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cp08-26-2008 cAGENDA REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, AUGUST 26, 2008 1. CALL TO ORDER — 5:30 P.M. 2. INVOCATION — Rev. Rick Stapleton, Shalom Baptist Church 3. PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENTS 5. MINUTES (a) REGULAR MEETING OF AUGUST 12, 2008 Action - Motion to approve as presented 6. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. MOTOR VEHICLE MONTHLY REPORT FOR JULY 2008 2. PLANNING COMMISSION MINUTES FROM JULY 15, 2008 3. PLANNING, ZONING, BUILDING DEPARTMENT MONTLY REPORT FOR JULY 2008 • 4. CITY OF HUTCHINSON FINANCIAL REPORT FOR JULY 2008 5. CITY OF HUTCHINSON INVESTMENT REPORT FOR JULY 2008 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 13468 —RESOLUTION FOR PURCHASE (UNDERGROUND PIECING, TWO PAYLOADERS, BAG FILM, BIODIESEL) (c) PLANNING COMMISSION ITEMS 1. CONSIDERATION OF CONDITIONAL USE PERMIT REQUESTED BY RUNNINGS FARM AND FLEET TO ALLOW OUTDOOR DISPLAY AT 1090 HWY 15 SOUTH IN THE C -4 (FRINGE COMMERCIAL) DISTRICT WITH FAVORABLE PLANNING COMMISSION RECOMMENDATION (ADOPT RESOLUTION NO. 13467) (d) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Action — Motion to approve consent agenda 7. PUBLIC HEARINGS — 6:00 P.M. (a) REVIEW OF PROPOSED CITY OF HUTCHINSON 2009 BUDGET Action — (b) REVIEW OF PROPOSED REVISIONS TO HUTCHINSON CITY CHARTER • Action — 8. COMMUNICATIONS, REOUESTS AND PETITIONS CITY COUNCIL AGENDA — AUGUST 26, 2008 UNFINISHED BUSINESS NEW BUSINESS (a) POLICY GOVERNANCE POLICY DISCUSSION Action — Motion to reject — Motion to approve (b) CONSIDERATION FOR APPROVAL OF AUTHORIZATION TO ADVERTISE FOR VACANCY IN FINANCE DEPARTMENT Action — Motion to reject — Motion to approve (c) CONSIDERATION FOR APPROVAL OF REVISION TO POLICY NO. 1.11 — PURCHASING - PURCHASE ORDERS AND ORDINANCE NO. 08 -0509 — AN ORDINANCE AMENDING HUTCHINSON CITY ORDINANCE 30.30 CONCERNING PURCHASES BY THE CITY ADMINISTRATOR (WAIVE FIRST READING AND SET SECOND READING AND ADOPTION OF ORDINANCE NO. 08 -0509 FOR SEPTEMBER 10, 2008) Action — Motion to reject — Motion to approve (d) CONSIDERATION OF SETTING DATE FOR CANVASSING RESULTS FROM CITY PRIMARY ELECTION TO BE HELD ON SEPTEMBER 9. 2008 Action — Motion to reject — Motion to approve (e) CONSIDERATION FOR APPROVAL OF DESIGNATING COUNCIL MEMBERS TO ATTEND LOCAL • BOARD OF REVIEW TRAINING HELD BY THE MCLEOD COUNTY ASSESSOR Action — Motion to reject — Motion to approve (I) CLOSED SESSION PURSUANT TO MINNESOTA STATUTE 1313.05, SUBD. 3(C) TO DISCUSS PROPERTY ACQUISITION FOR THE NORTHEAST TRUNK STORM SEWER PHASE 3 PROJECT Action — Motion to reject — Motion to approve 11. MISCELLANEOUS 12. ADJOURN 40 MINUTES REGULAR MEETING — HUTCHINSON CITY COUNCIL TUESDAY, AUGUST 12, 2008 1. CALL TO ORDER — 5:30 P.M. Mayor Cook called the meeting to order. Members present were Bill Arndt, Casey Stotts and Jim Haugen. Council Member absent was Kay Peterson. Others present were Gary Plotz, City Administrator, Kent Exner, City Engineer, and Jody Winters, Assistant City Attorney. 2. INVOCATION —Rev. Rick Stapleton, Shalom Baptist Church, delivered the invocation. 3. PLEDGE OF ALLEGIANCE 4. PUBLIC COMMENTS 5. MINUTES (a) REGULAR MEETING OF JULY 22, 2008 (b) POLICY GOVERNANCE SESSION OF JULY 29, 2008 Motion by Arndt, second by Stotts, to approve the minutes as presented. Motion carried unanimously. 6. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. HUTCHINSON PUBLIC LIBRARY BOARD MEETING MINUTES FROM JUNE 23, 2008 is 2. HUTCHINSON FIRE DEPARTMENT MONTHLY REPORT FROM JULY 2008 (b) RESOLUTIONS AND ORDINANCES 1. RESOLUTION NO. 13464 - RESOLUTION APPOINTING ELECTION JUDGES FOR 2008 PRIMARY AND GENERAL ELECTIONS 2. RESOLUTION NO. 13465 -RESOLUTION AUTHORIZING GREATER MINNESOTA BUSINESS DEVELOPMENT PUBLIC INFRASTRUCTURE GRANT PROGRAM FOR HUTCHINSON ECONOMIC DEVELOPMENT AUTHORITY 3. RESOLUTION NO. 13466 —RESOLUTION FOR PURCHASE (PAVING, SCSI DRIVE LIBRARY, FORKLIFT, DUEL DRIVE, UNLEADED GASOLINE) (c) CONSIDERATION FOR APPROVAL OF IMPROVEMENT PROJECT CHANGE ORDERS - CHANGE ORDER NO. 1 — LETTING . NO. 4, PROJECT NO. 08 -04 (2008 PAVEMENT MANAGEMENT PROGRAM - PHASED - CHANGE ORDER NO. 4 — LETTING NO. 2, PROJECT N O. 07 -02 (CROW RIVER DAM) - CHANGE ORDER NO. 6 — LETTING NO. 4, PROJECT NO. 07 -04 (WASTEWATER TREATMENT FACILITY IMPROVEMENTS) (d) CONSIDERATION FOR APPROVAL OF ENGINEERING SERVICES AGREEMENT WITH SRF CONSULTING GROUP FOR FEASIBILITY STUDY OF WASHINGTON AVENUE AND ADAMS STREET (e) CONSIDERATION FOR APPROVAL OF PARTICIPATION IN THE MINNESOTA WATER AGENCY RESPONSE NETWORK (MnWARN) • (f) CONSIDERATION FOR APPROVAL OF TRANSIENT MERCHANT LICENSE FOR DEAN MAJOR TO OPERATE A SWEET CORN STAND AT 1200 HWY 15 SOUTH S (C;) CITY COUNCIL MINUTES — A UGUST 12, 2008 (g) CONSIDERATION FOR APPROVAL OF SHORT -TERM GAMBLING LICENSE FOR DUCKS UNLIMITED ON SEPTEMBER 10, 2008, AT HUTCHINSON EVENT CENTER • (h) APPOINTMENT OF ROGER VACEK TO HUTCHINSON PUBLIC LIBRARY BOARD TO APRIL 2009 (REPLACING ANN VANCE) (i) CONSIDERATION FOR APPROVAL OF 2008 HUTCHINSON JAYCEES HAUNTED HOUSE (j) CONSIDERATION FOR APPROVAL OF FORMALLY ACCEPTING 2007 FINANCIAL STATEMENT (k) CLAIMS, APPROPRIATIONS AND CONTRACT PAYMENTS Items 6(b)3, 6(c), 6(d), 6(e), and 6(i) were pulled for separate discussion. Motion by Haugen, second by Arndt, to approve consent agenda with the exception ofthe items noted above. Motion carried unanimously. Item 6(b)3 had further discussion. Mayor Cook questioned the purchase of the proposed fork lift for the Wastewater Treatment Facility. The mayor asked if other alternatives to the one being proposed could be considered and have this item lifted from the Resolution. Items to consider are electric vs. gasoline, new vs. used etc. John Olson, Public Works Manager, noted that staff is open to researching other alternatives. Motion by Arndt, second by Haugen, to approve Resolution for Purchase except for the purchase of the forklift. Motion carried unanimously. Item 6(c) had further discussion. Council Member Stotts noted that he had received a comment from an • individual in the construction industry. This individual commented that Hutchinson is known for approving change orders which in the end, jacks up the total cost of projects. Kent Exner City En gg veer, noted that projects can have multiple change orders, however city staff is very diligent in reviewing change orders and they are all publicly approved. Each change order follows a specific process and no business is conducted "on the side ". Motion by Stotts, second by Haugen, to approve Item 6(c). Motion carried unanimously. Item 6(d) had further discussion. Mayor Cook requested that cost estimates also include not having a roundabout as part of the feasibility study. Kent Exner, City Engineer, reviewed the key points of the feasibility study. ' Motion by Haugen, second by Arndt, to approve Item 6(d). Motion carried unanimously. Item 6(e) had further discussion. John Olson, Public Works Manager, explained that MnWARN is an organization that was put together by various cities who had seen serious emergencies with their water, wastewater and storm water utility services. The MnWARN program provides a framework for participants to provide mutual aid assistance to other agencies' services. There is no cost associated with being part of this program and basically works as mutual aid to other agencies. Motion by Arndt, second by Stotts, to approve Item 6(e). Motion carried unanimously. Item 6(i) had further discussion. Mayor Cook noted that a few small changes were made to the agreement from last year. One of those changes is an increased rental fee to $750 from $500. Mayor Cook noted that he had spoken with the Vice President of the Jaycees whom requested that a three -year cap be placed on the rental fee. Troy Scotting, Hutchinson Jaycees — 518 Juul Road SW, presented before the Council. Mr. Scoffing formally requested that the rental fee remain at $750 for the next three years. rc�) CITY COL:VCIL MINUTES — A UGUST 12, 2008 Motion by Arndt, second by Haugen, to approve Memorandum of Agreement between Hutchinson Jaycees and City of Hutchinson for the use of the fire training tower site for the haunted house, with a $750 rental fee • for the next three years, contingent on if the event is held. The Jaycees are not being held to holding the event for the next three years. Motion carried unanimously. 7. PUBLIC HEARINGS — 6:00 P.M. (a) CONSIDERATION FOR APPROVAL OF ISSUING ON -SALE INTOXICATING AND SUNDAY LIQUOR LICENSE TO ROBERT BARNARD DBA ZELLAS LOCATED AT 14 MAIN STREET SOUTH Motion by Stotts, second by Arndt, to close public hearing. Motion carried unanimously. Motion by Arndt, second by Stotts, with Haugen abstaining, to approve issuing on -sale intoxicating and Sunday liquor license to Robert Barnard dba Zellas located at 14 Main Street South. Motion carried unanimously. (b) HUTCHINSON DAM DOWNSTREAM RIFFLE NO. 1 I (LETTING NO. 16, PROJECT NO. 08 -20) - ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS AND ACCEPTING BID AND AWARDING CONTRACT Kent Exner, City Engineer, presented before the Council. Mr. Exner reviewed the project which consists of constructing a riffle immediately adjacent to Riffle No. 10. This will decrease the velocities of water. The low quote on this project is $9500. There are several unknowns associated with this work, thus additional costs beyond the original quote may arise. If so, the Council will be informed accordingly. Motion by Arndt, second by Haugen, to close public hearing. Motion carried unanimously. Motion by Arndt, second by Haugen, to order improvement, prepare plans and specifications, accept bid and award contract for Hutchinson Dam Downstream Riffle No. 11. Motion carried unanimously. (c) NORTHEAST TRUNK STORM SEWER PHASE 3 (LETTING NO. 3, PROJECT NO. 08 -03) - ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS, APPROVING PLANS AND SPECIFICATIONS,AND ORDERING ADVERTISEMENT FOR BIDS Kent Exner, City En &ineer, presented before the Council. Mr. Exner explained that this project consists of tying together the entire northeast trunk storm sewer. This phase is to construct a storm sewer improvement near the intersection of Trunk Highway 15 and North High Drive by construction of grading, trunk and lateral storm sewer, landscaping, restoration and appurtenances. Mr. Exner noted that the bid date may be delayed due to property acquisition negotiations are complete. Motion by Haugen, second by Arndt, to close public hearing. Motion carried unanimously. Mayor Cook noted that this project is being considered simply to keep the project moving along. Mayor Cook inquired as to whether or not it is a good idea to bid out a project with contingencies on it. Kent Exner noted that staff desires to wrap up property acquisition negotiations and then go out for bids. Mayor Cook noted he would feel more comfortable with approving plans and specifications and holding off on ordering advertisement for bids until the property acquisition is determined. Motion by Arndt, second by Stotts, to order improvement and approve plans and specifications for Northeast Trunk Storm Sewer Phase 3. Motion carried unanimously. (d) SOUTH GRADE ROAD TRAIL (LETTING NO. 7, PROJECT NO. 08 -07) - ORDERING IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS, APPROVING PLANS AND SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS Kent Exner, City Engineer, presented before the Council. Mr. Exner noted that this project includes • improving the South Grade Road SW trail from Bridgewater Estates Third Addition to School Road SW by construction of grading, aggregate base, storm sewer, bituminous paving, landscaping, restoration and appurtenances. This work will complete the trail aligmnent from Lakewood Drive SW to the existing School Road facilities. 5 cC�) CITY COUNCIL MINUTES — A UG UST 12, 2008 John Hassinger, 546 2n Avenue SW, presented before the Council. Mr. Hassinger noted that he is an avid • bicyclist and strongly supports the construction of the trail along South Grade Road. Joy Schmitz, 1155 West Shore Drive, presented before the Council. Ms. Schmitz noted statistics from safe bicycling for children. Ms. Schmitz noted that she would like to suppport this project, however wishes that it would include a linkage to the Island View Heights addition. Ms. Schmitz provided a petition which encourages the construction of a trail from Island View Heights to the South Grade Road trail up to School Road. The petition includes 57 signatures from households in the Island View Heights development. Scott Glaser, 785 Roberts Street SW, presented before the Council. Mr. Glaser noted that his household strongly supports this project as they do much bicycling to the east of their neighborhood. Motion by Stotts, second by Arndt, to close public hearing. Motion carried unanimously. Kent Exner, City Engineer, explained some opportunities that could be viable to construct a trail from Island View Heights to Lakewood Drive. Issues that need to be resolved include the bridge on South Grade Road in relationship to the county roadway. Mayor Cook suggested constructing a trail from the Island View Heights addition to the bridge and then reconncctin`g after the bridge to Lakewood Drive. Motion by Stotts, second by Haugen, to order improvement, approve plans and specifications and order advertisement for bids for South Grade Road Trail, along with directing staff to plan for construction a trail from the Island View Height addition to the South Grade Road trail next year. Motion carried unanimously. (e) CONSIDERATION FOR APPROVAL OF PROCEEDING WITH PROJECT PROCESS FOR LES KOUBA PARKWAY (LETTING NO. 17, PROJECT NO. 08 -22) Kent Exner, City Engineer, presented before the Council. Mr. Exner explained that staff has delineated City property in relationship to where Gopher Campfire's fencin& lies and both entities are comfortable with the • lines and have agreed on a few alterations when a new fence is put in. Cost estimates are currently $200,000 to build an upgraded gavel surface 30' wide on Les Kouba Parkway. Mr. Exner noted that the Resource Allocation Committee reviewed all projects and this project was not identified as a priority. Mr. Exner noted that in conversations with Gopher Campfire, they are seeking some protection from the City for the new fence that is put in. Mr. Exner noted that in order to help protect the fence, approximately $20,000 - $30,000 will be needed to build a buffer, place rocks, etc. to aid in protection. Motion by Arndt, second by Stotts, to close public hearing. Motion carried unanimously. Motion by Haugen, second by Stotts, to table this item indefinitely and schedule a workshop to discuss design of the area for September 23, 2008, at 4:00 p.m., inviting interested parties to attend. Motion carried unanimously. 8. COMMUNICATIONS, REQUESTS AND PETITIONS 9. UNFINISHED BUSINESS 10. NEW BUSINESS (a) CONSIDERATION FOR APPROVAL OF SETTING DATE FOR THE 2008 CITY RECOGNITION EVENT Brenda Ewing, Human Resources Director, presented before the Council. Ms. Ewing noted that historically the event has been held in September. Currently, September 4 and 11 are available at the Event Center. • Motion by Arndt, second by Haugen, to set 2008 Recognition Event for September 11, 2008, at 5:30 p.m. at the Event Center. Motion carried unanimously. El 6 (C�) CITY COUNCIL MINUTES — AUGUST 12, 2008 • (b) CONSIDERATION FOR APPROVAL OF SETTING BUDGET WORKSHOPS FOR AUGUST 19 AND AUGUST 26, 2008 Mayor Cook noted that a public hearing regarding the budget is set for August 26, 2008, at the City Council meeting. Motion by Haugen, second by Cook, to set budget workshops for August 19 and August 26, 2008, at 4:00 p.m. Motion carried unanimously. (c) CONSIDERATION FOR APPROVAL OF RESETTING SEPTEMBER 9, 2008, CITY COUNCIL MEETING DUE TO PRIMARY ELECTION Mayor Cook noted that due to the Primary Election, the Council meeting will need to be re -set on September 9.2008. Motion by Arndt, second by Stotts, to reset September 9, 2008, City Council meeting to September 10, 2008, at 5:30 p.m. Motion carried unanimously. (d) DISCUSSION AND REVIEW OF POLICY GOVERNANCE POLICIES Mayor Cook noted that a workshop was held on July 29, 2008, on the topic of policy governance. There are some outstanding policies that the Council needs to review and approve. These include policies related to communication and support to the Council agenda planning and the Chief Governance Officer's role. The Council reviewed Policy No. 2.8 of the Executive Limitations and 4.3 & 4.4 of Governance Process. Mayor Cook suggested section 2.8.10 be added to the Policy related to Communication and Support to the • Council as presented. Motion by Stotts, second by Cook, to approve Policy No. 2.8, which includes the proposed section of 2.8.10 Motion carried unanimously. Policy No. 4.3 was reviewed by the Council. Mayor Cook suggested revising 4.3.3 to allow a member of the public to submit an item to be placed on the agenda to the Mayor or City Administrator. Council Member Haugen suggested adding language to the policy that makes placing the item on the agenda the prerogative of the Mayor and/or City Administrator. Mayor Cook suggested adding the language "for consideration" by Mayor or City Administrator. The section will read: "A Council member, staff, or member of the public, may submit an item for consideration for Council discussion by... ". Motion by Haugen, second by Stotts, to approve Policy No. 4.3 with the revised language in 4.3.3. Motion carried unanimously. Policy No. 4.4 was reviewed by the Council. A recommendation was to change the term of Chief Governance Officer to the word Mayor. 4.4.2, suggested to include "City Charier" prior to Council policies. The section will read: "...that fall within the City Charter, topics covered by Council policies... '. Motion by Stotts, second by Cook, to approve Policy No. 4.4, with adding the language "City Charter" Motion carried unanimously. 11. MISCELLANEOUS Gary Plotz — Mr. Plotz noted that a financial consultant for Creekside for the past three years, Cam Rucks, passed away recently unexpectedly. • Mr. Plotz also noted that he visited Dick Kosek, employee of the City of Hutchinson who was recently injured on the job. Mr. Kosek is doing well and is recovering at a nursing home in Winthrop. 5 (0�) CITY COUNCIL MINUTES— AUGUSTI2, 2008 Mr. Plotz reminded the Council of upcoming events. • Kent Exner — Mr. Exner noted that it has been suggested to hold off on the Crow River Dam ceremonial event until the landscaping is completed and construction of Riffle No. 11. It has been suggested to hold the ceremonial event in Spring 2009 as compared to August 28, 2008, as currently set. The Crow River Dam ceremonial event will rescheduled to Spring 2009. Mr. Exner noted that the Hwy 15 Roundabout project is estimated to be completed by Labor Day weekend. Mayor Cook — Mayor Cook noted that staff has heard back from McLeod County, and unfortunately they are unable to contribute to the 2009 budget for dispatch services, however they would like to put together a group to discuss a possible contribution in 2010 and beyond. Mayor Cook and Casey Stotts will serve with this group. The Council also discussed the projects that were reviewed at today's workshop and a list that the mayor had put together. Council Member Haugen requested that the City's cost be associated with each project. The Council Members were asked to rank these projects and return their lists to Gary Plotz. 12. ADJOURN Motion by Arndt, second by Stotts, to adjourn at 7:35 p.m. Motion carved unanimously. • C 1 5 cc�) MOTOR VEHICLE MONTHLY SUMMARY • For the Month o£ July 2008 2007 2008 Net Revenue: $ 20254.50 $ 22143.03 Payroll Hours: Net Revenue per hours worked: Profits YTD: % Profit Margin YTD: 657.66 30.79 $ 21425.69 15% 653.32 33.90 $ 19372.79 14% Comments: • • fnCG) 1 MINUTES • HUTCHINSON PLANNING COMMISSION Tuesday, July 15, 2008 Hutchinson City Council Chambers CALL TO ORDER 5:30 P.M. The meeting was called to order by Chairman Lynn Otteson at 5:30 p.m. with the following members present: Christie Rock, Chris Kovacic, Jim Haugen, Mike Flaata, Farid Currimbhoy and Chairman Otteson. Absent: John Lofdahl Also present: Rebecca Bowers, Planning Director, Marc Sebora, City Attorney and Bonnie Baumetz, Planning Coordinator 2. PLEDGE OF ALLEGIANCE 3. CONSENT AGENDA a) Consideration of Minutes dated June 17, 2008. Mr. Flaata moved to approve the consent agenda as submitted. Seconded by Ms. Rock, the consent agenda was approved unanimously 4. PUBLIC HEARINGS • a) VARIANCE TO ALLOW A FRONT YARD SETBACK OF 25 FEET WHERE 30 FEET IS REQUIRED FOR A GARAGE ADDITION AT 515 LINCOLN AVE. S.W. REQUESTED BY MARLYN BACON Chairman Otteson opened the hearing at 5:38 p.m. with the reading of publication #7700 as published in the Hutchinson Leader on July 3, 2008. Ms. Bowers commented on the request for a variance to construct an addition to an existing one -stall garage 25 feet from the front property line. She explained the ordinance requires a 30 foot front yard setback. This is a corner lot and the zoning ordinance defines the lot front for a lot that abuts two streets as the narrower of the two lot edges. Lynn Road is the lot front. She explained the location of the unique site and placement of the house on the lot. The property is also located in the Shoreland District and the maximum impervious coverage allowed for property in that district is 25 %. The coverage on this lot is currently at 41 % coverage. No variance is needed for the lot coverage as they will the garage addition would be constructed over existing hardcover, which would not increase the amount of impervious surface. Staff noted that no additional coverage could be constructed without a shoreland variance. Ms. Bowers reminded the Commissioners, in order to grant a variance, the request must meet the standards for granting a variance, including a finding of undue hardship. In this case, the narrow lot depth, small yard, • and location of the garage create a situation where there is no location (00�) -�' Minutes Planning Commission — July 15, 2008 Page 2 where a suitable garage addition or a detached garage could be built on • the property that would meet the requirements. Staff noted that this request is similar to the variance recently approved by the City for another garage addition on Glen Street. Staff would recommend approval with the following recommendations: 1. The standards for granting a variance have been met, including a finding of undue hardship and uniqueness due to the narrow depth of the lot and placement of the garage on the lot that would not allow construction of the addition or a detached garage within setback requirements. The characteristics of the property were not created by the applicant and the proposed garage addition would not alter the character of the locality. 2. Maximum driveway width allowed at the right of way is 24 feet. 3. No additional hardcover above the existing 41 % is permitted without a variance. 4. Any removal or relocation (if necessary) of natural gas and electric will be at property owner's expense. 5. No construction is allowed over any utilities, including natural gas or electric lines. Mr. Flaata asked how far from the river is designated shoreland district. Ms. Bowers stated the shoreland district is 1000 feet from a lake and 300 feet from a river or stream. This property is regulated under the shoreland rules. She explained the existing coverage is already over the 25% • requirement. Mr. Kovacic asked about screening requirements. Ms. Bowers stated there are no screening required for residential uses such as this. There is an existing fence on the property along the curb. Mr. Bacon, property owner, explained he is considering putting in a rain garden to help with water quality and he was unaware of the 25% requirement. Staff noted that the shoreland district ordinance came into effect after the home was built. Chairman Otteson noted there are many properties that do not comply in this area and she appreciates the willingness of the property owner to put in a rain garden. Mr. Currimbhoy made a motion to close the hearing. Seconded by Ms. Rock, the hearing closed at 5:47 p.m. Mr. Kovacic made a motion to recommend approval of the request with staff recommendations. Seconded by Mr. Haugen, the motion carried unanimously. Ms. Bowers stated this item will be placed on the City Council consent agenda at their meeting held July 22, 2008, in the Council Chambers at 5:30 p.m. 5. OLD BUSINESS a) REVISIONS TO SITE PLAN AT 904 HWY 15 SOUTH FOR HEADSTART PRESCHOOL BUILDING Mr. Haugen stepped down and is abstaining from the vote as he is the is architect on this project. �o CG�a Minutes Planning Commission — July 15, 2008 Page 3 Ms. Bowers stated the operations and size of the proposed use would • remain the same as previously approved. Staff noted that the changes to the site plan, including rotating the building and revising the parking arrangement, resulted in several improvements, however there are two areas of concern. The 3 new spaces proposed to be constructed in the right of way for Lynn Road are not permitted and do not meet the 10' parking setback required. The existing parking is non - conforming and was built in the public right of way. Staff noted that the paved area north of the building and the 3 new spaces shown in the northwest corner of the site need additional consideration due to the lack of traffic control in this area. The spaces should either be eliminated in favor of adding spaces to the existing line of parking or the area north of the building should be fenced or delineated with bollards to stop traffic from driving into this area. The applicant was not in attendance at the meeting, however Jim Haugen noted that the final plans for the north side of the building have not been finalized, however the applicant was considering using the area north of the building to provide an area for kids to ride bikes on the pavement. If the area is used for a play area, it would likely be fenced. The parking requirements must be met. The new plan improves traffic flow and safety of the children. The property owner must meet the findings and conditions of the conditional use permit granted by the City Council on May 27, 2008, in Resolution #13405 as follows: 1. A certified property survey is required before a building permit will • be reviewed. The survey shall clearly identify dimensions and setbacks for the building, parking, and drive aisles, and identify the proposed traffic circulation on site. Review and approval of the site plan is required by the City Engineer and Planning Director before construction. 2. Parking spaces shall be striped and meet the requirements of Section 154.116. 3. Due to the adjacent residential properties and visibility of site from Hwy 15 S., the building shall be constructed with a fagade treatment on four sides, such as a partial brick fagade, striping or architectural panels, to break up the flat metal exterior, provide more visual interest, and prolong the exterior appearance of the building. The proposed materials shall be identified on the building permit prior to construction. 4. Downspouts from the building shall be directed into drain tile to the catch basin at the northeast corner of the site. 5. Plantings of additional trees or shrubbery along the west property line and northeast corner of the site may be provided as screening rather than fencing. The landscaping plan shall be approved by the City Forester before planting. Screening shall meet the requirements of section 154.115. Ms. Bowers stated staff is also recommending an additional two conditions to the amended resolution as follows: 1) approving the • amended site plan subject to meeting Zoning Ordinance requirements, ('QC°')2• Minutes Planning Commission — July 15, 2008 Page 4 and that 2) the proposed 3 new parking spaces in the public right of way • are not approved and shall be not be constructed without specific City approval. Mr. Flaata questioned the need for fagade treatment on all 4 sides. Ms. Bowers explained that the Commission expressed concern about the impact of the appearance on the surrounding area. She stated that the applicant recently brought in an architectural panel he would like to use on the building. Chairman Otteson stated we don't have design standards right now and it might be something we want to think about adding. Mr. Flaata questioned if there are too many requirements and if everyone treated the same. The Commission discussed screening requirements. Atty. Sebora noted the fence on the west side and trees on the north. Ms. Bowers stated the screening is a requirement even with the improved building facade as the ordinance requires screening of all commercial uses from residential uses. Ms. Rock suggested, for the future we should talk about design standards and guidelines to make things more fairly. Ms. Bowers stated design standards make it easier to regulate fairly. Discussion followed on the need for design standards. Ms. Bowers stated that the Planning Commission could discuss design standards with the City Council in the future or could send a recommendation on to the City Council from the Commission. Ms. Rock noted that this should be • placed on the 2009 Work Plan. Mr. Haugen stated he became involved as the architect after the last Planning Commission meeting. He explained that he suggested facing the building toward Lynn Road which would give the opportunity to introduce landscaping to soften the area. He stated fencing the north side of the building may be an issue for snow removal. He agreed a fence would be needed if it will be a hardsurfaced play area. Mr. Haugen stated the existing non - conforming parking along Lynn Road has been there for many years as well as the 60 foot wide non - conforming curb cut. Ms. Bowers explained the additional 3 parking spaces in the right of way would not be permitted. When asked about the timeline, Mr. Haugen stated the building must be ready by September 1". Ms. Bowers comment on placing the staff parking in the existing line of parking in front of building not in the back. Discussion followed on the recommendations and the consensus is to add "a minimum of 42 spaces shall be provided" to recommendation number 4. Mr. Flaata made a motion to recommend approval of the request with staff recommendations 1 -7 adding to number 4 "A minimum of 42 spaces shall be provided ". Seconded by Mr. Currimbhoy, the motion carried with Mr. Haugen abstaining. This item will be placed on the City Council consent agenda at their meeting held July 22, 2008, in the Council • Chambers at 5:30 p.m. LQl(�) Minutes Planning Commission —July 15, 2008 Page 5 • b) ORDINANCE NO. 08 -0506 - AN ORDINANCE ADDING SECTION 154.072 TO THE HUTCHINSON CITY CODE TO ESTABLISH REGULATIONS FOR A MIXED USE ZONING DISTRICT (Referred from City Council 7!8108) Ms. Bowers reported, at the July 8"' City Council meeting, the Council moved to refer Ordinance 08 -0507 back to the Planning Commission's July 15 meeting to discuss the addition of a Mixed Use zoning district to the City Code. At the meeting, the Mayor commented on his concerns regarding the 10 foot front lot line setback in the mixed use district. The issue of aesthetics along the Hwy 7 Corridor was also a concern brought up by Mayor Cook. The Council discussed the ability to develop the properties if the setbacks were too large. Some of the Council members expressed favor of the development drawings in the Hwy 7 Study which brings the buildings closer to the front line setbacks. Ms. Bowers reminded the Commission of the earlier discussions and recommendations by the Planning Commission. She stated the first reading was approved by the City Council. There was additional discussion on the front yard setback of the building at 10 feet allowing buildings to be placed toward the front with parking in the back. Mayor Cook explained he has no problem with creating a mixed use ordinance. He understands the Hwy 7 plan to allow the buildings closer. He has concerns if that creates a corridor that is too narrow especially at • Highways 7 and 15 intersection. He explained the City may want it opened up more. Mayor Cook commented on his visits to other communities to view their developments. He stated they provide more green space and more opportunity for landscaping. He suggested maybe a 20' setback as a compromise. He reminded the Planning Commission to consider the Hwy 7 and 15 corner and landscaping. A 20 foot setback would still allow for the buildings being placed up front. Ms. Bowers commented that the smaller setback allows for parking behind buildings. Ms. Rock noted we may have many variances with a larger setback requirement and that this is a new concept for Hutchinson. Discussion followed on the setback of the Southwest Initiative building and the large easement. Ms. Bowers commented on flexibility in site design with the smaller setback. Developers may not choose to go closer. Ms. Rock explained buildings closer to the highway allow better plantings to screen from the abutting residential buildings. Ms. Rock stated we have made progress so far. Chairman Otteson commented on the expensive real estate on the Hwy 7 and 15 corner. She stated we should provide the opportunity for develop with minimum setback to maximize the development possibilities. Ms. Bowers explained using the PDD district is overused instead of using appropriate zoning districts and requirements. Mayor Cook stated a PDD could provide an option for developers. Chairman Otteson stated a lot of time, money and energy has been spent on this concept and she would like to see the ordinance remain as the • Planning Commission originally approved. l�c��a Minutes Planning Commission — July 15, 2008 Page 6 Ms. Rock made a motion to recommend keeping the ordinance as • originally approved. Seconded by Mr. Flaata. Discussion followed on the need to remain as originally approved because of the effort made. The motion carried unanimously. This item will be placed on the City Council agenda at their meeting held July 22, 2008, in the Council Chambers at 5:30 p.m. 6. NEW BUSINESS a) DISCUSSION OF FUTURE MINOR COMPREHENSIVE PLAN AMENDMENTS TO ADD A "MIXED USE" LAND USE CATEGORY AND TO CORRECT EXISTING LAND USE DESIGNATIONS ALONG HWY 7 Ms. Bowers commented on the need for Planning Commission feedback on areas to be identified for Mixed Use and on the scope of land use changes desired in the near future. She explained additional actions and public hearings will be required as the recommendations move forward. She described the connection between comprehensive plan, land use and zoning and commented on potential land use amendments and future mixed use areas identified in the Highway 7 Corridor Study. She explained the difference between zoning and the land use guiding and noted that the land use guide plan is the basis for all the zoning districts. She stated the Planning Commission must make zoning decisions based on the Comprehensive Plan. The most discretion for City's is at the Comp • Plan stage, rather than at a rezoning stage. Ms. Bowers commented on several areas that required updates to the land use categories, such as the new stormwater ponds and several areas that should be shown as public land or parkland. She explained that the Commissioners can think about the areas for mixed use for future discussion before taking any action. Discussion was held on the need to focus the mixed use land use category to the intersection of Hwy 7 and 15 to encourage development in this area. Ms. Bowers stated any comp plan amendments require a public hearing and notice to property owners. Chairman Otteson suggested they move forward on the two pieces of property on the Northwest and Northeast corner of the Hwy 7 and 15 corridor. Discussion followed on the Cenex property future development. The Commission concurred that the focus should be on the Hwy 7 and 15 intersection. Ms. Bowers commented on the need, in the future, to correct the former Farr development on Hwy 15 South from Public to either commercial or potentially to mixed use residential. COMMUNICATION FROM STAFF The State Planning Conference will be held Sept. 22, 23, and 24 in • Duluth. Budget funds will only allow one commissioner to attend this year. Staff noted that as Commissioner Kovacic is a new Commissioner Minutes Planning Commission — July 15, 2008 Page 7 and has not attended a conference, it would be worthwhile for him to • consider attending. 8. ADJOURNMENT There being no further business the meeting adjourned at 6:59 p.m. • • 0 0 0 Planning, Zoning, and Building Dept. Monthly Report July 2008 J Building Department Permit Activities Planning, Zoning, and Building Department— Other Activities Facilities Management/Maintenance Activities: Everqreen Meals served in July Park Silver Week Of Hutchinson Towers Lake Glencoe Brownton Stewart 7/2007 7/2008 Year to Date Total Number inspections 191 199 994 Building Permits Issued by Type Compared to 7/07 Number of Permits & Valuation Number of Permits & Valuation Year to Date Number Permits & Valuation Commercial new 1 -$24,000 0 0 Commercial Additions/ Remodels 9- $5,522,000 9 - $4,671,489 50 - $7,603,714 Industrial new 0 0 0 Industrial Additions /Remodels 0 0 1 -$65,000 Fire Sprinkling 1 -$38,150 4-$218,702 12 — 459,408 To tal New Residential Units (Sin Famil twins, townhomes ) 6- $1,085,000 3-$461,000 12 — $1,687,000 Residential misc. additions, repairs, remodels, etc 18- $105,900 12 - $199,900 80 — $571,700 Set fee permits reside, reroof, window replacement, misc.)' 68 81 362 Subtotal Building Permits: $6,775,050 $5,551,091 $10,386,822 Mechanical 17-$57,125 23 - $239,140 118 - $735 Plumbing* 14 13 57 Signs* 12 10 43 Total Permits issued and valuation 146 - $6,832,175 155 - $5,790,231 745 - $11,122,816 Set fees not included in valuation Planning, Zoning, and Building Department— Other Activities Facilities Management/Maintenance Activities: Everqreen Meals served in July Park Silver Week Of Hutchinson Towers Lake Glencoe Brownton Stewart 7/1 -7/3 180 115 55 79 42 35 717 -7/11 268 193 96 138 81 89 7/14 -7/18 312 177 96 150 54 76 7/21 -7/25 301 189 79 131 62 72 7/28 -7/31 235 136 62 101 40 66 Total 12961 810 388 599 2791 338 Total Meals Served in July - 3,710 I on Wing, Zoning, and Building Dept. thly Report for July 2008 Page 2 Planning and Zoning Monthly Activities Month/Year: July 2008 Activity Number Additional Info. - Zoning Review of Building Permits 15 - Zoning Review of Sin permits 8 Planning/Zoning Applications Provided 2 Predevelopment Meetings/ 6 Daycare expansion, Faith Potential Applicants Assisted Lutheran Church addition, plus new retail p rojects Planning Commission Applications 2 Plus continuing discussion on Reviewed and Processed mixed use zoning district ordinance Joint Planning Applications 0 July meeting cancelled Reviewed and Processed Zoning Enforcement Letters and Compliance Letters 3 - Zoning Misc. Meetings Attended 23 9 A � I development, construction activities, and future planning projects. Also toured the new Great River Energy building in Maple Grove (potentially LEED platinum certified building). Continued progress on Evergreen Senior Dining kitchen project, including replacing water heater and fire sprinkler system. Kyle Dimler attended Fire Team USA training on home fire sprinkler systems. Kyle and Lenny attended SW MN ICC Chapter meeting. 0 Other Special Activities: Rebecca Bowers was a speaker at the Kiwanis meeting on July 15` and provided an overview of recent CADocuments and Settings \mstarke \Local Settings \Temporary Internet Files \OLK25 \PBZ -7 2008.doc • � -)y 2008' CITY OF HUTCHINSON FINANCIAL REPORT _ J ULY 2007 2008 2008 200 2008 JULY REVENUE REPORT - GENERAL JULY JU LY Y EARTO_ _ ADO PTED BA LANCE P YTD MONTHH DATE ACTUAL B REMAI _- _ U SED TAXES 1,787 806.08 3,993 000.00 l 3,993,00 0.00% LICENSES 34 _ _ 5 3 00.00 _ 56 300.00 0.00% PERMITS AND FEES 121 786 38 336 180 00 336,180.00 _ 0.00% - INTERGOVERNMENTAL REVENUE - _ 2,604 741 0 2,60 1.00 0.00% CHARGES FOR SERVICES _ 126,658.28 900.94. ,778 074 00 1 _ 0.00 %° FINES 8 FORFEITS INTEREST _685 23 97 5 00) _ _1_ 45,000.00 - 70 000 00 _ 45 000.0 70 0 00.0 0 0.00% 0 00 °/a _ _ i _ ( _ _ 402 950 00 402 95 0.00 °h REIMBURSEMENTS - _ 1 662 57 II - - - -� - - __0 .00 TRANSFERS 292,148.60 1, 573.00 � 1 0.00% SURCHARGES - BLDG PERMITS 65.45 _ _ 1 l 000.00 _ 1,000.00 0.00 ° /a FUND BALANCE _ 10 000.00 j 10,000.00 0.00% TOTAL 3,1 0 00 L 11,208 818._00 11 208 818.00 0.00 %° _ _ _ _ - 2008 CITY OF HUTCHINSO FINANCIAL REP ORT , JULY 2007 2008 20081 20081 20 0 e'� JULY EXPENSE REPORT - GENE RAL JULY JULYI YEAR TOE _. ADOPTED! BA PER CENTAGE YTD _ MO NTH DATE ACTUAL BU REMA US ED 001 MAYOR 8 CITY COUNCIL 41,850.36 2,490.53 28,142 49,6 95.00 1 1 21,552.16 56.63% 002 CITY ADMINISTRAT 194,148.16 2 9,128.28 213,793. 35 7,781.00 143, 987.67 1 ,- _ 59.76% 003 ELECT 715.40 764.12 1,911 19,763.00 17,851.21 9.67% FINANCE DE PARTMENT 312 312.36 62,219. 346,725 619 272,9 19.85 55. _OW 005 M OTOR VEHICL 120. 67640 18,543.93 12 8,074.59 205, 898.00 _ - 77, 823.41 62.20% 006 ASSESSING 54,900. 5 4 900.00 0 00% 007 LEGAL 106 129.47 14,869. 103,954 40 211,944.00 107,989.6_0 - 49 - .05% 008 PLANNING 9 6,074 .4 6 1 4,752 32 95,523 62 160 ,624.00 65 100.38 59.47% • 009 _ INFORMATION_ _ S _ 110 POLICE DEPARTMENT - _ 362 _140 75_ 1,5 94,876.75 21,334 4 235 ,850 57 145,348.70 1 1 ,651,901 .92 280 3,0 861 00 _ 134 8 38.3 0 1,432,959.08 51 .88 % 53 55% - 115 EMERGENCY MANAGEM 10 979 70 1,6 62.11 1 1,873 43 _ 19 00 00 � 7 62.49% 116 SAFETY COMMIT 13,65 4, 975.00 1 4,260.65 ' _ _ 20,370 00 _ _ 6,109.35 70.01% 120 FIRE A __ 2 34 649.43 194,81 '' _ 465 013.00 270,2 41.89% E 130 PR OTE CT IVE INSPECT 1.09 19,03 - 19 ,187.80 1 42,297.8 0', 7 283 141 50.15% 150 ENGINEERING 263 001 33 48818 - 31 2,51725 - 472 0 00 1_ 15952 _ % _ 152 STREETS &A LLEYS _ 7 94 749 3 8� 2615 1 _ 1,49 5 63 00 445 5 16.6 5 _ 70.21% - _ 160 CITY HALL BUILDING 72 02 12 221.22 76,909 O6 151 068 00 74 158.94 50.91 /o _ PARK/RECRE AD MINISTR 7 ___ 16,450.28 _ 12 4,670 94 _ 2 14 , 162.00 89 O6 _ _ _58. 202 RECREATION_ - 153 I 45,905.6 222,0 _ 54 332.89 7 75. - 203 SENIOR CITIZEN CENTER - - 48 154 41� 10 , . _1_67,737 50839 01 , 70 351 DO_ , 19 511.99 72.26% 204 CIVIC ARENA 170 252 25 ,053 -39 1 187,297.33 308,238.00 120,940.67 � 60.76% 205 PARK DEP ARTMEN T 4_55,799, ._ _ _879, - 340 ,111.17 _ - - 6 1.34% - - -- - 206 _RE BUILDIN_G8_ POOI'� _- 88,119.99 _106,300.81 12,892.23 � _5 . 3 9,706.83 _ 86,987 9 137 216.00 __ 50,228.0 63.39% 207 EVENTS CENTER 14 0,080.77 23 897.89 1 243 354.00 _ 89,891.73 63.06% 208 EVERGR BUILDING 6,4 20.20 _ _ 999.69 . 7,259. 15 ,600.00 ' - _ 6 ,340.5 2 46.54% -- - . - -- 250 LIBRARY - - 863 33.32 !� -- - 3, -_9 91, 2 75 .79 - 1 96,322.21 48 -65% --- _ _ - C - - - - - -- 301 CEMETE L 76 303 OS - - -- -- 9,858.7 _ 70,752.25 - _.. _ -, -- 144 736.00 73, 983.75 ' - .75 -1 � 8.88% 4 - 310 DEBT SERVIC _ - 48,196Ai 3 _ _ 0 .00 _ 3 AIRPORT 8,22 99 ,_349.00 6 0_.3 . 9% 3LOCATED GEN EXP 50 UNALLOCATED RA � 3 50,787. 51 __ _ _60,001 734 , 2 00.00 348,679.37 52.51% - _- TOTAL - - - -- - - 5,8- -39,126.50 - _230,635.36_ 1,283,933.50 _ _3 85,520.6 3___ 6, 443,602.95 11,208,818.00 4,765,215.05 _ _ 57.49% • � -)y 2008 CITY OF H F REPORT '_ JULY - - -- - - - - - - -- -' - -_ -- - - 20071 -- — 20 08 - _ - 2008 _ -- -- 200 2 0081 REVENUE REPORT - GENERAL AC TUAL JULY YEAR TO ADOPTED BA LANCE P _- Year to Dale _ MONTH DATE A BUDGET _ _ ___U_S_ED__ 1,787 806.08 0.00 0.00 3,993 000.00 3,993,000.00 0.0 0% • TAXES 34 0.0 o 00 56,300.00 _ 56,300.00 1 0.00% _LICENSES PERMITS AND FEES _ 121 786 38 0.00 0 00 - _ 336 180.00 336,1 0. 0.0 _ __ __ - INTERGOVERNMENTAL REVENUE - 126 658 28 0.00 0.00 2,6 7 41.00 2,604 .... 0 00% CHARGE FOR SERVICES 8590094 h 0.00 0 00 1 ,778 074.00 1 - _ - - 1 778, J 0S .0 0% _ _ _IC _ _ FINES & FORFEIT _S _ - _ _ 23 __ (32 0.00 0 00 _ _ . 45 000 _ _ 45 _ 0.00% INTEREST 1 975 00 0. 00 _ 0 00 7 0,000.00 70 D0 0.0 0% _ _ _ REIMBURSEMENTS - -- -- _ _ _L - _ 116 662.57 1 - _ 0.0 01 _ _ - - -- 0 00 _ _ _ 40 950 00 1 _ -- 402 950 .00 -- _ 0.00% TRANSFERS 292,148.60 O.00r 1 97 1 1 ,91 15 730 0 _ SURCHARGES PERMITS 65 45 _ 0.00 _ __ 0 00 1 _ 000 00 1 000.00 _0.00 0 00% FUND BALANCE 0.00 _ . 0. 00 00 1_0 000 00 10 0 00 00 00% _ TOTAL _ _ _ _ 3 -� 0.00 __ 0 00 - 11,208 818 00 _ - — 11,208,818.00 _0_ 0.00% - -_. - -- _ - -- 2008i -- - - - _ JULY 2007__ 2 008 2008! 2008 2008 JULY _ _ - - -�! EXPENSE REPORT- GEN - -- JULY JULY YE TO - ADOPTf BALANCE ERCENTAGE _ -- - - - - SUMMARIZED _ YTD MONT - H DATE ACTUAL -- BUDGET REMA INING U SED General Govt. _ 1 084 8 38 - 5426 7 176 324.57 1,140,383.48 2,111 50500 971 ,121.52 1 54.01% Public Safety � I l 52 296 324.91 2 3,873 012.00 1 857,866.72 52.03% Streets & Alleys _ 1,057 750 71 317 698 03 1 , 36 2,563.60 1,967 60 9.00 605, 69 25 Par ks & Recreation 1 1,343,292.9: Miscellane L 398,983.9 TOTAL 5,839,126.50 • 238,857.94'. 445,521.67 28 3,933.50 6,44 -- - �Ir -- _2,4 __ 943,154 61.08% 833,549.00 388,027.33 5345% 11,208,818.00 _ 4,76 5,215.05 ! 57.49% cA�) �A • �, ( C-) 5' CITY OF HUTCHINSON CERTIFICATES OF DEPOSIT 21- Aug -08 July 31, 2008 • Date Date Interest Of Of Institution Description Rate Purchase Maturity Amount Smith Barney FNMA med 5.53% 9/24/2007 9/25/2014 300,000.00 step up Smith Barney FFCB C 5.00% 4/18/2008 4/23/2018 300,000.00 Smith Barney FHLB C 4.500% 4/28/2005 10/28/2008 750,000.00 Smith Barney FHLB C 4.750% 1/30/2008 1/30/2015 365,000.00 Smith Barney FHLM -C 4.125% 6/3/2008 6/3/2013 300,000.00 Smith Barney FHLM -C 5.000% 12/12/2007 12/12/2014 500,000.00 Edward Jones FHLB 3.50% 3/26/2008 3/26/2012 500,000.00 Wachovia FHLB 4.25% 3/3/2008 3/3/2015 300,000.00 Wachovia FHLB 5.00% 12112/2007 12/12/2017 300,000.00 Wachovia FHLB 4.000% 3/27/2008 03/27/15 400,000.00 Wachovia FHLB 4.000% 4/10/2008 4/16/2018 200,000.00 • Wachovia FHLB step 5.000% 11/26/2007 11/26/2014 625,000.00 step up Wachovia FHMA 5.000% 12/19/07 12/19/17 200,000.00 Wachovia FHLB = step ul 5.000% 11/29/07 11/15/17 300,000.00 Wachovia FHLB = step ul 4.500% 07/08/08 07/08/13 600,000.00 step up First Minnesota Certificate of Deposit 3.250% 03/14/08 03/13/09 400,000.00 MidCountry Certificate of Deposit 3.050% 03/24/08 03/26/09 750,000.00 Mid Minnesota Certificate of Deposit 5.100% 10/26/07 11/13/08 500,000.00 First Minnesota Certificate of Deposit 4.950% 10/31/07 01/15/09 500,000.00 -------------------------- $8,090,000.00 • �, ( C-) 5' RESOLUTION NO. 13468 CITY OF HUTCHINSON i RESOLUTION FOR PURCHASE The Hutchinson City Council authorizes the purchase of the following: ITEM COST PURPOSE DEPT. BUDGET VENDOR Underground Piecing $18,000 Redundant connection Capital Yes Steile Construction Inc. Police to City Center Projects 2 Payloaders $37,567 Purchase of two Lease Creekside Sale to CNH Capital America Loaders to replace Public Central LLC Works Units Garage Bag Film 85,600 units $86,600 Product packaging Creekside Yes Direct Plastics Group The following items were authorized due to an emergency need: WW ITEM COST PURPOSE DEPT. BUDGET VENDOR 7,514 gal Bio diesel 527,701 MnDot, County & City vehicle use HATS YES Schmeling Date Approved: August 26, 2008 Motion Made By: Resolution submitted for Council action by: 4p econded By: Kenneth B. Merrill Finance Director L(b) M E M 0 R A N D U M DATE: Au 20, 2008 for the Au 26, 2008 it Council meetin F TO * Hutchinson Cit Council FROM: Rebecca Bowers, AIC', Plannin Director SUBJECT: CONrDITIONAL USE PERMIT REQUESTED BY RUNNINGS FARM AND FLEET TO ALLOW OUT DISPLAY" AT 1090 HWY 15 SOUTH IN THE C-4 (FRINGE COMMERCIAL DISTRICT Background: Runnin Farm and Fleet has applied for a conditional �use permit for a secure outdoor displa area behind the Mennen Furniture buildin at the Mall. The move would allow their business to expand into a lar r buildin and construct an it secure outdoor sales y ard behind the buildin (to the west). The retail store is a permitted use and r q uires no special approvals; however the outdoor displa area re a conditional use permit. The location of the sales y ard was revised from the ori proposal after recent discussions resultedin new location. The ori proposal was to pos"ItIon the sales y ard alon the wec.lerl propert line. However, based upon staff feedback and discussions with Runnin the new proposed location is alon the west side of the buildin as shown below. ;�1 Runnings CUP • August 26, 2008 Page 2 GENERAL INFORMATION Existing Zoning: C -4 (Fringe Commercial) Lot Size: 7.2 acres Surrounding Uses: C-4 (Fringe Commercial) and R -3 (Medium — High Density Residential) Zoning History: The Hutchinson Mall Plat was approved in1980. The building was constructed in 1981. Kmart occupied this space before Hennen's. Analysis and Recommendation: The applicant proposes to construct a 224' x 100' secured outdoor sales area, which would be fenced with chain link to securely store larger equipment and merchandise. The proposal is an opportunity to improve the appearance of the outdoor sales area and provide a secure fenced area for larger equipment. The view of the sales yard would be partially screened by the building and screening with landscaping is proposed along the west property line. There are some existing mature trees that provide some screening, however additional plantings along the west property line would be needed to meet screening requirements. • The sales yard would use approximately 36 parking spaces in the west parking lot. There are approximately 356 parking spaces on the subject lot alone plus an additional 669 spaces in the adjacent mall parking areas, totaling approximately 1,025 spaces for use by area customers. Staff has reviewed the total number of parking spaces and the breakdown of the building uses between retail, warehouse, and other uses and determined there will be adequate parking to meet requirements. Planning Commission Meeting: The Planning Commission held a public hearing and considered the request at their August 19, 2008, meeting. There was no one from the public who spoke on the request, other than representatives from Runnings. The applicants stated they preferred the location near the building and do not plan to use the rear loading docks. They would like to plant trees and shrubs rather than use the fence for screening. Staff noted the new location was discussed with Fire Dept. staff and it would not impact fire protection. The Commission noted the importance of keeping the outdoor sales area orderly. The applicants stated they would be improving the appearance and security with the new outdoor sales yard. After discussing the request, the Commission unanimously recommended approval of the conditional use permit with the revised location along the building, with the conditions in the attached resolution. • (-0CL) Runnin CUP August 26, 2008 Pa 3 View from rear ( west ) parkin lot lockin wes RESOLUTION NO. 13467 RESOLUTION APPROVING A CONDITIONAL USE PERMIT TO ALLOW OUTDOOR SALES DISPLAY AT 1090 HWY 15 SOUTH IN THE C -4 (FRINGE COMMERCIAL DISTRICT) • REQUESTED BY RUNNINGS FARM AND FLEET Whereas, Runnings Farm and Fleet has requested approval of a Conditional Use Permit to allow outdoor sales display located at 1090 Hwy 15 South in the C4 District with the following legal description: Legal Description: That part of the Northeast Quarter of the Northeast Quarter of Section 12, Township 116, Range 30, McLeod County, Minnesota, described as follows: Commencing at the northeast comer of Section 12, Township 116, Range 30; thence North 90 degrees 00 minutes West along the north line of Section 12, a distance of 813.04 feet; thence South 1 degree 01 minute West, a distance of 360.00 feet; thence South 18 degrees 38 minutes 55 seconds East, a distance of 141.08 feet; thence South 38 degrees 59 minutes East, a distance of 360.0 feet; thence South 15 degrees 02 minutes 21 seconds East, a distance of 118.89 feet; thence South 1 degree 01 minute West, a distance of 51.36 feet to the actual point of beginning of the tract to be described; thence North 89 degrees 42 minutes 45 seconds West, a distance of 169.98 feet; thence South 1 degree 01 minute West, a distance of 30.00 feet; thence North 89 degrees 42 minutes 45 seconds West, a distance of 660.00 feet to the west line of said Northeast Quarter of the Northeast Quarter; thence South 0 degrees 57 minutes 20 seconds West along said west line, a distance of 305.00 feet; thence South 89 degrees 42 minutes 45 seconds East, a distance of 816.73 feet; thence northeasterly along a tangential curve concave to the northwest, a distance of 131.82 feet; central angle 28 degrees 17 minutes 15 seconds, radius 267.00 feet, chord bearing North 76 degrees 08 minutes 38 seconds East, chord distance 130.49 feet; thence North 62 degrees 00 minutes 00 seconds East, a distance of 77.55 feet thence North 1 degree 01 minute East, a distance of 266.38 feet; thence north 89 degrees 42 minutes 45 seconds West, a distance of 181.00 feet to the point of beginning. This tract contains 314,095 square feet of land. • Whereas, the Planning Commission met on August 19, 2008, and held a public hearing on the request and considered the requirements of the Zoning Ordinance and effects of the proposal on the health, safety, and welfare of the occupants of the surrounding lands, existing and anticipated traffic conditions, and the effect on values of properties in the surrounding area and consistency with the Comprehensive Plan, and hereby recommends approval of the request. The City Council has considered the recommendation and findings of the Planning Commission and hereby does recommend approval of the conditional use permit, subject to the following findings and conditions: 1. The proposal would meet the standards for granting a conditional use permit, subject to the conditions stated. 2. Screening of plantings or fencing with 100% opacity from residential districts is required to meet the requirements of Section 154.115. Approval of a fence permit is required before the fence is constructed. 3. Security lighting shall have full cutoff fixtures and directed to not affect the neighboring residential properties. Adopted by the City Council this 26 day of August, 2008. ATTEST: • Gary D. Plotz City Administrator Steven W. Cook Mayor lV l LJ' CITY CHARTER • City of Hutchinson, Minnesota TABLE OF CONTENTS Chapter Title Page 1 Name and General Provisions ......................... ............................... 1 2 Form of Government ........................................ ............................... 1 3 Procedure of Council ........................................ ............................... 3 4 Nominations and Elections ............................... ............................... 5 5 Initiative, Referendum, and Recall .................... ..............................6 6 Administration of City Affairs ............................ ............................... 8 7 Taxation and Finances ................................... ............................... 10 • 8 Public Improvements and Special Assessments .......................... 13 9 Eminent Domain ............................................ ............................... 13 10 Franchises ...................................................... ............................... 14 11 12 Public Ownership and Operation of Utilities ... ............................... P Ownership and O es 15 13 Hat^;n;sen Area Health rare 17 Public Ownership and Operation of Waste Management Facilities and Related Services ............................... 19 14 Miscellaneous Provisions ................................. .............................20 • "1 ( b) The city administrator need not be a resident of the city at the time the council makes the appointment, but may reside outside the city while in office only with the approval of • the council, as described in Minnesota Statute § 415.16, subd. 2. The city administrator shall be appointed for an indefinite term and may be removed at any time by an affirmative vote of a majority of the council; but after one year of service the city administrator may demand written charges and a public hearing on the charges before the council prior to the effective date of final removal. After the hearing, if one is demanded, the council shall have unlimited discretion either to reinstate the administrator or affirm final removal. Pending the hearing and removal, the council may suspend the administrator from office. With the approval of the council, the administrator may designate some properly qualified person to perform the duties of the administrator during any absence or disability of the city administrator or while the office is vacant. Section 6.02. POWERS AND DUTIES OF THE CITY ADMINISTRATOR. The city administrator shall be responsible to the council for the administration of the City's affairs, and shall have the powers and duties set forth in the following subdivisions: Subd. 1. The enforcement of this Charter and the laws, ordinances, and resolutions of the City. Subd. 2. The appointment, supery ision, removal or transfer, upon the basis of merit and fitness and subject to applicable personnel rules, all heads of departments and city employees. Subd. 3. The direction and supervision of all departments and offices of the City, • except the H u t o hi R69 . n.e He a lth Care f aG il,..e s and Hutchinson Utilities as otherwise provided by law or charter. Subd. 4. The city administrator shall attend all meetings of the council and may take part in discussion but not vote; but may be excluded from any meeting at which the city administrator's removal is considered, if the council, in its discretion so chooses. Subd. 5. The city administrator shall recommend to the council for adoption such measures as are necessary for the welfare of the people and the efficient administration of the City's affairs. Subd. 6. The city administrator shall keep the council fully advised on the financial condition and needs of the City, and shall prepare and submit to the council the annual budget and capital program. Subd. 7. The city administrator shall submit to the council and make available to the public a complete report on the finances and administrative activities of the city at the end of each fiscal year. Subd. 8. The city administrator shall perform such other duties as are prescribed by this Charter or may be required by the council. Section 6.03. ADMINISTRATIVE ORGANIZATION. The council may by resolution establish city departments, offices, enterprise funds and agencies and prescribe their functions. No power or duty conferred by this Charter upon a particular department, office, enterprise fund or agency shall be transferred to any other. Department means any city function organized under the direct control of a single department head. Office 0 9 - 1 Cb) Department means any city function organized under the direct control of a single • department head, and does not include Hutchinson Utilities Commission. Approval by the city administrator of such transfer shall be made by written memorandum setting forth the reasons therefor. No officer or employee of the City shall place any order or make any purchase except for a purpose and to the amount authorized in the budget resolution, or as authorized by the city administrator as described herein. Any obligation incurred by any person in the employ of the City for any purpose not authorized in the budget resolution, or not authorized by the city administrator as described herein, or for any amount in excess of the amount authorized shall be a personal obligation upon the person incurring the obligation. No check shall be issued or transfer made to any account other than one owned by the city until the claim to which it relates has been supported by an itemized bill, payroll, or time -sheet or other document approved and signed by the responsible city officer who vouches for its correctness and reasonableness. Section 7.08. ALTERATIONS IN THE BUDGET. After the budget resolution has been adopted, the council shall not increase the amounts fixed in the resolution beyond the estimated receipts except to the extent that actual receipts exceed the estimate. At any time the council may, by resolution approved by a majority of its members, reduce the sums appropriated for any purpose by the budget resolution or authorize the transfer of sums from unencumbered balances of appropriations in the budget resolution to other purposes. Section 7.09. EMERGENCY DEBT CERTIFICATES. If in any year the receipts from • taxes or other sources should from some unforeseen cause become insufficient for the ordinary expenses of the City, or if any calamity or other public emergency necessitates the making of extraordinary expenditures, the council may by ordinance issue on such terms and in such manner as the council determines emergency debt certificates to run not to exceed three years. A tax sufficient to pay principal and interest on such certificates with the margin required by law shall be levied as required by law. The ordinance authorizing an issue of such emergency debt certificate shall state the nature of the emergency and be approved by at least four members of the council. It may be passed as an emergency ordinance. Section 7.10. FUNDS. There shall be maintained in the city treasury a general fund and such other funds as may be required by statute, ordinance, or resolution. The council may, by ordinance or resolution, make, inter -fund loans, except from trust and agency funds, as it may deem necessary and appropriate. Section 7.11. CITY INDEBTEDNESS. Except as provided in Section 7.09, no obligations shall be issued to pay current expenses, but the council may issue and sell obligations for any other municipal purpose in accordance with law and within the limitations prescribed by law. Except in the case of obligations for which an election is not required by this charter or by law, no such obligations shall be issued and sold without the approval of the majority of voters voting on the question at a general or special election. • 12 - 1 C b> CHAPTER 11 • Public Ownership and Operations of Utilities Section 11.01. CONTROL AND MANAGEMENT. The Hutchinson Utilities Commission of the City of Hutchinson shall have control and management of the Electric Plant, the Electric Plant distribution system, the Gas Plant and the Gas Distribution system in the City of Hutchinson' Section 11.02. APPOINTMENT AND TERMS. The commission shall consist of five (5) persons, registered voters of Hutchinson, who shall be appointed by the council. One of the members may shall be a member of the city council appointed annually by the mayor with the consent of the city council, at the first meeting of the city council in January of each year. After initial appointments for such terms as are set by the council, a member shall be appointed every year for a term of 5 years, to fill the place of the member whose term has expired, except for any city council member appointed to serve on the Utilities Commission, and in such case, that person shall serve a one year term subject to reappointment. The commissioners in office at the time of adoption of this charter shall continue to serve the term to which they were previously appointed. Commissioners shall qualify for their office by taking and subscribing to the oath of office required of members of the council and filing the same with city administrator. They shall hold office until their successors are appointed and qualified and vacancies in office for any cause shall be filled for the balance of the term in which the vacancy occurs in the same manner as the original appointment is made. No member shall • serve more than two consecutive five -year terms, exclusive of the fulfillment of an unexpired term, but shall be again eligible for such service following a break in service of not less than one year. The members'of the commission, excluding the city council member, may receive compensation for their services as determined by the council. Section 11.03. ORGANIZATION. The commission shall provide for its own organization and rules of procedure and annually shall elect a president and vice - president from among its members who shall perform the usual duties of those positions, under the direction of the commission. It shall also appoint a secretary who may or may not be a member of the commission. All monies received for gas and electric services rendered shall be deposited in a separate municipal Electric Plant Fund and Natural Gas Division Fund. The commission shall keep record of the monies (above mentioned) and pay them out only upon verified orders and upon warrants signed by two members of the commission. Section 11.04. POWERS OF THE COMMISSION. The commission shall have full, absolute and exclusive control of power over the City Electric Plant, the City Electric Plant distribution system, the City Gas Plant and the City Gas distribution system. The commission shall buy all materials, supplies and fuel in accordance with the charter provisions for purchases and contracts. It may enter into contracts subject to the same limitations imposed on the city council, and may sue and be sued in its own name. It • 15 _�(o publish a summarized audited annual statement in the official city newspaper. Such • statement shall be prepared by a certified public accountant. Section 11.08. REMOVAL OF COMMISSIONERS. If a commissioner is guilty of malfeasance or misfeasance in office, has become incapacitated to hold office, or ceases to be a resident of the City of Hutchinson, and such fact is brought to the City Council by council investigation or a petition of ten (10) or more voters of the City of Hutchinson, the commissioner maybe removed from office by a four -fifths (4/5) majority vote of the council. Upon the fling of any such fact, together with a copy of such charges, such commissioner shall be notified of the time and place where the council will meet to consider such charges. Notice shall be given at least ten days before the meeting, at which time such commissioner shall have the right to be present and produce testimony and evidence. No member of the commission shall continue in office after the loss of any qualification required for appointment to that position. Section 11.09. SALE OF PUBLIC UTILITY. The public utility owned by the City shall not be sold or otherwise disposed of by the City unless the full terms of the proposition of sale or other disposition are embodied in an ordinance approved by the city council and by a majority of the voters voting thereon at a general or special municipal election. Approval by the voters as described herein shall not apply to the sale or other disposition of component parts of the public utility which are no longer needed for public utility purposes. Section 11.10. FISCAL YEAR. The fiscal year of the Hutchinson Utilities Commission • shall be the calendar year. - - - MR r1 f�J 1,7:, `105� n u Chapter 13 Public Ownership and Operation of Waste Management Facilities and Related Services Section 13.01. ESTABLISHMENT. The City has established, and is hereby authorized to further establish and continue waste management facilities and ancillary programs including, without limitation, collection, testing, processing and disposal of mixed municipal solid waste, source separated waste, recyclable materials, and all other soil amendments for the operation of resource recovery facilities, biosolids drying facilities, compost facilities, waste reduction facilities, and similar operations; the mixing, bagging, blending and incorporating of ingredients reasonably related to the reuse and resale of recovered waste, or reasonably related to improving the economic efficiency of waste management facilities and programs and reducing the cost thereof to the City, the State of Minnesota, and other generators of waste within Minnesota. Section 13.02. CONTROL AND MANAGEMENT. The city council, acting through the city administrator as required by this Charter, shall have control and management of all waste management facilities and ancillary programs. Section 13.03. STATUS OF OPERATIONS. The waste management facilities and programs shall be operated by the City as an enterprise fund in which costs, including capital costs, are recovered through user fees, gate fees, and sale of ancillary products and services. Any surplus in the enterprise fund shall be periodically deposited in the City general fund. • 19 Policy Type: Executive Limitations • Policy Title: 2.9 Environmental Protection The City shall not create undue negative impacts on the environment through its policies and practices while also balancing that goal against the economic cost and cost to the taxpayers. 1. Shall not fail to provide drinking water that meets applicable local, state and federal regulations in adequate supplies to meet community needs. 2. Shall not fail to provide a sanitary sewer service that meets applicable local, state and federal regulations in adequate capacities to meet community needs. 3. Shall not fail to have a storm water policy in place that meets applicable local, state and federal requirements and protects the South Fork of the Crow River and affected lakes. 4. Shall not use pesticides, herbicides, and other chemicals any more than necessary to protect public health and safety and address the need at hand. Shall not fail to investigate and use biodegradable and environmentally safe alternatives where available. 5. Shall not fail to use alternative fuels for city vehicles wherever economically feasible and where lifecycle cost is better or reasonably close to petroleum powered vehicles. Where petroleum powered vehicles are used in passenger vehicles, utility vehicles and light trucks, the average fleet miles per gallon shall not be less than 30 mpg ( ? ?) by the end of 2012, if not • sooner. 6. Shall not fail to investigate and incorporate renewable energy alternatives for city facilities and services where economically feasible. 7. Shall not fail to consider and utilize energy and utility conservation practices in the design and upkeep of city facilities where economically beneficial and encourage the same city wide. 8. Shall not fail to provide a recycling program at a reasonable cost for residents that reduces the amount of material going to the landfill. 9. Shall not fail to attempt to meet the provisions of the US Mayors Climate Protection Agreement 10. Shall not fail to have procedures and targets in place to reduce the amount of waste generated by city operations. This includes the amount being recycled as well as going to the landfill. 11. Shall not fail to provide drinking water that tastes good and has minimal odor and meets 12. Shall not fail to have energy measurements and reduction targets in place that stretch the city to reduce their overall energy consumption on an annual basis. • Date of Adoption Affirmation of official board action adopting this policy: -x\b) Hutchinson City Center • 111 Hessen Street SE Hutchinson, MN 55350 -2522 320- 587.51511Fe 320- 234 -0240 TO: Mayor and City Council Members FROM: Gary Plotz, City Administrator DATE: August 20, 2008 SUBJECT: Consideration of Advertising for Vacancy in the Finance Department and Having Some Overlap of Expertise Previously, the City Council requested that I meet with Ken Merrill, Finance Director, and Jeremy Carter, Assistant Finance Director, to discuss the transition that will be occurring with the pending retirement of Ken Merrill. Today, I received a letter making Ken Merrill's retirement official, with his last working day being December 31, 2008. As you know, my intent is to appoint Jeremy Carter to the position of Finance Director, effective January 1, 2009. This action results in a vacancy in the position of Assistant Finance Director. Jeremy, Ken and I discussed the current and upcoming needs within the department, and we feel it would be advantageous to have both of them and the replacement position working together the last few months of 2008. I believe this requires Council action, and I recommend approval. This means we would be updating the job description/title and advertising to fill the position in mid to late September 2008. C� Printed on recycled paper - 1�C��) Policy No. 1.11 CITY OF HUTCHINSON POLICY City Council - PURCHASING - PURCHASE ORDERS NO. 1_11 (3 pgs.) DATE 1996: 2008 SOURCE City Ordinance No. 96 -173 I. INTRODUCTION It is the intent of the City of Hutchinson to purchase, in the most efficient and effective manner possible, those goods and services necessary to conduct City activities. To accomplish this, a formal set of purchasing procedures has been adopted. This policy recognizes and retains that the ultimate purchasing responsibility is that of the City Administrator. This policy delegates purchasing authority as outlined below. The purchasing procedures are based on the following: • 1. Purchasing and budgetary control for each department is the responsibility of the Director and /or designated Department Head. 2. The role of the Finance Director and /or agent is to assist department personnel by providing information on vendors and products and to coordinate purchases in an effort to secure the best price and highest quality of goods and services. The Finance Department is not expected to be an expert on all goods and services, therefore, individual departments are expected to provide expertise in their particular areas. 3. Each department will be responsible in ensuring that goods and services which are ordered are necessary, received, and that only goods and services actually received are paid for, and that no duplicate payments are made. 4. Coded invoices and any other documentation, coded per instructions, are due in the Finance Department no later than Thursday noon of the week before each City Council meeting. 5. Generally accepted accounting principles will be followed; as required by State and Federal Laws. 6. State Statute #412.691 and City Ordinance Section #2.07 shall at all times be • complied with when purchasing items. No. 1.11 (page 1) 1bC'�) III. GUIDELINES • The following guidelines are to be adhered to: 1. No individual (employee or citizen) shall be allowed to make any purchases for personal use through the City. 2. In all cases, correct account codes are,to be used. Using an incorrect account code to obligate an unexpended appropriation will not be permitted. 3. Purchases required by emergencies which impair the City's ability to deliver services shall be outside the scope of this policy and handled as appropriate in the circumstances. Lack of or poor planning is not an emergency. 4. Two or more quotes should be obtained on all purchases. 5. All invoices /statements, unless specified on the purchase requisition, are to be mailed directly to the Finance Department and will be forwarded to the department which made the purchase. Invoices picked up at the time of purchase should be coded and submitted to Finance for payment. 6. Payments will be made only from original (not copied) invoices or documents. • 7. Vendors will be asked to have either a purchase order number or an employee name and department number before any sales are made. That information is to be available to the City on Statements or upon request. 8. Each department shall have on file ihthe Finance Department a list of employees authorized to obligate appropriations of that department. Employees shall be only permanent employees of the City. Individual exceptions may be considered by Finance Director and Department Director. 9. All purchases must be within the adopted budget. All capital items that are not budgeted need prior approval. 10. Approval of all items requiring a purchase order will be processed and returned back to the Department within 48 hours. 11. The Finance Department will enter all invoice data within 48 hours of receipt; each department will receive their current financial data the third week of each month. C� .i No. 1.11 (page 2) 1 (D CG�) • HUTCHINSON CITY POLICY FOR OBTAINING QUOTATIONS /BIDS This policy establishes uniform dollar amounts upon contracts which shall or may be entered into by the City on the basis of competitive bids, quotations or purchase or sale in the open market. Any deviation(s) should be stated and approved by the City Administrator and should be clearly documented and recorded as to special circumstances necessitating the deviation(s). DOLLAR AMOUNT REQUIREMENTS Over $25,000 Advertised and sealed bids per State Statute $ 100,000 4 42. .691 per Minnesota Statute 471.345 At least two sealed quotations on Specifications outlined on a form prepared by $25,000 - $100,000 the department. $25,000 - $50,000 City Administrator approval required. Finance Director and/or City Administrator's $2,000 - $25,000 approval. • $A- 999:8 Department Director's approval $2000 or less • No. 1.11 (page 3) 1 oGG� • ORDINANCE NO. 08 -0509 — AN ORDINANCE AMENDING HUTCHINSON CITY ORDINANCE 30.30 CONCERNING PURCHASES BY THE CITY ADMINISTRATOR The City of Hutchinson hereby ordains that City Ordinance 30.30 is amended as follows: § 30.30 CITY ADMINISTRATOR. (A) Purchases by the City Administrator. The City Administrator is hereby authorized to make purchases and enter into contracts where the amount of the contract is estimated to be $15 -,000 50.000 or less. The contract may be made either upon quotation or in the open market, in the discretion of the City Administrator in accordance with State law. If the contract is made upon quotation, it shall be based, so far as practicable, on at least two quotations which shall be kept on file for a period of at least one year after their receipt. The City Administrator may delegate authority to enter into contracts to individual directors where the amount of the contract is estimated to be $4-,000 2,000 or less. (B) Duties of the City Clerk. The City Administrator shall perform all statutory duties of the City Clerk. ('89 Code, § 2.07) (Am. Ord. 96 -173, passed 9- 10 -96) • Adopted by the City Council this 10'" day of September, 2008. Steven W. Cook Mayor ATTEST: Gary D. Plotz City Administrator • 1 L-) C &�) Hutchinson City Center • u r 111 Hassan street SE Hutchloson, MN 55350-2522 320.587- 5151/F" 3242344240 TO: Mayor and City Council Members FROM: Gary Plot2:, City Administrator ' DATE: August 21, 2008 SUBJECT: Local Board of Review Training/Certification As you are aware, each Spring the City Council serves as the Local Board of Review for the City of Hutchinson at which time property owners can contest the valuation of their property as determined by the McLeod County Assessor's Office. The County Auditor requires that at least one member of the Local Board of Review become certified and attend a training session held by her office or a surrounding county. The County Auditor recommends that at least two members attend the training session, but of course, all members can attend if they desire. The County Auditor is holding a training session on September 15, 2008, and will more than likely not be holding another training session for a few years. Mayor Steve Cook and Council Member Kay Peterson attended the last training session and their certification holds through 2009. Due to Council Member Peterson's term expiring in 2008, and the fact that another training session may not be held until 2010 or later, it is recommended that the Council designate two Council Members to attend the training session on September 15, 2008, and become certified so that the Local Board of Review can continue to serve in its capacity. Printed on recycled paper - �0 OF") J Sue Schulz County Assessor August 19, 2008 Office Of McLeod County Assessor North Complex 2383 Hennepin Ave Glencoe, Minnesota 55336 Attn: Board Members What: Local Board Training n U J Where: North Complex — Glencoe Large Conference Room When: September 15 @ 9 AM Telephone 320 -864 -1254 Please RSVP to the Assessor's Office by September 12 so we have enough material. The training should last about 2 t/z hours. Only elected officials need to attend, but any board member who would like to attend is welcomed. Sincerely, Sue Schulz McLeod County Assessor • Resolution No. 13469 RESOLUTION TEMPORARILY SUSPENDING PARKING RESTRICTIONS ON JEFFERSON STREET WHEREAS, the 34 Annual Arts and Crafts Festival / Taste of Hutchinson will be held on Friday September 12 from 10:00 a.m. to 6:30 p.m. and Saturday, September 13 from 9:00 a.m. to 4:00 p.m.; and WHEREAS, there have been difficulties in the past along Jefferson Street regarding parking complaints; and WHEREAS, there have also been traffic congestion problems along Main Street and around Library Square during this weekend; NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Parking will be temporarily allowed on the west side of Jefferson Street from Washington Avenue to Fifth Avenue SE. 2. City property `bass pond / snow storage area" near Sorensen's Sales and Rental will be designated for RV, camper and large trailer parking from Thursday, September 11 through Saturday, September 13, 2008. • 3. City parking lot B and 106 Franklin St. SW will be designated for RV, camper and large trailer parking from Thursday, September 11 through Saturday, September 13, 2008. Adopted by the City Council this 26 day of August, 2008. Steven W. Cook, Mayor Gary D. Plotz, City Administrator n LJ 11 Cad C 1 To: Mayor and City Council From: Doug Johnson & John Olson Date: 08 -15 -08 RE: Internal Department Agreement This memo is being served as on internal department agreement between CreekSide and The Hutchinson Street Department. The agreement is for the purchase of two used 621 Case front end loaders. The following items outline the parameters of this agreement. 1. The City of Hutchinson Street Department will purchase two -used 621 Case loaders currently owned by CreekSide. Retail value of these loaders is $70,000 each. The street department agrees to purchase both loaders for $50,000 each. • 2. The street department will take ownership of loaders on August 29, 2008. 3. The Street department with this agreement agrees to prioritize to CreekSide the use of one of the purchased loaders for the months of April 1 through November 1 of each year. Loaders will be located at ,CreekSide during these dates. 4. Repairs of such loaders during April 1 s1 through November 1 will be the responsibility of CreekSide Soils. 5. Visual inspection of such loaders will be done by Doug Johnson & John Olsen or two mutual agreed upon employees prior to the use of the loaders for April 1 51 through November 1" and when returned to the Street Department. It is the recommendation of Doug Johnson & John Olson that you approve this transaction. • Thank you for your consideration. Doug Johnson- CreekSide Manager John Olson- Public Works Superintendent (0 Cb) N r City of Hutchinson Public Works Department Operations & Maintenance 1400 Adams St SE Hutchinson, MN 55350 Phone (320) 234 -4219 Fax (320) 234 -6971 August 15, 2008 To: Honorable Mayor & Council From: John Olson, Public Works Manager Subject: Wheel Loader Purchase The purchase of two wheel loaders from Creekside Soils will put Public Works in a very good condition with regard to heavy equipment. The Central Garage budget included 5125,000 for this transaction. Working with Creekside, the amount was reduced to 5100,000. There is significant value to the wheel loaders available from Creekside. These loaders have been very well maintained by Creekside staff and under contract with St. Joseph Equipment. • This transaction will result in Public Works being able to get rid of two loaders. One of the loaders is a 1971 Caterpillar and the other is a 1985 Michigan. After this transaction we will have moved our oldest loader from a 1971 to a 1997 (26 years!). Public Works does not need the same amount of wheel loaders in the summer as we do in the winter, so allowing Creekside to use one of the loaders between April and November will not be a problem for Public Works. This plan, therefore, has the potential of saving Creekside significant money by avoiding loader rentals or another purchase. Along with Doug, I heartily recommend this transaction. This is a great example of how we can right -size our fleet by working together interdepartmentally. U ('0 Cb� N j7W 2 1 r-7 L A runbnAZE unucirt Cit 'f, 11 Hassan Street SE Hutchinson, Minnesota 55350.2522 13201587-5151 SHIP TO: tv'o PAS AIR efe VENDOR: vt Dale i! — hr Departmenteewfyx/ Account -YYSG -7030 QUANTTfPY DESCRIPTION 4 �0 - e 'f 4,10 I • Please Reference To Purchase Order Number When Invoicing. 1 CITY OF HUTCHINSON Approved by AMOUNT � (b) I