCES superseded HUMAN HRS 05300 TRAINING MATERL4L5 Until No Publlc RESOURCES Reference 8 class materiel including articles, transparencies, superseded handouts used In each trelning session. or 5 years after trelning progrem becomes obsolete. HUMAN HRS 05400 TRAINING RECORDS - FOR F1~CH INDIVIDUAL 5 after No Publlc RESOURCES Records on training that may be retained In employee personnel aeperetlon file. from city HUMAN HRS 05500 TRAINING RECORDS-RIGHT TO KNOW 5 after No Public RESOURCES separation from city HUMAN HRS 05800 TRAINING RECORDS -SEXUAL HARASSMENT 5 after No Publlc RESOURCES separation from city REVISED: MARCH 21102 Page 38 of 75 GBBtAL RETBfTION SCFI®ULE FOR I~OIE80TA CRIES SECT70N CCr~ T/71E & DESCR/P710N RETEN710N ARCHME Y/N CLASS/FlG4TION STATUTE PERl00 INSURANCE INS 00100 APPLICATIONS FOR INSURANCE To CIty's insurance provider. INSURANCE IN$ 00400 CERTIFICATES OF INSURANCE INSURANCE INS 00450 CLAIMS Claims filed by or against the city. INSURANCE INS 00500 EMPLOYEE DISHONESTY/SUREfI' BONDS Corporate or personal - to cover any officer or employee, also known as "Faithful Performance Bond.' INSURANCE INS 00850 FIRST REPORT OF INJURY INSURANCE INS 00700 INSURANCE AGENTS' SERVICE AGREEMENT: INSURANCE INS 01100 LONG TERM DISABILITY (LTD) Claims filled by employee for a long tens dlseblllty insurance program. INSURANCE INS 01240 POLICIES-ALL INSURANCE POLICIES Includes, but not limited to: auto, holler & machinery, general liability, life, liquor I®blllty, police professional NabNity, property, inland madne end workers' wmpensation. INSURANCE INS 01450 SHORT TERM DISABILITY (STD) Claims filed by employee far a short tens disability insurance program. INSURANCE INS 01550 WORKERS COMPENSATION CLAIMS Injury reports and corespondents dealing with Injuries. INSURANCE INS 01600 WORKERS COMPENSATION CLAIM REGISTER L REVISED: MARCH 2002 3 No 6 after No expiretan Baflerfinal No settlement except those Involving a minor, save until minor turns 19. 8 after No expiretion 6, MS No 176.151; 20 'rf maintained with worker's compensatlo n file. 8 after No explretbn 10 aflerfinal No settlement. 6 after No explretlon 6 No Public Public PublkAprNate MS 13.43 Public Publldprtvate MS 13.43 Public Private MS 13.43 Public Private 20 No - Private Permanent No Public --- ----- MS 13.43 MS 176.231 MS 178.231 Page 39 d 75 6ElBiAL 8 RETE1IfI0N SCF®ULE FOR I~WESOTA CITIES SECflON CODE T/TLE80ESCRlPTI(N/ RE7EN770N ARCN/VEYAV CLASSIflCA77(AV STATUTE PER/00 LIBRARY LIB 00100 ANNUAL REPORT OF THE LIBRARY BOARD Permanent Yes Public has hlstodcal value LIBRARY LIB 00200 AUDIO VISUAL EQUIPMENT CHECKOUT RECORDS retain No Pm~ate MS 13.40 Who curtenfiy has checked out proJedors, cameras, etc., & who IoaNchedko has returned equipment damaged or late 8 has not yet paid for ut 2 months damage or fine. 8 fees 6 fines for equipment 3 years. LIBRARY LIB 00300 BOOKMOBILE RECORDS ~ Schedules: No Publidprivate MS 13.40 Schedules, dreulation reknrds, equipment, etc. until superseded. Equipment records: LITe of equlpment plus eudlt. For circulation Records see "Circulation Records', LIB 00500, In Library retention schedule. LIBRARY LIB 00400 CATALOGS until No Public Authors, tRle, subject superseded. LIBRARY LIB 00500 CIRCULATION RECORDS retain cards No Publidprlvate MS 13.40 Includes cards, computer entries, & statistical reports. & computer entries urttll superseded. retain annual stets permanently. Other slats 2 _ LIBRARY LIB 00800 COPYRIGHT COMPLIANCE RECORDS 5 No Public 1~ REVISED: MARI~i 2002 Pegs 40 of 75 GElIl3tAL RI~ORDS RETEIRION SI.FffDIIIE FOR A~INE130TA CRES SECT/CN CA7E Tl7ZE8OESCRIPTIa'/ Rf7EN710N ARCH/VfYM CLASSIF/CA770N STATUTE PERroo LIBRARY LIB 00700 DONOR RECORDS Permanent No Publidprivate MS Indudes gifts or non public 13.792 LIBRARY LIB 00800 FINES 8 SERVICE CHARGE RECORDS until paid No Publidprivale MS 13.40 LIBRARY LIB 00900 LIBRARY CARD until No Publidprivate MS 13.40 superseded LIBRARY LIB 01000 LOANS-INTER LIBRARY until No Publidprivate MS 13.40 Loans of materials received to and from litxaries. superseded LIBRARY LI8 01100 LOST ITEM REIMBURSEMENT RECORDS 3 No Publldprlvate MS 13.40 LIBRARY LIB 01200 MEETING ROOM REQUEST 2 No Public LIBRARY LIB 01300 MINUTES LIBRARY BOARD Permanent; Yes Public has historical value LIBRARY LIB 01400 MINUTES TAPE RECORDINGS Tapes may No Public Tape recordings of Library Board meetings made as be reused or dowmentatfon for preparation of written minutes. discarded 1 yr. after formal approval of written minutes by the board. Tape recordings pnnot by the permanent - rewrd. LIBRARY LIB 01500 NEWSLETTERS 2 No Public Generated by library LIBRARY LIB 01800 OVERDUE 8 DAMAGED LIBRARY MATERIAL RECORDS 2 No Publidprivate MS 13.40 Material returned that was overdue or damaged rf amount of damage or fine was not paid. LIBRARY LI8 01700 PETTY CASH REPORTS 6 No Publidprivate MS 13.37 L ~~ REVISED: A1ARC112002 Page 47 d 75 • • i fiEIIERAL RECORDS REfFJR10N SCH®I1LE FOR 1lINESOTA fXilE8 SECT/AN CQ7E TlILEdDESCRIPT/AY RETEM/DN ARCHII~EYAV CLASS/FlCAl70N STATUTE PER/DD LIBRARY LIB 01800 PUBLICITY 2 No Public Indudes news relaeses & public s ervlce announcements generated by library. LIBRARY LIB 01800 SHELF LIST until No Public superseded L18RARV LIB 02000 SPECIAL EVENTS 8 PROGRAMS 2 No Public LIBRARY LIB 02100 STUDIES 8 REPORTS Permanent; Yes Public Includes surveys, statistical reports, consultant report, etc. has historical value LIBRARY LIB 02200 VOLUNTEER GROUPS RECORDS Permanent; Yes Public Minutes, scrapbooks, & other rewrds of Friends of the Library has groups, etc. hlatodcel value LIBRARY LIB 02300 VOLUNTEER PERSONNEL RECORDS 5 after No Publidprivate MS 13.43 volunteer period ands. LIBRARY LIB 02400 WORK SCHEDULE FILES 2 No PublkJprivate MS 13.43 Hours worked, vecafron, leaves taken f~ REVISED: MARCH 2002 Page 42d 75 GEl~tAL RC-CD~S REIFMION SCF®ILE FOR I~i~ESOTA CITES SECTION CG)7E ~ TALE&A~SCRIPTILW RETENTI(AV ARCHIYEYi7V CLASSIFlG1TlON STATUTE PER/OD LIQUOR STORE LIO 00100 ADVERTISING FLYERS 1 No Public LIOUOR STORE LIO00700 CHECK REGISTER 10 No Public LIQUOR STORE LIO 01000 INVENTORY SHEETS 2 No Public LIQUOR STORE LIO 01100 PRICE LIST until No Public suspended LIOUOR STORE LID 01400 SALES REPORTS 2 No Public Dairy, Mordhty LIQUOR STORE LIQ 01500 TRANSFER SHEETS -STOCK 2 No Public REVISED: MARCH 2(102 Page 43 of 75 GENERAI. RECORDS REIBRION SCt®I1LE FOR 1lINESOTA CRIES SECTION CODE T/TCE80ESOR/P710N RE7EN770N ARCHI~EY/N CLASSIFlG4T10N STATI!/F PERIOD PARKS AND P&R 00100 ACKNOWLEDGMENT & WAIVER OF LIABILITY 7 No Public RECREATION PARKS AND P&R 00200 ACTIVITIES -BROCHURES Relaln No Public RECREATION permanentty PARKS AND P8R 00300 ACTIVITIES FLYERS 1 Nc Publlc RECREATION PARKS AND P&R 00400 ANNUAL REPORTS Permanent; Yes Public RECREATION has historical value PARKS AND P8R 00500 APPLICATION FOR TEMPORARY EMPLOYMENT RECREATION See Human Resources-Personnel Schedule HRS 00500, HRS 00800, HRS 01300, HRS 03700 PARKS AND P8R 00700 DAILY REPORTS (DEPARTMENT COPY) 1 No Publlc RECREATION PARKS AND P&R 00900 DEPARTMENT RULES 8 REGULATIONS ~ until No Publlc RECREATION Includes parks, beaches, pools, skating rinks, 6 general use. superseded PARKS AND P&R 01000 FEE WAIVER SHEETS 2 No Private MS 13.31 RECREATION For tow income participants. PARKS AND P8R 01100 MAILING LISTS until No Private MS 13.57 RECREATION program participants. superseded PARKS AND P8R 01200 MINUTES Permanenk Yes Public RECREATION Park & Recreatlon Commission Meetings has historipl value PARKS AND P&R 01300 MINUTES Tapes maybe No Public RECREATION Tape recordings reused or dfscerded 1 yr. after formal approval of written mfnures. Tape - recordings wrmot be the permanent record REVISED: MARCH 2002 Pegs 44 of 75 1;F1~RAL RECORDS RETENTION Sl~l®ULE FDR 1lINESOTA CRES S)`CT/ON CODE TITLEBDESti'R/PT7(AV RETENTION ARCH/YEYM CLASS/F/CATION STATUTE PER/OD PARKS AND RECRFJ~TION PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION PBR 01400 PARK ACQUISITIONS Through bonds or CDBG PBR 01500 PARK MASTER PLAN P8R 01800 PARTICIPATION LOG Permanent No Permanent; Yes has historical value Public Public Publlc Publlc PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION PARKS AND RECREATION 3 No Count of partldpants using service/ectlvHy. P&R 01700 PERMITS 2 No For use of school fadlffies, park use, equipment, pirnic sites 8 ball fields by dtizens. P&R 01800 POOL TICKET APPLICATION FORMS 1 No PBR 01900 PRESS RELEASES Permanent Na PSR 01950 PROGRAM FILES 3 ~ No Records relating to progrems, events and activities. P&R 02000 REGISTRATION FORMS 2 yrs unless No subject fo state or federal Brent requirement s. P&R 02100 RENTAL AGREEMENTS 5 after Nc For park 8 recreation tadlitles usage contrects secured by the axrtract dH~ expires P&R 02200 REPORTS OF INJURIES OF PARTICIPANTS 8 Nc InddeM Reports P&R 02300 ROSTER 2 Nc Names of participants. P8R 02400 SCHEDULES 1 Nc OFgames P&R 02500 SUPPLY EQUIPMENT LISTS 1 Nc Public Public Public Publk/prlvate MS 13.57 Public Public Private MS 13.57 Public Public L ~_ REVISED: M4RCti 2002 Page 45 of 75 SEC770N CQ~E GB~HtAL RECORDS RETBfT10R BCHEDU.E FOR MRIFSOTA CRES IlILE6 DE.SCR/PTIAY RETENTION PERIOD ARCH//E Yi7V CL4SS/F/G4710N STATUTE PARKS AND P8R 02800 TICKET SALES REPORTS 8 No Public RECREATION Originals PARKS AND P8R 02700 TRANSPORTATION SERVICE review No Public RECREATION Llst of people who use the transportation service annualy L REVISED: MARCH2O02 Paga46of75 SECTION CODE t3E18i11L RECORDS RE1HrTIOR tiCF~l1LE FOR I~BfSOTA CrtIES 777LE8OESCR/PT/ON RE7EN770N PER/0O ARCH/I~EY/N CL4SS/F/CA770N STATUTE PAYROLL PAY 00100 AUTHORIZATION CARDS 6 after No Private MS 13.43 Voluntary (union dues, chartable contributions, employee club, Inactive credit union). PAYROLL PAY 00200 CAFETERIA PLAN RECORDS 6 No Prvate MS 13.43 Flex plans and section 125 reports, eladlon forms, reimbursement forms etc., PAYROLL PAY 00300 CANCELED PAYROLL CHECKS 6 No Publldprvate MS 13.43, Subd. 3. PAYROLL PAY 00400 CHANGE FORM (PAYROLL COPY) 1 No PublkJprivate MS 13.43 Orginal retained In personnel file salary, position, grade level, address, leave of absence, etc. PAYROLL PAY 00450 EMPLOYERS QUARTERLY FEDERAL TAX RETURN 6 No Public (Federal Tax Forth 941) PAYROLL PAY 00500 GARNISHMENTS 6 not to be No Private MS 13.43 Child supporVspouse maint retained In personnel file PAYROLL PAY 00600 INSURANCE PREMIUM REPORT 6 No Public PAYROLL PAY 00700 PAYROLL HISTORY CARD Permanent No PublkJprivate MS 13.43 PAYROLL PAY 00800 PAYROLL JOURNAL Retain year- No PubllGprivate MS 13.43 Detailed register of curtent & year-bete salares, gross to net, end report and benefit hours used permanently, retain other reports 6 yrs PAYROLL PAY 00900 PAYROLL LEDGER Permanent No PubliGprNete MS 13.43 PAYROLL PAY 01000 PAYROLL REPORTS 10 No Publidprivate MS 13.43 State withholding, federal withholding, 8 FICA PAYROLL PAY 01100 PAYROLL WORKSHEETS _ 6 No PublirJprivate MS 13.43 PAYROLL PAY 01200 PENSION 8 RETIREMENT REPORTS 10 No PublirJprivete MS 13.43 Deferted comp, etc. PAYROLL PAY 01300 PERA REPORTS Permanent No Publidprivate MS 13.43 PAYROLL PAY 01350 QUARTERLY WITHHOLDING TAX RETURN 6 No Public (Stale Forth MW-1) L (~ V RENSED: MARCH 2002 Page 47 of 75 GENERAL RECORDS RETENTION SQ®UlE FOR YMNESOTA tXTES SECTION CGY)E T/ILEBDESCPoP71pV RETENTION ARCH//EYAV CCASSIF/CAT10N STATUTE PER/00 PAYROLL PAY 01400 TIME SHEETS 6 No Publidprlvete MS 13.43 Originals PAYROLL PAY 01500 VACATION 8 LEAVE REQUESTS 3 No Publidprtvate MS 13.43 Reports / slips. PAYROLL PAY 01800 W-2 STATEMENTS -EMPLOYERS COPY 6 No Publidprivale MS 13.43 PAYROLL PAY 01700 W-3 STATEMENTS 6 No Publidpdvate MS 13.43 PAYROLL PAY 01800 W~ FORM -ORIGINALS until No PublirJprivate MS 13.43 replaced PAYROLL PAY 01900 WORKERS COMP PROOF OF PAYMENT 8 No Public PAYROLL PAY 02000 1099 MISCELLANEOUS INCOME 6 No Publidprivate MS 13.43 REVISED: hV+RCH 2002 Page 48 of 75 sECrioN PERMITS! LICENSES PERMITS/ LICENSES PERMITS/ LICENSES PERMITS/ LICENSES PERMITS/ LICENSES PERMITS/ LICENSES PERMITS/ LICENSES PERMITSI LICENSES PERMITS/ LICENSES PERMITS/ LICENSES PERMITS/ LICENSES PERMITS/ LICENSES PERMITS! LICENSES PERMITSI LICENSES PERMITS/ LICENSES RENSED: MARCH 2002 OEIERRAL RECORDS REIFJfiION Sfi~l1LE FOR YNNESOTA CRE8 C[XIE Tl7ZE8DESCR/P77QN RE7EN710N ARCH//EY/N CLASS/F/CA770N STATUTE PERl00 PER 00000 LICENSES: PLEASE NOTE No 'If the license is not granted, then all application data for permits or licenses for individuals, except for names and addresses, is private. MS 13.41 PER 00100 ANIMAL 8 PET LICENSES OR PERMITS 2 after No Publk/privale' Rabies, vaccinations, etc. expiration PER 00300 BICYCLE LICENSE OR PERMIT 2 after No Publidprlvate' City copy. expiration PER 00400 BILLIARD (POOL HALL) LICENSE 6 after No Public' expirton PER 00500 BOWLING ALLEY LICENSE 8 after No Publlc• explretion PER 00600 BUILDING PERMITS-COMMERCIAL Pernanent No Publlr/non Applications, summary data etc public' PER 00700 BUILDING PERMITS-RESIDENTIAL 5 after No Publidnon Applications, summary data etc. axpiratbn public' PER 00800 BURNING PERMITS -RESIDENTIAL 1 No Public' PER 00900 CARNIVAL LICENSE APPLICATIONS 6 after No Public' explretion PER 01000 CIGARETTEITOBACCO/ETC. LICENSES 8 APPLICATIONS 8 after No Public' explretlon PER 01100 CONTRACTOR'S LICENSE 6 No Public' For construction tredes -Includes applications, certifx:ate of Insurance, certl8pte of trade, etc. PER 01200 DANCFJPARADE/PUBLIC GATHERING PERMITS 2 No Publ~' PER 01300 DOCK LICENSES 2 - No Public` To use public Parks, Streams, etc. PER 01410 ELECTRICAL PERMIT 2 No Publlc' PER 01800 F>CCAVATION PERMITS 2 No Publlc' InGudes lend elteretlon pertniLV. MS 13.37 MS 13.37 Page 49 d 75 • SECTION CAaE • GENERAL RECORDS RETENitON SCFEDULE FOR 1/INE80TA DIES T/TLEBDESCR/PTIQY ~ RE7FNIION PERl00 ARCH/l'EYM CLASSIF/CATION STATUTE PERMITS/ PER 01700 FIRE EXTINGUISHER SERVICE LICENSE 2 No Public' LICENSES PERMTS! PER 01800 FIREWORKS PERMIT 8 LICENSE 2 No Publ~' LICENSES PERMITS/ PER 01850 FOOD ESTABLISHMENT LICENSE 8 after No Public' LICENSES explretlon PERMITS/ PER 01900 GAMBLING LICENSES & REPORTS 4 after No Public' MS LICENSES explraton 349.19, Subd 8. PERMITS/ PER 01920 GAS FITTERS LICENSE 6 after No Public` . LICENSES explraton PERMITS/ PER 01930 HEATING, VENTILATION, AIR CONDITIONING PERMIT 2 No Public' LICENSES Mechanical. PERMITS/ PER 02000 HOTEL & MOTEL LICENSES 6 after No Public' LICENSES expiration PERMITS/ PER 02050 INSPECTION RECORDS OF LICENSED FACILITIES 2 after No Public LICENSES Restaurants, public pools, etc. explraton PERMITS/ PER 02100 LIQUOR LICENSE 8 after No Public' MN Rules LICENSES Club, wine, beer, Sunday and setup. Certificate of Insurance, etc. expiration - 7515.044 0, Subd. 5. PERMTS/ PER 02200 MASSAGE LICENSE 8 after No Public' LICENSES expiraton PERMITS/ PER 02300 MECHANICAL AMUSEMENT DEVICE LICENSE 8 after No Publk' LICENSES Video Games, Pinball Machines, etc. expiraton PERMITSI PER 02400 MOTOR VEHICLE LICENSE 6 after No Publ~' LICENSES Sales and rental. expiration PERMITS/ PER 02500 MOVING PERMIT 2 No Public' LICENSES PERMITS/ PER 02510 PARKING METER REPORTS/RECORDS 2 No Public LICENSES PERMITS! PER02520 PARKING PERMIT 2 No Public' LICENSES _t= REVISED: MARCH 2002 Page 50 of 75 SECTION CODE OENBtAL RECOfmB REiENIION SCHEDULE FOR AlINESOTA CITES TIILEB OESCR/P77(N/ RE7ENT70N PERl00 ARCHII~E YM CLASS/HCA770N STATUTE PERMITS/ PER 02600 PAWNBROKERS LICENSE 6 No Public` LICENSES PERMITS/ PER 02700 PEDDLER'S, TRANSIENT MERCHANTS & SOLICITORS 2 after No Public' LICENSES LICENSE expiraton PERMITS! PER 02800 PLASTERING LICENSE 2 No Public' LICENSES PERMITS/ PER 02810 PLUMBER'S LICENSE 6 after No Public' LICENSES Annual license issued to master plumber I! complying with UBC. expiration PERMITS/ PER 02900 PLUMBING PERMITS 2 No Public' LICENSES PERMITS! PER 03000 POOL LICENSE 6 after No Public' LICENSES expira8on PERMITS! PER 03010 PUBLIC PROPERTY USE APPLJCATIONS 2 No Public LICENSES PERMITS PER 03020 RENTAL APPLICATION/IJCENSE 6 after No Public' LICENSES Multiple dwelling. expiration PERMITS/ PER 03100 SAUNA LICENSE 8 after No Public' LICENSES expiration PERMITS/ PER 03110 SEXUALLY ORIENTED BUSINESS LICENSE 6 after No Public' LICENSES expiration PERMITS! ~ PER 03120 SIGN PERMIT 2 after No Public' LICENSES expiration PERMITS/ PER 03200 SOLID WASTE, GARBAGE, REFUSE AND RECYCLERS 6 after No Public' LICENSES LICENSE/PERMIT expiration Bonds, certficate of insurance, etc. PERMITS/ PER 03300 STREET USE PERMIT 2 No Public' LICENSES PERMITS/ PER 03400 TAXI LICENSES 8 after No Pubic` LICENSES expirellon PERMITS/ PER 03410 THFr4TER LICENSE 8 after No Public' LICENSES expiration PERMITS! PER 03420 TREE TRIMMING/REMOVALLJCENSE 6after No Public' ~ LICENSES expiation ^ REVISED: MARCH 2002 1 f Page 5 o 75 SECTION CODE GElHUIL RECORDS REi9rIlON SCHEW LE FOR ~IIESOTA CRES T/II.E & DESCR/P110N RETEN770N PERIOD ARCH/Yf Yil/ CLASSIFICATION STATUTE PERMITS/ PER 03450 WETLAND RECORDS 10 No Public MN Rules LICENSES Replacement plan requirements, exemptions, certiflcatlons, 9420.010 permits, etc. 0-.0220 PERMITS/ PER 03500 WRECKING PERMIT 2 No Publk;• LICENSES L \ ~/ REVISm: MAF2CH 2002 Page 52 ~ 75 QElER11L RECORDS RETEMION sc-~uLF FOR sECnov a~E mcEaDESCwanav RE7EN7JDN ARCNIYE Yi1V CLASSlHG97XM~ STATUTE PERIOD PLANNING PLZ00100 ANNEXATION RECORDS PLANNING PLZ 00200 CERTIFICATE OF FILING LAND USE CONTROL C.U.P. 8 variance. Document retained by counties PLANNING PLZ 00300 COMPREHENSNE PLAN Land use plan PLANNING PLZ 00400 CONDITIONAL USE PERMIT FILE Application, planning report adbn, wpy of pernit, resolutbns, etc. PLANNING PLZ 00500 DEEDS Originals stored In darks oRlce. PLANNING PLZ00800 EASEMENTS Grant of Easements to City PLANNING PLZ 00700 EASEMENTS -TEMPORARY PLANNING PLANNING L REVISED: 6NRCH 2002 PLZ 00800 MAPS 8 HALF SECTION PLZ 00900 MINUTES-BOARD OR COMMISSION Permanent; Yes has historical value Permanent No Pernanerrt; Yes has historical value Public Publlc Public Permanent No Permanent No Permanent No Retain until No proJed completion unless filed with projed file. Until No superseded Permanent Yea has historical value Public Public Public Public Public Publlc Page 53 d 75 (iE?~tAL S RETBfiION SCFtg11~ F FOR WNESOTA lXT1E3 SECTION CGbE T/REBDESCRlP71CY/ RE7EN770N ARCN/YEY/N CLASSY/CATION STATUTE PEPoOD PLANNING PLZ01000 MINUTES TAPE RECORDINGS Tapes may No Public be reused or disprded 1 yr. after formal written approval of minutes. Tape recordings cannot be the permanent record. PLANNING PLZ 01100 PETITIONS RELATING TO ZONING REQUESTS 6 No Public PLANNING PLZ 01200 PLANNING CASE FILE Permanent No Public Indudes reports documenting the activity ar devebpment of a spedfic parcel of land. PLANNING PLZ 01300 PLAT FILES -FINAL PLAT Pertnenent No Public Indudes subdivisions files, final plat, application, council review, planning commission review, studies, etc. PLANNING PLZ 01400 PLAT FILES -PRELIMINARY PLAT 10 No Public PLANNING PLZ 01500 REAL PROPERTY APPRAISALS length of No Publidconfiden MS 13.50 ownership llal PLANNING PLZ 01600 RIAL PROPERTY -BIDS & ESTIMATES 20 after No Public Appraisal report, certificates, etc dlspoeal of property PLANNING PLZ 01700 REZONING FILE Permanent No Public PLANNING PLZ 01600 SIGN PLAN VARIANCESIAPPROVALS Permanent No Public PLANNING PLZ 01900 SITE PLAN FILE-APPROVED Pertnanant No Public PLANNING PLZ 02000 SRE PLAN FILE -NOT APPROVED 10 No Public PLANNING PLZ 02100 SPECIAL USE PERMIT FILE Permanent No Public PLANNING PLZ02200 SURVEYS, PROPERTY Permanent No Public PLANNING PLZ 02300 VACATION FILES Permanent No Public L ~~ REVISED: MARCH 2002 Page 54 d 75 • SECTION CA2E • GE16tAL RECORD8 REi@rt10N SCFI®ULE FOR i1lINESOTA CII~S Tl7LE8DESCRIPT/GW RE7ENIlON PER/00 ARCH//EYi1V CLASSlRlo4T/CN S7A7U7E PLANNING PLZ 02400 VARIANCE FILES Permanent No Public PLANNING PLZ 02500 ZONING FILES Permanent No Public L < ~ REVISED: MARCH 2002 Page 55 of 75 SECT/ON CODE GEIBiAL t2fCORDS RETF1tIlON Sgl®ULE Flit IINiESOTA CITIES T/TLE & OESCR/P770N RE7EN770N PERl00 ARCN/YE YAV CLASSIHCATION STATUTE POLICE POL 00100 ANNUAL REPORTS -POLICE DEPARTMENT Permanent Yes Public or transfer to the Stale Archives for selection and disposition POLICE POL 00200 AUCTION 5 No Public POLICE POL 00300 BUREAU OF CRIMINAL APPREHENSION REPORTS Permanent No Public/private MS 13.82, Annual reports of local law enforcement activities compiled by 2606.171 BCA and returned to bcal department. BCA does not maintain copies of these reports. POLICE POL 00350 CERTIFICATION FOR PEACE OFFICERS FOR STATE AID 6 No PublkJprivate MS 13.43 APPLICATION (State form PA-1) POLICE POL 00400 DEPARTMENT OFCORRECTIONS -ANNUAL REPORT 5 No PublkJprlvate MS 13.82 Printout of all bookings forjudsdiction POLICE POL 00410 DIRECTED PATROLS 6 No Public MS 13.82, Resident or community request(s) for patrolling spedflc area(s). Subd. 3. POLICE POL 00420 DUTY ROSTER 2 No Public MS 13.82 Officer(s) log(s). POLICE POL 00450 EMERGENCY PLAN Until No PuWidprivate MS 13.37 superseded POLICE POL 00500 FINGERPRINT CARDS 5 after No PuWidprivate MS 13.43 ponce officers termination or retirement POLICE POL 00600 INTERNAL INVESTIGATION 6 No Publidprivate/ MS 13.39, Case files 8 Reports confldengel 13.43, 13.82 POLICE POL 00700 LIABILITY RELEASES 3 No Public For services rendered POLICE POL 00800 LOG SHEETS 2 No PubllGprivate/ MS 13.82 Oftl~ confidential L ~~~ REVISED: A1AfiCH 2002 Paga 56 d 75 L ~~ • SECTION CODE 777LE8DESCR/P77LW i ~ SCFt®U.E PoR IBtliE30TA lXilES RE7EN770N ARCHIVE YM CCASSlHC4770N STATUTE PER/OD POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POLICE POL 00900 OATH OF OFFICE Police POL 00910 PAWN SHOP RECORDS Rewrds are kept 6y Pawn Shop store. The only records the Police Department may keep are the pawn shop requests to check whether an item is stolen (however,; record Is typically discarded atfter the check) POL 01000 POLICE CLEARANCE LETTERS Crtminal history on Individual within jurisdiction ~POL 01100 POLICE DEPARTMENT RELIEF ASSOCIATION RECORDS Actuarial records & planning reports POL 01200 POLICE DEPARTMENT RELIEF ASSOCIATION RECORDS Finandal records POL 01300 POLICE DEPARTMENT RELIEF ASSOCIATION RECORDS Membership Files POL 01400 POLICE DEPARTMENT RELIEF ASSOCIATION RECORDS Minutes POL 01500 PUBLIC ASSISTANCE VOUCHER RECORDS Copies POL 01600 REQUEST TO INSPECT POLICE REPORT POL 01700 STATISTICAL REPORTS Pursuit, bias crime, officer killed or assaulted, supplemental homldde. Original filed with state. POL 01800 ANIMAL CONTROL STATISTICAL REPORTS POL01900 ANIMAL IMPOUNDIRELEASE POL 02000 CIVIL DEFENSE FlLES POL02100 81CYCLE SAFETY Bike patrol, rodeos, etc REwsED: MARCHZOO2 5 after No lertnination or retirement No 3 No Permanent Na 8 No Permanent No Permanent No0 1 No 3 No 2 No 1 No 3 No Until No superseded 2 No Public Public Publidprivale MS 13.87 Public Publidprivale MS 13.43 PubllrJprivate MS 13.43 Public Private MS 13.31 Public Public Public Public Publ~ Public Page 57 of 75 ~• SEC710N CODE GEIIFJtAL RECOR68 RETENf10N SCFt®l1LE FOR 1MNESOTA CRIES T/71E80ESCR/P7)AV RE7E1770N PERIOD ARCH//EYiI/ CLASSIFICAT/ON STATUTE POLICE POL 02200 CAT 1 after No PubliGprivate MS 13.37 Combat auto theft notlficaflon ornon-public of sale of vehlde or death of owner. POLICE POL 02300 DAR. E. 3 No Public Drug abuse resistance education program POLICE POL 02400 MCGRUFF HOUSE 1 after No Publidprivate MS 13.37 parttdpellon ornon-public ceases POLICE POL 02500 NEIGHBORHOOD CRIME WATCH 1 after No PubliGprivate MS 13.37, perflcipation or non-public MS 13.82 ceases POLICE POL 02800 OPERATION I.D. Permanent No PubllGprtvate MS 13.37 ar non public POLICE POL 02700 911 RECORDINGS ~ 30 days No PubllGprtvate MS 13.82, Subd.3a. POLICE POL 02800 RADIO LOGS 7 No Pdvale MS 13.82 Dispatcher POLICE POL 02900 ACCIDENT REPORTS 3 No Publidprtvate! MS 13.82, Automobile (State Report) Indudes dale, time, place of actbn, conflden8al Subd. 3a, vehicles Involved, drivers of vehicles, a brief factual 169.09 reconsWdbn of events assodated with the action, names and addresses of witrresses names and addresses of any victims or casualties and response or report number. L ~ REVISED MARCH 2002 ~ : Page 58 d 75 SEC770N C~ GENERILL RECORDS REiEIITION SCfFD1AE FOR AlPIESOTA CITES T/II£80ESCRlPT/CN REIEN710N PER/00 ARCH//EY/N CLASS/F1G1TlCN STATUTE POLICE POL 03000 ARREST REPORTS 10 No Publidprivate MS 13.82, Adult: Includes date, time ,place of action, any resistance Subd. 3a, encountered, any pursuit a ngaged, whether any weapons were 2808.171 used, the charge, artest or search warrants or legal basis for ectlon, the identities of agencies, units within agencies and individual persons taking the ectlon, whether and where the individual is being held in custody ar Is being incarcerated by the agency, the date, time and legal basis for any transfer of custody and identificatlon of agency or person who received custody the date, Ume and legal bests for any release from custody or incerceraUon, the name, age, sex a nd last known address of any adult person or the age and sex of any juvenile person ctted arrested or Incarcerated or otherwise substantially deprived of his liberty, whether the agency empbyed wiretaps or other eavesdropping techniques ,the manner in which the agendas received the infortnatlon that led to the artest, and the response or report number. POLICE POL 03100 BAIL RECEIPTS 10 No PublirJprivate MS 13.82, Subd.3a POLICE POL 03200 BLOOD SAMPLE LOGS 3 No PubllGprlvate MS 13.82, Subd. 3a POLICE POL 03300 CA5E FILES/OFFENSE REPORTS -ADULT 20 from date No PubIIG private MS 13.82, Includes individual's name, date of birth, Ume of occurrence, date °f Subd. 3a end place of ectlon, description of what happened, IocaUon, occurrence whether any weapons were used, ICR's, statistical data, and unless other pertinent date death, then retain pertnanentty POLICE POL 03400 CASE FILES/OFFENSE REPORTS -JUVENILE 20 from date No Non- MS 13.82, JUVENILE: Includes individual's name, date of birth, Ume of of publiGprivate/c 2608.171 occurrence, and place of action, desaiptlon of what happened, occurrence onfidenllal locetlon, whether any weapons were used, end other pertinent unless data. death, then retain . permanenfry• POLICE POL 03500 CITATION(rICKETS 5 No Public POLICE POL 03600 CRIMINAL RECORD CHECK LOG 3 No Publklpdvate/c MS 13.87 Log recording criminal history queries via state computer onfidential L V REVISED: MARCH 2002 Page 59 of 75 SECT/ON CORE GE7ffRAL RECORDS REiF1fIlON SCH®IILE FOR 1lINESOTA (7T~S T/7ZE8DfSCRlP71QN RETENTION PER/OO ARCH/I~EYM CIASS/F1G171(hV STATUTE POLICE POL 03700 DEATH INVESTIGATION Permanent No PrWete MS 13.82 Any case file or any Invesllgation InvohAng a death. POLICE POL 03800 FINGERPRINT CARDS 10 No Confidential MS 13.82 Criminal while subd 5 Investigation is acute; after that public POLICE POL 03900 FIREARM APPLICATION/PERMITS 6 No Private MS 13.36 Indudes appllcatbn to purchase and a copy of the flreartn permit to carry POLICE POL 04000 FIREARM TRANSFER 6 No Private MS 13.38 POLICE POL 04100 ICR's 7 No PubllGprlvate MS 13.82 Initial complaint reports. POLICE POL 04200 INTOXILYZER TEST RESULTS 3 No Public Log POLICE POL 04300 INTOXILYZER TEST RESULTS 1 No PublirJprivate/ MS 13.82, Negative. conflden6al Subd.S POLICE POL 04400 INTOXILYZER TEST RESULTS 5 No PublkJwnfkien MS 13.82, PosRlve. tial Subd.5 POLICE POL 04500 MASTER NAME FlLE 10 after last No Publidprivate/c MS 13.82 Adult contact onfldenllel POLICE POL 04600 MASTER NAME FILE 10 after last No Private MS Juvenile contact 2608.171 POLICE POL 04700 MUG SHOTS 10 No Public POLICE POL 04800 PROPERTY INVENTORY REPORTS ~ 3 Na Private MS 13.82 Property which has been found, confiscated, seized, etc. POLICE POL 04820 TRAFFIC MONITORING DEVICES 2 No Public MS 13.82 Log recording InsWment used, locations, description of vehide (license number, make 8 model). Logs and certificate of acarecy for devk~s used for vehicle speed control Inducting but not limited to Radar, Laser or Stalker. POLICE POL 04840 REPOSSESSION LOGS 2 No Private, non- M5 13.82, public Subd.20 REVISED: MARCH 2002 Page 60 d 75 SECTION CODE OBiERAL RECORDS RETERiION ^ F FOR I~irESOTA (Ii1ES TlTLEB DESCR/PT10,N RETENTION PER/OD ARCHIVE YAV CLASSIF/CAJ70N STATUTE POLICE POL 04870 VALIDATION REPORTS (from Stale) 2 No Private, non- MS 13.82, For example, regarding stolen property. public Subd. 20 POLICE POL 04900 VEHICLE IMPOUNDS 5 ~ Na Public Abandoned, seized, etc. POLICE POL 05000 WARRANT ARREST CARDS 5 No Publiclpdvate MS 13.82 POLICE POL 05100 VEHICLE LOCK-OUT WAIVER FORMS 1 No Public POLICE POL 05200 ADMISSION RELEASE RECORDS 2 after No PubliGprivate MS 13.82 Inmate Is discharged POLICE POL 05300 FOOD SERVICE RECORDS 1 No Public Jail /lock-rp POLICE POL 05400 JAIL REGISTER Permanent; Yes PublirJprivate MS Log of individuals held al facility has 260B.171 hlstodcal value POLICE POL 05500 PRISONER PROPERTY RECEIPTS 5 No PublkJprlvate MS 13.85 POLICE POL 05600 VIDEO TAPE OF 800KING 30 days No Pmrete MS 13.43 POLICE POL 05700 TRAINING RECORDS FOR EACH OFFICER 5 after No Publldprlvate MS 13.43 Examples Indude first aid, 8reartn training, advanced driving, lermineflon crime scene processing, repoA writing, etc. or retirement POLICE POL 05800 TRAINING REPORT 5 after No PubliGpdvate MS 13.43 Summary report of each officer's training history. May be flied In tertninatlon officers personnel file. of retirement POLICE POL 05810 AUDIO 8 VIDEO RECORDING INVENTORY LOG Permanent No Public An Inventory of evidentiary audb 8 video recordings. POLICE POL 05820 DICTATED & AUDIO RECORDED REPORTS Until Na Publldprlvate/ MS 13.82 Audio recordings of ofticers reports which are subsequentty transcription confldenflal transcribed into written report. Transcribed reports are retained is approved. In accordance with the state general records retention schedule. POLICE POL 05830 EXTRANEOUS AUDIO & VIDEO RECORDINGS End of deity No Public MS 13.82 Audio & video recordings which hold no value to the state, dly, ~~~ cit¢ens, police department, offlcer(s), and/or any other party. L ^ t~ ~+-~ REVISED: MARCH 2f102 - Page 61 of 75 C~ C~ RETFlfI'IIOiI tigl~llL.E FOR MiNESOTA CfI1FS L SECT/ON CORE T/7LE&DESCRIPIIGW RETEN710N PERIOD ARCH/t'EY~1/ CL45S/F/Cg770N STATUTE POLICE POL 05840 FELONY ARREST & CHARGE Audio & video recordings determined to have evidenflery value where suspects have been forwarded to the prosecutor for a charging decision. POLICE POL 05850 FELONY WITH NO SUSPECTS Audio & video recordings determined to have no evidentiary value where no suspects have been developed, and/or no Individuals have been fortnelly charged. EXAMPLE: Situation where an officer investigates a felony crime scene, records eidentiary information, yet no suspect has been arrested or charged for the alma in question. The recording will be retained until it is no longer legally possible to prosecute someone for the crime In question. EXAMPLE: An investigator interviews a witness In a felony case, the recording of this Interview would be retained according to this retenfion period. POLICE POL 05860 GENERAL CITIZEN CONTACTS Audio 8 video recordings determined to contain information regarding nonevidenfiary police and dGzen Interaction. EXAMPLE: Indudes a situation where an officer is flagged down by a dllzen. The officer would ectHete the microphone due to the uncertainty of what the situation may entail. When the citizen reveals that their car broke down, the officer simply assists by calling a tow truck and clearing the scene. This recording would possess Infortnetion of no evidentiary ar departmental value. EXAMPLE: Another example may occur when a potential witness is iMervlewed by an investigator. The investigator realizes, after recording the potential witness, that the Indlvldual does not have any pertinent infortnatbn. This would then fall Into this retentan period. Nate: 8 the potential wkness did have valuable information, the recording would fit into one of the categories prevausty mentioned, based on the level of the crime witnessed. RENSED: MARCH 2002 90 days after No senlendng, if appealed after disposition. Note: After 90 days the appeals process is exhausted. Statute of No limitafans for correspondin g crime. 1 day after No field investigation Is completed. Publldprlvate/ MS 13.82, confidential Subd.10, 2608.171 Publlc/confden MS 13.82 tlal Public MS 13.82 Pegs 62 of 75 • SECTION CODE • ODiER11L RECORDS RETT3R10N SCFIEDULE FOR NNNESOTA CITIES TTIZEBDESCR/P71LY/ RE7EAr/IDN PERIOD ARCHII~EYi9/ ! CLASSIf/C4T/QN STATUTE POLICE POL 05870 HOMICIDES Permanent No Publidconfiden MS 13.82 Audio & video recordings containing Informaton regarding any fiat homicides. . POLICE POL 05880 INTERNAL INVESTIGATIONS 6 No Publk/pdvate MS 13.43 Audio & video recording determined to have evidentiary value in any internal investigatbns. POLICE POL 05890 MISDEMEANORS 8 GROSS WITH ARREST & CHARGE Until Unal No Publidconfiden MS 13.82 Audio & video recordings determined to have evidentiary value case Ual where suspeds have been artested, Issued citations, and/or a disposition. report has been forwarded to the prosecutor for a charging dedslon. POLICE POL 05900 POLICE AUDIO & VIDEO RECORDINGS Statute of No PublkJconfden MS 13.82 Determined to have evidentiary value where no suspects have IimitaUOns fiat been developed, and/or no individuals have been formally for charged. correspondln g crime. POLICE POL 05910 PETTY MISDEMEANORS 8 TRAFFIC STOPS 1 day after No Public MS 13.82 Audio 8 video recordings containing Information regarding any disposition. petty offense including petty misdemeanor treific stops. POLICE POL 05920 USE OF FORCE 6 No Publidprivate/ MS 13.39, Audio S video recordings containing infornaUOn of any inddent confldenUal 13.43, where farce was used and supervisory review Is completed 13.82 according to department policy. EXAMPLE: This may indude a situation where an officer does rwt make an crest, however does use force in resolving a situation. This could occur when officers assist paramedks In bringing an uncooperetfve person to the hospital. This is a sduation where force may be necassarlly used by oficers, yet an artest is not made. If an crest were made, the recording would be retained under the prevbusly mentioned ptegories dependirg on the severity of the charge against the person. .~. ftEVISm: h44RCH 2002. Pegs 63 d 75 SECTION CODE GENERAL RECORDS REfENflpi SCH~IAE FOR ImiiESOTA CRIES T/Rf d OESCR/PIIQY RETENTION PER/OD ARCH/l'E YM CLASS/FIGI TION STAT(/TE PUBLIC WORKS - PWE 00100 AERIAL PHOTOGRAPHS Permanent; Yes Public ENGINEERING Photographs of city has hlslodcal value PUBLIC WORKS - PWE 00200 CONSTRUCTION BLUEPRINTS ORIGINAL Permanent No Publidnbn- MS 13.37 ENGINEERING For completed city bldgs, streets, storm sewer, sidewalks, etc public PUBLIC WORKS - PWE 00300 DEMOLITION RECORDS 30 No Public ENGINEERING PUBLIC WORKS - PWE 00400 ENGINEERING DESIGN BOOKS, PRODUCT DEVELOPMENT Permanent No Public ENGINEERING STANDARDS, SPECIFICATION BOOKS, DRAWINGS PUBLIC WORKS - PWE 005D0 FLOOD CONTROL RECORDS Permanent No Public ENGINEERING Includes hist ory, federal disaster assistance info., reports, photos, dike level charts PUBLIC WORKS - PWE 00800 INSPECTION & TESTING RECORDS 5 after No Public ENGINEERING For watermains, streets, storm sewers, sklewalks, etc. transaction complete PUBLIC WORKS- PWE 00700 MAPS- AS BUILTS Permanent No Public ENGINEERING PUBLIC WORKS- PWE 00800 MAPS-TOPOGRAPHICAL Permanent No Public ENGINEERING PUBLIC WORKS - PWE 00900 PERMITS -STREET OPENING 7 after No Public ENGINEERING completon PUBLIC WORKS - PWE 01000 PERMITS -STREET SERVICE LINES Permanent No Publlc ENGINEERING PUBLIC WORKS- PWE 01100 PLANSSSPECIFICATIONS 6aRer No Publlc ENGINEERING Including spec books. receipt of as bulNs PUBLIC WORKS- PWE 01200 PROJECT RECORDS Pernanenllf No Public ENGINEERING Projects such as Street Imprv. Should be retained permanently rf Project Is project has hlstorlwl value, Is assessed, or is a major capital histodpl or Improv. Non-assessed projects, or projects not having historical r~lOr: SY d value such as striping, sealcoaling and street Ilghtlng need only not be retained for 5 yrs after project completion. PUBLIC WORKS - PWE 01300 PROJECT RECORDS 3 No Public ENGINEERING Abandoned , REVISED: MARCH 2(102 Page 64 of 75 SECT/CN CCbE • GENBIAL RE(~RDS RETENTION BCIfDIILE FOR MiNESOTA CITIES 777LE&QESCR/P710,N RE7FNT/ON PER/00 ARCH/YEYM CLASS/F/G1710N • STATUTE PUBLIC WORKS - PWE 01400 PROJECT RECORDS 6 No Public ENGINEERING Preliminary PUBLIC WORKS- PWE 01500 RIGHT-0F-WAY DOCUMENTS Permanent No Public ENGINEERING PUBLIC WORKS - PWE 01600 STORM WATER MANAGEMENT RECORDS 10 No Public ENGINEERING PUBLIC WORKS - PWE 01700 STREET REGULATIONS 1 No Public ENGINEERING Nol passed PUBLIC WORKS - PWE 018D0 STREET REGULATIONS 1 after No Publlc ENGINEERING Passed expiretion PUBLIC WORKS - PWE 01900 WASTEWATER MANAGEMENT RECORDS 10 No Publlc ENGINEERING PUBLIC WORKS- PWE 02000 WATERSSEWERANALYSISREPORTS 5 No Publlc ENGINEERING PUBLIC WORKS- PWE 02100 WATERSHED DISTRICT RECORDS 10 No Publlc ENGINEERING PUBLIC WORKS- PWE 02200 WEIGHT TICKETS 2 No Publlc ENGINEERING RENSED: MARCH 2002 Page 65 of 75 GE?ERAL RECORDS REIElIiION SCF~ULE FOR I~A~SOTA lxfE3 SECTION CA7E 7TILE6 GL~SCR/P770N RE7FNT10N ARCNNE YM CLASSIF/G9710N STATUTE PER/CD PUBLIC WORKS- PWM 00100 ARBORCULTURE review No Publlc MAINTENANCFJOPS Includes resource files, copies from outside sources. annually PUBLIC WORKS - PWM 00200 ASPHALT MIXING LOG 2 No Public MAINTENANCFJOPS PUBLIC WORKS - PWM 00300 BRIDGE/CULVERT INVENTORY Permanent No Publlc MAINTENANCE/~S PUBLIC WORKS - PWM 00400 BRIDGE/CULVERT MAINTENANCE REPORTS 10 No Public MAINTENANCE/OPS PUBLIC WORKS- PWM 00500 CLIMATOLOGICAL GRAPHS 10 No Public MAINTENANCEIOPS PUBLIC WORKS - PWM 00600 CURB STOP REQUESTS 2 No Publlc MAINTENANCEIOPS PUBLIC WORKS - PWM 00700 DAILY WORK SCHEDULES, CREW SCHEDULES 1 No Public MAINTENANCE/OPS PUBUC WORKS - PWM 00800 DIKE MAINTENANCE RECORDS Permanent No Publlc MAINTENANCEIOPS PUBLIC WORKS - PWM 00900 DRIVEWAY GUTTER PATCHING RECORDS 5 No Public MAINTENANCE/OPS PUBLIC WORKS - PWM 01000 EMERGENCY STORM DAMAGE 5 No Publlc MAINTENANCE/OPS Indudas request for pickup and hauling, reports, and documenta0on. PUBLIC WORKS - PWM 01100 ENVIRONMENTAL COMPLAINTS REPORTS Permanent No Publidprivate MS 13.44 MAINTENANCEIOPS Indudes dlsposftbn PUBLIC WORKS - PWM 01200 FILL MATERIAL REQUESTS 10 No Public MAINTENANCFJOPS PUBLIC WORKS - PWM 01300 FREEZING CONDITIONS EMERGENCY LOG 2 No ~ Public MAINTENANCFJOPS PUBLIC WORKS - PWM 01400 MANHOLE CONDITION FIELD REPORTSISUMMARYSHEETS 2 No Publlc MAINTENANCE/OPS PUBLIC WORKS - PWM 01500 MANHOLE REPAIR REPORT 5 No Publlc MAINTENANCEIOPS PUBLIC WORKS - PWM 01600 MNDOT CORRESPONDENCE 8 No Public MAINTENANCEIOPS ~` REVISED: MARCH 2002 Page 66 d 75 • SEC7/ON CQ7E • 091ERILL RECORDS RETENTION SIDE FOR IoUi[30TA Crt1ES 717LE& DESCR/P71AV RE7EN110N PER/00 ARCH/VE Yi7V CLASS/F/CA710N s STATUTE PUBLIC WORKS - PWM 01700 PROBLEM STREET AREA REPORTS 10 N MAINTENANCEIOPS o Public PUBLIC WORKS - PWM 01800 REFORESTATION PROGRAM 5 MAINTENANCE/OPS Including schedule, purchasing inionnation, dtlzens' involvement No Public PUBLIC WORKS - PWM 01900 SCHEDULED REVIEW OF FACILITIES until N MAINTENANCElOPS Including picnic fadlltles, ball fields, play grounds, trails, superseded o Public bikeways etc for maintenance purposes. PUBLIC WORKS - PWM 02000 SIDEWALK REPAIR RECORDS 5 N MAINTENANCE/OPS o Public PUBLIC WORKS - PWM 02100 SNOW REMOVAL EMERGENCY PLANS until N MAINTENANCE/OPS o Publlc superseded PUBLIC WORKS - PWM 02200 SNOW REMOVAL LOGS 10 N MAINTENANCE/OPS o Public PUBLIC WORKS - PWM 02300 STREET COMPOSITION REPORTS Permanent No Public MAINTENANCE/OPS PUBLIC WORKS - PWM 02400 STREET INVENTORY/CONDITION RECORDS 10 N MAINTENANCEIOPS o Public PUBLIC WORKS - PWM 02500 STREET PATCH REQUESTS 2 N MAINTENANCE/OPS o Public PUBLIC WORKS - PWM 02600 STREET RESURFACING LOGS 10 N MAINTENANCE/OPS o Publlc PUBLIC WORKS - PWM 02700 STORM SEWER LIFT STATIONS PUMP REPORTS life of No Public MAINTENANCE/OPS equipment plus 2y PUBLIC WORKS - PWM 02600 TREE DISEASE CONTROL 5 N MAINTENANCTJOPS Indudes inspedion reports, removal reports o Publlc PUBLIC WORKS - PWM 02900 VEHICLE SAFETY INSPECTION REPORTS 3 N MAINTENANCEIOPS o Public PUBLIC WORKS- PWM 03000 WEED COMPLAINT&REPORTS 3 No Public MAINTENANCEIOPS Includes disposition of complaint L REVISED: MARCH 2002 Page 67 aF 75 • • s (~lERAL RECORDS REiF]fT10N tiCtEDULE FOR IMIESOTA CITES SECT/ON CODE T17ZE8 DESCR/PTILW RETENTION ARCR//E Yn/ CCASS/FlCAT70N S7AT(!TE PER/00 RECORDS MGMT RMG 00100 AUTHORITY TO DISPOSE OF RECORDS STATE FORM (PR- Permanent No Public 1) Used to approve destruction of records not on an approved retention schedule. RECORDS MGMT RMG 00200 HISTORICAL DATA/PHOTOGRAPHS Permanent; Yes Public has historical value RECORDS MGMT RMG 00300 MICROFILM INDEX until No Public LIST of documents that have been microfilmed superseded RECORDS MGMT RMG 00400 PROCEDURES until No Public PROCEDURES: superseded RECORDS MGMT RMG 00500 RECORDS INVENTORIES until No Public List of spedfic types of records generated by the agendas' staff. superseded Used far generating retention schedules RECORDS MGMT RMG 00600 RECORDS CHECKOUT REQUEST 6 months No Public Documents the access of records retrieved from Records Center or other facility RECORDS MGMT RMG 00700 RECORDS DISPOSITION AUTHORIZATION Permanent No Public Internal Ilsl of records that have been auttwrFzed for destruction end are listed on a state approved retention schedule RECORDS MGMT RMG 00800 RECORDS INVENTORY REPORT until No Public RECORDS INVENTORY REPORT: Index of records stored ofl- superseded ske RECORDS MGMT RMG 00900 RECORDS MANAGEMENT MANUAL until No Public Documents the policies and procedures of the different programs superseded In records management May include Veining materials, retention schedules, micrographic procedures, vital records protection procedures, file standards, and general records guidelines. RECORDS MGMT RMG 01000 RECORDS RETENTION SCHEDULES until No Public List of spedfic types of records maintained by an agency and the superseded perbd of time that each type should be retained L REVISED: AL4RCH 2flfl2 Page 66 of 75 • ! • GElIFRLL RECORDS REIHfIION SdIFDI1LE FOR YNNESOTA CITES SECTK)N CCDE TI7LE80ESCR/PT1AV RE7ENT/ON ARCHII~EYAV CCASS/F/CATI(HV STA77/TE PE~~ RECORDS MGMT RMG 01100 RECORDS TRANSFER(fRANSMITTAL LIST Documentation that tracks and varfies the lrensfer of records 1 or until the No records are rertavedldes troyed Public L ~~ REVISED: MARCH 2002 Page 69 of 75 SEC710N CDDE GEIERAL RECORDS RETBiR10N >E FOR AlINl~OTA CITIES 777If 8 OESCR/P1)ON RE7EN710N PERIOD ARCH/VE YM C1ASSlF/CA710N STATUTE UTILITIES UTL 00100 ABANDONED MAINS AND SERVICES AS BUILT Permanent No Public Includes plans of private sewer and water systems. UTILITIES UTL 00200 ADJUSTMENT REPORTS 3 Nc Publlc UTILITIES UTL 00300 AFFIDAVITS (ELECTRICAL CONTRACTORS) Permanent No ~ Public UTILITIES UTL 00500 BACTERIOLOGICALTEST/ANALYSIS 5 No Public UTILITIES UTL 00600 BILLINGS (REGISTER) 4 No Publlc UTILITIES UTL 00700 CHANGE NOTICES 6 No Public UTILITIES UTL 00800 CHEMICAL ANALYSIS 10 No Publlc UTILITIES UTL 00850 CUSTOMER DATA/MUNICIPAL ELECTRIC UTILTIES 8 No Private MS 13.679 UTILITIES UTL 00900 DAILY TRANSACTION REPORTS 5 No Publlc UTILITIES UTL 01000 DELINOUENTREPORTS 2 No Publlc UTILITIES UTL 01100 DISTRIBUTION REPORTS 6 No Public UTILITIES UTL 01200 EPA REPORTS 10 No InacBve; MS 13.39 Complaints, etc. Publlc, Active; MS 13.44 varies depending on nature end action of complaint. Private/non public UTILITIES UTL 01300 EQUIPMENT REPORTS I'rfe of No Public Malnlenance records, etc. equipment UTILITIES UTL 01400 FIRE HYDRANT MAINTENANCE 6 No Public UTILITIES UTL 01500 FROZEN WATER LINES LOG BOOK Pernanent No Public Complaints, etc UTILITIES UTL 01600 GOPHER STATE ONE RECORDS 1 No Public Cily's copy. REVISED; MARCH 2002 Page 70 ~ 75 SECTION CODE C#]iERAL RECORDS RETENTION SCF~IILE FOR MINESOTA CITES T7JIE80ESCR/P770N RETENTION PER/OD ARCHII~EYM CLASS/F/G9TION STATUTE UTILITIES UTL 01700 HEALTH DEPARTMENT REPORTS 12 No Inactive: MS 13.39 Complaints, etc. Public. Active: MS 13.44 varies depending on nature and action oT complaint. Private I Non- public. UTILITIES UTL 01800 INSPECTIONSSERVICE NEW MAINS Permanent No Public UTILITIES UTL 01900 MAINTENANCE PUMP STATIONS 1 No Public UTILITIES UTL 02000 METER READING CARDS/SHEETS 3 No Public Including printouts from eleclronicalty read meters. UTILITIES UTL 02100 METER RECORDS L'de of No Public equipment UTILITIES UTL 02130 PEAK DEMAND REPORTS 3 No Public UTILITIES UTL 02160 OUTAGE REPORTS 3 No Public UTILITIES UTL 02200 PUMPING REPORTS Iffe of pump No Public UTILITIES UTL 02400 REPORTS AND STUDIES 10 No Public Comprehensive sewer plan data; includes maps, statistics, capacity, life stations, future devebpment, projects and layouts UTILITIES UTL 02500 SERVICE LINE AND ADDRESS CARDS Permanent No Public Ties to all sewer and water services UTILITIES UTL 02600 SERVICE REQUESTS as long as No Public For water lines, sewer lines, manhole repairs, curb box, veWe customer Is box repairs, hydrent repairs and alterations and repair orders. ~'8 UTILITIES UTL 02630 SEWER BACKUP RECORDS 15 No Public UTILITIES UTL 02700 SEWER CLEANING REPORTS 8 No Public lTILITIES UTL 02800 SEWER DISCHARGE PERMITS 5 after No Public expiration UTILITIES IITL 02830 SEWER MAIN BREAK RECORDS Permanent No Public UTILITIES UTL 02900 SHUT OFF LIST 2 No Public ~ UTILITIES UTL 03000 WATER ACCOUNT CHANGE ORDERS 2 No Public ( ' REVISED: MARCH 2002 \~ Page 71 Of 75 • SEC770N CLbE ~ GEl6tAL REf~RDS REi@RION SCF•®l1LE FOR ASAIESOTA l7ilE8 777LE8LL~SCRlP77(AV RE7FA?lON PERl00 ARCH/YEYM s CLASSIFM.C770N STA77/TE UTILITIES UTL 03100 WATER AND SEWER ANALYSIS 10 No Public UTILITIES UTL 03200 WATER MAIN BREAK RECORDS Permanent No Public UTILITIES UTL 03300 WATER METER REPLACEMENT SHEETS Permanent No Public UTILITIES UTL 03400 WELL PERMITS: 5 after No Public abandonme nt of well REVISED: MARCH 2002 Page 72 of 75 GElFRAL RECORDS RETFIRION SCHEDULE FOR 1siNESOTA t7TES SEC770N CODE Tl7LEG DESCPoP710N RE7FM/ON ARCHII~E Y/N CLASSIF/C4770N STATUTE PERIOD VITAL VIT 00100 BIRTH RECORDS Permanent; Yes Publidprivate/c MS STATISTICS has onfidentlal 144.225 historipl _ MS value 144.218 MS 259.49 VITAL VIT 00200 DEATH RECORDS Permanent; Yes Publidprlvate MS STATISTICS has 144225 historical value VITAL VIT 00300 HOSPITAL LISTS OF BIRTHS AND DEATHS 1 No Public STATISTICS L REVISED: MARCH 2002 Pape 73 of 75 1af36tAL RHtt7RD8 REIEMION SCFI®l1LE FOR ~OINESOTA CITIES SECTION CODE 7TILE&OESCR/P7KW RETENTION .ARCH/YEYM CLASSIFICATION STATUTE PER/00 WASTE MGMT WST 00100 CLEAN-UP DAY INFO/PERMITS 5 after event No Public Annual city sponsered events allowing residents to dispose of items such as batteries, carpeting, liras, and major appliances WASTE MGMT WST 00200 COMPOSTING/YARDWASTE REGULATIONS unlll No Public superseded WASTE MGMT WST 00300 CURBSIDE RECYCLING PROGRAM 8 No Public WASTE MGMT WST 00400 DROP OFF SITE/RECYCLING YARD WASTE 5 No Publlc WASTE MGMT WST 00500 ENVIRONMENTAL ASSESSMENT WORKSHEET 30 No Public (E4W): Environmental Impact Statements (EIS), evaluations oT devebpment or redevelopment sites, hearing documents, meeting minules 8 resolution of fndings. WASTE MGMT WST 00600 EXCEPTION REPORTS 30 No Public Documents the non-receipt ofthe Un'rform Hazardous Waste Manliest. Can be a copy of the manifest with a notatlon stating that the return copy was nol received. The note should explain the efforts taken to locate the hazardous substance and the results of actions. WASTE MGMT WST 00700 HOUSEHOLD HAZARDOUS WASTE COLLECTION CENTER 30 No Public Accep4s paints, corrosives, flammables, toxics, used motor oil, car/truck batteries WASTE MGMT WST 00800 IDENTIFICATION NUMBERS until No Public Varicus identification numbers assigned by institutlons (i.e. superseded Environmental Protection Agency Federal Regulators, Slate or County). WASTE MGMT WST 00900 LANDFIWGARBAGE DUMP SfiES 30 No Public Locatlon of any fill, records of materials deposited, cover materials used, reports of leachate end methane leakage and treatment, source of fill materiels, (household, commerdal) source of cover materials, inspection reoprts. WASTE MGMT WST 01000 MATERIAL SAFETY DATA SHEETS 30 No Public WASTE MGMT WST 01100 NOTICES OF COMMERCIAL HAZARDOUS SUBSTANCE 30 No Public Types of materials, chemicals, etc. stored and used by commercial and industrial users within munidpality. REVISED: MARCH 2002 Pie 74 d 75 SECTION CASE OFNFRAL RECORDS RETElR10N SCFI®ULE FOR NNNESOTA CIf1ES lIT[.E& DESCRlP7/CN/ RE7ENT10N PER/00 ARCN/YE Yil/ CLASS/F/GiT/ON STATUTE WASTE MGMT WST 01200 NOTICE OF SPILL(S) 30 No Public Minnesota Pollution Control Agency reports on options of spills, materials spilled, dean-up efforts employed, etc. WASTE MGMT WST 01300 OPEN BURNING PERMITS 30 No Public Stale and City pernds for hazardous end solid waste burning WASTE MGMT WST 01400 RECLAMATION AGREEMENTS 30 after No Public Agreement with tympany to transfer, dispose of or treat the termination substance or expiration (L9 CFR 1910.20) WASTE MGMT WST 01500 RECYCLING BINS & ACCESSORIES PRICE SHEET 3 No Public Resale to residents WASTE MGMT WST 01600 RECYCLING BROCHURES until No Public superseded WASTE MGMT WST 01700 REPORTS 30 from date No Public All disdosure forns & annual reports report was due (MN Rules 7045.0294)s WASTE MGMT WST 01800 SLUDGE DISPOSAL 5 No Public WASTE MGMT WST 01900 TEST RESULTS 30 from date No Public Results of substance anatysis a other determinations used to sent to off- evaluate the substance. site facilky (MN Rules 7045.0294) WASTE MGMT WST 02000 TRANSPORT INFORMATION 30 (40 CFR No Public Documentation concerning the company that transports the 263.20) hazardous substances. Should indude the name and EPA number of the company WASTE MGMT WST 02100 UNIFORM HAZARDOUS WASTE MANIFESTS 30 from date No Public State required document for the Identification of transported °f hazardous substances. acceptance by trarwporter (40 CFR 263.20). L REVISED: MARCH 2002 Page 75 d 75 CITY OF HUTCHINSON MEMO Finance Amt 300,000.00 254,711.00 2,952,511.92 299,815.83 300,000.00 783, 373.88 299,853.33 299,815.83 300,000.00 781,648.00 300,000.00 299,625.00 780,628.80 November 22, 2002 TO: MAYOR & CITY COUNCIL FROM: REN MERRILL, FINANCE DIRECTOR SUBJECT: INVESTMENT AUTHORIZATION I would ask approval of the following Investments: Smith Bamey Date Descriptlon 10/10/02 FHLB 10/4/02 Bavaria Corp 10/22/02 Black Forest 9/27/02 Pfizer 7/30/02 FHLB 711102 Sydney • 7119/02 FFCBC 6/14/02 PACCR 6127/02 FHLBC 5/2/02 Sydney 4/19/02 FHLBC 3/22/02 Tannehill Capital 2/4/02 Cantaabric Fin Prudential Date Descrtptlon 11/5/02 FHLB 11/12/02 FHLB 11/14102 FHLB 11/21/02 FHLB 9/17/02 Prudentail Money Mkt Asset 9/19/02 Prudentail Money Mkt Asset 8/27/02 Prudentail Money Mkt Asset 7/26!02 Prudentail Money Mkt Asset 5/31/02 Prudentail Money Mkt Asset 3/14102 FHLB 2/25/02 Prudentail Money Mkt Asset USBANCORP Date Descriptlon 11/5/02 FHLB • 9/9/02 SDGOVT Amt 200,000.00 200,000.00 200,000.00 200,000.00 2os,ooo.oo 395,909.00 13,612.00 205,402.00 5,125.00 200,000.00 205,700.00 Due Date Rate 10/10/07 4.00% 10/28/02 11 /15/02 10/10/02 7/30/09 5.00% 12/20/02 7/30/02 8/27102 12/27/07 5.27% 7/1/02 4/19/07 5.80% 4/19/02 5/2/02 Due Date Rate 11/5/09 5.00% 5/12/05 3.05% 11/14/05 3.52% 11/21/05 3.00% Open Open Open Open Open 12/14/06 Open ent 5.00% Amt Due Date Rate 375,000.00 11/5/07 4.13% 385,977.45 Open Commerical Paper Commerical Paper Commerical Paper Commerical Paper Commerical Paper Commerical Paper Commerical Paper Commercal Paper Commerical Paper Commerical Paper Commerical Paper Commerical Paper Commerical Paper Commerical Paper Commerical Paper Commerical Paper ~ ~~) Mn/DOT Cooperative Projects 1. South Grade Road Signal Add EVP, revise turn lanes and signals 2. School Road/TH 7 Signal Add EVP, revise signals 3. South Main Street Retaining Wall Replace wall. Will require significant tree loss 4. TH 15 South Traffic Control Revision Close un-signalized turn-lanes. Required to get other improvements! 5. 5tb Avenue S/TH 15 Traffic Signal Add new Traffic Signal ~ 6. North High Drive (CSAH 12)/TH 15 Traffic Signal Add new Traffic Signal NOTES: . Item No. 4 is required to be completed prior to Item No. 1, 5 and 6 . All work requires Cooperative Agreements with the State . Funding requests for the proposals must be officially submitted and approved. . Municipal State Aid funds may be used in advance C .a v, ro ~~ ~a ~r'~ b v ~~ w'4 g `'~ i..~~ !7 .r @i C}~ ORDINANCE NO. 02-325 AN ORDINANCE PERMITTING CITY COUNCIL MEMBERS TO SERVE ON THE HUTCHINSON UTILITIES COMMISSION THE CTI'Y COUNCIL OF THE CITY OF HUTCHINSON ORDAINS: Section 1. Purpose. The growth of the City of Hutchinson, its infrastructure and municipal utilities have made it desirable for there to be a closer interaction between the Hutchinson City Council and Hutchinson Utilities Commission as it is beneficial to both of these bodies to share a common member to improve communication between them. City Council representation on municipal utility commissions is specifically authorized by Minnesota Statute 412.341 and has been approved of in various Minnesota Attorney General's opinions. Such representation is consistent with that of the governing boazd of Hutchinson Area Health Caze, which also has a City Counci] representative. Section 2. In recognition of Section 1 and the appointing powers granted to it by the Hutchinson City Charter, the City Council may appoint a City Council member or the Mayor to a position on the Hutchinson Utilities Commission. Section 3. A person appointed to the Hutchinson Utilities Commission pursuant to this ordinance shall serve the terms on the Utilities Commission as set out in the Hutchinson City Charter as long as that person is still on the Council or is Mayor only. The person so appointed shall be deemed to have resigned from the Utilities Commission at the end of their service as a councilperson or Mayor. Section 4. There shall be only one City Council member on the Hutchinson Utilities Commission at any one time. Section 5. This ordinance becomes effective from and after its passage and publication. Passed by the City Council of the City of This day of Signed Attest City Clerk • ~ C~~ Resolution No. 12072 A RESOLUTION AUTHLORIZING THE ACQUISITION OF PROPERTY FOR THE PURPOSE OF EXPANDING THE HUTCHINSON INDUSTRIAL PARK WHEREAS, the City Council has heretofore determined that the City of Hutchinson should acquire property to expand the Industrial Park; THEREFORE, BE TT RESOLVED BY THE CITY COUNCIL OF THE CTIY OF HU'I'CHINSON THAT: Acquisition by the City of the following described property is necessary for the purpose of expanding the Hutchinson Industrial Park: That part of Lot 7 of the Auditor's Plat of the West One Half of Section 5, Township 116 North, Range 29 West, according to the map on file and of record in the office of the County Recorder, McLeod County, Minnesota, lying north of the following descn~bed pazcel: Beginning at the northeast comer of Lot 8 of said Auditor's Plat; thence on an assumed bearing of South, along the east line of said Lot 8 a distance of 719.75 feet to the centerline of a township road; thence South 64 degrees 04 minutes East, along said centerline a distance of 1025.39 feet; thence North a distance of 1177.90 feet to a point bearing East from the point of beginning; thence West a distance of 922.13 feet to the point of beginning. AREA = 19.5 Acres (More or less) The City Attomey is authorized and directed on behalf of the City to acquire the real estate above described by the exercise of the power of eminent domain pursuant to Minnesota Statutes, Chapter 117, and is specifically authorized to notify the owners of intent to take possession pursuant to Minnesota Statutes, Section 117.042. The City Attorney is further authorized to take all actions necessary and desirable to carry out the purposes of this resolution. Adopted by the City Council this 26`~ day of November 2002. Mazlin Torgerson Mayor ATTEST: Gary D. Plotz City Administrator ~ CQ~ City of Hutchinson, Minnesota Pre Sale Report November 26, 2002 Proposed Issues: Purpose/Description: Term/Call Feature: $7,000,000 General Obligation Medical Facilities Bonds, Series 2002D $3,000,000 General Obligation Medical Facilities Bonds, Series 2003A On November 5, 2002 voters approved the issuance of $10,000,000 General Obligation Bonds for the expansion of and equipment for the Hutchinson Community Hospital. Principal payments would be scheduled for a period of twenty years split in two bond issues. The $7,000,000 bond issue would begin principal payments in 2012 and would be callable in 2011 for bonds maturing in 2012 and thereafter. The $3,000,000 bond issue would begin principal payments in 2004 ending 2012. These bonds would not be callable. This feature is recommended to increase marketability of bonds, which should help reduce interest wst. • Funding Sources: Total project costs are estimated at $13,000,000. The Hospital will use funds on hand to cover the difference between project costs and the bonds authorized by voters. These bonds are secured by the full faith and credit of the City. It is anticipated that debt service payments would be payable from proceeds of Hospital operations. The two bond issues will have combined debt payments of approximately $815,000 per year for total debt payments of about $2,300,000 per year. The Hospital has a history of having available approximately $4,800,000 per yeaz or about two times coverage. If for any reason the payments cannot be made by the Hospital, the City would be required to levy taxes to cover any difference between payments received and debt service requvements. Discussion Issues: The referendum authorized $10,000,000 in bonds. Federal regulations limit the amount of bank qualified bonds issued by a City to $10,000,000 per year. The City has already issued $2,150,000 G.O. Improvement Bonds, Series 2002A; $850,000 G.O. Sewer Revenue Bonds, Series 2002B; and $ I ,635,000 G.O. Improvement Refunding Bonds, Series 200X. Ifthe full amount ofbonds authorized is issued in this calendar year, the bonds would not receive bank qualification status. This status allows banks to deduct the interest on the bonds. Without this status the interest paid on the bonds is likely to be higher than with the bank qualification status. The exact amount of this difference would likely range from .OS% to . 15%. For this reason it is recommended that the Prepared by Ehlers & Associates, Inc. g~~~ • • bond issue be split with $7,000,000 issued and closed in 2002 and $3,000,000 issued in 2002 and closed in 2003. 2. It is anticipated that the City will be issuing more that $10,000,000 in bonds in 2003, primarily due [o Electric Utility financing. Therefore no City debt would qualify for bank qualification in 2003. Ehlers is recommending that the $3,000,000 portion for the Hutchinson Community Hospital be structured with shorter maturities (nine years). This structure reduces the impact (interest rates) of not qualifying for bank qualification. 3. The current bond market remains strong. If the market continues to hold it is expected that the net interest cost for these bonds would be about 4.00%. Schedule: Pre Sale Review: Distribute Official Statement: Conference with Rating Agency: Bond Sales: Estimated Closing Date (Series 2002D): Estimated Closing Date (Series 2003A): Sources and Uses of Funds: SOURCES: Par Amount of Bonds Planned Issuer Equity Contribution TOTAL SOURCES USES: Project Costs Discount Allowance Finance Related Expenses TOTAL USES November 26, 2002 November 29, 2002 Week of December 2, 2002 December 10, 2002 December 30, 2002 January 8, 2002 Series 2002D Series 2003A Bonds Bonds $7,000,000 $3,000,000 28,562 0 $ 7.028.562 $ 3.000.000 $6,914,562 $2,954,000 84,000 24,000 30,0(?0 22,000 7.028.562 3.000.000 Prepared by Ehlers & Associates, Inc. g~b~ • Attachments: Proposed Debt Service Schedules Bond Buyer Indcx Resolutions authorizing Ehlers to proceed with bond sale Ehlers Contacts: Financial Advisors: Steve Apfelbacher (651.697.8510); Jim Prosser (651.697.8503) Bond Analysts: Sandy Ludford (651.697.8532) Bond Sale Coordinator: Connie Kuck (651.697.8527) The Official Statement far this financing will be mailed to the Council Members at their home address for review prior to the sale date. • Prepared by Ehlers & Associates, Inc. ~~~~ • City of Hutchinson, MN $7,000,000 G.O. l~fospitaf Bonds, Series December 30, 2002 DE BT SERVICE SCHEDULE Oale Pmcipal Coupon InlaraY Total PH FlSCAL TDTAL 12!30/2002 - - - Bro12003 - 221,766.33 221,768.33 - 2ro12004 - - 189,18823 189,168.25 410,854.58 8101@004 - - 189,18815 169.16815 - 2/01rz005 - - 189,188.25 189,18815 376,372.50 8ro1/2005 - - 189,16815 189,18815 - 2/01rz006 - - 189,188.26 169,18613 378,372.50 8!0112008 - - 169,188.23 189,18615 - 2/01/2007 - - 169,168.25 189,18815 378,372.50 8/0112007 - - 189,186.25 168,18815 - 2/01rz008 - - 169,188.25 189,188.25 376,372.50 8/01/2008 - - 169,186.25 189,186.25 - 2/012009 - - 189,168.25 189,16815 378,372.50 8/D1/2009 - - 189,188.23 189,168.25 - 2l01/2010 - - 189,168.25 189,188.2b 378.372.50 8lO1I2D10 - - 189,166.25 189,168.25 - 2/01I2011 - - 189,166.25 189,186.25 378.372.50 6/0112011 - - 189,16815 169,168.25 - 2/01/2012 345,0[N1.00 4.75074 189,188.25 574,166.25 723.372.50 810112012 - - 180,992.50 180,99250 - 2/01rz013 465.000.00 4-900% 180,992.50 645.992.50 826,965.00 6/01/2013 - - 189,800.00 189,800.00 - 2/01rz014 485,000.00 5.00074 169,800.00 654,600.00 821,200.00 8ro12014 - - 157,475.00 157,475.00 - 2ro1rz015 510,000.00 5.150% 157,475.00 867,475.00 824,950.00 8101!2015 - - 1M,312.50 144,312.50 - 2ro1/2018 535.000.00 5.250% 144,342.50 879.312.50 827,663.00 BI01rz016 - - 130,286.75 130,298.75 - 2ro1rz017 565000.00 5.35071 130,298.75 695.296.75 825,587.50 Bro12017 - - 115.165-DO 115.165.00 - 2rot2016 595,000.00 5.45071 115.185.00 710,163.D0 625,370.00 8ro12018 - - 88,971.25 88.971.25 - 2ro12019 625,000.00 5.55096 98,971.25 723,971.25 822,942.50 81012019 - - 81,827.50 61,827.50 - 2ro12020 660,000.DO 5.800% 81,627.50 711,827.50 823,255.00 Bro1rz020 - - 63,14Z5o 63,717.50 - 2/012021 700,000.00 5.65096 63,147.60 763,147.50 828,295.00 8ro1rz021 - 13,372.50 13,372.50 - 2ro112022 735,000,00 5.700% 13,372.50 778,372.60 -621,745.00 6/012022 - - 22.425.00 22 425.00 - 2ro12020 760.000.00 5.750% 22.425-00 802,425.00 824,850.00 Total 7,000,000.00 - 5,852,809-58 12,852,809.58 - YIELD STATISTICS Bond Year t7ollsn .................................................................... ...................._............. 5108.987.78 Average Life .................._........_........................_............_..... ................................... 15164 Years Average Coupon .............._.................._.................,..._........ ..._............................. 5.4705404% Net Interest Coal (NIC)......_ ..............._................._............... ....__.....,._.................. 5.5490510% True Interest Coal (rlCl ...................._..................................... .............................,..... 3.5660020% Bond YreM la Arbitnaga Pinsaa.......~ .................................. ................................... 52590865% All Indusive Cosl (AIC)-........._....._ ....__ ................_........_.... .......-........................... 5.6109035% IRS FORM 6038 Net Intareat Coa ...................................................................... .................._.........,..... 5.4706404% Weigftted Average MeturilY .................................................... ..._.,,........................... 1518.1 Yeah • Ehlers d Assoa'Mes, Inc SF-Ser 02 GO Hosptl 10, 00d(level 331M uphonl.Sar 02 GO Hoeptl S7, OOOK Leaders in PuhGC Finance since 1955 11/19!1002 12:21 PM ~~~~ • • City of Hutchinson, MN $3, 000,000 G.O. Hospital Bonds, Series January 8, 2003 DEBT SERVICE SCHEDULE Date PrinGpal Coupon Interest Total P+I FISCAL TOTAL 1!08/2003 - - _ - - BI01/2003 - - 65,375.87 85,375.87 - 2/01/2004 285,000-00 2.450% 57,968.75 342,968.75 406,344,82 8/01/2004 - - 5.1.477.50 54,477.50 - 2/01/2005 335,000.00 2.900% 54,477.50 389,477.50 443,955.00 6/01!2005 - - 49,620.00 49,620.00 - 2/01/2006 345,000-00 3400% 49,620.00 394,620.00 4M,240.00 8/01/2008 - - 43,755.00 43,755.00 - 2101l2007 360,000.00 3.750% 43,755.00 403,755.00 447,510.00 8/012007 - - 37,005.00 37,005.00 - 2/01J2008 370.000.00 4.050% 37,005.00 407,005.00 444,010.00 8/01/2008 - - 29,512.50 29,512.50 - 2J01l2009 385,000.00 4.300% 28,512.50 414,512.50 441,025.00 8!01!2009 - - 21,235.00 21,235.00 - 2/01/2010 405,000-00 a_550% 21,235.00 426,235.00 447,470.00 8!01/2010 - - 12,021.25 12,021.25 - 2/01/2011 420,000.00 4.650% 12,021.25 432,021.25 444,042.50 0/0112071 - - 2,258.25 2,268.25 - 2/012012 95,000.00 4.750% 2,256.25 97,258.25 99,512.50 Total 3,000,000.00 - 823,109.62 3,623,109.82 - YIELD STATISTICS Bond Year Dollars ..................._-. Average L'Be ................_.__.......... Average Coupon.._.._ .................. Net Interest Cost (NIC) ................. True Interest Cost (TIC)....._..___. Bord Yield !or Arb6roge Purposes All Inclusive Coal (AIC) ................. ......................... E74.831.67 ....................._... 4.9M Years ......................... 4.2012111% .................................. 4.38302 70% ................................. 4.3638119% ................................. 5.2600498% ................................. 4.5347854% IRS FORM 8038 Net Interest Cost ................................_.......,..................._.............. Weghted Average Maturity ..............._.._..__............._.................... ............................. 4.2012111% ............................. 4.944 Vears Ehlers 8 Associates, Ix. 'UTCHlNSON HOSPTL. SF-Ser 02 GO Hosptl f0, 0001( lave! 3MM uolronl-Ser 02 GO HospfJ S3, OOOK Leaders in Public Finance since 7955 11/ta2002 11.'57 AM _ _ _ _---- - ~~b~ • • ~^ Prepared by Ehlers Associates, Inc. 11 /20/2002 • INDEX ~ JMo20yrboxes Chart 11 ~ EH~,E,R,s TWENTY-YEAR B OND BUYER Resolution No. 12078 Council Member inVOduced the following resolution and moved its adoption: Resolution Providlrtg for the Sak of $7,000,000 General Obligation Medical Facilities Bonds, Series 2002D A. WHEREAS, the City Council of the City of Hutchinson, Minnesota, has heretofore determined that it is necessary and expedient to issue the Cites $7,OOQ000 General Obligation Medical Facilities Bonds, Series 2002D (the "Bonds"), to provide for the expansion of and equipment for the Hutchinson Community Hospital; and B. WHEREAS, the City has retained Ehlers & Associates, Inc., in Roseville, Minnesota ("Ehlers"), as its independent financial advisor for the Bonds and is therefore authorized to solicit proposals in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); NOW, THEREFORE, BE IT RESOLVED by the City Council of Hutchinson, Minnesota, as follows: I . Authorization: Findines. The City Council hereby authorizes Ehlers to solicit proposals for the sale ofthe Bonds. • 2. Meeting: Proposal Opening. The City Council shall meet at 5:30 P.M. on December lQ 2002 for the purpose of considering sealed proposals for and awarding the sale of the Bonds. 3. Official Statement. In connection with said sale, the officers or employees of the City are hereby authorized to cooperate with Ehlers and participate in the preparation of an official statement for the Bonds and to execute and deliver it on behalf of the City upon its completion. The motion for the adoption of the foregoing resolution was duly seconded by Council Member and, after full discussion thereof and upon a vote being taken thereon, the following Council Members voted in favor thereof: and the following voted against the same: Whereupon said resolution was declared duly passed and adopted. Dated this 26th day of November, 2002. City Administrator • _ __ _ ~ - - - --- g Council Member Resolution No. 12079 introduced the following resolution and moved its adoption: Resolution Providlog for the Sale of 53,000,000 General Obligation Medical Facilities Bonds, Series 2003A A. WHEREAS, the City Council of the City of Hutchinson, Minnesota, has heretofore determirted that it is necessary and expedient to issue the C itys $3,000,000 General Obligation Medical Facilities Bonds, Series 2003A (the "Bonds"), to provide for the expansion of and equipment for the Hutchinson Community Hospital; and B. WHEREAS, the City has retained Ehlers & Associates, inc., in Roseville, Minnesota ("Ehlers"), as its independent financial advisor for the Bonds and is therefore authorized to solicit proposals in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); NOW, THEREFORE, BE IT RESOLVED by the City Council of Hutchinson, Minnesota, as follows: l . Authorization: Findings. The Ciry Council hereby authorizes Ehlers to solicit proposals for the sale of the Bonds. 2. Meetine: Proposal Opening. The City Council shall meet at 5:30 P.M. on December l0, 2002 for the purpose of considering sealed proposals for and awazdmg the sale of the Bottds. 3. Official Statement. In connection with said sale, the officers or employees of the City are hereby authorized to cooperate with Ehlers and participate in the prepazation of an official statement for the Bonds and to execute and deliver it on behalf of the City upon its completion. The motion for the adoption of the Foregoing resolution was duly seconded by Council Member and, after full discussion thereof and upon a vote being taken thereon, the following Council Members voted in favor thereof: and the following voted against the same: Whereupon said resolution was declared duly passed and adopted. Dated this 26th day of November, 2002. Administrator ----.--- -- - -- g~~~ ~ CITY OF HUTCHINSON MEMO Finance Department November 22, 2002 TO: MAYOR & CITY COUNCIL FROM: REN MERRILL, FINANC$ DIRECTOR SUBJECT: CITY COUNCIL BUDGET WORKSHOP It would be requested for the City Council to set a budget workshop beginning at 4 p.m. on Tuesday, December 10, 2002. H:\DOC\City council memo l.doc I • ~C~~ R55APPYRV CITY OF HUTCHINSON By Check Number AP Payment Register with Voids Checks Check Dates 11/13/2002 - Ck Date Type Check # Vendor Name Amount 1 111 312 002 PK 113641 101869 HUTCHINSON, CITY OF 767.50 11/13/2002 PK 113642 101869 HUTCHINSON, CITY OF 1,168.62 1 1 /1 312 00 2 PK 113643 102627 UNIVERSITY OF MINNESOTA 175.00 2,111.12 Account Number 2,111.12 IMMEDIATE PAYS ~~ R55APPYRV CITY OF HUTCHINSON B Check Number AP Pa ent R ister with Volda Check Dates 11/19/2002 - Ck Date T Check # Vendor Name Amount 11/19/2002 PK 113644 102227 COLLINS BROTHERS 129.60 11/19/2002 PK 113645 101874 GRIGGS & COOPER 8 CO 128.40 11/19/2002 PK 113646 101869 HUTCHINSON, CITY OF 594.00 1 111 9/2 0 02 PK 113647 101869 HUTCHINSON, CITY OF 145.00 11/19/2002 PK 113648 103099 HUTCHINSON, CITY OF 656.51 11/19/2002 11/19/2002 PK PK 113649 113650 102573 102675 MCLEOD COOP POWER MILLER, SEDONA 1,002.06 121.03 1 1 /1 912 002 PK 113651 102669 MINNESOTA DEPT OF PUBLIC SAFET 20.00 11/19/2002 PK 113652 104378 PRIMROSE OIL CO 1,226.81 11/19/2002 PK 113653 102052 QUALITY WINE & SPIRITS CO. 13,522.79 11/19/2002 11/19/2002 PK PK 113854 113655 103832 101876 RCH INC AETNA VARIABLE LIFE ASS. CO. 9,639.99 780.00 11/19/2002 PK 113656 101919 AMERICAN FAMILY INS CO. 106.14 11/19/2002 PK 113657 101875 GREAT WEST LIFE INS. CO. 300.00 11/19/2002 PK 113658 101872 H.R.L.A.P.R. 232.91 11/19/2002 PK 113659 102633 HUTCHINSON, CITY OF 5,611.26 11/19/2002 PK 113660 102635 HUTCHINSON, CITY OF 503.93 11/19/2002 PK 113661 101873 ICMA RETIREMENT TRUST 2,ggl.gg 11/19/2002 PK 113662 102449 MINNESOTA CHILD SUPPORT PAYMEN 499.19 11/19/2002 PK 113663 101914 NCPERS LIFE INS. 552.00 11/19/2002 PK 113684 101877 PRUDENTIAL 75.00 11/19/2002 PK 113865 102096 PRUDENTIAL MUTUAL FUNDS 30.00 38 858 31 , . 38,858.31 IMMEDIATE PAYS • R55APPYRV CITY OF HUTCHINSON By Check Number AP Payment Register with Vokls Check Dates 11/21/2002 - Ck Date Type Check # Vendor Name Amount 11/21!2002 PK 113666 102489 MCLEODCOUNTYCOURTADMINISTRA 136,500.00 136,500.00 Account Number 136,500.00 IlVIl~~DIAT~ PAYS ELECTRONIC FUNDS TRANSFERS 11/26/02 WATER/SEWER MN DEPT OF REVENUE-USE TAX GENERAL NIN DEPT OF REVENUE-SALES TAX H.A.T.S MN DEPT OF REVENUE-FUEL TAX MN DEPT OF REVENUE-SALES TAX LIQUOR MN DEPT OF REVENUE-SALES TAX 8,026.81 693.62 907.00 138.57 23,612.00 • • • • R55APPYRV CITY OF HUTCHINSON B Check Number AP Pa ent Re ister with Voids Check Dat 11/26/2002 - Ck Date T Check # Vendor Name Amount 1 1 /2 612 002 PK 113667 ' 102126 ACE HARDWARE 379.45 11/26/2002 PK 113668 115409 ALLIANCE TITLE CO 8 THE SIGNS 2,000.00 11/26/2002 PK 113669 115410 AMERICAN FAMILY R MIES & THE S 2,000.00 11/26/2002 PK 113670 102943 BAUERLY COMPANIES 477.65 11/26/2002 PK 113671 101925 BECKER ARENA PRODUCTS 965.27 11/26/2002 PK 113672 102039 BENNETT OFFICE TECHNOLOGIES 110.50 11/26/2002 PK 113673 102255 BERKLEY RISK SERVICES 800.00 11/26/2002 PK 113674 101916 BERNICK COMPANIES, THE 141.00 1 1 12 6/2 002 PK 113675 115407 BRADFORD LAW OFFICE & THE SIGN 2,000.00 11/26/2002 PK 113676 103349 BRANDY GARMET LETTERING 630.54 11/26/2002 PK 113677 102752 BRAUN INTERTEC CORP 1,990.00 11/26/2002 PK 113678 103018 BROWN, JANET 50.00 11/26/2002 PK 113679 102049 BRYAN ROCK PRODUCTS 4,513.76 11/26/2002 PK 113680 102456 C & L DISTRIBUTING 29,634.67 11/26/2002 PK 113681 102086 CADD/ENGINEERING SUPPLY 62.66 11/26/2002 PK 113682 102117 CAROUEST AUTO PARTS 24.67 11/26/2002 PK 113683 110099 CARVER COUNTY COURT ADMIN 185.00 11/26/2002 PK 113684 103014 CDI OFFICE PRODUCTS LTD 151.50 11/26/2002 PK 113685 104391 CENTRAL HYDRAULICS 695.41 11/26/2002 PK 113686 102253 CENTFIAL MCGOWAN 166.20 11/26/2002 PK 113687 103857 CHEMSW 199.00 11/26/2002 PK 113688 105318 CINTAS 219.34 11/26/2002 PK 113689 102179 CLAREYS SAFETY EQUIP 292.67 11/26/2002 PK 113690 102227 COLLINS BROTHERS 515.53 11/26/2002 PK 113691 105295 COLORLYNE DIRECTORIES OF MN 741.00 11/26/2002 PK 113692 102048 CONTINENTAL RESEARCH CORP 218.07 11/26/2002 PK 113693 114585 COPYMED INC 37.36 11/26/2002 PK 113694 102484 CORPORATE EXPRESS 157.13 11/26/2002 PK 113695 103682 COUNTRY DINER CATERING INC. 175.73 11/26/2002 PK 113696 104580 COUNTY NEWS 209.99 11/26/2002 PK 113697 102050 CROW RIVER AUTO 1 011.76 11/26/2002 PK 113698 102289 CROW RIVER GLASS 164.71 11/26/2002 PK 113699 102220 CROW RIVER PRESS INC 330.76 11/26/2002 PK 113700 102121 CROW RIVER VET CLINIC 1,103.50 11/26/2002 PK 113701 110605 CUNNINGHAM ADVERTISING INC 225.00 11/26/2002 PK 113702 101864 DAAK REFRIGERATION 48.00 11/26/2002 PK 113703 108869 DAHLGREN SHARDLOW & UBAN 807.89 11/26/2002 PK 113704 102249 DATASTREAM 1 011.99 11/26/2002 PK 113705 115387 DAVE 8 BETTY TRI-MINNICK'S CLE 749.54 11/26/2002 PK 113706 102488 DAY DISTRIBUTING 3,029.45 11/26/2002 PK 113707 102698 DEVRIES, RANDY 25.00 11/26/2002 PK 113708 105182 DOBRATZ, CHRIS 323.33 11/26/2002 PK 113709 115285 DON STEVENS INC 414.31 11!26/2002 PK 113710 102450 DOSTAL ELECTRONIC'S CENTER 328.55 11/26/2002 PK 113711 102275 DPC INDUSTRIES INC 379.01 11/26/2002 PK 113712 102343 E R T CONTRACTING 585.00 11/26/2002 PK 113713 115413 E-Z SHARP INC 264.69 11/26/2002 PK 113714 102726 ECOLAB PEST ELIM 42.60 11/26/2002 PK 113715 103001 EDAM 175.00 11/26/2002 PK 113716 115386 EGE, DUANE 163.26 11/26/2002 PK 113717 102356 ELECTRO WATCHMAN 1,040.51 11/26/2D02 PK 113718 102184 ELECTRONIC SERVICING 324.46 11/26/2002 PK 113719 105535 ELEMENT K JOURNALS 134.00 11/26/2002 PK 113720 103355 FAITH LUTHERAN CHURCH 89.75 11/26/2002 PK 113721 102223 FARM-RITE EQUIPMENT 3,307.89 11/26/2002 PK 113722 .104137 FASTENAL COMPANY 277.66 11/26/2002 PK 113723 101955 FEDEX 57.17 11/26/2002 PK 113724 102094 FfSHER SCIENTIFIC 61.99 11/26/2002 PK 113725 102417 FLEX COMPENSATION INC. 50.00 11/26/2002 PK 113726 115402 FOUR POINTS SHERATON 311.88 11/26/2002 PK 113727 115315 FREEMONTAPARTMENTS 389.31 11/26/2002 PK 113728 102443 FRONTLINE PLUS FIRE & RESCUE 102.18 11/26/2002 P7C 113729 102526 G & K SERVICES 31.95 11/26/2002 PK 113730 101945 GALL'S INC 232.12 11/26/2002 PK 113731 104653 GARD SPECIALISTS 233.86 11/26/2002 PK 113732 103340 GEBfLECTRICAL INC 546.50 11/26/2002 PK 113733 105021 GENERAL TRADING CO 43.88 11/26/2002 PK 113734 109726 GLENCOE-HUTCH AGRONOMYJN 3,709.26 11/26/2002 PK 113735 105684 GN NETCOM INC 115.78 11/26/2002 PK 113736 109369 GOLDEN WEST INDUSTRIAL SUPPLY 286.49 11/26/2002 PK 113737 102525 GOPHER STATE ONE-CALL INC 244.90 11/26/2002 PK 113738 102087 GRAINGER PARTS OPERATIONS 246.47 11/26/2002 PK 113739 101874 GRIGGS & COOPER & CO 8,746.19 11/26/2002 PK 113740 110D31 GRISWOLD, SARA 60.00 11/26/2002 PK 113741 102025 H&L MESABI 574.79 11/26/2002 PK 113742 115319 HAHN, SHIRLEY 18.00 11/26/2002 PK 113743 102451 HANSEN DIST OF SLEEPY EYE 2,095.50 11/26/2002 PK 113744 102089 HANSEN GRAVEL 469.12 11/26/2002 PK 113745 103013 HAROLD SANDGREN ICE SERV 50.00 11/26/2002 PK 113746 109799 HARRIS COMPANIES 2,024.83 11/26/2002 PK 113747 102401 HART'S AUTO SUPPLY 75.87 11/26/2002 PK 113748 105493 HEARTLAND TIRE & SERVICE 199.11 11/26/2002 PK 113749 104811 HEINRICH, TRAVIS 100.00 11/26/2002 PK 11375D 102246 HENNEPIN TECHNICAL COLLEGE 375.00 11!26/2002 PK 113751 101915 HERMEL WHOLESALE 140.88 11/26/2002 PK 113752 102518 HILLYARD FLOOR CARE/HUTCHINSO 1,460.17 11/26/2002 PK 113753 111035 HOISINGTON KOEGLER GROUP INC 10,455.24 11/26/2002 PK 113754 102119 HOLT MOTORS INC 95.80 11/26/2002 PK 113755 114928 HOLT TOURS 1,652.00 11/26/2002 PK 113756 102770 HUTCH SEW & VAC 5.00 11/26/2002 PK 113757 102319 HUTCHINSON AREA HEALTH CARE 1,549.55 11/26/2002 PK 113758 108389 HUTCHINSON AUTO CENTER 77.20 11/26/2002 PK 113759 105329 HUTCHINSON BUMPER TO BUMPER 249.14 11/26/2002 PK 113760 115408 HUTCHINSON CHIROPRACTIC & SIGN 2,000.00 11/26/2002 PK 113761 102530 HUTCHINSON CO-OP 1,339.29 11/26/2002 PK 113762 102545 HUTCHINSON FIRE & SAFETY 158.53 11/26/2002 PK 113763 102538 HUTCHINSON MEDICAL CENTER 213.00 11/26/2002 PK 113764 102540 HUTCHINSON PLUMBING & HEATING 425.00 11/26/2002 PK 113765 102541 HUTCHINSON TELEPHONE CO 1098.43 11!26/2002 PK 113766 102542 HUTCHINSON UTILITIES 135.26 • • u • 11/26/2002 PK 113767 105161 HUTCHINSON UTILITIES 22,575.58 11/26/2002 PK 113768 102543 HUTCHINSON WHOLESALE 2,134.80 11/26/2002 PK 113769 101869 HUTCHINSON,CITYOF 708.50 11/26/2002 PK 113770 101869 HUTCHINSON, CITY OF 154.50 11/26/2002 PK 113771 102072 HUTCHINSON, CITY OF 24,564.00 11/26/2002 PK 113772 102988 HUTCHINSON, CITY OF 328,500.00 11/26/2002 PK 113773 103099 HUTCHINSON, CITY OF 37.44 11/26/2002 PK 113774 103246 HUTCHINSON, CITY OF 11,816.00 11/26/2002 PK 113775 110991 HUTCHINSON, CITY OF 120,000.00 11/26/2002 PK 113776 115385 HUTCHINSON, CITY OF & DEB KALE 11,941.29 11/26/2002 PK 113777 115406 IFP TEST SERVICES INC 350.00 11/26/2002 PK 113778 103520 INTERSTATE BATTERIES 414.60 11/26/2002 PK 113779 102062 JACK'S UNIFORMS & EQUIPMENT 851.60 11/26/2002 PK 113780 102208 JEFF'S ELECTRIC 2,801.63 11/26/2002 PK 113781 102554 JERABEK MACHINE SERV 1.63 11/26/2002 PK 113782 104564 JLR GARAGE DOOR SERVICE 250.00 11/26/2002 PK 113783 .111450 JOECKS, VIRGENE 33.31 11/26/2002 PK 113784 102556 JOES SPORT SHOP 18.00 11/26/2002 PK 113785 101938 JOHNSON BROTHERS LIQUOR CO. 19,537.17 11/26/2002 PK 113786 102346 JOHNSON, LEONARD G. 812.76 11/26/2002 PK 113787 110507 JUNGCLAUS IMPLEMENT INC 1,348.33 11/26/2002 PK 113788 102555 JUUL CONTRACTING CO 1,827.00 11/26/2002 PK 113789 102555 JUUL CONTRACTING CO 112.00 11/26/2002 PK 113790 102555 JUUL CONTRACTING CO 1,845.50 11/26/2D02 PK 113791 102555 JUUL CONTRACTING CO 1,145.00 11/26/2002 PK 113792 102555 JUUL CONTRACTING CO 290.00 11/26/2002 PK 113793 102986 KARP RADIO 536.00 11/26/2002 PK 113794 103671 KARSTENS, IDA 18.00 11/26/2002 PK 113795 115382 KATZENMEYER, KIM 31.00 1 112 6/2 0 0 2 PK 113796 102558 KDUZ 100.00 11/26/2002 PK 113797 115384 KLIEMPKEN, CAROL 20.00 11/26/2002 PK 113798 103140 KMAC 3,250.00 11/26/2002 PK 113799 104413 KRIS ENGINEERING 1,544.89 11/26/2002 PK 113800 102561 L & P SUPPLY CO 15.00 11/26/2002 PK 113801 101946 LAB SAFETY SUPPLY INC 170.22 11/26/2002 PK 113802 115238 LANDFAIR, JOLENE 18.00 11/26!2002 PK 113803 105525 LANO EQUIPMENT OF NORWOOD 49.59 11/26/2002 PK 113804 101974 LENNEMAN BEVERAGE DIST. INC 4,046.15 11/26/2002 PK 113805 101984 LOCHER BROTHERS INC 16,120.55 11/26/2002 PK 11380fi 102564 LOGIS 16,901.27 11/26/2002 PK 113807 102571 MACQUEEN EQUIP INC 41.32 11/26/2002 PK 113808 114698 MAGNEY CONSTRUCTION INC 48,582.05 11/26!2002 PK 113809 114781 MAIERS, KRISTINE 10.00 11/26/2002 PK 113810 105140 MARSHALL CONCRETE PRODUCTS 12.79 11/26/2002 PK 113811 110588 MCLAIN, LOUIS 31.00 11/26/2002 PK 113812 102573 MCLEOD COOP POWER 5,612.69 11/26!2002 PK 113813 102489 MCLEOD COUNTY COURT ADMINIST 850.00 11/26/2002 PK 113814 101828 MCLEOD COUNTY HIGHWAY DEPT. 1,175.80 11/26/2002 PK 113815 102158 MCLEOD COUNTY TITLE 65.00 11/26/2002 PK 113816 102787 MCLEOD COUNTY TREASURER 441.50 11/26/2002 PK 113817 102787 MCLEOD COUNTY TREASURER 49.85 11/26/2002 PK 113818 105093 MEEKER COUNTY COURT ADMINISTR 145.00 11/26/2002 PK 113819 102574 MEEKER WASHED SAND & GRAVEL 810.68 11/26/2002 PK 113820 112400 MENARDS - HUTCHINSON 1,338.03 11/26/2002 PK 113821 102131 METRO ATHLETIC SUPPLY 181.11 11/26!2002 PK 113822 115411 MEYER, LORRAINE & CARAWAY ROO 15,325.00 11/26/2002 PK 113823 105304 MIDWESTANALYTICALSERVICES 259.00 11/26/2002 PK 113824 115404 MIDWEST PERLITE INC 176.40 11/26/2002 PK 113825 109387 MIDWEST PLAYSCAPES INC. 1,725.30 11/26/2002 PK 113826 105682 MIDWEST TELETRON INC 80.94 11/26/2002 PK 113827 102425 MIDWEST WIRELESS COMM. 1,441.15 11/26/2002 PK 113828 104957 MIKECHAVESTRUCKING 1,360.00 11/26/2002 PK 113829 102575 MINI BIFF 79.88 11/26/2002 PK 113830 105274 MINN BLUE DIGITAL IMAGING 56.82 11/26/2002 PK 113831 102101 MINNCOMM PAGING 41.71 11/26/2002 PK 113832 103256 MINNEAPOLIS COMMUNITY COLLEGE 600.00 11/26/2002 PK 113833 102578 MINNESOTA CHIEFS OF POLICE 40.55 11/26/2002 PK 113834 102953 MINNESOTA CITY/COUNTY MANAGEM 80.00 11/26/2002 PK 113835 108770 MINNESOTA DEPT OF ADMIN INTERT 37.00 11/26/2002 PK 113836 101992 MINNESOTA DEPT OF HEALTH 100.00 11/26/2002 PK 113837 102582 MINNESOTA ELEVATOR INC 81.18 11/26/2002 PK 113838 112260 MINNESOTA GREEN EXPO 140.00 11/26/2002 PK 113839 102756 MINNESOTA SHERIFF 35.00 11/26/2002 PK 113840 105157 MINNESOTA SHREDDING 109.90 11/26/2002 PK 113841 102583 MINNESOTA VALLEY TESTING LAB 291.50 1 1 /2 612 00 2 PK 113842 104583 MOBILE VISION INC 68.16 11/26/2002 PK 113843 103991 MOORE, ANDREA 18.00 11/26/2002 PK 113844 114899 MOORE, JENNIFER 20.00 11/26/2002 PK 113845 115321 MDSE, WILLIAM G 240.00 11/26/2002 PK 113846 115318 MUELLERLEILE, CHERYL 18.00 11/26/2002 PK 113847 102650 NCL 1,628.59 11/26/2002 PK 113848 110186 NIELSEN, TRACY 20.00 11/26!2002 PK 113849 102591 NORTHERN STATES SUPPLY INC 145.92 11/26/2002 PK 113850 112503 NORTHLAND PALLET INC 1,716.00 11/26/2002 PK 113851 112505 NOTERMANN, SHERRI 18.00 11/26/2002 PK 113852 105576 NRG PROCESSING SOLUTIONS LLC 1,565.55 11/26/2002 PK 113853 102490 OFFICEMAX CREDIT PLAN 330.88 11/26/2002 PK 113854 102745 OLD LOG THEATRE 23.75 11/26/2002 PK 113855 115388 PAUL'S CANVAS & UPHOLSTERY REP 37.78 11/26/2002 PK 113856 102187 PAUSTIS & SONS WINE CO 1,016.02 11/26/2002 PK 113857 112044 PEARCE, GREG 130.00 11/26/2002 PK 113858 102596 PETERSON BUS SERVICE 336.80 11/26/2002 PK 113859 101853 PHILLIPS WINE & SPIRITS 7,927.00 11/26/2002 PK 113860 102373 PINNACLE DISTRIBUTING 100.59 11/26/2002 PK 113861 102167 PITNEY BOW ES 1,458.00 11/26/2002 PK 113862 102597 PITNEY BOWES INC 304.00 11/26/2002 PK 113863 102445 POSTMASTER 540.00 11/26/2002 PK 113864 103605 PRECISION LINE BORING 699.15 11/26/2002 PK 113865 115412 PREMIER BUSINESS THEATER 500.00 11/26/2002 PK 113866 102493 PREMIER TECH PACKAGING 221.37 11/26/2002 PK 113867 114391 PRO AUTO & TRANSMISSION REPAIR 430.70 11/26/2002 PK 113868 102598 QUADE ELECTRIC 1,526.69 11/26/2002 PK 113869 102212 QUALITY FLOW SYSTEMS 2,693.14 11/26/2002 PK 113870 102052 QUALITY WINE & SPIRITS CO. 1,380.07 i • i 11/26/2002 PK 113871 102604 R & R SPECIALTIES INC 470.53 11/26/2002 PK 113872 102170 RAMBOW INC. 157.81 11/26/2002 PK 113873 102478 REINER CONTRACTING 340.00 11/26/2002 PK 113874 102951 REINER, MAUREEN 18.00 11/26/2002 PK 113875 104149 RIVER VALLEY TRUCK CENTERS 857.11 11/26/2002 PK 113876 102205 RJ TRANSFER 1,142.54 11/26/2002 PK 113877 115320 ROSENAU/SCHMIDT, JENNIFER 200.00 11/26/2002 PK 113878 113707 SAMPSON THOROUGHBRED FARMS 3,087.50 11/26/2002 PK 113879 102436 SARA LEE COFFEE & TEA 352.69 11/26/2002 PK 113880 115316 SCHIEBEL, BILL 15.00 11/26/2002 PK 113881 102606 SCHMELING OIL CO 220.56 11/26/2002 PK 113882 104182 SCHMELING, WENDY 36.00 1 1 /2 612 00 2 PK 113883 112401 SCHMIDT, COREY 230.00 11/26/2002 PK 113884 115405 SCOTT COUNTY NURSERY 2,800.00 11/26/2002 PK 113885 109801 SCOTT'S WINDOWS 69.23 11/26/2002 PK 113886 101881 SERVICEMASTER 6,115.79 11/26/2002 PK 113887 102637 SEVEN WEST WASH & DRY 519.05 11/26/2002 PK 113888 102605 SEWING BASKET 35.94 11/26/2002 PK 113889 102609 SHOPKO 142.97 11/26/2002 PK 113890 102610 SIMONSON LUMBER CO 164.89 11/26/2002 PK 113891 103363 ST. CLOUD RESTAURANT SUPPLY 268.27 11/26/2002 PK 113892 102747 ST. JOSEPH'S EQUIPMENT INC 2,483.19 11/26/2002 PK 113893 102612 STANDARD PRINTING 436.39 11/26/2002 PK 113894 115403 STOLTENOW, PETE 85.00 11/26/2002 Plt 113895 105681 STORAGE CENTER 69:00 11/26/2002 PK 113896 102617 STRETCHERS 144.70 11/26/2002 PK 113897 105708 SWANSON, DIANE 47.89 11/26/2002 PK 113898 102659 TEK MECHANICAL 3,034.80 11/26/2002 PK 113899 112809 TOWLE REAL ESTATE 8,160.36 11/26/2002 PK 113900 102620 TRI CO WATER 209.53 11/26/2002 PK 113901 102454 TRI-COUNTY BEVERAGE & SUPPLY 98.55 11/26/2002 PK 113902 102447 TRICOUNTY ELECTRIC MOTOR SERVI 802.54 11/26/2002 PK 113903 102619 TWO WAY COMM INC 485.59 11/26/2002 PK 113904 102623 UNIFORMS UNLIMITED 35.50 11/26/2002 PK 113905 102624 UNITED BUILDING CENTERS 420.49 11/26/2002 PK 113906 102627 UNIVERSITY OF MINNESOTA 50.00 11/26/2002 PK 113907 102627 UNIVERSITY OF MINNESOTA 25.00 11/26/2002 PK 113908 102627 UNIVERSITY OF MINNESOTA 124.00 11/26/2002 PK 113909 115389 US DISTRICT COURT CLERK 25.00 11/26/2002 PK 113910 102359 US FILTER DISTRIB GROUP 734.93 11/26/2002 PK 113911 103620 US FILTER/DAVIS PROCESS 8,530.65 11/26/2002 PK 113912 102069 VESSCO INC 133.75 11/26/2002 PK 113913 102132 VIKING COCA COLA 363.96 11/26/2002 PK 113914 115383 VILCHIS, PAMELA 35.00 11/26/2002 PK 113915 104306 VISU-SEWER CLEAN 8 SEAL 8 325.77 11/26/2002 PK 113916 104027 VULCAN INC 486.50 11/26/2002 PK 113917 102642 W. D. COOLING CLINIC 1,049.64 11/26/2002 PK 113918 115322 W.S. DARLEY & CO 198.81 11/26/2002 PK 113919 105122 WASTE MANAGEMENT 99.36 11/26/2002 PK 113920 101979 WASTEQUIP RAYFO INC. 739.00 11/26/2002 PK 113921 102164 WEGNER, NEIL 185.69 11/26/2002 PK 113922 102165 WELCOME NEIGHBOR 60.00 11/26/2002 PK 113923 115317 WHAYLEN, KIM 48.00 11/26/2002 PK 113924 114902 WHITE, JULIE 10.00 11/26/2002 PK 113925 104603 WINE MAKER 195.00 11/26/2002 PK 113926 102640 WM MUELLER 8 SONS 1,875.00 11/26/2002 PK 113927 115390 WOODS, CANDICE 273.67 11/26/2002 PK 113928 105354 WRIGHT COUNTY COURT ADMIN 95.00 1 1 /2 612 0 02 PK 113929 112411 WURZBERGER,TOM 125.64 11/26/2002 PK 113930 111195 YOUNG, ELSA 18.00 11/26/2002 PK 113931 111194 ZAJICEK, LORRAINE 18.00 11/26/2002 PK 113932 105571 ZEP MANUFACTURING CO 80.12 869,685.08