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cp11-24-1998 ca Ah M NOVEMBER In SUNDAY MONDAY TUESDAY 1998 -22- -23— —24- HUTCHINSON 7:00 a.m. — Leadership Team Meeting in Main Conf. Room CITY CALENDAR 4:30 p.m. — City Council Budget 9:00 am. — Management Team Mtg. Workshop in City Center Main in Main Conf. Room Conference Room 5:30 p.m. — City Council Meeting in WEEK OF 4:30 p.m. — Library Board Meeting at Council Chambers Library November 22 - 28 WEDNESDAY THURSDAY FRIDAY SATURDAY -25— —26— —27— —28— CONFERENCE /SEMINAR/ THANKSGIVING DAY CITY OFFICES CLOSED TRAINING/VACATION 11/23 -12/1 ChitraKrishnamoorthi (V) 5:30 p.m. — Utilities Commission Meeting at Utilities Conference M = Meeting S = Seminar T =Training V = Vacation • AGENDA REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, NOVEMBER 24,1998 1. C L. TOORDER - :30 P.M. 2. INVOCATION — Rev. Max Myers, Riverside Assembly of God 3. MINUTES - REGULAR MEETING OF NOVEMBER 10, 1998 Action — Approve as presented/amended 4. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. PLANNING COMMISSION MINUTES OF OCTOBER 20, 1998 2. SENIOR ADVISORY BOARD MINUTES OF SEPTEMBER 21, 1998 3. HUTCHINSON LIGHT TRAFFIC ADVISORY BOARD MINUTES OF NOVEMBER 16, 1998 (b) RESOLUTIONS AND ORDINANCES • 1. ORDINANCE NO. 98 -242 — AN ORDINANCE ADOPTING THE 1998 MINNESOTA STATE BUILDING CODE PROVIDING FOR THE APPLICATION, ADMINISTRATION, AND ENFORCEMENT OF THE MINNESOTA STATE BUILDING CODE BY REGULATING THE ERECTION, CONSTRUCTION, ENLARGEMENT, ALTERATION, REPAIR, MOVING, REMOVAL, DEMOLITION, CONVERSION, OCCUPANCY, EQUIPMENT, USE, HEIGHTS, AREA, AND MAINTENANCE OF ALL BUILDINGS AND /OR STRUCTURES IN THIS MUNICIPALITY; PROVIDING FOR THE ISSUANCE OF PERMITS AND COLLECTION OF FEES THEREOF; PROVIDING PENALTIES FOR VIOLATION THEREOF; REPEALING ALL ORDINANCES AND PARTS OF ORDINANCES THAT CONFLICT THEREWITH (SECOND READING AND ADOPT) 2. RESOLUTION NO. 11101 — RESOLUTION READOPTING REVISED ASSESSMENT, ASSESSMENT ROLL NO. 5021 & 5021A, LETTING NO. 3/PROJECT NO. 98- 04/98- 05/98- 06/98- 07/98- 08/98 -09 RESOLUTION NO. 11102 — RESOLUTION ADOPTING REVISED ASSESSMENT, ASSESSMENT ROLL NO. 5021B, LETTING NO. YPROJECT NO. 97 -30 (c) SNOWMOBILE ROUTE PERMIT FOR CROW RIVER SNO PRO'S (DEFERRED NOVEMBER 10, 1998) . (d) SALE OF EDA PROPERTY LOCATED IN INDUSTRIAL PARK ALONG ARCH STREET CITY COUNCIL AGENDA — NOVEMBER 24, 1998 0 (e) LOT SPLIT SUBMITTED BY PAUL BETKER FOR CONSTRUCTION OF TWIN HOMES LOCATED AT 835 /837 HILLCREST ROAD NE WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION AND CITY STAFF (f) LOT SPLIT SUBMITTED BY BRANDON FRASER FOR TWIN HOMES LOCATED AT 520/522 JACKSON STREET SW WITH FAVORABLE RECOMMENDATION OF PLANNING COMISSION AND CITY STAFF (g) LOT SPLIT SUBMITTED BY NORTH CENTRAL FOODS (HARDEE'S) FOR LOTS 8, 9 AND 10, BLOCK 21, NORTH HALF CITY WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION AND CITY STAFF (h) PRELIMINARY AND FINAL PLAT KNOWN AS GOEBEL'S ADDITION LOCATED IN INDUSTRIAL DISTRICT SUBMITTED BY GOEBEL FIXTURE COMPANY WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION AND CITY STAFF (ADOPT RESOLUTION NO. 11103) (i) CONDITIONAL USE PERMIT REQUESTED BY HUTCHINSON TELEPHONE COMPANY TO ERECT 300' COMMUNICATION TOWER AND 350 SQUARE FOOT EQUIPMENT BUILDING LOCATED IN INDUSTRIAL DISTRICT, 345 MICHIGAN STREET SE, WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION AND CITY STAFF (ADOPT RESOLUTION NO. 11104) (j) STREET RIGHT -OF -WAY PLAT NO.4 SCHOOL ROAD WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION AND CITY STAFF (ADOPT RESOLUTION NO. 11105) (k) REZONE AIRPORT PROPERTY FROM R -1 TO I/C INDUSTRIAL/ COMMERCIAL WITH FAVORABLE RECOMMENDATION OF PLANNING COMMISSION AND CITY STAFF Action — Motion to approve consent agenda (a) FLOOD GRANT PROJECT IN HUTCHINSON AND FAIR HOUSING REPORT (CONTINUED FROM NOVEMBER 10, 1998) Action — Motion to close hearing — Motion to reject — Motion to approve VII (a) CONSIDERTION OF REQUEST BY BRYN GARDD DENTAL CARE LTD. TO PURCHASE CITY PROPERTY LOCATED ADJACENT TO NE CORNER OF LOT LOCATED AT 945 ECHO DRIVE (DEFERRED OCTOBER 13, 1998) Action — Motion to reject — Motion to approve 0 CITY COUNCIL AGENDA — NOVEMBER 24, 1998 U C 1111 . (a) CONSIDERATION OF DISPATCH SERVICE REPORT BY CONSULTANT GREGORY E. THOMPSON OF THOMTECH DESIGN COMPANY* Action — Motion to reject — Motion to approve (b) DISCUSSION OF EXTENSION OF CENTURY AVENUE AND RECONSTRUCTION OF DALE STREET AND SOUTH GRADE ROAD Action — (c) DISCUSSION OF RIGHT -OF -WAY PLATS NO. 4,5 AND 6 (SCHOOL ROAD NW, GOLF COURSE ROAD NW AND CENTURY AVENUE SW) Action — (d) CONSIDERATION OF AWARDING BID FOR DEMOLITION OF BUILDINGS AT WETHERELL SITE • Action — Motion to reject — Motion to approve (e) CONSIDERATION OF AGREEMENT FOR FINAL PAYMENT ON OSGOOD/ HAYDEN PROJECT (LANDWEHR/BAUERLY BROTHERS) Action — Motion to reject — Motion to approve (f) CONSIDERATION OF ESTABLISHING DATE FOR JOINT WORKSHOP BETWEEN HCDC/EDA AND CITY COUNCIL Action — (g) CONSIDERATION OF CAPITAL EXPENDITURE REQUESTS FROM HUTCHINSON AREA HEALTH CARE 1. POINT OF CARE MOBILE CARTS, BAR CODE SCANNERS, AND HARDWARE TO UPGRADE NOVELL NETWORK FOR WIRELESS TRANSMISSION 2. FIVE ADVANCE SERIES RETRACTABLE BEDS FROM HILL ROM Action — Motion to reject — Motion to approve . * McLeod County Board of Commissioners wilt be in attendance. 3 CITY COUNCIL AGENDA — NOVEMBER 24, 1998 0 MISCELLANEOUS (a) COMMUNICATIONS • OR YE 9 :•': Y•► :►II I ► :: /jl (a) VERIFIED CLAIMS Action - Motion to approve and authorize payment from appropriate funds . 1 • 1: ►lu 1 �Y MINUTES REGULAR MEETING - HUTCHINSON CITY COUNCIL TUESDAY, NOVEMBER 10,1998 Mayor Torgerson called the meeting to order at 5:30 p.m. Present: Mayor Marlin Torgerson, Council Members Jeff Haag, John Mlinar, Kay Peterson and Don Erickson. Also present: City Administrator Gary D. Plotz, Assistant Public Works Director John Olson and City Attorney Marc A. Sebora. 2. Pastor Max Myers gave the invocation. 3. MINUTES The minutes of the regular meeting of October 13, 1998 and October 27, 1998 were approved as presented. 4. CONSENT AGENDA (a) REPORTS OF OFFICERS, BOARDS AND COMMISSIONS 1. BUILDING OFFICIAL'S REPORT — OCTOBER 1998 2. AIRPORT COMMISSION MINUTES OF OCTOBER 26, 1998 3. LIBRARY BOARD MINUTES OF OCTOBER 26, 1998 (b) RESOLUTIONS AND ORDINANCES RESOLUTION NO. 11099 — RESOLUTION CERTIFYING ASSESSMENTS OF THE CITY OF HUTCHINSON TO COUNTY OF MCLEOD 2. RESOLUTION NO. 11100 — RESLUTION TO CERTIFY DEFERRED ASSESSMENTS FOR MARGARET BARTZ 3. ORDINANCE NO. 98 -242 — AN ORDINANCE ADOPTING THE 1998 MINNESOTA STATE BUILDING CODE PROVIDING FOR THE APPLICATION, ADMINISTRATION, AND ENFORCEMENT OF THE MINNESOTA STATE BUILDING CODE BY REGULATING THE ERECTION, CONSTRUCTION, ENLARGEMENT, ALTERATION, REPAIR, MOVING, REMOVAL, DEMOLITION, CONVERSION, OCCUPANCY, EQUIPMENT, USE, HEIGHTS, AREA, AND MAINTENANCE OF ALL BUILDINGS AND /OR STRUCTURES IN THIS MUNICIPALITY; PROVIDING FOR THE ISSUANCE OF PERMITS AND COLLECTION OF FEES THEREOF; PROVIDING PENALTIES FOR VIOLATION THEREOF; REPEALING ALL ORDINANCES AND PARTS OF ORDINANCES THAT CONFLICT THEREWITH (FIRST READING AND SET SECOND READING FOR NOVEMBER 24, 1998) (c) SNOWMOBILE ROUTE PERMIT FOR CROW RIVER SNO PRO'S (d) APPOINTMENTS: (1) HUTCHINSON AREA HEALTH CARE BOARD CITY COUNCIL MINUTES — NOVEMBER 10, 1998 ➢ PASTOR RANDY CHRISSIS ➢ STEVEN SNAPP 2. AIRPORT COMMISSION ➢ AL KOENIG (RESIGNATION) ➢ STEVE CROW (APPOINTED) 3. COMMUNITY NEEDS TASK FORCE ➢ STEVE COOK, CHAIR Motion was made by Mlinar, seconded by Erickson, to approve the consent agenda except for item 4-(c). Motion unanimously carried. Item 4- (c}- -Plotz reported that he had requested to pull this item and defer it to the next meeting since the City was waiting for a map showing the snowmobile trail. Motion was made by Peterson, seconded by Mlinar, to defer item 4-(c) to the next City Council meeting. Motion unanimously carried. The Mayor reported that he had appointed Steve Cook to chair a newly created committee comprised of Hutchinson citizens to study the needs within the community. Approximately 10 -12 volunteers will serve on this committee, with no elected officials involved. There is no definite timeframe for the Task Force to present a report and/or a recommendation to the City Council. _ 5. PUBLIC HEARING — 6:00 P.M. (a) FLOOD GRANT PROJECT IN HUTCHINSON The Mayor called the hearing to order at 6:10 p.m. and read the notice of hearing. He noted that since Rebecca Stoen, Community Development Coordinator from Mid - Minnesota Development Commission, was ill and could not attend the hearing, Acting Building Official Mark Hensen would present the report on the flood grant project. Hensen updated the Council on the buy -out and demolition of 11 private homes located in the flood Plain. He stated there were five eligible homeowners who decided not to participate in the program. The three commercial buildings are in various stages. The Fahey building has been demolished, and the Simonson Lumber building is being demolished and should be completed by the end of November. There was a recent closing on the Chamber of Commerce building, but they have the right to retain occupancy until the end of 2000. Hensen further reported that since the demolition bids came in below estimate, money is available to Purchase the Farmers Elevator grain bin. Ms. Stoen will obtain proposals next spring. Motion was made by Mlinar, seconded by Peterson, to continue the hearing to November 24, 1998 for an informational report from Ms. Stoen regarding fair housing. Motion unanimously carried. 6. COMMUI_yICATIONS, REQUESTS AND PETITIONS - NONE 7. UNFINISHED BUSINESS 0 CITY COUNCIL MINUTES — NOVEMBER 10, 1998 (a) CONSIDERATION OF REQUEST FROM CROW RIVER HABITAT FOR HUMANITY TO WAIVE ASSESSMENTS ON PROPERTY LOCATED AT 506 BARLEY STREET (DEFERRED OCTOBER 27, 1998) Plotz suggested option 3 from the list of options which would provide for a City donation without waiving assessments or permit costs. The City Attorney reported that the Minnesota Statute does not provide for waiving fees and reduction or refund of assessments. Mr. John Nichols, Executive Director of Habitat for Humanity, stated it would be difficult for the property owner to pay the interest rate in addition to other costs involved in the project. Following discussion, motion was made by Mlinar, seconded by Peterson, to establish a City policy. Motion unanimously carried. ICI * 1 00.14-11►1 CONSIDERATION OF 11 • N MEDICAL CENTER PHASE II BID The Hutchinson Area Health Care Board recommended to reject the bids and rebid Is for Category #20 (flooring) and Category #21 (wall finishes) and to accept the low bidders for the remaining categories for Bid Pack lI at total awards of $1,776,087.00 for Phase H. Motion was made by Mlinar, seconded by Erickson, to approve the bid recommendations for Phase 11. Motion unanimously carried. (b) CONSIDERATION OF SETTING SPECIAL CITY COUNCIL WORKSHOP TO REVIEW 1999 BUDGET Motion was made by Mlinar, seconded by Peterson, to set a special City Council budget workshop for November 23, 1998 at 4:30 p.m. Motion unanimously carried. Motion was made by Mlinar, seconded by Peterson, to approve continuing the budget workshop to November 24, 1998 immediately following the regular City Council meeting, if necessary. Motion unanim ously carried. (a) COMMUNICATIONS FROM COUNCIL MEMBER JOHN MLINAR • Mlinar commented on the volunteer Community Needs Task Force. He also noted CITY COUNCIL MINUTES — NOVEMBER 10, 1998 a reference in the Airport Commission minutes of October 26, 1998, to make use of windows salvaged from the Medical Center's expansion/rehabilitation project in the airport's arrival/ departure building design. He commended the Airport Commission on its foresight and savings of City funds. (b) COMMUNICIATIONS FROM CITY ADMINISTRATOR Plotz commented on a recent meeting regarding the police dispatch. He stated this item would be on the November 24 Council agenda for a consultant report on dispatch service, and the County Board will be invited to attend. The City Administrator also reported the fall City newsletter would be published in about two weeks. It will include a survey question for response from the readers on how well they think the City is communicating with the residents. (c) COMMUNICATIONS FROM ACTING BUILDING OFFICLAL MARK HENSEN Hensen reported that the City Council needed to act on Ordinance No. 98 -242 to adopt the 1998 Minnesota State Building Code since it is a requirement. He has been updating building department records in preparation for the Insurance Services • Organization (ISO) visit in Hutchinson next week. They will rate the building department from 1 to 10 according to a guideline, and the rating system will determine the insurance rates for new construction. If the City rates high, the builders will receive a larger discount. Motion was made by Erickson, seconded by Haag, to waive first reading of Ordinance No. 98 -242 and to set second reading for November 24, 1998. Motion unanimously carried. (See 4- (b) -3) (d) COMMUNICATIONS FROM ASSISTANT PUBLIC WORKS DIRECTOR Olson commented on the recent snowfall and reported that the snowplows went out to remove the moisture from the streets to prevent freezing ice. (e) COMMUNICATIONS FROM MAYOR MARLIN TORGERSON Torgerson read four letters from the following: ➢ Judge G. Barry Anderson -- Expressed appreciation to the Council Members and the City staff for the plaque of recognition presented to him and for his opportunity to serve as City Attorney. 4 • CITY COUNCIL MINUTES — NOVEMBER 10, 1998 ➢ James F. Miller, LMC Executive Director — Extended thanks to the City for hosting the 1998 LMC regional meeting on October 22. ➢ Sharon Romo — Complained about Triax service and the converter box. ➢ Mayor Jerry K. Hawbaker of St. Peter -- Certificate of Recognition to Hutchinson Police Department for services rendered to the community after the March 19, 1998 tomado i t u 6W41 W W RI) : 9WO 0 1 I ►M MAW O (a) VERIFIED CLAIMS Motion was made by Peterson, seconded by Mlinar, to approve the claims and authorize payment from appropriate funds. Motion unanimously carried. 1 I l : ►h/ l There being no further business, the meeting adjourned at 6:34 p.m. 11 • 5 MINUTES HUTCHINSON PLANNING COMMISSION Tuesday, October 20, 1998 CALL TO ORDER 5:30 P.M. The meeting was called to order by Chairman Dean Wood at 5:30 p.m. with the following members present: Dave WesUund, Joe Drahos, Jeff Jones, Jeff Haag, Jim Haugen, and Chairman Wood. Member absent: Bill Arndt Also present: Bonnie Baumetz, Planning and Zoning, and Marc Sebora, City Legal Counsel 2. a) Consideration of minutes of regular meeting dated September 15, 1998. Mr. Westlund made a motion to approve the minutes dated September 15, 1998. Seconded by Mr. Haag the motion carried unanimously 3. PUBLIC HEARINGS None 4. NEW BUSINESS a) CONSIDERATION OF RESOLUTION TO ANNEX A PORTION OF DALE STREET. • Ms Baumetz explained tU a request to annex the street right -of -way only. The annexation would allow for the city to maintain the complete Dale Street down to School Road. There are two property owners who own the property to the center of the street and both w(-. notified and signed a petition to annex. Mr. Westlund made a ;„_tion to recommend approval of the request with sta~ recommendations. Seconded by Mr. Haag the motion carried unanimously. 5. OLD BUSINESS None 6. COMMUNICATION FROM STAFF a) UPDATE ON INFORMATIONAL MEETING WITH PROPERTY OWNERS ALONG THE SOUTH SIDE OF HWY 7 EAST REGARDING PETITION TO ANNEX Ms. Baumetz commented on the informational meeting held on October 8, 1998, regarding the possibility of annexing the properties along the south side of Hwy 7 E. The meeting was well attended and a survey letter was mailed to the property owners asking their intent to annex. Responses are to be returned by October 30 tl1 . To date, one response has been received which was not to annex at this time. 7. ADJOURNMENT There being no further business the meeting adjourned at 5:45 p.m. SeniorAdvisory Board Monday, September 21, 1998 *embers Present: John U4 firth 9Sggin5otham, Bob Meyer, Lorin (PoIZ"man, Les smith, 91aniet Ujxcey Members,46sent: Norm 9foefer Staff (Present; Barb 9faugen ?he meeting was caffed to order at 9:30 by Chair, Les Smith. ?he minutes of the July 20th meeting were approvedas read L.TPoQTman /B. Meyer ?fie treasurer's report was approved L. Vollman/B. Meyer 'lire 6oarad would &rf a once a year report from the city regarding the amount of money ux have in the Building rt'und. ?fie (Pool Concession project netted $2,112.00 for 1998, new record A balance of $5,653-32 is in the chec4ng account, the boarddecided to invest appro. $4,000.00. O fd Business: ?he 112 cent sales tax vote was discussed 7fre Board was disappointed with comments made in the Leader re- garding the frckof senior support on the vote. Barb andNarriet wifl a letter to the leader addressing the comments and the 6oard's vision for the future. New Business: 7fre resignation of Teresa 7fatten was accepted since she has moved out of state. The mayor has appointed Norm 316efer to the board B. Meyerl Aul 2fee board designated Lorin rPollman as 6oard rtpresentative to future task fora, etc. 0...' *,erl -7,�ftI Lorrir reportedtlrat tFieffineiican Gegrira Wray 6ea>7vila6le w the new Atwitf a newrenrorcenter. Sar{reporte1on upcomingcenterevent r ?le Seniorpo will6e lrel�on feptemGer29t/Fat the �kuce Center, tours am e a!I frllr n� n r ce feting a�jounudat 11.'Lfam L OWM=A NW z vFOtlra)M Su6mitted6y recretary 9!a»ret fy. e THE HUTCHINSON LIGHT TRAFFIC ADVISORY BOARD LIGHT TRAFFIC ADVISORY BOARD MINUTES Monday, November 16,1998 5:30 p.m. Members Present Ed Doring, Leslie Smith, Lucille Smith, Rick Larson, Archie Woodworth, Dave Conrad and Brian Bonte Members Absent: Timm Grages, John Mallak and Kay Peterson Staff Present: John Rodeberg, Dolf Moon, Dave Mueller and Bonnie Baumetz L DISCUSSION OF THE GENERAL FOCUS FOR THE FUTURE FOR THE LIGHT TRAFFIC ADVISORY BOARD There was discussion of the level of support for Light Traffic activities. Past surveys show a high level of support. Discussion followed on the priorities that have been accomplished and the need to review past priorities and add to the list. 'There have been positive results over the years and the board agreed to continue . meeting on the second Monday of the month taking the months of June, July and August off. At their December meeting, the board will review the Light Traffic accomplishments since 1993, and will present the findings at a January City Council meeting. IL DISCUSSION OF FUTURE PROJECTS John Rodeberg updated the board on the proposed projects and the upcoming projects for 1999. He stated the Century Ave. and South Grade Rd projects may be delayed until 2000. Discussion followed on the need for a trail system on the North side of the City. III. OTHER ITEMS IV. NEXT MEETING — December 14, 1998 AGENDA.ITEMS FOR NEXT MEETING — Review activities of Light Traffic since 1993, Transit Update VIL ADJOURNMENT The meeting adjourned at 6:45 p.m. cc: Dolf Moon Dave Mueller John Rodeberg Brenda Ewing • PUBLICATION NO. ORDINANCE NO. 98 -242 AN ORDINANCE ADOPTING THE 1998 MINNESOTA STATE BUILDING CODE PROVIDING FOR THE APPLICATION, ADMINISTRATION, AND ENFORCEMENT OF THE MINNESOTA STATE BUILDING CODE BY REGULATING THE ERECTION, CONSTRUCTION, ENLARGEMENT, ALTERATION, REPAIR, MOVING, REMOVAL, DEMOLITION, CONVERSION, OCCUPANCY, EQUIPMENT, USE, HEIGHTS, AREA, AND MAINTENANCE OF ALL BUILDINGS AND /OR STRUCTURES IN THIS MUNICIPALITY; PROVIDING FOR THE ISSUANCE OF PERMITS AND COLLECTION OF FEES THEREOF; PROVIDING PENALTIES FOR VIOLATION THEREOF; REPEALING ALL ORDINANCES AND PARTS OF ORDINANCES THAT CONFLICT THEREWITH The City of Hutchinson does ordain the following: SECTION 1. APPLICATION, ADMINISTRATION AND ENFORCEMENT. The application, administration, and enforcement of the code shall be in accordance with Minnesota Rule, part 1300.2100, and as modified by Chapter 1305. The code shall be enforced within the extraterritorial limits permitted by Minnesota Statute 16B.62, subdivision 1, when so established by ordinance. The code enforcement agency of this municipality is called the City of Hutchinson Building/Zoning/Planning Department. A Minnesota Certified Building Official must be appointed by this jurisdiction to administer the code (Minnesota Statute 16B.65). SECTION 2. PERMITS AND FEES. The issuance of permits and the collection of fees shall be as authorized in Minnesota Statute 16B.62, subdivision 1, and as provided for by separate resolution and Minnesota Rules, parts 1305.0106 and 1305.0107. Permit fees shall be assessed for work governed by this code in accordance with the 1998 City Policies/Fee Schedules adopted at the March 24, 1998 Hutchinson City Council meeting. In addition, a State surcharge fee shall be collected on all permits issued for work governed by this code in accordance with Minnesota Statute 16B.70. SECTION 3. VIOLATIONS AND PENALTIES. A violation of the code is a misdemeanor (Minnesota Statute 16B.69). SECTION 4. BUILDING CODE. The 1998 Minnesota State Building Code, established pursuant to Minnesota Statutes 16B.59 to 16B.75, is hereby adopted as the is ORDINANCE NO. 98 -242 PAGE building code for this jurisdiction. The code is hereby incorporated in this ordinance as if fully set our herein. The 1998 Minnesota State Building Code includes the following chapters of Minnesota Rules: A. 1300 Minnesota Building Code (1998) B. 1301 Building Official Certification C. 1302 Construction Approvals D. 1305 Adoption of the Uniform Building Code (1997), including Appendix Chapters: 1. 3, Division I, Detention and Correctional Facilities 2. 12, Division 11, Sound Transmission Control 3. 15, Reroofing 4. 18, Waterproofing and Dampproofing Foundations 5. 29, Minimum Plumbing Fixtures E. 1306 Special Fire Protection Systems F. 1307 Elevators and Related Devices G. 1315 Adoption of the National Electrical Code (1996) H. 1325 Solar Energy Systems 1. 1330 Fallout Shelters J. 1335 Floodproofing Regulations K. 1340 Facilities for the Handicapped L. 1346 Adoption of the Uniform Mechanical Code (1991) M. 1350 Manufactured Homes N. 1360 Prefabricated Buildings O. 1361 Industrialized/Modular Buildings P. 1370 Storm Shelters (Manufactured Home Parks) Q. 4715 Minnesota Plumbing Code (1994) R. 7670 Minnesota Energy Code (1994) SECTION 5. EFFECTIVE DATE OF ORDINANCE. This ordinance shall take effect upon its adoption and publication. Adopted by the City Council this day of November, 1998. ATTEST: Gary D. Plotz, City Administrator Marlin Torgerson, Mayor RESOLUTION NO. 11101 RESOLUTION READOPTING REVISED ASSESSMENT ASSESSMENT ROLL NO. 5021 & 5021A • LETTING NO. 31PROJECT NO. 98-04198 -05198 -08!98!07198 -08198 -09 WHEREAS, pursuant to resolution and notice of hearing the Council has met and reviewed the proposed assessment for. Project No. 98 -04 Glen Street NW from TH 7 to 5th Avenue NW by construction of storm sewer, sanitary sewer and services, watermain and services, grading, gravel base, bituminous base, bituminous surfacing and appurtenances; Project No. 98-05 Erie Street SE, Huron Street SE and 1 st Avenue SE, north of 2nd Avenue SE and east of railroad tracks by construction of storm sewer, watennain and services, grading, gravel base, curb and gutter, bituminous base, bituminous surfacing and appurtenances; Project No. 98-06 Texas Avenue NW from California Street to Huski Addition by construction of bituminous wear course and appurtenances; Project No. 98-07 Lakewood Drive SW from South Grade Road SW to 825 feet north of South Grade Road to Lakewood Terrace by construction of bituminous wear course and appurtenances; Project No. 98 -08 4th Avenue NE from Bluff Street NE to High Street NE by construction of storm sewer, sanitary sewer and services, grading, gravel base, bituminous base, bituminous surfacing and appurtenances; Project No. 98-09 Larson Street SW from Roberts Road SW to 150 feet north of Goebel Street SW by construction of stone sewer, grading, gravel base, curb and gutter, bituminous base, bituminous surfacing and appurtenances. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such proposed assessment, a copy of which is attached hereto and made a part hereof, is hereby accepted, and shall constitute the spacial assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed improvement in the amount of the assessment levied against it. 2. Such assessment shall be payable in equal annual installments extending over a period of ten (10) years, the first of the installments to be payable on or before the first Monday in January, 1999, and shall bear interest at the rate of 4.41 percent per annum as set down by the adoption of this assessment resolution. To the first installment shall be added interest on the entire assessment from November 1, 1998, until the 31st day of December, 1999. To each subsequent installment when due, shall be added interest for one year on all unpaid installments. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Treasurer, except that no interest shall be charged if the entire assessment is paid by the 15th day of November, 1998; and he may, at any time thereafter, pay to the City Treasurer the entire amount of the assessment remaining unpaid, with interest accrued to the 31 st day of December, of the year in which such payment is made. Such payment must be made before November 15, or interest will be charged through December 31, of the next succeeding year. 4. The Administrator shall forthwith transmit a certified duplicate of this assessment to the County Auditor to be extended on the property tax lists of the County, and such assessment shall be collected and paid over in the same manner as other municipal taxes. Adopted by the Council this 24th day of November, 1998. Mayor City Administrator -� 4) -Pz RESOLUTION NO. mw I t17 RESOLUTION ADOPTING REVISED ASSESSMENT ASSESSMENT ROLL NO. 50218 LETTING NO. 31PROJECT NO. 9730 i WHEREAS, pursuant to resolution and notice of hearing the Council has met and reviewed the proposed assessment for Project No. 97 -30 Otter Street SW from South Grade Road to 1240 feet north of South Grade Road (adjacent to Westridge Shores) by construction of grading, bituminous base, bituminous surfacing and appurtenances; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. Such proposed assessment, a copy of which is attached hereto and made a part hereof, Is hereby accepted, and shall constitute the special assessment against the lands named therein, and each tract of land therein included is hereby found to be benefited by the proposed Improvement in the amount of the assessment levied against it. 2. Such assessment shall be payable in equal annual installments extending over a period of ten (10) years, the first of the installments to be payable on or before the first Monday in January, 1999, and shall bear interest at the rate of 4.88 percent per annum as set down by the adoption of this assessment resolution. To the first installment shall be added interest on the entire assessment from November 1, 1998, until the 31 st day of December, 1999. To each subsequent installment when due, shall be added interest for one year on all unpaid installments. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the County Auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Treasurer, except that no interest shall be charged if the entire assessment is paid by the 15th day of November, 1998; and he may, at any time thereafter, pay to the City Treasurer the entire amount of the assessment remaining unpaid, with Interest accrued to the 31 st day of December, of the year in which such payment is made. Such payment must be made before November 15, or interest will be charged through December 31, of the next succeeding year. 4. The Administrator shall forthwith transmit a certified duplicate of this assessment to the County Auditor to be • extended on the property tax list$ of the County, and such assessment shall be collected and paid over in the same manner as other municipal taxes. Adopted by the Council this 24th day of November, 1998. Mayor City Administrator 0 COMPILED BY, G RICE A ASSFSSM M ROIL NO. 5021E $ $24.24 R RESmum STREET. COST P FRONT POOT REVISED: 11/24/ COMPUTED BY, G RICE S CHECKED BY: J. RODEBERG O NUMBER OP YEAR& 10 B 1997 B B OND FUND EA M 4% I ACCOEINI' C CTIY Pm NO. N NAME 6c ADDRESS L LEGAL DESCRIPTION F FROM W STREET S WATER S SAN. SEW. D DRIVEWAY C CREDrr A DEFERRED T TOTAL AMVE CiO PID NO. O 01 0 02- 1163(}13-0110 4 4HILCow Sff - 735 Orter St S I I.a I Block 1 - - 23,419.0010 H Hutrkimon M 55350 W Wcur S hores 1 110 $ $266640 5 50.00 ' '0.00 5 50.00 5 50.00 . .00 $ $2 02 0 02- 1163413-0120 S SAY. Cow 735 Omer Si SW 23.419.0020 H Hutchinson MN 55750 W WalmEShorts 1 110 6 666.40 $ $0.00 $ $0.00 $ $0.00 $ $0.00 . .00 $ $2666.40 0 0 02.1167413 -0130 j jonuhan 8t L000t 915 Otter St SW I Iotl B6& 1 -- 27.419,0030 H Hutchinson MN 55350 W Watridge S horn 1 110 ' '2,666.40 $ $0.00 $ $0.00 $ $0.00 5 50.00 3 36.0D 6 666.40 - 04 0 02- 11630. 13-0140 735 Otar St SW L Lot 4, Block 1 23.419.0040 H Hutchinson M 55350 W Wain Sho 1 110 5 52666.40 $ $0.00 $ $0.00 5 50.00 $ $0.00 m m. S S 666.40 05 0 02- 1100.13-0150 S Sal J. Cow6er _ _ - _ 735 Otter St SW l lots a 1 _ 7 27.419.0050 H Huchinson MN 55350 V Venridge Sho 1 110 $ $266640 5 50.00 5 50.00 5 50.00 ( (0.00 . .00 $ $2 06 0 02- 116301_3-0 o oho 6c Step e w _ _ 525 Otter St SW L _ _ 2 }.419.0060 H Hutchinso MN 55350 _ - 110 5 52,666.40 5 50.00 5 50.00 $ $0.00 $ $0.00 $ $0.00 6 666 40 _ - 07 0 02- 1163413-0170 S Sall .Cow - 7 775 Ott St SW E E 7 Bock 1 23.419.0070 H Hu n MN 55350 W Wert' Shoro 1 110 6 666.40 $ $0.00 $ $0.00 $ $0.00 $ $0.00 - - '0.00 6 666.40 06 0 02.116340-0180 D Daniel K Kwicen Co 735 Otter St SW L Lae Block I 2 }.419.0080 H Hrnchinsoo MN 55350 W W $horo 1 140 _ 6A $ $0.00 5 50.00 $ $0.00 5 50.00 w wig $ $3 _ !3P93 6 09 0 02- 1163013-0190 R Robeft k Sidley Cow rTrurt - - _ 735 Otter St SW L Lot I _ 27.419.0090 H Hutchinson MN 55350 W Warm rut 1 ISO B $4 6720 $ $0.00 $ $0.00 $ $0.00 5 50.00 A AO H H 20 10 0 02- 11630- 130100 H Humlunson - - I I I Hama Street SW A A 27.419.0110 H Hutchinon MN 55750 W Wet a 'sec 1 100 $ $2,424.00 $ $0.00 5 50.00 $ $0.00 $ $0.00 $ $0.00 4 424.00 11 _ 0 07- 11&30 16-0001 - C CLarka T T.1 nron _ - _ _ 607 " ". Ct S S 32 Auto of N 2 of SE 1/ 8t S 1/2 of SE 1 4 _ 5 _ 6 07.003.0500 lAntioch C CA 94509 - S SW 1/4 SE 1/4 Sea'an 3 -11630 - - 1 _ 529 845.60 5 50.00 3 30.00 ( (0.00 5 50.00 8 845.60 5 _ 0 tih imia or d e F TOTAL - PROJECT 97.30 _ __ 0 Memorandum To: Mayor & City Council From: Marilyn J. Swanson, Administrative Secretary Date: 11/24/98 Re: SNOWMOBILE ROUTE FOR CROW RIVER SNO PRO'S Today I talked to Butch Hualsladen who is a member of the Crow River Sno Pro's regarding the snowmobile route map they are in the process of preparing. He informed me that the map is being printed and should be ready by next week. Copies will be dropped off at City Center as soon as they are off the press. Therefore, this item should be resolved at the December 8 City Council meeting. • cc: John Arlt Dolf Moon Steve Madson 4 -c 1 DATE: November 16, 1998 TO: Mayor Marlin Torgerson and City Council Members FROM: Mary Beth Schaufler — HCDC Coordinator RE: Sale of EDA Property The EDA purchased a 1.06 acre parcel of property in the Industrial Park along Arch Street, (Allied Properties of Hutchinson). This property is adjacent to Dick McClure's property where McClure has a building in which he is currently leasing space to seven small light manufacturing businesses. McClure would like to purchase the 1.06 acre parcel to expand and continue leasing space for small industry. McClure's lease space business is filling a necessary nitch in the Industrial Park now, and the EDA would like to see this continue. The HCDC Finance Team and Board have met to discuss McClure's concept and proposal and are in agreement of selling the property to McClure with the 213 Id land writedown as indicated in the attached draft purchase agreement. The EDA paid $20,338.00 for the parcel of land and would sell the property to McClure for $6,779.00 with $13,559.00 on a ten year mortgage. If McClure holds the property for ten consecutive years then the $13,559.00 will be forgiven; if the property is sold within the ten year period the amount is prorated. (Please refer to the land writedown policy attached to the Purchase Agreement.) If the City Council approves this sale of property for the EDA a closing will take place on November 25 at 11:00 a.m. in the City Center Staff Conference Room. Should you have any questions, please contact me at 567 -7500. Thank you. ,I -K;) 7� VACANT LAND PURCHASE AGREEMENT (COMMERCIALMMUSTRIAL) THIS VACANT LAND PURCHASE AGREEMENT is made and eniered into this _ day of , 1998, by and between Hutchinson Community Development Commission, a division of the City of Hutchinson, a Minnesota municipal corporation, (Seller) and Richard L. McClure and Margery H. McClure, husband and wife as joint tenants (Buyer). 1. OFFER AND ACCEPTANCE: Seller offers to sell and Buyer agrees to purchase real property legally described as: Lot Five (5), Block One (1), Swanson's Subdivision, Hutchinson Industrial District, McLeod County, Minnesota, located at Arch Street, City of Hutchinson, County of McLeod, State of Minnesota, 55350. 2. ACCEPTANCE: The acceptance date of this purchase agreement is the date a fully executed original is delivered by the Buyer to the Seller. This offer to sell, unless accepted sooner, shall be void at 11:59 am. on the day of 1998. 3. PERSONAL PROPERTY AND FIXTURES None. r 4. PRICE AND TERMS: The price for the real property included in this sale is Twenty Thousand Three Hundred Thirty-eight and no /100 Dollars ($20,338.00), to be paid in the following manner: (1) Seven Hundred Seventy -nine and no/100 Dollars ($779.00) on the date this purchase agreement is executed by the Buyer and delivered to the Seller; (2) Six Thousand and no/100 Dollars ($6,000.00) in cash paid by the Buyer to the Seller at the time of closing; (3) Thirteen Thousand Five Hundred Fifty -nine and no /100 Dollars ($13,559.00) to be paid by the Buyer to the Seller in accordance with the Financing Addendum which is attached hereto as Addendum One. E 5. DEED AND MARKETABLE TITLE: Upon performance by Buyer, Seller shall execute and deliver a general warranty deed joined in by spouse, if any, conveying marketable title, subject to: (a) building and zoning laws, ordinances, state and federal regulations; (b) restrictions relating to use or improvement of the property without effective forfeiture provisions; (c) reservation of any mineral rights by the State of Minnesota; (d) utility and drainage easements which do not interfere with existing improvements; (e) exceptions to title which constitute encumbrances, restrictions, or easements which have been disclosed to Buyer and accepted by Buyer in this purchase agreement; (mrist be specified in writing) #'(d-) 6. REAL ESTATE TAXES AND ASSESSMENTS Real estate taxes due and payable in and for the year of closing shall be paid by the Seller on a calendar year basis. Real estate taxes due and payable in and for the calendar years preceding the year of closing shall be paid by the Seller. Buyer shall pay real estate taxes due and payable in the calendar year following closing and thereafter, together with any special assessments due and payable in the calendar year following closing and thereafter. Seller makes no representation concerning the amount of future real estate taxes or f, re special assessments. 7. DAMAGES TO REAL PROPERTY: The real property is sold and purchased ,, out recourse by the Buyer for undisclosed conditions which are not known to Seller on the Uate of acceptance. 8. BOUNDARY LINE ACCESS RESTRICTIONS AND LIEN WARRANTIES: Seller warrants that there is a right of access to the real property from a public right of way. Seller warrants that there has been no labor or material furnished to the property for which payment has not been made. Seller warrants that there are no present violations of any restrictions relating to the use or improvement of the property. 9. DISCLOSURE OF NOTICES: Seller has not received any notice from any governmental authority as to violation of any law, ordinance or regulation affecting the property. If the property is subject to restrictive covenants, Seller has not received any notice from any person as to a breach of the covenants. 10. ACCESS PRIOR TO CLOSING: By this purchase agreement, Buyer does not acquire any right of possession of the property, nor does Buyer acquire any right of entry, license or easement except as hereinafter stated. Seller will consent to a case by case right of entry for Buyer and Buyer's agents for testing, measuring, staking and planning construction procedures provided that the following conditions are met: (a) There shall be no excavating or earth moving or tree removal; (b) Buyer and Buyer's contractors shall, prior to entry on the land, deliver to Seller proof of an independent contract with the Buyer and a waiver of lien rights in a form satisfactory to Seller, (c) Buyer shall indemnify and hold Seller harmless from any and all liens, claims, liabilities or charges incurred or caused by Buyer or Buyer's agents, which indemnity shall include any attorney's fees, costs or disbursements incurred by Seller in any defense thereof. 11. POSSESSION: Seller shall deliver possession of the real property not later than , the date of closing. 12. EXAMINATION OF TITLE: Within a reasonable time after the acceptance of this agreement, Seller shall furnish Buyer with an Abstract of Title or a Registered Property Abstract certified to date including proper searches covering bankruptcies and State and Federal judgments, liens, and levied and pending special assessments. Buyer shall have ten' (10) business days after receipt of the Abstract of Title or Registered Property Abstract either to have Buyer's attorney examine the title and provide Seller with written objections or, at Buyer's own expense, to make an application for a Title Insurance Policy and notify Seller of the application. Buyer shall have ten (10) business days after receipt of the Commitment for Title Insurance to provide Seller with a copy of the Commitment and written objections. Buyer shall be deemed to have waived any title objection not made within the ten (10) day period, except that this shall not operate as a waiver of Seller's covenant to deliver a statutory Warranty Deed, unless a Warranty Deed is not specified above. 13. TITLE CORRECTIONS AND REMEDIES: Seller shall have 120 days from receipt of Buyer's written title objections to make title marketable. Upon receipt of Buyer's title objections, Seller shall, within ten (10) business days, notify Buyer of Seller's intention to make title marketable within the 120 day period. Liens or encumbrances for liquidated amounts which can be released by payment or escrow from proceeds of closing shall not delay the closing. Cure of the defects by Seller shall be reasonable, diligent, and prompt. Pending correction of title, all payments required herein and the closing shall be postponed. (A) If notice is given and Seller makes title marketable, then upon presentation to Buyer and proposed lender of documentation establishing that title has been made marketable, if not objected to in the same time and manner as the original title objections, the closing shall take place within ten (10) business days or on the scheduled closing date, whichever is later. (B) If notice is given and Seller proceeds in good faith to make title marketable but the 120 day period expires without title being made marketable, Buyer may declare this agreement void by notice to Seller, neither party shall be liable for damages hereunder to the other, and earnest money shall be refunded to Buyer. . (C) If Seller does not give notice of intention to make title marketable, or if notice is given but the 120 day period expires without title being made marketable due to Seller's failure to proceed in good faith, Buyer may seek, as permitted by law, one or more of the following: Proceed to closing without waiver or merger in the deed of the objections to title and without waiver of any remedies, and may: (a) seek damages and costs from Seller as permitted by law (damages under this subparagraph (1) shall be limited to the costs of curing objections of title, and consequential damages are excluded); or (b) undertake proceedings to correct the objections to title; 2. Rescission of this purchase agreement by notice as provided herein, in which case the purchase agreement shall be void and all earnest money paid hereunder shall be refunded to Buyer. Damages from Seller together with costs, as permitted by law; 4. Specific performance within six months after such right of action arises. (D) If title is marketable, or is made marketable as provided herein, and Buyer defaults in any of the agreements herein, Seller may elect either of the following options as permitted by law: • Cancel this contract as provided by statute and retain all payments made hereunder as liquidated damages. The parties acknowledge their intention that any note given pursuant to this contract is a down payment note, and may be presented for payment notwithstanding cancellation; 2. Seek specific performance of this agreement within six months after such right of action arises, including costs and reasonable attorneys' fees, as permitted by law. (E) If title is marketable, or is made marketable as provided herein, and Seller defaults in any of the agreements herein, Buyer may, as permitted by law: 3. Seek damages from Seller including costs and reasonable attorneys' fees; 4. Seek performance within six months after such right of action arises. 14. ASSIGNMENT: This purchase agreement is not assignable by any party. 15. NOTICES: All notices required herein shall be in writing and shall be either personally delivered or mailed to the parties at the following addresses. Notices are effective on the date personally delivered or on the date of mailing. L If to Seller: Hutchinson Community Development Commission Attn: Mary Beth Schaufler 111 Hassan Street S.E. Hutchinson, Mn. 55350 If to Buyer: Richard L. and Margery H. McClure 384 School Road S. Hutchinson, Mn. 55350 With a copy to: Richard J. Schieffer, HCDC Attorney ARNOLD, ANDERSON & DOVE, PLLP 5881 Cedar Lake Road Minneapolis, Mn. 55416 16. MINNESOTA LAW: This contract shall be governed by laws of the State of Minnesota_ 17. WELL DISCLOSURE AND 1NDIVIDUAL SEWAGE TREATMENT SYSTEM DISCLOSURE: Seller certifies that Seller knows of no wells or individual sewer systems on the property. 18. DATE OF CLOSING: Unless otherwise agreed by the parties, or unless otherwise required by this agreement because of title defects or other contingencies, this transaction shall close at the offices of McLeod County Title Services, LLC on or before 1998. IN WITNESS WHEREOF the parties hereto have set their hands the year and date first above wntten. Richard L. McClure HUTCH NSON COMMUNITY DEVELOPMENT COMMISSION Donald Walser, President Margery H. McClure i This Instrument Was Drafted By: Richard J. Schieffer ARNOLD, ANDERSON & DOVE, PLLP 5881 Cedar Lake Road Mumeapolis, MN 55416 Telephone (612) 545 -9000 FINANCING ADDENDUM ADDENDUM NO. ONE 1. THIS ADDENDUM IS A CONTINUATION OF THE PRICE AND TERMS contained in paragraph four of the purchase agreement dated the day of 1998, by - �d between Hutchinson Community Development Commission (Seller) and Richard L. McClure . , id Margery H. McClure (Buyer) for property described as: Lot Five (5), Block One (1), Swanson's McLeod County, MnnesoM located at County of McLeod, State of Minnesota, Subdivision, Hutchinson Industrial District, Arch Street, City of Hutchinson, 55350. 2. Thirteen Thousand Five Hundred Fifty -nine and no /100 Dollars ($13,559.00) shall be paid by Buyer executing a Promissory Note secured by a Mortgage in favor of Seller in the form of a Mortgage and Deferred Loan Repayment Agreement. Payment of the Note and Mortgage is in accordance with the LAND WRITE DOWN INCENTIVE POLICY No. F003 of Hutchinson Community Development Commission -EDA dated July 19, 1995, and reapproved on March 20, 1998, a copy of which is attached to this Addendum and made a part thereof by reference. 3. Buyer shall pay all expenses incurred by Seller in drafting this Purchase Agreement, and in drafting and placing of record the Warranty Deed provided for in the Purchase Agreement and the Promissory Note and Mortgage provided in this Addendum. Buyer shall reimburse Seller for reasonable attorney's fees not to exceed Four Hundred and no /100 Dollars ($400.00), provided however that Buyer shall pay no Sellers costs incurred in curing title defects. In addition, Buyer shall pay all closing costs of McLeod County Title Services, LLC. IN WITNESS WHEREOF, the parties hereto have set their hands the year and date written on the Purchase Agreement. HUTCHINSON COMMUNITY DEVELOPMENT COMMISSION Richard L. McClure Donald Walser, President Margery H. McClure OCT - 22 - 98 THU 1259 HCDC _ F °R NO. 61M44453 P.06 HUTCHINSOIY COmm umrY DEVELOPMENT C011,mMSI01V — an EDA Policy Policy Classification: Finance Policy Number: F003 Date of Adoption 07/19/95 Date Reapproved 03/20/98 Policy Title: Land Write -Down Incentive General Criteria for land write -down: 1. Property available must be zoned industrial. 2. Land will be appraised by a certified appraiser. 3. A new building must be constructed on property. Specific Components of Land Writs- Down: L Appraised value or purchase price (whichever is lower) will be written dawn by two-thirds. 2. Amount of the write -down will be a deferred loan for ten years. 3. Afterten years the loan becomes a grant. 4. If property is sold during the ten -year period, a pro-rata amount of 1/] 0 of the total amount per year of the remaining years would be due. Interest shall be paid at 9% simple interest on the remaining balance, times the number of years or portion of years loan was deferred S. Write -down will not include future assessments. b. Real estate tic on property tax statement must increase at least equal to or greater than the yearly amount of deferred loan. Option I Privately Owned Property The buyer of the property will purchase the property from the private party paying the agreed upon price. The Land Write -Down will become available at the conclusion of the real estate improvements on the property. Documen- tation of the improvements will be the responsibility of the new owner and will be documented with the tax statement that reflects the improvements. Sample Calculation: Agreed upon purchase price 530,000 Appraised value 532,000 Payment to seller Build Budding on Propertyl City reimbursement (deferred loan) to new owner after building value is on tai statement. Cost to the new owner after 10 years Date of Revision: $30,000 $20,000 S10,000 Date of Revision: OCT -22 - 93 THU 12:59 HCDC -_ FAX NO. 61 ?9344453 P. 07 Page 2 ' Option IICity- Owned Property The purchase price will be the same as the appraised value. Calculation of the two- thirds write -down will be done at the time of purchase resulting in the payment to the City to be only one -third of the appraised value. The new owner must make a commitment to build a budding within one year at a value that would meet the formula requirements. A ten -year loan commitment and all the components of the land write -down will be stated in the agreement so that the net impact is compatible with Option I-- Privately Owned Pro perty - Sample Calculation: Appraised Value 530,000 Payment to City $10,000 Deferred, loan from City of Hutchinson 620,000 Build Building on Property! Cost to the now owner after 10 years S10,000 II• ll• • N Hutchinson City Center 111 H--n Street SE Hutddason, MN 55350.2522 320- 5873151/Fu 320.734.4210 MEMORANDUM DATE: November 18, 1998 • • TO: Hutchinson City Council FROM: Hutchinson Planning Commission SUBJECT: CONSIDERATION OF LOT SPLIT BY PAUL BETKER FOR TWINHOMES LOCATED ON HILLCREST DRIVE N.E. Planning Commission recommends approval of lot split for twinhomes located on Hilk:rest Drive N.E., noting each lot to have separate water and utility services. cc: Paul Betker Primed on mcyckd pyer - BUILTING PERMIT SURVEY FOR LOT 51 BLOCK 4, WALNUT RIDGE ESTATES 73. I ra4riq Memo PROPOSED GARAGE FLOOR ELEVATION • 1076.3 Q 8 73.4 70.3 7 0 I 24 � � c B Garage H N W of J No I iv Garage T3.7 76.4 7 L - - -- t I 1 7,.9 70.k 73 7� 10.0! 14J12 I —J!, PROPOSED r- HOUSE ER BUILDERS X71.3 N 0 18 30 60 scale In fast 73.0 PROPOSED HOUSE H — 0 — 74.7 — —\� I :sass. sass DESCRIPTION OF NORTHERLY PARCEL The North 40.00 feet of Lot 5, Block 4, WALNUT RIDGE ESTATES, according to the recorded plat thereof. x" DESCRIPTION OF SOUTHERLY PARCEL Lot 5, Block 4, WALNUT„ RIDGE ESTATES, according to the recorded plat thereof, except the North 40.00 feet of said Lot 5. LAND SURVEYING rce HUTCHINSON MN • Denotes Iron monument found O . Denotes Iron monument set X Denotes existing elevation A ) Denotes proposed elevation 1 \ 7064 GIL7x BENCHMARK Top nut of hydrant new the southwest corner of Lot 5. Block 4. Elevation • 1078.87 Iml I hereby certify that this Survey, Plan or Report was prepared by me or under my direct supervision and that I am a duly licensed Land Surveyor under the laws of the State of Minnesota. Jef ff eiv,A " ReGich Date: /998 LIc. No.Zilz'f JOB NO. 98273 702 X 0 z a 3 BK P-224 PG 60 C Hutchinson City Center 111 mean Street SE 9utehhuon, MN 55350.2522 320.587.5151/Fm 320.2344240 MEMORANDUM DATE: November 18, 1998 0 TO: Hutchinson City Council FROM: Hutchinson Planning Commission SUBJECT: CONSIDERATION OF LOT SPLIT BY BRANDON FRASER EXISTING FOR TWINHOMES LOCATED ON JACKSON STREET.. Planning Commission, recommends approval of lot split for twinhomes located on Jackson Street SW contingent upon property owner verifying separate services for all utilities. cc: Brandon Fraser Pftmmrecy�kd pam - CERTIFICATE OF SURVEY FOR BRANDON FRASER N TOTAL DEED DESCRIPTION Lot 3, Sktek 2, excepthfe therefrom the South 1.16 feet thereof and the North 1.41 feet thereof. McDOndd'e Sixth AddltlM DESCRIPTION OF NORTH PARCEL O /O PO 40 Lot 3. Block 2, MCDONALD'S SD(TH ADDITION. Except the North 1.41 feet and except the South 37.13 feet thereof. Scott /a feet AREA a 49K yuM. Feet I 2 I Ya r,rW LFrL yO � I �. I' _ a90r ➢1 itM iMY �� _ ' Eon 14000 I tune Its. NO �r�a ILI p� �MrMew awM � L JI.IC M.IW) pi s ttettY 116 926 �� 1 I 1 — — — - - — ------ ------ — -- — / -- Eeet 14060 I s.�rsrW LwrL I IONIIDY rIXM Maniac c� AKA • SOW SptQe Feet 0 Darfu hen nownw eeet ramW 0 DESCRIPTION OF SOUTH PARCEL The North 38.00 feet of the South 37.13 feet of Lot 3, Block 2. MCDONALD'S SDCTH ADDITION. O Dntstae M rwsat eat • 1 hereby certify thot this curvy. Plan or Report was Prepared of met undo y direct supervision and that 1 m a duly 110606401 Land Surveyor ender the laws of Me Staff C /oof WINAA 1.19. Re. 21t3L! Dater: &is_� i99R P aLum LAO WJNW"SO tUT0000N 161 JDe NO. 11eee3 w W w F- (1) z O Y a • 0 • Hutchinson City Center 111 Haan Strad SE Hatchlnnon, MN 553505522 320- 587- 5151/Fm 320-2344240 C MEMORANDUM DATE: November 18, 1998 0 0 TO: Hutchinson City Council FROM: Hutchinson Planning Commission SUBJECT: CONSIDERATION OF LOT SPLIT LOTS 8, 9, AND 10 BLOCK 21, NORTH CITY REQUESTED BY NORTH CENTRAL FOODS Planning Commission recommends approval of lot split of the west 20' of Lot 8. cc: Frank Fay North Central Foods Printtd = myckd papa . vEyrW THIRD AVENUE NORTHWEST HUTCHINSON MN County Recorder of� McLeod V County, Minnesota; of 138.76 feet to the west line of mid of 8 a Except therefrom the West 20.00 test of sold L ARD • 191 0,4 k 4 'I r ki r 1 � °S f'•i Y�ll! r 1 4 LOT 2 r 1 Ray Zdo t n. p.tl� '•4 �e17 /Ze' I ' % I D_ATIEROG�NGR Jae lax M78 Iq ,s Ii t' . Y •Aryl . wcal cv luu m We Ivunll �o.v Inel of 1,101 pan 91 rouln pIr6el know Known GS II O Hvenue Northwest I lying Southerly of and adjoining sold Lot 8, Block 21. f AREA 19,410 Srptare Feet 0.47 Agee F OURTH i AVENUE . ?-- _ NOR. TMWEST �•es.zs � ( S TA Y! � o. 2a. L •,e.g7 �SSf` • 1 151 1 HIGHW AY � so R•447&0 � NO. 7 8 22) IY _ PARCEL 8 `t E- )ae3�- W O l•)I I 9 LOT 8 LOT 7 t•)i W LOT 10 LOT us LOT 6 1 SI FW- I 77.s, 77.54 41 • W 1 19.74 - i LOT 5 I Eyy I em 4Y.]e ea.]e NW41'4 • W W V 2 1 � IY MnMI w FM Y •Die ^^•'ss' F•w.ly u •I M wA ti ' rreln kw la swe el LOT 4 LOT 3 UJI — S �� BLOCK _ Ne8 *40 210.82 - i j e PARCEL A � I` • O k •'^. •`• IYLIw. i6.W MMla 1•M6M11 �v IL l�Hl.6ti I r. 1,r. qNq 1 Iwn � 7a1�__ -- 7n72 _ 72 L, VACAT N eaa 21 ser414O uu-1 uwMSt 1 rD PART OF Tc— - -- — _ - - - -- _ — -- I L - - vEyrW THIRD AVENUE NORTHWEST HUTCHINSON MN County Recorder of� McLeod V County, Minnesota; of 138.76 feet to the west line of mid of 8 a Except therefrom the West 20.00 test of sold L ARD • 191 0,4 k 4 'I r ki r 1 � °S f'•i Y�ll! r 1 4 LOT 2 r 1 Ray Zdo t n. p.tl� '•4 �e17 /Ze' I ' % I D_ATIEROG�NGR Jae lax M78 Iq ,s Ii t' . • C Hutchinson City Center Ill Hatsaa Street SE Hutchinson. MN 55350.2522 320.587.5151 F" 320.2344240 MEMORANDUM DATE: November 18, 1998 TO: Hutchinson City Council FROM: Hutchinson Plannma Commission SUBJECT: CONSIDERATION OF A PRELM41NARY AND FINAL PLAT T BE KNOWN AS "(:iQEBFL'S ADDITION" SUBMITFED BY Pursuant to Section 3.20 of Subdivision Ordinance No. 466, the Hutchinson Planning Commission is hereby submitting its findings of fad and recommendation with respect to the aforementioned request for a final plat. HISTORY On October 1, 1998, Goebel Fixture Company, submitted a preliminary and Final plat to be known as "GOEBEL'S ADDITION" located ON 5 Avenue SE. FINDINGS OF FACT 1. The required application and plat maps were submitted the appropriate fee paid. 2. Notices were sent to the surrounding property owners as well as published in the Hutchinson Leader on November 5, 1998. RECOMMENDATION DENIAL __ APPROVAL X (with staff recommendation and following terms and conditions) UNANIMOUS X CONSENSUS _ SPLIT CONDITIONS 1. Property remains zone 1 -1. 2. The area will be reviewed for potential location of a north south street right of way. 3. Fill is required to make Lot 1, Block I a buildable IoL A determination is yet to be made on location of flood way. There can be no fill in the flood way. Assessments for the lot will be assessed off of Ranch Avenue. The lot width is shown as 170' and 200' is required. A 30' variance would be required. If the lot is dedicated to the City for parkland, the City will pay assessmenf�s. 4. Dedicate an additional 7' of easements along 5 Ave SW north of the property for an 80' right of way centered on existing right of way. Respectfully submitted, Dean Wood, Chairman 11 cc: Virgil Goebel Richard Goebel Primed on r yckd paper - 11N MM N ftirN 5 ,f_.o 91,Ran 7 � L SWANSON'S SUBDIVISION IN � HUTCHINSON INDUSTRIAL DISTRICT N z Ifr6t s W Iti 5 In s. R .f In. I W I�1 0l ! ybn !. T.M6 IL, 11SB N., I U iW i M of Let 11, Np. MT qq M �•� IN In m mcC 1 CITY OF HUTCHNSON !TR T RIGHT, LA� 4 .awe•6Y54'E 199.00-/__.,x_ E ! SO - 39 - E 597.76 (l erl.uol '' p•4!l0.09 "� 9087! IB•E" p• --70 . � L•113.lI 111.41 L• @i , fl99•; 1'S3 I„ 1 pfsp•IS'M•E I z69u � � 1116 1 I oz LOT 9- 11 BLOCK I I k _ — � � A �, 4 ' ' •5679. L•778.15 6•7'31'00• _ __ INC. TM W 1/4 of 9 h lM of fM W V4 of — Soolbn 5, 7.116 R. R2 N. UUP,JtJhL i AV FIRST ADDITION TO HUTCHINSON INDUSTIAL DISTRICT 2 1 3 4 5 IIn21M of Lot 13. N 112 a YCTgN 5. T.I K, RlY W. FIFTH AVENUE SE (FORMERLY ARCH STREET) r S99 531.33 16••d 6xaaol 3 - - - j E SE 16D1 � 19199 -- " S 1 -E 5 7.74 I II II. 11 2 11 I I LOT 13 I 11 LOT I I 11 SLOG{ 2 11 2 I II I 11 6� I I I I I I I I rd LOT I I I 1 I 2 A i i 3 1 I - \\4 5 i i — - -_ —AP -- Cl a m - LOT I 5� R I I 1 I P LOT 15 I I I I I OR ��,,` �_.55 ° %�',�• „Z'1 I`��,�,c� �•f7s',7• I II I I \ _ Pv DAKO R LIQLNIJ L �.�+'nL 12pg)U �•Y'1,'S2' L•222.61 I • RESOLUTION NO. 11103 RESOLUTION GIVING APPROVAL OF PRELINIINARY AND FINAL PLAT TO BE KNOWN AS GOEBEL'S ADDITION REQUESTED BY VIRGIL AND RICHARD GOEBEL WHERE AS, Mr. Richard Goebel, Goebel Fixture Company, has submitted a preliminary and final plat to be known as GOEBEL'S ADDITION of said subdivision in the manner required for platting of land under the Hutchinson Ordinance Code, and all proceedings have been duly had thereunder, and WHEREAS, said plat is in all respects consistent with the City Plan and the regulations and requirements of the laws of the State of Minnesota and the ordinance of the City of Hutchinson and WHEREAS, said plat is situated upon the following described land in McLeod County, to-wit; Legal Description: Auditor's Plat West %, Section 5- 116 -29, Lots 9, 10, 11, 12, 13 and 15 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: 1. That said preliminary and final plat of GOEBEL'S ADDITION is hereby approved and accepted by the City as being in accord and conformity with all ordinances, City plans and regulations of the City of Hutchinson and the laws of the State of Minnesota subject to the following conditions: ✓ Property remains zone I -1 ✓ The area will be reviewed for potential location of a north south street right of way. ✓ Fill is required to make Lot 1, Block 1 a buildable lot. A determination is yet to be made on location of flood way. There can be no fill in the flood way. Assessments for the lot will be assessed off of Ranch Avenue. The lot width is shown as 170' and 200' is required. A 30' variance would be required. If the lot is dedicated to the City for parkland, the City will pay assessments. ✓ Dedicate an additional T of easements along 5 Ave SW north of the property for an 80' right of way centered on existing right of way. BE IT FURTHER RESOLVED THAT such execution of the certification upon said plat by Mayor and City Administrator, as required, shall be conclusive showing of proper compliance therewith by the subdivider and City Officials charged with duties above described and shall entitle such plat to be placed on record forthwith without further formality. Adopted by the City Council this 24th day of November, 1998. ATTEST: Mayor Torgerson Gary D. Plotz City Administrator J 4-61-) City � • DATE: TO: FROM: Hutchinson City Center MEMORANDUM November 18, 1998 Hutchinson City Council Hutchinson Planning Commission 111 Ha Stn t SE Hutchimon, MN 55350.2522 320- SP.5151/Fu 320 -234 -4240 SUBJECT: CONSIDERATION OF REQUEST FOR CONDITIONAL USE PERMIT REQUESTED BY HUTCHINSON TELEPHONE COMPANY TO ERECT A 300' HIGH STEEL COMMUNICATION TOWER WITH A 350 SO. FOOT METAL SIDE EQUIPMENT BUILDING. Pursuant to Section 6.07, of Zoning Ordinance No. 464, the Hutchinson Planning Commission is hereby submitting its findings of fact and recommendation with respect to the aforementioned request for a conditional use permit. HISTORY: On October 30, 1998, the Hutchinson Telephone Company submitted an application to consider a conditional use permit to erect a 300' high steel communication tower with a 350 sq. foot metal side equipment building in a I -2 (Heavy Industrial) District located at 345 Michigan Street SE. • FINDINGS OF FACT: 1. The required application was submitted and the appropriate fee paid. 2. Notices were sent to the surrounding property owners as well as Leader on November 5, 1998 3. The property is located outside air flight Zone C. APPLICABLE ORDINANCE REGULATIONS: published in the Hutchinson Section 6.07 B (2) of the Zoning Ordinance provides that a conditional use permit may be granted only if evidence is presented by establish that the following criteria have been met: a) That the proposed building or use at the particular location requested is necessary or desirable to provide a service or a facility which is in the interest of the public convenience and will contribute to the general welfare of the neighborhood or community; and b) That the proposed building or use will not have a substantial or undue adverse effect upon adjacent property, the character of the neighborhood, traffic conditions, utility facilities and other-matters affecting the public health, safety and general welfare; and C) That the proposed building or use will be designed, arranged, and operated so as to permit the development and use of neighboring property in accordance with the applicable district regulations. RECOMMENDATION: APPROVAL X DENIAL • UNANIMOUS X CONSENSUS SPLIT Priam] m mydw papa - CONDMONS: Subject to approval of FAA requirements. 0 L_ II M I ./I I: dll►!_ TERMS: The City reserves the right to review all Conditional Use Permits at their discretion. Respectfully Submitted, Dean Wood, Chairman cc: Cal Lee, Hutchinson Telephone Company Darrell Westrum, Hutchinson Telephone Company • • • 0 0 0 II ----------- II 41 I I II II II II jl II II II II II jj Gu'd A ch I f Guide AnChor /Eis�ticn 1070' Securl ty Fence : = : Equip- Cu Xchor (Rodius) I Building II II — I Approx. 3m ft EIdg II II EGuWa Bldg. 02 A-c 41.2' 170.0' 5th Ave. SE 1/4*- 20' F Proposed Tower JOW9. By. Col jData- II II 41 I I II II II II jl II II II II II jj ftls II II II II RESOLUTION NO. 11104 RESOLUTION GRANTING APPROVAL OF A CONDITIONAL USE PERMIT UNDER SECTION 10.08 OF ZONING ORDINANCE NO. 464 REQUESTED BY HUTCHINSON TELEPHONE COMPANY TO ERECT A 300' STEEL COMMUNICATION TOWER WITH A 350 SQ. FT. EQUIPMENT BUILDING LOCATED IN THE I -2 (HEAVY INDUSTRIAL) DISTRICT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MN: FINDINGS Hutchinson Telephone Company, has made application to the City Council for a Conditional Use Permit under Section 10.08 of Zoning Ordinance No. 464 to erect a 300' high steel communication tower with a 350 sq. fL metal side equipment building located in an I -2 (Heavy Industrial) District at 345 Michigan Street with the following legal description: LEGAL DESCRIPTION: Lots two (2) and three (3) in Block one (1) First Addition to Hutchinson Industrial District • 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 anticipated traffic conditions, and the effect on values of properties in the surrounding area and the effect of the use on the Comprehensive Plan. 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. RECOMMENDATION: DENIAL APPROVAL X UNANIMOUS X CONSENSUS SPLIT CONDITIONS: CONSIDERATIONS/DIRECTIVES: Subject to approval of FAA requirements. TERMS: The City reserves the right to review all conditional use permits at their discretion. Adopted by the City Council this 24th day of November, 1998. ATTEST: Gary D. Plotz City Administrator Marlin D. Torgerson Mayor 0 C Hutchinson City Center 111 H—a Sheet SE Huteblmon, MN 55350.2522 320.5V-5151/Fu 320.2344240 MEMORANDUM DATE: November 18, 1998 TO: Hutchinson City Council FROM: Hutchinson Planning Commission SUBJECT: CONSIDERATION OF STREET RIGHT OF WAY PLAT NO. 4, SCHOOL ROAD. Pursuant to Section 320 of Subdivision Ordinance No. 466, the Hutchinson Planning Commission is hereby submitting its findings of fact and recommendation with respect to the aforementioned request for a final plat- HISTORY The City of Hutchinson is requesting consideration of Street Right of Way Plat No. 4 School Road. FINDINGS OF FACT 1. The required application and plat maps were submitted. 2. Notices were sent to the surrounding property owners as well as published in the Hutchinson Leader on November 5, 1998. 0 RECOMMENDATION DENIAL _ APPROVAL X (with staff recommendation and following terms and conditions) UNANIMOUS X CONSENSUS_ SPLIT CONDITION TERMS: Respectfully submitted, Dean Wood, Chairman 0 Printed m reyckd pap= - � � SECTION 36 SECTION 25 Of SE 1/4 *, wVV |/4 OF NE |/q n* WAOv*v � ! | m*^ » P --------- --- '~ ----_'--��-~--'---_^~`.~~~-------_---'---' y NE 1/4 OF NW 1/4 3E |/4 0f SIN 1/4 1 17/V,/ R.3[)yy, ' T.|!7 N^' A.3[)'At. | | SW|/4OFNE|/4 YAL, 14W COURT lo FIRST lTtO ADDITPON RESOLUTION NO. 11105 RESOLUTION GIVING APPROVAL OF RIGHT OF WAY PLAT NO. 4, SCHOOL ROAD WHERE AS, City Staff, has submitted Right of Way Plat No. 4 (School Rd) of said subdivision in the manner required for platting of land under the Hutchinson Ordinance Code, and all proceedings have been duly had thereunder, and WHEREAS, said plat is in all respects consistent with the City Plan and the regulations and requirements of the laws of the State of Minnesota and the ordinance of the City of Hutchinson and WHEREAS, said plat is situated upon the following described land in McLeod County, to-wit; The City of Hutchinson, Minnesota, is hereby designating the definite location of SCHOOL ROAD from the centerline of Golf Course Road in the East Half of the Northwest Quarter of Section 36, Township 117 North, Range 30 West, to the southwesterly line of MCLEOD COUNTY HIGHWAY RIGHT OF WAY PLAT NO. 29 in the Southwest Quarter of the Southeast Quarter of Section 25, Township 117 North, Range 30 West. The portion of said School Road as shown on this plat prepared by the County Surveyor of McLeod County, Minnesota, is hereby certified as the Official Plat pursuant to Minnesota Statutes, Chapter 505.1793. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUTCHINSON, MINNESOTA: That said Right of Way Plat No. 4 is hereby approved and accepted by the City as being in accord and conformity with all ordinances. City plans and regulations of the City of Hutchinson and the laws of the State of Minnesota. BE IT FURTHER RESOLVED THAT such execution of the certification upon said plat by Mayor and City Administrator, as required, shall be conclusive showing of proper compliance therewith by the subdivider and City Officials charged with duties above described and shall entitle such plat to be placed on record forthwith without further formality. Adopted by the City Council this 24th day of November, 1998. ATTEST: Gary D. Plotz Marlin Torgerson City Administrator Mayor J Hutchinson City Center • DATE: November 18, 1998 Ill Hassan Street SE Hutrhhn , MN 55350.2522 320.587 -5 1Sr/Fn 320.234 -4240 MEMORANDUM TO: Hutchinson City Council FROM: Hutchinson Planning Commission SUBJECT: CONSIDERATION OF REZONING REQUEST BY CITY OF HUTCHINSON TO REZONE AIRPORT PROPERTY FROM R -1 TO I -C LOCATED AT 16713 HWY. 15 SOUTH Pursuant to Section 6.05, of Zoning Ordinance No. 464, the Hutchinson Planning Commission is hereby submitting its findings of fact and recommendation with respect to the aforementioned request for rezoning. HISTORY Request has been submitted for consideration of rezoning Airport property from R -1 to I -c located at 16713 Hwy. 15 South. FINDINGS OF FACT 1. The required application was submitted. 2. Notices were mailed to the surrounding property owners as well as published in the Hutchinson Leader on Thursday, November 5, 1998. RECOMMENDATION DENIAL _ APPROVAL X (with staff recommendations and the following terms and conditions) UNANIMOUS X CONDITIONS: CONSIDERATIONS/DIRECTIVES • CONSENSUS SPLIT Respectfully submitted, Dean Wood Chairman printed . rtcyeled paper - 0 5 ience North 0 degrees 42 minutes 16 seconds East a distance of 37.63 feet to the point of Wig• ■/I CENTURY AVE SE 4 V 1� I I MINUTES r QR �QUR IIVFOR[Y � • HUTCHINSON PLANNING COMMISSION TI0n/ Tuesday, November 17, 1998 CALL TO ORDER 4:00 P.M. The meeting was called to order by Chairman Dean Wood at 5:30 p.m. with the following members present: Dave Westlund, Joe Drahos, Bill Amdt, Jeff Haag, Jim Haugen, and Chairman Wood. Absent: Jeff Jones. Also present: Bonnie Baumetz, Planning and Zoning, Marc Sebora, and Richard Schieffer, City Legal Counsel, and John Rodeberg, City Engineer. 2. a) Consideration of minutes of regular meeting dated October 20, 1998. b) Consideration of lot split submitted by Paul Betker for construction of twin home located at 835/837 Hillcrest Road N.E. C) Consideration of lot split submitted by Brandon Fraser located at 520/522 Jackson Street S.W. d) Consideration of lot split of 20' submitted by North Central Foods (Hardee's) Mr. Haugen made a motion to approve consent agenda items. Seconded by Mr. Westlund the motion carried unanimously 3. PUBLIC HEARINGS • a) CONSIDERATION OF PRELIMINARY AND FINAL PLAT TO BE KNOWN AS "GOEBEL'S ADDITION" LOCATED IN THE INDUSTRIAL DISTRICT SUBMITTED BY RICHARD GOEBEL, GOEBEL FIXTURES. Chairman Wood opened the hearing at 5:30 p.m. with the reading of publication #5239 as published in The Hutchinson Leader on Thursday, November 5, 1998. The request Is for the purpose of consideration of preliminary and final plat to be known as " Goebel's Addition" located in the Industrial District submitted by Richard Goebel, Goebel's Fixtures. Ms. Baumetz explained the City has suggested Goebel's plat this property to clear up previous lots lines and make it easier to sell lots. Planning Staff recommends approval, noting Lot 1, Block 1 does not meet width requirements, and will require a variance at time of sale. The lot can be made a buildable lot. Mr. Westund moved to close the hearing, seconded by Mr. Haugen the hearing closed at 5:33 p.m. Mr. Westlund made a motion to recommend approval of the request with staff recommendations Seconded by Mr. Amdt the motion carried unanimously. b) CONSIDERATION OF CONDITIONAL USE PERMIT REQUESTED BY HUTCHINSON TELEPHONE CO. TO ERECT A 300' COMMUNICATION TOWER AND A 350 SQUARE FOOT EQUIPMENT BUILDING LOCATED IN THE INDUSTRIAL DISTRICT AT 345 MICHIGAN STREET S.E. Chairman Wood opened the hearing at 5:33p.m. with the reading of publication #5240 as published in The Hutchinson Leader on Thursday, November 5, 1998. The request by Hutchinson Telephone Co. is for the purpose of consideration of conditional use permit to erect a 300' communication tower and a 350 square foot equipment building located in the Industrial District at 345 Michigan Street S.E. Ms. Baumetz explained the Telephone Company's request noting the height of the tower will meet all FAA and City zoning requirements. This is a logical location for a tower. Mr. Westlund moved to close the hearing, seconded by Mr. Arndt the hearing cli sed at 5:37 p.m. Mr. Haugen made a motion to approve the request with staff recommendations. • Seconded by Mr. Westlund the motion passed unanimously. C) CONSIDERATION OF RIGHT OF WAY PLAT NO. 4 SCHOOL ROAD SUBMITTED BY CITY STAFF. Chairman Wood opened the hearing at 5:38 p.m. with the reading of publication #5241 as published in The Hutchinson Leader on Thursday, November 5, 1998 for the consideration of Right of Way Plat No. 4 School Road submitted by City Staff. Mr. Rodeberg explained the acquisition of this property finishes off the School Road corridor. The small acquisition at the southern end of the plat is from Charles Bullert Mr. Rodeberg said Mndot and SRF recommend development of this road as a State Aid Road. Charles Bullert, 951 Golf Course Rd. said his concern was if he were to sell this comer of his property the remaining property may not be a buildable lot. Mr. Rodeberg said Mr. Bullert could have an appraiser appraise his property. Mr. Westlund moved to close the hearing, seconded by Mr. Amdt the hearing closed at 5:44 p.m. Mr. Arndt made a motion to recommend approval of the request with staff recommendations, seconded by Mr. Haag the motion passed unanimously. d) CONSIDERATION OF RIGHT OF WAY PLAT NO. 5 GOLF COURSE ROAD N.W. . SUBMITTED BY CITY STAFF. Chairman Wood opened the hearing at 5:48 p.m. with the reading of publication #5242 as published in The Hutchinson Leader on Thursday, November 5, 1998. The request is for the purpose of consideration of Right of Way Plat No. 5 Golf Course Ro ad N.W. Ms. Baumetz said the City is proposing to extend Golf Course Road at a width of 120' for possible future traffic signal. Mr. Rodeberg said this road was originally proposed in the early 90's previously called County State Aid 12. This project has been delayed several years. Report from the State says this is the best location for a traffic light half way between School Rd. and Main St The City is trying to preserve this corridor now It is not scheduled to be built for another three years. Mr. Rodeberg said the City needs to apply for State Aid. The road location will have an impact on the Jeff Munsell property. His property will be split with 16 acres on one side and 6 acres on the other side. Mr. Rodeberg said trunk sanitary will be along this line. This will be a collector route with a trail and pedestrian crossing. This area is zoned for high desity. This is the only safe and logical place for a road because of grades in this area. MNdot is planning for a roadway at this location. Jeff Munsell said would like to keep his property into one piece. He would like the road to curve around the south and west side of the property. Mr. Haag moved to continue the hearing next month, seconded by Mr. Westiund the motion carried unanimously. e) CONSIDERATION OF REZONING AIRPORT PROPERTY FROM R -1 (SINGLE FAMILY RESIDENCE) TO I/C (INDUSTRIAL COMMERCIAL) • Chairman Wood opened the hearing at 6:00 p.m. with the reading of publication #5243 as published in The Hutchinson Leader on Thursday, November 5, 1998. The request is for the purpose of consideration of rezoning airport property from R -1 (Single Family Residence) to I/C (Industrial Commercial) Mr. Rodeberg said there are some improvements planned for the airport next year. Before legally making improvements the airport must be rezoned. Mr. Haugen moved to close the hearing, seconded by Mr. Arndt the hearing closed at 6:04 p.m. Mr. Haag made a motion to recommend approval of the request with staff recommendations. Seconded by Mr. Haugen the motion carried unanimously. 4. NEW BUSINESS None 5. OLD BUSINESS None 6. COMMUNICATION FROM STAFF 7. ADJOURNMENT 0 There being no further business the meeting adjourned at 6:26 p.m. 0 Fair Housing It's Your Right The Fair Housing Act prohibits discrimination in housing because of: • Race or Color • National Origin • Religion • Sex ■ Familial status (including children under 18 living with parents or legal custodians, pregnant women, and people securing custody of children) ■ Handicap Fair Housing Most Housing is Covered! Any exemptions? • Owner occupied buildings with no more than 4 units • Single family housing sold or rented-without use of a broker ■ Housing operated by organizations and private clubs that limit occupancy to members only Note: Housing designated by HUD for use only by elderly persons may be exempt from prohibition against familial status in certain circumstances. What is Prohibited? In the SALE or RENTAL of Housing no one may take any of the following actions based on race, color, national origin, religion, sex, familial status or handicap: • Refuse to rent or sell housing • Refuse to negotiate for housing • Make housing unavailable • Deny a dwelling • Set different terms, conditions, or privileges for the sale or rental of a dwelling • Provide different housing services or facilities ■ Falsely deny that housing is available for inspection, sale, or rental • For profit, persuade owners to sell or rent (blockbusting) • Deny anyone access to or membership in a facility or service (such as a multiple listing service) related to the sale or rental of housing • In Mortgage Lending: No one may take any of the following actions based on race, color, national origin, religion, sex, familial status or handicap: i • Refuse to make a mortgage loan • Refuse to provide information regarding loans • Impose different terms or conditions on a loan ■ Discriminate in appraising a property Refuse to purchase a loan or Set different terms or conditions for purchasing a loan • Fair Housing Additional protections and reasonable accommodations must be permitted by your landlord if you have a disability: If you or someone associated with you: Have an physical or mental disability (including hearing, mobility, visual impairments, chronic alcoholism, chronic mental illness, AIDS, AIDS Related Complex, and mental retardation) ® Have a record of a disability mAre regarding as having disability Example: A building with a "no pets" policy must allow a visually impaired tenant to keep a guide dog. I I Fair Housing t c ni it Pawl Housing discrimination is illegal, but it is rarely obvious: Be suspicious when you hear: ■ "I rented the apartment right after you called." • "I'll show you the apartment after I see your green card. 31 • "This building is for adults only." ■ "I don't want all those changes, a ramp, grab bars, it's too much." ■ "Do you think you can afford this neighborhood ?" Fair Housing it's I What should I do if I think my rights have been violated or if I have questions? ■ Call HUD at 1 -800- 669 -9777 or write: Office of Fair Housing & Equal Opportunity U.S. Dept. Of HUD Room 5204 Washington, D.C. 20410 -2000 If you are disabled, HUD provides: ■ Toll -free TDD phone at 1- 800 - 927 -9275 ■Tapes and braille materials ■ Assistance in reading and completing forms 0 ■ Interpreters are also provided - -- -- J ThomTech Design Company 3830 Rustic Place Saint Paul, MN 55126 -7034 tel: 651482-9680; fax: 651482-9469 Thursday, November 19, 1998 To: Nan Crary McLeod County Administrator 830 11 m Street East, Suite 106 Glencoe, MN 55336 tel: 320 864 -1324 fax: 320 8643410 ioV 1998 — nv iSON Dear Nan, • As requested, the Steering Committee comments have been incorporated into the final report for the Feasibility Study for Consolidating the McLeod County Dispatch and the City of Hutchinson Dispatch Centers. It has been our distinct pleasure to serve McLeod County and the City of Hutchinson and we look forward to providing additional assistance in the future. Thank you very much. Sincerely, Gregory E. Thompson e a- 1 ---------------------------------------------------------------------------- ---------------------------------- - -- - OD6263 YCP001 NOV 18 1998 08:37:43 NOV 18 1998 08:37:46- • MN.MNBCA00S2.U, TXT TO: ALL (USERS FROM: BCA /CJIS SUBJECT: YESTERDAYS SYSTEM OUTAGE AT 1400 HOURS, YESTERDAY 11/17/98 THE NETWORK THAT SUPPORTS CJIS CONNECTIVITt TO AREAS OUTSIDE OF THE METROPOLITAN AREA WENT DOWN FOR SEVEN HOURS. THIS OUTAGE WAS CAUSED BY A MAJOR FIBER CUT OF THE PHONE LINES THAT CARRY MOST OFTHE STATE COMMUNICATIONS. ALTHOUGH THERE IS LITTLE THAT CAN BE DONE TO PREVENT THIS TYPE OF EVENT FROM HAPPENING, THE LOSS OF LAW ENFORCEMENT COMMUNICATIONS FOR A SEVEN HOUR TIMEFRAME IS UNACCEPTABLE. EFFORTS ARE BEING MADE TO DETERMINE THE CAUSE OF THIS OUTAGE AND WHAT STEPS MUST BE TAKEN TO LESSEN THE CHANCES THAT OUTAGES LIKE THIS OCCUR. AUTH: STEVEN E. CORRELL, CJIS MANAGER --------------------------------------------------------------------- -- - - - - -- �C rJ � C , t �— I I 7 jYtY )( 10 / of �� eft 04 oul fie, Fr o Lr uwYJ P t�'j(ef ' ?� �55d �u � Se u JAnl �R �� .rt"S fh� a� arc `� �o 40 u� Th A PJ`'°rol cZ be- Pfe u� o� b 0 r -a-. D co� • QUESTIONS FOR CONSULTANT 1. Did the study answer the questions it was supposed to answer? A. Who owns a consolidated communications? The County or will the City of Hutchinson and its citizens have any input as to expectations> B. Did the consultant construct a plan & design for consolidation with recommendations? (As stated in his proposal to perform the study, dated 3 -6 -98, item C, #6) C. Cost vs Performance? How is that decided if he did not spend any time at either facility to evaluate performance? D. How will a facility be organized? E. How will a facility be administered? F. How will a facility be operated? G. How will employees be integrated/hired? • H. Any cost savings based on employee numbers, building and equipment? 2. Other questions and concern? A. Do the citizens benefit by having their police service/protection reduced? B. Are the citizens entitled to the same performance standards they receive from Hutchinson Communications staff? C. Is any savings that you feel may be possible, worth the risk to the public? Who decides what price is put on safety and what is the price? D. If the City of Hutchinson is not satisfied with the level of service provided through consolidation, what is their recourse? Will the City of Hutchinson have any input as to quality of service? E. What if it is decided that Hutchinson citizens and officers are not receiving the level of service desired? Is the City then bound to inadequate service? • F. Recent telephone/long distance outage. The citizens of Hutchinson could very possibly be without access to their law enforcement personnel. If 9 -9 they are unable to place a phone call to the Sheriffs Office, who will assist • them? No one can stop a phone line from being cut. Job Duties/issues 2. Locked facility, who will allow access for officers with prisoners, fingerprinting public for teaching license, day care reasons, tours, etc. Paperwork? Case entry, statements. A. Statements that need to be typed immediately for court appearances. B. Statements regarding critical incident. We still must maintain confidentiality standards. C. Will we still house case files? Officers within our building need access to the reports and files. D. Access to recent incidents for briefing purposes. Officers need to know what occurred during previous shits. 3. Walk in traffic. A. Keys /property for different businesses (Birthright key, pager for on call Glencoe hospital nurse, glucose kit for Public Health) B. DNR seizure tags for deer C. Salvation Army D. Assumption Liability forms for DUI, person picking up someone arrested for DUI E. Animal license and impound fees F. Copies of reports G. Vehicle and driver's license requests H. Gun permits I. Guardian Ad Litems meet clients here after hours J. Directions and information about city to visitors K. SEVERE WEATHER SHELTER L. PUBLIC SAFETY- come to police dept lobby to report crime (being followed, assaulted, etc) M. Items left here for someone to retrieve (Family Rexall leaves prescriptions for customers to get after hours) N. Public assists (example -on 11 -7 -98 a gentleman entered the lobby and he was to meet a dentist for emergency dental work. The dentist was 30 minutes late and he asked that dispatch contact the dentist for him) • • 4. Reference prisoners or juveniles being held until parents /guardians arrive. We do not place juveniles brought in for minor consumption or located runaways are not placed in a holding cell. Currently communications monitors them until released so that an officer may continue to respond to calls for service. Administrabon Lines: (587 -2242) Will these be answered at all within our office? If it is someone wanting to file a police report, will the call be transferred to the Sheriffs Office so they dispatch the call? Some people still do not call 911 for an emergency, they call 587 -2242. 6. Computer Terminals, State Connections A connection to the State Computers would still be necessary at Hutch PD. Officers still need to check vehicle and driver's licenses. Messages must still be sent and received by officers (reference certified copy of driving record, results from BCA lab of blood /urine samples taken during DUI arrest, classes offered, criminal history, etc) 7. Other City Departments Affected: - Street, Water, Utilities, Park and Rec: HPD Communications is the after • hours contact for all of these departments. -Snow Removal: Will the Sheriffs Office provide the public service of contacting owners of vehicles to move their vehicle during snow removal so it is not towed. - People who have reserved shelters and find they are not open, contact the police department and we in turn contact the on -call person to open the shelter. Other Considerations/Expenses 1. 1 would hope the County would seriously consider a tracking and mapping system. 2. MDTs for squad cars and where they would be placed in all ready crowded squads. 3. Receivers and towers so that Hutchinson officers are able to receive and transmit to McLeod County. 4. Currently the Hutchinson Communications staff are involved in calls • from start to finish- including entry work on reports and statements. This gives us the advantage of knowing the people in our community and we recognize names and violations common to those names. We • work anywhere from 4 to 6 days a week and the officers work 3 to 5. Communications staff are exposed to the names and incidents more often than the officers thus we are able to advise them about a persons history or events that have occurred that are similar to a complaint they are currently involved with. 5. By Hutchinson Communications being involved in calls, we speak with the officers after a call, and learn from them how we can improve our techniques to better assist them and the public. 6. Need to keep the RACAL recorder, which is a 24 -hour tape of phone calls and radio traffic. is LJ • Concems voiced by Sgt Dave Mueller Why did the City tax payers spend a quarter of a million dollars to up-grade the Hutchinson Communications Center if the consolidation is about saving money? 2. Community Policing and Public Service are major goals of the City and Police Department. How does closing the lobby area of the police department at night and weekends follow that goal? 3. What will the status become of the Hutchinson Communications Staff when the consolidation is made, considering the Hutchinson staff is non - union? • 0 WO C ; CAP do S-A • 1. What is the main reason for the consolidation? 2. What is the commissioners position on the issue? 3. What is the city council's position on the issue? 4. Explain why this system of communications was promoted as being unique 20 years ago when the population was 12 what it is today is now considered redundant when looking at it as a public safety issue it is needed more than ever. Look at the situation in St Peter. One communications center for both city and county. As a public safety issue with two separate sites the odds are that one of the two would be able to remain functional Specific Concerns: 1. Job.security 2. Location 3. Wages 4. What happens to accrued benefits 5. Supervision and Authority 6. Job Description and Expectations a. What is the acceptable loss of service to the common ty b. What is the acceptable loss of safety to our officer c. What is the acceptable loss of safety to the public • Current Duties/Responsibilities/Support a. *Call taking b. *Call screening c. Typing statements/Reports (HPD would need to hire additional clerical personnel) d. Record / statistical information both in house and State (HPD would need to hire records clerk) e. 24 hour service to the public at the police department (HPD would either loose that or have to have a licensed officer or supervisor available at all times causing an additional cost to the City) f. Loss of the jail causing a need to hire a transport person (officer) or pay overtime for someone to be on call to transport. Whatever solution is implemented will either cost the city more money or if they take an officer from the street cause a reduction in the number of officers patrolling Hutchinson. (Public safety issue) g. Communications supports staffing of special projects of HPD (Bike Bonanza, Sr. Fishing Trip, COPPS, Auctions etc. h. Assisting the public w /general information/ordinances/concerns without assigning an officer and taking him/her off the street. i. Research information from and for other agencies before assigning call to an officer so as to save time and money for the department Research info and calls. j. Receive and dispatch calls for other agencies/Meeker, , McLeod, Renville, Social Services, Park & Rec., Street Department, Fire Department, Ambulance k. Monitor the alarms (will need to transfer all equipment (at who's cost) or hire someone to monitor. 1. Concern for record keeping on "hot files" for confirmations. • * *If the two agencies do consolidate, what type of lead time are we as employee's going to be given? In that it has always been expected that we represent the City in a favorable manner with respect and loyalty in what way is the City going to demonstrate that to us? What plans do they have or don't have as to incorporating us into other departments within the City of Hutchinson? Who }mows what is realty going on? More information on the severance packages Jobs within the City of H utchinson Jobs within the Department and who will get them and why Where is the cost saving to the taxpayer? McLeod will have to hire personnel and the City of Hutchinson will have to hire people to do what we do now? 0 r1 U • Feasibility Study of Consolidating the McLeod County &City of Hutchinson Dispatch Communications Centers, Revised November 19, 1998 McLeod County & City of Hutchinson e, -830 11t Street East, Suite 106 Glencoe, MN 55336 tel: 320 864 -1324 fax: 320 864 -3410 Prepared by: ThomTech Design Company 3830 Rustic Place horn Saint Paul, MN 55126 -7034 ech telephone: 612 482 -9680 sign facsimile: 612 482 -9469 email: thomtech @thomtechdesign.com Marage a 6Tachmk i web site: www.thomtechdesign.com S.Mbr . br Gorwn & Bwieea 9 `J —A, Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 UNDERSTANDING A. Introduction. This document provides the revised final report for completing the study into the feasibility of consolidating the dispatch centers at the McLeod County Sheriff's Office and the Hutchinson Police Department. A steering committee was formed to examine the issues surrounding the consolidation of the dispatch centers. The steering committee includes the McLeod County Administrator, Hutchinson City Manager, McLeod County Sheriff, and Hutchinson Police Chief As part of their effort, ThomTech Design Company was hired to conduct the feasibility study. The issue of consolidation has emerged several times during the last few years as a way to join forces, combine resources, and become more efficient in the area of dispatching law enforcement and emergency vehicles and personnel. The goal of the steering committee was to explore ways to improve efficiency and effectiveness. The study was conducted in two phases. Phase I consisted of an assessment of the current operation of the two dispatch centers. Phase II provided options for consolidation of the two dispatch centers and an analysis of cost and performance based on several features identified by the steering committee. The first deliverable (Phase 1) was provided on June 29, 1998. The final report (Phase II) was provided on July10, 1998. This document is a revised final report based on discussions with the steering committee on November 3, 1998. • B. Benefits of Consolidation. Consolidating dispatch centers has proved successful in several jurisdictions throughout Minnesota and the country. Some examples are provided below: • Reduced total operational cost for one system versus two systems. • Reduced capital outlay cost for one system versus two systems. • Improved coordination of public safety response units by having two dispatchers side by side rather than two dispatchers in isolated places. • Access to state -of -the -art technology through combined resources. • Pooling and sharing of staff and capital equipment costs. • Improved readiness for growth of communities and emergency services. • Records and files centrally located and created for broader access among multiple agencies. • Improved inter - agency coordination and a larger pool of working dispatchers to assure appropriate response during surges in calls for service. • Higher level of training with improved equipment, higher degree of responsibility, and more units on duty. C. Phase L During the first part of the study, data was collected from several meetings listed below and the information provided by the McLeod County Records & Communications Sergeant and the City of Hutchinson Police Department Dispatch Chief. Introduction Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 The significant portions of this data is provided in Attachment A (Hutchinson) and Attachment B (McLeod County) of the first deliverable. The following groups were interviewed during the first phase of this project. Steering Committee, County Commissioners, City Council, Public Hearing, Hutchinson Police Dispatchers, Hutchinson Police Officers, McLeod County Dispatchers, McLeod Count Deputies, Fire Chiefs of McLeod County, Police Chiefs of McLeod County, Hutchinso Telephone Company, 3M, Hutchinson Technology, Members of the McLeod County Ai Hutchinson Media. These groups have expressed a concern about this type of action (consolidation), however, each group had valuable suggestions for p ursuin g different issues surrounding consolidation. Their recommendations and suggestions were extremely helpful in the preparation of this report. Phase H. Phase II included the coordination of proposing different options for consolidating the dispatch centers. A detailed examination of each dispatch center and of third party buildings was conducted. The candidate locations for consolidating the dispatch centers were the Hutchinson Police Station, McLeod County Law Enforcement Center (LEC), and the Hazardous Waste Building at the Fairgrounds. An analysis for each of these locations was prepared and presented to the steering committee. D. Four Options. This document presents four options, and there are variables within • the options, in the format prescribed by the request for proposal. The Options are listed below. Option 1 • Maintain the current operation of two dispatch centers (one for HPD & one in the LEC). Option 2 • Consolidate the dispatch centers at the dispatch facility in the LEC at Glencoe. Option 3 • Consolidate the dispatch centers at the HPD communications facility in Hutchinson. Option 4 • Consolidate the two dispatch centers at the Hazardous Waste Building in Hutchinson. E. Document Organization. Each of the options is provided in Paragraphs I -IV, respectively. An executive summary and analysis section follows the introduction, directly following this page. This includes comparisons, analyses, and recommendations. The executive summary and analysis section refers to the detailed data located in Paragraphs I -IV. Introduction Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 • L EXECUTIVE SUMMARY A. Observations. All of the study participants need to contribute additional confidence in this concept in order to make this a success. Sounding the positive features of working together in one consolidated dispatch center and highlighting the advantages will provide a more cohesive center that lays the ground work for other cooperative efforts and brings the professional communications & dispatch staff of McLeod County together providing outstanding service to the county constituents. Whatever decision is made with regards to consolidating dispatch functions, it will not be easy to implement. A strong commitment and demonstrated leadership to the concept of consolidation is essential from elected officials and professional staffs. It has been shown, passive participation is not enough. Understandably none of the law enforcement heads want to lose control of their dispatch staffs and rely on someone else to deploy their response fleets. Issues of "turf' and "control" must be replaced by cooperation. Coordination and joint operations, the hallmark of good public safety response is better served by each stakeholder participating positively, rather than working in isolation. The concept of two trained professionals side by side solving and responding to communications needs being more efficient than the same two individuals operating individually apart is not easy to visualize. • B. Current Outstanding Job. An emphasis on the outstanding job that the dispatchers and communications staff are accomplishing is very much in order. In each group interviewed, it was clearly evident that the constituents of McLeod County and the City of Hutchinson are served by dedicated personnel that perform a myriad of communications & administrative tasks characterized by attention to duty, safety of officer /deputy and the people they serve. The considerations to consolidate or not should be viewed as an opportunity to become more efficient as public safety organizations move into the 21" century. Communities continue to grow in McLeod County and the Law Enforcement & Emergency Services must keep pace with this growth. Consolidation of the dispatching functions within the county will serve to better handle that growth as new technology becomes available, as training and skill levels increase, and provide more opportunity for the important professional people that do this job. The movement of more and more information to prepare officers prior to responding to a call or to improve a decision support system becomes more valuable each month. C. Recommendation. Based on the operating cost analysis, consolidate the communications and dispatching functions at the Law Enforcement Center in the County Courthouse, leaving to the discretion of McLeod County the administration of these services. This option maintains the current level of service, is least disruptive to the major stakeholders, and provides the largest cost savings. The recommendation includes ES -1 Executive Summary & Analysis Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 the formation of a transition team from county organizations & stakeholders for • implementing consolidation. H. COMPARISON, ANALYSIS, & RECOMMENDATION A. Options. The four options presented in Paragraphs I -IV represent alternatives for the consolidation of the dispatch communications centers of McLeod County and the City of Hutchinson. Each of the options has variations that can be exercised depending on the needs and resources available. The purpose of this analysis is to discuss the issues surrounding the consolidation of the dispatching functions and describe the options. B. Start-up Costs. The start-up costs for the four options vary significantly. Obviously, the most expensive option is to locate the dispatch center at a third location (not the LEC and not the HPD). The Hazardous Waste Building at the Fairgrounds is an ideal location and has all the needed facilities except that it is not storm proof. The cost of storm proofing, may be so significant that constructing a new smaller building is probably less expensive than renovating the building to make it storm proof. There are several issues that surround the construction, it would be an above ground enclosure, necessitate the movement of equipment from both HPD and the LEC. The PSAP, telephone lines, radio systems, and additional lines for alarms, fax machines, computer networks and other intra & extra agency communications need to be installed, rewired, connected, and supported. The operation of a separate facility has distinct advantages; it provides for a "clean" start, offers opportunity for expanding service to other government and private agencies, . thereby becoming revenue generating. Table 1 provides a comparison to the start-up costs for the four options. As part of this comparison, there are a couple of variations that can be exercised depending on need and resources. The table provides variations for remodeling or not remodeling, using New World or LOGIS software, having five or three E -911 lines, and two or four dispatch consoles. Items New World LOGIS 5 E -911 3 E -911 2 cnsls 3-4 cnsls Start-up Costs for MDC $393,500 $413,500 $393,500 $382,000 NIA $393,500 Start-up; MDC - Remodel $243,500 $263,500 $243,500 $232,000 NIA $243,500 Start-up Costs for LEC $221,500 N/A $221,500 $210,000 $206,500 $221,500 Start-up; LEC - Remodel $146,500 N/A $146,500 $146,500 $131,500 $146,500 Start-up Costs for HPD $167,500 $187,500 $167,500 $167,500 $167,500 N/A Table 1: Comparison of Start -up Costs The remodeling part of the MDC at the Hazardous Waste Building (HWB) is to provide weather proofing for the dispatch facility. The remodeling for the LEC is to provide additional room for future expansion. 1. Computer Aided Dispatch (CAD) Software. Which software to use is a difficult choice. The advantages of a common computer system are straightforward; the system ES -2 Executive Summary & Analysis Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 would allow all law enforcement activity in the county to be recorded into common records accessible by authorized personnel. Presently, an officer or deputy could be responding to a call for service without a complete history of the site because Hutchinson PD and McLeod SO may have separate records on this perpetrator or address. The LOGIS system software is newer, provides for access to other communities within the metro area for background checks and history files. The system does not have a jail management module so if LOGIS was chosen, the jail facility would continue to use New World. The use of the LOGIS system requires that the county become a member (except for Option 3) of LOGIS. It also has higher annual costs because the fee is calculated by the number of incidents generated during a one year period. In addition, the cost of a Tl lease line is required to connect to the LOGIS headquarters in Brooklyn Center, MN. 2. E -911 Lines. Another consideration with regards to start-up costs is whether three or five E -911 lines are required. The Hutchinson Telephone Company is the service provider for both PSAPs and they indicate that three lines should be adequate. However, the combined resources of the county presently are using five E -911 lines. The state controls the maximum number of E -911 lines and would probably approve no more than four E -911 lines, which should be sufficient. Changing the present PSAP configuration requires a modification to the County's E -911 plan and submission to the state for approval. This usually requires several months. 3. Consoles. The number of consoles that are used present an opportunity to save costs also. Most of the personnel interviewed believe that two consoles or two dispatchers can handle the dispatching for the county. The savings are that if the LEC (Option 2) or the HPD (Option 3) are chosen, the remodeling costs are saved. Option 2 provides for a third dispatch console provided the additional room in the existing dispatch room can be freed up to accommodate the 3r console. The remodeling in the LEC would make allow the dispatchers additional needed room, in an otherwise crowded facility. It is difficult to hear when two dispatchers are on duty. 4. Jail Facility. The separation of the jail facility and the dispatch center creates a couple of challenges. The jail uses the dispatch center personnel for several functions. One of which is to collect bail money 24 hours a day. If the dispatch center is moved from the LEC, the jail facility requires some remodeling to accommodate a "customer service" window, additional cameras and monitors, and additional personnel. C. Annual Costs. The annual costs for operating a consolidated dispatch center appear to be less expensive for all options, once the start-up costs are recovered. The annual costs vary by the number of full time equivalents (FTE ) that will be required should the dispatch functions depart from their present locations. The options were priced based on 8.5 FTEs to operate the dispatch center and two FTEs to remain for the HPD and one FTE for the LEC. These FTEs are to provide the additional administrative duties for the respective offices. Table 2 provides a cost comparison for the four options. 0 ES -3 Executive Summary & Analysis Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 Option Where Cost add staff total with MCC Option 1 Current Status @ LEC & HPD $642,382 N/A $642,382 NIA Option 2 Consolidate @ LEC $412,602 $50,000 $462,602 $501,411 Option 3 Consolidate @ HPD $439,744 $25,000 $464,744 $476,411 Option 4 Consolidate @ HWB or MDC $510,111 $75,000 $585,111 N/A Table 2: Annual Cost Comparison Presently, there are 5.5 FTEs (full time equivalents) for the HPD operation and 7 FTEs for the McLeod County Dispatch. The total is 12.5 FTEs if the dispatch positions are added. An interesting way to view the cost is to compute the cost per incident for the four Options, this is shown in Table 3. These figures are computed for the four options and using the combined number of incidents from 1997. Option Where Cost incidents cost/ICR Option 1 Current Status @ LEC & HPD $642,382 37,266 $17.24 Option 2 Consolidate @ LEC $462,602 37,266 $12.41 Option 3 Consolidate @ HPD $464,744 37,266 $12.47 Option 4 Consolidate @ HWB or MDC $585,111 37,266 $15.70 Table 3: Cost per Incident Comparison D. Comparison. A summary of the four options is provided below. Option Advantages Disadvantages 1 Status quo, no disruption of present Continued use of two computer operations, continued use of two systems for records & files, issue dispatch centers in McLeod County, revisited again next year, separate each center backs up the other, HPD resources keeps holding cells, 2 service windows remain active in Hutch & Glencoe 2 One computer system for combined Dispatch center away from highest information, little disruption for jail population center, reduces flexibility facility, combined resources, creation of Hutch Police Chief without of CAG, forum for stakeholders to internal dispatch capability, influence dispatch operations, least eliminates 24 hour service window disruptive for county wide operation. after hours at HPD, 3 Creation of CAG, forum for Most disruptive for jail facility, stakeholders to influence dispatch reduces flexibility for Sheriff without operations, dispatch center in largest internal dispatch capability, population area. One computer eliminates 24 hour service window information system. for Glencoe & courthouse, jail facility still requires New World module. County becomes LOGIS member. 4 One computer system information Most expensive of the new options- 0 0 ES-4 Executive Summary & Analysis Consolidated Dispatch Feasibility Study McLeod County & Cuy of Hutchinson November 1998 ICJ i Option Advantages Disadvantages HPD system, creation of CAG, forum for large up front costs, disruptive to $682,382 stakeholders to influence dispatch both dispatch centers & law $585,111 1 operations, most flexibility and room enforcement, separates dispatch $146,500 for expansion of dispatch duties, center from jail facility. opportunity for "clean" start. Create Communications Advisory Group Creates small amount of additional CAG (CAG) allows stakeholders to bureaucracy, additional time for influence dispatch functions, stakeholders, provides combined staff with forum to discuss county wide communications & dispatching issues, creates a basis for future advisory groups, provides the basis for a transition team active during consolidation period. New New World has more modules, has a New World is expensive, more World jail module, is paid for, less difficult to learn, supported from out Computer expensive annually, self contained at of state, does not provide access to System the computer network in the other municipalities records, courthouse LOGIS LOGIS allows access to 1 I higher annual costs, no jail Computer municipalities records, low up front management module, organization is System costs, newer software, required to be LOGIS member, requires TI connection to host network out of county E. Recommendation. The following recommendations are provided based on several factors: compensation of dispatchers, fairness & employment of dispatchers, flexibility of organization, cost of start-up & annual costs, impact on present organizations, continued level of service to county constituents, and ease of transition. Table 4 provides a simplified cost comparison of options. Table 4: Cost Comparison I. Create a transition team to discuss the implementation of a consolidated dispatch center. The actions and recommendations of the transition team would be coordinated by the steering committee. 2. Form a communications advisory group (CAG) for the purpose of assisting the Sheriff in meeting the needs of the county for communications and dispatching. ES -5 Executive Summary & Analysis Current LEC HPD HWB /MDC Annual Operating Costs $682,382 $462,602 $464,744 $585,111 1 Startup Costs N/A $146,500 $167,500 $393,500 Table 4: Cost Comparison I. Create a transition team to discuss the implementation of a consolidated dispatch center. The actions and recommendations of the transition team would be coordinated by the steering committee. 2. Form a communications advisory group (CAG) for the purpose of assisting the Sheriff in meeting the needs of the county for communications and dispatching. ES -5 Executive Summary & Analysis ES-6 Executive Summary & Analysis Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November PQ98 3. Conduct candidate search from the present dispatchers and communications specialists at the HPD and LEC dispatch centers. Appropriate staffing determined by the McLeod County Commissioners following assessment and recommendations from the Sheriff's Department. 4. Consolidate the dispatch center in the LEC. Delay any remodeling efforts by rearranging the existing room to add a third console. Movement to the HWB or remodeling the LEC can be accomplished at a later date. The strong reasons for choosing the LEC is that the senior law enforcement officer (McLeod County Sheriff) retains direct control of the county dispatch functions. There is little or no impact on the jail and court facility should the dispatch center consolidate at the LEC. The transition to the LEC will also be the least disruptive and provide a smoother transition for all stakeholders. S. The recommended date for consolidation depends on several factors. Formation of the transition team and the modification of the E -911 plan and its approval would result in implementation no earlier than 1 April, 1999. 6. Employ only one software CAD system (New World or LOGIS) software. The consolidation of records and information county wide is advantageous to all stakeholders especially law enforcement. This is one of the major items that the transition team will have to implement. The CAD system decision and the transition of existing files is not a trivial task and several factors will need to be considered. 7. Upgrade the E -911 system and consolidate this function at the LEC. Terminate the lease of E -911 equipment and purchase the new equipment for a three position and one administrative position equipment suite. This results in substantial cost savings i in the near term and long term. The present lease of the E -911 equipment (LEC & HPD) is in the last 2 years of a seven year lease. During consolidation, this is an ideal time to upgrade capability, improve service, and add one PSAP trunk to the city of Plato. The transition team will need to revise the county 911 plan and submit it for state approval. This may take several months. The cost savings over a five year lease are approximately $38K. This is calculated as follows: {60 months X $1,714 /month (lease charges)) - $65K (cost of new equipment) _ $38K 8. Expand the Hutchinson PD voice radio frequency to be county wide by adding receivers at Winsted and Brownton and a transmitter- receiver at Glencoe. This will provide another tactical voice frequency for the law enforcement officers to communicate. Estimated cost approximately $20K. 9. Enter into an agreement with a neighboring county (Sibley or Renville most probable) to act as a backup for McLeod County. Also, improve the mobile command posts (Sheriffs & Hutch's) for use as backup dispatch centers should the LEC dispatch center temporarily be disabled. This can be coordinated by the transition team and the communications advisory group. 10. Use the cost savings from consolidation to upgrade the communications equipment, take advantage of combined resources by adopting mobile data terminals for officers, improving the mobile command posts, upgrading the E -911 system, geo- coding the county addresses, or other items. The transition team and CAG can prioritize these items. ES-6 Executive Summary & Analysis Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 I. OPTION I: CURRENT STATUS & NON - CONSOLIDATED This paragraph describes the present configuration for the Hutchinson Police and McLeod County Sheriff's Dispatch Centers. The purpose is to identify the present resources available within McLeod County and the City of Hutchinson and to understand the current organization and status of each of these communications centers. DISPATCH CENTER AT THE HUTCHINSON POLICE DEPARTMENT A. Administration & Organization 1. Staff selection. The dispatch staff is selected through an interview process. The process is begun by advertising the position according to City regulations. Then an application is completed by each candidate. Candidates take a written exam, complete an oral interview, and undergo a psychological evaluation, background check, & medical screening. Candidates are reviewed by the Police Department staff and are initially interviewed by a panel of Police department personnel. The panel is administered by the Communications Supervisor. The panel then makes recommendations to the Police Chief. The Police Chief forwards the top three recommendations along with the top choice candidate to the City Manager for final selection and hiring. 2. Support services administration (payroll, purchasing, & accounting). The payroll and accounting are conducted by the City office personnel. The Police Department provides their own purchasing services. The department prepares an annual budget which goes through an approval process ultimately approved by the City Council. The dispatch center costs are contained in a separate line item. 3. Policy making body structure. The policy making body structure is administered by the Police Chief. The City Council, the City Manager, and the Police Chief are the policy making body. 4. Reporting (chain of command). The Communications Specialists report to the Communications Supervisor, the Communications Supervisor reports to the Police Lieutenant, who reports to the Police Chief. The day to day operations of the dispatch center are administered by the Communications Supervisor. The Communications Supervisor schedules the work, approves transitions, coordinates training, and is responsible for the efficient running of the dispatch center. The communications staff performs the training. B. Financial. 1. Start up costs. Not applicable for the current assessment. 2. Annual operating costs. See Table 1 for the annual operating costs calculated from the annual budget for each department. The City has invested approximately $200K in capital outlays for the dispatch center over the last five years. 0 I -1 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 Account Description Dispatch TOTAL 3364 E -911 Reimbursement $11,000 3383 City Dispatch Funds $45,000 3520 Alarm Fees $5,500 TOTAL REVENUES $61,500 $61,500 4100 Wages - Regular Employees $133,349 4112 Overtime Regular Employees $9,810 4115 COLA/Performance $6,971 4120 Wages - Temporary Employees $12,240 4132 Holiday $8,133 4133 Sick Pa $292 4141 PERA Coordinated $8,471 4144 FICA - City Portion $12,533 4150 Employee Health & Insurance $24,266 TOTAL PERSONNEL SERVICES $216,065 $216,065 4210 Operating Supplies $1,500 4213 Clothing & Personal Equipment $1,500 TOTAL SUPPLIES, REPAIR, MAINTENANCE $3,000 $3,000 4309 Other Contractual $250 4310 Communications $7,000 4314 Teleprocessing Equipment $1,500 4320 Travel, School, & Conference $2,500 4360 Utilities $4,000 4370 Contract Repair & Maintenance $500 4376 Communication Maintenance $3,500 4385 Data Processing $38,000 Debt Service Plan ear 2000 $46,550 TOTAL OTHER SERVICES & CHARGES $103,800 $103,800 GRAND TOTALI $322,865 Table 1: Current Costs for Hutchinson PD Dispatch Center In addition, the following costs are provided for information. The cost of health insurance is $4,633.32/yr; for dental insurance 5551.76/yr, lifeldisability based upon salary average - $75 /yr for life & $210 /yr for disability; FICA is 7.65% of salary; PERA is 4.75% of salary; vacation is computed as 2 weeks, after 7 years - 3 weeks, and after 12 years - 4 weeks; lump sum payment of 84 hours/yr for holidays. Employees may accumulate up to 80 hours of compensatory time, in lieu of claiming over time. Over time hours may be banked at time and a half to be used within a one - year period. The Communications Supervisor is paid at City Employee Grade IX and the Communications Specialists are paid at City Employee Grade VIII. I -2 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 • 3. Cost comparison. See cost comparison section in executive summary and analysis C. Technical Concerns 1. Base station location/design. The base station is located at the Police building at 10 Franklin Street SW in Hutchinson, MN. There are four repeater towers located throughout the City. 2. Control console's configuration. The dispatch center is configured with a Motorola Radio System, CENTACOM SERIES II PLUS CRT. There is a 21 inch screen for the CAD system and a 12 inch screen for the radio system, both are 3M brand. The Motorola system was bought from Mankato Radio in 1995. Each department has their own pagers for paging key personnel. There are two monitors for displaying the video feeds from various cameras throughout the building. There is a total of ten doors that are under controlled access from the dispatch center. The paging system provides the capability to page ambulances, fire departments, civil defense, towing companies, surrounding county fire departments, and city services. 3. CAD (computer aided dispatch). The computer aided dispatch system is the LOGIS CAD system. It is purchased through the LOGIS whose address is: LOGIS Association; Freeway Boulevard, Suite 300; Brooklyn Center, MN 55430 -1753; Tel: 566 -0050; fax: 566 -0561. The LOGIS system was started in 1985, the City of Hutchinson has used the CAD system since 1990. The LOGIS system allows access • to the records of any other city that uses LOGIS, presently, there are 11 communities in MN that use the LOGIS system. The software is supported by the city of Valencia in California. The software runs on a computer system controlled by a Hewlitt Packard 3000 server. The platform is described as follows: HP3000, 959300, MPE Operating System, Version 5.5, Patch Release 4, Year 2000 compatible. The database size is 4,803,504 Sectors or 1.3 Gigabytes. The software is proprietary to the LOGIS system. 4. MDTs (mobile data terminals). The Hutchinson police department does not presently use mobile data terminals. 5. Radio frequencies. The Hutchinson voice radio system and radio dispatch system consists of four repeater sites located throughout the City of Hutchinson. The system also has the capability of communicating on the former radio frequency from a transmitter located near the Police building. Table 2 provides the channels available to the Hutchinson Police Dispatchers and are recorded on the voice recording system. 0 I -3 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson Now 1998 Hutchinson PD RACAL Recorder 24 Hour Recorder Channel Termination Channel 1 dispatch Channel 2 dispatch Channel 3 Lt Office (negotiator hone Channel 4 PD RPTR Channel 5 PD Simplex Channel 6 Sheriff Office Control Base Channel 7 MINSEF - TX - RX, PT -PT, T` Channel S PT -PT RX Channel 9 Hospital Channel 10 Hospital pagin Channel 11 Public works Channel 12 FIRE TX -RX, ST -FIRE TX Channel 13 ST -FIRE RX Channel 14 Trainin Channel 15 Spare Channell 16 Spare Table 2: Channels Available to the Hutchinson Police Dispatcher 0 6. Computerized record interface. The computerized record interface is contained in the . LOGIS operating system described above. 7. Intra- agency communications. The Hutchinson Dispatch Center has a complete intra- agency communications system for contacting McLeod County, adjacent counties & towns, the Twin Cities metro area, State Patrol, state agencies, NCIC & CJIS. 8. Emergency power. The Hutchinson Police Department has an emergency generator that is automatically switched on when the building loses electrical power. The dispatch center can continue complete operations during the use of backup emergency power. 9. Security. Security for the building is provided by a controlled access door and hardened glass window from the front entryway or lobby of the Police building. The front door is open 24 hours, 7 days a week. The access to the Police Department is controlled by an access button that opens the inner doorway once the dispatcher is satisfied that the person is authorized to enter. Security from the weather is provided by a "tornado proof' or hardened walls surrounding the dispatch center room. The building is designed such that if the building suffers an attack from severe weather the building could be damaged but the dispatch center would remain intact and operations could continue. I4 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 • D. Facility 1. Location. The Hutchinson Police Dispatch Center is located in the Hutchinson Police Services Building at 10 Franklin Street SW in Hutchinson, MN 55350. 2. Lease, purchase, or use existing space. The Police Operations building is owned by the City of Hutchinson. Size including future space needs. See Figure 1. Door to i service Window Admin Area Cabinet with Voice Recorder System 4 feet 14 feet bathroom Dispatch Workstation Dispatch Workstation Figure 1: Sketch of Hutchinson Police Dispatch Center 0 4. Utility costs. Annual utility costs for the dispatch center is estimated as 25% of the department's utility costs; or $4,000.00 /year. See Table 1 for additional cost information. 5. Back -up or standby facilities. The voice radio backup system is provided by a VCR recording system that is fairly modern. Tapes are changed on schedule and archived. The present backup system for the Hutchinson Police Dispatch Center is the McLeod County Sheriff's Department Dispatch Center. The Hutchinson Police Department has a mobile command post that is configured in a small vanibus vehicle. The present configuration does not provide all dispatching services but could function as a I -5 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 temporary dispatch center if needed. The primary function of the mobile command post is to be a remote control point of satellite post for special occasions or incidents (i.e. hazardous waste spill, severe weather, or city functions (parades, concerts, etc.)). E. Operations Figure 2: Hutchinson Organizational Structure & Chain of Command for Dispatchers 1. E -911 concerns. There are two E -911 lines terminated at the Hutchinson Dispatr Center. They have enhanced 911 provided by the Hutchinson Telephone Comr iy. The 911 service area includes all phone numbers beginning with 587 or 234. is includes parts of Renville and Meeker counties. The E -911 lines will roll ove, to the McLeod County Sheriff's Dispatch Center lines if both lines are busy. 2. NCIC & CHS systems. There are two identical CJIS terminals for access on registration, license, and warrants checks. 3. Private alarms. The Hutchinson Police Dispatch Center monitors 46 alarms. 4. Should public works departments and other non emergency departments be included in the facility. Not applicable for the current assessment. F. Personnel 1. Organizational structure. The Organizational Structure is provided in Figure 2. y66�ss T .. if 2. Present & future workload. Table 3 provides the number of events that dispatch operators handle during their work shift. Subparagraph G provides the complete list of duties as gathered from the communications specialists interviews. Type of Event 1996 1997 98 (May) Incident report resulting from telephone or E -911 call 15,184 15,914 6,050 E -911 calls, resulting in ICR, no duplicates, also reported above 1,588 635 Visitors in the lobby at the service window (estimate) 12,410 5,134 Hotfiles, warrants, missing juveniles, stolen vehicles (estimate) 190 130 Controlled access to building by authorized personnel (estimate) 60,0001 25,000 Table 3: Annual Number of Incidents Reports & Additional Information for Hutchinson Dispatch I -6 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 3. Number of supervisors. One 4. Number of telecommunicators. 7 5. Configuration of shifts. Two eight hour shifts and 2 ten hour shifts each day. This covers an overlap period where at selected times of the day and/or season, two dispatchers are scheduled (i.e. busy hours and special events). 6. Full and/or part time. 4 full time and 4 part time. 7. Integration of personnel, policies, present vs consolidated (salaries, benefits, seniority). Not applicable for the current status report. 8. Job placement of present staffs. Not applicable for the current assessment. 9. Staffing of remaining departments. Not applicable for the current assessment. G. Duties of Hutchinson Police Dispatchers 1. Operate the dispatch center 24 hours, 7 days a week. 2. Dispatch police officers based on incident reports at the direction of the Police Chief. 3. Answer the telephone for the police department. 4. Answer the E -911 calls for the City of Hutchinson. 5. Enter data records for police reports as dictated by officers. 6. Monitor the video feeds from cameras installed throughout the building. 7. Service the walk -up window for City of Hutchinson constituents. 8. Open all controlled access doors into the building. • 9. Monitor the alarms from businesses. 10. Collect and safeguard bail money and other funds for licenses from constituents at the walk -up window. 11. Maintain the City of Hutchinson Police Department internal records. 12. Provide printouts of driving records. 13. Gather all telephone calls and messages for police department personnel. 14. Provide information to the news media. 15. Dispatch services for Hutchinson ambulance, Hutchinson fire department. 16. Provide fast responder services. 17. Contact utility companies and other City departments (street, parks, engineering, and water) as required during emergencies or after hour procedures. 18. Activate sirens for civil defense. 19. Assist life link for ensuring landing area is clear. 20. Provide central point of contact for procedures surrounding a hazardous waste spill. 21. Enter information for all hotfiles (runaway juveniles, stolen vehicles, warrants). 22. Call those law enforcement agencies when canine capabilities are required. 23. Search female prisoners. 24. Coordinate prisoner transport to /from jail. 25. Open and enter all incident reports generated from telephone, E -911 calls, and officers. 26. Maintain CPR and first aid certification for all personnel. 27. Operate and maintain the voice recordings from the Racal voice recorder and archive the tapes. I -7 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 28. Provide backup dispatch for the McLeod County Sheriff's Office. 29. Qualify personnel as terminal agency coordinator. 30. Maintain personnel certifications as terminal operators (CJIS) through BCA. 31. Collect information and contact skywarn personnel during severe weather. 32. Dispatch county coroner. 33. Assist McLeod County Communications as requested by McLeod County. 34. Assist officers in gathering investigative information (criminal histories, warram checks, in -house records information, gather information from other agencies). 35. Emergency medical dispatching (all full time communications specialists are certified). 36. Member of CISD (Critical Incident Stress Debriefing). 37. Member of SRT (Special Response Team). 38. Member Family Group Conference as facilitator. 39. Appear on local cable TV program COPPS to provide information to the public. 40. Education regarding the use of 9 -1 -1. I -8 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 MCLEOD COUNTY SHERIFF'S DEPARTMENT DISPATCH CENTER A. Administration & Organization Staff selection. The dispatch staff is selected through an interview process. The process is begun by advertising the position according to County regulations. Then an application is completed by each candidate. Candidates take a written test, complete an oral interview, undergo a psychological evaluation and medical screening. Candidates are reviewed by the Sheriff s Department staff and are initially interviewed by a panel of Sheriff's department personnel. The panel is administered by the Records & Communications Sergeant. The panel then makes recommendations to the Sheriff for hiring. 2. Support services administration (payroll, purchasing, & accounting). The payroll, purchasing, and accounting are conducted by the County Auditor. The department prepares an annual budget which goes through an approval process ultimately approved by the County Commissioners. The dispatch center costs are contained in the Sheriff's department line item and are not separately listed. 3. Policy making body structure. The policy making body structure is administered by the Sheriff. The County Commissioners and the Sheriff are the policy making body. 4. Reporting (chain of command). The dispatch personnel report to the records & communications sergeant, the records & communications sergeant reports to the Chief Deputy, who reports to the Sheriff. The day to day operations of the dispatch center are administered by the records & communications sergeant. The records & communications sergeant schedules the work, approves transitions, provides training, and is responsible for the efficient runnin of the dispatch center. B. Financial 1. Start up costs. Not applicable for the current assessment. 2. Annual operating costs. See Table 4 for the annual operating costs calculated from the annual budget for the Sheriff's department. The County has invested approximately $300K in capital outlays for the dispatch center over the last five years. 3. Cost comparison. See cost comparison in executive summary and analysis section. I -9 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 Account Description Dispatch TOTAL 6206 Charges for Hutchinson Dispatch $45,000 5630 County match on E -911 System Maintenance $6,000 6265 Professional services, contract negotiation $8,000 TOTAL EXTERNAL CHARGES $59,000 $59,000 6105 Wages - Regular Employees $141,890 6115 Overtime Regular Employees $23,085 6120 Shift difference pay $3,926 6145 Uniform allowance $2,550 6163 PERA - County Share $7,349 6175 FICA - County Share $10,854 6153 Health & Life Insurance - County Share $21,389 TOTAL PERSONNEL SERVICES $211,043 $211,043 6206 Other services & charges, 17% of dept $8,500 6205 Postage $374 6247 Communications training $4,000 6402 Office supplies, 35% of dept $4,200 6403 Printed paper supplies, 50% of dept $1,100 6341 Maintenance agreements, 50% of dept $5,500 6253 Electricity $4.000 6203 Communications $12,500 6303 Repair & Maintenance service $9,300 TOTAL SUPPLIES, SERVICES & CHARGES1 $49,474 $49,474 GRAND TOTALI $319,517 Table 4: Current Costs for McLeod County Dispatch Center C. Technical Concerns 46 0 1. Base station location/design. The base station is located at the Law Enforcement Center (LEC) attached to the County Courthouse building at 801 East 10'" Street; Glencoe, MN 55336. There are four repeater towers located throughout the County. 2. Control console's configuration. The dispatch center is configured with a Motorola Radio System, CENTACOM SERIES lI PLUS CRT. There is a 21 inch screen for the CAD system and a 12 inch screen for the radio system, both are 3M brand. The Motorola system was bought from Mankato Radio in 1995. Each department has their own pagers for paging key personnel. There are two monitors for displaying the video feeds from various cameras throughout the LEC & jail facility. The paging system provides the capability to state patrol, investigators, page ambulances, fire departments, utilities services, park & recreation department, civil defense, towing companies, surrounding county fire departments, and city services throughout the county. I -10 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 • 3. CAD (computer aided dispatch). The computer aided dispatch system is the New World System supported from Detroit, MI. The New World system works on an IBM AS-400 platform. The dispatch center has two identical dispatch positions and room for a third dispatcher. 4. MDTs (mobile data terninals). The McLeod County Sheriffs department does not presently use mobile data terminals. 5. Radio frequencies. The McLeod County Sheriffs voice radio system and radio dispatch system consists of four repeater sites located throughout the County. Table 5 provides the channels that are available to the dispatcher and are recorder by the voice recorder system. is MCLEOD COUNTY SO Dicta hone 5000 24 Hour Recorder Channel Termination Channel 1 dispatch secondary position Channel 2 dispatch primary position Channel 3 supervisor Channel 4 bathroom Channel 5 Hutch/Sibley radio channel Channel 6 Sheriffs main repeater Channel 7 fire channel Channel 8 statewide channel - Channel 9 spare Channel 10 hospital channel Table 5: Channels Available to the McLeod County Dispatcher 6. Computerized record interface. The computerized record interface is contained in the New World operating system described above. 7. Intra- agency communications. The McLeod County Sheriff s Dispatch Center has a complete intra- agency communications system for contacting Hutchinson and other towns within the county, adjacent counties & towns, the Twin Cities metro area, State Patrol, state agencies, NCIC & CJIS. 8. Emergency power. The McLeod County Sheriffs Department has an emergency generator that is automatically switched on when the building loses electrical power. The dispatch center can continue complete operations during the use of backup emergency power. 9. Security. Security for the building is provided by a controlled access door and hardened glass window from the front entryway or lobby of the LEC building. The service window is operated with a "bomb box" style of drawer that is used to send items (forms, bail money, etc.) to /from customers. The front door is open 24 hours, 7 days a week. The access to the McLeod County Sheriffs Department is controlled by an access button that opens the inner doorway once the dispatcher is satisfied that the person is authorized to enter. Security from the weather is provided by the I -11 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November /998 underground construction and the hardened walls for the entire LEC (Sheriffs department and jail facility). is D. Facility 1. Location. The McLeod County Sheriff s Dispatch Center is located in the 801 East 10"' Street; Glencoe, MN 55336. 2. Lease, purchase, or use existing space. The LEC building is owned by the County. 3. Size including future space needs. See Figure 3. 20 feet Figure 3: Sketch of McLeod County Dispatch Center 4. Utility costs. Annual utility costs for the dispatch center is estimated as $4,000.00 /year. See Table 3 for additional cost information. 5. Back -up or standby facilities. The voice radio backup system is provided by a dictaphone recording system. Tapes are changed on schedule and archived. The present backup system for the McLeod County Sheriff s Department Dispatch Center is the Hutchinson Police Dispatch Center. The McLeod County Sheriff s Department 1 -12 Current Status & Not Consolidated Door to Admin Area Cabinet with voice Recorder System Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 has a mobile command post that is configured in a small vanibus vehicle. The present configuration does not provide all dispatching services but could function as a temporary dispatch center if needed. The primary function of the mobile command post is to be a remote control point of satellite post for special occasions or incidents (i.e. hazardous waste spill, severe weather, or city functions (parades, concerts, etc.)). E. Operations 1. E -911 concerns. There are three E -911 lines terminated at the McLeod County Sheriff's Dispatch Center. They have enhanced 911 provided by the Hutchinson Telephone Company. The E -911 lines will roll over to the Hutchinson Police Dispatch Center lines if the lines are busy. 2. NCIC & CJIS systems. There are two identical CJIS terminals for access on registration, license, and warrants checks. 3. Private alarms. The McLeod County Dispatch Center monitors 27 alarms. 4. Should public works departments and other non emergency departments be included in the facility. Not applicable for the current assessment. F. Personnel 1. Organizational structure. The Organizational Structure is provided in Figure 4. 2. Present & future workload. Table 6 provides the number of events that dispatch operators handle during their work shift. Attachment A provides the complete list of duties as gathered from the dispatch operate interviews. I -13 Current Status & Not Consolidated Figure 4: Organizational Structure for Sheriffs Dispatch Center Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 Type of Event 1996 1997 98 (Ma Incident report resulting from telephone or E -911 call 16,685 21,349 9,078 E -911 calls, resulting in ICR, no duplicates, also reported above 1,715 2,322 1,023 Visitors in the lobby at the service window estimate 14,976 6,336 Hotfiles, warrants, missing juveniles, stolen vehicles estimate 1,170 4871 Controlled access to building b authorized personnel estimate 58,7601 24,483 Table 6: Annual Number of Incident Reports & Additional Information for Hutchinson Dispatch 3. Number of supervisors. One 4. Number of telecommunicators. 7 5. Configuration of shifts. Three eight hour shifts each day, selected times of the day and season where two dispatchers are scheduled (i.e. busy hours and special events). 6. Full and/or part time. 3 full time and 4 part time. 7. Integration of personnel, policies, present vs consolidated (salaries, benefits, seniority). Not applicable for the current status report. 8. Job placement of present staffs. Not applicable for the current assessment. 9. Staffing of remaining departments. Not applicable for the current assessment. G. Duties of McLeod County Sheriffs Dispatchers 1. Operate the dispatch center 24 hours, 7 days a week. 2. Dispatch Sheriff's deputies based on incident reports at the direction of the Sheriff. 3. Answer the telephone for the Sheriffs office. 4. Provide dispatch duties for all City Police Departments within McLeod County minus the City of Hutchinson. 5. Answer the E -911 calls for McLeod County and all towns within the county minus the City of Hutchinson and all telephone numbers with a Hutchinson exchange of 587 and 234. 6. Monitor the video feeds from cameras installed throughout the building. 7. Service the walk -up window for county constituents. 8. Open all controlled access doors into the LEC. 9. Monitor the alarms from judges chambers, courtrooms, jail, banks, businesses from the electro watchman panel. In addition, they receive phone -in and radio alarms from several businesses and private sources. 10. Collect and safeguard bail money and other funds for licenses from constituents at the walk -up window. 11. Process mug cards and fingerprint cards for all persons booked into McLeod County Jail and those individuals entering criminal justice employment, applying for adoption, or designated as requiring registration as a sexual offender. 12. Enter all warrants from the County Courts via the NCIC. 13. Maintain the Sheriffs and County internal records. 1 -14 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 14. Provide printouts of driving records and vehicle registrations for public law enforcement, county attorney, and probation purposes. 15. Gather all telephone calls and messages for Sheriff s and state patrol personnel. 16. Dispatch for the state patrol when needed. 17. Administer the request for release and assumption of liability for an intoxicated person. 18. Provide information to the news media. 19. Dispatch services for 3 McLeod County ambulances, I Renville County ambulance, 1 Waconia ambulance, and 7 fire departments. 20. Provide first responder dispatch services for five fire departments. 21. Contact NSP, Minnegasco, and other utility companies as required during emergencies or after hour procedures. 22. Activate civil defense sirens for seven towns in McLeod County. 23. Collect information and contact as needed the weather spotters and pass information to national weather service. 24. Assist life link for ensuring landing area is clear. 25. Provide dispatch service for coroner. 26. Provide central point of contact for procedures surrounding a hazardous waste spill. 27. Enter information for all hotfiles (runaway juveniles, stolen vehicles, warrants) for Sheriffs Office and towns in McLeod County minus the City of Hutchinson. 28. Call those law enforcement agencies when canine capabilities are required. 29. Maintain "front office" duties for the jail facility. 30. Qualify personnel as TAC (terminal agency coordinator). 31. Open and enter all incident reports generated from telephone, E -911 calls, and deputies. 32. Maintain CPR and first aid certification for all personnel. 33. Operate and maintain the voice recordings from the dictaphone and archive the tapes. 34. Contact county personnel (social workers, etc.) after hours when needed. 35. Provide backup dispatch for the City of Hutchinson and Sibley County. 36. Provide emergency access to the jail central control. 37. Act as custodian of emergency jail keys. 38. Activating emergency response backup for jail incidents. 39. Staff the mobile command center for critical incidents and special events. 40. Dispatch Sheriff s posse and other police department reserve units for special events and critical incidents. 41. Coordinate jail transports with other law enforcement agencies both in county and out of county. 42. Monitor probation officer visits with clients after hours. 43. Monitor family mediation visits between mediator and their clients. 0 I -15 Current Status & Not Consolidated Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 H. OPTION 2 CONSOLIDATE AT LEC Consolidated Dispatch Center at the Law Enforcement Center (LEC) at the count, courthouse in Glencoe. This option is prepared based on the two dispatch centers combining operations at the LEC. The present configuration within the LEC is a, qun to dispatch for the consolidated dispatch center because there are two positions. However, the area is already crowded, hard to hear when talking on more than c voi system and does not offer room for expansion. There is room to remodel by ki :ckin,: ut the left -hand wall (when sitting at the console looking at the customer windo� towar,i_, the hallway and MN state patrol areas. This Paragraph (H. Option 2) discuss_-.. , the opportunity of incorporating the remodeling and the combining of the dispatch centers as part of the Sheriffs Office. A. Administration & Organization This option consolidates the two dispatch centers at the Law Enforcement Center in Glencoe. The consolidation is completely under the administration of the Sheriff's Office. The dispatch center in Hutchinson transfers all duties and responsibilities for dispatching for the City of Hutchinson to the Sheriff's Office. The Sheriff expands the McLeod County Dispatch Center to accommodate the additional duties and personnel and assumes responsibility for the dispatching of all law enforcement officer's within the county. The administration and organization of this consolidated dispatch center is identical to the existing organization within the present dispatch center, with exception of additional personnel. 1. Staff selection. The staff selection for the dispatch center is conducted in the same manner as the existing dispatch center and all county employees are chosen. Candidates are asked to complete an application, the Sheriffs Office requires a written test, oral interview, psychological evaluation, medical screening, and background check. Candidates are reviewed by the Sheriff's Department staff and are initially interviewed by a panel of Sheriff's department personnel. The panel is administered by the Records & Communications Sergeant. The panel then makes recommendations to the Sheriff for hiring. 2. Support services administration (payroll, purchasing, & accounting). The support services are administered by the County Auditor's office. The department prepares an annual budget which goes through an approval process ultimately approved by the County Commissioners. The dispatch center costs are contained in the Sheriff's department line item and are not separately listed. It is recommended that the dispatch & communications section have a separate line item in the Sheriff s budget department for the identification of costs and credits specific to the dispatch center. 2. Policy making body structure. The policy making body structure is administered by the Sheriff. The County Commissioners and the Sheriff are the policy making body. II -1 Consolidated McLeod County LEC Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 3. Reporting (chain of command). The dispatch personnel report to the records & communications sergeant, the records & communications sergeant reports to the Chief Deputy, who reports to the Sheriff. The day to day operations of the dispatch center are administered by the records & communications sergeant. The records & communications sergeant schedules the work, approves transitions, provides training, and is responsible for the efficient runnin of the dispatch center. B. Financial 0 1 0 1. Start up costs. Startup costs are minimal for this option. The largest cost is the expansion of the dispatch center operating room to accommodate the additional workstations and dispatch consoles. In addition there is the cost of relocating the dispatch consoles, relocating the E -911 lines and the alarms, and expanding the coverage area of the existing Hutchinson Police Department voice radio system. The Hutchinson Police Department frequency is required to provide two operational frequencies for the expansion of the number of officers that the dispatch center will be required to establish communications. Remodeling the dispatch center is also a large start-up cost. These costs are provided in Table 1. Item Cost Remodel Dispatch Center $75,000 Expand Hutch PD Radio Net $20,OOo Cost of Staffing Depts- 2 FTEs $50,000 File Conversion for PD files $15,000 New World Software Costs $18,000 Move Hutchinson Equip $15,000 Move E -911 $11,500 Reconnect & rewire $7,000 Additional Costs $10,000 $221,500 Table 1: Estimated Start -up Costs for Consolidated Dispatch at LEC The remodeling costs reflect the costs associated with expanding the dispatch center area to accommodate four dispatch consoles. The cost for staffing includes the cost for adding two additional FTE employees to the Hutchinson PD to perform the administrative functions. The items "move Hutchinson equipment' and "move E -911" would not be required if the two consoles presently in the LEC were deemed adequate and the three E- 911 lines were sufficient for the operation of the entire county. 2. Annual operating costs. The estimated annual operating costs are provided in Table 2. n -2 Consolidated McLeod County LEC Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 Description Estimated Cost Wages - Regular Employees $339,302 TOTAL PERSONNEL SERVICES $339,302 Other services & charges $8,500 Postage $500 Communications training $8,000 Office supplies $5,700 Supplies $2,600 Maintenance & repair $5,500 Utilities $6,000 Communications $28,000 Repair & Maintenance service $8,500 TOTAL SUPPLIES, SERVICES & CHARGES $75,300 GRAND TOTAL $412,602 Table 2: Estimated Annual Costs for LEC Consolidated Dispatch 3. Cost comparison. See the cost comparison section in the executive summary and analysis section. C. Technical Concerns 0 1. Base station location /design. The consolidation in the existing LEC does not require a relocation of the base station for the McLeod County dispatch voice radio system. The addition of the Hutchinson Police Department voice radio system & frequencies is necessary to provide an additional operating frequency for the number of officers on duty. This will require a change in the FCC license and the addition of towers strategically placed to provide county wide coverage. The towers should be placed so as to cover those areas presently not covered or providing a "weak signal" on the McLeod County Sheriff's frequency. A preliminary analysis, conducted by Mankato Mobile Radio (MMR) indicates that additional receivers in Winsted and Brownton, and a transmitter- receiver in Glencoe should be installed. This assumes that the frequencies would be available. 2. Control console's configuration. The combined dispatch center would be configured with four Motorola Radio Systems, CENTACOM SERIES 11 PLUS CRT. The two original ones and the two from the Hutchinson PD. Each department would continue to have their own pagers for paging key personnel. There would continue to be two monitors for displaying the video feeds from various cameras throughout the LEC & jail facility. The paging system provides the capability to page investigators, ambulances, fire departments, utilities services, park & recreation department, civil defense, towing companies, surrounding county fire departments, and city services throughout the county. In addition, the paging system would encompass the paging responsibilities of the present Hutchinson Police Department. This would include: the paging system of the R -3 Consolidated McLeod County LEC Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 Hutchinson Hospital and ambulance service, and the paging of the civil defense for Hutchinson and the local utilities companies, as well as the departmental key personnel for the City of Hutchinson. 3. CAD (computer aided dispatch). This option discusses the use of the existing New World computer system for the consolidated dispatch center in the LEC. The county purchased a multi jurisdictional law enforcement license, thus adding additional terminals to the system is less expensive. The county purchased three modules; computer aided dispatch (CAD), records management, and jail management. The LEC would have three identical dispatcher positions. This option includes the conversion of the Hutchinson PD LOGIS system to the New World system for records management and CAD, thus both law enforcement agencies would have the same computers systems. The present LOGIS records management files would be converted to the New World format. This cost has been estimated, but a detailed analysis would be required to determine the field mapping necessary. The cost has been computed at the high end of the conversion spectrum. This recommendation is difficult because of the distinct advantages that the LOGIS system has compared to the New World. The recommendation is based on three key items that swung the preference for New World. The LOGIS system does not have a jail management module; to use the LOGIS system, the county would have to become a member of LOGIS; and the annual operating costs of the LOGIS system would be greater than $38,000 for the consolidated facility. The LOGIS system has the added advantage of access to other municipalities law enforcement records, this is invaluable when checking prior histories. The LOGIS system is newer and the support personnel are located in MN. 4. MDTs (mobile data terminals). Neither the Hutchinson Police Department nor the McLeod County Sheriffs department have mobile data terminal capability. The addition of this emergent technology becomes increasingly evident as the efficient transfer of more and more information becomes necessary. The most cost effective method for acquiring this capability is to consolidate resources, perhaps even more than dispatch centers. The combined buying power will reduce the overall and initial cost of this capability. However, the advantages of the officers entering their own registration, license, and warrant checks directly from their vehicle is key to improved service and officer /constituent safety. The ability to send location information and contact history via digital means and in- vehicle screen display will provide information that assists the on- scene officer with decision making capability. In addition, the location of officers, the assignment of key personnel to a particular call can be augmented by digital mapping, geo- coding of addresses, and directions or visual routing to crime scenes. This location information is the next step in officer safety and officer backup during remote assignments and vehicle stops. 5. Radio frequencies. The preset frequencies for both the McLeod County dispatch and the Hutchinson PD dispatch will be used by the combined dispatch centers. This reduces any in- vehicle reprogramming for fire departments, police departments, and others. At present, the other police department squad cars and portables are not programmed with II -4 Consolidated McLeod County LEC Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 the Hutchinson PD frequency. The Hutchinson tower system will need to be expanded in order to provide county wide service and provide the dispatchers and all law enforcement personnel at least two options for communicating. When expanding the Hutchinson PD frequency coverage area, the towers should be placed so as to cover those areas presently not covered or providing a "weak signal' on the McLeod County Sheriff's frequency. A preliminary analysis from Mankato Mobile Radio indicates that additional receivers in Winsted and Brownton, and a transmitter - receiver in Glencoe should be installed. This assumes that the frequencies would be available. 6. Computerized record interface. This option recommends the computerized record interface that is presently being employed by the McLeod County dispatch center. The records that are presently in the database at the Hutchinson PD dispatch center will require conversion to the existing format of the New World computer aided dispatch system. After consolidation takes place, all new records would be entered into the existing records management system that is presently being used by the McLeod County dispatch center. 7. Intra- agency communications. All intra - agency communications would function in the same manner that they do now. The identical intra agency communications links would be located in the LEC. These include the NCIC and CKS systems, alarms, paging systems, and hot buttons from the courthouse and judges chambers. The intra- agency communications from the Hutchinson dispatch center would be moved to the LEC. These include the paging for the ambulance service, city departments, and the alarms from the local businesses. The law enforcement officers would communicate with the dispatchers in much the same way as now, even over the same frequencies. 8. Emergency power. Emergency power would be provided by the UPS system presently installed at the Courthouse and LEC. 9. Security. Security would be provided in the same way it is today at the LEC. Security for the building is provided by a controlled access door and hardened glass window from the front entryway or lobby of the LEC building. The front door is open 24 hours, 7 days a week. The access to the McLeod County Sheriff's Department is controlled by an access button that opens the inner doorway once the dispatcher is satisfied that the person is authorized to enter. Security from the weather is provided by the underground construction and the hardened walls for the entire LEC (Sheriffs department and jail facility). D. Facility 1. Location. The McLeod County Sheriff's Dispatch Center is located in the 801 East 10' Street; Glencoe, MN 55336. 2. Lease, purchase, or use existing space. The LEC building is owned by the County. 00 11-5 Consolidated McLeod County LEC Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 3. Size including future space needs. A sketch of what the remodeled dispatch center would look like is provided in Figure 1. The remodeling effort requires the dismantling of the left hand wall (as you sit at the dispatch console and look out the customer service window). The room is then widened into a portion of the existing office space that is occupied by the state patrol. The state patrol are relocated to new offices down the hall. caGhn Vd RecarOar sye Copy Mechbie, coRee OIRCBt ' MadYne. alc. Wwk Area ' Dmp2 h Suprvtrn Of o I Daalb I Idmin Mm 25 fW __ Figure 1: Sketch of Proposed Remodeling in LEC The remodeling of the dispatch may not be required in the near term. The area currently occupied by the dispatch consoles can initially use just the two consoles. However, this does not provide for expansion or a third dispatcher during those "busy" times. Another solution is to reconfigure the existing space by removing desks and files to another location and installing a third dispatch terminal. Figure 2 provides a sketch of this option. 1 0 1I -6 Consolidated McLeod County LEC Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 0 Dispatch Workstation AdmnArea Cabinet with Voice Recorder System Dispatch Workstation 25 feat 0 Dispatch Workstation Service Window Figure 2: Sketch of 3 Console Configuration for LEC Dispatch 4. Utility costs. The utility costs for this dispatch center are marginally increased from the present costs. They are estimated at $6000 /year. As stated in the current report for the McLeod County dispatch center the utility costs are not budgeted for separately, nor are they recorded exclusively for the dispatch center. The estimate is derived from the costs of the Hutchinson PD utility costs and multiplied by 150 %. 5. Back -up or standby facilities. The backup or standby facilities would be provide by Sibley County Sheriff's Office. As before, the mobile command centers of both the Hutchinson PD and the Sheriff's Office can be used for temporary dispatch during special events or large scale incidents, however, their primary function is to act as mobile command posts. II -7 Consolidated McLeod County LEC Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 • E. Operations 1. E -911 concerns. The E -911 operations will be combined at the LEC. The five lines presently monitored (2 from Hutchinson PD and the 3 existing lines in the Sheriff's Office) would be combined into one PSAP. The backup PSAP would be the Sibley County Sheriff s should the system suffer degradation. It is extremely possible that by combining the two E -911 PSAPs the number of lines could be reduced to three, thereby saving the cost of two lines. The operation of the E -911 center would be conducted in the same manner as it is currently. It is recommended that, should this option be selected, the E -911 system be upgraded to the new windows version and digital map by the E -911 service provider; Hutchinson Telephone Company. 2. NCIC &CJIS systems. The NCIC & CIIS systems would be combined into one dispatch center. The hot files that include warrants, runway juveniles, and stolen property (automobiles) would be inputted via one terminal. 3. Private Alarms. The private alarms monitoring would be combined into one facility. The alarms would be consolidated at the LEC. This requires the alarms from the Hutchinson PD be rewired or reconnected to the LEC. • 4. Should public works departments and other non emergency departments be included in the facility. The inclusion of public works departments and other non emergency departments should be included. At present these agencies are included after hours. The dispatchers from both dispatch centers routinely call personnel and dispatch utility repair, social workers, public nurses, and other personnel. These dispatch functions for these agencies could be formally added to the duties of the dispatch center. F. Personnel 1. Organizational structure. The organizational structure will remain the same as the current dispatch center. The only addition is the number of dispatchers and the number of personnel in this section. Figure 3 provides an illustration of the proposed structure and the chain of command. 0 II -8 Consolidated McLeod County LEC Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 2. Present & future workload. The present workload would continue at the rates of both dispatch centers added together. The two dispatch centers do not generally overlap on incident reports, E -911 calls, or hot files submission. Although on occasion, selected calls are transferred to the "other" dispatch center, there does not appear to be any significant duplicate work at this time. An important consideration is that McLeod County is growing significantly in population and, in this case, in number of incidents. Table 3 compares the total number of incident reports created during the last three years and 1998 to date. Extrapolating those figures shows the figures for 1999 and the year 2000. Planning for this increase will ensure that the LEC and other public safety agencies are prepared for this eventuality. (Combined McLeod & Hutchinson) 1996 1 1997 1998 1 1999 2000 Incident Reports 31,8691 37,2631 42,6571 48,051 53,445 E -911 Calls 1 3,1981 3,9101 4,6221 5,3341 6,046 Table 3: Projected Number of Incidents based on Linear Eaptrapolation of 96 & 97 3. Number of supervisors: One, also serves as lead dispatcher 4. Number of telecommunicators. Seven and one half. thus total of 8.5 FTEs for the total number of dispatch employees at the LEC. 5. Configuration of shifts. The shifts are configured in the same manner except that there are usually two dispatchers on duty during each shift. On those designated busy hours and special events, there will be three dispatchers on duty. II -9 Consolidated McLeod County LEC Figure 3: Proposed Organization for LEC Consolidated Dispatch Center Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 • 6. Full and/or part time. The recommendation is for one dispatch supervisor, seven full time dispatchers, and two part time dispatchers. 7. Integration of personnel, policies, present vs consolidated (salaries, benefits, seniority). The integration of personnel, policies, salaries, benefits, and seniority is straightforward. The new dispatch positions would become part of the Sheriff's department and the present policies, labor categories, and benefits/seniority would continue to be in effect. The only recommended change is that the years of seniority earned in the Hutchinson PD dispatch center be carried over and apply as seniority in the Sheriffs Office. 8. Job placement of present staffs. It is recommended that the present dispatchers from the Hutchinson PD be considered as the primary candidates for the dispatcher positions in the LEC. 9. Staffing of remaining departments. The staffing of the administration section of the Hutchinson Police Department would need to be augmented. The dispatch staff provide several administrative services that would continue should the dispatch functions move to the LEC. The holding cells require 24 hour monitoring and if the dispatch center is transferred, the holding cells would be eliminated. Thus, transportation for prisoners and suspects would need to be coordinated from Hutchinson to the Jail facility at the . courthouse. In addition at least two positions for administrative duties would need to remain at the Hutchinson PD for assuming the data entry and several other administrative duties (see Paragraph I.G (Hutchinson)) for a description of administrative duties. 0 II -10 Consolidated McLeod County LEC Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 III. OPTION 3: CONSOLIDATE AT HUTCHINSON PD • This paragraph describes the option of consolidating the Hutchinson Police (HPD) and McLeod County Sheriffs Dispatch Centers at the Police Department Building in Hutchinson. This option implies that the dispatch functions for McLeod County would be performed by the consolidated dispatch center under the direct control of the Hutchinson Police Chief. In effect, the County subcontracts the dispatch functions to the City of Hutchinson. For the purposes of discussing each option thoroughly, this paragraph discusses the consolidated dispatch as though it was part of the Hutchinson Communications Center. A. Administration & Organization 1. Staff selection. The dispatch staff would be selected through an interview process. The process is begun by advertising the position according to City regulations. Then an application is completed by each candidate. Candidates take a written exam, complete an oral interview, and undergo a psychological evaluation, background check, & medical screening. Candidates are reviewed by the Police Department staff and are initially interviewed by a panel of Police department personnel. The panel is administered by the Communications Supervisor. The panel then makes recommendations to the Police Chief. The Police Chief forwards the top three recommendations along with the top choice candidate to the City Manager for final selection and hiring. 2. Support services administration (payroll, purchasing, & accounting). The payroll and accounting are conducted by the City office personnel. The Police Department provides their own purchasing services. The department prepares an annual budget which goes through an approval process ultimately approved by the City Council. The dispatch center costs are contained in a separate line item. 3. Policy making body structure. The City Council, the City Manager, and the Police Chief are the policy making body. 4. Reporting (chain of command). The Communications Specialists report to the Communications Supervisor, the Communications Supervisor reports to the Police Lieutenant, who reports to the Police Chief. The day to day operations of the dispatch center are administered by the Communications Supervisor. The Communications Supervisor schedules the work, approves transitions, coordinates training, and is responsible for the efficient running of the dispatch center. The communications staff performs the training. B. Financial. 1. Start up costs. The startup costs would not require any remodeling. The present dispatch room does not have room for additional consoles. The two McLeod County consoles could be stored or sold. The radio system and E -911 PSAP would be moved to III -1 Consolidated Hutchinson PD Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1498 • the HPD Building. Another savings is the need to add only one FTE for the staffing of the Sheriff's Office administrative section. The cost of converting to the LOGIS software system are provided as the $38,000 /year fee charged by LOGIS. This cost would be increased because the fee is calculated by the number of incident reports generated in one year. There is an additional cost (not calculated) because the jail management functions cannot be handled by the LOGIS system. Table 1 provides an estimate of the startup costs for the HPD option. The other start-up cost is the conversion of the Sheriffs Office New World records into the LOGIS format. Item Cost Expand Hutch PD Radio Net $20,000 Move McLeod Equip $15,000 Cost of Staffing Depts- 1 FTEs $25,000 File Conversion for SO files $15,000 LOGIS costs (one year) $38,000 Move Hutchinson Equip $15,000 Move E -911 $11,500 Reconnect & rewire $7,000 Additional Costs; Jail Mgmt $21,000 Utilities $167,500 Table 1: Estimated start -up costs for Consolidated Hutch PD Dispatch . 2. Annual operating costs. See Table 2 for the estimated annual operating costs calculated from the annual budget for each department. The salaries are computed using the present compensation figures for the BPD communications specialists. Description Estimated Cost Wages - Regular Employees $345,444 TOTAL PERSONNEL SERVICES $345,444 Other services & charges $8,500 Jail Mgmt costs $21,500 Communications training $8,000 Office supplies $5,700 Supplies $2,600 Maintenance & repair $5,500 Utilities $6,000 Communications $28,000 Repair & Maintenance service $8,500 TOTAL SUPPLIES, SERVICES & CHARGESI $75,300 GRAND TOTALI $439,744 Table 2: Estimated Annual Costs for HPD Consolidated Dispatch • I11 -2 Consolidated Hutchinson PD Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 3. Cost comparison. See cost comparison section in executive summary and analysis section C. Technical Concerns 1. Base station location/design. The base station is located at the Police building at 1C Franklin Street SW in Hutchinson, MN. 2. Control console's configuration. The dispatch center is configured with a Motorola Radio System, CENTACOM SERIES II PLUS CRT. There are two identical consoles for allowing two dispatchers to perform at the same time, plus a third position for using the state computer, on line computer system, or other dispatch functions. There is a 21 inch screen for the CAD system and a 12 inch screen for the radio system, both are 3M brand. The Motorola system was bought from Mankato Radio in 1995. Each department has their own pagers for paging key personnel. There are two monitors for displaying the video feeds from various cameras throughout the building. There is a total of ten doors that are under controlled access from the dispatch center. The paging system provides the capability to page ambulances, fire departments, civil defense, towing companies, surrounding county fire departments, and city services. In addition, the paging system for the Sheriff's Office would be moved to the HPD. The paging system provides the capability to page investigators, ambulances, fire departments, utilities services, park & recreation department, civil defense, towing companies, surrounding county fire departments, and city services throughout the county. 3. CAD (computer aided dispatch). The computer aided dispatch system is the LOGIS CAD system. The LOGIS system is connected via a Tl line to the LOGIS center in Brooklyn Center, MN; this allows the HPD Dispatch to access records from the 11 other MN communities on the LOGIS network. The costs for the LOGIS system are computed by the number of incident reports generated in one year. The City of Hutchinson uses the CAD and records management modules. There is not a jail management module available for purchase under the LOGIS system. To use the LOGIS system, the government agency must become a LOGIS member. If the City of Hutchinson is providing the dispatch services it would not be necessary for the county to join LOGIS. The New World records from the Sheriff's Office would require conversion to the LOGIS format. This cost has been estimated, but a detailed analysis would be required to determine the field mapping necessary. The cost has been computed at the high end of the conversion spectrum. 4. MDTs (mobile data terminals). Neither the Hutchinson Police Department nor the McLeod County Sheriff s department have mobile data terminal capability. The addition of this emergent technology is necessary as the efficient transfer of more and more information becomes necessary. The most cost effective method for acquiring this capability is to consolidate resources, perhaps even more than dispatch centers. The combined buying power will reduce the overall and initial cost of this capability. However, the advantages of the officers entering their own registration, license, and III -3 Consolidated Hutchinson PD Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 • warrant checks directly from their vehicle is key to improved service and officer /constituent safety. The ability to send location information and contact history via digital means and in- vehicle screen display will provide information that assists the on- scene officer with decision making capability. In addition, the location of officers, the assignment of key personnel to a particular call can be augmented by digital mapping, geo- coding of addresses, and directions or visual routing to crime scenes. This location information is the next step in officer safety and officer backup during remote assignments and vehicle stops. 5. Radio frequencies. The preset frequencies for both the McLeod County dispatch and the Hutchinson PD dispatch will be used by the combined dispatch centers. This reduces any in- vehicle reprogramming for fire departments, police departments, and others. At present, the other police department squad cars and portables are not programmed with the Hutchinson PD frequency. The Hutchinson tower system will need to be expanded in order to provide county wide service and provide the dispatchers and all law enforcement personnel at least two channels for communicating. When expanding the Hutchinson PD frequency coverage area, the towers should be placed so as to cover those areas presently not covered or providing a `weak signal" on the McLeod County Sheriff's frequency. A preliminary analysis from Mankato Mobile Radio indicates that additional receivers in Winsted and Brownton, and a transmitter - receiver in Glencoe should be installed. This assumes that the frequencies would be available. 6. Computerized record interface. This option discusses the computerized record interface that is contained in the LOGIS operating system described above. The Sheriff's Office would need to convert to the LOGIS records management system in order to maintain one computer system. The jail could continue on the New World system. 7. Intra - agency communications. The Hutchinson Dispatch Center has a complete intra- agency communications system for contacting McLeod County, adjacent counties & towns, the Twin Cities metro area, State Patrol, state agencies, NCIC & CJIS. The Sheriff's Office would add the required intra- agency communications for the other towns and county departments within McLeod County. The wan from the courthouse will need to be faxed to the HPD Dispatch Center for immediate entrance into the NCIC system. 8. Emergency power. The Hutchinson Police Department has an emergency generator that is automatically switched on when the building loses electrical power. The dispatch center can continue complete operations during the use of backup emergency power. 9. Security. Security for the building is provided by a controlled access door and hardened glass window from the front entryway or lobby of the Police building. The front door is open 24 hours, 7 days a week. The access to the Police Department is controlled by an access button that opens the inner doorway once the dispatcher is satisfied that the person is authorized to enter. Security from the weather is provided by a "tomado proof' or hardened walls surrounding the dispatch center room. The building is III-0 Consolidated Hutchinson PD Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 designed such that if the building suffers an attack from severe weather the building could be damaged but the dispatch center would remain intact and operations could continue. D. Facility 1. Location. The Hutchinson Police Dispatch Center is located in the Hutchinson Police Services Building at 10 Franklin Street SW in Hutchinson, MN 55350. 2. Lease, purchase, or use existing space. The Police Operations building is owned by the City of Hutchinson. Currently, the City of Hutchinson is on a debt service plan to make payments on the new communications equipment until the year 2000. 3. Size including future space needs. See Figure 1. Door ro Serwce Window Admin Area Cabinet with Voice Recorder System Dispatch workstation I 4 feet 14 feet bathroom Dispatch workstation Figure 1: Sketch of Hutchinson Police Dispatch Center 4. Utility costs. Annual utility costs for the consolidated dispatch center are estimated as $6,000.00 /year. • 0 L III -5 Consolidated Hutchinson PD Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 • 5. Back -up or standby facilities. The backup or standby facilities would be provide by Sibley County Sheriffs Office. As before, the mobile command centers of both the Hutchinson PD and the Sheriff's Office can be used for temporary dispatch during special events or large scale incidents, however, their primary function is to act as mobile command posts. E. Operations 1. E -911 concerns. There are two E -911 lines terminated at the Hutchinson Dispatch Center. They have enhanced 911 provided by the Hutchinson Telephone Company. The 911 service area includes all phone numbers beginning with 587 or 234. This includes parts of Renville and Meeker counties. The E -911 lines will roll over to the McLeod County Sheriffs Dispatch Center lines if both lines are busy. 2. NCIC & CJIS systems. There are two identical CJIS terminals for access on registration, license, and warrants checks. 3. Private alarms. The Hutchinson Police Dispatch Center monitors 46 alarms and the McLeod County Dispatch monitors 27 alarms. The alarms would be combined in one facility at the HPD, this includes the panic buttons from the courtroom, judges chambers, and the jail. • 4. Should public works departments and other non emergency departments be included in the facility. The inclusion of public works departments and other non emergency departments should be included. At present these agencies are included after hours. The dispatchers from both dispatch centers routinely call personnel and dispatch utility repair, social workers, public nurses, and other personnel. These dispatch functions for these agencies could be formally added to the duties of the dispatch center. F. Personnel 1. Organizational structure. The organizational structure will remain the same as the current dispatch center. The only addition is the number of communications specialists and the number of personnel in this section. The Organizational Structure is provided in Figure 2. 0 III -6 Consolidated Hutchinson PD Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 2. Present & future workload. The present workload would continue at the rates of both dispatch centers added together. The two dispatch centers do not generally overlap on incident reports, E -911 calls, or hot files submission. Although on occasion, selected calls are transferred to the "other" dispatch center, there does not appear to be any significant duplicate work at this time. An important consideration is that McLeod County is growing significantly in population and, in this case, in number of incidents. Table 3 compares the total number of incident reports created during the last three years and 1998 to date. Extrapolating those figures shows the figures for 1999 and the year 2000. Planning for this increase will ensure that the LEC and other public safety agencies are prepared for this eventuality. (Combined McLeod & Hutchinson) 1 1996 1997 1 1998 1999 2000 Incident Reports 1 31,8691 37,2631 42,6571 48,051 53,445 E -911 Calls 1 3,1981 3,9101 4,6221 5,334 6,046 Table 3: Projected Number of Incidents based on Linear Extrapolation of 96 & 97 3. Number of supervisors: One, also serves as lead dispatcher 4. Number of telecommunicators. Seven and one half: thus total of 8.5 FTEs for the total number of dispatch employees at the LEC. 5. Configuration of shifts. The shifts are configured in the same manner except that there are usually two dispatchers on duty during each shift. On those designated busy hours and special events, there will be three dispatchers on duty. III -7 Consolidated Hutchinson PD Figure 2: Proposed Organization for IIPD Consolidated Dispatch Center Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 • 6. Fall and/or part time. The recommendation is for one communications supervisor, seven full time communications specialists, and two part time communications specialists. 7. Integration of personnel, policies, present vs consolidated (salaries, benefits, seniority). The integration of personnel, policies, salaries, benefits, and seniority is straightforward. The new dispatch positions would become part of the Hutchinson Police Department and the present policies, labor categories, and benefits/seniority would continue to be in effect. The only recommended change is that the years of seniority earned in the McLeod County dispatch center be carried over and apply as seniority in the HPD Communications Center. 8. Job placement of present staffs. It is recommended that the present dispatchers from the McLeod County Dispatch Center be considered as the primary candidates for the dispatcher positions in the HPD Dispatch Center. 9. Staffing of remaining departments. The staffing of the administration section of the Sheriff's Office would need to be augmented. The dispatch staff provide several administrative services that would continue should the dispatch functions move to the HPD. The jail requires 24 hour monitoring and if the dispatch center is transferred, the J ail staff would need to be augmented by the administrative staff to perform duties such as collecting bail money. The Sheriffs Office has determined that at least one position 40 for administrative duties would need to remain at the Sheriff's Office for assuming the data entry and several other administrative duties (see Paragraph LG (McLeod)) for a description of administrative duties. • III -8 Consolidated Hutchinson PD Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 IV. OPTION 4: CONSOLIDATION AT THE HWB Consolidated Dispatch Center at Hazardous Waste Building (HWB), Fairgrounds in Hutchinson. This option is prepared based on the two dispatch centers combining operations at the HWB. Other candidate buildings may serve the purpose of hosting the consolidated dispatch facility, however, the HWB appears to be the only building in the Hutchinson area readily suitable. The building or a portion of the building would require reinforcement construction for the HWB to be considered "weather proof. This study does not include any efforts by McLeod County and the City of Hutchinson to move existing hazardous waste operations or aspects of the transfer of ownership of the HWB. A. Administration & Organization The administration and organization of the consolidated joint dispatch facility at the HWB would be identical to the one described in Option H (consolidate at the LEC). The consolidation is completely under the administration of the Sheriff's Office. The dispatch center in Hutchinson transfers all duties and responsibilities for dispatching for the City of Hutchinson to the Sheriff s Office. The Sheriff expands the McLeod County Dispatch Center to accommodate the additional duties and personnel and assumes responsibility for the dispatching of all law enforcement officer's within the county. The administration and organization of this consolidated dispatch center is identical to the existing organization within the present dispatch center, with exception of additional personnel and the location in the HWB. 1. Staff selection. The staff selection for the dispatch center is conducted in the same manner as the existing dispatch center and all county employees are chosen. Candidates are asked to complete an application, the Sheriffs Office requires a written test, oral interview, psychological evaluation, medical screening, and background check. Candidates are reviewed by the Sheriff s Department staff and are initially interviewed by a panel of Sheriff s department personnel. The panel is administered by the Records & Communications Sergeant. The panel then makes recommendations to the Sheriff for hiring. 2. Support services administration (payroll, purchasing, & accounting). The support services are administered by the County Auditor's office. The department prepares an annual budget which goes through an approval process ultimately approved by the County Commissioners. The dispatch center costs are contained in the Sheriff s department line item and are not separately listed. It is recommended that the dispatch & communications section have a separate line item in the Sheriffs budget department for the identification of costs and credits specific to the dispatch center. 3. Policy making body structure. The policy making body structure is administered by the Sheriff. The County Commissioners and the Sheriff are the policy making body. • Iv -t Consolidated -Hazardous Waste Building Consolidated Dispatch Feasibility Studv McLeod County & City of Hutchinson November 1998 Locating the MDC at the HWB may be assisted by the formation of a group of stakeholders that could assist the Sheriff in the administration and provide recommendations for providing county wide dispatch services. The Communications Advisory Group (CAG) may be formed for any of these options, but is only discussed in this paragraph. An example of a proposed CAG organization is provided in Figure 1. The CAG is chaired by the County Sheriff and has one additional permanent member; the Hutchinson Police Chief. In addition, it is recommended that stakeholders in the operation of the dispatch center also be provided a rotating membership. Thus, the proposed organization includes one of the police chiefs, one of the fire chiefs, one of the emergency service providers, and MN state patrol representation. These positions can be rotated every one to three years, as required. This also provides a precedence for adding members (stakeholders) based on additional dispatch duties that may be combined with the MDC in the future. McLeod County Sheriff Hutchinson Police Chief McLeod County Police Chief (Rotating Position from town police departments) McLeod County Fire Chief (Rotating Position from town fire departments) Emergency Services Representative (Hospital, Ambulance, Towing, etc.) Minnesota State Patrol Representative, from Mankato District Figure 1: Proposed CAG Organization 4. Reporting (chain of command). The dispatch personnel report to the records & communications sergeant, the records & communications sergeant reports to the Chief Deputy, who reports to the Sheriff. The day to day operations of the dispatch center are administered by the records & communications sergeant. The records & communications sergeant schedules the work, approves transitions, provides training, and is responsible for the efficient runnin of the dispatch center. Figure 2 provides a proposed organization chart and reporting chain for the MDC at the HWB. The proposed organization is based on 8.5 FTEs (full time equivalent) for operation. The actual shift schedule would be created by the CAG & MDC Director, however, the FTE estimate is based on two dispatchers on duty the majority of the time with selected periods, such as Sunday afternoons and early morning hours where there would be one dispatcher. IV -2 Consolidated - Hazardous Waste Building Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 Figure 2: Proposed b1DC Organization Three dispatchers may be required during special events, such as festivals, weather disasters, or law enforcement promotions (safe & sober). B. Financial 1. Start up costs. The start costs are provided in Table 1. The start up costs are based on the transition of equipment from the existing dispatch centers in Hutchinson PD and McLeod LEC to the Hazardous Waste Building on the Fairgrounds in Hutchinson. The start-up costs include the construction of reinforced dispatch room, movement of all equipment, construction of a security fence, and other items. The estimate includes items that may be deemed unnecessary during the initial phase of the consolidation, such as the security fence or customer service window or the expansion of the Hutchinson PD radio frequency to be county wide. IV -3 Consolidated - Hazardous Waste Building Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 r� L • Item Cost Remodel Haz Waste Bldg $150,000 Construct Fence $11,000 Emergency Power & UPS $35,000 Expand Hutch PD Radio Net $20,000 Move McLeod Equip $15,000 Cost of Staffing Depts- 3 FTEs $75,000 File Conversion for PD files $15,000 New World Software Costs $18,000 Move Hutchinson Equip $15,000 Move E -911 $11,500 Reconnect & rewire $7,000 Additional Costs $21,000 $393,500 Table 1: Estimated Start-up Costs for HWB Dispatch 2. Annual operating costs. The estimated annual operating costs are provided in Table 2. Description Estimated Cost Wages - Full & Part Time Employees $376,111 TOTAL PERSONNEL SERVICES $376,111 Other services & charges, Jail Mgmt $12,000 Communications training $10,000 Office supplies $11,000 Utilities $10,000 Communications $51,000 Repair & Maintenance service $19,000 Jail management & software $21,000 TOTAL SUPPLIES, SERVICES & CHARGES $113,000 GRAND TOTALI $510,111 Table 2: Estimated Annual Operating Costs for HWB Dispatch 3. Cost comparison. See cost comparison section in the executive summary and analysis section. C. Technical Concerns 1. Base station location /design. The consolidation of the dispatch center in the HWB requires the movement of the consoles at the LEC and at the Hutchinson PD. It also requires the movement of the voice recording equipment, state computers, county & city computer terminals, weather computer, E -911 & telephone lines. The addition of the Hutchinson Police Department voice radio system & frequencies is necessary to provide an additional operating frequency for the number of officers on duty. This will require a Iva Consolidated -Hazardous Waste Building Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 change in the FCC license and the addition of towers strategically placed to provide county wide coverage. The towers should be placed so as to cover those areas presently not covered or providing a "weak signal" on the McLeod County Sheriff's frequency. A preliminary analysis indicates that additional receivers in Winsted and Brownton, and a transmitter - receiver in Glencoe should be installed. This assumes that the frequencies would be available. 2. Control console's configuration. The combined dispatch center would be configured with four Motorola Radio Systems, CENTACOM SERIES II PLUS CRT. The two original ones and the two from the Hutchinson PD. Conceivably, it is possible to perform the dispatching duties with two consoles, especially in the near term. This presents an opportunity of selling the two extra consoles. The market for used consoles is uncertain. Thus, this option proposes that all four be moved to the MDC, this allows the Hutchinson PD and LEC to use the space for other functions. The control consoles would need to be reprogrammed to combine each law enforcement agency pagers for paging key personnel. There would continue to be two monitors for displaying the video feeds from various cameras throughout the MDC facility. The paging system provides the capability to state patrol, investigators, page ambulances, fire departments, utilities services, park & recreation department, civil defense, towing companies, surrounding county fire departments, and city services throughout the county. In addition, the paging system would encompass the paging responsibilities of the present Hutchinson Police Department. This would include: the paging system of the Hutchinson Hospital and ambulance service, and the paging of the civil defense for Hutchinson and the local • utilities companies, as well as the departmental key personnel for the City of Hutchinson. 3. CAD (computer aided design). This option discusses the use of one computer aided dispatch system (New World or LOGIS). The transition team will need to examine the issues surrounding the determination of which CAD system to use in the consolidated dispatch center. The county purchased a multi- jurisdictional law enforcement license, thus adding additional terminal to the system is less expensive. The county purchased three modules; computer aided dispatch (CAD), records management, and jail management. The MDC would have up to four identical dispatcher positions. This option includes the costs of converting the Hutchinson PD LOGIS system to convert to the New World system for records management, thus both law enforcement agencies would have the same records systems. The present LOGIS records management files would be converted to the New World format. This cost has been estimated, but a detailed analysis would be required to determine the field mapping necessary. The cost has been computed at the high end of the conversion spectrum. The decision is difficult because of the distinct advantages that the LOGIS system has compared to the New World. Three key items are in favor for a New World preference. The LOGIS system does not have a jail management module; to use the LOGIS system, the county would have to become a member of LOGIS; and the annual operating costs of the LOGIS system would be greater than $35,000 for the consolidated facility. The LOGIS system has the added advantage of access to other municipalities law enforcement records, this is 0 fv -s Consolidated - Hazardous Waste Building Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 • invaluable when checking prior histories. The LOGIS system is newer and the support personnel are located in MN. 4. MDTs (mobile data terminals). Neither the Hutchinson Police Department nor the McLeod County Sheriff's department have mobile data terminal capability. The addition of this emergent technology is necessary as the efficient transfer of more and more information becomes necessary. The most cost effective method for acquiring this capability is to consolidate resources, perhaps even more than dispatch centers. The combined buying power will reduce the overall and initial cost of this capability. However, the advantages of the officers entering their own registration, license, and warrant checks directly from their vehicle is key to improved service and officer /constituent safety. The ability to send location information and contact history via digital means and in- vehicle screen display will provide information that assists the on- scene officer with decision making capability. In addition, the location of officers, the assignment of key personnel to a particular call can be augmented by digital mapping, geo- coding of addresses, and directions or visual routing to crime scenes. This location information is the next step in officer safety and officer backup during remote assignments and vehicle stops. 5. Radio frequencies. The preset frequencies for both the McLeod County dispatch and the Hutchinson PD dispatch will be used by the combined dispatch centers. This reduces • any in- vehicle reprogramming for fire departments, police departments, and others. At present, the other police department squad cars and portables are not programmed with the Hutchinson PD frequency. The Hutchinson tower system will need to be expanded in order to provide county wide service and provide the dispatchers and all law enforcement personnel at least two options for communicating. Conceivably, this would not have to be completed in the near term, but eventually, this provides an ideal solution. The dispatch facility in the HWB could talk to Hutchinson PD on the Hutchinson PD frequency and everyone else on the McLeod County frequency. When expanding the Hutchinson PD frequency coverage area, the towers should be placed so as to cover those areas presently not covered or providing a "weak signal' on the McLeod County Sheriffs frequency. A preliminary analysis from Mankato Mobile Radio indicates that additional receivers in Winsted and Brownton, and a transmitter - receiver in Glencoe should be installed. This assumes that the frequencies would be available. 6. Computerized record interface. This option discusses the computerized record interface that is presently being employed by the McLeod County dispatch center. The records that are presently in the database at the Hutchinson PD dispatch center will require conversion to the existing format of the New World computer aided dispatch system. After consolidation takes place, all new records would be entered into the existing records management system that is presently being used by the McLeod County dispatch center. 7. Intra - agency communications. All intra- agency communications would function in the same manner that they do now. The identical intra agency communications links IV -6 Consolidated - Hazardous Waste Building Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 would be located in the MDC. These include the NCIC and CJIS systems, alarms, paging systems, and hot buttons from the courthouse and judges chambers. The law enforcement officers would communicate with the dispatchers in much the same way as now, even over the same frequencies. Wan will have to be faxed to the MDC from the courthouse and entered at the NCIC terminal in the MDC. Hotfiles will also need to be faxed to the MDC to be entered into the state and national systems. 8. Emergency power. Emergency power would be provided by a UPS system that would be installed at the new MDC. The existing emergency power equipment used at the courthouse and the police department are need to provide emergency power for those buildings and would not be relocated. 9. Security. Security would be provided in several ways. The entire area is enclosed in a security fence that is opened with a card access key and the entrance is monitored by a video camera and also controlled by access button at the dispatch console. The facility is usually staffed 24 hours, 7 days a week by two people. If necessary, the dispatcher need only to call on the radio to receive help from any law enforcement officer on duty. Security from the weather is provided by the reinforced concrete construction and the hardened walls for the dispatch room. D. Facility 1. Location. The Hazardous Waste building (HWB) at the Fairgrounds in Hutchinson is • the proposed location for the MDC. The building was selected because it is the only building located in the Hutchinson area that could be owned by the county. The building will become available through a series of events that relocates the hazardous waste function to another site that is better suited to hazardous waste and one stop shopping for waste disposal. This document does not consider the steps necessary to "free" the building for use as a dispatch center. The scope of this study allows the estimates for the Hazardous waste building to be used for most other third party sites, provided there is no cost for purchasing the building, land, or facilities. The cost of remodeling is probably similar for any existing building with standard features such as air conditioning, heat, bathroom facilities, etc. 2. Lease, purchase, or use existing space. This option uses the existing space in the Hazardous Waste building on the Fairgrounds. There are some substantial remodeling work that is required to make the building resistant to severe weather, such as tornadoes. These tasks include concrete walls and reinforced roofing. It is possible to just reinforce the dispatch center room and not the rest of the building. In addition a security fence is recommended to surround the building which includes the emergency power and any communications facilities, such as the radio tower. Entrance to the facility would be controlled by access control card system and video monitors at the entrance with door release buttons at the dispatcher console. The consoles from both dispatch centers along with the computer systems would be required to moved and connected in this building. The cost of lease lines between the courthouse and the Hutchinson Police Operations rva Consolidated -Hazardous Waste Building Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November /998 • Buildings is required. The necessary radio system modifications would be required to provide the transmitters and receivers for each of the consoles. This would include the installation of a radio tower. The constructions costs were estimated by B. Kufus and company of Vadnais Heights, MN. 3. Size including future space needs. Figure 3 provides a sketch of the building and proposed use for the available space. • 4. Utility costs. The utility costs are estimated at $10,000lyear. See the estimated annual operating costs for additional detail. 5. Back -up or standby facilities. This is a serious consideration for dispatching functions. Presently, each of the dispatch centers back -up the other. The proposed backup facility is considered to be the Sibley County Sheriff's Office Dispatch Center. N -8 Consolidated - Hazardous Waste Building Figure 3: Proposed Use of Hazardous Waste Building Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 The Sibley County Board Chairman indicated that they could accommodate this, once the • two Sheriff's can get together to discuss the procedures. Presently the McLeod County Dispatch Center in the LEC at Glencoe is the backup for Sibley County dispatch facility. The two mobile command centers (one in Hutchinson & one at the County) can be used a temporary dispatch centers but they are best suited for special events and large scale incidents. E. Operations 1. E -911. The E -911 operations will be combined at the MDC. The five lines presently monitored (2 from Hutchinson PD and the 3 existing lines in the Sheriff's Office) would be combined into one PSAP. The backup PSAP would be the Sibley County Sheriff's should the system suffer degradation. It is extremely possible that by combing the two E- 911 PSAPs the number of lines could be reduced to three, thereby saving the cost of two lines. This also saves the cost of moving the PSAP from the Hutchinson PD. The operation of the E -911 PSAP would be conducted in the same manner as it is presently. It is recommended, that should this option be selected, the E -911 system be upgraded to the new windows version and digital map by the E -911 service provider; Hutchinson Telephone Company. 2. NCIC &CAS systems. The NCIC & CKS systems would be combined into one dispatch center. The hot files that include warrants, runway juveniles, and stolen property (automobiles) would be inputted via one terminal. • 3. Private alarms. The private alarms monitoring would be combined into one facility. The alarms would be consolidated at the MDC. This requires the alarms from the McLeod County LEC and the Hutchinson PD be rewired or reconnected to the MDC. 4. Should public works departments and other non emergency departments be included in the facility. This option provides some interesting possibilities for County wide dispatch services. Once the MDC is operational, this center then becomes the best equipped and trained staff in a five county range. The facility, room, and staff are available to offer dispatch services to a wide variety of entities, these can be 24 hours or after hours type services. These include emergency services (ambulances, fire, towing, etc.) and local area transit (elderly, handicapped); and public works (highway maintenance, snow removal, towing, utilities). In addition, the MDC could be considered as a backup facility for surrounding counties, Mn/DOT, or state patrol functions. F. Personnel The pool of candidates starts with the present dispatchers that are staffed in the Hutchinson PD and McLeod SO dispatch centers. These personnel would be combined into the crews for each shift. The following job titles are suggested for the positions. • IV -9 Consolidated -Hazardous Waste Building Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 • • MDC Director & Lead Dispatcher • Senior Communications Specialist • Communications Specialist • Apprentice Communications Specialist 0 1. Organizational structure. The organizational structure for the MDC is shown in Figure 2. This structure provides for four two person shifts staffed with a combination of full time and part time personnel. The center is supervised by the MDC Director, who also serves as the lead dispatcher. The Director would report to the Chief Deputy and the Sheriff. 2. Present & future workload. The present workload would continue at the same rate. The two dispatch centers do not generally overlap on incident reports, E -911 calls, or hot files submission. Although on occasion, selected calls are transferred to the `other" dispatch center, there does not appear to be any significant duplicate work at this time. An important consideration is that McLeod County is growing significantly in population and, in this case, in number of incidents. Table 3 compares the total number of incident reports created during the last three years and 1998 to date. Extrapolating those figures shows the figures for 1999 and the year 2000. Planning for this increase will ensure that the MDC and other public safety agencies are prepared for this eventuality. (Combined McLeod & Hutchinson) 1996 1997 1 1998 1999 2000 Incident Reports 1 31,8691 37,2631 42,657 48,0511 53,445 E -911 Calls 1 3,1981 3,9101 4,6221 5,3341 6,046 Table 3: Projected Number of Incidents based on Linear Extrapolation of 96 & 97 3. Number of supervisors: One, also serves as the lead dispatcher 4. Number of telecommunicators. Seven and one half: thus a total of 8.5 FTEs for total number of employees at the MDC. 5. Configuration of shifts. The shifts are configured in the same manner except that there are usually two dispatchers on duty during each shift. On those designated busy hours and special events, there will be three dispatchers on duty. During the "slow" times, one dispatcher will be on duty. 6. Full and/or part time. The recommendation is for one dispatch supervisor, seven full time dispatchers, and two part time dispatchers. 7. Integration of personnel, policies, present vs consolidated (salaries, benefits, seniority). The integration of personnel, policies, salaries, benefits, and seniority is a sensitive issue. This option recommends that through the formation of a consolidated dispatch with a governing body comprised of at least two elected bodies, then salaries and job descriptions can be constructed separately. The proposed salaries and job titles are ry -10 Consolidated - Hazardous Waste Building Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 selected so that none of the present dispatchers suffer a pay decrease and in most cases, the present dispatchers would receive a nominal increase. The Sheriff, in concert with the MDC Director, would recommend benefits, salaries, and seniority. This proposal reflects that each of the present dispatchers would receive seniority based on the combined years of service as dispatchers in McLeod County and the City of Hutchinson. The seniority directly translates into salaries and benefits. Table 4 provides the current salaries of dispatch personnel from both dispatch centers. Table 5 provides proposed salaries for the new positions as part of the MDC. The salaries are used for comparison purposes and do not reflect longevity or seniority, however, they do represent reasonable figures for the four labor categories identified above. current combined salaries of full &part time salary health PERA FICA total full time $31,554 1 $35,000 $4,665 $1,663 full time $29,141 senior communications specialist 3 $32,000 $4,665 full time $25,376 $121,899 communications specialist 2 $29,000 full time $23,795 $2,219 $74,522 apprentice communications specialist 2.5 full time $23,795 $1,283 $2,066 $87,533 TOTAL full time $30,948 $18,660 $5,843 $9,410 $327,959 full time $26,484 full time $27,276 full time $23,520 three quarters time $15,390 three quarters time $18,273 half time $6,971 health, PERA, FICA $21,390 $7,349 $10,855 health, PERA, FICA 1 1 $24,266 $8,471 $12,533 uniform; overtime, shift diff, holiday, COLA 1 $48,152 TOTALI S330,6751 $45,656 $15,820 $23,388$415,539 Table 4: Current Salaries of Dispatch Personnel proposed salaries; MDC personnel FTE salary health PERA FICA total director & lead dispatcher 1 $35,000 $4,665 $1,663 $2,678 $44,005 senior communications specialist 3 $32,000 $4,665 $1,520 $2,448 $121,899 communications specialist 2 $29,000 $4,665 $1,378 $2,219 $74,522 apprentice communications specialist 2.5 $27,000 $4,665 $1,283 $2,066 $87,533 TOTAL 8.5 $123,000 $18,660 $5,843 $9,410 $327,959 Table 5: Proposed Salaries for MDC Personnel 8. Job placement of present staffs. It is recommended that the present dispatchers from the McLeod County Sheriff's Office and the Hutchinson Police Department be considered as the primary candidates for the positions in the MDC. The Hutchinson PD a 1v -11 Consolidated - Hazardous Waste Building Consolidated Dispatch Feasibility Study McLeod County & City of Hutchinson November 1998 presently staffs its dispatch center with 5.5 FTEs, e.g. five full time and two part time that serve approximately 0.5 FTE. The McLeod County dispatch center also operates with 5.5 FTEs, e.g. four full time and two' /< time. The county presently has two vacant positions open (two 1 /4 time dispatch positions). These positions have been advertised, and the process has begun to qualify candidates to fill these positions. Thus add the two dispatch centers together and there is 12.5 FTE available. The 8.5 required for the MDC plus 2 FTE for Hutchinson Admin and 1 FTE for McLeod Admin and there is a savings of 1 FTE, immediately. There is room for all present staff to maintain their jobs, albeit, some may have different job descriptions. 9. Staffing of remaining departments. The staffing of the Hutchinson Police Department would need to be augmented. The dispatch staff provided several administrative services that would continue should the dispatch functions move to the MDC. The holding cells require 24 hour monitoring and if the dispatch center is transferred, the holding cells would be eliminated. Thus, transportation for prisoners and suspects would need to be coordinated from Hutchinson to the Jail facility at the courthouse. In addition, the Hutchinson Police Chief has determined that at least two positions for administrative duties would need to remain at the Hutchinson PD for assuming the data entry and several other administrative duties (see subparagraph G (Hutchinson) in Paragraph I). The McLeod County Sheriff has determined that at least one position would be required to augment the administrative staff and fill the needs for the Jail facility (see subparagraph G (McLeod County) in Paragraph 1). This administrative staff would assist the Jail staff in providing bail money collection and the other duties surrounding the lobby duties of the Sheriff's Office. Procedures to recover and account for these funds will have to be worked out. During the work day, the administrative staff could provide this service, however, the schedule would require that the administrative office be staffed by at least one person during the work day. The customer service windows at both existing facilities would be shut down after hours. This proposed option requires that the administrative staff operate the service window during working hours. The after hours service windows can be replaced with 24 hour hotline from the LEC to the MDC and from the Hutchinson PD to the MDC. In addition, a 24 hour service window could be opened at the MDC. Services such as a copies of driving record, pet licenses, and other services could be handled during the day by the administrative staffs during the day and the MDC after hours. Paragraph I (Current Status) describes the myriad of duties that each of the dispatch center personnel perform when serving the public and the deputies/officers. It is not appropriate for this document to delineate each duty and how they would function under a combined facility at the MDC. Many of these duties will be assigned through practice and be worked out with the Sheriff, the Police Chief, and the MDC Director. An example of this is many of the administrative duties, provided adequate equipment such as computer terminals, fax machines, and connecting lines for the local and wide area networks, can be accomplished at the new facility. 0 IV -12 Consolidated - Hazardous Waste Building ro u Hutchinson City Center 111 if c streel SE Hutchinson, MN 553562522 326587- 5151/Fm 3262344240 M E M O R A N D U M TO: Mayor and City Council FROM: John P. Rodeberg, Director of Engineering/Public Works RE: Discussion of Right -of -Way Plats No. 4,5 and 6 (School Road NW /Golf Course Road NW /Century Avenue SW) Discussion of Extension of Century Avenue SW, and Reconstruction of Dale Street and South Grade Road DATE: November 19, 1998 We are currently working on three right -of -way plats within the City. Two of these projects are proposed as State -Aid routes, which will be primarily financed with Municipal State Aid funds (School Road and Golf - Course Road). The third project is the proposed extension of Century Avenue, which will be discussed in more depth below. We have completed the preliminary routing and plats for all three routes, and are in the process of doing appraisals on the State -Aid routes. The State -Aid projects are more complicated due to the additional regulations in effect, and they take longer to design and review. We have $100,000 in funding from the County for the State -Aid routes, since they are part of the tumback of related routes to the City. It is proposed to utilize these funds for property acquisition, and State -Aid funds for the majority of construction costs. All three of these projects are noted in the newly completed Hutchinson Area Transportation Plan. School Road NW (P No. 4► This project includes the extension of School Road NW from its current termination at Golf Course Road to North High Drive (CSAH 12). This project has been in the plans for many years, and design was started this year. It is proposed to construct this project in 1999. Property acquisition includes mainly a comer of the property owned by Charles Bullert. The remainder of the right -of -way was dedicated as part of The Meadows plat, or is currently under City ownership. This project includes the removal of 12' Avenue NW east of the proposed School Road and a new and safer intersection with North High Drive (CSAH 12). The proposed design would include stopping traffic on Golf Course Road, and giving free access to School Road. This will provide a • continuous, minor arterial route along the School Road corridor. Printed on recycled paper - t R- O- W- P/aLC/IV tuber 19, 1998 Page 2 Golf Course Road (Plat No. -& • This project has been discussed since prior to Golf Course Road being turned over to the City in 1995. The County originally proposed the project prior to the tumback to the City of Hutchinson. It was then proposed that they would construct the project in 1995 or 1996. This was delayed due to questions arising from Mn/DOT as to the appropriate location of accesses to TH 7. It was determined in 1996 that the County would give the City $100,000 for construction of this or other related routes in the future as part of the tumback, and the actual routing would wait until the Comprehensive Transportation Plan was completed in conjunction with the County and Mn/DOT. The Transportation Plan is now completed, and it includes the recommendation of the route in this location. We are proposing to acquire the right -of -way and add this route to our Municipal State -Aid system immediately. Construction may not occur until the year 2000 or 2001 at the earliest. By designating the route and purchasing the right -of -way at this time we will preserve the route and also begin generating additional funds from State -Aid. This route is also proposed to include trunk sanitary sewer, watermain and storm sewer lines to serve the North - Central portion of the City. WD Cooling and Jeff Munsell (Zabel property) own the two primary properties effected by this project. The WD Cooling property is located west of Modem Mazda, and includes the recent development of First Choice Lumber in an adjacent building on the site. Although this acquisition does not prevent or limit any current use on the site, an addition to the First Choice Lumber business has been recently proposed that would be effected. Also, Jeff Munsell has some concerns about the . routing, which will divide his parcel in two. We are working with both property owners to try and address these issues. Century Avenue SW (Mt No. 6) We have completed a proposed routing that would provide for an extension of Century Avenue SW to School Road (CSAH 7). We have met with adjacent landowners, and will be meeting again with all owners directly effected by this routing. Discussion of Extension of Century Avenue SW. and Reconstruction of Dale Street and South Grade Road This project has been proposed for several years in conjunction with extending trunk sanitary sewer to serve the SW area. This extension of trunk sanitary sewer is required to serve the rapidly developing SW portion of the City of Hutchinson. The reconstruction of South Grade Road between Dale Street and School Road has also been delayed until this sanitary sewer line was available to be extended through this area. With the proposed development on adjacent property, Ravenwood in particular, the City has proposed to complete construction of Century Avenue from Sunset Street (County Fair entrance) . to Dale Street, and the extension of sewer and reconstruction of street on Dale Street north of Century Avenue and on South Grade Road. A number of factors effect this project: R -O -W- PlatslVY mber 19, 1998 Page 3 ♦ The sanitary sewer line to serve the SW area is needed now. The capacity of the existing system that is being utilized is insufficient for currently proposed development. ♦ This is a very large project that may not be able to be completed in a single year. It is essential that the portion of South Grade Road adjacent to the Middle School be completed prior to School Commencement. This may require the project being phased, with South Grade Road being completed in the year 2000. ♦ The City of Hutchinson's infrastructure improvements exceed its funding ability for 1999. We do not believe that we can afford to do this entire project in a single year. This also points toward waiting with the South Grade Road portion of the project until the year 2000. ♦ We have had significant concerns raised about the safety of South Grade Road. It has, high pedestrian and bicycle traffic and no shoulders. Busses must go over the centerline to maneuver by the School. Traffic congestion occurs when school starts and ends. We have considered placing signs noting "No Pedestrians or Bicycles" until this route is rebuilt. We would also like to note the South Grade Road should be "No Parking" west of Dale Street. Delaying the project a year will create additional concerns that may require additional traffic control considerations. ♦ If Ravenwood is not constructed in 1999, the City should consider constructing the utilities and road base on Century Avenue in 1999, but waiting a year to complete the roadway. This will help the City financially, and would allow for trench and subgrade settlement due to the utility and street construction. is will be discussing these projects in more detail at the Council Meeting, and would appreciate your comments and questions. It is expected to be a very busy year for construction, and we are anxious to develop a clear and feasible game plan for meeting our financial and design goals. cc: GaryPlotz— City Administrator Cal Rice- Assistant to City Engineer file: 1999 Projects e � 1 O ♦ 1 r r I 1 I Fj oz ,e m, / ♦ VD' s e � Q � r � RpJiNr+a ^D _ — _ — S I � • 0 C Hutchinson City Center 111 Hassan Street SE Hutchinwn, MN 55350.2522 320587- 5151/Fn 320 - 2344240 M E M O R A N D U M TO: Mayor and City Council FROM: John P. Rodeberg, Director of Engineering/Public Works RE: Consideration of Awarding Bid for Demolition of Buildings (Wetherell Site) DATE: November 19, 1998 According to our agreement with the County, the City is responsible to demolish structures within the right -of -way for 5 1h Avenue SE within our property (Wetherell Site). The Contractor has indicated that if the weather holds, he would like to begin construction in this area yet this year. We therefore asked for bids from the 3 local contractors who had previously bid on demolition contracts. We received bids from Erickson & Templin Contracting and Diamond 5. The bids to demolish 3 buildings (pole shed, garage and chicken bam) and to modify the well on the site are as follows: Erickson & Templin Contracting $ 4,350 Diamond 5 $16,000 Based on the bids received, we recommend awarding the work to Erickson & Templin Contracting in the amount of $4,350. We have notified Mr. & Mrs. Wetherall about the pending demolition, and in accordance with our Purchase Agreement they have until December 2 to remove material from these buildings. cc: Gary Plotz — City Administrator Quentin Larson — Engineering Department file: 5i Avenue SE Prmicl on r ycled paper - D . P roposal Page No. 1 Pages w " ERICKSON & TEMPLIN CONTRACTING ' (E & T Contracting. nc.) 845 1 -10may 7 West HUTCHINSON, MINNESOTA 55350 Phone (320) 587.6948 FAX (320) 2347312 PROPOSAL sUBMRTED TO CITY OF HUTCHINSON CITY CENTER PHO 587 -5151 16 Nov. 1998 STREET 111 HASSAN STREET SE CRY. STATE " ZIP CODE HUTCHINSON MN 55350 JOB lNME DEMOLITION OF WETHERELL PROPERTY JOB U XATION 1145 ARCH ST. , HUTCHINSON MN ARCH ECT DATE OF PLANS JOB PHONE We hereby submd specirrCatiorro and eWmesae bar: _._ -DEM TTTON OF 3 AUTI T1T G- Dl-cp $ AI nF ❑FRRIS TO - AN _. AP I AND.E - L I , AxD ri ngLIRF OF ONE (1 ) WFI I -.._.� Lo-q RE OF WELL RY - L l FNSFD -ORI FR 450 — —$ _.- 2, BUILDINGS TO BE DEMOLISHED AND DISPOSED OF AT AN' — APP I ANl)FTI 1 __ - - -A — POIESHEIL —_ $ _ GARAGE (' CH T .K N BARN OO TOTAL $ 4,350 Bit 11rOPOSt hereby to furnish material and labor - complete in accordance with above specifications, for the sum of: FOUR THOUSAND THREE HUNDRED. FIFTY 8 NO /100 — 4,350. Paymem to be made as folbws: dollars (S �. PAYMENT IN FULL WITHIN THIRTY (30) DAYS AFTER WORK IS FINISHED. All matar®1 is pmrenaed b be as epadaed. N work b be coaplered In a worMwd re manner aocordlrig to sbnard pow . Ary aksraaan or dsvlrbn from above spedamaom Authorzed IrNONN aura toad wM be exemad a* Won m ibm orders. and WIN bemma w exsa solature charge aver and above the efffteb. N aPeerrorb oorftvwa upon W&r aodaama y6 — 30 — n oak" beyorie our cantrd. owner b Carry W, Tornado aria amr necenry Ywrance. Note: TNa proposal may days. Our workers are"covered by workman's ComprWISM tnsumrca. withdrawn by us if rot aotspted wXftln Cr e}ltance U f rapasal —The above prices, spe cifications and condibo are satisfactory and are hereby accepted. You are authorized S&Vwbre to do the work as specified. Payment will be rnade as outlined above. Date of Aaeprance- — S gnehre r el �j6 i t , t c k C Hutchinson City Center 111 H,, Street SE Hutchlre n, MN 55350-2522 320.587- 5151/F" 320-2344240 M E M O R A N D U M TO: - Mayor and City Council FROM: John P. Rodeberg, Director of Engineering/Public Works RE: Consideration of Agreement for Final Payment on Osgood/Hayden Project Landwehr Construction and Bauerly Brothers Construction (Project No. 95 -04) DATE: November 19, 1998 We have not yet closed the Hayden/Osgood/Lake project due to issues regarding the quality of the street construction and payment for work completed out of performance with the specifications. We have been working with Landwehr Construction to complete all landscaping and repair work on the • site, and have had discussions with Bauerly Brothers regarding the final approval and payment for work completed. Please note the following: ♦ The one -year warranty on the project does not start until the project is finalized, according to the contract. We will essentially have had a 5 year warranty on this project, which was originally constructed in 1995. ♦ American Engineering & Testing has been reviewing the site on a periodic basis. We last looked at the site last month in preparation of closure of the contract. Results of the inspection appear to indicate that there is no discemable difference between the apparent quality of this road and other roads completed by City contract. There are almost no visible deflections or significant defects. ♦ Landwehr has completed all punch list (repair) work under review of the Engineering Department and/or our consultant, Bolton & Menk Engineering of Willmar. Outstanding issues include 3 construction claims that were not paid by the Contractor. We will work with those property owners to address these issues. According to previous City Attorney Barry Anderson, it is recommended that these property owners consider filing a claim in Small Claims Court We could provide facilitation for property owners, if desired by the Council. ♦ Bauerly Brothers placed the final bituminous wear course in 1997. Contrary to our previous experience, they utilized their best equipment and their prime work force. They worked well with the staff and the consultant and completed the work in a thorough and careful manner. They • utilized significantly more bituminous material in order to restore the cross section and thickness of the street. Overall, we were very impressed with the effort and care. JL , Pnnled on recycled paper - Osgood/Hayden/fake — Page 1 November 19, 1998 ♦ Bauerly Brothers has approached the City and asked what could be done to repair our relationship. They appear to be conciliatory in regards to their previous work with us. They have indicated that they would be willing to release all claims, or potential claims, against the City on this project and the 5t Avenue Roadway project in lieu of being paid planned quantity on the Osgood/Hayden/Lake Project. They put in substantially more bituminous than bid and also had a claim on 5" Avenue SE regarding incomplete specifications that we feel was groundless, but certainly provides some exposure. I am divided on the correct action regarding this proposal. ♦ We are still disappointed at the careless and poor manner in which the project was originally completed. We have previously proposed fairly severe deductions from the Contract due to material that we believe was placed in a manner that did not meet our specifications. ♦ Previous discussions with the City Attorney indicate that it may be hard to enforce some of the proposed deductions. ♦ Although some property owners may like to see a discount or deduction in their assessment, this may indicate that we expect the road to have a shorter life than an average road. First of all, this may or may not be true. Secondly, does this mean that the risk of the street failing prematurely than belongs to the property owners? If we do not reduce the assessments, it would make sense that the City is taking the risk that maintenance costs may be higher in the future. ♦ Indications from the testing company do not appear to support a reduced quality of the final product. I would like to discuss the proposal for finalizing this project at the Council meeting. cc: Gary Plotz —City Administrator Cal Rice — Assistant to City Engineer. file: 951L4 (95 -04) Community Development oistion and Overall Restructuring Page From: To: Gary Mark Hen Hensen Date: Wed, Nov 18, 1998 11:37 AM Subject: Community Development Poistion and Overall Restructuring I appreciate it that you are keeping us all informed about your activities, and back -ups. Mark... regarding the position of Director of Community Development and the entire package; HCDCIEDA will not be getting back to us in time for the next council meeting(Nov. 24th) ; however I feel the first meeting in December will allow enough time for them to review things. I have discussed the timing issue with Don Walser. Brenda is providing everything requested to the HCDC Board, specifically Don Walser. I think there should be a joint workshop before the council meeting before the council meeting on December 8th so that HCDC or the city does not have unreasonable expectations on this new position. I believe we can set the date for the joint HCDC and Council workshop at the November 24th council meeting. If HCDC goes thru with their request to the council for a combined position, and assuming there is a consensus at the workshop; the administration and directors, I believe, will support f<. We discussed the topic at our recent directors meeting of November 10th and we looking favorable on the concept. It has been discussed as a package so far, so your piece of it, namely your upgrade to Building Official, will be determined, hopefully at the council meeting on December 8th. I have talked with the Mayor that I will miss that council meeting of December 8th, because my mother is very III, and has a operation in the same time frame. The mayor says I should go to be with my mother, and that the restructuring should proceed as outlined above. • >>> Mark Hensen 11116/98 07:53PM >>> Myself and Ann will be at Building Code seminars on Wed. & Thurs. this week. John, will it possible for Quint to cover for us for any gas tests as we have done in the past? As of now, I do not have any scheduled. Brad, will you be able to cover any Building inspections that will not be able to wait until Friday. I will be calling in at times to Marilyn to see if there is anything I need to take care of while I am gone. Let me know on Tuesday if you have any questions with this. Thanks for your helpl MH CC: BONNIE BAUMETZ, Brad Emans, Councilmember Don Er... Anik Hutchinson Are Health Care ff4r Hutcbinson Conwmnity Hospital Burns Manor Nursing Home • Dassel Medical Center • Winsted Family Practice Clinic 1095 Highway 15 South Hutchinson, MN 55350 (320) 234 -5000 NOV 1 to 1998 November 18, 1998 CM - "U i" -' ISON The Honorable Mayor Marlin Torgerson and Members of the City Council Hutchinson City Center 111 Hassan Street SE Hutchinson, MN 55350 Dear Mayor Torgerson and City Council Members: The Board of Directors of Hutchinson Area Health Care (HAHC), as part of their regular meeting on November 17, 1998, considered two capital expenditure requests from staff that require City Council approval. The items requested are explained in the following excerpt from minutes of the meeting. " Capital Expenditure Request for Point of Care Mobile Carts Bar Code Scanners, and Hardware to upgrade the Novell network for wireless transmission The Board reviewed a request of an unbudgeted capital expenditure to complete implementation of the Meditech Nursing (Clinical) module. After an analysis of average census data and projected staffing ratios, a need for 14 devices to enter clinical data at the bedside were identified. 14 bar code scanners are being requested to facilitate data entry. Additionally, hardware is needed to upgrade the Novell network to handle wireless transmissions. The price of this purchase and equipment lease would be $85,000 over five years. The estimated payback is less than one year following implementation. • Following discussion, motion was made by Myers, seconded by Peterson, to recommend to the City Council that we purchase the Novell network wireless upgrades and scanning technology; and lease, over a five year period, the Point of Care Mobile Carts. Cost for purchase, lease and implementation of the system will be a total of $85,000 over the next five years. All were in favor. Motion carried." Also considered at the meeting was a capital expenditure request for Patient Bed replacement. The following is an excerpt from the minutes: " Capital Expenditure Request for Five (5) Advance Series retractable beds from Hill Rom The Board reviewed the request for the replacement of Five (5) Advance Series retractable hospital beds from Hill Rom. We are replacing Borg Warner beds, which are currently 16-20 years old. This is the fourth year of a five -year plan to update our patient beds. W • Following discussion, motion was made by Myers, seconded by Erickson, to request authority from the City Council to purchase five (5) Advance Series retractable beds from Hill Rom, in the amount of $26,631 (including mattresses). All were in favor. Motion carried." Thank you, in advance, for consideration of these requests. Don Erickson will be able to address any questions you may have regarding these items at your meeting on Tuesday. Sincerely, M N AREA HEALTH CARE Philip G. Graves President /cs ,OPEN -HOLD COUNCIL REPORT BRANDON TIRE CO 24- NOV- 1998page 1 1980 TIDS ___________________________________________________________ JOHNSON, LEONARD G. _____________ DEC PAYMENT _ _____ $812.76 _- FILTERS < *> HUTCHINSON WHOLESALE $27.67 $812.76* TIRES, LABOR 0 0 JERRYS TRANSMISSION • L & P SUPPLY CO LONG LAKE TRACTOR & EQUIP LIGHT BAR, STEP MATERIAL NO STATES SUPPLY INC TIDS $9.73 FIRSTAR BANK OF MINNESOTA PAYING AGENT FEES $425.50 c *> BOLT, LATCH, SCREW, WASHER < > ALLEN, JEAN SERVICE CALL, MILEAGE ARLT, JOHN $425.50* B T & COMPANY 1996 IMPRO CONST BRAUN INTERTEC CORP PROFESS SERV -5TH AVE BRIDGE $847.00 $187.36 CARNEYS FRONT END ALIGNMENT CASH DRAWER #4 OSM PROFESS SERV -5TH AVE BRIDGE $1,999.71 CENTRAL LANDSCAPE SUPPLY REPLACE PILOT LINES < > CHEMSEARCH $516.91 $2,846.71* SAFETY BOOTS 1997 IMPR. CONST JUUL CONTRACTING CO BACKHOE, LABOR, GRATE $1,874.00 CROW RIVER GLASS CUSTOM PRODUCTS & SERVICES $987.20 KUECHLE UNDERGROUND 1,10/97 EST #6 $7,062.10 DASCHER, DUANE $12.00 DEPT NATURAL RESOURCES SEH PROFESS SERV -MAIN ST SIGNALS $699.13 ELECTRO WATCHMAN $711.95 < *> FLOOR TO CEILING STORE $9,635.23* 1998 IMPR. CONST EARL ANDERSON ASSOC STREET SIGNS $251.97 SRF CONSULTING GROUP PROFESS SERV -TH 15 $16,068.46 < *> $16,320.43* CAP.IMPRO.FUND HUTCH PLBG & HTG CO MATERIALS -PKS & FORESTRY $16,295.00 < > $16,295.00* CENTRAL GARAGE AM.WELDING SUPPLIES BRANDON TIRE CO $367.79 CROW RIVER AUTO PARTS DYNA SYSTEMS FARM -RITE EQUIPMENT $92.60 HART'S AUTO SUPPLY FILTERS HUTCH COOP CENEX HUTCHINSON WHOLESALE $27.67 J CRAFT TIRES, LABOR JERABEK MACHINE SERV JERRYS TRANSMISSION • L & P SUPPLY CO LONG LAKE TRACTOR & EQUIP LIGHT BAR, STEP MATERIAL NO STATES SUPPLY INC PRIMROSE OIL CO $9.73 TERMINAL SUPPLY CO LABOR, SERVICE CALL TOWN & COUNTRY TIRE c *> BOLT, LATCH, SCREW, WASHER GENERAL FUND ALLEN, JEAN SERVICE CALL, MILEAGE ARLT, JOHN B T & COMPANY $59.43 BERKLEY RISK SERVICES ARMOR PLATE GREASE BUSINESSWARE SOLUTIONS CAMERA SHOP $187.36 CARNEYS FRONT END ALIGNMENT CASH DRAWER #4 CENTRAL GARAGE $3,324.77* CENTRAL LANDSCAPE SUPPLY REPLACE PILOT LINES CHAMPION AUTO CHEMSEARCH $516.91 CHILD'S PLAY THEATRE SAFETY BOOTS CITY OF HUTCHINSON COAST TO COAST $1,214.00 COSTELLO, LORI PIZZAS, BREAD, POP CROW RIVER GLASS CUSTOM PRODUCTS & SERVICES $987.20 DAAK REFRIGERATION BLOWER, BUCKETS DANKO EMERGENCY EQUIP DASCHER, DUANE $12.00 DEPT NATURAL RESOURCES CAR WASHES DOMINO'S PIZZA ELECTRO WATCHMAN $711.95 FARM -RITE EQUIPMENT FLOOR TO CEILING STORE FOOD -N -FUEL FRONTLINE PLUS FIRE & RESCUE WELDING SUPPLIES $30.93 TIRES, SERVICE CALL, MOUNT /DMN $367.79 PARTS $553.29 BOLTS $92.60 FILTERS $182.04 FRONT PADS $27.67 TIRES, LABOR $267.47 ROTOR, OIL $450.94 LIGHT BAR, STEP MATERIAL $212.02 FLAT IRON $9.73 LABOR, SERVICE CALL $188.00 BOLT, LATCH, SCREW, WASHER $52.37 SERVICE CALL, MILEAGE $395.89 HARDWARE $59.43 ARMOR PLATE GREASE $199.24 OPERATING SUPPLIES $187.36 FRONT END ALIGNMENT $48.00 2 WHEEL GRAVELY TRACTOR $3,324.77* REFUND SR TOUR $38.00 REIMB -MEALS $19.23 MATERIALS 140.15 NOV PROFESS CONSULTING 800.00 COLOR CARTRIDGES 58.13 DEVELOP & PRINT 21.02 JARS $8.50 MISCELLANEOUS $41.33 NOV VEHICLE RENT $13,671.00 TREES /SHRUBS $43.67 DOOR LOCK KIT, SCRAPERS $14.87 X -ICE $280.84 SR TOUR -30 TICKETS $145.00 OCT FUEL $3,328.49 EQUIPMENT RENTAL $36.21 REFUND - CANCEL WATER SLIDE $8.00 MOVE GLASS $100.00 2 WHEEL GRAVELY TRACTOR $3,598.64 REPLACE PILOT LINES $87.59 STREAMLITE LITEBOX $516.91 SAFETY BOOTS $60.00 DNR FEES TO STATE $1,214.00 PIZZAS, BREAD, POP $36.05 ANNUAL CHARGE $987.20 BLOWER, BUCKETS $2,662.50 T MOLDING $12.00 CAR WASHES $26.73 BOOTS, GLOVES $711.95 1 /D -/ ., OPEN -HOLD COUNCIL REPORT 24- NOV- 1998page 2, ----------------------------------------------------------------------------------------------- GENERAL FUND G & K SERVICES UNIFORMS $678.12 G F NEMITZ SONS EVIDENCE KITS $13.55 GEB ELECTRICAL INC MATERIALS, LABOR $144.60 GRAINGER GLOVES $117.25 HAGER JEWELRY ENGRAVE PLATE $9.08 HANSEN GRAVEL GRANITE SAND $54.39 HEIMAN FIRE EQUIPMENT SEAT BELT CUTTER 19.17 HENSEN, MARK REIMB- MEALS, MILEAGE 83.37 HILLYARD FLOOR CARE / HUTCHINSON TOWELS, BLADE $184.36 HOLIDAY INN- EXPRESS BANDANA SQ LODGING CHARGES- HAUGEN, MOON $395.50 HOUSKE- JACKLITCH, ANN REIMB - MEALS, MILEAGE $52.86 HUTCH COOP CENEX FUEL $199.82 HUTCH FIRE & SAFETY EXTING INSPECT $97.54 HUTCH MEDICAL CENTER TESTING FEES $250.31 HUTCH PLBG & HTG CO MATERIALS, LABOR- SHOWER REPAIR $3,116.77 HUTCHINSON AVIATION REPAIRS, MATERIALS $242.40 HUTCHINSON TEL CO NOVEMBER SERVICE $1,087.14 HUTCHINSON UTILITIES MERCURY VAPOR BULBS $15,105.31 HUTCHINSON WHOLESALE FLASHER $3.84 INSURANCE PLANNERS REN BOND FLI $150.00 JUUL CONTRACTING CO STUMP DISPOSAL $157.00 KARG, LARRY REIMB- SAFETY BOOTS $59.99 KIRK'S ENTERPRISE SILKSCREENED MAGNET $125.09 KLOSS, TOM REFUND- CANCEL WINTER GYMNASTIC $8.00 L & P SUPPLY CO SAW $223.64 LOGIS OCT SERVICE $7,829.03 MCLEOD COUNTY TREASURER PARCEL LISTING - OCTOBER $2.50 MCLEOD SOCIAL SERVICES REIMB - HUTCHMOBILE MONTHLY PASS $25.00 MEEKER SAND & GRAVEL SAND $691.02 METRO ATHLETIC SUPPLY VOLLEYBALLS -$6.28 MILLS, ANN REFUND SR. TOUR 25.00 MINNCOMM PAGING NOVEMBER CHARGES 32.27 MOON, DOLF REIMB -MEALS 36.47 175.00 NADA APPRAISAL GUIDES TITLE & REGISTRATION BOOK NO STATES SUPPLY INC BATTERY PACK, CABLE TIES $125.10 PITNEY BOWES INC REMOTE METER $599.40 QUADE ELECTRIC BULBS $9.90 R &R SPECIALTIES INC BEARING, BLADE GRIND $278.63 REYNOLDS FENCE RAIL END CUPS $10.00 SERVICEMASTER NOVEMBER BUILDING MAINT $1,754.59 SIMONSON LUMBER CO SHINGLES $13.94 SORENSEN FARM SUPPLY THREDDED ROD, BOLTS $10.86 ST. CROIX RECREATION CO SWING SEATS $211.20 STANDARD PRINTING NOVEMBER NEWSLETTER $274.06 STARKE, RANDY FOOTBALL OFFICIAL $30.00 SUPERIOR COFFEE & FOODS COFFEE $73.51 TEMPLETON INC OCT & NOV CONTRIBUTION $586.14 TRIPLE G DISTRIBUTING INC POP PURCHASE $36.00 TWO WAY COMM INC CASE, BATTERIES $289.00 UHL CO. SERVICE CONTRACT $800.00 UNITED BLDG CENTERS TREATED PINE $67.90 UPBEAT INC EXIT STOPPER, WEATHER STOP $174.95 US OFFICE PRODUCTS LEGAL PADS $56.26 VICTORIAN INN LMC REGIONAL MEETING $1,442.53 WAL -MART SCANNER $110.73 WITTE SOD SOD $4.05 XEROX NOV COPIER LEASE $908.75 YOCKMAN, LAVONNE REFUND- SPANISH CLASS CANCELLED $55.00 < *> $67,879.62* HUTCH COMM DEV.0 CASH DRAWER #4 OFFICE SUPPLIES $10.00 < *> $10.00* HUTCH TRANS FAC. ALLIED SERVICES OF HUTCHINSON MATERIALS, LABOR $972.48 BUSINESSWARE SOLUTIONS CABLE $9.53 DM2 SOFTWARE SOFTWARE SUPPORT 120.00 HILLYARD FLOOR CARE / HUTCHINSON TOWELS, TISSUE 574.84 SCHMELING OIL CO SWIVEL, AUTO SHUT OFF NOZZLE $86.53 SUPERIOR COFFEE & FOODS COFFEE THE SALTMAN SOFT SALT $ $71.26 24.98 < *> $1,859.62* INSURANCE FUNDS BOELTER, GALE REIMB -SOUP $31.82 • • 11 OPEN -HOLD COUNCIL REPORT 24- NOV- 1998page 3 - ---- ------- - - --------------- --------------- ---------------- - ------- ----------- - ------- - -- - ---- <*> $31.82* G ARY FUND DS FIRSTAR BANK OF MINNESOTA PAYING AGENT FEES c *> $141.00 $141.00* LIQUOR STORE BELLBOY CORP NOV MISC PURCHASE $1,074.38 CITY OF HUTCHINSON- GENERAL FUN PAYROLL 11/20 $8,417.28 ED PHILLIPS & SONS CO. NOV WINE PURCHASE $9,680.29 GRIGGS COOPER & CO NOV WINE PURCHASE $16,913.64 JOHNSON BROTHERS LIQUOR CO. NOV WINE PURCHASE $20,285.08 KOEHLER,LYLE REIMB -SHELF COVERS $6.90 LENNEMAN BEVERAGE DIST. INC NOV BEER PURCHASE $2,067.25 LEO'S TRANSFER OCT /NOV FREIGHT $1,029.35 LEVY, NORITA 2 POINSETTIAS $16.00 LOCHER BROS INC NOV BEER PURCHASE $16,863.90 PINNACLE DISTRIB NOV PURCHASE 1,020.70 QUALITY WINE & SPIRITS CO. LIQUOR CREDIT 3,104.45 SHOPKO PORTABLE DESK TOP $31.94 STANDARD PRINTING TAPES $222.43 SUPERIOR COFFEE & FOODS COFFEE $33.25 TRAVELERS DIRECTORY SERVICE DIRECTORY ADVERTISING $245.00 TRIPLE G DISTRIBUTING INC PAYING REMAINING AMOUNT ON INV $18,190.85 WINE COMPANY, THE NOV WINE PURCHASE $112.00 < *> - $99,314.69* PAYROLL FUND AETNA VARIABLE LIFE ASS. CO. EE CONTRIB 11/20 $575.00 AMERICAN FAMILY INS CO. EE CONTRIB 11/14 $117.04 GREAT WEST LIFE INS. CO. EE CONTRIB 11/14 $75.00 H.R.L.A.P.R. EE CONTRIB -11/14 $170.08 ICMA RETIREMENT TRUST EE CONTRIB 11/20 $1,755.00 PERA LIFE INS CO. EE CONTRIB 11/14 $108.00 PERA- D.C.P. EE CONTRIB -11/14 $52.02 PRUDENTIAL EE CONTRIB 11/14 $100.00 PRUDENTIAL MUTUAL FUNDS BE CONTRIB 11/14 $30.00 PUBLIC EMPLOYEES BE CONTRIB 11/14 $21,672.95 TEMPLETON INC BE CONTRIB 11/14 $50.00 do < *> WADELL & REED EE CONTRIB 11/14 $150.00 $24,855.09* RURAL F. D. CITY OF HUTCHINSON OCT FUEL $132.67 HUTCHINSON WHOLESALE FILTERS $106.95 < *> $239.62* WATER /SEWER FUND ASHBROOK SLUDGE SAMPLE KIT $281.29 BAUERLY BROS INC. 4000 EXTERIOR SLAB $68.88 BIG BEAR REMNANT $8.50 BOUSTEAD ELECTRIC & MFG SERVICE CHARGE, TRAVEL $265.60 BUSINESSWARE SOLUTIONS TONER, INK CARTRIDGES $500.66 C'AIRE INC FREIGHT CHARGES $8.95 CASH DRAWER #4 POSTAGE $15.32 CDI OFFICE PRODUCTS LTD GLOVES $451.49 CGMC REG- MARION GRAHAM $25.00 CHEMSEARCH GEX PLUS AEROSOL $175.72 CITY OF HUTCHINSON OCT FUEL $416.95 COAST TO COAST FUSES $2.97 CROW CHEMICAL CO DRUM ICE MELT $67.41 CURTIS 1000 ENVELOPES $1,814.23 D.P.C.IND.INC CYLINDER, CONTAINER $595.10 DEPT OF LABOR & INDUSTRY LICENSE RENEWAL- RICHARD EBERT $20.00 DYNA SYSTEMS HDWE $183.35 FISHER SCIENTIFIC LAB SUPPLIES $339.84 G & K SERVICES UNIFORMS $625.07 GOPHER STATE INC OCTOBER CALLS $140.00 GRAHAM, MARION REIMB- MILEAGE $46.80 HARRIS COMPANIES SEPT MAINTENANCE $2,385.50 HILLYARD FLOOR CARE / HUTCHINSON DEGREASER $514.34 HUTCH COOP CENEX CHEMICALS & PRODUCTS $266.35 HUTCHINSON UTILITIES OCT ELEC $272.61 IMPERIAL PORTA THRONES OCTOBER UNIT RENTAL $56.18 INDUSTRIAL MAINT SUPPLIES FLAT WASHER, HHCS 130.00 INGMAN LABORATORIES WATER QUALITY CHECK 251.00 , r 1 u OPEN -HOLD COUNCIL REPORT 24- NOV- 1998iage 4 ---------------------------------------------------------------------------------------------------- WATER /SEWER FUND ISCO INC PUMP GEAR CASE, HOUSING $359.97 JEFF'S ELECTRIC LABOR $70.00 JUUL CONTRACTING CO MATERIALS, BACKHOE, LABOR $4,403.00 KOHN, SUE REIMB- MILEAGE $37.38 LOGIS OCT SERVICE $2,233.12 MN VALLEY TESTING LAB WATER TESTS $103.00 MUNITECH INC REPAIR PEOPELLER METER $210.26 NCL LAB SUPPLIES $332.79 RAYFO INC. DUMPSTERS $1,172.51 RESPOND SYSTEMS SAFETY SUPPLIES $4.58 RUNNING'S SUPPLY TUB, ADAPTOR $28.95 RUST ENVIRONMENT PROFESS SERV - AMMONIA TRMT STDY 822.24 SAFETY FIRST SAFETY TRAINING #11 300.00 SERCO LABORATORIES WATER TESTS 346.40 SUPERIOR COFFEE & FOODS COFFEE $44.00 TWO WAY COMM INC LEATHER CASE $20.24 UNIVERSITY OF MN SOIL TESTING $32.00 USA WASTE SERVICES INC LOADS 10 /01 - 10/16 $10,790.06 VAN BERGEN & MARKSON INS FULL DIA IMPELLER $306.93 WALDOR PUMP & EQUIP SERVICE CONTRACT $756.92 WELDERS SUPPLY CO OXYGEN & ACETYLENE CYLINDERS $136.43 WITTE SANITATION TRUCK TIME & LABOR $330.00 < *> $32,769.89* $276,761.75* • • IMMEDIATE PAY COUNCIL REPORT 24- NOV- 1998page 1 ------------------------------------------------------------------ GENERAL FUND DEPT NATURAL RESOURCES --- -- ---- DNR REG FEES ------ - $1,361.00 - - - -- HUTCHINSON TEL CO NOV PHONE SERVICE $574.96 MCLEOD COOP POWER ELECTRICITY $497.47 MIDWEST WIRELESS COMM. NOV CELL PHONE $961.28 STATE TREASURER 3RD QTR SURCHARGE $4,958.83 US WEST COMMUN NOV SERVICE $166.20 <*-> $8,519.74* HUTCH COMM DEV.0 MIDWEST WIRELESS COMM. NOV CELL PHONE $29.15 < *> $29.15* LIQUOR STORE CDI OFFICE PRODUCTS LTD RIBBONS $43.99 CITY OF HUTCHINSON LOTTERY $657.59 CITY OF HUTCHINSON- GENERAL FUN PAYROLL 1116198 $8,177.55 < *> $8,879.13* WATER /SEWER FUND MIDWEST WIRELESS COMM. NOV CELL PHONE $51.41 < *> $51.41* $17,479.43* WIRE TRANSFERS .A.T.S. FUND H.A.T.S. FUEL TAX .YROLL FUND WITHHOLDING TAX MN DEPT OF REVENUE 0 476.60 38,109.21 8,219.22 r 1 0 c. To: Honorable Mayor and City Council e From: Randy DeVries Date: November 19, 1998 Subject: Biosolids Project FOR YOUR MFORMATION Attached is the summary of costs for our Biosolids project. I had Ed Nevers from • Donohue look at the annual cost for each alternative. The annual cost for the heat drying process is the lowest at $33,900 /yr. If we were to bag the product and sell it, we could get $1.50 1bag. At the present time Hudson Wisconsin charges $2.00/bag. I hope this information is helpful. If you have any questions, feel free to call me. • City Center III Hassan Street SE Hutchinson, MN 55350 -2522 (310) 587.5151 Fax (320) 2344240 Parks & Recreation 900 Harrington Street SW Hutchinson, MN 55350 -3097 (320) 587 -2975 Fax(320)234 -4240 - Printed on recycled paper - Police Services 10 Franklin Street SW Hutchinson, MN 55350.2464 (320) 587 -2242 Fax (320) 587-6427 0 0 SUMMARY OF ALTERNATIVE COSTS BIOSOLIDS HANDLING ALTERNATIVES HUTCHINSON WASTEWATER TREATMENT PLANT HUTCHINSON, MINNESOTA NOVEMBER 1998 0 Alternatives Biosolids Class Initial Cost ($) Present Worth of Replacement ($) Present Worth of Salvage Value ($) Amortized Capital Costs (S )/Y Annual Cast (S)/Pear Total Annual Cast ($) Alt. No. 1 - Liquid Haul to MWCC NA 0 0 0 0 267,400 267,400 AIL No. 2 - Lime Treatment A 2,766,000 22,000 - 130,000 275,800 67,700 342,700 AIL No. 3 - Heat Drying A 1,915,000 22,000 - 52,000 195,600 33,900 229,500 Alt. No. 3a - Heat Drying with Credit for Soil Conditioner Value A 1,915,000 22,000 - 52,000 195,600 - 11,100 184,500 AIL No. 4 - Composting A 2,470,000 76,000 - 68,000 257,100 70,500 327,600 AIL No. 5 - Sludge Cake Storage B 2,042,000 22,000 - 110,000 202,800 38,300 241,100 Alt. No. 6 - Liquid Storage B 2,291,000 15,000 - 118,000 227,000 74,200 301,200 Note: Class A biosolids result in a material with a greatly reduced pathogen content. Since Class B biosolids are less stable, odor potential is greater. ® 0 QWHW br Awdidon wfth F R 8 7 1' @) r F � 0 44.110, -, Hutchlnson Fire Department Regular Meeting Monday November 2, 1998 The meeting opened at 8:00 PM. The minutes from the previous month's meetings were read and approved. Committees SCBA - Gary Forcier and Jim Popp went over the new Scott 2.2 SCBA's and the donning and doffing techniques. There are 26 new units and lightweight bottles located on the tricks. Diving — The dive team will be meeting November 17th at the Hutchinson Middle School from 6:00 to 9:00 PM. All team members are asked to attend along with anyone who would like to be a rope tender. Xmas Party - Randy Redman and Weston Scott are looking into options. Training Site - Randy Redman is working with Chief Madson on a local training facility, possibly by the tree dump area. Fire Prevention — Casey Stotts announced that there is 1 class for Fire Prevention. Casey thanked everyone for the good participation. Casey also stated that he is working on relocating the Fire Safety trailer in Hutchinson. Casey also stated that the trail would be having a community service day on November 14 See Casey if interested. Restructure - Weston Scoff stated that the job descriptions were done and that the probationary, fire fighter, and lieutenant Job qualifications were also completed. The group has been meeting every Sunday morning. Bills General Account Cashwise $192.39 Gary Carlson $84.12 Ryan Pederson $124.96 Super America $27.99 Golden Rule Creations $535.56 TOTAL $988.02 Runs 10-1 Multi- Famity Valley Vista 10-9 Commercial - Officer Only 10-2 10-52 Rescue 10-10 Commercial - Officer Only 10-2 CO Alarm - Officer Only 10-12 Commercial Fahey Sales 10-3 Commercial - Century Theater 10-13 Alarm - 3M 10-4 CO Alarm - Officer Only 10-13 Vehicle - Lynn Twsp. 10-5 Medical - Hassan Valley 10-13 Commercial American Legion 108 Multi - Family Green Castle 10-13 Multi- Farrdly Clinton House 10-14 Farm Bldg. Cedar Mills Twsp. 10-22 Medical - Hutchinson Twsp. 10-14 Commercial - Officer Only 10-23 Commercial - Acoma Twsp. 10.15 Farm Bldg, Cedar Mills Twsp. 10-27 Medical - City of Biscay 10-15 Farts Bldg. Cedar Mills Twsp. 10-27 CO - Officer Only 10-15 Residential 10-27 Residential 10-16 Multi- Famity Clinton House 10-28 Commercial - 3M 10-16 10-52 Rescue Acorna Twsp. 10-29 Commercial - Officer Only 10 -16 CO - Officer Only 10-5 SCBA's 10-20 CO - Officer Only 10-5 Drill & Meeting 10-21 Commercial - Regional Eye Center 10-12 Drill 10-21 Hazmat 10-19 Drill 10-22 Mutual Aid - Glencoe 10-26 Drill & Regional Meeting MMS to approve the bills and runs as read. Motion Passed New Business Asst. Chief Dan Steele stated that the new database software is going well. Get your personal information into Dan. Dan also stated that there would be a live bum on November 16"' at the McGraith house on Hwy. 15 South. There is also an arson Investigation class in Duluth. Contact Dan for details. Asst. Chief Steve Schramm talked about the Chiefs conference in Duluth. Chief Brad Emans talked about the Chiefs conference courses he had taken. Brad also stated that the Tech College training fund Is estimated at 8 million over the next two years. Chief Brad Emans talked about the T -shirt sign -up. Please get signed up as soon as possible. MMS to but the T -shirts from the general fund. Motion Passed. Chief Brad Emans talked about the proposed Fire Department capital expenditure in the future. Ladder truck In 3 years, Rescue Unit in 2 years, fire station repainting interior and diesel exhaust system next year, and a satellite station in 10 years. Chief brad Emans handed out certificates of appreciation to Duane Hoeschen and Jim Brodd for the work done on the MERC trailer. There was a round of applause. Meeting Adjourned at 8:51 PM. Jim Brodd Secretary 9 HUTCHINSON SAFETY COUNCIL MEETING The Hutchinson Safety Council met at the Heritage Center on Monday, October 26, 1998 at noon. In attendance were; Vi Viiesselman, Frank Murphy, Leslie Smith, Lucille Smith, Joyce Rix, Loretta Pishney, June Wick, Craig Johnson, Myron Johnson, Dick Higgins, Archie Woodworth, Dave Conrad, Duane Hoeschen, Brad Emans. The meeting was conducted by Dick Higgins, A motion was made to accept the Secretaries's report. Old Business: A hill has been received from Casey Stotts for the sign that was made for the Fair Booth. The $85 will be taken from the savings account. Dave Conrad was present with materials from the Minnesota Safety Council about the Cross Walk Law. Members were urged to avail themselves of whatever materials that they felt they would be able to distribute. New Business: The subject of inactive members was discussed. Craig Johnson will be going through the list of present members and contacting them to determine if they are still interested in serving on the council. A discussion of growing pains within the city and resulting traffic problems followed. Brad Emans announced that a gift of funds in memory of Harvey Lohrenz that the fire department had received had been used to purchase educational books and videos about fire prevention. These materials can be found in the Public Library. The problems with a catered lunch were discussed. The group concluded that the food was very good and we would try to encourage non attending members to attend and bring guests so that we could meet the number of twenty attendees that the caterer would like. THE NEXT MEETING will be on Monday November 30 at the Heritage Center. Please contact Vi Viesselman for LUNCHEON RESERVATIONS. TELEPHONE - - -- home 587 -5763 Work 234 -0272 E- MAIL - - -- Home cort@hutchtel.net Work Vviesselman@ridgewater.mnscu.edu Please return reservations by MONDAY - - - -- NOVEMBER 23,1998 BRING A FRIEND TO LUNCH 0 Ad Office a 410 Fifth Street SW loneerland P.O. Box 327 F j, MRMY SYMM Willmar. Minnesota 56201 -0327 'n""""""""""I hone: (320) 235 -6106 Fax: (320) 214 -0187 pls@pioneerland lib.mn.us PIONEERRLAND LIBRARY SYSTEM BOARD MEETING September 17, 1998 Mating was called to order at 7:38 p.m. vy vice chair Bob Fleegcl Roll call was taken with Jean Clark and Beth Lmm from PLS ofhioe and four Renville County librarians pre The agenda was approved with the addition of request by LeRoy Sanders to disco barooding process under finance committee report Motion by Ivey Vonderharr, ammW by Stay Sdoette, Passed Darlene Kate nirki wanes her Statement on school/public Library joint buildings in the August 20, 1998 mim.trc under Person Committee changed to reflect her belief that this maybe the time to Seriously examine the feasibility of such Joint efforts. She also questioned the timing of working with schools on the joint PLS/PCLS/SAMMIE project. Motion made by LeRoy Sanders, wcond by Al Clouse to accept the August 20,1998 minutes with the change. Passed The Renville County Librarians gave their presentations. There are five public libraries in the camly in PIS system, four with new buildings in pas five years and one renwdeled. Videos from each library were shown by the IHaan Sue 11ilgert from Olivia, Jill Sing from Hector, Esther Fisher from Renville, and • Carol Thompson from FairFarc Shirley Schulte from Bird Island could = be there. Committee Reports: Finance Committee: LeRoy Sanders explained the revenue and otpeodin¢e report for August 1998. PLS was overpaid $2,000.00 in federal operating come this year so that amount will be srbtmcted from next year. Motion by LeRoy Sanders to approve report Second by Orville Radningea Passed. Kathy Matson explained the report of results accomplished FY 98 LSTA Gram. Year is from July 1997 to June 30, 1998. The report is what PLS will do with the grant money and what has been done so far. Motion by LeRoy Sanders to accept report, second by Ivey Vooderharr. Passed. LeRoy Sanders stated that the finance committee has no plans yet for the use of the interest money which is about (72,000. LeRoy Sanders reported on barcoding books in all the libraries Some hbran have been going to other libraries to help with this. Staff working on banooding will be paid for time worked Most libraries have fonds for this. Those libranes who don't have funds in 1998 may have to develop alternative plans. Personnel Committee: Ivey Vonderhaa stated that committee is still looking for a place for April 1999 animal mating and banquet. Deadline is October 15, 1998 PLS board mating. Ivry Vonderhaa reported that the committee is continuing work on implementation of corrective interval increase and need to implement change over two or three year period • Ivey Vonderharr reported that the personnel committee met with Darlene Kotelmdo. They tried to answer many of her questions. Darlene Kotelnicld accepted an assignment from personnel co mmittee to prepare new language aTlaining the performance evaluation process, pedormamce criteria, and suggested timeline for awarding performance raises. •Darlew's recommendations will then be reviewed by this committee and staff personnel committees and a final report submitted to PLS Board Dismission was had on developing a policy on paying candidates for mtmvzmng expanses. Vice chair Bob Flmgel asked what other systems did John Houlahan answered Bob Fleegel spoke on the private sector. Orville Rudningen was against paying for any interview expense Gary Johnson agreed on this. Others speaking up in discussion were Amy Wilde, Marietta Johnsen Darlene Kotelni Paying mileage or per them or some part of the expense were some of the things discussed Personnel Committee world like wpm from board on this. Automation Committee: Ramona Berg-Perry discussed minor changes in U.S. West grist and made motion to have John Hoalahan a* Q.S. West to accept grant with changes and use of remaining money. Second by LeRoy Sanders Passed. Larry Ladd questioned elf the ten cities that gee this gram were involved in determining how to use the grant morrey. John Houiaban stated that be wrote the gram at last minute before deadline so could not get the ten librarum'. input There is $63,000 lit of gram that the ten librarians will be asked for input and suggestions on how to use and John will then write draft Ramona Berg -Perry explained the SANMIM proposal for system -wide educational program which would involve Beth Lunn from PLS office. Training would be over a 12 -24 month period Motion made by Ramona Berg -Perry to accept this proposal and gel training started Second by Ivey Vonderharr and passed Motion made by Ramona Berg -Perry to accept the LSTA grants apps by regional administrative council and LDS. Second by Bill Waboo. Passed. Discussion followed PIS will be involved in #3 and #4 only. The SAbIIAM11honeerlandown Creek Pilot Project was explained by Famona Berg-Perry. She also made motion to accept this project, second by Al Clouse and passed Discussion followed. Project is for 17 months with funding and plans on a three -month basis. SAMMDE will be billed for PLS staff time. LeRoy Sanders, Larry Ladd, Darlene Kotelnidd Bob Fleegel, and John Houlahan spoke out during discussion. Ramona Berg -Perry went through the registration policy, loan period policy, overdue policy, and policy on fines and fees which was approved by automation committee on September 8, 1998. This was for information only at this time and will be voted on at October 1998 meeting Bob Fleegel asked that board please share input on this with committee members Collection Development Task Force: Ramona Berg -Perry reported on the FY98 Public Library System Outreach Grant report of results accomplished and expenditures. Berg -Perry made motion to accept report as printed. Second by Al Clouse and passed. Motion by Ramona Berg -Perry to accept the application for Public Library System Outreach Grant FY". Second by Ivey Vonderbarr and passed The Collection Development Plan is finished and should be reviewed by all board members for voting on at October 1998 meeting The Collection Development Committee at its September 15, 1998 meeting voted to dissolve current collection development task force and asks PLS board to appoint a new committee within six mouths after beginning to collect online data The new committee will study and make reoommeticlations on systemwide collection development Old Business: Darlene Kotelmcki vent through the mission, vision, and values An Abel suggested a change in the values -- resourceful to resou:aCulness, instrM of exceptional use enrichment accessible to accessibility, and diverse to diversity. Modem by Al Clouse to atxept mission, vbum4 and values statement with changes. Second by Ramona Berg -Perry and parsed. Motion made by Ramona Berg -Perry to approve the amended contract with Prairie Correctional Facility. Second by Francis Schweiss and passed. Discussion followed. Orville Rtdnmgen asked what the Appleton Public Library's role was with the facility. Kathy Matson replied Herb Rotunda also spoke on the Prairie Correctional Facility library use. Lftanans of Color gram was held over until October 1998 meeting as not ready. New Business: There is a need for a representative and alternate to the SAMMIE governing board from PLS board SAMIyIIE meets quarterly on Wednesday nights at Southwest State University in Marshall and pays mileage. Next meeting is December 2, 1998, 5:30 Am. LeRoy Sanders, Al Clouse, and Nancy Grossing are our representatives. Herb Rotunda will go to December meeting but will not be able to main; siring meeting in March If anyone is interested, please let Kathy Matson know. Minnesota Library Association conference is October 7, 8, and 9, 1998 in Rochester, MN. Friday, October 9, is trustees day. If anyone is interested in going, contact Kathy Matson. Deadline is Monday, September 21, 1998. Litchfield has a group going for the throe days The women's room is full but have only one man going. Can contact Darlene Kowbacki if interested. . Next meeting is Thursday, October 15, 1998 in Willmar. Meeting was declared dosed at 9:34 p.m. by vice chair Bob Fleegel. Madeen Canfield Secretary •